Claims
Vendor record
Set Delivery (Acq) and Delivery Delay on tab 3. There are three options (Acq 1,2,3) for Delivery (can select: Surface, Airmail, Air freight, Courier, Sea Mail) with a corresponding number of days for delivery delay in the vendor record
If vendor has an account number assigned to our library, enter on tab 2:
Account no. (M) for monographs
Account no. (S) for serials/standing orders
Aleph selects the number for the letter based on the order type (monograph, serial, standing order) and subscription. For serials [L] Subscription record, tab2 has “Vendor order no.” for jobber number
If there is an additional number assigned per title, it goes in a note in the order
Tab2 “Letter send method” and “List send method” must be set – at this time to “Print”
Vendor addresses – an addresses needs to exist for tab2 “Claim address”
Monographs
Order record
Procedures that must be followed for claiming depend, first of all, on the information provided on the Order Form when the order was first created.
A new record gives the option of clicking Batch Claiming and/or setting a Claim Date.
Click the batch claiming for most orders and allow the date to be generated. The date will be generated when acq14 is run for all orders clicked “Send” and therefore status RSV (not New)
NOTE:
Gift that does not get arrived and the vendor has “0” Delay days and whether we do or don’t click batch claiming, the claim date is set for the date entered and a claim will report on Acq12.
The date will be generated based on the Delivery Type selected in the order, corresponding to the Delivery (Acq) settings in the vendor record.
Thereafter, the system will continue to update the claim date automatically if the order’s claims are being handled through Claim Report and Letters for Monograph Orders (acq-12) service.
If on the other hand the order’s claims are being handled manually by clicking the New Claim button on the Order Claim List, then the claim date will be updated only if the Claim Date field on the Claim form is changed.
Order Log
The Order Log keeps track of various order-related activities such as change in Order Status or the Next Claim Date.
Order – Order display
In addition to the claim date that is being updated from time to time, the system stores the Original Estimated Date of Arrival (Original EDA), which is the same is the first claim date.
Batch claiming service
Claim Report & Letters for Monograph Orders (acq-12)
When this service is run, the system will calculate new claim dates in one of two ways:
1) the service has a box where you can adjust a new claim date for all monograph orders: “Number of days until next claim”
2) if the value is zero (i.e. blank), the date is set by the vendor’s defaults based on delivery type and delay days.
Run acq-12 daily to get reports
for BBS and “other” (Can only do 2 in the manner described below)
- Enter separate output filename for reports and for letters.
- Set
Update Database to “yes”
- Run 1st acq-12 with vendor set to 0070015
- Follow
with acq-12 with vendor set to [blank]
Acq-12 will produce three printouts.
1) list of all orders for which the Batch Claiming box was checked
2) list all orders for which the Batch Claiming was NOT checked (file-x)
3) letters. NOTE: Letters will be
produced only for orders in which the Batch Claiming checkbox in the Order Form
was chosen.
NOTE: The system automatically adds x as a suffix to the file name of the printout of orders for which the Batch Claiming box was not checked
NOTE: If you use “View history” and
don’t change the name of the file, it will overlay the previous file but change
the date run. I also may be that the log is not updated right (still checking)
Manual claiming
Claims node on order tab
Select the New Claim button to add new line – OR – highlight an existing line to update it
To create:
- Retrieve order and move to Order tree
- Click Claims in [O] Order node
- Click “New”
To manage – fill in appropriate text:
- Text type in the Claim Text box displays in the Claim Ttext column in the top pane along with the corresponding date
- Text typed in the Claim Reply box displays in the Reply Text column along with the corresponding date
- One may use the Claim text (to display above) plus the drop down in Vendor Reply to quickly create a status code and local note
- Dates – set as appropriate. If left blank, it defaults to current date.
