Creating Copy Records in Acquisitions

You can create copy records for new titles in Acquisitions. This lets you display serial titles that are on order or newly acquired in PAC or staff searching. You can create copy records in Acquisitions using any of these methods:

To have Horizon create copy records for all PO line items at order or receipt, set the Copy/Item Creation field on the PO header to “Create Copy at PO Line Approval” or “Create Copy at Receipt.” (For information, see Copy and Item Creation.)
To create copy records for all PO line items at any time after the purchase order has been processed, use the Create Copy(s) option on the PO Line menu. (For information, see Creating Copy or Item Records for PO Lines.)
To create copy records for individual PO line items, use the New Copy button in the List PO Line Item Copy Candidates window. (For information, see Creating Copy Records for PO Line Items.)

Each of these options creates the copy records automatically, using information on the purchase order. A short bib record is also created for each title if the line is not already linked to a bib record in your database. The bib and copy records are intended to be temporary until they can be fully cataloged in Cataloging, or until they are replaced by imported records. If the line’s bib record has item records but no existing copy records, Horizon moves all the items to the copy record.

You cannot create both item and copy records for the same PO line item in Acquisitions. However, if you create copy records for a PO line item, you can later create item records in Cataloging.

Once you create the copy record in Acquisitions, the acquisition status of “On Order” is assigned in the acq_status field on the copy record. The acquisition status lets users know where the copy is in the acquisition process. Horizon has seven acquisition statuses, as defined on a MARC Holdings record in the 008 tag, position 6:

Unknown. Horizon automatically assigns this status to copies that you or a staff member create in Cataloging, or this status may be assigned by a you or a staff member while creating a new copy record in serials control.
Other Receipt or Acquisition Status. Horizon does not automatically assign this status to copies. You or a staff member assigns this status to copies in serials control.
Completed. Horizon does not automatically assign this status to copies. You assign this status to copies in serials control that have all their pieces (pieces such as those of a monographic series or a multi-volume set) received or are at least in the system. The status is assigned when the set is “complete.”
On Order. Horizon automatically assigns this status to copies that you create in Acquisitions that have not been received. When the item is received in Acquisitions, Horizon automatically changes the status from “On Order” to “Currently Received.” If you receive the item in serials control, then you must change the status to “Currently Received” when you are ready to check in the first issue for that copy. You can assign the status “On Order” in serials control while creating a new copy record only if you do not have Horizon’s Acquisitions and you then change the status to “Currently Received” in serials checkin when you are ready to receive the item. You can assign the “On Order” status in serials control if you have Horizon’s Acquisitions and if you then link the copy record to an order. (For more information on linking a copy record to an order, see the Serials Guide.) If you then receive the copy’s title in Acquisitions, Horizon would automatically update the acquisition status.
Currently Received. Horizon automatically assigns this status to items that are received in Acquisitions or to new copies that you create in serials control. You can also assign this status to a copy while receiving parts for that copy in serials checkin. Copies with this status have issues or parts of the copy that are being currently received. If you want to predict issues in serials checkin for a given copy or if you want to claim any missing or late issues through serials checkin, you must have the status “Currently Received” assigned to the copy.

Note: For new copies you create in serials control with the status of “Currently Received,” you must also enter the vendor before you save the copy record. This is so the system knows who to send claims to.

Not Currently Received. Horizon does not automatically assign this status to copies. You assign this status (through serials control) to new copies (or parts of copies) that are not currently being received in the system. (For example, your library may want to get the copy record set up in advance but is not ready to order or receive that parts of that copy, or your library had been receiving parts and then cancelled the order or stopped receiving parts because of discontinued publication or other reasons.)
Not Currently Published. Horizon does not automatically assign this status to copies. You assign this status to copies with titles that have not been published yet. If you want to set up the copy record in advance of ordering the copy, you may want to assign this acquisition status to the copy.

 


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