Scope: If one wishes to retain the check-in history associated with the "component pattern" of a standing order, the Voyager system does not allow for cancellation of a standing order once items have been received on the standing order record (Voyager creates a pop up note explaining "This purchase order contains serials and cannot be cancelled"). This document describes a workaround practice that LTS Olin staff use. It allows a "Cancellation Memorandum" for standing orders to be generated while still retaining the cancellation information in Voyager.
Contact: Gary Branch
Unit: Monographs Receiving
Date last reviewed: 06/21/07
Date of next review: June 2008
Generating the Mock "Cancellation"
Completing the Purchase Order and Record Maintenance
A. Generating the Mock "Cancellation":
- In Serials Check-In of the Acquisition Module, retrieve the check-in record for the standing order title to be cancelled.
- If it has a predictive pattern, change the next expected issue to read: "CANCELLATION."
- If it is non-predictive,
a. change to any predictive pattern first (you will lose receipt information in history, but can still acces it through the invoice line items)
b. change the next expected issue to read: "CANCELLATION."
- Accept the issue renamed "CANCELLATION"
- Choose claim from the "Mark Reason" drop-down menu --> "mark" --> "back" --> "history" --> click on the problem history tab.
- Under "issue identification" highlight the title to be cancelled, choose "claim" --> "generate claim".
- For "Claim Type:" choose "other" from the drop down menu.
- Enter cancellation message in "Comment:" --> choose "OK".
- A cancellation memorandum will be printed the next morning from the Acquisitions Standing Order print queue.
10. File a copy of the cancellation memo and any accompanying information in the correspondence file.
11. Send the cancellation memo to the specified vendor if CUL initiated a cancellation.
12. These instructions should be followed for confirmation purposes even if the cancellation was previously done by phone, e-mail, fax, etc.
B. Completing the Purchase Order and Record Maintenance:
- From Serials Check-In of the Acquisition Module, retrieve the check-in record for the title of standing order that was cancelled the previous day.
- Receive the issue renamed "cancellation" as described in Section A.
- From the Subscription Maintenance folder, close the check-in pattern component. DO NOT DELETE the component (Deletion will remove all recorded receipt history for that component/title that the Library need to preserved).
- Go to the purchase order, in the notes field, enter the following information:
a. The note "CANCELLED"
b. Date
c. Reason
d. Your initials
- "Complete" the purchase order
All unapproved invoices and unresolved claims must be resolved prior to completing the purchase order.
- In the 852 field of the copy holdings record for the cancelled order, enter a note:
|x "CANCELLED" [date of cancellation], [reason]
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