B4. Creating Check-in Records for Periodicals

1. Enter Voyager
   1. Double click on the Cataloging icon
   2. Enter your Operator Id and Password in lower case
   3. Click on LND Library Cataloging and then click on OK
   4. Double click on the Acquisitions icon
   5. Enter your Operator Id and Password in lower case
   6. Click on LND Serials and then click on OK
2. Purchase order parameters
   1. PO must exist for the title before a check-in record can be created
   2. PO does not have to be approved before a check-in record can be created
   3. PO must be approved before it can be linked to an invoice
   4. Once approved, it is impossible to change certain entries. See Approving a Purchase Order in the online help for a list of information which can be updated by an authorized operator after the PO has been approved
   5. If multiple periodical or serial titles are entered on one PO and even one title changes, ceases, or is canceled, all titles on the PO must be redone!
3. Display purchase order if not already on screen
   1. General search information
      1. Search by PO number if available
      2. If no PO number is available, use a bibliographic information search
         1. Journal title< (left-anchored search limited to serial format records)
         2. ISSN
         3. Journal title (key word phrase search in title field limited to serials format records)
      3. Once the type of search (Search by box) is chosen, the Search for box may have a down arrow at the end or, for a bibliographic information search, an ellipsis. Click on the down arrow to choose from a list or the ellipsis to enter bibliographic information. Then click Search.
      4. A single record will be retrieved already highlighted. If multiple records are retrieved, highlight the one you want
      5. Click on Edit, lower right, to retrieve Details window
   2. The PO may be retrieved via several methods
      1. The purchase order search retrieves the PO when the edit button is clicked
      2. The line item search retrieves the line item detail window
         when the edit button is clicked
      3. The invoice search retrieves the invoice when the edit button is clicked. Highlight the desired line item and click on Details to retrieve the line item detail window
      4. From the line item detail window:
         1. To retrieve the purchase order, click on Orders tab. Then click on ellipsis at the end of the Order Number box
         2. To retrieve the invoice(s), click on Payment History tab. Then highlight the invoice wanted and click invoice button, lower left
         3. To add a check-in record, click on Type tab, then click on Subscription pattern
4. Entering component for searching purposes
   1. From the Details window, click on Type tab
   2. Click on subscription pattern
   3. Click on New
   4. The Component Details Tab becomes available
      1. Component Name: add a lower case prefix of ln to the supplied component name -- the ln must be lowercase!
      2. Check-in Title box should be checked; leave checked
      3. Category box should be basic; leave as basic
      4. Don't Claim box: check
      5. Don't fill in anything else
   5. Save
5. Before starting the subscription pattern, check that the frequency listed in the periodical still matches that listed in the bibliographic record. If necessary, update the bib record fixed field frequency code (click into field and use F2 to obtain list of entries) and 310 field. Move former frequency from 310 to 321 field. See Cambridge Quarterly as an example.
6. Entering subscription pattern, AKA the check-in record
   1. From the Details window, click on Type tab
   2. Click on subscription pattern
   3. Click on New
   4. The Component Details Tab becomes available
      1. LNDL will use the supplied Component Name as the check-in title
      2. Check-in Title box should be checked; leave checked
      3. Category
         1. Most components will use the default category of basic
         2. Regularly received indexes will have a category of index if they are included on the record for the main title
         3. Regularly received supplements will have a category of supplement if they are included on the record for the main title
         4. Separately cataloged indexes and supplements will have a category of basic
         5. Note: Each title may have multiple components (i.e., basic + index; basic + supplement)
         6. Note: Each title may have multiple components of the same type (i.e., basic + index (monthly) + index (annual); basic + basic + index + supplement (looseleaf services with multiple parts))
      4. Note box
         1. Enter check-in or processing notes as needed
         2. Do not use this note box for incomplete volume information; that will be recorded in the MFHD
      5. Create Items: do not check; LNDL is not barcoding loose issues
      6. Default Item Type: do not check; LNDL is not barcoding loose issues
      7. Don't claim: do not check without specific instructions; even if we do not plan to claim certain items we want to know if a problem develops with the subscription
      8. Claim interval days
         1. For dailies and weeklies, use 7
         2. For other frequencies, use 30
         3. If the CARL check-in record shows widely varying, strange-looking, or non-current check-in dates for recent issues, ASK
      9. Click Save
   5. Predictive Component Pattern
   6. Non-Predictive Component Pattern
   7. Multiple component patterns for a single title
   8. Routing
      1. Check list of routed titles (primarily library science/technology)
      2. If title is routed:
         1. [Routing instructions under construction :) ]
   9. If holdings and bib records are already updated, proceed to next title
7. When finished a group:
   1. Make a check to the left of the subscription id on the EBSCAN list for EBSCO titles
   2. Put a blue dot on the Kardex card for all titles
   3. Throw out the CARL printout unless any issues have not been updated from E to I. In this case highlight the "E" issue(s) and place in box labeled possible claims on the Tech Services Reference table
   4. Place issues that need date and property stamped (current mail) in box labeled Needs Stamped and Shelved on the Tech Services Reference table
   5. Place issues that need to be shelved in box labeled Needs Shelved on the Tech Services Reference table