B2. Purchase Orders for Periodicals

1. Enter Voyager
   1. Double click on the Acquisitions icon
   2. Enter your Operator Id and Password in lower case
   3. Click on LND Serials and then click on OK
   4. Double click on the Cataloging icon
   5. Enter your Operator Id and Password in lower case
   6. Click on LND Library Cataloging and then click on OK
2. Selecting periodicals
   1. Each person entering periodical purchase orders will be given 1/4 of the EBSCAN sheets.
   2. If current mail is available, select titles from the mail that correspond alphabetically with your section of the EBSCAN sheets. If current mail is unavailable, work through your EBSCAN sheets in alphabetical order
   3. Locate the corresponding CARL serial record sheets from the file boxes on the large gray truck
   4. If there is no corresponding CARL serial record sheet, check the Kardex. A red dot in the Kardex means there should be a CARL sheet. No red dot means the title is still being checked in using the Kardex (e.g. the daily New York Times)
   5. Take about 5 titles at a time and finish those titles before taking more
3. Collecting needed information -- Record information on the CARL serial record sheets
   1. Check the sheet against the Kardex
      1. Examine the payment card and make sure you haven't selected a title that we canceled. If so, write canceled title on the sheet and pass on to Joe
      2. Record the fund number that appears on the payment card
      3. Also make a note of which vendor is indicated, i.e. EBSCO or someone else
      4. For non-EBSCO titles record the renewal period, i.e., subscription runs Jan-Dec, Sept.-May, etc.
      5. Finally, check if there is any indication on the payment or old check-in card that the title you have comes as part of a membership or is a part of a combined subscription. Note on your sheet if either is the case and pull the sheets for the related titles.
   2. Check the rotary files at Denise's desk for bindery information
      1. Record the volume number and date of the first and last bound volume on the CARL serial record sheets
      2. Check for gaps; if there are gaps, record information around the gaps [ex: v.1 (1980)-v.5 (1984); v.10 (1990)-v.20 (2000)]
4. Search periodical purchase orders
   1. The bib and holdings cleanup may be done before or after creating the purchase order but the purchase order must be entered before the check-in record can be entered
   2. Since more than one person will be setting up serial records in Voyager, you want to first make sure that a purchase order for the title does not already exist
   3. If starting in Acquisitions with the purchase order:
      1. Click on Orders at the left of the screen
      2. Click on the Search Orders icon at the left
      3. If you haven't successfully performed step number 7 click on the down arrow at the right end of the Search By box, scroll down the list, and select Bibliographic Info.
      4. In the Search For box
         1. Click on the ellipses button (the button at the end of the box with the ". . ." on it) and choose a search type
         2. Title searching
            1. Journal Title searches words or phrases within the title; limited to serial titles
            2. Journal Title< searches from the first word of the title (left anchored); limited to serial titles
            3. Title< searches from the first word of the title (left anchored); searches all formats -- not a good choice for paper periodicals unless other searches fail. May be needed for electronic titles, loose-leaf titles, and legal materials
         3. ISSN number searching
         1. ISSN (022a) searches valid ISSN numbers
         2. ISSN (022a|y|z) searches valid, incorrect, and invalid ISSN numbers
   4. If starting in Cataloging after bib and holdings cleanup is finished:
      1. Click on Record in the toolbar
      2. Click on View Line Items in Acquisitions [shortcut: Ctrl+M]
   5. In the Search for box type in the title or type or scan in the ISSN
      1. If you scan in the ISSN from the EBSCAN List, you will need to delete the first 2 characters before doing the search
      2. The ISSN should be 4 digits dash 4 digits: 0014-4851
   6. Click on the Do Search button
   7. If you get one or more matches, highlight the one you want and click on OK. (If you have no matches, check to be sure you typed in your search correctly and if necessary try a different type of search
   8. Click on the Search button to the right. If a line appears, it means a purchase order already exists. Do not create another one!! Write on your CARL printout "po already in Voyager" and pass the sheet on to Joe. If you see the message No records matched your search criteria, click on OK and proceed to the next step to create a purchase order.
5. Creating periodical purchase orders for paid subscriptions
6. Creating periodical purchase orders for "comes with" titles
7. Creating periodical purchase orders for memberships
8. Creating periodical purchase orders for gift subscriptions
9. Approving POs
   1. Carefully review the purchase order you have created. Once you are satisfied that it is accurate, click on the Approve at the top of the purchase order screen
   2. Keep in mind that once you have approved it, it is not a simple matter to go back and make corrections!!
   3. Write an "A" to the left of the ISSN barcode on the EBSCAN sheet

Move on to the instructions for updating holdings, if not already updated, then to creating check-in records in Voyager.