Horizon Serials

Transcription

Horizon Serials

Horizon Serials
Supplemental Documentation
By Mary Llewellyn
Database Manager
Bibliomation, Inc.
July 7, 2004
Table of Contents
Section-Page No.
Chapter 1. Vendor Records
Setting up a new vendor record…………………...………………………….……..1-2
Editing an existing vendor record……………….………………….………………1-8
Deleting Vendors…………………………………….…………………………….…1-10
Chapter 2. Copy Records
Setting up Copy Records……………………………………………………………..2-2
Editing Copy Records……………………………………………………………….2-10
Serials Load Follow-up…………………………………………………………2-10
Deleting Copy Records…………………………………………………….……….2-11
Purging Copy Records......................................................................................2-12
Chapter 3. Prediction Patterns
Setting up a Prediction Pattern……………………………………………………..3-2
Testing a Prediction Pattern………………………………………………..……….3-9
Entering Exceptions………………………………………………….……………..3-10
Using Another Library’s Prediction Pattern……………………………………3-13
Setting up a folder on your desktop………………………………………..3-13
Exporting Prediction Patterns .................................................................3-13
Importing the Prediction Pattern…………………………….……………..3-16
Chapter 4. Routing
Setting up a Routing List……………………………………………………………4-2
Adding Names to the Routing List………………………………………………..4-4
Chapter 5. Serials Checkin
Accessing Serials Checkin………………………………………….……………..5-2
Searching for Serial titles………………………………………………….……….5-3
Creating the First Issue of a Prediction Pattern………………………………..5-6
Checking in Issues……………………………………………………………….….5-9
Checking in Subsequent Issues………………………………………………....5-11
Checking in Special Issues ………………………………………………………5-12
Changing an Issue’s Status ……………………………………………………...5-15
Converting Dummy Barcode Items for Circulation………………………..…5-17
PAC Display of Serial Information………………………………………………5-20
Deleting Items and Issues……………………………………………………..…5-21
Deleting Items………………………………………………………………….5-21
Deleting Issues…………………………………………………………….…..5-22
Chapter 6. Summary Holdings
Accessing Summary Holdings……………………………………………………6-2
Editing a Summary Holdings Record……………………………………………6-4
Display of Summary Holdings in PAC…………………………………………..6-5
Removing the Summary Holdings from the PAC………..……………………6-7
Chapter 7. Serials Claims
Setting up the Claims Parameters on the Copy Record……………………..7-2
Accessing Serials Claims…………………………………..……………………..7-4
Printing Claims…………………………………..………………………………….7-6
Recovering and Reprinting Claims………………………………………………7-7
Chapter 8. Electronic Claims and Responses
Electronic Claims.............................................................................................8-2
Setting up folders.............................................................................................8-2
Setting up the FTP client software.................................................................8-2
Setting up the vendor record..........................................................................8-4
Specifying X.12 File Paths...............................................................................8-5
Generating the Electronic Claim.....................................................................8-6
Transmitting the Claim/Retrieving the Vendor Response File....................8-8
Importing Electronic Claim Responses........................................................8-9
Reviewing Electronic Claim Responses.....................................................8-10
Appendix
Claim Intervals and Publication Frequency...............................................A-1
Chapter 1.
Vendor Records
This section covers:
--How to set up vendor records
--How to edit vendor records
--How to delete vendor records (in limited circumstances)
Horizon Serials—Vendor Records p. 1-4
Setting up a new Vendor record.
On the Navigation bar, open the Serials folder and look for “Vendor Table Edit” and
double-click on it. (Keyboard shortcut: Press F9 to activate the Navigation bar; Use the
down-arrow key to highlight the Acquisitions folder, then press “Enter”; down-arrow
again to “Vendor Table Edit” then press “Enter.”)
When the list of Vendors appears, click on the “New” button. (Keyboard shortcut: press
the “Alt” key and the “N” key together.)
Fill out the form:
The Vendor Code field will be auto-filled with a two-character prefix that belongs to
your library. This will distinguish your record for this vendor from that of other
libraries who order from the same vendor. Do not remove this prefix.
The Vendor Code is a required field and must be unique to this Vendor Record, even
if you have more than one account with the same Vendor. Including the 2-character
prefix, the code must not be longer than 30 characters, though a shorter code is
recommended. Once the vendor record is saved, the Vendor Code cannot be
changed.
Vendor Name: The name of the Vendor as it would appear on a mailing address. If
you are creating this record for a subdivision of the vendor (e.g. Baker & Taylor
Entertainment), include that name on this line.
Description Notes: Auto-fills with your library’s name. This helps to identify your
vendor record from similar records belonging to other libraries. You may add other
information that may be helpful to you to identify the types of orders or budgets you
use with this vendor. (e.g. “Standing Orders”)
Currency: You can leave this blank if you are not ordering overseas with foreign
currency.
Cust/Acct Number: Your account number assigned to you by the vendor.
Minimum order: Fill in if your account with this vendor requires a minimum amount
of money in a single purchase order. Horizon will alert you if you create a PO that is
less than the minimum. Leave blank if your vendor doesn’t require a minimum.
For Discount: Fill in if your vendor requires a minimum amount of money in a single
PO to qualify for a discount. Horizon will alert you if you create a PO that is less than
the minimum. Leave blank if your vendor doesn’t require a minimum.
Claim after (days): The number of days you want the system to wait before
generating a claim notice for unfilled orders.
Interval (days): If you want more than one claim notice, the number of days you want
the system to wait before generating another claim for unfilled orders.
Maximum Claims (0-10): The total number of claim notices you want generated for
unfilled orders.
Serials Claiming: This is for electronic serials claims notices. Check off both boxes.
Is Publisher: Check this box if this vendor publishes the items you are ordering from
it.
Day End Stat Detail: Leave this box checked. If the box is NOT checked, then click
in the box to enter a check.
Address:
Fill in the mailing address of the vendor and check the appropriate boxes for its
usage. “Address Note” is for describing the purpose and use of the address. It does
not appear with the address on a PO or claim notice.
If you use a different address for claims than you do for orders, after you complete
the “order” address and check off the “orders and cancellations” box, click on the
“Save” button, then click the “New” button next to “Addresses.” Fill in the address for
sending claims and check off the “claims” box. Click on the “Save” button when you
have completed the address. The boxes govern the sort of form the address will print
on.
Contracts/Accounts: If you have a special payment arrangement, such as a deposit
account or standing order with this vendor, then you need to fill out this area.
Code: Assign a code to this contract/account. Start it with your 2-character prefix for
