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German Approval Procedure

In the mailroom:

Mailroom will unbox the approvals and sort the books. Books are then brought to German Verifier for processing.

Verification:

As of February, 2003, we receive provisional records from Harrassowitz for all titles sent to us on approval. These records are automatically loaded via bibload report upon receipt of the file, with 1-2 days of the date of the invoice.

Upon receipt of the books and invoice, the verifier should immediately (within the week of receipt) search Acorn for the approvals, expecting to find a brief record for each title. (If no record is found, records may have to be retreived from Harrassowitz and loaded). As each record is found, the Acorn number should be added to the invoice for payment. Write the appropriate approval fund (XX-01-XXXX) on invoice in left margin beside the title. Initial and date invoice (discard third copy). Upon noting the Acorn numbers on the invoice, the invoice should be posted in Acorn (Vendor code is 3971APL, the Acorn Title Control key is used as the invoice line number; invoice lines are linked to the FUND), and sent for final payment. If a duplicate is discovered at this point, follow instructions in #1, below.

After the payment of the invoice, German approvals are generally held for a few weeks waiting for upgraded copy in OCLC.

1) Search ACORN to locate approval record, and to check for duplication:

Begin by doing title search. (Always do your searching from the information on the book's title page, and not from invoices.) If this is not successful, then do an author search, and then, if nothing is found, try the ISBN. Series verification is done at this point also.

If a duplicate record (in addition to the approval record) is found on ACORN:
Check with bibliographer to determine whether or not she wants to keep duplicate.

If duplicate is not to be kept:

  1. Insert white flag with DUP written on top portion.
  2. On the invoice, note that the title is a dup with "DUP OF (ACORN #)", and deduct the price of the title from the total due.
  3. Edit the approval record, changing the HOME LOCATION to APL-DUP; and adding the appropriate ITEM CAT 1.
  4. Shadow the record.
  5. Give any duplicates to Linda along with a copy of the invoices.

If duplicate is to be kept:

  1. Follow procedure for processing of copy 2's
  2. If title is a serial or serial added volume, follow procedure for processing of serial added volumes
  3. Add 980 field: (Vendor Code, Invoice Number, Invoice Date, separated by semicolons) to existing record.
  4. Delete the approval record.

If volume is determined to be part of a book set (or serial), see Book Set procedure for approvals.

2) Upon locating the Harrassowitz approval record, search SmartPort for a better record. If a better record is found, overlay the approval record. If no better record is found in SmartPort, existing approval record may be used, upgrading as necessary.

3) BOOK MAY BE SPEED CATALOGED AT THIS POINT IF APPROPRIATE. (Refer to Speed Cataloging Procedure.)

4) If title is not speed cataloged, add 951 field with cataloging status. Insert Acorn printout in the book if MC or flag as NC, as appropriate.

5) Edit Item Record:

CALL NUMBER INFO: Insert XX in front of the call number. (It will automatically be XX if the record is provisional.)

Location: Change the HOME LOCATION to STACKS
CAT 1: (enter appropriate subject, such as "40-GERMAN")
CAT 2: (This should already say "APPROVAL")
Current location: BAKER HOLD

ENTER THE BARCODE NUMBER INTO THE RECORD.

Add Price (from the invoice) to the Price field of the Item record.

 

7) Place printout of record in book, with fund written on top for display/routing. Flag and route material as appropriate.

German Approval Invoices:

Since approvals do not have order records, post the title control number as the line number in the invoice record, and link the payment to the appropriate Fund. (The records also show the invoice number in the bib record.) The last line should be marked as Shipping and also charged to a Fund. In most cases this will be the German fund (90014000), but on short invoices, please charge the shipping to the 90014100 fund so that the German fund won't always have to pay for the shipping.



revised 09/25/2007mew