Northwest Voyagers Users Group Meeting
January 25, 2002
Acquisitions Interest Group

One library reported that serials were not set up originally to do claims and now claims doesn’t work. Several suggestions were made: Check in SysAdmin to see if the claims option is checked (operator profile?); prediction patterns need to be set up and have an expected receive date; the first expected issue needs to be received; there is a report that needs to run on the server; open claims processing tab in workflows and check one of the options (EDI or printer).

There was discussion concerning EDI. One of the libraries using EDI said it was important to work with the vendor when setting it up.

Two of the colleges are working together to figure out how to add fields to the purchase order. They will share their experience with the list.

The question was raised about notifying the requestor when an item is received. There is a problem when receiving more than one title. The note pops up but it doesn’t tell you which title has the request on it. Is there a report that can be run to give you the information?

There was discussion about bib import. The concession being that it is a 2 part process.

Cancellations of line items brought up a couple of ways to deal with the bib record. You can suppress the bib record; one library adds a note in the 866 field of the MFHD to the effect “order cancelled”; another library uses the 246 field in the bib. An enhancement request will be made to have a cancelled item be reflected in the catalog.

Serials purchase orders are another quandary. Some libraries are using one PO per title to make it easier to track price and title changes. Others are putting numerous titles on one PO. We were reminded to think about the “audit trail”.

Most of the libraries are keeping a backup budget not trusting Voyager to keep accurate dollar amounts. At Centralia College they are trying to use Voyager for all library expenses including salaries.

When you make a correction in the history field of a serial, you also have to change the item record in cataloging.

When a serial title changes, close the pattern when last issue is received and create a new PO for the new title.

Once a PO is approved you can’t edit it.

We have all been told not to “complete” a PO. Some have completed a PO that they don’t want to rollover. Very few libraries are using the fiscal rollover.