Receiving Orders and Creating Items
To receive orders and create an item record for each copy ordered:
- Choose Receive from the Function drop-down list.
- Retrieve the order record for the order you want to receive. You can either search in a browse display or search a subset. To change the search method, choose Tools | Search and choose your search method.
If there is only one order record available for receiving, you are automatically placed in the Receive tab . If there are multiple order records, you are placed in the Summary tab. In this case, select the appropriate order record and choose Select.
Hold Alert in During Receiving
If bibliographic-level holds have been placed on this record and you have chosen the Show Hold Alert during receiving option, you will receive notification of the number of holds placed on it.
In the Receive tab, Sierra displays each copy of the order on a separate line. If you have the Restrict Receive and Create Items to locations served option enabled, this display might be limited to only those copies whose location is included in the Locations Served setting associated with your login. Additionally, the system grays out those cells that cannot be edited, which includes fund and location information for items that have not been received. Once an item has been received, the fund and location are available for editing.
- Select the copies that you want to receive. You can select all of the copies at once by selecting the Select All box. If you have the Choose Select All by default setting enabled, all of the copies will already be selected when you enter the Receive tab. You can also de-select a copy by clicking the box on the left-hand side.
- In the Receive Date box, enter a date. The date you enter will be the default Received Date for the current copies, as well as subsequent orders received within that session.
You can set Sierra to default to today's date by enabling the Default receive date to today's date option. With this option set, the system automatically enters today's date in the Receive Date box, as well as in the Received Date column for any copies that are selected. You can still enter a different date in the Receive Date box.
- To change whether your system copies the Order record's EPRICE value to the PRICE field in the new item record(s), check or uncheck the Copy EPRICE to item box. You can set the default for this box by using the Default "Copy EPRICE to Item" option. If you enable this option, the Copy EPRICE to item box is automatically checked each time you enter the Receive tab.
- Enter the barcodes for the copies you are receiving. If your library has barcode validity checking set up, you can enter the barcode for the first copy, and the system automatically increments the barcodes for subsequent copies.
- To receive the copies selected and create an item record for each, choose the Receive button.
- Sierra uses the item record template selected in the Receive settings. If Prompt for template is selected, you are prompted to choose a template for the first order record you receive. For subsequent orders in the session, the system remembers the template you chose.
- Enter the fixed- and variable-length fields for your template in the wizard dialogs. Even if the template prompts you for location and copies, those fields are always taken from the order record.
- After you have entered the new item record fields, Sierra displays the Add Items Report, which shows the number of items created and their record numbers, locations, barcodes, and titles. To close the Add Items report and proceed with the next record, choose Close Record and Report. To close the report and return to the record, choose Close Report. You can print the report by choosing the Print Report button.
Item records created for the selected copies are attached to the bibliographic record in the order in which they appear on the Receive tab. The RDATE field in the order record is not updated until all copies are received. This allows the system to generate claims for orders that are not fully received.
- To view a list of all the items you created during the current session, choose the Show Report button from the record display.