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Princeton University Order Division Documentation
 
Receiving

LC Copy Guidelines

MCS Check-in
  Cataloging Record

Monographic Receipts
  Checking Shipment
  Identifying Vendor Code
  Searching Records
  Verifying Order
  Invoiced Orders
  Non-invoiced Orders
  Creating Item Record
  Finishing Up

Using the Receiving Macro

Problem receipts (firm orders)

RWI Form (MS Word)

Sorting Monographic Receipts and Gifts

EDI Firm Order Invoices

Documentation Home

Monographic Receipts Procedure
Duplicates

 

Processing duplicates

The use of "book" in this and other related documentation on problem receipts also refers to orders for other media such as CDs, videos, etc.

If the book (or other format) supplied is the book we asked for:

  1. The order is attached to a duplicate bibliographic record of a copy already received or cataloged.
       
    • Keeping and sending the book to dup sales
         
      1. Check in the book. Update the line item note "Dup of bib #######. Sent to dup sales [initials][date]"
      2. Mark the duplicate bib record to suppress it from the OPAC.
      3. On the mfhd for the suppressed bib record, add 852 |x "dup of bib #######".
      4. Put the book on the dup sales truck
      5. Forward the completed invoice to Invoice Unit as usual.
       
    • Keeping and cataloging as AC or ACX
         
      1. Check in the book. Update the line item note "Processing on bib #######."
      2. Mark the duplicate bib record to suppress it from the OPAC.
      3. On the mfhd for the suppressed bib record, add 852 |x "processed on bib #######"
      4. Create a new mfhd on the first bibliographic record and process as AC or ACX. DO NOT RELINK THE ORDER MFHD TO THE OTHER BIBLIOGRAPHIC RECORD.
      5. Forward the completed invoice to Invoice Unit as usual.
       
    • Returning the book to the vendor and cancelling the order
         
      1. Email the vendor for permission to return, if necessary (for example, BNA/EBNA requests we email them even if it is their error).
      2. Update the line item note "dup of bib #######. Returning and deducting from invoice ##### [initials][date]." Put on the appropriate shelf for return, with the invoice. Indicate on the paperwork that a SYSTEM RETURN should be done to generate the returns letter.
      3. Mark the duplicate bib record to suppress it from the OPAC.
      4. On the mfhd for the suppressed bib record, add 852 |x "dup of bib #######".
       
  2. The order is attached to the same bibliographic record of a copy already received or cataloged.
       
    • Keeping and sending the book to dup sales
         
      1. Check in the book. Update the line item note "Dup of bib #######. Sent to dup sales [initials][date]"
      2. In the Cataloging module, check the hierarchy and examine the mfhds. If this received copy is displaying on a separate mfhd, suppress the mfhd from the OPAC . DO NOT SUPPRESS THE BIB RECORD.
      3. Put the book on the dup sales truck.
      4. Forward the completed invoice to Invoice Unit as usual.
      5.  
       
    • Keeping and cataloging as AC or ACX 
      1. Check in the book. Update the line item note "AC" or "ACX" as appropriate.
      2. Create a new MFHD if necessary and process as AC or ACX.
      3. Forward the completed invoice to Invoice Unit as usual.
       
    • Returning the book to the vendor and cancelling the order
      1. Update the line item note "dup of bib #######. Returning and deducting from invoice ##### [initials][date]."
      2. Put on the appropriate shelf for return, with the invoice. Indicate on the paperwork that a SYSTEM RETURN should be done to generate the returns letter.

       

General guidelines