3 Serials - Subscriptions

3 SUBSCRIPTIONS

This chapter includes the following sections:

Subscription List
Subscription Record Structure
Subscription Log

A subscription record is required in order to generate serial items based on prediction patterns automatically, and for claiming purposes. The subscription record contains information to a particular serial subscription such as sublibrary, item status and call number. The Library must generate a record with subscription data for each serial item .

3.1 SUBSCRIPTION LIST

Subscriptions are listed in the upper pane. If no subscriptions have been registered, the upper pane is blank.

Each subscription has a unique identifying sequence number.

The following buttons are available on this pane:

Delete

To delete a subscription, highlight the subscription and click Delete. Note that you may not delete a subscription if associated item records exist.

Add

To add a new subscription to the list, click Add. The focus is transferred to the lower pane, so that you can add the new subscription's details.

Duplicate

You can add a new subscription by copying an existing subscription's details. To do this, highlight the subscription whose information you wish to copy, then click Duplicate. The lower pane will be activated for the new subscription, with some of the fields filled in with information copied from the highlighted subscription. You can then edit the details so that the information is appropriate for the new subscription.

To print the subscription details, click Print

Open All

In order to open a new cycle of expected items for a particular subscription, highlight the subscription and click Open All. The expected items will be displayed in the Check-In and Items List forms. Note that items will be opened for active subscriptions, for a cycle (year), even if a subscription period is terminated before the end of the year.

Sort Options

You can change the order of the subscriptions according to the options available in a drop-down menu of the Sort Options field.

Note: If you have used Duplicate to add a Subscription, or if you saved Subscription default values (by having clicked the "Save as Default button"), or if you are creating the subscription from the Order tab, some of the fields will already be filled in.

3.2 SUBSCRIPTION RECORD STRUCTURE

The Subscription record fields are contained in tabs 2 and 3 of the Subscription Information form.

3.2.1 Subscription Information Form

This form displays details relevant to a specific subscription of a serial title. It also defines various parameters relating to the issue-items connected to the particular subscription.

The Subscription Information tabs have the following buttons:

Update

The Update button saves all changes you have made to a specific subscription.

Create New

This button allows you to create a new subscription based on the highlighted subscription in the Subscription List pane. This button is only available if you are in Modify mode. Use this option if you wish to reassign this subscription to another sublibrary or vendor. Fill in the new sublibrary, vendor and dates, and then click Create New.
The information about the original sublibrary and vendor will be saved in the opened subscription record saves, and a new record is opened with information about the new sublibrary or vendor.

To use this function properly, you must set the opening (From) date of the new subscription. The system will modify the closing (To) date of the original subscription accordingly.

Set as Default

If you click Set as Default, the system saves the values that appear in all fields and enters them into each new Subscription record that you add.

Refresh

If a system counter is used for the Call Number field, clicking this button enters the contents of that counter into the Call Number field.

Subscription Info. (1) Tab

The fields on the Subscription Info (1) tab are:

Sublibrary

This field contains the sublibrary to which this subscription of the serial is assigned. To select from a list, press F4 or click the arrow

to the right of the field.

From Date/To Date

These fields contain the dates between which the subscription is valid. Items are automatically generated for the subscription only when the publication date of the first issue falls within this date range.

Note: when a subscription is created in the Acquisitions/Serials module, the dates are copied from the Subscription Start and End dates entered on the Order Form.

Item Status

This field contains the item status for the items that are generated for this subscription. The item status defines, among other things, how long an issue can be checked out. To select from a list of item statuses, press F4 or click the arrow

to the right of the field.

Collection

This field contains the collection for the items that are generated for this subscription. To select from a list of collections, press F4 or click the arrow

to the right of the field.

Call Number Type

This field contains the call number type value for the items that are generated for this subscription. To select from a list of call number types, press F4 or click the arrow

to the right of the field.

Call Number

This field contains the shelf location value for the items that are generated for this subscription. Depending on system setup, you can assign a location by typing in text, choosing from a drop-down menu, filling in a form, or activating an automatic counter by typing ? and the code of the counter. When a counter is activated, the system automatically assigns a call number as soon as you click the Refresh or Update button.

