Receiving Multi-Part Sets in Advance 6.8
October 1999
Step 1 Select Acquisitions from the Main Menu, then choose Receiving Menu (RECM) and Receiving Entry/Update (RECU).
Step 2 Search by title (t=) and retrieve appropriate record by line number (usually #2 on the screen).
Screen header reads "Rec - Standard Location Display".
Step 3 Check Location (e.g. Bstack, Bref1, Nstack, etc.). [Location determines how the title will be processed for cataloging and invoicing.]
Step 4 Select "Order Update"
from the options line. Screen header reads "Ord - Ordering Data".
Check "Transfer" (line 3), "Selector" (line 6), "Currency" (line 10), "Unit Cost" (line 11), "Condition" (line 15), and "Vendor Note" (line 16). Make any necessary changes.
Step 5 Select "Bibliographic" from the options line. Screen header reads "Ord - Bibliographic Entry/Update".
Verify that the bibliographic information matches that of the item in hand.
Select "Marc" from the options line. Screen header reads "Acquisitions Order Entry Marc Display".
Check all appropriate MARC fields. Exit twice to return to "Ord - Ordering Data".
Step 6 Select "Allocation" from the options line. Screen header reads "Ord - Allocations".
Check to see if the fund is restricted or not. If restricted, put the fund=s name on the invoice. If a bookplate is required, mark the book flag and the book accordingly (refer to the list of restricted funds if necessary).
From the options line, select "Accept" to save changes or "Exit" if no changes were required. Screen header reads "Ord - Ordering Data".
Step 7 In "Parts/Cpy" (line 7) enter the number of physical pieces per ordered copy. [This allows for parts to be received and barcoded individually.] If receiving v.1-3, for example, type 3 in line 7.
Step 8
Select "Notes" from the options line. Screen header reads "Ord - Notes Screen". Read General, Cataloging and Processing Notes (lines 2-4) and make changes if needed.
In "Num Start"(line 12) enter the starting number of the multi-part set. Since line 12 defaults to 1, leave it blank if receiving a set that begins numbering with 1; otherwise, enter the appropriate starting number. [There is no need to enter the ending number in "Num End" (line 13).]
Enter the appropriate label in line 14 (v. for volume, Bd. for Band, etc.), referring to AACR2 standards if necessary for correct abbreviation. Select "Accept" to save changes. Screen header reads "Ord - Ordering Data".
Step 9 Select "File" from the options line to save all changes made in steps 4-8.
Screen header reads "Rec - Standard Location Display". [If you have specified that the item is multi-part (e.g. Parts/Cpy is greater than 1), three additional options will now appear on the options line of this screen. These three, "Details", "Numbering", and "Type of Holdings", are applicable to multi-part orders only.]
Step 10 Select "Receive" from the options line. When prompted for part number, type "A" to receive all parts at one time. For a partial receipt, type the specific part number(s) being received; otherwise type "E" to exit. [N.B. Either all or one part can be received at a time - the system does not allow for range receipts (e.g. v.1-3), so if not receiving all parts at the same time, receive them one by one.]
Screen header reads "Rec - Receiving Items".
Step 11
Select "Accept" from the options line. Screen header reads "Rec - Receiving Items".
Step 12Enter the line that corresponds to the item(s) being received (usually line 1).
Barcode all parts, then select "File" from the options line. Invoice as usual.
Step 13 To verify receipts, select "Details" or "Transaction" from the options line in "Rec - Standard Location Display". [A copy will not be marked as received in "Rec- Standard Location Display" until all parts per copy have been received.]
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