RECEIVING firm orders


1. Receiving the Shipment

2. Receiving the Items

3. Preparing Items for Cataloging

4. Delivering Received Items


Step 1

Receiving the Shipment



Step 2

Receiving the Items


o       If unacceptable, set aside for return and enter an explanation in the line item Details/Notes tab. Refer to Processing Returns document for additional steps in returning the item.

o       If the item requires a simple repair give it to the Preservation Librarian and enter a brief statement in the line item Details/Notes tab.

§         Write on the location flag in red:

q       The permanent location (abbreviated to fond, deg, etc.)

q       The temporary location (brow, etc.)

q       The fund code (e.g., FIKES, McMANUS, KAHNHIST, CHEATSCI, etc.) on the Plate line of the location flag, only if the fund code requires a gift plate (donor). A list of plated funds is available at the end-processing work area. Refer to Gift Plates Available document for additional information.

o       Delivery Options tab confirms the need for a Gift Plate and if the item needs to be RUSH or NOTIFYfor a specific requester. Add appropriate flags if needed.

o       Notes tab provides additional information for special handling of the item:

§         If the item is going to a temporary location first, e.g., browsing, add brow, or appropriate abbreviation for temporary location to the universal location flag.

§         It may also indicate that a specific volume, edition, etc. is expected. Add appropriate note to clarify what was in fact received; followed by date of receipt and receiver's initials, e.g., Rec'd Vols. 1-3, on  9/21/01/mb.

§         Create a note for any problems encountered. For example: "book damaged being returned." If there is a question as to whether or not a book should be placed in browsing add a "brow?" note to ask the Collection Development Librarian for confirmation.

§         If the location and fund code need to be changed, e.g., from fond to sci and from Prothro to Cheatham Science, enter an explanation in the Notes field of the Notes tab, e.g., "Location and FC changed per classification/mb. Return to the PO and click MARK to access the bibliographic record in the Cataloging module. Click Hierarchy, then select MFHD, and change the location in the 852 field. Write the correct fund code on the universal location flag. Return to the PO in the Acquisitions Module.

o       Type tab indicates if it is a single or a multi-part item (single monograph vs. a multi-volume work, added copy or a serial). This information cannot be corrected if the PO has already been approved.

o       Receive/Mark tab is used to receive the item.

§         To receive the item click Receive/Mark:

q       Click inside the upper-most square symbol next to the item title. The color changes and the Receive button becomes active.

q       Click Receive and watch for a possible pop-up note on requester information. Click OK if such a note appears and the necessary additional flag has been prepared.

q       Click Save and Close. The line item on the PO now shows Received and has changed color according to your set preferences.

§         Click the Save button on the PO.

§         Clear highlighting from item just received.

§         Highlight the next line item.

§         Repeat the previous steps for each line item, and/or

§         Click Save and Close if finished receiving all items.

§         Record statistics of items received.


Step 3

Preparing Items for Cataloging


o       White location flags are used for Fondren; yellow flags for non-circulating materials, including DeGolyer; and blue flags for all other locations.

o       For books, insert the flag a few pages within the text.

o       For audio-visual materials, insert the flag inside the cover between the front label and container and secure with one piece of removable tape. If it is not possible, attach the flag directly to the outer casing with two pieces of removable tape. For audiocassettes and CDs, fold the flag before attaching it to the item.

o       Additional flags to use for special items are: COLLINS (white) when this fund is present and acid free flags for DeGolyer materials. The BROWSING flags are placed on the first preliminary page of the book, about ¼ inch away from the spine and secured with three pieces of removable tape, two on the front and one on the back of the flag.

o       If it is an old PO from NOTIS go to the Cataloging module via the MARC record to change "On order" to "1 copy received on date" on the MFHD.

Note: Macro Express has the macro set up for the "1 copy received…" message.

o       Save to database.


Step 4

Delivering Received Items





MIB 03/12/02


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For questions about the content of this page, please contact Maria Isabel Garcia

This page is maintained by Angela Laack and John Milazzo.

Last updated 03/13/2002