This PowerPoint isn’t designed for printing. Because of the animation of the steps to use Voyager, the printout of some slides will look jumbled and undecipherable. I suggest watching the PowerPoint (as a slide show) on your computer instead. Also, you can view the notes field for explanatory notes. A indicates that there is a Note to read. (Just right click on the screen and choose “Speaker Notes.”) Notice for Downloaders of this PowerPoint:

Voyager for Serials: A Beginner’s Guide By Melissa Farley

Voyager for Serials: Part 1 Starting Voyager for Serials—Login Vendors New Titles –Purchase Orders New Issue Check-In Simple Publication Patterns Complex Publication Patterns Claiming –Problems/Claims –Using the Reporter to print reports –Transferring the data to an Excel file

Starting Voyager for Serials Logging In

First Screen Choose Acquisitions/Serials

Login Screen Enter Operator ID and Password. Click OK.

Choose Location

Vendors Creating a New Vendor

Vendors Create one vendor for all publications handled by your subscription agent. (Ours is EBSCO.) Create a vendor for each publisher from whom you order directly. Create a vendor for each person who donates publications.

Creating a New Vendor

New Vendor Screen

Enter New Vendor’s Information Save the information.

Enter Additional Vendor Information Enter information under desired tabs. Notice that you can store up to 6 addresses for each vendor. And you can indicate specific purposes for each address for use with other Voyager functions.

New Vendor Entry--Completed Save and Close window.

Adding New Titles

New Titles 1. Create a new vendor, if necessary. 2. Check for Bib. Record 3. Create New Purchase Order Attach Bib. Record to New Purchase OrderAttach Bib. Record to New Purchase Order 4. Create a New Component Choose a Publication PatternChoose a Publication Pattern

Check for a Bib. Record 1. Ask Cataloging to create a Bib. Record for the new title 2. Check for Bib. Record 3. Confirmation that a Purchase Order hasn’t already been created

Line Items: Checking for Bib. Record

Search Line Items Search By: Bib and Holdings Info Click … button

Enter Title of Journal Search by: Journal Title Click Do Search Type in name of journal.

Enter Title Accurately! & vs. “and” Click OK

Try Again! & corrected to “and” Click Do Search

Choose Appropriate Record

Search for Bib. Record Title appears in box. Click Search.

Confirmation of No Records

Creating a New Purchase Order Use Separate Purchase Orders for each Title Must Create a Purchase Order, Even if Not Paying through Voyager Never “Approve” Purchase Orders.

Creating a New Purchase Order

Enter Order Information Enter Order information. (We add SUB to the beginning of the Order Number.) Enter Location information. Select Vendor.

Search for a Vendor Condition: Equal Type in partial vendor code. Search By: Vendor Code

Select a Vendor Choose appropriate Vendor.

Save Purchase Order

New Line Item Buttons Appear! Click Add Line (Bib Search)

Search for Bib. Record Search by Journal Title. Type in Journal Title. Click Do Search.

Select Appropriate Title

Enter Quick Line Item Information Link to Holdings

Enter Quick Line Item Information Choose Ledger and Fund.

Select a Ledger Expand ledger list by clicking + sign.

Select a Ledger

Enter Additional Quick Line Item Information Check box to open line item details after saving. Save.

Enter Line Item Information Click “Type” Tab.

Enter Line Item Information Click to choose subscription pattern for title.

Creating a New Component & Choosing a New Publication Pattern

Create a New Component Click New.

Enter New Component Information Title already filled in. Enter relevant information. Save.

Enter New Component Information Click Predictive Component Pattern Tab.

Predictive Component Pattern (Publication Pattern) Select appropriate Publication Pattern. Click Start Prediction.

Predictive Component Pattern (Publication Pattern) Enter Enumeration Information (Volume/Issue) Enter Chronology Information (Dates) Enter First Issue’s Expected Date.

Predictive Component Pattern (Publication Pattern) Click Serials Check-In to see new pattern.

Look-up Title

New Title Successfully Created!

Save and Close Windows

Close or Leave Open to Continue Working

Checking in New Issues Quick Check-In Editing Issue Information Adding an Issue Removing an Expected Issue

Quick Check-In Select Issue. Click Quick Check-In

Editing Issue Information Select issue to be changed. Click Change Issue

Change Issue Information

Issue Changed

Add Issue

Issue is Added

Remove Issue Select issue to be removed. Click Remove Issue.

