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Collection Management Procedures: Serials - Claiming

Serials - Claiming

*[SUPERCEDED]*Currently, we have been claiming missing issues as we notice "Late" check-in boxes.  As serials are checked-in, any "Late" boxes are noted and investigated with the vendor.  Ideally, as serials invoices are processed, holdings records are reviewed and any "Late" boxes are also noted and investigated with the appropriate vendor.

CLAIMING

  • In Sierra, open SERIALS > Claiming
  • Make sure "range is selected from the drop-down (upper-left) and click "Start"
  • Sierra will begin displaying cards for which there is an issue box that is a calculated number of days overdue per its "EXPECTED" date, i.e.:

    The number of days after the Expected date before Serials considers the issue late and prompts you to claim it.

    For example, an issue expected on 06-15-99 with a Days before claim value of "30" will display as "LATE" on 07-15-99. This number defaults to one and one-half times the frequency of a serial that is published more often than six times a year, and one-half the frequency of a serial that is published fewer than six times a year. For example, a monthly serial would have a Days before claim default of "45", while a semiannual would have a default value of "91" (365/2 * 1/2 = 91.25).

  • View order record to make sure it is open and that we have paid for the issues we are expecting

    • Make necessary notes and edits to order record, and follow-up as necessary

    • FOR ALL EBSCO ORDERS:

      • Copy alpha-numberic Ebsco order number from most recent payment entry in "Paid" > "NOTE" field of order record, e.g., A7039111

      • Paste Order Number into new "Vendor Title No." field in holdings record for the card on which you are claiming [This step only required first time title is claimed]

      • Make sure the "Vendor Title No" with the order number appears on top.

  • Select the box(es) displaying as "LATE" and click "Claim One"--or "Claim All" if more than one.

  • Save and continue to next Card until complete.

  • All claimed items will appear in the "Send Claims" queue until sent

SEND CLAIMS

In Sierra, open SERIALS > Send Claims

Emailing Claims (EDI):

  • Claims for vendors with EDI enabled will display under "send via EMAIL" drop-down [currently this is only Ebsco]
  • Select all claims that are ready to send and click "Send"
    • IMPORTANT: When prompted to "delete the sent claims," click "No"
  • Once claims are successfully sent:
    • Click "Move All to Print File"
    • Click "Claim Print"
    • Select "Print all"
    • Select "Adobe Pdf" from the print dialogue box.
    • Save pdf file to CM shared drive > CLAIMS > Serials > [Vendor] as "Vendor_DATE", e.g., "Ebsco_7-18-16"
    • Once file is saved, confirm and claims will be removed from queue

"Printing" Claims:

  • Claims for vendors for which EDI is not enabled will display under "claims to PRINT"
  • Select claims to send or click "Claim Print" and select "Print all"
  • Save file to CM shared drive > CLAIMS > Serials > [Vendor] as "Vendor_DATE", e.g., "Ebsco_7-18-16"
  • Email to vendor as pdf attachment

 

FOLLOW UP IN EBSCONET

  • Sign into EBSCONET 
  • Once you're logged in, Select the Orders tab from the top navigation.
  • Then select "My claims"
  • Choose "Search" > All Accounts" > "Last 30 Days" and click "Search"
  • Sort descending by "Claim Date" to see if your claims appear correctly

 

CLAIMING IN EBSCONET

  • Using pdf printout or Sierra Claim search, identify late issues
  • Using the Search Field options, search 
    • "All Accounts" -- "All Years"
    • "Title Number" -- [xxx-xxx-xxx]
    • Click Search
  • Under the "Other Orders" section, click on the year that corresponds to the LATE issue.
  • At the top of the title information screen, click "Claim this Order".
  • Under the "Reason for Claim" drop down box, verify that the reason selected is: Listed Issues Not Received.
  • Under Volume/Issue Information, either enter the volumes and issues that are Late in the empty search boxes OR check the Claim box next to the suggested volumes and issues provided by EBSCO.
  • Click Submit at the top of the page.

Return to the Card in Sierra.

  • Highlight the card(s) marked LATE, and right-click to select Box Menu --> Update Boxes
  • In the Staff Note field, enter:  Claimed via EBSCONET [date] [initials]

**If for any reason, you are unable to claim using EBSCONET's claiming feature, email our EBSCO rep, Tina Foster (Tfoster@ebsco.com) to claim the missing issues.  Please include the following information when contacting Tina for claims:

  • In subject line:  Acct BR65245 / CLAIM: Title / EBSCO Order No. 
  • In email:  Vendor Title No., Title and the volumes and issues we are missing

 

FOR NON-EBSCO ORDERS:

Send an email to the Vendor (usually found in our Vendor record) including our account number, order number, title and the volumes and issues missing.