DEGOLYER Material-in-Hand

 

DeGolyer Material-in-Hand includes both DeGolyer materials that have been paid for with the Procurement Card and DeGolyer materials that have to be paid. This material, selected and prepared by the DeGolyer staff is brought to Technology Services for the purpose of creating purchase orders (Procurement Orders and Non-Procurement Orders). The following are steps for this process.

Preliminaries

·         Check the items received against the information in the AUR. The 590 notes on the AUR may include “MATERIAL NOT RECEIVED.” The total number of physical pieces with the invoice should match the total number of physical pieces in the 300 field on the AUR in Voyager.

·         Add any additional pertinent information from the invoice to the AUR in the 590 notes that would be unique to the order and helpful in identifying the order that is not presently in the AUR.

o   Photocopy the invoice.

Create Purchase Order

·         Use the AUR number in searching the Voyager cataloging module for the bibliographic record to create the line item of the purchase order.         

Preparation for Cataloging

 

 

                        Example 910_ _ |a DG1234567

 

                                   

                           Example 910_ _ |a DG1234567 ; DG7654321

 

Follow up

 

Examples

590­_ _ |a 6547074084 : 1854 poetry album, Galveston Texas :

US$24.23 : UNCATALOGED, in exhibit until Oct. 28th per R.M.    

 

590_ _ |a Catalogue 124 Item 64: Art Loan Exhibition : US$50.00 : RETURNED to deg,eph

 

o   Update status notes when the original action is overridden as when an item used in an exhibit is returned for cataloging.

 

 

RS 07/19/2011

Ruthann Swanson

ruthanns@smu.edu