Issue is Removed

Removing the Next Expected Issue

To Remove the Next Expected Issue Check-in Issue, Unreceive from History, Remove Issue Change Prediction Pattern Delete Entry Before Checking-In Combined Issues

Change Issue Information for Double Issue

Remove Separated Issue before Checking in Combined Issue

Issue is Removed

Simple Publication Patterns

Voyager comes pre-loaded with many common simple publication patterns. You can also create new simple publication patterns. Simple Publication Patterns are based on frequency.

Guide to Frequencies in Voyager AnnualOnce a yearMonthlyOnce a month3x/month3 times a month BiennialOnce every 2 years Quarterly4 times a year3x/week3 times a week BimonthlyOnce every 2 months Semiannual2 times a year3x/year3 times a year BiweeklyOnce every 2 weeks Semimonthly2 times a month TriennialOnce every 3 years DailyEvery daySemiweekly2 times a week WeeklyOnce a week

Subscription Maintenance Use Maintenance Button, orSubscription Maintenance Button to look up titles directly.

Subscription Maintenance Change Pattern.

Predictive Component Pattern Close current pattern.

Predictive Component Pattern

Find New Pattern

Enter First Issue’s Information

Predictive Component Pattern Some patterns require that the issue be received on the first of the month.

Predictive Component Pattern Correct the Expected Date.

Predictive Component Pattern Finished

Look Up Title in Serials Check-In New Pattern

Creating New Simple Publication Patterns

Complex Publication Patterns

Complex publication patterns are based on issue cycle rather than frequency Complex Publication Patterns are useful when a journal has a pattern more complicated than most. Complex Publication Patterns can not be collapsed.

Semiannual: Feb. and Sept. 2 issues a year Comes in February and September Enumeration: –volume is continuous –number restarts every volume Chronology: year and month 7 months between February and September issues 5 months between September and February issues

Search Publication Patterns Search for a semiannual pattern.

Search for Specific Semiannual Pattern No semiannual patterns that arrive in Feb. and Sept. Create new complex pattern.

Create Complex Pattern: Part 1

Create Complex Pattern: Part 2

% indicates where issue information displays Change how issues display in catalog. –Parentheses have been added around the chronology. Also, add appropriate spacing, if necessary. “Exact” text goes in quotations –Changed “Aug.” to “Sept.” Dynamic numbers are changed using + and – Numbers don’t have to be in quotations.

Change expected date intervals. –Time between issue 1 and 2 = 7 months From February to September –Time between issue 2 and 1 = 5 months From September to February 5

Create Complex Pattern: Part 2

Use New Complex Pattern— Look up title to change.

Old Pattern

Choose New Publication Pattern

Choose New Publication Pattern: Enter Starting Issue Information

Start Over to See New Pattern

Look Up Title Again

View New Publication Pattern

Days of the Month Some journals always arrive on a particular day of the week every month. For example, a journal may always arrive on the 2 nd and 4 th Tuesdays of the month. Use a two-letter day abbreviation preceded by a specific number; separated by a colon.Use a two-letter day abbreviation preceded by a specific number; separated by a colon. 01-first week97-third to last week 02-second week98-second to last week 03-third week99-last week 04-fourth week 05-fifth week The two-letter day abbreviations areThe two-letter day abbreviations are mo, tu, we, th, fr, sa, and su. mo, tu, we, th, fr, sa, and su.

Days of the Month--Examples 01:tu 1st Tuesday of the month 04:we 4 th Wednesday of the month 97:th 3 rd to last Thursday of the month 99:fr Last Friday of the Month

Other Complex Patterns

Monthly: Plus Spring Issue 13 issues a year Comes every month, including spring. Enumeration: –volume is continuous –number restarts every volume Chronology: year and month (or season) 1 month between issues, with exception for Spring Volumes runs from September to August

Monthly: Plus Spring Issue

Monthly: Plus Spring Issue Close-Up

Weekly: 5 th Week Skipped 48 issues a year, weekly Comes on the first four Wednesdays of the month 2 Volumes a year Enumeration: –volume is continuous –number restarts every volume Chronology: year, month, day (If 4 th week has dates for 4 th and 5 th weeks, adjust manually)

