111.6.1.5 Receiving and barcoding issues[//]

Choose the Add/display issue icon from the Holdings statement for shelfmark sets screen to receive and barcode issues for the currently selected shelfmark.

If the title has more than one type of holding attached and you have the Use fixed type of holding in Holdings management turned on in AFO 469 – Multipart/serials defaults, the system displays the Select type of holding form.

Description – The system displays the type of holdings already created for this title. An asterisk (*) in front of the type of holding indicates that the type of holding is already linked to one or more of the shelfmark sets at this shelfmark. Select one of the type of holdings from the dropdown list.

Save as default: you can check this option to save the value selected from the dropdown list as default. Use the Clear default button to reset the default value to 'empty'.

Press OK and the system displays the Issue summary screen.

The Issue summary screen displays one line for each numbered issue for the selected type of holding. The issues listed in the grid are accessible to all shelfmarks on the title. The Copies received and Copies barcoded columns reflect the status of each issue at the selected shelfmark.

Brief bibliographic data displays above the grid. This data is protected and includes the fields defined in the !Serial element/group profile record.

Below the bibliographic data is a grid containing one row for each issue defined for the selected type of holding.

Columns on the screen

Numbering – enumeration and chronology of the issue.

Copies received – number of copies of this issue received for the selected shelfmark. If the type of holding is attached to subscriptions, you may not receive issues. The copies received column is updated either by Serials check-in or by creating an item barcode. You may enter this screen and find that copies received is greater than copies barcoded. This is because received issues need not necessarily be barcoded.

Copies barcoded – number of copies of this issue barcoded for the selected shelfmark.

Options on the screen

Add issue [I] – use this option if the issue you are receiving is not already listed. This button is disabled if the current type of holding is attached to subscriptions. If enabled, the system displays the Add/modify issue form. Please refer to section 311.3.2.3.

Select for barcoding [*] – select one of the issues and then use this option to receive and barcode that issue for the selected shelfmark. If the issue is already received, the system will just attach a barcode.  Use this option to barcode serial issues that were received within the Serials module or to receive and barcode multivolumes. Please see below under Barcoding issues.

Receive issue [R*] – select one of the issues and then use this option to receive (but not barcode) that issue for the selected shelfmark. If the type of holding is attached to subscriptions, you may not receive issues. Please refer to section . Please see below under Barcoding issues .

Modify issue [N*] –  select one of the issues and then use this option to change the numbering for the selected issue. . Please refer section 311.3.2.3.

Move issue [M] – use this option to change the order of display issues in the grid. Please refer to section 311.3.5.

Delete issue [D*] - select one of the issues and then use this option to delete the issue. The system will prompt for confimation. An issue can only be deleted if it is not linked to any shelfmark sets (i.e. has no barcoded item associated with it).

Barcoding issues

Select one of the issues from the Issue summary screen and choose the Select for barcoding icon. The system displays the Enter a new item form.

When a custom barcode format has been defined in AFO 651 – Custom barcodes for automatic barcode generation, you can use the button Auto item BC. In that case the system will redisplay the form with the automatically assigned barcode:

When adding a new item you can place a [ (square bracket) in front of the barcode number. This ensures the new item will not be counted as “new” for SDI.
This only applies to entering the original barcode, for any subsequent barcodes for the same item a [ will be stored as data (if it passes an edit check).
For SSP such a barcode would also still be counted as a “new” entry.
So if you have ordered a new copy of an existing title (to replace lost or damaged copies)  and you want to suppress these from being processed as new titles for SDI, (they are not new titles) then add the new copies with the [barcode - SDI will not see these new items as new titles now available.

Shelfmark set – this field contains a dropdown list of shelfmark sets (for the current shelfmark) that you can attach this barcode to. For each shelfmark set in the list, the system displays a number (starting at 1 for unique identification purposes) followed by copy number (from the Shelfmark set general form), binding status (i.e. no binding versus binding copy) and receipt status (i.e. not received versus received). The system also includes one entry that is blank. Use this entry to start a new shelfmark set.

For example,

Select 1 if you are barcoding an issue already received in Serials.

Select 2 to receive and barcode the issue that belongs to the binding copy shelfmark set.

Select 3 to receive and barcode the issue for a completely new shelfmark set for the current shelfmark.

The Inventory number field on these forms is protected (you are not allowed to enter data into this field directly). You must use the Gen. inv. no button to generate an inventory number, an input form will be displayed:

Inventory number – dropdown list of inventory number range codes as defined in AFO 469 – Inventory number ranges. You can choose an entry from the list, type in a free text number or leave the field empty. If the entry is from the list, the system generates the next number in the selected range. If the entry is not a code or is a duplicate (already found in the index), the system will display a warning.
You can optionally add a note when adding an inventory number. When entering in a new inventory number, add  ‘.-‘ (period minus sign) followed by the note. This will generate the next inventory number and add the note field to the end of the generated number.

The Loan status field on these forms is protected (it contains the default status as defined in AFO 469 – Miscellaneous). You must use the Clear loan status button if you want to clear this status.

Please note

The Gen. inv. no and Clear loan status buttons will only appear if the respective fields are defined in AFO 469 – Data to be entered, Data to be corrected.

