[Wactclc-alma] reinstating a periodical for receiving

[Thomas, Kirsti]

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>
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>

-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://lists.ctc.edu/pipermail/wactclc-alma_lists.ctc.edu/attachments/20181129/97bc0a65/attachment-0002.html>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image001.jpg
Type: image/jpeg
Size: 48493 bytes
Desc: image001.jpg
URL: <http://lists.ctc.edu/pipermail/wactclc-alma_lists.ctc.edu/attachments/20181129/97bc0a65/attachment-0004.jpg>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image002.jpg
Type: image/jpeg
Size: 42377 bytes
Desc: image002.jpg
URL: <http://lists.ctc.edu/pipermail/wactclc-alma_lists.ctc.edu/attachments/20181129/97bc0a65/attachment-0005.jpg>