your library, matching the prefix on the Vendor Code. Including the prefix, this code
is limited to 7 characters. Once the record is saved, this code cannot be changed or
deleted.
Description: a note that clearly identifies what sort of contract/account this is (e.g.,
“Standing orders.”)
Type: Choose the appropriate type of contractual arrangement: pre-encumbered
funds or vendor deposit account.
“Pre-encumbered” is for funds you have set aside for the purchase of specific items
from the vendor, such as continuations or standing orders.
“Vendor deposit account” is for funds you have sent to the vendor in advance of
purchases.
Cust/Acct Number: The customer or account this vendor assigned to you for this
service.
Original amount: Enter the starting amount of money you have pre-encumbered or
deposited on account with this vendor.
On order: Do not fill in. The system will adjust this field as orders are created
against the account.
On order limit: The maximum amount that can be on order against the contract,
either as a fixed amount or as a percentage of this contract. If you want to use
percentage, check the “%” box.
You can enter an amount greater than 100% so you can over-encumber the budget
to reflect vendor discounts; for instance, if your vendor gives you a 30% discount,
you can enter 130% in this field. Orders are created using the list price, but are
received at the discounted price, so the net effect is that you actually don’t
overspend.
You may also choose to change the percentage throughout the fiscal year to ensure
that funds are used evenly all year. For example, in the first quarter, you can set a
limit of 25%, in the second, 50%, in the third, 75% and in the last, 100%.
Spent: Normally you do not fill this field in. The system will adjust this field as orders
are created against the account, showing how much of the contract/account has
been spent.
The exception is when you are creating a vendor/contract account for funds you
have already spent part of, you can enter the amount spent as of that date, and the
system will update it automatically afterward.
Spent limit: The maximum amount that can be spent against the contract, either as
a fixed amount or as a percentage of this contract. If you want to use percentage,
check the “%” box.
You can enter an amount greater than 100% so you can over-spend the budget up
to the amount you are comfortable with.
You may also choose to change the percentage throughout the fiscal year to ensure
that funds are used evenly all year. For example, in the first quarter, you can set a
limit of 25%, in the second, 50%, in the third, 75% and in the last, 100%.
Vendor Enhanced Services (2 different fields, one for Contract/Accounts
group): This is for importing item information with MARC records from the vendor.
Since Bibliomation does not import MARC records from vendors, do not check this
box.
EAN: Unique number assigned to the vendor for electronic claiming. You can get this
number from the Vendor or from an EAN directory. Used for electronic claiming. EAN
means EDI Article Number.
SAN: According to the Bowker website, “The SAN (Standard Address Number) is a
unique seven-digit identifier used to signify a specific address of an organization in
(or served by) the publishing industry. It is an American National Standard, initiated
and maintained by R.R. Bowker, and has become THE identification code for
electronic communication within the industry. The use of the SAN significantly
reduces the problems faced by other non-standard numbering systems such as
billing errors, books shipped to the wrong points, errors in payments and returns.”
You can get this number from the Vendor or from a SAN directory, such as
“Publishers, Distributors & Wholesalers of the United States.” Used for
electronic claiming.
Discount %: Indicate what discount percentage you expect from this vendor.
Type: A means of filtering your searches for vendor records by allowing you to
search either for vendors you use most of the time (primary) or seldom (secondary).
Check the category this vendor applies to for you.
Status:”Open” applies to vendors you actively use for placing orders. “Closed” are
for vendors you no longer use, but either can’t or don’t wish to delete. The categories
act as a search filter when you are searching for vendors.
Printed PO Options: “Unique line numbers,” when checked, displays the system
assigned number that Horizon applies to each ordered title (PO Line), on the printed
PO.Only check this if the vendor requires this information.
“Include unit price” shows the unit price from the PO line on the printed PO. Leave
this box checked.
SAN suffix: for electronic ordering, for special relationships with the vendor.
VIP Configuration: Choose the appropriate code for searching a vendor by ISBN
within Horizon, if your vendor supports such searching.
Once you have completed the form, press Enter twice to save and close the record.
Or click on the “Save” button, then on the “Close” button.
Editing an Existing Vendor record
Follow the steps above for getting access to “Vendor Table Edit.”
If you want to search for a particular vendor, or see a list of only your library’s vendors,
click on “File” then “Compound search.” (Keyboard shortcut: press the ALT key and F2
at the same time.)
If you know your code,
highlight “Vendor” code and
type the code in the “Search
for” box. If you want to see
all your vendors, type your
2-letter prefix followed by an
asterisk.
Make sure the “Append List”
box isn’t checked off.
Click on the “Search”
button, or press “Enter.”
If your search brings up more than one vendor, highlight the vendor you want, then
either click on the “Edit” button” or press the Alt key and the “E” key together.
You may edit any field except the Vendor Code field.
When you are finished, press Enter twice to save and close the record. Or click on the
“Save” button, then on the “Close” button.
Deleting Vendors
You cannot delete a vendor that has been used for ordering.
If you created a vendor record by mistake, have never created an order with it and wish
to delete it, follow the steps described above for getting access to the “Vendor Edit
Table.”
When the list of vendors appears, highlight the vendor you wish to delete, then click on
“File” and click on “Delete record.” (Keyboard shortcut: press the “Alt” key and “F”
together, then the “Alt” key and “D”)
At “OK to delete selected records?” prompt, click on the OK button or press “Enter.”
If the record has no orders attached, it will disappear from the list. If it does have orders,
you will get an error message and the vendor record will not be deleted.
Chapter 2.
Copy Records
Copy records function as subscription management records. They are the core record
for each subscription a library has for a serial title. It is from the copy record that the
library adds summary holdings, prediction patterns (for check-in of issues), and routing
information.
--How to set up copy records
--How to edit copy records
--How to delete copy records
Horizon Serials—Copy Records, p. 2-1
Setting up Copy Records
To get access to copy record functions, you must first search for the serial that you will
attach it to.
If the serial title is unique (i.e., the serial keywords would only bring up one record), you
may use the “Serials Control Quick Search”, either from the Navigation bar or from the
icon on the tool bar.
If the search finds more
than one record, you will get
the following message:
If this happens, click on “OK” or
press “Enter” to remove the
message, then click on “Cancel” or