- Expected arrival date – use this to change the one issue’s expected date if the vendor gives you a new expected date. This does not change the predict pattern of other issues. If the whole subscription needs to be changed, adjust the HOL 853X $3 or tab4 Start date; may also need to adjust First Claim number on [L] Subscription tab3
- Item – change processing status to CO
- Manually created claims must be manually deleted using the Delete Claim button
Automatic Update of Expected Arrival issue (only displays for new monograph claims):
If you want the next claim date to be calculated based on delivery type and delay, select this option.
If you do not select this option, the field is available for you to update the expected arrival date of the order manually.
Expected Arrival date:
If you do select “automatic” but enter a date, it is read-only and acq-12 will use the vendor record.
If you do not select “automatic” above, the date entered here will be used by acq-12
Send Claim: selected this option if you want to send the claim via email/EDI/print. You can use this field to resend a claim already sent. Do not select this option if you want to update the claim without sending it.
NOTE: only 4 letter formats are working – Remedy submitted
Order Log Report (acq-22)
This service generates a report containing information about orders.
UND Monograph Claiming
We use claim form to record information about delayed or claimed orders.
BBS Claims for Monographs
BBS is sending Order Status Messages via email. The email is received 48 hours after the information becomes available. BBS will automatically cancel after 270 days.
Messages on orders are:
Out of print. Your order is cancelled
Out of stock. Your order is recorded (Out of stock at the publisher. BBS waits to see if the publisher will print more. There is no point calling them; they won’t do anything)
Out stock (publisher tells BBS “indefinitely”). Your order is cancelled
Out of stock (publisher gives BBS an expected date). Your order is recorded
Not yet published. Your order is recorded. (If BBS has a date from the publisher (rare) they’ll tell us; if not, there is no point calling BBS)
Order cancelled per your request.
Note: From mid-Sept. 2005, unfilled orders will be cancelled after 270 days and noted as Order cancelled per your request.
Corresponding Aleph codes:
NYP Not yet published
OOS Out of stock
OOP Out of print
Also:
NYD Publication delayed
DYD Delivery delayed
Workflow
A)
OOP Out of print. Your order is cancelled
- Debbie enters info in Aleph claim form
- Lila tries to find another vendor
- If Lila finds another vendor: update original order with new vendor ID and add Vendor note noting the new vendor
OOS Out of stock. Your order is recorded
- Debbie enters info in Aleph claim form
OOS Out of stock indefinitely. Your order is cancelled.
- Debbie enters info in Aleph claim form
- Lila tries to find another vendor
- If Lila finds another vendor: update original order with new vendor ID and add Vendor note noting the new vendor
NYP Not yet published.
- Investigate when it will be published for orders older than a year old(e.g. today is 2005 but we still don’t have 2004 book)
- Debbie enters info in Aleph claim form
- Debbie could call for vendors other than BBS
- Lila could search other vendors
NOTE: We still need to test what happens to claiming for orders set with batch claiming, when we change to a different vendor.
(After Nov. 2005 the information in the emailed claim
notices should match Collection Manager)
We will not rely strictly on the BBS emails because there is no predictability between order date and status notification date. We will use Aleph Acq12.
- Run
Acq12 with 0070015 in the Vendor box.
- By running acq12 the Order note, [C] Claims and [G] Order Log shows the Batch Claim has taken place. For BBS the first claim BATCH update is adequate notation. Debbie should not need to check First claim, but should check 2nd
- Debbie
should not need to check First claim, but should check 2nd
- By
running acq12 the Order note, [C] Claims and [G] Order Log shows the
Batch Claim has taken place. For the first claim, BATCH update is
adequate notation.
- The
claim report identifies claim sequence as follows:
- First
claim has “Previous claim” 0 and Last movement as --
- Next
claim has “Previous claim” 1, etc. and Last movement is previous run
date of acq-12
- The
next claim will say on the report “Previous claims 1 (or more)”. This
would be 180 (depending on Delay days in vendor record).
