the Receiving Macro
receipts (firm orders)
Form (MS Word)
Sorting Monographic Receipts and
Firm Order Invoices
Monographic Receipts Procedure
Verifying Order & Bibliographic Information (Including LC cataloging)
/ Checking In
- Check the Line Item Status before receiving.
The status should say Approved
and the color of the line text under Line #/Status should be
green also indicating that the title has not
yet been received. [If the status says Received
(black text), Canceled
(white text on red) or Returned
(red text on white), STOP and consult supervisor.
- Verify that the header info, especially the vendor
code and the purchase order # in the
record matches the invoice (if a valid po# is not already cited on the
invoice then it should be written on the appropriate line of the invoice).
Also check that there is not a major discrepancy between the price cited
in the order and the actual price listed on the invoice. If so, STOP
and consult supervisor.
- Check the information on the line item, including fund and location.
Scroll to the end of the line and check the notes field. If there are
notes, click Quick Line Item Off, highlight the line and click on Details.
Check both the Instructions to vendor and the Line Item note
for any information that pertains to reviewing and receving the order.
For example if we placed a multi-part purchase order for vol.1-2, and
you have only vol.1 in hand, you may not proceed with doing a
monographic receipt on the order.
- Prior to receiving you must also verify that the
bibliographic info matches the item shipped (i.e. the correct
title, imprint, edition, series etc.). Bibliographic data can be viewed
in the Cataloging module by clicking the MARC
button at the bottom of the screen.
- If the imported bib record is LC or LC-like copy (PCC copy,
etc.) catalog the book at this point. Using the LC cataloging macro
will also prompt you to add the item record at the same time. Quick
tip : for fastest processing, at this point use the WIN-G
macro to complete LC cataloging and add the item record, then use the
WIN-ALT-R macro to check the book in.
- Remember that bibliographic info of a preliminary
or brief record can only be edited or added in the CAT module, however...
NEVER CHANGE A FULLY CATALOGED
RECORD unless you are doing LC cataloging. If you determine
that an item received does not match what was ordered or varies from
the fully catalogued record, keep it with the invoice and consult your
supervisor or follow the appropriate procedures for such cases.
[Monographic Receipts Procedure] [Checking
Shipment] [Identifying Vendor
Code] [Searching Records] [Verifying
Order] [Invoiced Orders] [Non-invoiced
Orders] [Creating Item Record] [Finishing