press the “Esc” key to remove the
search window.
Press F2 to open the PAC search window. This will allow you to enter searches that may
retrieve more than one record.
Highlight the title you want and either click on “Show detail” (if you want to see the full
bib record), or press F10 or click on the “Send To” icon.
If you chose to look at the bibliographic record, you can still press F10 or click on the
“Send to” icon if the title is the one that you wanted.
Highlight “Serials Control” and
click on “OK” or press “Enter.”
If no library has a subscription to this title, the window in Serials Control will be empty:
What is more likely is that there will be copy records present for many other libraries:
To create a new record, click on the “New” button (keyboard shortcut: press the “Alt” key
and the “N” key at the same time.)
Fill out the form:
Location: this field will automatically be filled with your library’s location code.
Serials Location: the location where serials will be checked-in as they arrive in the mail.
It will be automatically be filled with your library’s code. If you are part of a multi-branch
library, and the subscription will be checked-in at a location other than your branch, click
on the “Codes” button and find the correct code for that other branch.
Collection: this field automatically fills with the code “per” for “periodicals.”
Media type: this field automatically fills with a code for your library and “magazine.” If
this subscription is not for a magazine (for example, if it is for a newspaper), click on the
“Codes” button and choose the appropriate serial media type:
Description: this field acts as a label and will help distinguish your library’s copy record
in a list with those of other libraries.
Check-in priority: Leave it as “1” if this is the only subscription you have for this title.
See the Dynix documentation “Serials Guide,” p. 2-5 for more detail.
Call no.: leave this field blank. Whatever you enter here would carry over into each
barcoded issue of the magazine. Bibliomation practice is to use the date of the issue of
the magazine in each item’s call number field.
Copy no.: If you have more than one subscription to this title, you will want to distinguish
them from each other for the PAC display. Enter the appropriate number on each copy
record. If you have only one copy, leave it blank.
Acq status: defaults to “currently received.” It must have this status for you to be able to
check in the issues as they arrive.
Claim Type: defaults to generating claims either after a specified interval of time has
passed, or if an issue has been skipped. This is the preferred status.
Claim after (Days): Enter the number of days the system should wait after the expected
arrival date of an issue before generating a claim.
See the list in the appendix for the recommended intervals based on the publication
frequency.
Interval (Days): Enter the number of days the system should wait between claim notices
before generating the next notice.
Maximum Claims: Enter the number of claims you want generated for this subscription
Vendor: Click on the “Vendor” button to assign the vendor to whom you wish the claim
notice to be addressed.
If you know your vendor’s code,
enter it in the “Search for” box. If
you’re not certain and you want
to see the list of your library’s
vendors, enter your library’s 2character prefix followed by an
asterisk. Click on “OK” or press
“Enter.”
Choose the vendor you want,
then click on “OK” or press
“Enter.” You will be returned to
the Copy record with the vendor
name filled in.
Library Ref. No.: Enter a reference number (if applicable) that your library assigns to
this serial title. This number helps you track the serial title when claiming issues with
vendors. It appears on printed claims.
Vendor Title No.: Enter the title number your vendor assigns to this serial title. EBSCO
shows this on the paper invoice you get from them that lists all your subscriptions
through their service. This number appears on printed claims under “Title #” and in X-12
electronic claims in the REF* entry.
Subscr. No.: Enter the number your vendor has assigned to this subscription. This also
appears on printed claims, under “Subscription #.”
Renewal Date: The date when the vendor plans to renew the subscription. You may
enter the date or leave this field blank.
Cancel Date: If you are planning to switch vendors for this subscription, enter the date
when you plan the change to take effect. This will stop claims being generated for the
wrong vendor.
Next Vendor: If you are planning to change vendors, click on this button to assign the
new vendor, following the vendor search procedures described above.
Starting: Enter the date the new vendor takes over the subscription
Special handing note: Instructions or comments to the check-in staff. It appears each
time a new issue is checked-in.
Workslip note: Instructions or comments that you want printed each time a new issue is
checked in.
Route this copy: Check this box if you want each new issue to be routed to staff
members. See the section on Routing for more detail.
Print labels: Skip this box.
Sum. of holdings: Leave this box checked.
Item creation: Leave this set to the default: W/O barcodes. This will automatically
create an item record when an issue is checked in. A dummy barcode number is
assigned. When it is time for that issue to circulate, staff should edit the item record,
replacing the dummy barcode with a real one, and adding as the call number the date of
the issue in the following format: YY/MM/DD or YY/MM, whichever is applicable.
Item type: defaults to your library’s code for magazines. If this code is incorrect for this
subscription (for example, it’s a children’s magazine), click on the “Code” button and
choose the correct code from the list.
PAC Display Note: Enter a note that you want to display to the public regarding this
subscription. For instance, if a magazine is kept at the circulation desk instead of on the
periodical shelf, you can enter a note with that information.
Staff only: If checked, information about the holdings of this subscription will not display
in the public catalog, only the staff catalogs on staff workstations.
Hide next expected issue: The default is for the PAC to display which issue of this
subscription is expected to arrive next.
Staff note: This note will display only in Serials control. It is not to be confused with the
Special handling note.
When you have finished with this form, press “Enter” twice to save and close the record.
Editing Copy Records
Search for a serial title and send it to Serials Control as described above.
If there is a list of copy records for more than one library, scroll down to locate the copy
record that belongs to your library.
Be very careful to choose your library’s copy record. The system will not prevent
you from editing a copy record belonging to another library.
With your library’s copy record highlighted, click on the “Edit” button or press “Enter.”
When the copy record window opens, move to the field you wish to edit, make your
change, then press “Enter” twice.
Serials Load Follow-up
A file of serial records from the Connecticut Library Union List of Serials was loaded on
behalf of some Bibliomation libraries. In order to allow for the Acq status default of
“Currently received,” each copy record had to be assigned to a dummy vendor. Library
staff will need to edit their copy records to change to their real vendor.
Deleting Copy Records
If you created a copy record by mistake and wish to delete it right away, highlight it and
