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GOBI Order Receiving

GOBI materials are generally received separately from other firm orders. These records are ordered online, on Yankee's GOBI website, and loaded into Acorn automatically. Orders are also automatically generated. At the point that the vendor ships these materials to us, they generate a manifest that is sent to OCLC/PromptCat. PromptCat sends us a file of records that overlay the provisional order record. (See How to Determine ... Coding for Books) for help in identifying these records.)

  1. Search Item

    2. Search for title and/or author using information from the title page of the book (NOT from the cover). If a duplicate record is found, determine whether the duplication was intentional. If it was not, do not proceed with the receiving process.

  2. Compare the record with the book to be sure that the correct title/edition has been received.

  3. Check 952 field for flagging and other special instructions

    4. Check the 952 field; note whether there are any special Location Code or handling instructions (Rush, Requester to be notified, etc.)

  4. Using Display Item, go to the Order record.

    5. Be sure that the order number corresponds to the number on the invoice (particularly if there are multiple orders for the title). If not on the invoice, write the order number by the title of each piece.

  5. Using Display Order Wizard, check the order record.

    The first screen will show the order number and title associated with it. Hit Enter. Check "Additional Line Information" fields for any special instructions. If there is a requester to be notified, print out a copy of the Order Record, highlight the requester's name, and insert the printout into the book. Insert "Patron Request-DO NOT BIND" flag if not RUSH.

    Check price - if the invoice price is more than $35 over the price encumbered, check with the bibliographer to be sure that they want to keep the book at the higher price before continuing (assuming that the book is returnable). See Cost Exceeds Encumbered Amount document for complete procedure.

    Check Holding Code (it should match the 952). If the order is to be loaded, correct the holding code if necessary, using the Modify Order wizard.


  6. Receive the order

    Receive the order using the Receive Order wizard. You should be prompted to add your packing list information in this step. Enter. You will see a screen with the order number and the call of the piece you are receiving. Hit Enter again.

    Enter the correct number of copies to receive, and Enter. The correct title should then appear in the window beneath the Order ID. (Note: Using the Receive Order wizard automatically changes the Date Received to TODAY, and the status of any open Claim Segments in the Order to RECEIVED.)



  7. Manually Load the Order (Link Order Line Holdings to Title)

    GOBI records have Item Records with a status of ON-ORDER. Do not use the Load Order Command, or a duplicate Item will be created. Use the Modify Order wizard to change the Date Loaded in the Order to TODAY.


  8. Create the Invoice line

    1. Using Create Invoice, create the first invoice line for the payment. For the first line of the invoice, enter the vendor's invoice number in the Invoice ID field of the Command screen (do not use any punctuation in the vendor number). Be sure that the Vendor ID carries over from the order record. If you have not already done so, go to Display Vendor. Check the Accounting address, and compare it with the Payment address on the invoice. These must match exactly. (If they do not, see no.11/7, below) When creating the first line of the invoice, the next screen will prompt you for Basic Info: Date Invoiced. Enter the vendor's invoice date. Under Extended Info, enter your initials in the NOTE field. Add any Comments pertaining to the invoice at this time. (For the second and subsequent lines of an invoice, you will use the Create Invoice command, but you will not be prompted for this information again - if you are, you have created an additional invoice!. )
    2. The next screen contains Invoice Line Info.
    3. Line: enter the line number for the item on the invoice. Start with 1 and number each item on the invoice sequentially as you process them. If you are receiving a specific volume within a set, put the volume number after the line number in this field [ex. 1)v.2].
    4. Copies: Enter the number of copies received
    5. Amount: Enter the charge for the item from the invoice.
    6. Link: If the line is for the material received on an order, this should remain ORDER.
    7. <Enter>. The title associated with the order will be linked to the invoice. It is not until the title appears on the invoice record that the invoice is linked to the order.
    8. Once the invoice line is completed, you may receive the next item on the invoice.
    9. After receiving all titles on an invoice, check the invoice for any shipping/handling charges.

  9. Complete invoice payment

    10. After receiving all titles on an invoice, post any shipping/handling charges that may appear on the invoice:

    1. Line: Shipping and handling charges should be designated as SHIPPING, and service charges as SERVICE.
    2. Copies: 0 or blank
    3. Enter the total amount of the shipping/service charges
    4. Link: Change to LINE_PRORA. This will allow the software to distribute the charge among all the lines on the invoice. <Enter>.
    5. Prorate: Once you have completed the line for shipping, the Prorate field will have an error message "NEEDS PRORATION". Change the "N" in this field to "Y", and <Enter>. The Prorate status will return to "N", but the "NEEDS PRORATION" message will disappear.
    6. If all items on the invoice have been posted, check the total of the invoice against the Total Amt Invcd field to be sure that the record matches the invoice. If it does not, correct any mistakes. Once the totals match, initial and date the paper invoice and forward to Sherry for final payment.
    7. If the payment address needs to be edited prior to payment, forward the invoice to Monica for corrections.

  10. Edit the Item record, add 951 field.

    11. Using the Title Edit wizard, check the record to determine the type of cataloging (see How to Determine ... Coding for Books) and add the code in the 951 field. If the book can be Speed Cataloged, complete the cataloging at this time.

    If the record is MC, make a printout of the bib record and insert it in the book. Write the su-code (last four digits of the fund) on the printout for routing. Flag book appropriately (including any RUSH or Patron Request flags) and note the fund used in the 952 (to enter into the Item Cat 1 field in Edit Item).

    Edit the Call Number and Copy Info. Change the Home Location to the correct location, enter the correct code for Item Cat 1, and change the Current Location to BAKER-HOLD. Wand in the final barcode number into the Item ID field. If you have Speed Cataloged the title, be sure that the "XX" has been removed from the Call Number.

  11. Check Display Item:

    Clicking on the Title platform in Display Item opens a Display Item window. This window contains a brief bib record, and "Volume and Copy Info". Check this screen to be sure that the call number displays properly (that any XX's have been removed, etc.), that the barcode has been updated, and that the Current Location is BAKER-HOLD before routing the material. If multiple item records have been created in error, you will be able to tell from this screen.

8/20/2004;mew/tab