4 Items - Items List

4 ITEMS LIST

This chapter includes the following sections:

Item Form
Global Changes

The Items List will be displayed if the associated Items List root is activ in the Item tab. The Items List displays the items that are available, for a particular ADMinistrative record and enables access to various Items functions.

You can clear the loaded item from the Items List by selecting the Clear Item function from the main menu.

The items sort can be changed. You can change the order according to the options available in the menu of the Sort Options field.

Following are the buttons available on this screen:

New

Click New to add a new item record. The Item Form in the lower pane will be activated.

Duplicate

Click Duplicate to copy the highlighted item record. The Item Form in the lower pane will display the details for you to edit. The copy will be assigned a new sequence number.

Delete

To delete a request, highlight the desired request and click Delete. You will receive a prompt asking you if you are sure you want to delete. Click Yes.

If an item has been loaned, the item record cannot be deleted in the Items GUI. You must first delete the loan transaction (return item), then delete the item record in the Items GUI. You must enter "04" for an Item Process Status. Choose Delete Multiple hold Requests from th WEB-Services Menu/ Circulation/ Requests. All Requests with this Item Process Statut will be deleted. You can not delete a request in the circulation module.

If an item has Hold Requests you cannot delete the item record. The Hold requests would be deleted at first.

Label

To print a label for the item, highlight the item and click Label. The Item Label form will be opened. You can print the label or close the window. You can print the label or close the window.

Global Changes

Click the Global Changes option to make changes on a selected set of items. The Global Changes Form will be displayed. Changes can be made on all items in the list or on a group of items selected according to defined criteria.

Bind/Changes

If the highlighted item is a serial, you can select issues to bind. By clicking Bind/Changes, you can perform global changes. See the Binding chapter for more details.

Completed Vols.

You can view or print a report for a given title, listing volumes which have all other issues checked in.

Refresh

This button is used to refresh the list in order to display changes that have been made.

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5.0 ITEM FORM

When you click the New or Duplicate buttons on the Items list form, the Item form is activated in the lower pane. This form is used for displaying, modifying/updating an item record. It has six tabs. The General Information, Serial Information, and Serial Levels tabs have the following buttons:

Add

This button appears if you have selected the New button on the Items List form. Click Add to add a new item to the Items list.

Update

The Update button will save all changes you have made to the item record.

This button does not appear if you have selected the New button on the Items List form.

Save Defaults

When you click Save Defaults, the information entered in any fields of the current tab will be automatically used as default values when creating new item records (until you save another setup as the default). Note that you should not accidentally save an order number or an accession number as default values.

Refresh

In order to display values that come from the counter, click Refresh. The values are: Call. No. and Inventory No.

Cancel

Click Cancel to discontinue the work in the lower pane without saving and to return to the upper pane.

5.0.1 General Information (1) Tab

Following is help for each field of the General Information (1) Tab.

Barcode

You can enter the barcode manually or you can use your barcode reader to scan in the barcode.

Sublibrary

You can choose the sublibrary from the drop-down list.

Collection

Your library may designate collections such as Maps, Oversized or 4th floor. You can choose from a list of collections that are valid for the selected sublibrary.

Copy Number

The Copy Number is automatically filled in for the Serial Items.

Note: The following three fields are shared by Serials and Monographs. For a serial, these fields include Volume, Issue, and Issue Description; for monographs they are used for Volume, Part, Description.

Material Type

Choose the material type from the list.

HOL Link

This field is used to link the item record to a holdings record.

Enumeration Level 1 (A) (Vol.)

This information is intended for a multi-volume work. If the item is a single-volume work, leave the field blank. It can be used for determining the order of the list of items, and although you can enter any characters, it is suggested that you use numbers. For ISSUE items, the volume is filled in from the Publication Pattern record.

Enumeration Level 2 (B)

This information is intended for a multi-volume work. If the item is a single-volume work, leave the field blank. Enter the issue or part number.

Description

The Description field is used to provide information to the end-user about the particular volume. For ISSUE items the information is copied from the publication pattern record. For multi-volume monographs enter the relevant information.

Call Number Type

The Call Number Type defines the type of call number used in the following call number fields. You may choose from a drop-down list.

Call Number

The Call Number is an alphanumeric code that identifies the shelf location of the item. Depending on how your Setup (Client),you can type in the call number, choose from a list, or activate an automatic counter has set up from the Web services. In this case, the automatic counter name will be written or choosed from the table. Then a call number will be assigned as soon as you click the Update or Refresh button. If your library assigns only one call number to an item, fill in this field and leave the Second Call Number field blank.

Second Call Number Type

Use this field to define the Call Number Type of the second call number (if you use a second call number).

Second Call Number

The Second Call Number Type is an alphanumeric code that identifies the shelf location of the item. Depending on how your Setup (Client) has set up the Items function, you may type in the call number, choose from a drop-down list, or activate an automatic counter by typing ? and the code of the counter. In this case, the system will automatically assign a call number as soon as you click the Update or Refresh button. If your library assigns only one call number to an item, be sure to fill in the first Call Number field and leave this field blank. The Second Call Number is not controlled by the holdings record.

Item Status

Item Status defines the circulation status for the item. Choose the Item Status from the list. The specific choices available are determined by the statuses that are valid for the sublibrary.

Item Process Status

The Item Process Status field describes the item's current process status.

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5.0.2 General Information (2) Tab

Inventory Number

A unique Inventory Number can be assigned. Depending on how your Setup (Client) has set up the Items function, you may type in a number, choose an automatic counter from a menu. The automatic counter will be activated in the WEB-Services. In this case, the system automatically assigns an Inventory Number as soon as you click the Update or Refresh button.

Inventory Date

This is the date on which the Inventory Number is assigned. If you leave this field blank and enter an Inventory Number, the system fills in the Inventory Date when you click the Update button.