click on “File” then on “Delete Record.” Be very careful to choose your own library’s
copy. The system will not stop you from deleting a copy record from another
library if it isn’t set up for check-in.
Click on “OK” or press “Enter.”
If this subscription has not yet been set
up for check-in, the copy record will
disappear from the list.
If your library has been receiving issues for this subscription, you will get the following
error message if you try to delete the copy record:
In order to be able to delete the copy record, you will need to do the following:
1. Delete barcoded items
2. Delete checked-in issues (See the section on Check-in for more detail)
3. Delete copy record
Purging Copy Records
Instead of deleting a Copy Record, you may find it easier to purge it. You will still need
to delete any barcoded items attached to it first, but you won’t have to delete the issues.
Be very careful to choose your own library’s copy. The system will not stop you
from purging a copy record from another library.
To purge your library’s copy record, highlight it and click on “Copies” then “Purge
Copy.”
If you still have barcoded items attached, you will get the following message:
See page 5-21 of this document for more
detail on deleting items.
If there are no items attached to the copy record, you will get this message:
Your library’s copy record is removed from the list:
Chapter 3.
Prediction Patterns
Prediction patterns form the basis for checking in issues of serial subscriptions.
Once a pattern has been established, it doesn’t have to be done again unless the
frequency of the publication changes. Also, it can be copied by other libraries with
subscriptions to the same title.
--How to set up prediction patterns
--How to use another library’s prediction pattern
For more detail on various types of prediction patterns, also consult the Dynix manual
“Serials Guide,” chapter 3 “Prediction setup.”
Horizon Serials—Prediction Patterns, p. 3-1
Setting up a Prediction Pattern
Search for a serial title and send it to Serials Control as described in the section on Copy
Records.
Make a note of how often the serial is published (monthly, weekly, etc.) and if there are
any exceptions to the general publication pattern (goes bi-monthly in the summer, for
example). This information can usually be found in any issue of the periodical.
you from creating a prediction pattern for a copy belonging to another library.
With your library’s copy record highlighted, click on the “Prediction” button or press the
“Alt” key and the “P” key at the same time.
The Prediction Pattern window opens. Click on the “New” button (keyboard shortcut:
press the “Alt” key and the “N” key at the same time.)
If this subscription isn’t an index or supplement, enter “main” in the “Run” box. If it is any
other type than a main run, click on the “Codes” button and choose the appropriate
code.
For “Appl. Date,” always enter the first date of the current calendar year, even if the
publication starts with a different date. If the day you are creating the prediction pattern
is in 2004, always enter 01/01/2004.
If you make a mistake after you click “OK,” you can call this window back by clicking on
the “Run & Date” button.
Fill out the form:
Ord: This is the order of prediction patterns for this subscription. If the publication
frequency is straightforward, with no exceptions during the year (i.e. always monthly or
weekly), there will only be on prediction pattern set up. If it does have exceptions (e.g.
goes to bi-monthly during the summer), you will set up 2 prediction patterns: the monthly
one and the bi-monthly exception. Always start the number in the Ord field with zero.
The second (exception) pattern will be numbered as “1” and so on.
Start mm-dd and End mm-dd: Leave as 01/01 and 12/31. Do not add a year.
Exceptions: Enter the start and end dates of the exception period. For instance, for a
monthly that goes to bi-monthly during June and July , enter 06/01 for the start and
07/31 for the end of the exception period.
Claim Delay: skip this field
Summary of Holdings Note: check this box.
No. of receipts: The system changes this number as issues are checked in. Skip this
field.
Sum of Delays: The system calculates a running average of actual number days
beyond the expected date that issues arrive. Skip this field.
Chron Pattern: This controls how the dates of the issues are displayed in the PAC. You
want to follow the same format as is on the magazine. For example, does the date say
September 16, 2004? Or Sept. 16, 2004?
Click on the “Codes” button to find the appropriate code that matches your magazine’s
date format.
Don’t worry about the years in the pattern codes. They are for illustration only.
Click on “OK” or press “Enter”
The easiest way to set up the publication pattern is to click on the “Pub. Pat.” button.
Find the code that
matches the
frequency of your
periodical, then click
on “OK” or press
“Enter.”
If you want to enter the publication pattern manually, you need to work with these fields:
Instance string: This indicates when in a time period a periodical is published. If you
enter “1”, that means it will be published on the first of whatever instance unit you select.
There are usually several ways to generate the same pattern.
In the monthly example, we can enter “1” or “1-12” or “1,2,3,4,5,6,7,8,9,10,11,12”
Instance unit: the unit of time that goes with the number in the previous field.
Again, using the monthly example, if you entered “1”, choose “Day of.”
If you entered “1-12” or the “1,2,3...” example, choose “Month of.”
Enum. in Synch: Mark this box if the number of issues in a given year varies and you
want to keep the enumeration in synch. For instance, if the May and June issues are
published together as May/June and the issue numbers 5/6 are used instead of a single
number, check this box.
Every: this ties the Instance String/Unit with the Calendar unit. Generally, “1” is the
value. You can leave this box blank; it will act as thought you entered “1”.
Calendar Unit: What you choose here depends on the Instance string/Unit you defined.
For the monthly example:
If you entered “1 Day of,” choose “Month.”
If you entered “1-12 Month of” or “1,2,3,4...[etc.] Month of,” choose “Year.”
“On”: refers to the “Day of the week unit.” For instance, if something is published every
third Thursday, enter “3” and click on “Thursday.”
End date type: this is used if the publication includes more than one date. See the
Dynix “Serials Guide,” p. 3-14 for more detail. Generally you would leave this set to
“none.”
Enumeration entry
For the next section, you need to know how the issues are numbered. Does the
publication use “Vol.” and “no.”? Does the volume number go up each January? Or does
a new volume start in July? Do the issue numbers reset to 1 with each new volume? Or
does it continue, regardless of the volume number? Are the numbers entered as Roman
numerals?
At this point, you do not have to know the actual volume and issue numbers. You are
establishing a pattern; the actual numbers will be filled in later, at check-in.
For a fuller explanation of the Enum. Group and Level fields, see the Dynix “Serials
Guide,” page 3-6.
For our purposes, since most publications have simply a volume and issue number, that
is what will be described here.
Enum. Group: Enter “0” (zero)
Entering the volume information:
Level: Enter “0” (zero)
Label: Look at your periodical. Does it use “Volume”, “Vol.”, “V.”? Enter whatever is
used on the periodical.
