Middlebury

Difference between revisions of "Claiming Instructions"

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#   Search
 
#   Search
  
''(In case the saved search ever gets lost—here are the parameters:
+
''(In case the saved search ever gets lost—here are the parameters:''
''#      Order code 2= RUSH RESERVE
+
 
#      OR Order code 2 = RUSH HOLD
+
#      ''Order code 2= RUSH RESERVE''
#      OR Order code 2 = RUSH STACKS (and group these three together)
+
#      ''OR Order code 2 = RUSH HOLD''
# Order status = On order
+
#      ''OR Order code 2 = RUSH STACKS (and group these three together)''
# Vendor is not equal to PENDQ
+
# ''Order status = On order''
# Order date is less than 9/15/12)''
+
# ''Vendor is not equal to PENDQ''
 +
# ''Order date is less than 9/15/12)''
  
  
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''(In case the saved search ever gets lost—here are the parameters:''
 
''(In case the saved search ever gets lost—here are the parameters:''
  
''#      Order status = On Order''
+
#      ''Order status = On Order''
''#    Order code 2 = -- (blank)''
+
#      ''Order code 2 = -- (blank)''
''#      OR Order code 2 = CIRC HOLD  (group these two together)''
+
#      ''OR Order code 2 = CIRC HOLD  (group these two together)''
''#      Vendor is not equal to PENDQ''
+
#      ''Vendor is not equal to PENDQ''
''#      Order date is less than 09/01/2012'')
+
#      ''Order date is less than 09/01/2012'')
  
  
Line 67: Line 68:
  
  
Export records :
+
==== Export records ====
Bib record            T itle
+
 
Ord record            13 Order date
+
 
Ord record            22 vendor
+
*Bib record            T itle
Ord record            Z internal note
+
*Ord record            13 Order date
Ord record            81 record number
+
*Ord record            22 vendor
 +
*Ord record            Z internal note
 +
*Ord record            81 record number
  
 
Browse—save onto your desktop (or wherever you wish)
 
Browse—save onto your desktop (or wherever you wish)
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Check everything:
+
==== Check everything ====
 +
 
 
*Do the BIB records attached to these ON ORDER records have item records: that means the books arrived but we did not pay for them.  This usually means we have to go to the vendor online and print an invoice and then give it to MAM for cc processing.
 
*Do the BIB records attached to these ON ORDER records have item records: that means the books arrived but we did not pay for them.  This usually means we have to go to the vendor online and print an invoice and then give it to MAM for cc processing.
  
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==== '''How to claim  orders''' ====
 
==== '''How to claim  orders''' ====
  
I Go to vendor website and check status of order:
+
'''Go to vendor website and check status of order'''
  
A. When order has shipped
+
'''When order has shipped'''
i. domestic rush vendors Amazon and Abebooks provide excellent information online for our accounts.
+
*domestic rush vendors Amazon and Abebooks provide excellent information online for our accounts.
ii.   Foreign vendors also have online databases so order status can be checked.
+
*Foreign vendors also have online databases so order status can be checked.
  
 
These do not need to be claimed; items are on the way.  Put internal note in order record:  10/1/12 item shipped 9/19/12. If you suspect that the shipping is taking far too long contact the vendor and ask for tracking information.  Sometimes foreign vendors will take longer and some Abebook vendors are foreign even though we place the order with an American company.
 
These do not need to be claimed; items are on the way.  Put internal note in order record:  10/1/12 item shipped 9/19/12. If you suspect that the shipping is taking far too long contact the vendor and ask for tracking information.  Sometimes foreign vendors will take longer and some Abebook vendors are foreign even though we place the order with an American company.
  
  
B. When order has not yet shipped
+
'''When order has not yet shipped'''
i. Contact the vendor  and ask why delayed?
+
*Contact the vendor  and ask why delayed?
ii. If rush request, notify requestor about possible delay.
+
*If rush request, notify requestor about possible delay.
 