Last Inventory Report Date

Not implemented.

Price

If the item is created in the Acquisitions process, Price is computed by the system, using information that was entered in the Order form.

OPAC Note

The text entered here will appear in the OPAC for the user to read.

Circ. Note:

The text entered here may be displayed when an item is loaned or returned.

Internal Note

The text entered here will appears only on this form and in the Navigation Window and is intended for library staff only.

Order Number

When the item record is created in Acquisitions, the Order Number is copied to this field. Click the arrow to the right of the field to open the Orders Index List window, and select the required order number for this Item record.

Invoice Key

The Invoice Key includes the Invoice number and may assigned here. In order to fill in this field, use the arrow to the right of the field to open the Invoice List for Order number window, and to select the relevant line item.

Invoice Note

Read-only field. In the event that you select Invoice Key, the Invoice Line Item note is displayed in this field.

Statistic

You may enter text up to 10 characters. Enter information such as the department or collection for which the item was purchased. An Edit Item Statistic Field form can be displayed when you click on the arrow to the right of the Statistic field, depending on your system setup.

Open Date

The Open Date is the date the item record was created. The date is filled in automatically by the system.

Update Date

The Update Date is the last time the record was updated. The date is filled in automatically by the system.

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5.0.3 Serial Information Tab

This tab relates to items that are journal issues. The field content is automatically created by the serials control system and must be not edited.

Subscription No.

Subscription No. is the sequence number of the Subscription in the Serials function. It is filled in automatically by the system if an item was opened in the Serials function. This field can be edited. The user may select the subscription number from the drop-down list.

Pages

Enter the pages included in the issue.

Description

The Description field is used to provide information to the end-user about the particular volume. The data in this field can be entered manually. In addition, the data can be for ISSUE items generated by the "Schedule" pattern format the description field is generated from the schedule description template, and for ISSUE items generated by the "Pattern" format the description field is generated from the captions in the 85x field and the enum/chron in the item record. In addition, they can be automatically entered from the control or the Patterns procedure.

Issue Date

This is the date on which this issue was or is expected to be published. It is automatically calculated by the system when issues are opened in the Serials function. When an ISSUE item is created and if the issue date is zero, the issue date is automatically set to the current date.

Expected Arrival Date

This is the expected date of arrival of the issue, taking into account the delay from the issue date to the date of receipt or first claim period, as defined in the Subscription Form. It is automatically calculated by the system when issues are opened in the Serials module. When an ISSUE item is created and if the Expected Arrival Date is zero, the date is automatically set to the current date if there is no subscription.

Arrival Date

This is the actual date on which the item was checked in.

Break Indicator

This field is optional. It can be used to indicate the reason why an item which has not arrived has not been received. The break indicator can be used to map the item to a process status.

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5.0.4 SERIAL LEVELS

The fields comprising this tab are normally pre-filled with the data relevant to the serial item.

You may add additional data or change existing data. The data is based on the serial prediction pattern as defined in the 853/853X fields in the ADM record. See also the Overview of 85x and 85xX Fields section in the Serials -Prediction Patterns chapter.

Enum. Level.1 (A) (Vol.)

If this serial uses the year in its enumeration, and you entered this information in the Publication Pattern, this will be the volume number as copied from there. If, however, you are adding a new issue, this field will be empty and you must enter the relevant volume number so that the sorting of issues will be correct.

Enum. Level 2 (B)

If you entered this information in the Publication Pattern, this will be copied from there. If, however, you are adding a new issue, this field will be empty and you must enter the relevant issue number, so that the sorting of issues will be correct.

If this is a supplementary issue or an index, you can ensure that the issue will be displayed in the correct sequence by adding a decimal point to the issue number. For example, if the issue you are currently registering is an index that is published between issues 4 and 5, you can enter Issue Number 5.0 in this field to place it between issues 4 and 5.

Enum. Level.3 (C)

Enumeration C is optional. Enter the Part number of this issue if the serial is organized in this manner.

Enum. Level.4 (D)

If there are more than 3 levels of enumeration for this serial, the relevant data will be displayed in this field, and in the Enumeration D , Enumeration E and Enumeration F fields.

Enum. Level.5 (E)

See Enumeration D for help.

Enum. Level.6 (F)

See Enumeration D for help.

Alt. Enum.1 (G)(G)

If this serial uses alternative enumeration, the relevant data will be displayed in this field.

Alt. Enum.2 (H)

If this serial uses a second level of alternative enumeration, the relevant data will be displayed in this field.

Chron. Level.1 (I) Year

If this serial uses the year in its enumeration, and you entered this information in the Publication Schedule window, this will be the year as copied from there. If, however, you are adding a new issue, this field will be empty and you must enter the relevant year yourself.

Chron. Level. (J)

If the second, third or fourth levels of chronology also apply to this serial (for example, months or seasons), the relevant data will be displayed in this field and in fields Chronological J, Chronological K and Chronological L.

Chron. Level.3 (K)

See Chronological J.

Chron. Level.4 (L)

See Chronological J.

Alt. Chron. (M)

If the title uses alternate chronology, the relevant data will be displayed in this field.

Supp Index (O)

This field is reserved for the text describing an index or supplement type issue.

5.0.5 HOL Links

From the HOL Links tab of the Items form you can create a new HOL record, link or unlink the highlighted item in the Items List to an existing Holdings record, and call up a HOL record for editing in the Cataloging module. The HOL records that are linked to the highlighted item will appear in the HOL links tab with a checkmark in the Linked column. The Hol. Link field for the relevant item will have the HOL no. of the HOL record to which the item is linked.

Edit

If you wish to edit an existing HOL record, highlight it and click the Edit button. The system opens the relevant HOL record in the Cataloging module.