Postfix: Check this box if on the periodical, the label comes after the number.
Data type: Is the number on the periodical really a letter? Capital or small? Is it a capital
or small Roman numeral? If it’s just a regular Arabic numeral, click in “Numeral.”
Cal. Change: If the volume changes at the end of the year, enter 1-1. If it changes in
July, enter 6-30
Entering the number information:
Click on the “New” button next to “Enum. Pattern.”
Level: Enter “1” (one)
Label: Does the periodical use “Number,” or “No.” or “#”? Enter whatever is on the
periodical.
Postfix: Check this box if on the periodical, the label comes after the number.
Continuous: If the issue number doesn’t reset to “1” at the start of each volume, but
keeps incrementing, check this box.
Data type: Is the number on the periodical really a letter? Capital or small? Is it a capital
or small Roman numeral? If it’s just a regular Arabic numeral, click in “Numeral.”
Calendar reset: If the issue numbers do reset to “1” at the start of each volume, check
this box.
When you are done you should have 2 entries in the Enumeration Pattern area:
When you are finished with the record, press “Enter” twice to save and close it.
Testing a Prediction Pattern
When you are returned to the prediction table window, click on “Test Prediction” to see
if the pattern came out the way you intended.
Remember, this is not
meant to be the real
volume number and
years for this title.
When the staff
responsible for checkin enters the first issue
they receive once this
is set up, they will
enter the correct
volume number.
If this pattern is not
correct, close this
window, highlight the
pattern entry and click
on “Edit.” You can
keep making
adjustments until it
looks right in the “Test
Prediction” window.
Entering Exceptions
If the periodical deviates from its regular pattern during the year (for instance, the
monthly magazine going to bi-monthly during the summer), once you’ve created the
prediction record for the usual pattern, you need to create an additional record for the
exception(s).
On the original pattern record, you enter the range of dates for the exception:
Once you have saved the original pattern record, click on “New” to open another pattern
record.
Enter the same run code
and application date as
you did in the original
record.
Ord number: Enter “1” for the first exception. If you have more than one exception,
enter “2” for the second one, “3” for the third one, and so on.
Start and End mm-dd: Enter the dates you had entered in the exception fields on the
original pattern record.
Chron Pattern: Choose a code that matches the display of the date on the issues.
Instance String: Enter 6/7 to indicate a combination of the 6th and 7th months of the year
Instance Unit: Click on “Month of.”
Calendar Unit: Click on “Year.”
Press “Enter” twice to save and close the record.
The resulting Prediction Table window now shows 2 patterns on the list:
And the resulting test prediction shows that issue no. 6 is for June/July 2004.
Using Another Library’s Prediction Pattern
If you find that another library has already set up a prediction pattern, you don’t need to
reinvent the wheel. Instead, you can export their prediction pattern as a file to a folder on
your desktop, then import it to your pattern table window.
Setting up a folder on your desktop
Minimize all the windows of all the software you are running on your computer so that
you can see your desktop.
Point your cursor to an empty place on your desktop and right-click on your mouse.
On the menu, highlight “New” ; another menu appears; highlight “Folder” and click on it.
A folder icon appears on your desktop, waiting for you to name it. Give it some
meaningful name like “Patterns.”
This folder is now ready to use.
Exporting Prediction Patterns
Once you have set up your copy record (see the section on Copy Records for more
detail), highlight the other library’s record and click on the “Prediction” button.
If they have set up a prediction pattern, you will see it in their Prediction Table window:
Click on “Test Prediction” to see if their pattern fits what you need:
If the pattern looks right, close the window. Highlight all the lines in the window. Click on
“Files” then “Export Prediction.”
Find your folder and choose it as the destination for this file.
The system supplies the file name, based on the name of the periodical. Click on “Save”
or press “Enter.”
You should get a message
indicating the export was
successful.
Close the other library’s Prediction
Table window and go back to the
list of copy records.
Importing the Prediction Pattern
Highlight your library’s copy record and click on the “Prediction” button.
Click on “File” then “Import Prediction.”
Go to your folder and highlight the prediction pattern file. Click on “Open.”
You should get a message
indicating that the import was
successful.
Test the prediction to be sure it’s
how you want it. Close the
windows to exit the Prediction
function.
Chapter 4.
Routing
Periodical subscriptions can be routed to certain staff members at checkin. This
requires a printer to be connected to the computer where checkin takes place.
--How to set up a routing list
--How to add names to the routing list
Horizon Serials—Routing, p. 4-1
Setting up a Routing List
Records.
you from creating a routing list for a copy belonging to another library.
With your library’s copy record highlighted, click on the “Routing” button or press the
“Alt” key and the “R” key at the same time.
On the Routing window, click on “New Route.”
Fill in the form:
Route no.: if you set up more one routing list for this subscription, the number
distinguishes one from another
Description: a phrase that indicates what sort of route is intended for this subscription,
such as “Administration staff” or “Tech Services.”
Routing Msg.: A message that is printed on the or to the people on the routing list.
Return Msg.: A message that is printed on the routing list to indicate where the issue
should go once the last person on the routing list has read the issue.
Press “Enter” twice when finished to save and close the record.
Highlight the new route and click on “New Borrower.”
Adding Names to the Routing List
To add names to the routing list, search for the staff member’s patron record:
Highlight the
name you want,
and click on “OK”
or press “Enter.”
Repeat for each
name you wish to
add to the list.
Close this window when you are finished with this list. Return to the Copy Record list.
Highlight your library’s copy and click on “Edit.” Click on “Page Down” until you come to
this screen:
Click on the “Route This copy” box to check it off. Then press “Enter” twice to save and
close this record.
When the next issue of this periodical is checked in, the routing list will automatically
print out, and can be attached to the issue to direct it to the members of the route.
Chapter 5.
Serials Checkin
Check-in is done when the newest issue arrives in the mail. The system is set up to
create an item record with a dummy barcode when the issue is checked in. The
summary holdings are updated in the PAC with each new issue.
--Accessing serials checkin
--Searching for serial records
--Creating the first issue after a prediction pattern has been established
--Predicting the next issue
--Normal checkin
--Checking in special issues
--Changing an issue’s status
--Editing a dummy barcode issue when it is ready to circulate
-- Display of issue information in the PAC
--Deleting items and issues
For more detail, see the Dynix “Serials Guide.”
Horizon Serials—Checkin, p. 5-1
