311.3.2.1 Modify issue[//]

Select one of the subscriptions and click the Modify option on the Modify issue screen. The system displays the detailed Modify issue form:

Fields on the screen

Numbering – display only. Enumeration and chronology of the issue.

Issue title – display only. The special title assigned to this issue. 

Subscription – display only. The subscription number assigned to this subscription.

Shelfmark – display only. The shelfmark assigned to this subscription.

Status  - the status assigned to the issue for this subscription. The status is one of those defined in section 367.7 – Issue status codes. Possible statuses include:

-            1 – Received - The library has received an issue for this subscription. If you register receipt of an issue on a screen, the system automatically assigns this status to all active copies of the issues. The system prints a routing list slip if required.

-            2 – Returned - The library received this copy but then returned it to the supplier.

-            3 – Claimed - The library has created a claim for this copy. The system can automatically generate claims  for late Expected and Item due copies. You can manually create a claim by assigning the Claimed status to a copy here. To remove the claim, assign a different status (such as Received or Missing) to the copy.

-            4 - Exp issue, 5 - Exp index, 6 - Exp suppl - The library expects receipt of one copy for every Type of Holding linked to every active subscription of the serial. The Exp statuses can only be assigned by the system, to issues that it has predicted. If you receive some copies of an issue but still expect the others, assign the Item due status to them.

-            7 – Missing - The library no longer expects receipt of this copy.

-            8 - In Bindery - The library has sent this received copy to be bound.

-            9 – Bound - This received copy has been bound.

-            10 - No action - The system removes this copy line from the issue definition when you return to the Receiving screen. This status can be assigned at any time. For example, if you get 5 copies of an issue of a 4-subscription serial, you would Receive the first 4 of them against the supplied issue. In addition, you could use the Insert after issue icon to create an extra issue box with the same enumeration and chronology as the original issue box, and then Receive the 5th copy against 1 of the subscriptions and set the other 3 copy lines to No action. The original issue would show the summary status Received 4/4; the inserted issue would show the summary status Received 1/1. You might also use the No action status if you discover you have claimed issues that will never be published.

-            11 - Item due - The library expects receipt of this copy. This status is more or less equivalent to the Exp status. Use this status when you do not receive all the expected copies of an issue and do not want to mark the remainder as Claimed or Missing. The system automatically assigns this status to any issues with a status Expected that are below the issue that you receive. The system automatically generates claims for late Expected and Item due copies.

-            12 – Withdrawn - This received copy is withdrawn.

-            13 – Microfilm, 14 – Microfiche - Use these statuses to denote that the library has holdings on microfilm or microfiche. First delete all receipts boxes for the paper issues that were transferred to microfilm or microfiche. Then use the Insert after issue icon to insert a new issue. In the Numbering field enter enough information to identify the microfilm or microfiche  (i.e. 1993-1994). Make sure you assign a status of Microfilm or Microfiche.

-            15 - 20 — Optional 1-6 - Library definable. The system administrator can define statuses such as Not published, In process, and so forth in section 367.2.6 – Issue status codes.

-            21 - Not expected - The part is not expected by the subscriptions at the selected SHIPTO location.

Status date - the date associated with the issue status

Barcode – if the subscription has the Barcode issues flag set and if you barcode issues at time of receipt, enter the barcode here.

URL – if the subscription has a Format that supports receipt of electronic material, enter the URL here.

URL path – if the subscription has a Format that supports receipt of electronic material, enter the URL path here.

Public note – enter a public note that is specific to this copy of the issue.

Staff note – enter a staff note that is specific to this copy of the issue.

Last claimed – display only. Date that claim was last printed.

Times claimed – display only. Number of times claimed followed by type of claim:

-            m - missing issue

-            s - stagnating

-            tel - telephone

Claimed by phone – display only. If checked, this item was claimed by phone.

Supplier – display only. Missing issues supplier attached to the subscription.

