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. 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.
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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.
89. Click the X in the upper-lefthand corner of the screen to exit the holdings record.
910. Exit out of the Inventory app tab and go back to the Receiving app tab.
1011. Migrate to Navigate to the POL by right-clicking on the linked POL# and opening in a new tab.
1112. Select Actions and then Edit in the upper-righthand corner of the POL detail screen.
1213. You'll want to indicate that the ongoing order has been cancelled after a given year in the Receiving note field.
1413. Scroll down to Cancellation description and add your cancellation note again.
Alternatively, this can be noted in the Instructions to vendor field, which is a field we used in Voyager to note a cancellation.
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:
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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 cancelledwas cancelled.
d. To close the order, click Submit. A confirmation message appears and the order’s status changes to Closed.
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