After entering the barcode, select the correct shelfmark set, item category, etc and press OK to create the barcode. If the issue was not previously received, it will now display as both received and barcoded. The system returns to the Issue summary screen.

Receive issues

Select one of the issues from the Issue summary screen and choose the Receive issues icon to receive (but not barcode) the issue. The system displays the Receive issue form.

Fields on the screen

Numbering – enumeration and chronology of the issue. Not updateable.

Copies to receive – enter the number of copies of the issue that you are receiving for the current shelfmark.

Shelfmark sets – select which shelfmark sets you want to receive for. The list contains the  shelfmark sets for the current shelfmark that have not received this specific issue (i.e. v.3). If a shelfmark set is controlled by a subscription,  it does not get included in the list. A blank entry is also included in the list to allow you to receive the issue for a completely new shelfmark set.

For each shelfmark set in the list, the system displays a number (starting at 1 for unique identification purposes) followed by copy number (from the Shelfmark set general form) and  binding status (i.e. no binding versus binding copy).

When you press OK the system verifies that the value in Copies to receive matches the number of shelfmark sets you selected. If no discrepancy is found, the system marks the issue as received on the selected shelfmark sets.

111.6.1.6 List of shelfmarks[//]

Once you have finished adding all information the system returns to the List of shelfmarks screen.

Columns on the screen

Type: the materials types of the items belonging to this shelfmark.

Shelfmark: the complete shelfmark of the items belonging to this shelfmark.

Sets: the number of sets linked to this shelfmark.

Options on the screen

Add shelfmark [I] - Select this option to add a new shelfmark. Please refer to section 111.6.1.1.

Select no. [*] - Select a shelfmark and then choose this option to update holdings information for this shelfmark. See section 111.6.1.2.

Delete no. [S*]  - Select a shelfmark and then choose this option to delete the shelfmark. This can only be done if there are no sets linked to the shelfmark.

Change material type [A*] - Select a shelfmark and then select this option to change the material type. Select the desired answer from the list.

Note

This changes the material type of ALL items linked to this shelfmark.

Change inst./location: to display items of another institution/location (the system can be configured in such a way that only the items of the current institution/location are shown initially).

Change publication type: this option is only available in certain circumstances.

Move items to alternative shelfmark [W] - If you select this option, an input screen appears. In the input field From shelfmark enter the number of the line containing the shelfmark whose holdings data you wish to move. In the following input field To shelfmark, enter the number of the line containing the shelfmark to which you wish to move the holdings information.

Note

You will be moving ALL linked sets of that shelfmark to the new shelfmark. The shelfmark from which you moved the sets (to which now no sets are linked) is automatically deleted.

111.6.1.7 Moving barcoded issues from one location to another [//]

Select the Add/display items icon from the Full record screen. The system displays the Item summary screen. Select one of the items and the system displays the Item detail entry screen. Select the Location field and the system responds by displaying the Location form.

Shelfmark set – displays a dropdown list of shelfmark sets at the current shelfmark that you can move this item to. If the item was received through Serials control, you will only see one shelfmark set in the list. For each shelfmark set in the list, the system displays a number (starting at 1 for unique identification purposes) followed by copy number (from the Shelfmark set general form), binding status (i.e. no binding versus binding copy) and receipt status (i.e. not received versus received). The system may also include one entry that is blank. Use this entry to start a new shelfmark set.

If you wish to move the item to another shelfmark on this title use either the Search S. (search shelfmark) or Add S. (add shelfmark) button depending on whether the shelfmark you are moving to already exists on the title. Regardless of which option you choose, the system redisplays the Location form with the newly selected shelfmark.

Now press OK to move the item to the new shelfmark.

111.6.2 Publication type 2[//]

The system behaves in the same way as with publication type 4.

111.6.3 Publication type 3[//]

When you choose type 3 it is not possible to use the Add/display items option to add items. In that case the following message will be displayed:

You can however add a shelfmark in the usual way (see section 111.5.2). Next the system will not show the usual add item screen, but the holdings statement form. See section 111.6.1.1 for more information.

111.6.4 Publication type 5[//]

The system behaves in the same way as with publication type 3.

111.6.5 Publication type 6[//]

Publication type 6 records form part of analytical cataloguing. They are meant for component parts and therefor you cannot add items to type 6 records. It is possible to set up links between other record types, so you can add items to 'child' records.

See the general help on analytical cataloguing for more information including setup and examples.

Please note

This functionality is only available for Smart and UniMARC formats. It is not compatible with MARC21.

Records that have a link to one or more analytical entries, have an additional option on the overview screen, Link analytical entries:

After selecting this option a new screen is displayed:

Options on the screen

Modify: Select a line and then this option to modify the entry. See the sections on adding and linking enties in the general help on analytical cataloging for more information.

Delete: Select a line and then this option to delete the entry. The system prompts for confirmation.

Add analytics: Use this option to create a new record to be linked to the master. See the general help on analytical cataloging for more information.

Link existing analytics: Use this option to create a link with an existing record. See the general help on analytical cataloging for more information.

Delete everything: This action will always delete the master record and it will delete the analytical entries as long as they don't have relations with other bibliographic records; a warning is displayed.

Record to savelist: Select one or more analytical entries and then this option to put them in a savelist.

Note

The option Link analytical entries is only available for records that are created based on a template that has a link to another template for analytical cataloguing.