- Debbie
investigates the status, if she finds conflicting
information or no information on BBS Collections Manager she contacts Sue,
adds claim notes, and prints a claim letter to use to notify the
bibliographer that they need to make a decision.
- If she finds it has been cancelled by BBS, she forwards the information to Lila.
- If the bibliographer chooses a particular option, we will follow that. Debbie records bibliographers response using Claim text.
- Batch claim lines will delete upon arrival. Manually added claim lines need to removed manually.
B) Long outstanding claims
Up to 180 days we leave the order as is, unless a
bibliographer wants us to do something else. Since BBS automatically cancels
after 270 days, we want to contact the bibliographers to re-evaluate before
that time, because most would arrive in a new fiscal year.
- Debbie
investigates and records information found in Aleph claim notes at 180
days (2nd claim).
- Debbie, depending on response, uses claim to print status information for bibliographers and puts in their mailbox. Bibliographer could decide to: try another vendor or try a different book
- Debbie
records bibliographers’ response using Claim text.
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BLACKWELLS
- BOOKS - DUND-P |
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Our
Deposit Account No: 9004128 |
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Attn: |
External
id:58-2 |
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Attached
information regarding items that have been ordered but not received. |
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Please
supply the required item/s or advise. |
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Danziger, Pamela N. |
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Why people
buy things they don't need |
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Paramount
Market Publishing 2002 |
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Doc
Number: |
6009277 |
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Claim: |
Claim past
270 days. Order from another vendor or cancel? |
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Order
Number: |
467 |
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Order
Date: |
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Delivery
Type: |
Surface
mail |
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No. of
Units: |
1 |
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Currency: |
US Dollar |
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ISBN: |
0967143993 |
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Vendor
Contact: |
External
id:58-2 |
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Sincerely, |
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Acquisitions
Department |
Note: Claim text in monograph letters appears as “Claim”
Claim text in serial letters appears as “Additional note to vendor”
Claims for Monographs for Vendors other than BBS that
send Status Reports
Handle similarly to BBS.
The claims for these vendors are printed in the report when the Acq12 vendor box is left blank.
NOTE: We will have to see if differences come up that need to be addressed.
We get status reports from some vendors:
BBS - email to Lila, Laurie, and Debbie
(Order Status reports from Blackwell
come on Monday, it was not an accurate statement. The
status reports are printed on Mondays and arrive in our email on Tuesdays. email from CustServ@BLACKWELL.COM)
ABE – email
Barnes & Noble – email
Coutts – paper – it is possible we would leave these orders for an additional claim cycle since we need to get Canadian books for the Canadian Grant
Harrassowitz – on packing slip?
Aleph Generated Claims for Monographs with vendors
having no status reports or are difficult to contact
We will set Delay days in other vendors’ records to 30 days (up to 60 depending on the vendor)
The claims for these vendors are printed in the report when the Acq12 vendor box is left blank.
Workflow
A)
- We will use Aleph Acq12.
- Run
Acq12 with nothing in the Vendor box.
- Debbie
should not need to check First claim, but should check 2nd
- By
running acq12 the Order note, [C] Claims and [G] Order Log shows the
Batch Claim has taken place. For the first claim, BATCH update is
adequate notation.
- The
claim report identifies claim sequence as follows:
- First
claim has “Previous claim” 0 and Last movement as --
- Next
claim has “Previous claim” 1, etc. and Last movement is previous run
date of acq-12
- The
next claim will say on the report “Previous claims 1 (or more)”. This
would be 60 (depending on Delay days in vendor record).
- Debbie
investigates the status and makes contact as appropriate (email, phone,
etc.), adds claim notes, and prints a claim letter to use to notify the
bibliographer that they need to make a decision.
- Debbie
generates a claim letter to mail if necessary – can choose to use acq-12 if multiple
orders from one vendor or just print a single claim from “Add”
- If
she finds it has been cancelled by the vendor, she forwards the
information to Lila.
- If the bibliographer chooses a particular option, we will follow that. Debbie records bibliographers’ response using Claim text.
