[Wactclc-alma] reinstating a periodical for receiving

Stephanie Levesen Stephanie.Levesen at skagit.edu
Tue Dec 4 15:54:41 PST 2018


Hi Kristi,

We did have to delete a second holdings records when we added the location to the POL that we created.  This holding didn't have any items attached to it.  After creating the POL we went in to the holdings, attached the existing items to the POL that was created and then deleted the second holdings record with no items attached.  Justine said it was easier to do it this way since we didn't have too many titles that needed to have a POL attached to the record.  The other way (something about APIs or whatever from EBSCO) would have been too cumbersome to set up. It wasn't too time consuming to delete since we did it on the same screen when we attached the record.  It was just a matter of checking the box and saying "delete."

I don't normally create orders or POLs so when I did this last summer it was all new to me and doing it the easiest way that Justine explained got the job done without too much hassle.



Stephanie Levesen
Periodicals/Circulation/Reserves/ILLs
Norwood Cole Library
Skagit Valley College
2405 E College Way
Mount Vernon, WA  98273

360-416-7837

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu> On Behalf Of Thomas, Kirsti
Sent: Tuesday, December 4, 2018 3:14 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu>
Subject: Re: [Wactclc-alma] reinstating a periodical for receiving

In this particular case, we were adding POLs to periodical titles that we already had existing items and holdings records for.  We've had these print periodicals for years.  We're only just now getting around to putting the order information into the library system, which seems to make everything more convoluted.

We were worried that if we added a location to the POL, that would create an extra holdings record that we'd need to remember to delete once we associated the POL with the holdings record that already existed.

It sounds like you've done that and you didn't have to delete any duplicate holdings records when you associated the POL with your existing holdings record, yes?

We definitely add a location to the POL when we go through the order process the normal way.  We just didn't know what Alma would do in this particular situation.



It will be ok!

Kirsti S. Thomas
Library Technical Services Manager
Seattle Colleges
kirsti.thomas at seattlecolleges.edu<mailto:kirsti.thomas at seattlecolleges.edu>
206-934-4106







From: Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu] On Behalf Of Stephanie Levesen
Sent: Thursday, November 29, 2018 6:42 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] reinstating a periodical for receiving

When I created my POLs, I added a location and didn't seem to have any problems attaching the existing records to the new holding.  Why are you creating a POL without a location attached to it?  I'm not sure I understand that idea.  I would think you'd want the location attached to it.

We have two locations for periodicals, one is for display when the new magazines come in and one is for the back issues where they usually live after a month or so of being on display.  I assign the regular location (mv periodicals stacks or whatever it is) to the POL and then just use Scan In items to adjust the new magazines location to a temporary one while it's on display.

Let me know why I should be creating a POL without a location if that's a better way to create one when doing periodicals.

Thanks,
Stephanie

Stephanie Levesen
Periodicals/ILLs/Circulation
Norwood Cole Library
Skagit Valley College
2405 E College Way
Mount Vernon, WA  98273

360-416-7659

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of Cara Beth Stevenson
Sent: Thursday, November 29, 2018 9:39 AM
To: 'WACTCLC Alma Discussion' <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] reinstating a periodical for receiving

Wow. Thanks, Kirsti.

Following the clear & helpful instructions that Stephanie sent, I kept thinking that I had done this before. Indeed, I must have because all of our periodicals that came over from Voyager have POLs associated.

With gratitude for the collective knowledge of this group,
Cara Beth

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of Thomas, Kirsti
Sent: Wednesday, November 28, 2018 5:36 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] reinstating a periodical for receiving

North Seattle College just started adding PO Lines to their existing periodicals last week and we ran into more or less the same problem you were having, Cara Beth.

One of the important things we learned when we checked the Alma Online Help page Manually Creating a PO Line:
https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/020Acquisitions/020Purchasing/020Creating_PO_Lines/030Manually_Creating_a_PO_Line

was that we needed to click "Save" instead of "Save and Continue" after creating the POL.  (See the "Assign Inventory Manually" line in one of the tables on the Manually Creating a PO Line help page)


We did *not* enter a location in the POL and we ignored the warning box we got after we clicked "Save" telling us that the POL didn't have a location.

The step of checking the Assign Inventory Manually box on the PO Line Owner and Type screen, as Stephanie mentions in her instructions, was also really important.