2nd Call Number Type and 2nd Call number

See Call Number Type and Call Number

Vendor Code

The vendor that supplies this subscription is entered in this field. To select from a list of vendors, click the List button

to the right of the field. A vendor code is mandatory if automatic claiming is set to Yes.

Note: when a subscription is created in the Acquisitions/Serials module, the vendor is copied from the Order.

Order No.

The Acquisitions Order Number is entered in this field. To select from a list of orders linked to this title, press F4 or click the arrow

to the right of the field. You can manually enter an order number in this field.

Note: when a subscription is created in the Acquisitions/Serials module, the order number is copied from the Order.

Vendor Order No.

This field can contain the order number for this subscription of the serial as assigned by the vendor.

Delivery Type

This is the method by which the subscription is delivered to the library. To select from a list of delivery types, press F4 or click the arrow

to the right of the field.

Subscription Info. (2) Tab

The followings fields are available on the Subscription Info (2) tab:

Patron ID

If this subscription of the serial is being ordered for a particular Patron, enter. You can select a patron from the drop-down menu, accessed by clicking the arrow button

to the right of the field.

Deliver Directly

If you select this option, the vendor will send a newly-published issue directly to the person for whom this copy was ordered (that is, to the person entered in Patron ID above). In addition, item records will not be opened.

Print Label

If you select this option, a label will be printed automatically when the arrival of an issue is registered.

Send Claims

If you select the Yes option, then claims for late items of this subscription are sent (Web Service Module / Menu Serial Tab / Function "Automatically Claim list for Serial Item"). If you select No, claims are not sent. However, the items will appear in the claim report (serial-04).

First Claim

Enter here the number of days after the issue date of each issue when you wish the system to automatically send a first claim to the vendor (only if the Send Claims option was selected). This field can also be described as the delay period from the Issue Date to the Expected Date of Arrival of each issue in the library.

Second Claim

This is the number of days after the First Claim that a Second Claim should be sent to the vendor.

Third Claim

This is the number of days after the Second Claim that a Third Claim should be sent to the vendor.

Subsequent Claim

This is the number of days after the Third Claim that a Fourth Claim and subsequent claims should be sent to the vendor.

Note

This field is intended for a staff note.

Check-in Note

The note you enter here will be displayed when the issue displays for check-in.

Item Statistic

Enter here any statistical data for this serial subscription. The value entered here populates the same field in items that are automatically generated.

Copy ID

Enter here the ID number for the specific copy/subscription. This can be either the number assigned by the vendor or the number assigned by your library. The value entered here populates the same field in items that are automatically generated.

Remote Storage ID

If issue items received for this subscription are going to be stored in remote storage, enter here the relevant remote storage code for this subscription. The values entered here populate the same field in items that are automatically generated.

HOL Links Tab

The HOL Links tab is used to link a subscription to a HOL record. The HOL record is optional.

When a subscription is linked to a HOL record, all issue items belonging to that subscription are linked to that HOL record

To add a new HOL record for a subscription:

Click Create New.
Click Edit. The holdings record cataloging draft is displayed in the Cataloging module, changing and saving to the default values set in the subscription record.
The HOL records that are linked to a subscription appear in the HOL links tab with a check mark in the Sub/Item column.

The following buttons are available on the HOL Links tab:

Edit

In order to edit an existing HOL record, highlight the record and click Edit. The system opens the relevant HOL record in the Cataloging module where you can edit and resend it to the server.

Create New

You must first highlight the subscription in the list and then click Create New.

Link

If there already are HOL records in the list, you can link the subscription by highlighting the line and clicking Link.

Unlink

You can unlink the highlighted subscription from an existing HOL record by highlighting the HOL record and clicking Unlink

3.3 SUBSCRIPTION LOG

The Subscription Log keeps track of various subscription-related activities that have occurred, such as a change in the subscription or the Issue Check in. It is accessible by clicking the Subscription node on the Serials tab. If the subscription is linked to an order created, the Subscription Log also displays order-related transactions.