LCLS: CAP Manual: Cataloging:
Instructions for Creating Orders
SEARCHING AND EXPORTING ORDERED TITLES:
When an Order needs to be created, the cataloger will receive a printout of the order from the vendor. It may look something like this:
It
should always contain a list of titles, authors, ISBNs and prices, and a total
price for the order.
IMPORTANT NOTE: The ISBN as displayed on the printout must be the first ISBN in the record in the catalog. Multiple 020 (ISBN) fields are fine where warranted as long as this is the case. See the Assistant Head of Technical Services for more information.
SEARCHING
ORDERED TITLES:
The
first step taken when creating an order is searching for all the titles in the
catalog.
For
this, you open up the Display Item wizard, which is an open book with a
magnifying glass:
Then
select General and search ALL Libraries for the ISBN number:
If
you come up with a screen of headings like this it means the ISBN is not in the
catalog.
You
will need to try exporting the title.
If
a record comes up, and it is the one you are looking for, that means the title
exists in the catalog. If a record comes
up, and it is the one you are looking for, that means the title exists in the
catalog. This title should be checked
off on your list. The ISBN on your order
sheet should be the first 020 line in the display record. If not, the record should be edited so that
it appears first.
When
you are through searching Sirsi for titles on the order list, and all the
titles you have found are checked off on that list, then, for the titles not
found, you will need to try exporting.
EXPORTING
ORDERED TITLES:
Open OCLC CatME.
1. Verify that you will be
exporting to the Export.dat file and clean out old records from your local
file. (To verify you are using Export.dat file: Choose TOOLS, OPTION, EXPORT.)
2. To clean out old records:
Choose Choose Search Bibliographic Local File icon
3. 
, Choose
LIST ALL. Highlight all records
displayed and DELETE (Trash Can)
4. To enter batch search
keys: Choose BATCH, ENTER BIBLIOGRAPHIC SEARCH
KEYS. Delete old ISBN’S FROM PREVIOUS
DAY. Enter ISBN’S from order list. Choose SAVE, CLOSE.
5. To process batch actions
(including searches): Choose BATCH, ON-LINE IMMEDIATE. Choose SELECT PROCESS SEARCHES. After search is complete clear screen. Choose VIEW, BIBLIOGRAPHIC SEARCH REPORT and
scroll down to see how many searches were found. Note any unsuccessful searches.
6. View / Bibliographic search
report and note any unsuccessful searches.
7. Select all items and apply
constant data "Order" (To apply constant data line 949: Choose Search Bibliographic Local File icon
, Choose
LIST ALL. Highlight all records. Click on EDIT, CONSTANT DATA, ORDER, APPLY.)
8. To edit 949 line: Go back to list and un-highlight and select
first title. Edit 949 line. Fill in the CALL NUMBER to be correct. Choose EDIT, REFORMAT, SAVE IN LOCAL
FILE. .
. (NOTE: the
name of the order will help you determine the Call number. )
9. The result should be records
in CatME that have an appropriate call number, and the holding code for
orders. THERE MUST BE ONLY ONE RECORD
PER TITLE. If multiple records for the same ISBN, pick the "best"
record (DLC preferred, avoid UKM wherever possible)
10. Mark the items you are able
to find in OCLC with an “X”
11. Mark any titles you are
still not able to find with “BR”. These
titles will require brief records.
12. When the order titles are
ready, make sure your export file is set to Export.dat, then select all the
titles and choose Update
and
Export
.
13. Choose Batch/ Immediate /
Process transactions.
14. Using the MarcImport wizard, Import the
Export.dat file in Unicorn as today.dat.
(See Marc Import instructions)
15. From Scheduled reports,
duplicate and run the bibloadtoday report, once, ASAP.
When done searching and exporting,
all the titles on your order sheet should be marked with either checks, X’s, or “BR”, like this:
CREATING ORDERS:
1. Right-click on
the ‘Create Basic Order’ wizard and select Properties:
2. Set the
properties for the order.
·
Under ‘Lookup Preferences,’ be sure the search index is
‘General.’
