If there is more than one copy left to receive, the system displays the Enter copies to receive form:

Fields on the screen

Enter copies to receive – defaults to the number of copies left to receive. Enter the number of copies of the selected issue that you are receiving. This field is used later in the receiving process as an integrity check. If you receive fewer or more copies than you specify here, the system will warn you.

Note

If your User defaults record (AFO 368) is not set up to Prompt for additional information and you are receiving the total number of copies left to receive, the system registers receipt of the number of copies specified and returns to the Receiving screen.

Otherwise, the system displays the Register receipt form:

Fields on the screen

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

Issue title – displays the special title assigned to this issue. Not updateable.

Expected date – expected receipt date of the issue. Not updateable.

Grid information – one row displays for each subscription at the selected SHIPTO location. Columns in which you can use F8 (or type in ?L) to open up a form are denoted by (*).

Columns on the screen

Subscription – subscription number. Not updateable.

Shelfmark –  current shelfmark for the subscription. Not updateable.

Receive (*) – enter Y or N in this field to indicate whether you are receiving the issue for the selected subscription. Enter (or type in ?L) in this field to open up the detailed Register receipt form which allows you to barcode the issue, enter public and staff notes, URL information, etc. Please refer to section 311.3.1.1 for more details on editing 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 the Barcode issue 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.

Press OK to register receipts for each of the subscriptions with Y in the Receive column. The system checks if there is a discrepancy between the number of copies you indicated on the Enter copies to receive form and the number you received. If there is a discrepancy, the system displays one of two messages, “Receiving fewer items than specified” or “Receiving more items than specified”. Press OK to continue registering receipts. Press Cancel to abandon the registration. 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.

From our example, we see that 1 of 2 copies was received and barcoded.

 

311.3.1.1 Register receipt details[//]

After entering F8 (or typing ?L) in the Receive column of the Register receipt grid, the system displays the detailed Register receipt form:

Fields on the screen

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

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

Receive – if checked, the system will register a receipt of the issue for this subscription.

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

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.

Press OK to save your changes.

 

311.3.1.2 Enter a new item form[//]

If you have assigned barcodes to any of the received issues, the system now displays the Enter a new item form in succession for each of these barcodes. At this stage, you can change the defaults assigned by the system. Press OK to add the new barcode to the system. If you press Cancel, the new barcode will not be added.

When you allow barcoded items to be loaned, and the parameter Automatically allow circulation of previous issue when next issue is received in AFO 367 – Miscellaneous is ON there must be an additional field on this form. This is defined through AFO 469 - Item definition settings, where the field Pending item category must be set to Active and AFO 469 – Data to be entered/corrected where the field Pending item category must be defined on the input forms.
Also, in AFO 321 – Subsciption general details, the field Last received issue circulates must be ON.

When a new issue is received in AFO 311, the system checks the previously barcoded issue for this subscription. If the barcoded issue's item contains a value in the Pending item category field, the item's current Item category will be updated to the value in the Pending item category field and the Pending item category field will be removed from the item.
If the Last received issue circulates field is not set in the subscription, the Item category is defaulted to 1 (non-circulating) and the Pending item category is defaulted to the item category from the subscription's shelfmark. Both the Item category and Pending item category fields can be changed. When the item is filed, if the Item category contains a circulating item category, the value in the Pending item category is not filed.

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.

When you click OK on this form, the system returns to the add/update form with the new inventory 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.

311.3.1.3 Binding alerts[//]

If the subscription being received has the Binding alert flag set (i.e. is an Active binding alert), the system will attempt to alert staff when it is time to bind issues together (i.e. when the binding unit is ‘complete”). The alert comes in the form of a message:

and, if setup for binding alerts/slips has been completed, a binding alert will be printed.

See the help for AFO 321 for more information on setting binding alerts.

311.3.2 Modify issue data[//]

Select an issue from the grid and click on the Modify issue data option to change statuses, barcode issues, initiate manual or telephone claims and display status history changes.

The system displays the Modify issue screen:

Brief bibliographic data displays above the grid. This data is protected and includes the fields defined in the !Serial element/group profile record. It also shows the Numbering of the issue that you selected from the Receiving screen, as well as the issue title (if applicable). The system will display the first 100 characters of the issue title.

Columns on the screen

Subscription – the subscription number assigned to this subscription.

Shelfmark – 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 Received, Returned, Claimed, Next expected, Missing, In bindery, Bound, Item due, Withdrawn, etc.

Date – the date associated with the issue status.

Barcode – the display in the column is Yes or No to indicate whether the issue is barcoded for this subscription. Not updateable.