 
  
  

Revision as of 17:48, 14 December 2012

<< Back to Acquisitions Procedures


Claiming procedures for Acq

Run report/s once (or more) per month: choose a day (1st or 30th or 15th) and then set the timeline prior to that date:

  • for rushes, 2 weeks prior
  • for nonrushes, 4 weeks prior
  • foreign orders 4 weeks prior

(Make sure all invoices that have been received recently are paid and posted on Millennium so those titles will not appear on the claiming report—though probably won’t with timeline)

General Acq Arrival Times

  • Domestic Rush orders usually arrive within one week
  • Domestic nonRush orders usually arrive within two weeks
  • Foreign Rush orders usually arrive within two weeks
  • Foreign nonRush orders usually arrive within four weeks

If possible, make sure all invoices that have been received recently are paid and posted on Millennium so those titles will not appear on the claiming report—though with the timelines set for at least two weeks apart this may not be problematic.

Millennium Listmaking


Create list for rush orders on October 1st: SEPTEMBERRUSHCLAIMS

Record type = Order

  1. Retrieve saved search
  2. Currently it is line 119 rushclaimACQ
  3. Edit and change date
  4. Select
  5. Search

(In case the saved search ever gets lost—here are the parameters:

  1. Order code 2= RUSH RESERVE
  2. OR Order code 2 = RUSH HOLD
  3. OR Order code 2 = RUSH STACKS (and group these three together)
  4. Order status = On order
  5. Vendor is not equal to PENDQ
  6. Order date is less than 9/15/12)


Items with vendor code PENDQ are not on order. We keep trying to obtain these long OP items. Every so often they appear in an affordable form from ABE, Amazon, Bookfinder or ALIBRIS and we can then close that order.


Create list for non-rushes on October 1st: SEPTEMBERNONRUSHCLAIMS

Record type = Order

  1. Retrieve saved search
  2. Currently it is line 120 nonrushclaimACQ
  3. Edit and change date
  4. Select
  5. Search

(In case the saved search ever gets lost—here are the parameters:

  1. Order status = On Order
  2. Order code 2 = -- (blank)
  3. OR Order code 2 = CIRC HOLD (group these two together)
  4. Vendor is not equal to PENDQ
  5. Order date is less than 09/01/2012)


Items with vendor code PENDQ are not “on order”. We keep trying to obtain these long OP items. Every so often they appear in an affordable form from ABE, Amazon, Bookfinder or ALIBRIS and we can then close that order.


Export records

  • Bib record T itle
  • Ord record 13 Order date
  • Ord record 22 vendor
  • Ord record Z internal note
  • Ord record 81 record number

Browse—save onto your desktop (or wherever you wish)

CHANGE suffix from txt to csv before SAVING OK

Arrange in whatever order you wish—I usually do it by vendor. (If the original list is not long this export step may not be necessary. You can just work from Create List and open each line item to examine the necessary fields)


Check everything

  • Do the BIB records attached to these ON ORDER records have item records: that means the books arrived but we did not pay for them. This usually means we have to go to the vendor online and print an invoice and then give it to MAM for cc processing.
  • Do these orders exist as duplicates? The book could have been cataloged on another record and the order never overlaid. So do a title search to see if a copy has been cataloged within the last month. In this case we’ll need to transfer the order record onto the cataloged record and delete the original bib.
  • You have to read the internal notes. Often a book has been cancelled by its first or second vendor and we have reordered it…but the original order date has fallen within the search parameters. So these may not need to be claimed.


Now you should have an accurate list of titles that were ordered rush but have not yet arrived.

How to claim orders

Go to vendor website and check status of order

When order has shipped

  • domestic rush vendors Amazon and Abebooks provide excellent information online for our accounts.
  • Foreign vendors also have online databases so order status can be checked.

These do not need to be claimed; items are on the way. Put internal note in order record: 10/1/12 item shipped 9/19/12. If you suspect that the shipping is taking far too long contact the vendor and ask for tracking information. Sometimes foreign vendors will take longer and some Abebook vendors are foreign even though we place the order with an American company.


When order has not yet shipped

  • Contact the vendor and ask why delayed?
  • If rush request, notify requestor about possible delay.



December 2012mam

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