The Ohio State University

Document: Serial Unit Order Processing in SER

Date: Revised 3/4/03; created 6/02

Created by: SER, fby

Pieces for serial unit order processing, or SUO, are placed on a bookcase for SER.

Check piece(s) in hand against possible SUO order records.
Match all of the following comparing piece, order record, and any paperwork in the piece(s).

Volume- issue(s) ordered for the SUO
Vendor- supplier, not to be confused with possible continuation supplied issues
Ord Type- SUO orders are usually coded U
Order Record number- vendor usually has our purchase order number on their paperwork to us.
ISBN- piece often has an ISBN number that is on the invoice or shipping slip, and in an internal note in our Order Record. It is helpful to TSAA that these all match up and the order section in SER will reconcile any difficulties found.

Should any material come that is not quite a match to the SUO the order section in SER will contact the collection manager to see if the material can be accepted. We will often order a certain year and the publisher sends us the following edition.

Should the supplier charge $50.00 more than the estimated cost for the SUO give the invoice and piece to Kathy Miller to obtain permission to accept the material.

Once it is known that the material matches the SUO's Order Record it is important to see if the bibliographic record the order is attached to is correct. There are many ways that an order comes into FELIX, and the person that accepts the order is also responsible for cataloging the material. Search FELIX for the most appropriate place for the material to be add to the collection. In cases where the material was ordered as a serial, but would be better served to be cataloged as a monograph, consult the collection manager for a decision. Material needing to be given monographic treatment should be placed on a monographic book truck in the Monographs Department.

Catalog the material doing all that may be required to bring the bibliographic records into best condition. Serial unit orders may come in any format or require any of the treatments available in the libraries processing flows.

After the bibliographic work has been completed receive the material on the SUO's Order Record.
RDATE- fill in today's date if all of the pieces have been received
TLOC- tells where the material is going after being processed in SER. Use the following codes:

• U-SER when material is sent to Tech Pro for serial cataloging
• O-CAT for analytics and set pieces, or language expertise
• S-Labeling for hardbound issues or cdroms needing boxes made. Pieces that need to go to Collection Maintenance may also have this code, but must have an internal note to explain where the material was actually sent. Materials sent for labeling can take up to three weeks to get from Technical Services to the owner library. Technical Services can process materials Rush, when requested at the time of order. A Rush streamer is inserted into the piece and placed on the Rush shelf in the Collection Maintenance area.
• N-Location Library where the material will be housed. We hand label foil backed label stock to expedite material to the owner library. Item records are built for complete volumes. Note, that there are items never labeled in OSU's collections.

Build an Internal note with the following format and description of materials received: recd .... and sent to ...., initials, and today's date. When the shipment is incomplete follow your initials and date with a semicolon and an asterisk to signify that more issues are expected. TSAA uses this information for invoice processing and needs to be able to account for all issues.

Stamp the invoice, and or shipping slips with today's date with the date stamp. Place all slips in Kathy Miller's mailbox.

Fill in the number of issues received in the fixed field called Pieces.

Label the piece(s) appropriately, and build item records when needed. Issues needing to be bound are sent to their library without an item record so that the serials clerk can complete the binding process. Make certain you use the correct copy number as serial unit orders often are created using an incorrect copy number.

Update the LibHas statement or add a new LibHas statement to summarize the libraries holdings. If the issues were ordered on the fund code sinc1, check in the pieces on the appropriate check in card. Remove the SUO internal note from the check in box.

Complete statistics on the SUO forms, and the Serials cataloging division form. Distribute materials to the mailing out cabinets, or the various internal workflow shelves.

fby_suo_june02