Processing Titles with No Acquisitions Records (RECON, Gifts, Etc.)

Always start with a title search in the Advance main database to make sure a matching record doesn’t already exist for your item. If there is no matching record, follow the steps below.

Utility Searching

Select the database you want to search. Click on Databases, select the database by clicking on it, and then click on the OK button. (Note: You only have to select the database the first time you search; each subsequent search in that session will be done in the same database.)

Check the Options.

• Relation is set as =
• Structure is set as word or phrase (use word for number searches)
• Truncation set as unspecified for no truncation; right truncation, etc.
• Completeness can remain blank

Select the Search Index, and then enter your search term(s). You can combine search indexes by using clicking on one of the Boolean operators, and then selecting another search index and entering your search term(s) for that second search index.

Click on Search or Scan. (Number searches and Boolean searches are “searches”; title searches can be either “searches” or “scans.” “Searches retrieve matching bib records; “scans” retrieve browsable lists.) AdvPac performs your search and displays your search result(s).

• If your search results in one matching bib record, the record displays in a brief Detail display.
  
  
• If your search resulted in more than one match, double click on the matching title from the headings list. If the heading matches one record, the record displays in a brief Detail display; if the record matches more than one record, you’ll get a listing of brief records that match. Double click on the title you want to see to get the brief Detail display.

You can view the entire MARC record by clicking on the MARC tab.

If the record matches the item in hand, choose Action…Push to AdvCat to push the record into the Advance main database. (Note: If you are not logged into AdvCat at this point, you will be prompted to do so.)

Editing and Saving a MARC Record

AdvCat opens and the “pushed” bib record appears on the desktop.

Review the record and make any necessary edits.

Choose File…Save to save the record. The Save record dialog box opens with “Update database” and “Add MAIN*BIBMAST” as the default options. Click on OK. The record added message appears with the LCN number. Click on OK; the record window closes.

Adding Holdings

Select Applications…AdvHoldings. (Note: if you are not logged into AdvHoldings at this point, you will be prompted to do so.)

From the drop down menu to the right of the Search button, choose BIB from AdvCat, then click on the Last button. The Items Summary screen appears.

Click on the Add button to add the Item Detail information.

Enter the barcode in the Barcode line.

Tab to Current Locn line, then press <F2> to open the Current Location Data box. Enter the call number in the Classification and Cutter/Item lines. If applicable, add collection code, call number prefix, and/or call number suffix.

Click on Accept. The Current Location Data box closes.

Tab to the Circ Code line and enter the appropriate code.

Click in the Status line. Change the “400” In processing code to either “415” Bobst Labelling or “430” Bobst Pre- bindery as appropriate.

Click on Save.

“Update owning info from current info?” Yes

“Your changes have been saved.” OK

“This piece cannot be updated with the current status.” OK (This message occurs as a result of a system bug and can be ignored.)

Click on Cancel to close the Item Detail screen.

Click on Home to clear the screen.