Middlebury

Claiming Instructions

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Claiming procedures for Acq (ideally every month)

Run report/s once 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, for 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)

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.

  • 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: # Order code 2= RUSH RESERVE

  1. OR Order code 2 = RUSH HOLD
  2. OR Order code 2 = RUSH STACKS (and group these three together)
  3. Order status = On order
  4. Vendor is not equal to PENDQ
  5. 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:

# Order status = On Order # Order code 2 = -- (blank) # OR Order code 2 = CIRC HOLD (group these two together) # Vendor is not equal to PENDQ # 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.

(we could do one list and then email or export by vendor and divide up)


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. (Should we change the order date? Is it necessary to have a note about orig order being cancelled to keep track of how long we have been searching? I think it is.)


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

How to claim orders

I Go to vendor website and check status of order:

A. When order has shipped i. 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.

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



December 2012mam

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