B) Long outstanding claims:
Up to 60 we leave the order as is, unless a bibliographer
wants us to do something else. Over 60 days, we contact the bibliographer to
re-evaluate because most would arrive in a new fiscal year. Bibliographer could
decide to: try another vendor or try a different book.
- Debbie
enters claim info into Aleph
- Debbie
contacts vendors via phone or email
- If it
is difficult to get a response from the vendor, wait another claim cycle
- We
will have to make individual judgments on a case-by-case basis.
- Debbie,
depending on response, uses claim to print status information for
bibliographers and puts in their mailbox
NOTE: Unarrive
If an ordered item is processed in a normal workflow with running acq14 and acq12, an item can be unarrived. If it is manually claimed and then arrived in the same day, it doesn’t really unarrive. It needs to be arrived, then unarrived.
Standing Orders
Max Arrival Days (for Standing Order)
This is the maximum number of days that can elapse from the time you received the last volume.
If you have not yet received any volumes, then this is the maximum number of days that can elapse from the time you sent the order to the vendor.
Services
Standing Orders to Claim (acq-11) service:
This function creates a report of standing orders for which volumes have not been received by the maximum number of arrival days set in the Max Arrival Days field of the standing orders Order form. This information can then be used to send claims to vendors. Claim letters can then be sent manually by using the Claim button in the Order List of Admin. Record window.
Claim report for Serial Orders (acq-19) service:
This service produces a report of serials orders that have
not yet arrived.
Claim letters for serials may then be sent manually by using
the claim button in the Order List of Admin. Record window.
You can also use the Serials services Print Claim Letters (serial-44) and Print
Claim Report (serial-04).
For Standing Orders, you can produce a claim report by using
the Claim Report for Standing Orders service (acq-11).
Ser04 and ser44 include standing order serial issues. See Serials below.
NOTE: When more than one volume for a title is late, [C] Claims under [L] Subscription List (click that line first) will list a line for each volume. Claims under [E] Item (since it is per item) has one line just giving the date the batch was run.
Serials
In Aleph, every copy of every issues of a serial must have an item record to enable check-in, claiming and circulation activities.
To claim serial issues automatically, two records must exist:
Subscription record
Prediction pattern (HOL)
Items and subscriptions must be linked to HOL records for an item to be claimed
Subscriptions
The subscription record is required in order to generate serial items based on prediction patterns automatically, and for claiming purposes. The subscription record can also be linked to an Acquisitions Order record, and a ventor. A vendor link is mandatory for automatic claiming. A value must exist in each of the number boxes.
[L] Subscription list, tab 2, Create New
This button allows you to create a new subscription based on the highlighted subscription in the Subscriptions List pane. Use the option if you wish to reassign this subscription to another sublibrary or vendor. This save information about the original sublibrary and vendor which lets you continue claiming to the original vendor.
[L] Subscription list, tab 3
Send Claims: Yes mean the claims will be included in the batch of claims printed with the Print Claims Service serial-44. No or irregular does not automatically send, but will print on the claim report serial-04.
First claim: Enter here the number of days after the issue date of each issue when you with the system automatically send a first claim to the vendor (send claims –yes option). This field can also be described as the delay period from the Issue Date to the Expected Date of Arrival of each issue.
Each subsequent claim is sent the number of days entered after the previous claim.
NOTE: If you enter “NO” and first and subsequent claims “0”, a number will be supplied from the vendor record. If you enter “Yes” you are required to enter a number. This can be the same as the vendor or a number you chose per title. What you enter overrides the vendor record delay days.