Route – display only. If checked, the subscription is the routing copy.

Expected date – display only. Expected receipt date of the issue.

311.3.2.2 Status history display[//]

Select one of the subscriptions from the list and choose the History icon. The system displays the Status history display form. This form allows you to track the status changes made to a copy. The system stores the changed status, the ID of the staff member who made the change, and the date and time of the change for each status change made to a copy.

The display includes one line for each status change that has occurred on each copy. For this example, the status of the issue for subscription 66 changed from Item due to Received on September 8, 2005.

311.3.2.3 Modify numbering information[//]

Select the Modify part icon to change the Numbering of the issue. The following form is displayed:

Fields on the screen

Numbering - Contains issue enumeration (volume numbering) and issue chronology (cover date). This information is either predicted by the system or can be entered by you in this field. One column displays for each level of enumeration and chronology defined in this issue’s publication pattern. For chronology fields that have chronology codes with valid predictions (i.e. months, days of week, seasons), you can press F8 (or type in ?L) to see a list of valid entries. In this case, the system will verify that you enter a valid prediction in the field.

If you edit the numbering of the next expected issue, the system changes the current field and future predictions.

Issue title – special title associated with this part.

Suppress captions – if not checked, the system uses the captions defined in the publication pattern when printing out the Numbering of the issue. For example, v.62:no.8(2005:July). If checked, the captions are ignored and the system prints out what is in the numbering field. This is useful if you wish to receive an annual Index at the end of the year without creating a separate type of holding/publication pattern record for it. In this case, enter Index.2005 into the first column of the Numbering field, clear any other data out of the remaining columns and check the Suppress captions field. The system will display Index.2005 as the numbering for this part.

Annotation – enter a note about this part.

Note

Please remember that a part is shared by all of the subscriptions for a title that expect the same type of holding. For example, if your library has 5 subscriptions for the paper issues of a journal and you change the Numbering of v.62:no.8 to v.62:no.8A, the change affects all 5 subscriptions.

311.3.2.4 Create manual claims[//]

There are two ways to manually claim overdue issues:

1.         on the Modify Receipt form, set the Status to Claimed

2.         from the Modify receipt screen, select one of the subscriptions and choose the Manual claim icon. If the latter is chosen, the system asks the question,

Answer OK to create the claim. When you go back to the Receiving screen, the system will switch to the standard form for generating output. This will generate a claim according to the defined claim cycle.

If you use the Manual claim option for an issue that is already claimed, the system responds with, "Issue has already been claimed. Do you wish to manually generate the next claim?". If you have already reached the last claim in the claim cycle, using this option will force the system to print another claim. Which means that you can actually send more than the maximum of 3 defined claims.

Select OK to print the claim immediately to the selected device. Select Cancel to generate the claim for later printing in AFO 351/352/353.

311.3.2.5 Claim by telephone[//]

If you wish to keep track of the fact that you made a telephone claim for overdue items, select one of the subscriptions and choose the Claim by phone icon on the Modify receipt screen. The system displays the Claim by phone form:

Fields on the screen

Last claim date – display only. Last date claimed by telephone.

Last contact person – display only. Contact person at supplier that received the telephone claim.

Last remarks – display only. Remarks entered by person who made the telephone claim.

Claim date – defaults to today’s date. If you are recording a telephone claim, enter a date here.

Contact person – if you are recording a telephone claim, enter the person that you called.

Remarks – if you are recording a telephone claim, enter any special information that the contact person told you.

Press OK to create a new telephone claim. Press Cancel to leave the form without creating another claim. If you choose the Claim by phone icon for a subscription that is already claimed by phone, the system fills in the first three fields with the information entered into the previous telephone claim.

311.3.3 Insert an unpredicted issue[//]

When you use the Insert above issue option from the Receiving screen to insert a new issue, the system displays the Insert an issue form. The fields default to the values from the line you specified when you used the insert option. Thus, if you inserted above the issue on line 7, the system copies the values from the fields for line 7, and reproduces them on a new form.

