CLAIMING SERIAL TITLES USING A BOOLEAN REVIEW FILE

III.  HOW TO GENERATE CLAIMS VIA INNOPAC

B. CLAIMING USING A BOOLEAN REVIEW FILE

The following procedure applies to RECEIVED DIRECT TITLES ONLY.  All Boolean claiming on centrally received titles is performed by the central processing units.

1. OVERVIEW
   1. Create a Boolean review file using the "Create lists of records" program. This file will contain all the branch's received direct titles having "late" issues.

   2. Claim using one of the following methods
      1. If claiming via "UPDATE" PROGRAM:
         1. Make a printout (containing record number only) of all titles in your Boolean review file. Use the "List" feature of the "Create lists of records program" to produce this printout.

         2. Review, claim and edit records as necessary via UPDATE.  Use the "Review FILE records" feature.

         This is the preferred method of claiming because you can also edit the record and access all screens from within the same program.

      2. If claiming via "CLAIM OVERDUE ISSUES" PROGRAM:

         This program enables you to claim directly off the Boolean file (without having to print and individually search each record).

         However, records cannot be edited from within this program and there are many other display limitations that can impact the claiming process.  A high percentage of titles will require your going into UPDATE to do additional editing or verification of information.

   3. Delete the Boolean review file using the "Create lists of records" program.

   See SECTION III.B.5 for details of this procedure.

2. CREATING A BOOLEAN FILE

   Key:
   V	<INNOVACQ>  <return>
   M	<MANAGEMENT information>
   L	<Create LISTS of records>
   Initials	<return>
   Password	<return>

   Select a file:
   Choose an EMPTY file (the smallest available file that will suit your needs)
   Key 2  <Create a new file>

   NOTE: If you still have a previous review file in the database, delete your old file and create a new one in its place:
        Choose the number of your old file.
        Key N  <NEW boolean search, delete the review file>

   Key:
   C	<CHECKIN list>
   C	<Search on CHECKIN card>
   R	Retain only the RECORD in review file

   Set the parameters to retrieve records for your receiving location that have "late" issues:

   Key:
   07    [RLOC]  =   your unit's RLOC code
   A     [and]
   05   [CLAIMON]  <  today's date
   A    [and]
   05   [CLAIMON]  ~  blank  (hit space bar twice)
   USE BLANK DATE?   Y

   To limit your search to a particular range of record numbers:

   <Set range of numbers>

   Search records in another review file?   N

   Enter starting record number:

   Enter ending record number:

   Is the range correct?   y/n

   S   <START>

   <What name would you like to give this file of records?>       e.g., save til 5/15/96 DJ/PUBL CLAIMS

         Begin your file name with "save til [date], [your initials] and then provide a BRIEF
         DESCRIPTION of the file.   The "Save til" date should be realistic; do not tie
         up files needlessly.

   Since it is difficult to interrupt the reviewing of a file, the range of "records found" should be kept at a manageable level-- anywhere between 50-200 records.  Hit "S" to stop searching whenever the file is the size you want it to be.

   When "BOOLEAN SEARCH COMPLETE":
         Press    <space>  to continue
         Key Q  <QUIT>  3 times to return to the INNOPAC main menu.

3. PRINTING TITLES IN THE BOOLEAN FILE

   Use the following procedure to produce a printout of checkin record numbers (in record number order).

   Key:
   M   <MANAGEMENT information>
   L   <Create LISTS of RECORDS>
   Initials        <return>
   Password   <return>
   Select the appropriate review file.
   L    <LIST some of the data in the review file records>
   <Print Item # 1>   09   <RECORD #>
   <Print Item # 2>              <return>
   <Start displaying each variable length field on a new line?>   N
   <Do you want the box information listed?>   N
   <How many blank lines between records?>   (1-4)
   <Key page heading if desired>
   <Start at what record?>   (return for first)
   <Limit listing to a particular subset of records?>   N
   <Display meaning of fixed fields instead of value?>   N
   <Are all options as you want them?>   y/n
   When printing completed:
   Key  Q  <QUIT>  twice to return to the INNOPAC main menu.

4. USING THE "CLAIM OVERDUE ISSUES" PROGRAM

   Key:
   V   <INNOVACQ>  <return>
   O   <ORDERING and receiving subsystem>
   S   <SERIALS processing>
   C   <CLAIM overdue issues>
   Initials        <return>
   Password   <return>
   S   <Examine the SERIAL file to find overdue issues>
   <Use review file?>   Y
   Select your file.
   <Normally BOTH the title and checkin card are automatically displayed.  After displaying the title, ask before displaying the checkin card?>   N
   The first title will now display on the screen.  You will be given the following options:
   C   <Claim ALL late issues>
   V   <VERIFY each late claim>
   Q   <QUIT the claiming process>  (moves you to the next record without generating        a claim)
   It is recommended that you always choose V to Verify each claim (rather than "claim all issues").  There may be late boxes on other screens that cannot be viewed because there is no "scrolling-option" in the claiming program.

   The "Claim Overdue Issues Program" works basically the same way as claiming via update or checkin mode (see SECTION III.A), with the following editing and display limitations:

   1. Records cannot be edited in the claiming program.  If a title requires additional editing, copy down the record number and go into the UPDATE program.  (Copy down the number before generating the claim, since the system moves you immediately to the next record after claiming.)

   2. CHECK NOTE and CLAIM NOTE fields from the checkin record do not display on the initial claiming screen.  To view these fields for additional claiming instructions,
            Key "C" to move to the checkin record.

   3. You cannot view card parameters or scroll to other screens of the card.

   4. You cannot switch card formats.  (But you can see the full text of box-specific notes and cover dates whenever you key "V" to verify claim.)

   5. If the title has multiple order records, the system will jump to a summary of order records, but no longer displays the shelving location of the checkin record.  Choose the order number from the summary screen (or you will be bounced to the next record in the review file).

      To stop the claiming program before reviewing all the records in the file, key "S".  You can return to the review file at a later time.  Process any problem titles you noted down first, or you will have to review them again.  Keep a log of the last record number reviewed.

      When you reach the end of the file, the system will return you to the "Claim Serial issues" menu screen.  Key "Q" to Quit.  Any titles that you claimed will already have been sent to the print queue.  Printing, mailing, and distribution are the same as those previously described in SECTION III.A.5.

5. DELETING THE BOOLEAN FILE

   When you are finished with your Boolean file, delete it because the number of Boolean files is very limited.

   To delete your file, key:
   M   <MANAGEMENT information>
   L   <Create LISTS of RECORDS>
   Initials        <return>
   Password   <return>
   Select the appropriate review file.
   Key  "E"   <EMPTY your review file>
   <Are you sure you want to empty the current review file?>     Y
   Key   Q   <QUIT>  twice to exit to the Innopac main menu.

6. RENAMING THE BOOLEAN FILE

   This procedure describes how to rename an existing Boolean file.  The list of review files are periodically reviewed and deleted if the "save till" date has lapsed.  Therefore, you may need to reset the date if you need to keep your file longer than you had initially indicated.

   Key:

   M   <MANAGEMENT information>
   L   <Create LISTS of RECORDS>
   Initials        <return>
   Password   <return>
   Select the appropriate review file.
   A   >   APPEND more records to review file
   07    [RLOC]  =   your unit's RLOC code
   <Set range of numbers>
   Search records in another review file?   N
   Enter starting record number:    Key 1000001
   Enter ending record number:     Key 1000001
   Is the range correct?  Y
   S   <START>
   <What name would you like to give this file of records?>        Key the new file name that you want to appear.

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Last updated Thursday, 04-Aug-2005 12:21:41 PDT Contact