Claims
Basic settings involved with claiming:
Non-arrival of an issue based on its “Expected Date of Arrival”. This is set in $3 of HOL or tab4 LevelX of the prediction pattern
Exception: orders for serials for which no issues have arrived. Use acq-19
Automatic claim flag in subscription record
Vendor address setup
Claim dates
The first claim date is the expected arrival date of the issue, which is calculated from the issue date plus the value appearing in the First Claim field of the Subscription Info (2) tab of the Subscription. The Expected Arrival Date is calculated by the system using the publication date of the first issue in the cycle.This date is registered in subfield $3
NOTE: see serial-04
Claiming interval
The interval sets the number of days which elapse from the
time of the previous claim.
Interactive claiming
See also Manual claiming
When you click the Claim button to the right on the Check-In List pane, the Claim List window is displayed. This window displays a list of claims that have already been sent. This enables you to send a new claim claim by clicking New or you can update an existing claim.
Services
Print Serials Claim Report (serial-04)
Print Serials Claim Letters (serial-44)
Generates
claims for all issues which have not arrived by the expected date. Letters will be printed only for titles for which the Send
Claims check box in the Subscription Information Form was checked “Yes” (that
is, for those titles taking part in the automatic claiming mechanism). The Item
Process status NP (Not Published) is not included in this service.
Serial-04
NOTE:
Ser-04 prints a report listing all unreceived expected items even if you say “No” claims.
If you enter “0”s in the first claim, second claim, etc. and select “NO”, the number of days will pull from the vendor record when you update. You can’t enter a subscription record without entering a vendor code. If you put “0” in the vendor, it still prints in the report. Hence you can’t “zero-out” or stop claims from being reported. “No” seems to mean no letter (edi/mail) rather than no claim.
NOTE: If you use “View history”
and don’t change the name of the file, it will overlay the previous file but
change the date run. I also may be that the log is not updated right (still
checking)
However, this can be useful if you
want to run the same report in different order (choices: vendor, title) the
same day. If you want to retain both reports, the 2nd one must be
named differently.
Claim Report for Serials Orders (acq-19)
This service produces a report of serials orders that have not yet arrived. Claim letters for serials can then be sent manually by using the claim button in the Order List of Admin Record window. You can also use serials-04 and serials-44.
_+_+_+_+_
To print manual claims change print.ini for ACQ to Y
ClaimLetter 08 Y B claimltr.prn
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Serial Claim Letter |
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University
Ave. and |
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Phone:
701-777-4644 |
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Gifts -
General Collection CFL |
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58202 |
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The
following item, which was expected to arrive by EDA: |
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Thank you
in advance |
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Bibliographic
Information: |
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Harken, Shelby Elaine, 1947-: Pterosauria
research.Pt. A,Late
Cretaceous :a study of fossil records /Shelby E. Harken..
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Issue
Information: |
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Description: |
v.14:no.11(2005:Nov.) |
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Additional
Note to Vendor: |
Testing
claim text |
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Sub-Library: |
UND |
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Our
Record No.: |
2594884 |
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Date of
Last Claim: |
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Subscription
No.: |
1 |
NOTE:
Claim text in a monograph prints as: Claim
Claim text in a serial prints as: Additional Note to Vendor
Example for serial with order number.
NOTE: Expected date of arrival shows up in the text on serials and in the info list for monographs.
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Bibliographic
Information: |
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Issue
Information: |
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Description: |
2001(2001) |
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Additional
Note to Vendor: |
Claim text
for serial with order - 6087195 |
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Sub-Library: |
UND
Special Collections |
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Our
Record No.: |
6087195 |
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Date of
Last Claim: |
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Subscription
No.: |
1 |
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Our
Order Number: |
11356 |
Based on text from Linda:
(
Skipped issues
When we come across a 'claimed' issue on Aleph that is a
skipped status [means we recd a
more current issue],leave all prior claims on that issue.
Ser44 letters
When ser44 is run with “Update Database - Yes” AND the [L]Subscription tab3 is marked “Yes”
- Aleph changes the Item Processing Status to PC [Periodical
Claimed]
- Enters one LINE in the Claims form. The LINE only has 'date' – no note. This is
how we can tell WHICH Claim Report generated this issue to a claim status. [we will use the date to determine which claim report ..
instead of having to look through multiple ones]
- When Aleph generates a claim, it is only including that
issue on the Claims Report.
