Because standing orders do not create inventory and are not checked in at Receiving, different steps are required to receive a volume on standing order. The following steps should be followed for both Analytics and Cat Sep standing orders. One additional step is required for Analytics—noted in the following workflow.
C. Double-click and COPY the MMSID # associated with the POL. The MMSID # is located slightly below the title in the POL search results.
As you become more familiar with the standing orders, you will recognize which ones are Misc Pubs. Here is a list of recently active "Miscellaneous Publications" orders.
D. Search the catalog for the volume in hand. Use the Quick All Titles search. Usually there is not a record, as these are newly published materials.
E. Search the catalog for the title again.
F. Bib record edits. Press F8 to insert a new field. Type 948 in the first small field, then tab to the large field. DO NOT remove the $a.
Dif=[MMSID of previous edition];[your initials]
b.If the title is part of an Analyzed Series, type
Analytics;base record=[MMSID of series record];[your initials]
G. CTRL+S to save any changes.
H. On the left hand navigation, click on the TEMPLATES bar, then expand the MARC21 Holdings group, then expand the Shared group. Click on the desired template. A short menu will open--click on New. The Split Screen editor will open with the bib record on the left and the in-process holdings record on the right.
There are many cat sep and analytics templates for the most frequently received series—these can be used with little additional editing required for most volumes. The naming convention for these templates is as follows:
I. CTRL+ALT+R to save and release the newly created holdings record. Wait a couple seconds, then
J. CTRL+I to view Inventory. The Split Screen Editor will open again. This is the jumping-off point to create the item record(s). Click View Items link for the newly-created holding.
K. Click Add Item. The Physical Item Editor will open. The data elements indicated below are required. Best practice is to complete them in the order displayed below.
Depending on your barcode scanner settings, after you scan the barcode, it may proceed to save the record. If you scan it first, you will have to open the item record again to add items (b) and (c).
The Receiving date will normally be today's date. Use the date picker to select.
Associating the PO Line requires a search. Click the spyglass icon in the PO Line field. The Select PO Line search screen will open. Paste the MMSID you copied earlier into the Find field and press ENTER.
Select the desired PO by marking the radio button to the left of the title then clicking the Select button.
Finally, scan in the barcode. If necessary, press ENTER or click save. The Physical Item Editor will close and you will be returned to the List of Items, which is now populated with the newly created item record.
Press CTRL+ALT+R or use the menu commands: File >> Release Record. A pop up will request confirmation that you want to release the record. Click YES. This will unlock the record from your account, enabling other users to edit the record if needed.
DONE! The volume is ready for cataloging. Record ACQ stats and deliver the piece to Processing.