If you are adding a line for a new title subscription, do one of the following:
• | Create the bib record in Cataloging before you create the PO line. Then create the PO line by copying the title from staff searching. (For information, see Creating a PO Line for a Title in Staff Searching.) This links the bib record to the PO line. The bib record is also linked to the PO line if you copy the title from staff searching to a purchase request and then copy the purchase request to a purchase order. (If the PO line has already been created, see Workaround for Linking Existing PO Lines to Bib Records.) |
• | Let Horizon create the bib record automatically at the time copy records are created for the PO line (instead of creating the bib record in Cataloging and copying the title from staff searching). To do this, you must create copy records for the PO line in Acquisitions. (The options for creating copy records in Acquisitions are explained on See "Creating Copy Records in Acquisitions".) When Horizon creates the copy records, it also creates a short bib record for the line, if the line is not already linked to a bib record in your database. |
If you are adding a line for the renewal of an existing subscription, do one of the following:
• | Create the line by copying the title from staff searching. (For information, see Creating a PO Line for a Title in Staff Searching.) This is the most common method. |
• | If the title exists as a purchase request and the purchase request is linked to the appropriate bib record, copy the purchase request to the purchase order. |
• | If the title exists as a line on another purchase order, copy the line to the new purchase order, using the Copy Line(s) to PO option on the PO Line menu. |
• | If the title already exists on the purchase order, open the purchase order twice; then copy the line from one window to the other, using the Copy Line(s) to PO option on the PO Line menu. (For instructions, see Creating a PO Line by Copying a Line from Another PO.) |
Important: Do not use the Copy option on the File menu. Unless you have changed your view settings, this option does not copy the link to the bib record.
Workaround for Linking Existing PO Lines to Bib Records
If a PO line was not linked to its corresponding bib record when it was created (using one of the methods above), you can still link the line and bib record. You can do this by merging a short bib record created for the line in Acquisitions with the full bib record created in Cataloging.
1 | If you have not already, create copy records for the PO line in Acquisitions. This generates a short bib record that is linked to the PO line. (For instructions, see Creating Copy or Item Records for PO Lines.) |
2 | Merge the short bib record into the full bib record in Cataloging. This links the full bib record to the PO line. (For instructions on merging bib records, see the Cataloging Guide.) |
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