Receive Periodicals  {LPEO-1}


This option is used to record the receipt of periodicals.  The records, which were created in option {LPEM-3} above, can be viewed here.  

Fields in the option:

Block 2:  Receive Periodicals:  Information Detail

To view the records either the “Mnemonic” or the Bibliographic Record Number can be entered.  The title will display.  When <NEXT BLOCK> is executed, all the records in respect of undelivered items will be displayed.  The one with the smallest issue date will be displayed first.  The following fields are displayed in respect of each item:


Field Type
&
Length		 Description
Volume Number  A23  This is the volume information, which is entered in the standard format, namely “Volume (number), Date” under option {LPEM-3}, e.g. “100(3), 1994”. 
Suppl. Code A6 The appropriate supplement code can be entered as defined under option {LPEC-3}.  The <LIST> function will display the listed codes.
Date Issued A11 The issue date as calculated from the “Start Issue Date” and the interval of publication.
Copy Number N5 Should more than one copy of the same periodical be ordered, this will be indicated on the order.  When the records for this option are generated, this number of identical records will be created, each with a consecutive number in this field.
Note  A40 A note which has been entered under option {LPEM-3}, will be displayed in this field, or can be entered and updated.
Reason Incompl. A6 If for some reason a certain copy of a periodical does not arrive, the reason can be entered in this field.  A <LIST> will display the valid values as entered under option {LPEC-4}.
Branch A6 The Branch Code for the specific copy as defined under option {LPEO-3} will be displayed.  It cannot be entered or updated in this field.
Shelf Number A25 The Shelf Number of this copy is displayed as it was entered under option {LPEO-3}.
Order and Line # A10 The order number and line number of this specific copy will be displayed.
Item Number N8 Enter the item number that must be used for the issue received.  A 0 or no value in the field will result in the assigning of  an auto-generated number.
Ret. Code A3 The Retention Code as entered under option {LPEO-3}, will be displayed.
   When a copy is received, a (Y)es is entered in the “Item Received” field against the appropriate record.  If more than one copy has been ordered, the lowest copy number would be used for the first item received.  The issue date and volume number can be amended if the actual information on the item differs from the expected values.

When a (Y)es is entered, followed by <COMMIT>, the system will complete the following fields:
  • Print List  (A1):  When an item, which is on a routing list, is received, a (Y)es will appear under “Print List”.  In this case the item's status will be changed to “RT” (Routed), or else to “IP” (In Process).
Maintenance of the routing list is done under option {LPEM-5}. The user, who is  printing the routing list, must be linked to a specific printer for this function.  In {LPMM-25} the user must be linked to a specific printer for the “Function Code” ROUTE.
  • An Item Record will be created for each item that was received.  These records can be viewed under option {LCAO-3}.  The data on the item record of the last item which was received is copied into this record, namely: 
  • Media Type
  • Shelf Number
  • Volume Number
  • Title
  • Inventory Value
  • Replacement Value
  • CESM Category
The rest of the fields are created as follows:
  • Item Number - system-generated
  • Bibliographic Record Number - from the order
  • Item Status - “IP” (In Process) or “RT” (Routed) if the item is on a Routing List
  • Order Number - from the order
  • Date Acquired - system date
  • Last Updated - this year
  • Department - from the order

The Item Number, which was generated by the system, is determined by the “Periodical Item Number” as entered under option {LPMM-4}.  If a bar-coded item number is to be fixed to the item, it can be done at this stage.  To view the records either the “Mnemonic” or the Bibliographic Record Number can be entered.  The title will be displayed.

NOTE:
  1. In the case of a supplement which is included in a periodical, please use the following procedure:
  • enter “Y” in the “Item Received” field
  • add the supplement code as defined under option {LPEC-3} in the “Suppl. Code” field and <COMMIT> - the <LIST> facility will display the valid codes
  • the Item Number will be displayed, and
  • a message will be displayed at the bottom of the screen, advising the user that a new item record “99999999” for the entered “Supplement code” has been created.
  1. It frequently happens that a new subscription arrives later than expected.  If the normal procedure has been followed in generating the records for the expected number of issues, the usual claim for the late arrival will be generated.
When the first issue eventually arrives, the previously generated records will obviously all be wrong.

The necessary rectifying action will be to delete all the old records and recreate them under option {LPEM-3}.

Example:

Example of lpeo-1b1



Processing
Rules		  
  No special processing rules


See Also:



History of Changes

Date System Version By Whom Job Description
20-Jan-2007 v01.0.0.0 Amanda Nell T134387 New manual format.
10-Apr-2008 v01.0.0.0 Vaughn Dumas T134387 System owner proof read.
11-Aug-2008 v01.0.0.0 Charlene van der Schyff t152304 Editing language obtained from proof read language. Juliet Gillies.