There are several ways to create items in Sirsi, but when a multi-volume classed-together set is received, the easiest way to create records for each individual item is through the LOAD ORDER command found on the CREATE ITEM screen.
If there is already an order in place, simply go to EDIT ORDER and change the parts field to contain the volumes you have in hand (instructions for formatting the parts field are below).
On the other hand, if the item is a gift or is paid for on another record, here are the steps for creating a temporary order record for multiple volume creation:
- Begin by searching the title you want to add multiple
volumes to. This will put the record in the system’s memory. Then select
the CREATE ORDER wizard.
In the order
ID field, type AUTO. The current fiscal cycle and the library VU-PROCESS
should automatically appear in their boxes. (See Figure 1)
Figure 1
- Select OK, or simply hit the <Enter> key. Put in the order type as RSTEMP. The vendor ID should also be RSTEMP. (See Figure 2)
Figure 2
- Your order has now been created. Change the fund ID at the bottom of the screen to RSTEMP and the holding code to whatever library and section your items will be sent to. Once this is done close the Create Order wizard. (See Figure 3)
Figure 3
- Once this is done you’ll have to close the Create Order wizard and select the Edit Order wizard to make further changes. In Edit Order, change the date rcvd to TODAY and in the packing field enter your initials and today’s date in the following format: CAW08192002. (See Figure 4). Note: The loaded field should remain NEVER.
Figure 4
5. Go back up a little to the multi parts field and check the box there. Tab over to the parts field and put in the volumes you have in hand. For items that are consecutive (you have volumes 1, 2, 3, etc.) use the following format:
v.1%*
The asterisk represents the last number you have. For instance, if you have volumes 1 through 4, your parts field will look like this: v.1%4. This will automatically create records for all four items at once.
For items that are NOT consecutive, use the following format:
v.#*#*
Again the asterisks represent the numbers you have in hand. For instance, if you have volumes 2 and 5, put v.#2#5 in the parts field.
If you have some items that are consecutive with a gap, you can mix the formats. For instance, if you have volumes 1, 2, and 3 and volumes 5, 6, and 7, you can use the following format:
v.#1%3#5%7
Note: if all the volumes you have won’t fit into the parts field, you can either create them a few at a time or create them as though they are consecutive and edit the volume numbers later. (See Figures 5, 6, and 7)
Figure 5
(This will give you item records for six volumes.)
Figure 6
This will give you item records for v.2 and v.5
Figure 7
This will give you item records for v.1, v.2, v.3, v.5, and v.6
- Now select the LOAD ORDER wizard.
You can change
the properties so this wizard always selects the current title (i.e. the
title linked to the order you’ve created). (See Figure 8)
Figure 8
- Selecting OK or hitting the <Enter> key will bring up an intermediate screen. If there is only one order, you’ll get a “confirmation” screen which will show you the title and information in the parts field. (See Figure 9) If there is more than one open order you will get a screen which essentially asks you to confirm the order you want to load. Note: selecting the order to load must be done with a mouse-click. Using the <Tab> key to move from one call number field to another is not sufficient. (See Figure 9A)
Figure 9
Figure 9A
This is the intermediate screen in which the system asks you to confirm which order you want to load. Note: this screen will only appear if there is more than one open order.
- Selecting OK or simply hitting <Enter> will input the information and give you a list of items. (See Figure 10)
Figure 10
Note: You can, if you want, delete the dummy barcodes and
wand in new barcodes for the individual volumes here. Or you can select OK
or hit the <Enter> key and go to another wizard, such as Edit Volume
or Modify Title 
, and enter barcodes
there.
That’s it!
by CW 9/2002