Titles that are on order in Acquisitions appear in your catalog if you choose to create copy records or item records at order or receipt, or if you create them using the Create Item(s) or Create Copy(s) option on the PO Line menu. Short bib records are also created for each title if the PO line is not already linked to a bib record in your database. These bib, item, and copy records are created automatically with information on the purchase order. They are intended to be temporary until they can be cataloged more completely or until they are replaced by imported records.
Each option for creating copy or item records for Acquisitions titles is explained below. You select these options for each purchase order in the Copy/Item Creation field on the PO header.
• | Create Copy and Item at PO Line Approval. Copy records and item records are created (and displayed in PAC or staff searching) when you or Horizon approve the PO line. A bib record is also created if the PO line is not already linked to a bib record in your database. An item status of “On Order” is assigned to the items. After you receive the items, the item status changes to “Newly Acquired.” An acquisition status of “On Order” is assigned to the copies. After you receive the copies, the acquisition status changes to “Currently Received.” |
• | Create Copy and Item at Receipt. Copy records and item records are created (and displayed in PAC or staff searching) when you receive the items. A bib record is also created if the PO line is not already linked to a bib record in your database. An item status of “Newly Acquired” is assigned to the items and an acquisition status of “Currently Received” is assigned to the copies. |
• | No Automatic Copy/Item Creation. Bib records, copy records, and item records are not created automatically at PO line approval or receipt. If you choose this option, be aware that you can still create copy records or item records in Acquisitions with the Create Item(s) or Create Copy(s) option on the PO Line menu after you print the purchase order or create an electronic order for it. You can also create copy records for individual line items with the New Copy button in the List PO Line Item Copy Candidates window. |
If you do not create copy records or item records in Acquisitions, new orders do not appear in your catalog until the bib (and copy or item) records are imported or created by cataloging staff in the Cataloging module.
Depending on your view definitions, “No Automatic Copy/Item Creation” option may be marked by default. However, you can change the option that is marked by default by editing the “po_header” view definition. (For more information, see Customizing Views.)
If you choose to create copy records or item records at order or receipt, or by using the Create Copy(s) or Create Item(s) or option on the PO Line menu, Horizon creates the copy records or item records automatically, using the collection and item type you enter in the PO header or for the PO line item. You may want to create a generic collection and item type for items created in Acquisitions. (For more information, see “Collections and Item Types for Acquisitions” in the Acquisitions Setup Guide.)
If you use EDIFACT electronic ordering and use vendor enhanced services, then your vendor will receive the item information you specify in the purchase order. (For more information, see “Using Vendor Enhanced Services” in the Acquisitions Setup Guide.) The vendor adds the item information to the MARC bib records they will send you (usually in the MARC 949 tag). When you import those MARC bib records, Horizon replaces any temporary item records with the ones created from the imported MARC bib record.
When Horizon creates the copy records or item records, it also creates a bib record (using the bib information on the PO line), if the PO line is not already linked to a bib record in your database. (A PO line is already linked to a bib record if you created the PO line by copying a title in staff searching or by copying a PR that was copied from staff searching.)
If your library imports full MARC records, be aware that Horizon overwrites the information in certain fields for Acquisitions-created bib records with bibliographic information entered by the online vendor for that ISBN number. Horizon overwrites information in these fields: Publisher, Pub. Date, Pub. Place, Edition, Part/Volume, and Call Number.
If you choose to create bib, copy, or item records, the new copy or item records use the call number from the PO line distribution group.
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