·
Under ‘Order Basic Info,’ you can set the vendor and order
type. These are the primary vendors:
o AEC – AEC
ONE/CIRC (for Circ orders)
o AEC – AEC
ONE/BKM (for Bookmobile orders)
o Baker &
Taylor – BAKER
o Baker &
Taylor Entertainment – BAKER ENT
o Baker &
Taylor Automatically Yours - BAKERAY
o Ingram – INGRAM
o For other
vendors, you will need to consult with the Acquisitions Supervisor, or look
them up in the catalog.
The order types are as follows:
o AUDIOVIS (for
DVDs, videos, and CDs)
o AUDIOVISJ (for
Juv DVDs, videos and CDs)
o BOOKS (for
books)
o BOOKSJ (for Juv
books)
Be sure that the ‘Date Ready’ and ‘Date
Mailed’ are both ‘TODAY.’
·
Under ‘Orderline Information,’ make sure the discount is
‘TABLE,’ and the ‘Date Mailed’ is ‘TODAY.’
·
Under ‘Segment Information,’ set the fund ID and the
holding code. They are as follows:
|
Library |
Fund ID |
Holding Code |
|
Circ – Books |
CIRCULATION |
SCINPRO |
|
Circ – CDs |
CIRC-AUDIO |
SCINPRO |
|
Circ – DVDs/Videos |
CIRC-VIDEO |
SCINPRO |
|
Children’s |
CHILDRENS |
CHINPRO |
|
Bookmobile |
BOOKMOBILE |
BKINPRO |
|
Greenridge |
GREEN RIDGE |
GRINPRO |
|
|
|
PRINPRO |
|
Abington |
ABINGTON |
ABINPRO |
|
|
|
CAINPRO |
|
|
|
DAINPRO |
|
Interboro |
INTERBORO |
IBINPRO |
|
|
|
NPINPRO |
|
Reference |
REFERENCE |
SCINPRO |
|
|
|
TYINPRO |
·
DO NOT set any of the
other properties on this screen
3. Click OK to set
the properties.
4. Select the
“Create Basic Order” wizard. (LEFT-click)
A search screen will pop up. Type
the ISBN for the first title on the order sheet, and click OK.
5. Check to make sure
you have called up the correct title.
If there is more than one title with the
same ISBN in the catalog, a screen will pop up asking which title you are
looking for. In this case, highlight the
title you are looking for and click ‘View.’
When you have the correct title, click the Vol/copy tab, then the ‘Order
This Title’ button.
·
If the title is already attached to another order, a screen
will pop up telling you this, and giving those order numbers. Check to make sure you are not trying to add
the title twice; if you are not, click ‘Continue Order.’
·
If you do not find the title, it should be one of the
titles you marked “BR” before. In this
case, click on ‘Add Temporary Title’ and create a Brief Record per the instructions for Brief Record creation.
6. A screen will
pop up with the basic order information.
Type the order ID in the space indicated. Check to make sure the rest of the
information is filled in and is correct (this should have carried over from the
‘Set Order Properties’ screen). Also, be
sure the fiscal cycle is the correct year.
Click ‘Add Orderline.’
7. The orderline
information screen will pop up. Enter
the unit price and quantity for the item (the default quantity is 1). Click ‘Continue.’
8. Check to make
sure the fund ID and holding codes are correct.
Click ‘Confirm.’
9. At this point,
you should confirm that the quantity and price are correct. If they are not, you can click ‘Modify
Orderline,’ and correct them.
10. Click ‘Add New
Orderline.’ A new search screen will pop
up. Repeat steps 5,6,8,9,10 for the rest
of the titles in the order (you will only have to do step 7 for the first
title).
11. When you have
finished entering all items, review the “total amount” and “total
orderlines”. If totals match, make sure
that the order is Ready “Today” and add your initials to the NOTE field under
Extended Info:
12. Click ‘Finish.’ If you have more orders to create, select
‘Create New Order’ from the screen that pops up, otherwise, click ‘Close.’
13. Give the order
sheet to the Acquisitions Supervisor.