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: 1/26/2023
Date of next review: Jan. 2024
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 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. As of Jan. 2023, if this is the only POL on the PO, changing the Receipt and Payment status fields to Cancelled will automatically close out the entire PO.
An alternative way to close the PO would be to do so at the PO level (as opposed to the POL level). 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. If you would like to add a note reiterating what you've already added to the Receiving note, you can do so.
d. To close the order, click Submit. A confirmation message appears and the order’s status changes to Closed.