Receiving books
Updated 8/04
1. Look
up the order for the book.
a. If the library purchase order number (
If
provided on the invoice, search by ‘Order ID’. Example:
1234L04 “Modify
order” = Box +
eraser
b. If a
NOTE: If using the search
function, use keywords only and try to be as specific as possible.
NOTE: Browse will take the letters you input in their
exact sequence and place that string in alphabetical seuqence with titles in the
catalog.
You
can choose ‘Title’ from the drop-down menu.
c. If a title search produces a list of possible books, choose
the correct one from the list by clicking on it and clicking “Display orders”
button. The letters of the selected title will turn blue.
Titles
are listed by publication date in reverse chronological order. Selected
title turns blue. A generic
search will produce a long list of titles. Try to use key words!
2. Once
you find the order, you will be taken to the Orderline tab in the order record.
In the Orderline, you will need to:
a. If necessary, change or add the unit price to match the
net price for the item on the invoice.
b. Put the bookplate fund in the selector field. If the
item is flagged as “No bookplate,” leave the Selector field blank.
c. In the Comment field towards the bottom, add “lr:” and
your initials. Separate your intitals from others in the line with a semicolon
(;) and a space.
Example: ls:pl/rtw; lo:jbh; lr:yi
Comment
field Selector
field Unit price field.
3.Go
to the top of the Orderline and click on the Order tab.
Order
tab
4. Scroll
down the in the Order tab and look for notes. Any notes about a previous
edition or notify patron should be filled out on a routing slip and put in the
book. Any book for a patron should be stamped “Priority” or “Rush” depending on
the note.
NOTE: Pay special attention to any location notes in this
‘Comment’ field. Books that are OR (Open Reserve), CR (Course Reserve), or Ref
(Reference) require special handling in the ‘Add copy’ phase (Step 7a, below).
‘Comments’ show that the book had a previous edition
and that this book is a ‘Priority’ for a patron. Include the e-mail address on
the routing slip.
5.
Finally, go to the Segments tab.
Segments
tab
a. Fill in the ‘date recd’ as TODAY and put the invoice
number in the Packing slip field.
b. If there was a claim segment (not always there), change
the date mailed to NEVER and the status to RECEIVED.
c. Click OK.
This
claim segment will not be present in most cases. Change the ‘claim on’ and
‘staus’ fields. Date
recd
6. Click on
the Add Copy wizard. It is already set to go to “Current
Title” so click OK on the wizard.
Leave
old window open. Already
selected for ‘current title’ Add
copy = open book + open book
7. Change
‘current location’ to INPROCESS.
Item
ID Type
INP and the computer will fill in the rest of the word! 
8. Move
the curser to the “Item ID” field.
For a paperback
book:
a. Select a “piggy-back” barcode from the roll. This will go
on the verso (the back) of the title page, close to the top.
Note: Make sure that you get the whole barcode. Do not
leave the white backing on the roll!
Note: Barcode goes close to the top, but do not cover up
any information.
b. Wand the bar code and put it in the
book.
c. In pencil, write the numeric bookplate code to the
right of the barcode. File the book plate in the box.
For a hardback
book:
a. Select a “regular” bar code from the flat sheet.
b. Bar codes for hard covers go near the top of the inside
back cover.
Note: If there is a provision for a pocket part, usually a
verticle cut in the back inside cover, the bar code should go near the top of the
blank page facing the inside back cover.
c. Tuck the book plate in the book so that it is sticking
out of the top.
For a Vrooman
book:
a. In the Add Item record, change type to LAW-NEW and
location to ‘Vrooman.’
b. Add a barcode to the verso of the title page for
paperbacks or to the blank page facing the back page for hardback books.
c. Tuck a Vrooman bookplate into the book so that it is
sticking out of the top.
9. After
you wand the bar code, you will get an option box. Select ‘Close’.
10.
Select ‘Finish’ in the Modify Order wizard. Then select ‘Modify another order’ from
the new dialog box.
