YBP 22 (DEPT. Shelf Ready) Processing Procedure
(last revision 20130531)
Background.
YBP22 is a shorthand description of certain YBP approval books that arrive with spine labels, barcodes etc. and are therefore considered “shelf ready.” The books arrive in Baker & Taylor boxes identified by YBP sub-account 1290-22. Bibliographic records for shelf ready books load into CLIO with a 948 statistics field indicating “ybp22” as the operator.
Record Loads.
Bibliographic records for YBP22 materials load into CLIO one or two days before the books are delivered to MAS. When the loads take place, using the excel file attached in the item reports, charge all items to “In Transit”. Note the PO #’s for each invoice from corresponding invoice load reports*.*
Procedure.
When the boxes have arrived in MAS:
- Open each 1290-22 box and retrieve the invoices. If you find a second enclosed invoice for physical processing, hand it to Matt Pavlick.
- Write the P.O. number (from the report) on the upper right of the first page of each invoice and place it together with the corresponding books on a separate shelf of an empty book truck.
- Breakdown all boxes, discarding the smaller ones, packing lists and papers, and all book jackets into the recycling bin, but add full sized boxes to the piles stored underneath the sorting table.
- Wheel the book truck containing the entire ybp22 shipment to your workstation.
Reviewing the materials:
- Check off each title on the invoice to ensure all items have been correctly shipped and received.
- Check the PO in Voyager Acq and compare the sub total to the amount on the invoice.
- Check for “Baker & Taylor” riders inserted into any of the books – if a B&T rider is present it means either the barcode or property stamp were not applied due to illustrative or textual content on the end papers or there are mixed media elements (CD’s, DVD’s, etc) present. If the barcode was not applied it will be in an envelope inserted inside the book. Complete processing (apply barcode, property stamp and handle mixed media materials according to CPM679 guidelines) or set aside for placement on the YBP-21/22 shelves across from Mark’s office.
- Separate any books with volume numbers in the call number. This require that the volume numbers be entered into the Enum of the item records and that the summary holdings and fixed fields are adjusted in the MFHD.
- Separate books that do not have call number labels. Search OCLC for a complete catalog record and process accordingly. If no copy is found, place these on the YBP-21/22 shelf across from Mark’s office together with mixed media and B&T rider flagged titles.
- Some default SR funds may not have allocated funds or the fund may have run out of money near fiscal year close: in such cases it is necessary to read through the applied fund codes of each invoice make fund adjustments to the “Commit to Fund” line in the Quick Line Item of the corresponding PO and annotate the paper invoice accordingly. The one change that is presently always made are for books profiled on 2185 for Milstein.
- 2185B à 6006BAP
- Place invoices in the “Invoices to Pay” box outside Matt’s office.
Delivering the books:
- The locations for YBP-22 books can be BURKE, BUSINESS, EASTASIA, JOURN, LEHMAN, MILSTEIN, MUSIC or WARE.
- Remove all MILSTEIN books from the truck and leave at your desk.
- Wheel the book truck with all remaining books to the Shipping Room (107 Butler).
- Place all books neatly on the designated steel shelves for each department:
- MILSTEIN books are currently being paid on the Rose Vischi fund and require a bookplate. On the top of the t.p. verso of each book write “Rose Vischi” and hand deliver these books (Usually 4-5) to Kelvin or Freddy in BSP. (update 20130531 currently we may receive around one book for Milstein per month)