StaffGuide: Receiving & Processing

Claiming Standing Orders


The library has several standing order subscriptions in place, most of which are for monographic series and continuations, and are often published annually or irregularly.Because standing orders are sent to us as they are published, along with an invoice to pay for them upon receipt, and due to their irregularity, in most cases it is not necessary to claim for them. Most claiming on standing order titles will be done in situations in which there is damage involved, guidelines for which will be described in the next box. If desired, you can always contact the publisher or vendor to check on the publication status of a particular issue.

If a standing order title comes up for claims, you can check on the publication status of the issue in question via the website or vendor platform.

Websites for standing order titles often have listings of each issue published and their publication dates. They may state the title of a future issue along with its predicted publication date, which can be useful and should be noted in the check-in box for that issue when discovered.

Many standing order subscriptions are arranged through Harrassowitz. Useful info for these titles can be found in the HARR platform. After logging into your FOKUS account ( and searching for the title via order record number, you can select the "Volumes and Invoices" tab to view information pertaining to each volume, including estimated publication date and whether or not an invoice is available.

Before claiming for a standing order title in a non-damage situation, it is best to consult the Serials Acquisitions Manager on how to proceed. If you do need to claim for a standing order issue, you will largely follow the same procedures outlined in Sierra Function Modules for Claiming, while keeping in mind the steps for using FOKUS if it is a Harrassowitz title.

Also, notify the Serials Acquisitions Manager if the ACQ TYPE in the order record conflicts with the check-in record. Occasionally, the check-in record will say "SO" but the order record ACQ TYPE is set to "subscription."


Damage or Defective Standing Orders


What’s the difference between DAMAGED and DEFECTIVE?

                DAMAGED = Torn pages, broken spine, or water damage

DEFECTIVE = Pages missing or printed askew

Receiving Assistant:

  • Check in the issue – DO NOT LABEL ISSUE; preserve labels on waxy paper. Write damaged or defective recd (date/initials) on the receipt label.Count on the appropriate statistics sheet.
  • Add appropriate box note:
    • Public box note = @serials:damaged (or) defective (today’s date/initials)
  • If the damage is minimal, confer with the Accounts Payable Manager to determine if a perfect copy is needed. This also might involve a consultation with Preservation.
  • If the damage is great enough to warrant a claim without consultation, you can go ahead and claim it using the appropriate platform if it is a Harrassowitz or Ebsco title, adhering to the procedures for vendor claims.
  • If the title is received from a different vendor, it is best to consult with the Serials Acquisitions Manager for claiming instructions.
  • Take the packaging, issue, and invoice directly to the Accounts Payable Manager for any items that need consultation. Also notify the SAM if the invoice has not arrived yet.

Accounts Payable Manager: 

  • Confer with Claims Agent if needed.
  • Request a replacement from the publisher or vendor.
    • If Elsevier, phone call is best. Emails and other communications will be ignored.
  • With Standing Orders, there is a high probability that the publisher may want the damaged copy returned.

Receiving Specialist:

  • If the publisher does NOT want the damaged copy sent back:
    • Leave the check-in box alone.
  • If the issue was not returned to the publisher, hold the packaging, issue, and invoice at the workstation.
  • If the publisher wants the damaged copy sent back:
    • Move the "@serials:damaged (or) defective (date/initials)" to the staff note box, deleting the "@serials."
    • Add Public box note= "damaged issue returned to pub (d/i)"
    • Create a "perfect copy" box after the first check-in box:
      • This is the box that you will claim in Sierra (see Claiming Function).
      • Add Public box note ="Perfect copy reqd (d/i)"
      • Suppress this box from public display (checkmark at the bottom).
  • If publisher wants the damaged copy sent back: Look at examples of Box#1 and Box#2 below:

Box 1:

Standing Order Box 1

Box 2:

Standing Order Box 2

Receiving Specialist:

  • When the Perfect Copy arrives, you should:
    • Make sure you have the invoice before you check in the perfect copy. Confer with the Serials Acquisitions Manager if applicable.
    • Check in perfect copy in the "Perfect copy" box (box#2), changing box note to "Perfect copy recd (D/I)." Move the box note to the staff note area. Unsuppress this box.
    • Update Box#1 and suppress:
      • If the damaged copy DID go back the publisher:
        • Change the Box#1 status of the damaged/defective copy to REMOVED
        • Move the note "damaged issue returned to pub (D/I)" to the staff note area of the damaged/defective issue.
        • Suppress the box.
        • Delete claim notes.
      • If the damaged copy DID NOT go back to the publisher:
        • Obtain the damaged copy before checking in and processing the perfect copy.
        • Change the Box#1 status of the damaged/defective copy to REMOVED
        • Move the note "@serials:Damaged (or) Defective (D/I)" to the staff note area of the damaged/defective issue, deleting the "@serials." 
        • Add a public box note: "Damaged/defective copy given to JC/Serials Acct (D/I).
        • Suppress the box
        • Give the damaged/defective copy to the Accounts Payable Manager to hold for a few months or at their discretion (or you may be given permission to hold it).
        • Delete claim notes.

Pending Invoice or Issue


The Accounts Payable Manager will date and initial invoices received and place them in the invoice basket at the Receiving Specialist’s workstation.The Receiving Specialist will monitor the invoices.If the issue associated with an invoice is not received within ten business days, notify the Accounts Payable Manager.

Issues received without an invoice will be noted “@serials (date/initials)" in the public note of the checkin box, with "awaiting invoice (d/i)" in the staff note, and placed on the Receiving Specialist’s shelf.Leave the checkin box status as “expected”; do not check in the issue.If the invoice associated with an issue is not received within fourteen days, notify the Accounts Payable Manager.