Fields on the screen

Numbering - Contains issue enumeration (volume numbering) and issue chronology (cover date). This information is defaulted to the values from the line you specified when you used the insert option. You can override this information by entering your own numbering into the columns. One column displays for each level of enumeration and chronology defined in this issue’s publication pattern. For chronology fields that have chronology codes with valid predictions (i.e. months, days of week, seasons), you can press F8 (or type in ?L) to see a list of valid entries. In this case, the system will verify that you enter a valid prediction in the field.

Issue title – special title associated with this part.

Suppress captions – if not checked, the system uses the captions defined in the publication pattern when printing out the Numbering of the issue. For example, v.61:no.12(2004:November). If checked, the captions are ignored and the system prints out what is in the numbering field. This is useful if you wish to receive an annual Index at the end of the year without creating a separate type of holding/publication pattern record for it. In this case, enter Index.2004 into the first column of the Numbering field, clear any other data out of the remaining columns and check the Suppress captions field. The system will display Index.2004 as the numbering for this part.

Annotation – enter a note about this part.

Note

You cannot insert an issue with copies expected in the future.

Columns on the screen

Subscription – subscription number. Not updateable.

Shelfmark –  current shelfmark for the subscription. Not updateable.

Status (*) – To assign a status to a copy, enter a numeric Issue status code as previously described in section 311.3.2.1. You can also enter F8 (or type in ?L) in this field to open up the detailed Insert issue form which allows you to barcode the issue, enter public and staff notes, URL information, change the date, etc. Fields in which you can use F8 (or type in ?L) to open a detailed form are denoted by (*). Please refer to section 311.3.3.1 for a description of the detailed form.

Barcode – if this cell is grey in colour, you are not allowed to barcode issues for this subscription (i.e. subscription has no shelfmark or does not have Barcode issues field set). The display in the field is Yes or No to indicate whether the issue is barcoded for this subscription. Not updateable.

URL – if this cell is grey in colour, you are not allowed to enter URL information for this subscription (i.e. subscription’s Format field is set to Print only). The display in the field is Yes or No to indicate whether the issue has URL information for this subscription. Not updateable.

Public note – The display in the field is Yes or No to indicate whether the issue has a public note for this subscription. Not updateable.

Staff note – The display in the field is Yes or No to indicate whether the issue has a staff note  for this subscription. Not updateable.

Supplier – the missing issues supplier attached to the subscription. Not updateable.

Route – Whether or not the subscription is routed. Not updateable.

When you press OK, the system creates an entry for each of the subscriptions with a status other than No action in the Status column. If you have assigned barcodes to any of the received issues, the system now displays the Enter a new item form for each of these barcodes. Please refer to section 311.3.1.2. If any of the subscriptions you received are routed, the system will now either print out a routing slip immediately or send an entry to AFO 344 (dependent on the settings in your User default record – AFO 368). After the receipts have been registered, the system redisplays the Receiving screen with updated information.

311.3.3.1 Insert issues details[//]

When you press F8 (or type in ?L) in the Status column of the Insert issues form, the detailed Insert issue form displays.

Fields on the screen

Subscription – display only. The subscription number assigned to this subscription.

Shelfmark – display only. The shelfmark assigned to this subscription.

Status  - assign a status to a copy. Enter a numeric Issue status code as previously described in section 311.3.2.1.

Status date – enter the date associated with the issue status.

Barcode – if the subscription has the Barcode issues flag set and if you barcode issues at time of receipt, enter the barcode here.

URL – if the subscription has a Format that supports receipt of electronic material, enter the URL here.

URL path – if the subscription has a Format that supports receipt of electronic material, enter the URL path here.

Public note – enter a public note that is specific to this copy of the issue.

Staff note – enter a staff note that is specific to this copy of the issue.

Supplier – display only. Missing issues supplier attached to the subscription.

