Documentation for Plans with bulk-loaded records

Cataloging module

Search each title using the general processing guidelines in Approval Plan Processing Overview. It is not appropriate to search using specific numbers such as ISBN or LC control number.

• Check the record hierarchy to see the status and location. You may find that a copy has already been processed (for example, a Micawber copy may have been cataloged on a Blackwell’s loaded record, making the Blackwell’s copy a duplicate).
  
  
• Use the Record menu>View line items in Acquisitions (or Alt-r-q) to verify the purchase order number. Check to see that the vendor on the order matches your invoice. Write the vendor code and the purchase order number on the invoice.
  
  
• Overlay the bibliographic record and/or  catalog the book if appropriate.
  
  
• Check the mfhd and change the location if the selector has indicated some location other than the default location for the plan.
  
  
• Add an item record , with In-process status.
  
  
• Write the appropriate fund number and  item record number in the book
  
  
• Any book that will be going to hold or to Cataloging will need an item piece label.

Acquisitions module

No books to be returned

• Check that the titles and prices in the Voyager approval purchase order match the printed invoice. Be sure that you have the correct number of lines.
  
  
• You may find that if you have received multiple volumes of the same title, which are separately listed on the print invoice, that only one line loaded for that title. In that case, put volume information in the line item note for all volumes received, and edit the price to reflect the total for all volumes.
  
  
• Approve  the purchase order, being careful to uncheck Print purchase order, and check Receive on approve.

  Books to be returned

• Check that the titles and prices in the Voyager approval purchase order match the printed invoice. Be sure that you have the correct number of lines.
  
  
• You may find that if you have received multiple volumes of the same title, which are separately listed on the print invoice, that only one line loaded for that title. In that case, put volume information in the line item note for for the volume processed on that line. Then add as many more lines to the order as are necessary for the volumes supplied.
  
  
• Delete lines from the purchase order for the books being returned.
  
  
• A second purchase order must be created for any approval titles being returned. See procedure at Approval Returns Purchase Order

Finishing Up

Write the vendor code and the Purchase Order number(s) on the invoice. Deliver complete invoices to the designated spot in Order Division.  Deliver returns (with invoices included) to the designated spot in Order Division.

[Approval Plan Processing Overview]  [Plans with Bulk-Loading] [Plans without Bulk-Loading]  [PO Default Values]  [Approval Vendor Table]