Processing Coutts Shelf-Ready approval shipments

Take one invoice and its associated books. All books should be finished and delivered to appropriate next step before taking another invoice.

  1. SETUP
  1. CIRCULATION : Open Voyager Circulation, go to Options and turn off all printing, then open a Discharge window.

If working on Dixon books, open up the charge window and setup the Dixon charge using the “Rush for Circ from 693” 22101001895333 charge. Each book will automatically charge as you process it.

2. CATALOGING setup (before processing the first book):

Follow standard Voyager setup instructions for SDBS approval plans, including bringing up a cataloging record and saving it before starting with your shipment:

So that a macro is not interrupted when you are processing books, do the following after logging in to Cataloging: Click on the magnifying glass (search) icon Search for Title(Bib)"1/2 hour". When the record for "1/2 hour special handling" comes up, click on the Boat icon to save the record.

When you see the dialog box (below) click on No. You will not see this message again unless you log out of cataloging.

Close the record.

  1. Processing the books:
  1. Search the first title. To identify it as a Coutts Shelf Ready record, you will see at the top of the page that it is suppressed from the OPAC.

At the bottom of the record there are local fields 852 and 9xx. The 980 subfield f should match the invoice in hand.

When you look at the hierarchy, it looks like a fully cataloged record.

All records SHOULD be fully cataloged, with 050 fields, pagination in the 300 fields, etc. If a record looks like a brief record, or otherwise not fully cataloged, please set it aside to be reviewed by appropriate staff. And, of course, set aside any duplicates or pieces of multi-volume sets.

  1. FIRST LINE OF INVOICE ONLY : Once you have verified that this is the Coutts Shelf Ready record, use the Record menu – View line item in Acquisitions link. On the Order tab, click on the ellipsis button to the right of the PO number to bring up the purchase order.

Copy the PO number and the vendor code to the to top of your invoice. You should not need to refer to the PO again, but you can check to verify that you are working on the correct record.

  1. RUNNING THE MACRO
  1. From the bib screen, activate the macro using WIN/ALT/E

(The macro unsupresses the bib, removes 9xx fields, adds a 902 and 904, marks the bib for export and takes you to the holdings record)

  1. At the holdings screen, verify that the call number is in the record and check it against the call number label. Confirm that the label appearance meets Princeton expectations, label should be attached without loose ends and smudges, placement of the label should be on the spine if it can fit there without text butting or going around edge; if needed a newcall number label should be printed after the process is run. Check the location and change it if necessary. RIGHT-CLICKthe mouse to continue.

(NOTE: Location changes are a two-step process involving both the Holdings location and the item location, both steps must be done)

The macro saves any change to the holdings record and brings up the item record.

  1. If you changed the location on the holdings record, check to see that Perm. Loc. on the item record matches. You can use the drop down to change the location on the item record as well in the Perm Loc field.Verify the barcode number in the item record to the barcode on the book.

RIGHT-CLICK the mouse to continue.

(The macro saves any change to the item record,brings up Circulation, and discharges the book)

If the location was changed, generate a new call number label for the book after the macro ends

See instructions (no.5 below) for location changes to Dixon

  1. Go back to the Cataloging screen. Go to File menu / Close all OR use Alt-f-o to close all records.Problems, duplicates, sets, questions should be set aside and kept with the invoice to review with a manager or other appointed staff. All completed books should be delivered to Shipping the same day they are processed.Do not hold up completed books until the entire invoice is finished.
  1. Dixon Location changes:

Softcover books and books without dustjackets that have had a location change to Dixon need the location in the holdings record and item record changed, a Dixon bookplate, and a new spine label. But check to see that item record and 852 holdings record has the correct location, if not, correct it before sending on (click on the Boat icon to save the record). Remember, as mentioned above, location changes are a 2 step process.

Hardcover books with dustjackets will need a new barcode placed on the dustjacket, a Dixon plate, and a mylarjacket, as well as the Voyager changes mentioned above.

For a new barcode on the jacket:

a. Retrieve the item record by barcode.

b. Click on 3 dots (ellipsis) next to the barcode..

At the popup window, scan the new barcode that you will be attaching to the front of the book jacket.

c.Delete the inactive barcode by clicking on it to highlight it, then click on Delete. At the “Are you sure?” message, Click on Yes and close the barcode window.

d. You may try to remove the old barcode from the book but if it does not come off easily, leave it on the book.Make sure to mark out the old barcode attached to the book with a black marker.

e. Be sure to create a new call number label, and attach a Dixon plate to the correct page of the book.

f. Cover the dust jacket with a mylar jacket cover.

6.Possible other steps before finishing:

a.Any thin softcover books, or books that would need binding, should be given to designated SDBS staff person.

  1. Books with call numbers that are illegible or insecure labels, i.e. if the label is badly smudged or improperly attached, need a new label printed and securely attached. If there is a flag requesting a new call number label, please print it out and attach to the front or spine, depending on where it fits best, please cover over old call number label with blank label from your Zebra label printer.
  2. If the book is a no circ book, then the “No Circ” part of the call number goes on the bottom of the call number. This can be done by running the macro used to remove F from the call number; if this is not working then please edit the text within the call number field of Vgerspin then print the fixed call number.
  3. Should you have a book that needs a “small” size designation, i.e. less than 16 cm in height or 10 cm in width, it will need an “s” added to its call number, a new label printed, and a location change if it’s an Firestone book. F “small” books have to be changed to rcppa. In the unlikely event you should get an oversized book greater than 39 cm, it too will need some adjustments in call number and label. Refer to cataloging instructions on size symbols found in the Shelflisting section of the cataloging instructions.
  4. Remove the shipping slip that comes with each book and discard it. Remove any flags out of each book and if possible put aside to recycle but keep any “give to circ” flags and accompanying paperworkor shipping slip if it has notes needed for circinside the book.
  5. For Rush or Give to Circ material, please charge it to Circulation using the “Rush for Circ from 693”pseudo patron charge 22101001895333 and place it in the Green tote in SDBS.
  6. Charge all books going to recap, if you have any.
  1. Note that you will need to close all voyager windows, then re-open Voyager circulation
  2. Login as shelfrecap and the current password, set the location as 693.
  3. Use pseudo patron 22101003009586 as the charge.
  4. After they are charged take the Recap books and place them on the appropriate spot with the other recap books sharing the same recap location on the 1st floor, for final recap processing.

IV. FINISHING UP:

  1. If all books on your invoice have been received, no problems or questions, then you should approve/receive the PO and create a pending invoice.
  1. Fix the invoice number with the correct invoice number on the physical invoice in front of you
  2. Fix the date with the date of the paper invoice.
  3. Write the VID on the invoice.
  4. Deliver the invoice to the basket with invoices to be paid outside Dina’s workstation.
  1. Otherwise, keep all problems, duplicates, sets, etc. with their invoice and give to designated staff person to review, currently Debbie Siravo.