Weekly: 5 th Week Skipped

Weekly: 5 th Week Skipped Close-Up

Multiple Volumes in One Year 4 volumes a year Enumeration: –volume is continuous (4 volumes a year) Chronology: year only

Quarterly: 4 Volumes a Year

9x/Year: September - May 9 issues a year, monthly From September to May Enumeration: –volume is continuous –number restarts every volume Chronology: year and month Arrives monthly

9x/Year: September - May

9x/Year: September – May Close-Up

Combined Issues v. 1, no. 1/2(2006 Winter/Spring) v. 1, no. 3/4 (2006 Summer/Fall) v. 2, no. 1/2 (2007 Summer/Fall) “no.” code says +1/+1 for the next issue = = 4 Next issue becomes: “no.” code says -3/+1 for the next issue. 4 – 3 = = 2 Next issue becomes:

Claiming Claim missing, damaged, duplicate or other problem issues with your vendor or the publisher. Claim many problem issues at once.

Claiming: Search for Problems

Search for Problems by Last Claiming Date

Click Next repeatedly to view ALL Marked Issues.

All issues visible.

Select issues to claim: By common vendor

Generate Claim Select Claim Type and Claiming Method.

Continue with all issues to be claimed

Some vendors may appear to be alike, but aren’t.

Use Reporter to Print Claims

Login as usual.

If is not set up, an error message will appear.

Print instead of Notice

Build Notices: Processes Claims from Voyager Serials & generates Printed Notices

Run Reports/Notices: Prints Notices. Notices will begin printing immediately, so have the correct printer selected as the default, and make sure there is plenty of paper.

Finished!

But this is the Digital Age! We don’t Print, we use the Internet! You can also manage your claims in a Microsoft Excel file Use the file to keep track of all of your claims, whether through your Vendor’s site, through , telephoned, or sent through postal mail Additionally, you can claim using the EDI system.

Capturing Claims Data from the Voyager Access Database

Accessing the Voyager Access Database Ask your Systems department to give you access to the Voyager Access Database After receiving access, open the database. Create a Claims Query using SQL code Save and Run the Query Cut and Paste claims data into an Excel File

Right click with mouse.

Cut and Paste SQL Claiming Query.

Login to Voyager Access Database. Get username and password from your systems department.

Select all claims by clicking on first box and holding down the mouse button as you scroll down.

Ctrl-C to copy all claims. (or Edit  Copy from the menu bar.) Close Microsoft Access

Open New Spreadsheet in Microsoft Excel

Ctrl-V to Paste (or Edit  Paste in menu bar.)

Adjust columns.

Working with the Excel File Add columns for your claiming notes and publisher responses If you maintain a Serials Access Database, you can import the Excel claims file into it

Voyager for Serials: Part 2 Title History Options Creating Components From Non-Predictive to Predictive Patterns Closing and Deleting Components Deleting Purchase Orders Routing Lists Tips

Title History

Checking Title History Receipt History Control OPAC display To Collapse or Not To Collapse? Check Claiming and Problem History Check Payment History

Accessing Title History Look up title.

Accessing Title History Use the History button, orLook up title directly from the Serials History section.

Receipt History Check Receive Date

Edit Issue Information Select Issue to be Edited. Click Edit Issue

Edit Issue Information

Unreceiving Issues

Display in OPAC The Display in OPAC control determines whether individual issues will be shown in the public catalog as recent issues. –Yes—Issues will display –No—Issues will not display

OPAC Display—Before

Display in OPAC Control

Select Issues to change Display in OPAC Status Click Display in OPAC

Display in OPAC Status Changed

OPAC Display—After

Collapse Collapse individual issues in a volume to show as a complete volume in the OPAC. Status: –Yes—Issues are collapsed –No—Issues are not collapsed

The Collapse Feature Many libraries do not use the Collapse feature. Some reasons include: –Collapse does not combine multiple volumes together. The result is “messy.” –Collapsing cannot be undone. –Journals with irregular publishing do not collapse correctly. Some libraries use the Collapse feature to highlight which issues are at the bindery.

More on Collapsing You can also re-collapse an issue or multiple issues. However, with every collapse new fields are created and added to the MARC Holdings record. You must display the MARC Holdings record through Cataloging to edit or delete any of these fields. –from Voyager Help File.

