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

• • Admin. >
  • Settings >
  • Record Template> select template for bib or item record.
    • Bib template (ILLiad Bill Bib or MeLCatbib)
    • Item template (ILLiaditem or MeLCatitem)
  • Click arrow to move the template to the PREFERRED TEMPLATE column
  • SAVE SETTINGS

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.

• • FILE > New BIB Record. The template creates a partially filled in record for you to fill in the blanks.
  • MelCat Bib Record
    • MelCat Bib Location on the printout:  za020**COLLEGE** is the Lending Library z#. Leave the default location if there is no z# provided.
    • Call number:  No changes or additions are made to the call number field.
      
      • Example:   C   099   MeLCat -- TEMP. MeLCat BILL RECORD - not a MSU record - see Erin or Becky, Patron Services, for more information.
    • Author: Add the authors name, check OUT DATE and DUE DATE.
      • Example:  a 100 Botting, Fred     Checked out  5/30/16    Due  7/8/16
        • a 100 UNKNOWN   Checked out  3/2/17    Due  4/20/17
        • Dates should be included in the e-mail request.
    • Title:  Begin typing the title AFTER the two asterisks. The asterisk is the way Patron Services and CatMan differentiate between the virtual record and billed record.
      • TITLE indicators need 2 SKIP characters after the asterisk. 
        • SKIP Characters:    t  245  2   **Bataille
      • Add skip characters for titles that start with an article.  
        • Example: “**The” has 6 skip characters.
      • Per Lisa R … apparently quotation marks do not need a skip character.  The title is searchable in the catalog as is. .b94841433 "I want to be a citizen just like any other"
      • In addition to the title, include subfields and / |c fields.
    • Publisher 260 field:  Insert place and publisher in the 260 field if provided on the printout.
  • ILLiad Item record template creates a partially filled in item record for you to fill in the blanks.
    • Barcode ifle: insert the “TN” Transaction number.
      Example: b 1154056 (ILLiad TN#).
    • Insert the piece level call number into the item record if there is a call number provided on the printout or e-mail.
    • Change the price if it is more or less than $100.00.  Also, the cents represents the year. ex. $100.19 (19 represents 2019). 
  • Notify Erin Weller or Beck Turnwald in Patron Services when the record is ready.