Billable records

Summary: Procedure provides guidance on creating billable records for Interlibrary Services and Circulation.

Billable records are received from either ILS or Circulation. They are delivered either in an e-mail or a printout is hand-delivered.

• MelCat billable records come fromCirculation and are for billing MSU Patrons for ILS books they have borrowed. Be sure that the patron pid number (.p_____) is written on the printout and inserted in the item record "f" Staff note. The patron pin number is how the item record is matched to the patron’s billable record.

• ILLiadD billable records come from ILS.  ILS will NEVER give CatMan a MelCat billable record to process

Select BIB and Item Record templates if not already Mel and ILLIAD

Create new record: 

ITEM Records

• To identify that you have the correct item template:

• IType for MeLCat 248 or ILLIAD 249. This IType makes it due today for billing to take place.

• Item Locations 

  • MelCat billable item locations are “inmch*MSU Circulation (MeLCat)*”

  • ILLiad defaut location is:  ILLIAD *** MSU Patron Services (ILLIAD)***.  Insert Library location if it is available. Ex.: zv002.

• Barcode field:  fill in the TN # (transaction number)

  •  v         721970 (ILLiad TN#)

• Item status for both Mel and ILLiad is left “-“Available. Patron Services staff trigger the billing from the status field.

• MelCat and ILLiad insert a price of $100.17. At year-end change cents to match the year change.

• MelCat Barcode Example:  35301523549138zv002

• MelCat Call number:  The “c” 099 call number is included on the billable record template. ex. MeLCat -- TEMP. MeLCat BILL RECORD - not a MSU record - see Erin Weller, Patron Services, for more information.

• The piece level call number is inserted in the item record if the billable record request provides a call number.

• MelCat:  Insert Supervisor note “m” MSU patron .p__________

  • The MelCat printout needs to include the patron pin number. Patron Services staff are not able to match the item to the patron’s billable record without that number.

• Save the Sierra Record and write the bib (.b____) number on the printout or the e-mail request.

• Copy and paste the bib # into the e-mail subject field.

• For ILLiad requests, respond to e-mail from Aaron Tomak or Kim Pierce that the record has been created.

• Finished paperwork or email is forwarded to Patron Services staff, either Erin or Becky to initiate billing.