After saving the POL without a location, the next step was to do a Repository Search for the periodical title and find the existing holdings record that we wanted to attach the POL to.  We followed the same steps as in Stephanie's instructions-Click the Action button (3 dots) and select the option to Associate a PO Line.

We also ran into a really big problem whenever we had a bib record with only one holdings record attached-clicking on the Holdings link on the display screen opened up a MARC display of the holdings record.  We couldn't find any way at all to get to the Action button/menu when we only had one holdings record. It was maddening.

I filed a case with Ex Libris and almost immediately after I hit "Submit" Casey Chow discovered that if she did an "All Titles" repository search, she could click Holdings and get to a screen that had an Action button.  If she did a "Physical Titles" repository search, then clicking Holdings on something with only one holdings record dumped us straight into the MARC display.

So use an "All Titles" search instead of a "Physical Titles" search when you need to associate a new POL with an existing holdings record.

Yaala at Ex Libris Support told us later that if you do a "Physical Titles" search for something that only has 1 holdings record, you can work your way to the screen you need by clicking the Items link on the display screen, then clicking View All Holdings at the top of the List of Items page.

I've asked Yaala to tell the documentation team that they need to explicitly explain these steps on the Working With Holdings Records help page: https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/040Resource_Management/040Metadata_Management/Working_with_Holdings_Records#Working_with_the_List_of_Holdings

Right now they just say "Note: If there is only one holdings record, selecting Holdings after a repository search opens the MARC simple Record View page."
Sigh.


Kirsti S. Thomas
Library Technical Services Manager
Seattle Colleges
kirsti.thomas at seattlecolleges.edu<mailto:kirsti.thomas at seattlecolleges.edu>
206-934-4106




From: Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu] On Behalf Of Cara Beth Stevenson
Sent: Tuesday, November 27, 2018 3:32 PM
To: 'WACTCLC Alma Discussion' <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] reinstating a periodical for receiving

Stephanie,

It took a couple of tries to "Associate a PO Line" but it is done and the Receive New Items screen appears as I expect it to look. The duplicate and Generate buttons are working.

My sincere thanks for your generous assistance.

PS. Say "hi" to my buddy Julie!

Cara Beth Stevenson
Grays Harbor College
1620 Edward P. Smith Drive
Aberdeen, WA 98520
360-538-4057
cara.stevenson at ghc.edu<mailto:cara.stevenson at ghc.edu>

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of Stephanie Levesen
Sent: Tuesday, November 27, 2018 12:10 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] reinstating a periodical for receiving

Hi Cara Beth,

I think I can help.  I've attached the procedure we use to create a new POL and attach holdings to it.  From the receive new items screenshot you provided, it doesn't look like your existing holdings are actually attached to the new POL line you created.  We ran into that here this quarter when our POLs were deleted for magazine holdings.  With Wade's help he was able to duplicate things, but we still had to go in and reattach the existing holdings to POLs.  I got most of them, but there are a few I still find that have to be reattached.

Let me know if this helps or if it's something else that's not working.  Don't delete your existing holdings yet.

Thanks,
Stephanie

Stephanie Levesen
Periodicals/Circulation/Reserves/ILLs
Norwood Cole Library
Skagit Valley College
2405 E College Way
Mount Vernon, WA  98273

360-416-7837

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of Cara Beth Stevenson
Sent: Tuesday, November 27, 2018 10:46 AM
To: '(wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>)' <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: [Wactclc-alma] reinstating a periodical for receiving

We have a journal that we wish to reinstate after not receiving since before Alma.
I am so frustrated trying to set this up for receiving routines, I'm not sure if I can describe what's happening.

This is a gift subscription to Aquaculture North America.
I set up a POLine, and alma created a new holdings record separate from the existing holdings. I don't remember how, but I set up a POL with the existing holdings.  When I start the receiving routine, the locations column is empty:
[cid:image001.jpg at 01D48649.F92AE6E0]

The Receive New Items screen doesn't behave as I expect it. It doesn't show the Last received item, and it won't generate a description from the Chronology inputs.

[cid:image002.jpg at 01D48649.F92AE6E0]

I am considering withdrawing the back issues and starting from scratch, but first I will ask if anyone else has had this problem.


Cara Beth Stevenson
Grays Harbor College
1620 Edward P. Smith Drive
Aberdeen, WA 98520
360-538-4057
cara.stevenson at ghc.edu<mailto:cara.stevenson at ghc.edu>

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