Accessing Serials Checkin
You don’t have to be logged into the Serials module in order to check in serial issues.
From the Circulation/Reference, you can find the “Serials Checkin Quick Search” in
the “Searching” folder.
In the Cataloging module, it is found in the Serials folder:
In the Serials module, it can be accessed either from the Serials folder or from the
“Serials Checkin Quick Search” icon on the toolbar:
Searching for Serial titles
If the serial title is unique (i.e., the serial keywords would only bring up one record), you
may use the “Serials Checkin Quick Search”, either from the Navigation bar or from
the icon on the tool bar.
If the search finds more
than one record, you will
get the following
message:
If this happens, click on “OK” or press
“Enter” to remove the message, then
click on “Cancel” or press the “Esc” key
to remove the search window.
Press F2 to open the PAC search window. This will allow you to enter searches that may
retrieve more than one record.
Highlight the title you want and either click on “Show detail” (if you want to see the full
bib record), or press F10 or click on the “Send To” icon.
If you chose to look at the bibliographic record, you can still press F10 or click on the
“Send to” icon if the title is the one that you wanted.
Highlight “Serials Checkin” and
Creating the First Issue of a Prediction Pattern
Look at the issue you are about to check in. Look for the volume and issue numbers,
and the date of the issue.
In the Issues window, click on the “Predict” button.
The first issue as described in the Prediction Pattern appears. You will need to edit it to
match the real issue in your hand. Highlight the issue and click on the “Edit” button.
Make corrections in this window:
Volume, Number: change to match the issue in hand. You do not have to go back to
the beginning of the year to start this prediction.
Chron. Pattern: skip this field
Issue Date: Change to the date on the issue in hand.
End Date: Enter the same date as the issue date if there is only one date on the issue. If
the date has a range such as “June 30-July 7, 2004,” enter the second date as
“07/01/2004”
Exp’d Date: Enter the issue date.
Press “Enter” twice to save and close this record.
The issue has been changed to reflect the actual information:
If you click on the “Predict” button several times, you can see how the Prediction Pattern
generates the issues:
Checking in Issues
Highlight the issue you wish to check in (if more than one issue appears in the window),
and click on the “CKI” button.
Indicate the number of issues to checkin. The
default number is based on the number of
subscriptions you have to this serial title.
You cannot enter a number higher than your
subscription default. If you do, you will get an
error message:
You may click on “OK” or “OK & Next.”
“OK” checks in the issue and leaves you in the window for this serial title.
“OK & Next” checks in the issue and brings up the PAC search window so you can look
for the next serial title to check in.
In either case, if there is a checkin note attached to this subscription, it will appear before
you search for next title:
Click on “OK” or press “Enter” to close this window.
Checking in Subsequent Issues
The next time an issue arrives, when you open the Serials Checkin window, you will only
see the next expected issue. Click on the “CKI” button.
If you click on “OK” to check in the issue and return to the issues window, you will see
the next expected issue automatically appear:
This will happen year after year: no need to set up prediction patterns at the start of each
year.
Checking in Special Issues
If an issue arrives that is not part of a regular publication pattern, you need to add it as a
special issue.
In the Issues window, click on the “Special” button.
Choose the appropriate “Run code,” then click on “OK” or press “Enter.”
Look at the issue you are about to receive. Determine how the enumeration, if any, is
labeled on the issue. If the issue has a date, determine how it is structured (Month year?
Year alone?, etc.)
Fill in the form:
Click on the “Codes” button for the Chron Pattern and look for a pattern that closely
matches the issue in your hand.
Ignore the years in the pattern; these only serve as examples of how the real date will
display. Highlight the code you want to use and click on “OK” or press “Enter.”
Fill in the Start, End, and Expected Dates.
An example:
Press “Enter” twice when you are finished to save and close this window.
The new issue is added to the Issues window. Highlight it and click on the “CKI” button
to check it in. Once you do, the next issue in the regular pattern appears.
Changing an Issue’s Status
Serial issues can have one of a number of statuses:
Expected: an issue that has been predicted but not yet received.
Received: an issue that has been checked in.
Damaged: an issue that has been checked in but arrived in a damaged condition
Not coming: an issue that has not been published or is otherwise unavailable
Claim: an issue that has a claim generated by Horizon. You can let the system generate
it based on the claim schedule you entered in the copy record, or you can manually force
a claim.
To change the status of an issue, click on the “Copy History” button.
Highlight the issue that you want to change and click on the appropriate button for the
status you want to change to.
The change of status:
In the PAC display, the issues with the “Not arrived” and “Claim” statuses are removed
from the summary holdings.
Converting Dummy Barcode Items for Circulation
In many libraries, the serials or circulation staff check in new magazines, then go to the
shelf and remove the previous issue from display, put a barcode on it, and add it as a
new item, using the date of the issue as its call number in a YYYY/MM/DD format.
The following workflow is based on that model. You may wish to revise it to better match
your local practice.
After you have completed checking in the new issues and have gathered up the previous
issues, press F2 to search the PAC for these serials.
Your PAC search window will vary depending upon which module you are in. All
modules include the “Serial Title Keyword” search and the “Journal/Newspaper Title
Browse,” though you may have to scroll down through the list of search options to find
them.
Example from the Circ/Reference Module:
Once you have found the serial title you want, press F10 or click on the “Send to” icon.
Highlight “Copy/Item” list and
Copy list
You will be taken via the Copy list to the Item list for your subscription.
Item List
The dummy barcode items have the status of “Newly Acquired.” You can identify the issue
you need to edit by looking at the enumeration and date found in the “Copy” field (not to be
confused with the Copy record.)
On the Item list, highlight the item you wish to barcode and click on “Edit” or press
“Enter.”
Replace the dummy barcode number with a real item barcode number.
Enter the issue date of the magazine in the call number field in a YYYY/MM or
YYYY/MM/DD format, as appropriate.
Do not change the Copy Statement or Serial Volume No. fields.
Enter the correct price, if you wish.
Change the item status to “nco”; this will display in the PAC as “Not checked out”
instead of “Newly acquired.”
When you are finished, press “Enter” twice to save and close the record.
PAC Display of Serial Information
As the issues are checked in, the summary holdings in the PAC display are updated,
and the next expected issue is indicated at the bottom of the record:
