ARC StaffWeb

• Ordering
  • Yankee
  • Lindsay & Howes
  • Book House
  • Other vendors
• Receiving

Ordering

For all mvsets, a bibliographic record must be created, either as an import from OCLC or as a provisional record.

• When selecting a record in OCLC, be sure to choose a record for the set and not a record for a particular volume of the set.
• Bibliographic records for mvsets will have "v." or the number of volumes followed by "v." in the 300 tag.
  
  
• Records for mvsets will also often have more than one ISBN in multiple 020 tags, to reflect the ISBN’s of each of the volumes.
• Records for mvsets sometimes have multiple dates in the fixed field and in the subfield c of the 260 tag.
• In the 948, add a subfield a with the notation "ct=mvset"
  
• The 852 tag in the Holdings record is no different than in an order for a single monograph. However, in the Leader in the Holdings record, change the x in Type of record to v, and the Encoding level from 1 to 4.
  

After selecting a bibliographic record for the MV Set, create a PO in Voyager.

• The PO Order Type should always be "Continuation."
• The Line Item Type in the Details window should always be "Multi-Part." Take extra care to select this from the pull-down menu because once the PO is approved, the Line Item Type may not be changed.
• In the Instructions to Vendor field in the Details Window, specify which volumes of the set the vendor should supply. (ex. "Please supply ALL volumes of this 6 volume set" or "Please supply ONLY volumes 1 and 6 of this 10 volume set")

Before sending off an order for a multi-volume set, have a supervisor quickly review your order.

Yankee

If available from Yankee, do NOT order on GOBI. Create a purchase order and either mail it to YBP, or email our representative at YBP with the entire order information.

• In the Order Notes Tab, write, "PLEASE SUPPLY ON SUBACCOUNT 5417-18. THANK YOU." That account is our multi-volume sets account with YBP. If emailing to our representative, be sure to instruct her/him to supply on our sub-account 5417-18.
• Never order multi-volume items from Yankee on any other account.

Lindsay & Howes

If available from Lindsay & Howes, do NOT order on GOBI. Create a purchase order and either mail it to Lindsay & Howes, or email our representative at Lindsay & Howes with the entire order information.

• In the Order Notes Tab, write, "PLEASE SUPPLY ON SUBACCOUNT 5417-68. THANK YOU." That account is our multi-volume sets account with Lindsay & Howes. If emailing to our representative, be sure to instruct her/him to supply on our sub-account 5417-68.
• Never order multi-volume items from Lindsay & Howes on any other account.

Book House

If ordering from Book House (whether online or via mail) instruct them to supply on our "NWC" continuations account. Add notes to the vendor in the Instructions to Vendor field just as you would for a Yankee mvset PO.

Other vendors

If ordering from any other vendor, be sure to specify which volumes we want in the notes fields. Some vendors do require special procedures for the ordering of a multi-volume set. In this case, consult a supervisor.

Receiving

1. When receiving a multi-volume set on an invoice, you may import the line item from the purchase order into the invoice as you normally would for any other firm order invoice.
2. In the invoice, describe what volume(s) of the set were received in the Line Item Notes.
   
3. Put a rubber band around the volumes if more than one volume was received, and insert a pink flag with the bib record number written on top.
4. See Book Distribution for where to put received mvsets.

Content Questions? Contact c-grove@northwestern.edu
Technical questions? Contact j-bartlett@northwestern.edu
Last reviewed: 3/3/08