Scope: This document outlines the process that Library Technical Services serials staff follow when closing out a serial record due to a cancellation.
Contact: Joanna Cerro
Unit: Serials Management
Date last updated: 2/17/2022
Date of next review: February 2023
1. 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. If it's not already noted in the Receiving note field, you'll want to indicate that the order has been cancelled after a given year. To edit this note field, take the following steps:
a. Right-click on the POL number linked in the Receiving record and open in a new tab
b. Click Actions in the upper-righthand corner of the screen and select Edit
c. Make note of the cancellation in the Receiving note field and click Save & close when done
d. You will need to reload the record in the Receiving app for the changes to take effect
3. 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 migrate navigate back and forth between Receiving and Inventory.
43. Open the holdings record by clicking View holdings next to the appropriate location.
54. Select Actions and then Edit in the upper-righthand corner of the holdings screen.
65. Make sure the holdings statement is accurate and shows the final completed volume before cancellation.
76. 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.
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10. Exit out of the Inventory app tab and go back to the Receiving app tab.
11. Migrate back to 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. Scroll down to Cancellation description and add your cancellation note.
Alternatively, this can be noted in the Instructions to vendor field, which is a field we used in Voyager to note a cancellation.
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
1614. 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
bb. Click Actions and Close order
c15. 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.
was cancelled.
d16. To close the order, click Submit. A confirmation message appears and the order’s status changes to Closed.
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