Receiving Standing Orders

For Added Volumes

Do an All Titles search for the title of the series.

Click on Holdings

Actions => View Items

Add Item

Populate the item record:

• • Material type

  • PO line

  • Receiving date

  • Description (e.g. v. #)

  • Enter year of publication in Chronology I

  • Double-check location

  • Scan barcode

Note: If there is only one holding record attached to the Title, you can just click on "Items" and then "Add Item." If there is more than one holding record (e.g. all three branches own a copy), then you have to follow the procedure above and click on "Holdings" first before going to Items. Otherwise, Alma doesn't know which holding you want to attach the item to.

After saving Item record, go back into it and set Process type => Technical Services and bring the item to the physical processing area.

For Cataloged Separately

As individual titles arrive, import a Bibliographic record for the individual title into Alma per procedure.

In the Metadata Editor, add 760 field to bib record to link to series.

First indicator = 0

Add series title in |a

Include 035 (OCLC record number) for series in |w

Example: 760 0 _ |a 21st century reference series |w (OCoLC)25125608

In the Metadata Editor, create a Holdings record.

In the Metadata Editor, add an Item record. Populate the item record:

• • Material type

• Click on PO Line field and search for PO Line for the series. Select it to associate the PO Line for the series with this individual title.

  • Enter Receiving date.

  • (No need to enter Description or Chronology)

• Double-check location

• Scan barcode

After saving Item record, go back into it and set Process type => Technical Services and bring the item to the physical processing area.

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The individual title will be linked to the series title by the scheduled MMS - Build Record Relations job that runs every night.

When the job is done and you search for the series title in Alma, click on "More Info" and you will see a link to "Related Records".

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Invoices for Standing Orders

Create the invoice manually or via EDI per procedure. Make sure Handle Receiving is UNchecked.

Add Invoice Line: Enter PO Line number for the series. That is, make sure the payment is posted to the PO Line for the series, not the individual title.

Check subscription date overlap: [uncheck]

Additional information: [enter volume number or other distinguishing information about the volume]

Price: [enter final price of volume as it appears on the invoice]

Release remaining encumbrance: [check] (Releases any remaining encumbrance because chances of NOT receiving additional volumes in current fiscal year are greater than chances of receiving additional volumes. This prevents the POL from tying up money. If you know that more volumes are coming soon, you can uncheck.)

1st reporting code: [make sure selection is correct]

Note: [enter volume number or other distinguishing information about the volume -- a second time]