If you click on “Show Copies,” you will see all the items attached to the record, both the
dummy barcode items, and ones with real barcodes, ready for circulation.
Deleting Items and Issues
If your library is stopping a subscription and weeding out all the back issues of a serial
title, you will want to delete the copy record to remove it from the PAC. Before you can
do that, you must delete the items and issues attached to that copy record.
Deleting Items
The items must be deleted first.
Search for the serial you wish to delete, and from the PAC “Bibliographic detail” window,
click on “Show copies.” From the “Copies” window, press F10 or click on the “Send to”
icon and send the record to the copy item list.
Be certain that the list consists only of your library’s items.
Highlight all your library’s items, then click on “File” and “Delete Records”
Click on “OK” or press
“Enter.”
If an item is checked out to a borrower, the system will stop you from deleting that item.
The rest of the items are deleted:
Deleting Issues
Go back to the PAC Bibliographic Display window, and press F10 or click on the “Send
to” icon. Send the record to Serials Checkin.
Click on the “Copy History” button.
This screen shows all the received and predicted issues for your library’s subscription.
To delete these issues, highlight each one, then click on “File” and “Delete Record.”
If there are items still outstanding, the issue record that corresponds to that item will be
removed as a candidate for deletion:
Click on “OK” or
press “Enter.”
The outstanding item will need to be checked in from Circulation before you can delete
and its corresponding issue record.
Once all the issues are deleted, you may send this serial record to Serials Control,
where you may delete the copy record for your library. See the section on “Copy
Records” and the Dynix “Serials Guide” for more detail.
Two easier ways to manage is to delete the item, leave the issues in place, and either
purge the Copy Record (see p. 2-12), or remove the summary holdings from the PAC
display (see p. 6-7).
Chapter 6.
Summary Holdings
Summary holdings information appears in the PAC, and is continually updated as each
issue is checked in. However, you may edit the summary holdings to include a phrase to
indicate the number of years of back issues your library keeps; you may also change the
first date in the range of checked in issues to more accurately reflect your library’s
holdings without having to go back and check in each back issue.
-- Accessing summary holdings records
-- Creating new summary holdings records
-- Editing existing summary holdings
-- Removing summary holdings from the PAC
For more detail, see the Dynix “Serials Guide” chapter “Summary of Holdings.”
Horizon Serials—Summary Holdings, p. 6-1
Accessing Summary Holdings
Records.
you from creating a summary holding record for a copy belonging to another
library.
With your library’s copy record highlighted, click on the “Sum. Of Hldgs” button or press
the “Alt” key and the “S” key at the same time.
Click on the “New” button:
Fill in the form:
Line: this field determines the order in which multiple summary holdings records display
in the PAC
Note: use this field for phrases such as “Library keeps 5 years.”
Run: click on the “Codes” button for the run codes available. You would most often use
“main.”
When you have finished the form, press “Enter” twice to save and close the record.
Editing a Summary Holdings Record
If your library was part of the load of OCLC records from the Connecticut Union List of
Serials, you will find that summary holdings records have already been created for your
library. The information has been created either as a note (if a phrase) or as free
enumeration (if the State Library entered the information with volume numbers)
If you wish to edit this record, click on the “Edit” button:
Make your changes
then press “Enter”
twice.
Display of Summary Holdings in PAC
The top line is from
the note field in the
summary holdings
The second line
comes from
checking in issues.
If you want to change the range of enumeration and dates in the checkin summary
holdings information, highlight the line in “Sum. of Hldgs” and click on “Edit.”
Change the “From” information to the volume and/or number you want the range to start
with. Change the “From Date” to the date that matches that starting volume and number.
Before
After
Resulting PAC Display:
Beginning date is changed
to January, issue no. 1
Removing the Summary Holdings from the PAC
Go to the Copy Record for your library’s subscription. Click on “Edit,” then page down
until you see this section of the record:
Remove the check
mark from this box.
Press “Enter” twice to
save and close the
record.
Resulting PAC Display:
The summary
holdings information
has disappeared from
the PAC display.
Chapter 7.
Serials Claims
The system can track when issues are late or have been skipped and generate an alert,
based on the parameters you set in the Copy Record.
--Setting up the claim parameters in the Copy Record
--Accessing serials claims
--View claim alerts
--Printing claims
--Recovering and reprinting claims
For more detail, see the Dynix “Serials Guide” chapter “Serials Claims.”
Horizon Serials—Serial Claims, p. 7-1
Setting up the Claims Parameters on the Copy Record
Records.
you editing a copy record belonging to another library.
Click either on “New” if you are setting up a new Copy Record, or on “Edit” if you are
updating an existing Copy Record.
You need to assign a vendor to this subscription. Click on the “Vendor” button to assign
the vendor to whom you wish the claim notice to be addressed.
If you know your vendor’s code,
enter it in the “Search for” box. If
you’re not certain and you want
to see the list of your library’s
vendors, enter your library’s 2character prefix followed by an
asterisk. Click on “OK” or press
“Enter.”
Choose the vendor you want,
then click on “OK” or press
“Enter.” You will be returned to
the Copy record with the vendor
name filled in.
Claim Type: defaults to generating claims either after a specified interval of time has
passed, or if an issue has been skipped. This is the preferred status.
Claim after (Days): Enter the number of days the system should wait after the expected
arrival date of an issue before generating a claim.
See the list in the appendix for the recommended intervals based on the publication
frequency.
Interval (Days): Enter the number of days the system should wait between claim notices
before generating the next notice.
Maximum Claims: Enter the number of claims you want generated for this subscription
Library Ref. No.: Enter a reference number (if applicable) that your library assigns to
this serial title. This number helps you track the serial title when claiming issues with
vendors. It appears on printed claims.
Vendor Title No.: Enter the title number your vendor assigns to this serial title. EBSCO
shows this on the paper invoice you get from them that lists all your subscriptions
through their service. This number appears on printed claims under “Title #” and in X-12
electronic claims in the REF* entry.
Subscr. No.: Enter the number your vendor has assigned to this subscription. This also
appears on printed claims, under “Subscription #.”
When you have finished, press “Enter” twice to save and close the record.
Accessing Serials Claims
To view the Claim Alert list, either click on “Review Claims” from the Navigation bar, or
click on the icon on the toolbar.
A window appears confirming that you are about to review the claims for your library:
