(New) Processing/Cataloging Acquisitions Items

Getting the purchased item cataloged and out on the shelf is usually the final step in acquisitions. There are a couple of ways you can approach this depending on your workflow. The goal is to finalize the existing “On Order” item that was created when the purchase order was activated. Finalizing the original “On Order” item retains the link between your holding and the original order (originating acquisition).

Open the On Order Item in the Holdings Editor

Option 1: Search the Catalog for the ISBN

1. Go to Cataloging => Search the Catalog (New).
2. Click on the Numeric Search tab.
3. Select “ISBN” from the Query Type dropdown.
4. Enter the ISBN into the Value box where it says “Numeric Query…”
5. If not already set, choose the location you want to search.
6. Click Search
7. Check the title and author in the bib record you retrieve to make sure they match what you have in your hand. [Occasionally your on order item may attach to the wrong bib record. If this happens, contact NOBLE to move your order.]
8. If you find more than one on order item attached to the bib you can use the “View” link next to the barcode to access Item Status. Use the “Show – Originating Acquisition” option under the Actions menu to view the line item the item is attached to.
9. Click on the Edit link below the barcode. This will take you to the Holdings Editor.
10. Apply the appropriate holdings template, replace the temporary on order barcode and call number, and make any other necessary changes to the holdings data.
11. Save the holding.

Option 2: Use the Holdings Maint. Option in the Line Item Actions Menu in the Purchase Order

You might use this method if you have a number of books to catalog that you know are on the same purchase order.

1. Go to Acquisitions => Purchase Orders and search for the purchase order.
2. On the right hand side of the line item click on the Actions menu and select Open Holdings View.
3. The Holdings View tab in the catalog record opens in a new tab.
4. Select the On Order item you want to catalog.
5. Click on the Actions icon (or do a right click) and select Edit Call Numbers And Items – OR – click on the Item Table tab and then click on the Edit link below the barcode. This will take you to the Holdings Editor.
6. Apply the appropriate holdings template, replace the temporary on order barcode and call number, and make any other necessary changes to the holdings data.
7. Save the holding and close the tab.
8. Click back to the tab your purchase order is in and click on the line item Actions menu for the next title.