Route – display only. If checked, the subscription is the routing copy.

311.3.4 Delete an issue[//]

Select one (or more) of the issues from the Receiving screen and choose the Delete issue icon to delete information for the selected issue(s).You cannot delete the expected issues at the top of the screen. The system displays the message, “Do you wish to delete issue information?” Answer OK to go ahead and delete, or Cancel to not delete it. If you answer OK, the system checks to ensure that the parts can be deleted. If no errors are encountered, the system deletes the holdings for the current SHIPTO location from the selected parts record(s). If there are holdings for other SHIPTO locations in the parts record(s), the issue will continue to display but it will show a status of Not expected. This means that there are other holdings for this part on the system but they do not belong to the current SHIPTO location. If there are no other holdings for this part on the system, the entire line is deleted from the display. Use this option to remove an issue inserted in error or an unpublished issue. This delete option deletes receipt information from all of the subscriptions for the current SHIPTO location. If you wish to delete receipt information from one specific subscription only, use the Delete option on the Receipt information screen after choosing the Receipt information option on the Subscription general data screen (see section 321.3.4).

Note

Depending on parameter settings in AFO 367 – Miscellaneous, you may be prompted for an additional password when you try to delete more than 1 issue at the same time:

311.3.5 Move an issue[//]

Allows you to change the order of display of the issues on the Receiving screen. You cannot move an issue above the next expected issues. After selecting this option from the Receiving screen, the system prompts with the form.

Fields on the screen

From position – enter the line position of the issue you want to move

To position – enter the line position that you want to issue to move to. If you move an issue upwards in the list, the To position equals the final position in the list. In our example, the issue formerly at line 11 will be moved to line 9. The issue formerly at line 9 will now display on line 10. If you move an issue downwards in the list, the issue will be moved to the position below that defined by the To position. For example, if you moved an issue from line 9 to line 11, the issue will display under the former contents of line 11.

311.3.6 Filtering contents of receiving screen[//]

Use the Filter by option to restrict what you see on the Receiving screen.  The system displays the Filter by form.

Fields on the screen

Status – select one or more statuses. The system will show you only issues with these statuses.

Barcoded issues – if checked, the system will show only issues that have been barcoded.

Use the Clear all button to clear previous filtering restrictions. Press OK to return to the Receiving screen. The header portion of the Receiving screen will be updated with your new filter restrictions. Also, the system will display issue information according to your filter restrictions.

In the example, we have selected to display only claimed issues. After pressing OK, we return to the Receiving screen.

Notice that the header has been updated to let us know that we are only displaying Claimed issues. Only 3 out of 25 issues have the Claimed status.

Note

Filters remain in effect after you leave the Receiving screen. Use the Clear all button on the Filter by form to reset the filter.

311.3.7 Item display[//]

From the Receiving screen, select a line that has the Barcoded column set to Yes and then choose the Item display icon. The system displays the Item summary screen for the selected issue.

You are not allowed to add new barcodes, only update/delete barcodes that have already been created for the selected issue. If you wish to add a barcode to an issue, use the Modify issue icon from the Receiving screen.

311.3.8 Update holdings statement[//]

If you select the Holdings statement icon from the Receiving screen, the system displays the Holdings statement for shelfmark sets screen.

The system displays the summary holdings statement for each subscription at the current SHIPTO location.

Double-click one of the entries to update the holdings statement for one of the subscriptions. The system responds by displaying the Holdings statement form. Please refer to section 321.4.3 for a detailed explanation of the fields on this form.

Notice the holdings statement that the system has automatically generated for this location. It has taken into account that v.61:no.7, v.61:no.8, v.62:no.3 and v.62:no.7 are not yet received.

This statement displays in the WebOpac as

If you turn off the Automatically generate holdings flag, the system displays only what you put into the Retrospective statement and Follow up statement fields. You might prefer to list this subscription’s holdings as follows:

The resulting WebOpac display follows.