Serial Control > FAQs for the Serial Control Module > FAQs: Checking in Issues of a Serial

FAQs: Checking in Issues of a Serial

• How do I receive a special issue, such as a supplement or index?
• How do I receive a special issue, such as a fill-in issue?
• How do I receive fewer copies than were expected?
• How do I determine how the copies of a partially received issue will be distributed?
• How do I receive an issue out of order?
• How do I combine two issues into a single issue that includes more than one issue number?
• How do I receive duplicate or replacement issues?
• A second copy that was received by editing the receipt record has been claimed. What could be wrong?
• How do I check in a routed issue?
• Checking In Issues by Barcode
• How do I barcode copies being added to the catalog?
• How do I “unreceive” issues that were accidentally received?
• How do I delete received issues?
• Issue dates (chronologies) are not collapsing and appear as ranges in MARC holdings. What could be wrong?
• When I receive an issue of a periodical, I want to create a copy in the catalog so it can be checked out, but I don’t want all of those copies to appear in the catalog. Is there a way to automatically shadow these copies as they are created?
• How do I generate more predictions during serials check in?

How do I receive a special issue, such as a supplement or index?

1 Click Different Issue.
2 Click Special Issue.
3 Click the Special option.
4 Indicate whether the issue is a supplement or index. If the issue is neither, click Basic.
5 Include any enumeration and chronology information on the issue in the appropriate text boxes.
6 If there is any additional information to include with the issue, type it in the Receipt Comment box.
7 Click Check In.

How do I receive a special issue, such as a fill-in issue?

1 Click Different Issue.
2 Click Special Issue.
3 Click the According to Pattern option.
4 Indicate the volume and numbering for the issue in the alpha and numeric text boxes determined by the prediction pattern.
5 Include any chronology information on the issue. (Enumeration is not available with the According to Pattern option.)
6 If there is any additional information to include with the issue, type it in the Receipt Comment box.
7 Click Check In.

How do I receive fewer copies than were expected?

1 Click Different Copies.
2 Type the appropriate amount in the Number Received box.
3 If there is any additional information to include with the issue, type it in the Receipt Comment box.
4 Click Check In.

How do I determine how the copies of a partially received issue will be distributed?

The Auto Distribute Partially Received Issues behavior property in the Check In Issues of a Serial wizard must be cleared in order to manually distribute copies.

1 Click Different Copies.
2 Type the appropriate amount in the Number Received box.
3 If there is any additional information to include with the issue, type it in the Receipt Comment box.
4 Click Check In Copies Now.
5 Under Distribute Copies Received, determine which of the holding codes will get the received issues. All values under Distribute Copies Received must be set to zero or cleared for copies not received.
6 Click OK.

How do I receive an issue out of order?

1 Click Different Issue. (Alternately, you may receive the issue on the Expected tab).
2 Select the actual received issue from the list of predictions in the displayed window.
3 Click Selected Issue.
4 Type the appropriate amount in the Number Received box.
5 If there is any additional information to include with the issue, type it in the Receipt Comment box.
6 Click Check In.

How do I combine two issues into a single issue that includes more than one issue number?

1 Click Different Issue.
2 Click Combine Issues.
3 Select the check boxes for the issues to combine in the Combine column.
4 If the Combine Issues Options helper is available, use it to review how the issues may be combined. If changes are necessary, make the appropriate selections. Click OK.
5 Click Combine Issues and make any required modifications to the issue information.
6 Type the appropriate number of copies in the Number Received box.
7 If there is any additional information to include with the issue, type it in the Receipt Comment box.
8 Click Check In.

How do I receive duplicate or replacement issues?

1 To check in a duplicate or replacement issue, click Different Issue, then Special Issue.
2 On the next window, click According to Pattern.
3 Where you are prompted for enumeration, type the enumeration of the issue. Be careful to be consistent with the enumeration of the like copy that was previously received.
4 Where you are prompted for chronology, type the chronology of the issue along with the designation DUP (for duplicate issues) or REP (for replacement issues).

For example, if you are receiving a duplicate issue with the chronology February 22, 2004, type the following: FEB 22, 2004 DUP.

5 Click Check In.

Effect on Copies Added to the Catalog at Check In

In the control record, if it is indicated that copies should be added to the catalog at check in, and the control record indicates that the form of the name to display includes chronology, the DUP (or REP) designation will be included in the call number record created by SirsiDynix Symphony.

Effect on MARC Holdings at Check In

A duplicate or replacement issue received using the steps outlined previously will not update MARC holdings. Note If you add the DUP or REP designation to enumeration instead of the recommended chronology, and the control record indicates that check in should update MARC holdings, receiving the issue will add an 866 to the MARC holdings record.

Effect on Latest Issues at Check In

If the control record indicates that receiving should update the latest issues statement in the bibliographic record, duplicate or replacement issues will be reflected in the latest issues statement. Further, if the control record indicates that the form of the name to add to the catalog includes chronology, the DUP (or REP) designation will be included in the latest issues statement.

A second copy that was received by editing the receipt record has been claimed. What could be wrong?