EH – electronic holdings field. The display in the column is Yes or No to indicate whether the issue has URL information for this subscription. Not updateable.

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

Staff note – the display in the column is Yes or No to indicate whether the issue has a staff note  for this subscription.

Supplier – the missing issues supplier attached to the subscription.

Route – the display in the column is Yes or No  to indicate whether the subscription is the routing copy.

Citations – the display in the column is Yes or No to indicate whether or not there are citations linked to this issue.

Options on the screen

Modify [*]  - Select one of the subscriptions and click this option to change the status, barcode the issue, add/update notes. Please refer to section 311.3.2.1.

History [H] – Use this option to display a history of the status changes for this issue. Please refer to section 311.3.2.2

Modify part [M] – Use this option to change the numbering or issue title information. Please refer to section 311.3.2.3.

Manual claim [R*] – Select one of the subscriptions and click on this option to manually claim the issue. Please refer to section 311.3.2.4.

Claim by phone [T*] – Select one of the subscriptions and click on this option to claim by telephone. Please refer to section 311.3.2.5.

Print label [PL*] – Select one of the subscriptions and click on this option to print a label. Please refer to section 311.3.2.6.

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.

Citation title(s) – display only. The citation record(s) linked 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 are:

-                 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.
You can also use this status when you have accidentally received an issue you should not – yet- have received (because you cannot manually assign a status of 'expected item').

-                 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.

-                 22 – No receipt – This status is used to add retrospective receipts, e.g. as part of a conversion from another system. We advise you to not assign this status manually

Note

Issue statuses that are picked up by the claim cycle are:

3 – claim

4,5,6 – next expected

11 – item due

This is not configurable.

Status date - the date associated with the issue status. When you change the status of an item, the system will by default put today's date in the status date field. However you can override this by inputting another (future or past) date in here.

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 part[//]

Select the Modify part icon to change the Numbering of the issue. You can also use this option to link citations to the issue or unlink them. 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.

Citation title(s) – The system displays the titles of any citation records currently linked to this issue.

The ‘Link citation' button is used to link an(other) citation bibliographic record to the issue.

The ‘Unlink citation' button is used to unlink a citation bibliographic record from the issue.

When you press the Link citation button, the system presents the standard ‘Search for a record' form.
From this form, you can choose to:

  1. create a new citation bibliographic record (New record button)
  2. search for an existing citation bibliographic record

In either case, when you have identified the citation bibliographic record, the !Title element/group profile of the citation record will be appended to the display in the Citation title(s) field (multiple entries are separated by ;).
To complete the linking of the citation to the issue title (whether newly created or one that already existed in the database), select the Memorize record option from the Full record screen.
After memorizing the record, escape back to the Search for a record form. From this form you may search for or create another citation to link. When you have finished memorizing all records that you want to link, click Cancel to return to the Add/modify issue form. After verifying that each of the memorized records belongs to the same database as the Issue, the Citation title(s)  field is updated with the contents of the !Title field for the linked citation(s).

The Unlink citation button will show you a list of citations that are currently linked to the serial issue.

Select one of the titles and press OK to unlink the selected title from the issue.

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.

311.3.2.6 Print label[//]

If the “Print label” field for a subscription is set, then the library will have the ability to automatically print labels for serials on receiving serial parts. In addition a manual reprint of the labels is available from the “Modify issues” display. See the help on AFO 354 for background information.

Print label [PL*] – Select one of the subscriptions and click on this option to print a label. The label will be generated according to parameters set in AFO 367 – Miscellaneous as well as the settings for your port in AFO 612.

If there are left over labels to be printed you will be warned when exiting AFO 311:

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.
Instead of using F8 or ?L you can enter free text. In that case the system will NOT verify you have entered a valid prediction. You can use this for instance to add 'summer special' etc.

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:

When issues are linked to citations, and these issues are selected for deletion, the system displays a warning. The message has three buttons:

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 31 out of 43 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.

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 also shows gaps for issues that are not yet received.

Such a statement would display in the WebOpac similar to this:

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 would be similar to this:


·                     Document control - Change History

 

Version

Date

Change description

Author

1.0

July 2008

creation

 

1.1

August 2008

new option for WebOpac display; new option for (non)circulating issues

 

2.0

January 2009

new option for label printing for issues; additional info on statuses

 

3.0

August 2009

free text allowed for chronology; display frequency notes on receiving screen; new option binding alerts
Part of 2.0 updates

 

4.0

June 2010

new automatic barcode feature; clear loan status button; improvements for issue status codes; [ bracket for item barcode
part of 2.0.06 updates