Scope: This document outlines the process that Library Technical Services serials staff follow when closing out a serial record when a serial is no longer received. In most cases, this is due to cancellation or when a serial has ceased. Note: In the case of a ceased print serial (as opposed to a cancellation), Paul Heckathorn (pjh25) should be notified after taking the steps below.
Contact: Joanna Cerro
Unit: Serials Management
Date last updated: 1 2/517/2021 2022
Date of next review: January 2022 February 2023
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1. Delete information that is no longer relevant in check-in notes box in Voyager Acquisitions. I deleted what’s highlighted in yellow in the screenshot below.
2. Close the predictive component by taking the following actions:
a. Click “Maintenance” in the serials check-in screen
b. Click the “Predictive Component Pattern” tab
c. Click “Close Pattern”
d. Click “Yes” when a box pops up asking if you would like to close this component’s pattern effective today’s date.
e. You must leave the record and enter it again for the change to take effect – do so by clicking the Serials Check-In button on the left side
f. Click "Start over".
g. Click “Check-In” to get back into the record. You will now notice that the predictive component pattern has been deleted.
3. Next, you should take the following steps to complete a PO:
a. Click “View Order” in Serials Check-In
b. In the case of a cancellation, you will want to write “CANCELLED AFTER xxxx” in the “Instructions to Vendor” section of the line item. You can get there by highlighting the line item and clicking “Detailed Line Item,” adding the note, and then hitting “Save and Close”
c. To “complete” the PO (this ensures that invoices can no longer be paid from a given PO), select “Order” in the menu bar and click “Complete” and then “Save and Close”. Click “Yes” when it asks if you are sure you wish to complete this purchase order.
4. Next, you should update the holdings record in Cataloging by taking the following steps:
a. Click the ellipsis to bring up the bib record
b. Click the "Get Holdings" button at the top.
c. In case of a cancellation, you will want to add the following public comment (delimiter or F9 followed by the letter z): Subscription cancelled after xxxx.
d. Click fixed field 008 from the MFHD
e. In the “Receipt Status” drop-down menu, select “5: Not currently received” and click OK
f. Click “Save to DB” on the top menu bar and click OK when a message pops up indicating that the record was successfully updated.
In the Receiving app record of the cancelled serial, delete all pieces populating the Expected field by clicking each individual piece (if we know we won't be receiving the issues) and selecting Delete.
2. Open the Instance record in the Inventory app by clicking on the title at the top of the Receiving record, which is a link. You'll want to open the link in a new tab so you can easily navigate back and forth between Receiving and Inventory.
3. Open the holdings record by clicking View holdings next to the appropriate location.
4. Select Actions and then Edit in the upper-righthand corner of the holdings screen.
5. Make sure the holdings statement is accurate and shows the final completed volume before cancellation.
6. Scroll down to Holdings notes, click Add note, select Note for type and add the public cancellation statement. Leave the staff only toggle unchecked since this note should be visible to the public.
7. Scroll down to Acquisition and update Receipt status to Not currently received for a cancelled subscription.
8. Click Save & close at the bottom of the screen when done.
9. Click the X in the upper-lefthand corner of the screen to exit the holdings record.
10. Exit out of the Inventory app tab and go back to the Receiving app tab.
11. Navigate to the POL by right-clicking on the linked POL# and opening in a new tab.
12. Select Actions and then Edit in the upper-righthand corner of the POL detail screen.
13. You'll want to indicate that the ongoing order has been cancelled after a given year in the Receiving note field.
14. Scroll down to PO line details, and change both the Receipt status and Payment status (as long as the last invoice has been paid) to Cancelled from the drop-down menu.
15. Click Save & close
16. If this is the only line item on the purchase order, you will want to close out the PO. Note that only open orders can be closed. Take the following steps to do so:
a. Click the arrow on the upper-lefthand corner of the POL details pane, which takes you to the PO itself
b. Click Actions and Close order
c. A pop-up box will appear where you can indicate why you are closing the PO. For cancellations, you'll want to select Cancelled under the Reason dropdown menu and note when the order was cancelled.
d. To close the order, click Submit. A confirmation message appears and the order’s status changes to Closed.