Acquisitions > Add Ordered Items to Catalog Wizard

Add Ordered Items to Catalog Wizard

The Add Ordered Items to Catalog wizard guides you through the process of adding the item(s) representing an orderline into the catalog. Call numbers and copies are added to the catalog from holding codes in orderline distribution records.

The Add Ordered Items to Catalog wizard can be used to mark orderlines received, as well as loaded. Partial receipt of a distribution cannot be handled using this wizard. Receipt of some distributions but not others will not auto-create claim segments. Use the Receive Orders Wizard for partial receipts.

This wizard appears on the Acquisitions and Cataloging toolbars.

To load ordered items

In the Item Search, identify the title of the order that you want to load into the catalog. If there are no open orders for this title, a warning message displays, and you are returned to the Item Search.

If more than one open order is associated with the title, a list of orders displays. The Display Orderline tool (Display Order Tools) is available for viewing detailed orderline information. Review the purchase order, line, and title information to confirm that the received order is the correct one. Only one orderline may be loaded at a time. Select the order you want to load and click Load Ordered Copies.

The Loading Order window displays the Author, Title, Base Call Number, and Class Scheme for this orderline as well as the orderline holding distribution information. Properties can be used to enable the display of orderline extended information entries. An alert displays when there are holds for the title. The new PO Number/Line Number, Fiscal Cycle, Library, and Vendor ID display in the title bar.

The Modify Title Helper is available for modifying title information as needed. Additionally, you can print title information and spine and pocket labels when using this helper.

Modify the Base Call Number, if needed. This is the most efficient place for a cataloger to specify the call number for these items. All call number records created for various libraries or for parts in a set will share this base call number. Use the List the Catalog by Call Number Helper to view all call number records in your library’s system that share the same call number.

Important: If they exist, do not modify any analytics within this field.

If you modify the Base Call Number field, the Class Scheme field becomes active. Modify the class scheme for the base call number, if needed.

Under Distributions, the Holding Code that will be used for the new items displays for each distribution. Use the to select a different holding code. Use the Find Holding Code Helper to narrow the list of holding codes to select from.

If items are to be created for a distribution, select the Add Item check box. The Add Item check box is selected automatically if the distribution has been received. If a particular distribution should not be loaded, clear the check box.

If the orderline distributions were previously received, the Date Received displays, otherwise the date received defaults to NEVER. If the Allow Receiving behavior was selected in wizard properties, and the Add Item check box is selected, the Date Received can default to the date set in wizard properties. You can change this date using the Calendar gadget, or type TODAY or NEVER.

Note: This step is not equivalent to the Receive Orders wizard. Receipt of some distributions but not others will not result in automatically creating claim segments. Packing list numbers will not be set.

Click Add/Update Items to display a list of loaded items as well as the unloaded distributions. Call number and item information displays for the loaded item(s). When the orderline includes Parts in Set data, parts information is appended to the base call number when the call number is created.

An auto-generated item ID displays in the New Item ID field(s). If an item is to be barcoded, scan or type the item ID. Additionally, you can change the call number and class scheme for individual loaded items.

For unloaded distributions, it is possible to change the Holding Code. Select a different holding code from the list.

The Global Item Modification Helper is available for you to globally apply changes to the items created by this wizard.

Click Add/Update Items to complete the load. Copies created through the Add Ordered Items to Catalog wizard contain a link to the orderline distribution record that created it.

If selected in properties to display, the Print Preview Labels Helper and Print Labels Helper are available for printing item labels.

If an on-order title has linked holds, the message “This title has holds” will display.

If holds trapping behavior properties have been set, trap holds messages and transit messages may display. For more information, see FAQs: On Order Title Holds.

After the orderline has been loaded, you can click one of the following options.

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Add/Update Items after making more changes to loaded items

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Return to Search to return to the search list of titles

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New Search to search a new list of titles

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Close to exit the Add Ordered Items to Catalog wizard