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Receiving in Voyager

Part I.  Cataloguing Module:

1. Have item in-hand with vendor's invoice or packing slip.

2. Search in Cataloging Module for a BIB that matches the item in-hand.  Search using, as needed, title, author, series title, ISBN/ISSN, etc.  Keyword searching is also helpful when trying to locate a matching BIB

3. If matching BIB is not found, stop.  Document the item in hand with print out of BIB and original or copy of invoice.  Insert documentation into book and show to supervisor.

4. If matching BIB is found go to HLDG. 

a. If item in-hand is part of a multi-volume set, or back-issue of a serial

=> Realize that the HLDG may show a catalogued item.

b. It item in hand is a monograph

=> Identify a vacant HLDG.

=> If vacant HLDG is not found, stop. Document the item in hand with print out of BIB and original or copy of invoice.  Insert documentation into book and show to supervisor.

5. Go to Acquisition Module by pressing "CTRL+M". 

=> This will move you to the Acquisitions Module.  A new window will appear. 

Part II. Acquisitions Module:

1. Click tab "Order"

a. If "Order Type:" is "Approval", "Continuation", "Depository", "Exchange" or "Gift", stop.  Document the item in hand with print out of BIB and original or copy of invoice.  Place a note note in Quick Line Item Notes field stating book was routed to supervisor, today's date, and your initials.  Insert documentation into book and show to supervisor. 

b. If "Order Type:" is "Firm Order", continue to next step.

c. The name on vendor's paper invoice should match information shown in "Vendor Code".  If it does not match, stop.  Document the item in hand with print out of BIB and original or copy of invoice.  Place a note note in Quick Line Item Notes field stating book was routed to supervisor, today's date, and your initials.  Insert documentation into book and show to supervisor.

d. Vendor's paper invoice often display PO number that matches the "Order Number."  Please note some vendors do not cite our POs numbers on included paperwork.

2. Click tab "Delivery Options"

a. If you see any the notes below, follow instructions under the category that matches the note. Complete T2 following usual procedures with the following exceptions:

    • "Reserves"     

- Insert wide green rider

- Check "Reserves" box on T2

- Check that holdings has 900 field with reserves information

    • "C-33" or "Notify"

- Insert "Attention" rider and check box "Patron notification"

- Insert slim green rider

- Make sure patron name and e-mail address are in the 900 field of the holdings record

- If no patron name is present, consult supervisor

    • "Priority 1", "P.1", or "rush"

- Attach/insert thin red rider

- On HLDG after location type routing destination and numeral "1" (e.g. MPS1, OSMC1), write it also on T2

  • "Offsite" or "off"

- Make sure location in CLIO and T2 is xxx4off (e.g. glx4off, bus4off, etc.) or in case of cataloged multi-volumes the location in HLDG is off,xxx (e.g. off,glx)

  • "Replace" or "Rep" and a CALL NUMBER is listed in the order or in a 900 field of holdings

- Attach/insert blue "Attention" rider, check box "Processing Information"

- On T2 check box "Regardless of duplication"

  • "Replace" or "Rep" and NO CALL NUMBER is listed in the order or in a 900 field of holdings

- On T2 check box "Regardless of duplication"

- NO blue "Attention" rider needed

  • "New loc"                  

- Place a check mark in "If new to this loc" box on T2

  • "Regardless"

- Place a check mark in "Regardless" box on T2

  • "Send uncat to..." , location "ADM"

- Suppress BIB and HLDG if record has only one HLDG; if record has more than one holdings just suppress the HLDG you are working on.

- Add 900 field to the holdings with text "Sent uncat to [name of the person you're sending to]

- Stamp inside front cover of book with Columbia ownership stamp, below the stamp write the HLDG id number

- If note in CLIO has only a name without campus address for the person, consult supervisor

- If note in CLIO has a name and campus address, place item in an envelope, write person's name and campus address, and route to Shipping

  • Location "EGYP"

- Attach/insert wide green rider

3. Click tab "Copy Status" then click all "+"

a. If status is "Received", stop. Document the item in hand with print out of BIB and original or copy of invoice. Place a note note in Quick Line Item Notes field stating book was routed to supervisor, today's date, and your initials.  Insert documentation into book and show to supervisor.

b. Note the number of items that have been ordered.

c. Note if any item has been received.

d. Click tab "Notes"

      • Read all notes in areas "Instructions to Vendor" and "Notes:"
      • If any of the notes shown below, appear, see Section 2 above.
  • "Reserves"     
  • "C-33" or "Notify"
  • "Priority 1", "P.1" or "rush"
  • "Offsite" or "off"
  • "Replace" or "Rep"
  • "New loc"                  
  • "Regardless"
  • "Send uncat to..." , location "ADM"
  • Location "EGYP"
  • If a partial receipt, then in "Notes" field...
    • Type your initials, date, and description of the item being receiving (e.g., vol #) .
    • Click "Save"
  • If a multi-vol set (back issues) then, in "Notes" field...
    • Type your initials, date, and description of the item being receiving (e.g., vol #).
    • Click "Save"

4. Click tab "Copy / Funds"

a. Find "Fund Allocation"

b. Check name of fund against "Gift Plate Fund" list.

c. If fund appears on "Gift Fund Plate" list, then...

  • At T-2 in area "Gift Plate:" write name of fund. 

5. Click tab "Receive / Mark" then click all "+"

a. For each item you are receiving move your cursor next to red box next to area "Approved"

  • Click in empty box for each item you are receiving.
  • Click gray tab "Receive" 

Part III. Returning to Cataloguing Module:

1. Return to the previous identified vacant HLDG record (see Part I).

2. If any below notes appear in 900 field, see Section 2 above.

a. "Reserves"  

b. "C-33" or "Notify"

c. "Priority 1", "P.1", or "rush"

d. "Offsite" or "off"

e. "Replace" or "Rep"

f. "New loc"               

g. "Regardless"

h. Location "EGYP"

i. "Send uncat to..." , location "ADM"

3. Review "Routing Instructions" and identify routing destination for item in-hand. 

4. If you have more than one copy of the same item....

=> There will be a HLDG for the first item.

=> You will be required to create new HLDG for each additional copy. 

5. If you are receiving a multi volume item...

=> If a previous volume has been catalogued on HLDG for the same location

  • Write HLDG number on T2 at area CCN.
  • Add 900 field to holdings indicating the volume you are routing

                                                Example: 900 $a Vol. 3 routed to MPS

  • Complete T2 as usual and check mark "Added volume". 

=> If no previous volume has been cataloged:

  • Write HLDG number on the T2 area  of CCN
  • Add a 900 field to holdings indicating the volume you are routing
  • DO NOT check the "Added volume" box on T2

6. At 852 field, after location, insert cursor, press key "F9".

7. Type lower case "x".  Type routing destination.

8. Click "Save to DB" 

9. Complete T2. 

10. Attach / insert T2 to item.

11. Place item on appropriate routing truck.

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