Orders: Review File for Not Paid Subscriptions

Purpose: To identify in the last quarter of the fiscal year those titles for which which we have not yet paid in order to prompt publishers and vendors for invoicing.  List should be run annually in February.

From the Main Menu on URSUS select:

M > MANAGEMENT information (key in initials and password)

L > Create LISTS of records (key in initials and password)

Select an empty file from within the range allotted to the Orono campus (84-124).  A file with a maximum of 1000 records is more than enough.

N > NEW BOOLEAN search

O > ORDER list

For periodicals the search strategy is as follows:

  • bloc (billing location) = 7  AND
  • acq type = p (periodical) AND
  • fund code = 763  AND
  • status = f (current)  AND
  • paid date n (NOT within) last 18 months.  Example: 07-01-00 to 12-31-01

What name would you like to give this file of records?

  • ORO: Not paid review of 763 titles for FY….  [Date and initials]

Running the file will take about 30 minutes.

Sort the resulting file by title, then vendor code.

T > Display review file on TERMINAL (Spot check to be sure you have captured the records you were after and that your search parameters were correct.)

Print a list:

L > LIST some of the data in the review file records

Select: title (from bib record data), vendor code, fund code and payments in last 18 months (from order record data). List format item number nine default should be changed to ‘y’ to get a numbered list.  Add heading as well (list format item #7).  Example: Orono Not Paid Review of 763 [date, initials]

Repeat the process to create a review file of standing orders, changing the fund code to 767.

Contact: um.library.technical.services@maine.edu

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