Receiving additional issues by editing the receipt record will not update the distribution record, and therefore, could cause the additional issues to be claimed. The recommended method for receiving an additional issue at a later time is to use the Check in Issues of a Serial wizard. This wizard by default displays the next expected issue.

To receive additional issues, do the following.

1 Click the Check in Issues of a Serial wizard.
2 Search a title, select a control records, then click Check in Issues.
3 Check in the first copy, by clicking Check in Now.
4 To check in a second copy, click Different Issue.
5 A list of all expected and unreceived issues appears. Select the issue to be received, then click Selected Issue.

By checking in the issue in this manner, all associated records are updated appropriately.

How do I check in a routed issue?

1 Click Check In or Check In Now.
2 A routing list for subsequent copies will appear, if applicable. Click either Print or Don’t Print.
3 Click OK to complete the check in.

How do I barcode copies being added to the catalog?

1 Click Check In Now.
2 Enter a value in the Item ID box by scanning a barcode, typing a barcode, or selecting AUTO from the list to assign an automatically generated item ID.
3 If there are multiple items to create, click Next Issue, and continue the previous steps until all of the items have been barcoded.
4 Click OK.

The Auto Create Copies for Received Issues behavior property in the Check In Issues of a Serial wizard must be cleared in order to manually create barcodes. Also, the serial control record must indicate the number of copies to add to the catalog for each distribution. The Copies to Add field is located on the Distribution tab of a serial control.

If you are scanning barcodes, the process cannot complete until the last copy in the list is barcoded. When the last barcode is scanned the wizard goes on to the next step as if you had clicked OK.

How do I “unreceive” issues that were accidentally received?

1 Click the Modify Serial Control wizard and click the Received tab.
2 Click Unreceive Issues.
3 Click Unreceive All or Unreceive Selected Issues. If removing selected issues, select the check boxes next to the issues you want to remove.
4 Click Remove.
5 A confirmation dialog box displays a list of issues that were unreceived. Click OK, and the issue appears again in the Expected tab.

How do I delete received issues?

1 In Modify Serial Control wizard Behavior properties, select the Delete Received Issues option to display the Delete Received Issues tool on the Received Issues tab in Modify Control and the modify state of Create Control.
2 On the Received tab of either Modify Control or modify state of Create Control, select the Delete Received Issues tool.
3 Select Delete All Issues or Selected issues. If removing selected issues, select the check boxes next to the issues you want to remove.
4 Click Delete Issues.
5 A confirmation dialog box displays a list of issues that were deleted.

Issue dates (chronologies) are not collapsing and appear as ranges in MARC holdings. What could be wrong?

The chronology type for this serial control record is probably Custom; and even though the issues indicate a non-standard name, the chronology in the control record must be standard in order for the issue dates to appear as ranges in MARC holdings.

For example, the serial control record for an irregular monthly serial indicates the following chronology.

2001:DEC

As issues are checked in, they will appear as 2002:JAN, 2002:FEB, and so on. These issues will not collapse and appear as a date range. This serial control record should indicate the following standard chronology, even though the date on the issue appears as 2001:DEC.

DEC 2001

Standard names are defined in the Chronology policy, and follow standard AACR2 rules.

When I receive an issue of a periodical, I want to create a copy in the catalog so it can be checked out, but I don’t want all of those copies to appear in the catalog. Is there a way to automatically shadow these copies as they are created?

To automatically shadow a copy when it is created as part of the receiving process, do the following.

1 Create a Holding Code policy in the Cataloging Configuration wizard. In the Location text box of the new holding code, be sure to select a shadowed location. After the new holding code is created, the workstation server will need to be halted and run.
2 On the Distribution tab of the serial control record, in the Holding Code box, select the new holding code you just created.
3 As new items are received, they will be added to the catalog but since they will have a home location that is shadowed, the copy record for the new issues will not appear in the catalog.

How do I generate more predictions during serials check in?

If a warning message displays indicating that there are no more expected issues, select Generate Prediction or Review. If you select the Generate Predictions button, you may generate new predictions based on existing pattern information.

1 Click the Generate Predictions button. The Get Expected Issue Info dialog appears.
2 Type in information for the required fields and click Generate Predictions. A list of expected issues appears.
3 Click Save Prediction. New predictions records are generated and the Get Expected Issue Info dialog closes.

If you select the Review button, you may review the serial control pattern information in the control record.

1 Click the Review button. The serial control record displays. The Control tab is set as the focus.
2 If you are allowed to modify the control, select the Modify a Serial Control helper. The Modify Control dialog is launched, allowing you to review the pattern information and generate predictions.
3 Select the Generate Predictions helper. The Get Expected Issue Info dialog appears.
4 Type in information for the required fields and click Generate Predictions. A list of expected issues appears.
5 Click Save Prediction. The Get Expected Issue Info dialog closes and you are returned to the Modify Control dialog.
6 Click Close. You are returned to the Check In wizard with the Next Issue tab as the focus, and the next expected issue appears in the tab.

Related topics 

Check In Issues of a Serial Wizard

 

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