OPAC Display Before Collapsing Volume 356 is to be collapsed.

Collapsing a Volume

Select Issues to Collapse Notice Collapse Status Click Collapse

Collapse Status Changed

OPAC Display After Collapsing Volume 356 has been collapsed.

Displaying Individual Collapsed Issues in OPAC Select Issues.

Displaying Individual Collapsed Issues—Result Volume 356 is still collapsed, but individual issues display separately.

Claims History View past unfulfilled claims Generate Claim –Reclaim by Postal Mail –Reclaim by EDI Update Claim –Update record with resolution Cancel Claim –Delete claim from system

Claims History—View Past Unfulfilled Claims

Update Claim

Select Publisher’s Response Add Comments

Cancel Claim Select Claimed Issue to Cancel

Cancel Claim

Problem History When an issue has not been received by the expected date, the issue is marked as a problem in Voyager. Unmark Problems: Remove the problem from the system without claiming. Claim Issue: Claim the problem issue.

Problem History

Unmark Problem Select Issue to Unmark

Unmark Problem

Payment History Keeps track of payments made through the Voyager system. View Fund information. View Invoice.

Payment History

View Payment History

New Components 1 Title, 2 Editions? Create 2 Basic Components Title comes with an Index? Create an Index Component. Indexes usually have individual issues and compilations. Create Index Components. Frequent Supplements: Create a Supplement Component.

Example of 1 Title, 2 Editions:

Example of Index Components

Example of a Basic Title with Regular Supplement

Creating a New Component

Entering Information for New Component

New Component Created Remember to choose a pattern for the new component.

Search for Title Again: New Component Created

Check-In as Normal Choose correct component from drop down menu.

Checked-In 4 Issues

OPAC Result: Supplements are Separate

Using Non-Predictive Component Patterns

Enter First Issue Information

Resulting Serials Check-In Screen

You can’t go back to a Predictive Pattern from a Non-Predictive!

From a Non-Predictive to a Predictive Pattern It is impossible to switch a component from a Non-Predictive Pattern to a Predictive Pattern. It is possible, though, to add a new component with a Predictive Pattern. Either keep the old component to save the check-in history, or delete it and write down the history to re-check it in on the new component.

Deleting the Non-Predictive Component Use the same method to delete ANY component, whether it has a predictive pattern or not.

Deleting the Non-Predictive Component

Closing a Component When a Title has Ceased, Changed Titles, or been Cancelled

Closing a Title (Component)

Closing a Component (Title): Adding a Closed Note Enter note regarding closed status.

Closing a Component (Title): Subscription Maintenance Screen

Close the Pattern to Close the Title

Title is Closed

Expected Check-In’s Gone

Completely Deleting Titles If your cataloging department asks you to completely delete a title, including all components and the purchase order… –First, delete all components. –Second, delete the purchase order.

Deleting a Purchase Order

Routing Lists Library Faculty and Staff may want to read journals before they are shelved. Routing Lists can keep track of all reading requests.

Creating a New Routing List

Creating a New Routing List: Adding Patrons

New Routing List

Routing List Associated with Component

Deleting the Routing List

Searching for Routing Lists

Editing Routing Lists

Deleting a Patron

Removing a Patron from the Routing List

Patron Removed

Printing the Routing List

Tips Never “Approve” a Serials Title –If you do, you can never delete the purchase order. Use a separate Purchase Order for all titles, unless they come together. Only use two components under 1 title for special cases. If they have different titles, create separate check-ins. Set up Workflows and Defaults! (Under Tools) If you use the Collapse Feature, you should also know how to edit it if it collapses incorrectly.

Tips – Alt Codes Use the alt codes instead of the mouse. –Underlined letters on the buttons will tell you the codes. Alt-S = Start Over Alt-Q = Quick Check-In Alt-D = Add Issue Alt-C = Change Issue Alt-R = Remove Issue

Other Problems with Voyager and Serials: Where to Turn Voyager-L (Voyager Specific ListServ) – –Body: subscribe VOYAGER-L Serialst (Serials Specific ListServ, Not Voyager) – –Body: SUBSCRIBE SERIALST G2AC-SER (Georgia Serials ListServ) – –Body: subscribe G2AC-SER Your Name

Questions? Comments? Melissa Farley University of West Georgia