Monographic Series and Multi-volumes Receipt and Payment (LTS Procedure #111)

Scope: This document outlines the procedures that staff of the Monograph Receipt Unit in LTS Acquisitions follow for receipt and payment of monographic series and multi-volume parts.

Contact:  Lisa Maybury  

Unit: Monographs Receiving

Date last updated: 03/01/17

Date of next review:  March 2018

Pre-Receiving Preparation

When books arrive, the shipping room staff unpacks, sorts them by invoice and puts them on trucks. The Invoiced Receipt Unit retrieves these books, checks them against the invoices for accuracy, puts them in the order they are listed on the invoice and shelves them in designated areas for processing.

A. Search the title in the Acquisitions module of Voyager:

1. Choose Check-in.
2. Choose Serials Check-In.
3. Search the series title on the book and or title if it's a multi-volume.
4. Confirm this is actually a MSO or Multi-vol. by seeing the notes in the Check-in Note.
5. Check expected date for issue in hand and adjust if necessary.
6. Choose Quick Check-in.
7. Choose History.
8. Highlight the issue received and choose Display in OPAC to suppress this from showing from the check-in module.
9. Choose Holdings.
10. Choose MARC (this will take you to the holdings record in the Cataloging module).
11. Update the 852 field for the SHLD (series holdings) with the appropriate issue in hand.
    Example: |x SHLD 1-39
12. Insert red flyer and location flyer when the series is already set up for a specific library and put on the MSO cart for inputting.
13. Insert pink MSO flyer for series that need to be reviewed by selectors. Fill in the dealers name, P.O. number, and volume in hand. At the top of the flyer put your initials and the invoice number so the books will be returned to the appropriate person. Put directly on the MSO shelf.
14. For multi-vols., add 948 stat code for receiving activity. Add subfield x to the 852 field in the MFHD for the issue in hand. Annotate flyer as appropriate.

B. Processing the invoice:

1. For series already set up, process the invoice as usual with the following exceptions:
   a. Choose APPEND ONLY.
   b. Under notes indicate in the invoice piece identifier the issue no. for which you are paying.
   c. Watch for EDI invoices before creating a new invoice.
2. For series that need to be reviewed the invoice will need to be filed in a folder awaiting the book to be returned for the appropriate fund to be charged.