If the library is incorrect, click on
the “Location” button and select
the correct library.
Otherwise, click on the “OK”
button or press “Enter.”
The Serial Claims Review window opens:
If you want to change the status of an issue to cancel a claim, highlight the issue and click
the “To Issues” button.
Choose the new status you want
to use and assign it by clicking on
the corresponding button.
Printing Claims
To print the Claim notices, either click on “Print Claims” from the Navigation bar, or click
on the icon on the toolbar. You should close the Claims Review window first.
If the library is incorrect, click on
the “Location” button and select
the correct library.
Otherwise, click on the “OK”
button or press “Enter.”
If you get a window showing the
printer you are sending the
notices to, click “OK” to allow the
printer to start printing.
The “Claims Monitor” screen shows the progress of the print job. Close the window once
the job is completed.
The claim letter will print listing all the claims belonging to a single vendor, including first,
second, third claims (however many you have specified for each subscription).
Recovering and Reprinting Claims
Once the claims are printed, the Claims Review list is cleared. If you need to reprint the
claims, click on “Print Recovery” on the Navigation bar. You should close the Claims
Review window first..
Highlight the print date of the claims you
want to recover.
If the library is incorrect, click on the
“Location” button and select the correct
library.
Otherwise, click on the “OK” button or
press “Enter.”
The claim alerts are back:
Chapter 8.
Electronic Claims and Responses
--Set-up of a folder for saving X.12 files
--Set-up of FTP client software
--Horizon set-up on vendor records
--Exporting X.12 files from Horizon to the folder on your desktop
--Connecting to your vendor and transmitting your X.12 file
--Retrieving your vendor’s response files
--Uploading your vendor’s response files
Horizon Serials—Electronic Claims, p. 8-1
Electronic claims
Sending claims in an electronic format does not happen straight from the Horizon
client. You need to export each PO as a file to a folder on your computer, then use a
third-party FTP (File Transfer Protocol) software to send the order file to your vendor.
If you already have FTP software, you may use it. One example of such software
which is available for download from the Internet is WS_FTP.
Setting up folders
Minimize all active programs so that you can see your computer desktop.
Right-click on your mouse to bring up a menu. Highlight “New” then on the next
menu that appears, highlight “Folder.” A folder icon should appear on your desktop,
waiting for a name to be assigned to it. Name it something like “Electronic claims” or
anything else that will be meaningful to you. This is where you will place your X.12
claims from Horizon.
Set up another folder in the same way, with a name something like “Claim
responses.” This is where you will send response files from your vendor.
Setting up the FTP client software
Once you have chosen FTP software and installed it, you will need to tell it where
and how you want to log-in.
You will need to contact your vendor to find out what IP or host name/address to use
to log into their system, as well as user ID, password, and account. They may tell
you other information to add in order to log in and send data.
This is the session set-up window from WS_FTP:
You will want to tell
the FTP client which
directory to open in,
so you don’t have to
search for your folder
and files every time
you start the client.
This is an example.
Your file path will be
different.
Setting up the vendor record
The record for the vendor to whom you will be sending the electronic claims requires
certain fields to be completed.
You will need to check off the boxes for SISAC X12 Claims and Claim Responses
You will need to find out from your vendor what EAN and SAN are assigned to it, and
what SAN suffix, if any, to use with this account.
Specifying X.12 File Paths
You will need to tell Horizon where to place your X.12 files. First, go to your desktop
and right click on the folder you made for electronic claims. Click on “Properties” to
see the location the computer has assigned it.
An example:
The complete path of the location for this folder is:
C:\Documents and Settings\MARY.BIBLIO\Desktop\Electronic claims
Click on “X.12 File Directories” from the Navigation bar, found in the Serials\Claims
folder.
Enter the paths to your folders:
Generating the electronic claim
Follow the steps described in the section on reviewing and printing claims. When you
tell the system to print the claim, instead of sending the claim notice to your printer, it
generates the X.12 file.
The file is created and put in the folder you had specified in the X.12 File Directories
set-up. The system automatically generated the filename based on your vendor
code.
Transmitting the Claim/Retrieving Vendor Response Files
Start up your FTP software and log into your vendor’s system. The “Remote System”
box should show where you are logged in at your vendor’s system.
Highlight the file you want to send and click on the “Æ” button (which would be active
in a real situation. In this example, it is grayed out.)
After you have transferred your file to your vendor, you should log off, wait a while
(your vendor may be able to tell you how long), then log back on to look for response
files.
If your vendor has files waiting for you, they would appear in the right hand box.
Click on the “Å” button to retrieve the file and put it into your local folder.
Importing Electronic Claim Responses
Once you have FTP’ed the vendor’s response to your claims, you need to bring the
response file into the Horizon system.
Click on “Import X.12 Claim Responses,” which is found the Serials\Claims folder.
The system will open the folder you specified in the X.12 File Directories set-up.
Highlight the file you want to upload and click on “Open” or press “Enter.” If you
have more than one file, repeat the process.
Reviewing Electronic Claim responses
After you have uploaded the file, click on the “Review X.12 Claim Responses” icon.
If the “Date Imported” information is correct, click on “OK” or press “Enter.”
If you are not certain when a response file was imported, click on the “Date Range”
button.
Choose the type of date range you want to
search, and enter the date(s) in the box(es).
Click “OK” or press “Enter.”
.
Responses would appear in this window:
You would be able to highlight a claim and click on the “To issues” button for more
information.
Appendix
Claim Intervals and Publication Frequency
Frequency
Annual
Bimonthly (every 2 months)
Semiweekly (twice a week)
Daily
Biweekly (every 2 weeks)
Semiannual (twice a year)
Biennial (every 2 years)
Triennial (every 3 years)
Three times a week
Three times a month
Monthly
Quarterly (four times a year)
Semimonthly (twice a month)
Three times a year
Unknown
Weekly
Other
Suggested “Claim After” Days
90 days
30 days
7 days
7 days
7 days
60 days
60 days
60 days
7 days
7 days
14 days
30 days
7 days
40 days
Do not claim
7 days
Do not claim
Horizon Serials—Appendix, p. A-1

Horizon Serials

Transcription

Similar documents

How Investology easily promotes their courses

application to vend - Road to California

Ramadhan Buffet

Craft Vendor Form

Great North Woods Sleddog Challenge

Blue Horizon Flossflower

BLAMMO Error Reporting

Certificate delivered by the European Commission, as

Serials

2016 VENDOR APPLICATION FOR Long Beach Original Lobster