Macros: BNA Approval
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Princeton University Cataloging Documentation

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Processing Procedure for BNA Approvals

Before you get started:

  1. Log on to Cataloging and Acquisitions. 

    In the cataloging module be sure to check your preferences and change them if necessary before you start.

  2. Search by Title (BIB)

    Search for “wert test”
    When the bib record comes up, click on save to database.
    Answer “no” to pop-up box and close wert test bib record.

  3. Search for first book.

    When record comes up, make sure that it matches the book.

    Go to Record – View line items in Acquisitions.  When line item window opens click on the order tab, write it on the invoice, and close the window.

    When searching for books:

    If more than one record is found that matches your book put book aside, write “dup” on book slip and corresponding line of invoice
    If one record is found display hierarchy

    If hierarchy says:

    In the pre-order process continue

    On Order,
    1 copy received, OR
    it has a call number

    put book aside, write "dup" on book slip and corresponding line of invoice

    Processing the books:

  4. Go back to the bibliographic record for the first book and check if it is LC copy or No copy:

    LC copy should have and 040 field with DLC|c DLC and an 050 field with a call number. If the 050 field contains more than one call number, or a non-standard call number (e.g. "LAW"), put the book aside.

    No copy should have 035 field with OrLoB |c OrLoB

    If LC copy:

    • Check that 245 and 260 fields match book in hand
    • Use macro Win + Alt + l
    • When macro stops adjust location according to orange slip or call number list and add oversize + q to call number if needed
    • Circle or write location (if needed) + call number on t.p. verso
    • Write fund number (1601) and purchase order number in gutter of book
    • Put barcodes on book according to guidelines
    • Activate macro again (Win + Alt + l)
    • Scan in barcode
    • Check off title on invoice
    • Discard paper insert
    • Forward to Labeling and Plating


    If No Copy:

    • Check that 245 and 260 fields match book in hand
    • Use macro Win + Alt + n
    • When macro stops adjust location according to orange slip
    • Write fund number (1601) and purchase order number in gutter of book
    • Put barcodes on book according to guidelines
    • Activate macro again (Win + Alt + n)
    • Scan in barcode
    • Discard paper insert
    • Print out label for book when prompted
    • Write “No Hold” on paper and put it folded inside book
    • Put book on “non-DLC” shelf

  5. When entire invoice in complete take invoice and books that have been set aside to Bob Black.

Problems and solutions:

If macro gets hung up and nothing seems to be happening: right click on running man icon in taskbar (bottom right-hand side, near clock). This stops the macro and you can run it again.

If macro brings up box that says the record has no holdings: answer No to box, you do you not want to create new holdings. Instead, stop the macro (see above) and re-run it--it should work properly when re-run. Once you have scanned in the barcode and completed the process, bring up the record again. On the top left-hand corner of the bib record there are three tabs, click on the tab that says System and make sure the box that says "OK to export" is marked. If it is not marked, click in the circle then save and close the record. If it is already marked, just close the record.

If you forgot to change the location, just bring up the record again, click on the retrieve holdings button at the top of the record and change the location. You must also open the item record by clicking on the retrieve item record button and change the Perm. Loc. to match the Location. Make sure you save both the item and the MFHD records before closing them.

NOTE: Write "Dixon" in books going to Dixon not "Dixn" (although you still type "dixn" in the Voyager record.)