- Issues appear on the claims report according to the cycle
set on [L]Subscription tab3 whether the claim cycle is
set to “No” or “Yes”
Ser04 report
Letters are generated only for claiming cycle marked “Yes”
Viewing claims
There are 2 “claims” listed in the Serials node tree.
[C] Claims under the [L] Subscription lists all claims for
the title
Claims under [E] Item (###-##) lists claims for the specific
issue
Claims already sent appear in the Serial Node tree twice:
a) Claims under [S] Subscription shows number of all claim lines for the whole subscription and opens window list – you may need to first click [S] Subscription to display the number
b) Claims under [E] Item lists claim lines only for the specific item
Procedure for EbscoNET
What you need to do when you come across SKIPPED ISSUES
(Batch Claim “Yes” on the report / claim line with only date)
1. Leave the Prior 'Claim LINES' [not really claimed with
the vendor, but only included on a Claim Report]
2a. Initiate Claim form [NEW] and enter note.. "Clmd EbscoNET
date operator ;"
2b. If FIRST 'Claim' with information beside date - COUNT as
FIRST CLAIM.
If already one claim with Claim note, COUNT as SECOND CLAIM
[use format box on form], and so on....
3. Enter Issue to be claimed into EbscoNET
4. Include 'claimEbsco' on your
daily stats.
5. Important: The EBSCO
Vendor titles - follow-up claiming processes (2nd claim, 3rd..so
on) is initiated with the EBSCO Monthly
Claim Report ... which is done twice a month.
So, you do NOT need to do anything w/2nd claims (or more). If the Vendor is NOT EBSCO, then we are in
the process of getting these from the Aleph generated Claim Report.
2nd claims (or more) are processed by reports (under Linda’s
direction)
NOTE:
If
that bound volume is not 'arrived' [or arrival date not input on Item Record
when completed], then that bound volume will show up on the Claims List.
Automatic claims (“Yes” on [L] Subscription)
Item is late
- Claim is listed on Claim report
- A line is added to claims for that item to match the report labeled “BATCH”
- Item processing status is set to PC
Checkin of claimed item
- Line with “BATCH” is removed
- Item processing status is set to PP
- Manually entered lines are not removed; must be removed manually. See Subscription [C] or Items [E], Claims
Manual claiming
To create:
- From Checkin Node, highlight issue to be claimed on the Expected/Not Arrived tab
- Click Claim button to right of top pane
- Processing status should be set to PC
- Click “New”
To manage – fill in appropriate text:
- Text type in the Claim Text box displays in the Claim Text column in the top pane along with corresponding date
- Text typed in the Claim Reply box displays in the Reply Text column along with corresponding date
- One may use the Claim text (to display above) plus the drop down in Claim Reply to quickly create a status code and local note
- Dates – set as appropriate. If left blank, it defaults to current date.
- Expected arrival date – use this to change the one issue’s expected date if the vendor gives you a new expected date. This does not change the predict pattern of other issues. If the whole subscription needs to be changed, adjust the HOL 853X $3 or tab4 Start date; may also need to adjust First Claim number on [L] Subscription tab3
Return Address
used on claim letters
There are two options: USE-ORDER-UNIT which uses
Z68-Ordering-Unit or USE-SUB-LIBRARY (?). If USE-ORDER-UNIT
is set to N (so that the Z68-Ordering-Unit is empty), the address will be the
Z68-Sub-Library address. Both use the same table: $alephe+tab/tab_sub_library_address.lng.
The form_sub_library_address table defines the
address types for Acquisitions,
What this means is the address is located in one place for all uses. An item ordered or an issue claimed for an item to be shelved in a branch/sublibrary will print the sublibrary address as the return address even though ABC, Access Services and DPTP are the locations handling the orders, claims, and non-return billing.