Script for the check in of serials for ADVANCE 6.8

September 30, 1999

Note to Users: This script is dynamic and will change as new activities are added to Section B. or as new routines are established. If you print this script, please recheck the online version periodically for the latest version as noted by the date line above. Report any changes to Linda P. Lerman, Head of Acquisitions, Bobst Library, NYU (Linda.Lerman@nyu.edu).

Section A. - Serials Check In

1. Select number 1 CHKM from the Serials Check in Menu
2. Screen header reads: "CHKM Bibliographic Search"
   Enter your search to retrieve the serial record. It's preferable to search by title (T=) rather than ISSN to catch all title changes
3. Screen header reads: "Online Catalogue - Heading Browse"
   Select the appropriate serials title by line number
4. Screen header reads: "Online Catalogue - Brief Display"
   Retrieve the title by selecting the "Retrieve" prompt at the bottom of the screen. You can verify this is the correct title by retrieving the USMARC bibliographic record by selecting the "MARC" prompt.
5. Screen header reads: "Serial Copy Set Summary"
   This screen displays the location, ship to code, status, route list, and vendor. Verify the information. Read the Copy set notes. [See II. Other Activities to change "Ship to" location.] [Note: new in Advance 6.8, the first location to receive an issue affects the displays on all other location statuses from "Exp" to "Item due". It will also indicate a gap in summary holdings. All locations will need to check in all serials or the status will remain "Item due". Bobst Library does not use the route list option.] Select the "Check-in" prompt at the bottom of the display.
6. Screen header reads either : "CHKM-Checkin for SER-ISS" or the "Type of Holdings Summary" listing Issues, Supplements, or Indexes. Select one Type of Holdings by line number.

   Displays the check-in boxes.
   [If the serial record has already been updated to Advance
   6.8 go to page 4 to proceed with the Serials Check in.]
   To Update Advance 6.7 Records to Advance 6.8
   

   • [The need to upgrade records occurs only once for all future issues.
     Previously received issues will need to be upgraded separately.]
   Update the free text description to Issues:
   1. Retrieve the correct check-in box.
      Screen header remains the same: "CHKM-Checkin for SER-ISS".
      Items with more than one "Ship to" will prompt you to select the "Ship to" location to receive the issue.
      Items with more than one description the screen header displays. "Type of Holding Summary". Select the item to be checked in.
      
   2. Change number 1, Type of Holdings - the options line at the bottom of the screen says "Enter "c" to change information.
   3. Enter "c" anywhere in the display.
      Screen header reads: "Type of Holding Detail".
   4. Change only number 1: Description - "ISS" becomes "Issues".
   5. File.
      Returns to "CHKM-Checkin for SER-ISS".
      
      Update the publication pattern
      
      
   6. Change number 2, Publication Pattern - the options line at the bottom of the screen says "Enter "c" to change information.
   7. Enter "c" anywhere in the display.
      Screen displays "Publication Pattern Detail".
   8. Change the display to read "Year, Month";
      Change the chronology codes order to read "Y" and "M".
   9. Verify the "Frequency Code" is correct.
   10. Go to "Predictions" on the Options line.
       Verify the "Publication Pattern Prediction" is correct. Change the chronology display to comply with the NISO standard. Verify all information is correct then "Accept" on the options line.
   11. Go to the second screen of "Publication Pattern Detail".
   12. Verify number 5 "Compress/Expand" is set at "2".
       Verify number 6 "Caption Evaluation" is set at "3".
       Change number 1"Frequency Notes".
       Delete obsolete notes.
       Move current frequency notes to the copy set [see below].
   13. "Accept" to file any changes made.
       Screen display returns to "Publication Pattern Detail".
   14. "File".
   15. Display prompts "Do you want to retain the old record?"
       Enter "No".
   16. Display prompts "Do you want next expected information updated?"
       Enter "Yes".
       Screen display returns to "CHKM-Checkin for SER-Issues.
   17. Update number 3 "Enumeration/Chronology".
   18. Retrieve number 5 "Status" and update.
   
   
7. Screen header reads: "CHKM-Checkin for SER-Issues".
   Displays the check-in boxes.
   [Displayed above each check-in box is the part being checked in.]
   Retrieve "Exp issue" box by number.
8. Choose item 3 "Enumeration/Chronology" based on the issue number in hand.
   Verify the information in the check-in box.
9. Choose line 5 "Status" and then select the line number corresponding to the correct location.
   [Display copy set notes at the information line includes the vendor, purchase order, and type.
   Display prompts for the valid Checkin Type - "?? " displays all status codes.]
10. Enter status code (e.g. 1 is to receive).
11. Prompt for a barcode.
    Wand the barcode or press ENTER if no barcode is used.
12. Prompt for notes.
    Enter notes if necessary, then press ENTER.
13. "Accept" the updates on the Options line.
    Screen display returns to "CHKM-Checkin for SER-Issues".
14. "File"to accept the changes.
15. "Exit" to return to screen display "Serial Copy Set Summary".

1. To Change "SHIP TO" location.
   1. Follow steps in Section A., Steps 1-4 above.
      Screen display reads "Serial Copy Set Summary".
   2. Use the "Go To" option and select "Serial copy display".
      Displays the "item/piece record".
   3. Select the item number and ENTER.
      Screen display reads "Serial Copy Set Detail".
   4. Select number 6 "Ship To" and ENTER.
      "??" retrieves all "Ship To" codes.
   5. Enter new "Ship To" code.
   6. "File" any changes.
      Screen display returns to "Serial Copy Set Summary".
   7. To work on other displays use the "Go to" option.
      If done, "Exit".
   
   
2. To Change "Copy Set Notes"
   1. Follow steps in Section A., Steps 1-4 above.
      Screen display reads "Serial Copy Set Summary".
   2. Use the "Go To" option and select "Serial copy display".
      Displays the "item/piece record".
   3. Select the item number and ENTER.
      Screen display reads "Serial Copy Set Detail".
   4. Select number 9 "Copy Set Notes".
   5. Key together "ESCAPE P" to bring up the whole "Copy Set Notes" box.
   6. Make the changes.
   7. Key together "ESCAPE E" to exit the box.
   8. "File" the changes.
      Return to "Serial Copy Set Summary".
   9. If done, exit.
      If you choose to work on other display, use the "Go to" on the options line to move to another level of options.