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Acquisitions

A collection of documentation guides for Acquisitions tasks and processes.

Standing Order Receiving

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.

  1. Locate the POL for the series / pseudo-series by performing a Quick Order Lines search.  Type a few key words from the series title and one or two words of the vendor name.  For example “civilization american indian oklahoma” will return POL 8344-stillwaterdb for “Civilization of the American Indian series”, purchased from University of Oklahoma Press.
    1. Many Cat Sep series are received against a POL for title “Miscellaneous publications not in a series”.  If the volume is part of a series, this information is usually indicated on the title page verso of the piece.  Search the proper series first.  If no POL is found, or if it is closed with no additional instructions, assume the series is “Miscellaneous publications” and search again.
  2. Note the POL # on enclosed packing list or invoice, unless the vendor on the order is EBSCO or GIFT.  For analytics, also note the series volume number and insert the flags indicated in the Receiving Note.

    You can omit the “-stillwaterdb” part.  This is a holdover from our migration from Voyager to Alma, but is not necessary to locate a POL during invoicing procedure.

Image of Analytics POL from Alma Search Results

 

 

 

 

 

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.
 

MMSID POL # PUBLISHER VENDOR
Misc Pubs Orders Active as of April 11, 2017
998579375502681 6ADB8677a OU OU
998554335502681 5054 Amacom Amacom
9937481394002681 3363 Basque GIFT
998564995502681 1ADB5807 ASCD EBSCO
991464535502681 142 IMF IMF
998563695502681 8631 AH Clark OU
999017265502681 7024 AEI NBN

 

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.

  1. Rarely, a monograph title in a cat sep series consists of multiple volumes in a set or series but NOT published at the same time.  In that case, you will find a record in the catalog when additional volumes arrive.  View the holdings and items to determine if it will be an added volume to the existing record and flag the piece accordingly.
  2. Occasionally, the same publisher or a different publisher will reissue a previously published title, or a new edition will be published.  You may find a record if we own(ed) the earlier printing / edition.  Check the title page verso for an update to the copyright date or indication of “paperback / hardcover edition”.  In this case, you will need to copy the MMSID of the earlier printing / edition to insert a 948$a dif= note in the bib upon import.
  3. Upon finding no record for the title, search OCLC using the Connexion interface.  Select the best possible record, with preference for records cataloged in English, and export (F5).

E. Search the catalog for the title again. 

  1. Most of the time, the previously executed search will remain in the Repository Search boxes and you can simply click GO to re-execute. 
  2. Alternatively, you can use your barcode scanner to scan the ISBN barcode on the back of the book, if one exists.  Depending on your computer settings for the scanner, it may or may not automatically click ENTER to execute the search.
  3. Click EDIT.  The bibliographic record will open in the Metadata Editor.

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.

  1. If the title is a new edition of a title already held, type

             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:

  1. ACQ-Cat Sep-[publisher / vendor name]
  2. ACQ-Analytic-[series name]
  3. Alternatively, there are also generic Cat Sep and Analytics templates that require you to replace the placeholder MMSID and initials in the template with the MMSID of the actual pseudo-/serial record and YOUR initials.You may also need to change the Library and Location if you use one of the generic templates.

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).

  1. Receiving Date
  2. PO Line
  3. Barcode

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.