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Library Services Assistant Guide

Coutts/ProQuest Book Receiving

Book Arrivals
When books come in from Coutts/ProQuest they need to be grouped with their invoices.  Sometimes multiple invoices might come in one box, and other boxes may have no invoices. It is important to make sure you match the books to their invoices - different loan types are ordered separately, and so are often invoiced separately, and we need to make sure we receive the right type of item. 
Receiving Books in WMS

Once you've got a group of books which all belong to one invoice complete the following steps: For a guide with pictures see here (this is for browns, but the process is the same, just substitute ProQuest for Browns)

  1. Open The Acquisitions Tab on WMS, and select the 'Invoices' function, then select 'Invoice items'. Start by searching the ISBN numbers of all the items on your invoice to confirm they have been assigned to an invoice in WMS. If any items don't show up, check the titles, and if they've still not shown up do not proceed with any further steps. Raise the issue with Kim Berry as this is a data import fault. 
  2. Now select the 'Receive and Invoice' function from the bar at the left 
    • Make sure the Processing Type is Monograph
    • The Action should be Receive
    • The Vendor needs to be ProQuest Oasis (Ringwood)
  3. Start by beginning to type the invoice number (beginning I-) in the invoice number box, then select the number from the drop down list. 
  4. Now the invoice number box in the receive and invoice action is filled click 'view items'. 
  5. This will show every item currently on order with ProQuest. We need to find the items on our invoice. You can search for an item by title or ISBN number.
    • If you can't find the item, it may have been ordered incorrectly. Make sure to try both the ISBN and the title in the invoices search section, then if you still can't find it go into the Order function and click 'Order Items' to search there. This will help confirm if the order exists in WMS. Theoretically, if something is on an invoice it should also be on an order, but mistakes happen.
    • You may discover that the item is in the orders section, but still isn't showing in the Receiving section. This is often because of the issue which this guide demonstrates how to fix (solution 1). This is due to incorrect orders, usually with the order type being set to E-product instead of monograph.
  6. If you've found the item you want to receive, confirm:
    1. that you've got the right loan type (i.e. reference/1 week/3 week)
    2. The resource type is correct- it needs to be a book, not an ebook - this is based on the little icon in type. If this is wrong follow the instructions here
    3. Correct the classification number if necessary including adding the cutter- make sure to check the existing catalogue to ensure you use the right one - ProQuest doesn't always get it right
    4. Finally scan in the barcode from the front of the book. Once you've scanned in the barcode you cannot change the other information, so make sure to only do this when you're certain it's ready.
  7. Repeat steps 4 and 5 until all of the items on the invoice have been received. Then click the invoice number which is in the bottom right corner of the screen
  8. This will take you to the invoice, with a list of all of the items you've received.
    1. Update the Cost and Discount  boxes for each row so they match the invoice which came with the delivery.
    2. Make sure the total at the end of the rows matches the total on the invoice
    3. Make sure the Grand total on WMS matches the Amount Due on the invoice
  9. Once the invoice has been completely received on WMS you can click Mark as Ready and Pay. NB: If you have an incomplete invoice - i.e. Coutts have said one of the items is damaged and has included it on the invoice but not sent it, don't pay the invoice. 
    1. The Payment Reference ID is the Invoice number beginning I-
    2. The External Invoice ID is the System Invoice Number (beginning INV-) 
  10. All paper invoices need to have the date received and paid written on them, and then file them in the folder in the helpdesk office. If an order is incomplete, mark it with a sticky note so these can be easily navigated too. 
  11. Books can simply be shelved when this process is complete. If books need further processing (i.e. plastic covers or labels changed) leave them on the E&W Processing shelf with instructions. 

Last Updated 6/10/22 12:20pm

There are 2 main steps to receiving ProQuest eBooks

1) Checking and flagging the delivery note email, and confirming what actions are to be taken

2) Receiving eBooks in WMS

These steps may need to be carried out over a series of days as invoices are not always in WMS the day we get the email. It can also take multiple days for an ebook to be searchable in Discovery.

Step 1- Emails

ProQuest delivery notes come into the eResources inbox. These appear a lot less frequently than the Browns Delivery notes. They also can be very varied in what they are called. 

The obvious ones have the subject line 'Files from Coutts' and come from a no reply email. These are filed into the Delivery Notes folder.

There are 'UOS EBC Extended Access invoice'(s) which are either put in the Delivery Notes folder or the DDA folder, depending on their content. These contain either DDA (upgrade) eBooks or standard eBooks, they just come differently.

There are also DDA invoices which will need to be put into WMS, which will have been filed into the DDA Invoices folder.

All three of these email types need to be checked to see if there are any new/unprocessed emails. If you notice any that do not have a green tick

1) Flag the email (click the little flag icon that appears when you hover over the email in the list)

2) Open the attached files and check:

1) Underneath the title of the book it will either give a location code (i.e. Main Book Area) or indicate the text is an eBook.

if all items are print, on all the invoices for a particular email, click the flag icon again and a green tick should appear. No further action is required

2) What is in the Cust Order No/Ref column?

If it is a Budget code (i.e. 520-10 etc.) These are normal eBook orders, and will be received following the 'Standard' instructions below.

If it is a letter code (perhaps MBK22, or 5140DDA6 - There are lots of examples like this! don't just match these two), then this is an upgrade invoice. KIM IS STILL TO CONFIRM ACTIONS FOR THESE

3) Make sure you update the LSA task list with any invoice numbers that will need to be received. Then you can proceed to the next stage, just be aware that invoices may not come through to WMS the same day as the email.

Step 2- Receiving on WMS

Standard Invoices

You can check the same day we get the emails, but you'll likely have to wait until the next day to complete these steps:

1) Go to the Acquisitions section and select 'Receive and Invoice'

2) Select 'E-Product' from the Processing Type drop down. Ensure the Action says 'Receive & Invoice' and the Vendor ProQuest Oasis (Ringwood).

3) Type the Invoice number in to the box. If it does not show up in the drop down list, the invoice may be an Upgrade, or there may be something wrong with the import - check with Kim. Once you've selected the invoice number from the drop-down, click 'View Items'

4) This will bring up a list of all the eBooks currently on order, not just the one's from this invoice. Search the invoice number in the box at the top of the page to limit the results. 

5) Next to each book should be a button which says  'Start' simply click this button, then when it changes to say 'Finish' click the Finish button.

6) Once you have done this for all the books on the invoice, pay the invoice as normal. 

You've now received and paid for the eBooks. They should come into Discovery at some point in the next 24-48 hours. If after 2 days they have not come into Discovery you may need to activate them manually. To do this:

1) Go to 'Discover Collections' and search for 'eBook Central Perpetual'

2) Click the title of the collection which shows up (eBook Central Perpetual Titles)

3) If it's not already open, open up the 'Titles' section, and uncheck the 'My Selected Titles' box. 

4) Type the ISBN number of the books you want to receive in the search box (the numbers are on the invoices). IF IT DOES NOT SHOW UP, ASK KIM TO CHECK AS THIS MAY NOT BE A PERPETUAL TITLE.

5) There may be multiple results show up, if this is the case click the 'Website' link under the OCLC number to find the copy which has a 'View Online' option. If there are multiple we will activate multiple

6) Click the 'Select Title' button next to the eBooks you want to activate. 

Once an eBook is activated, it may take a few days to show up in the searchable section of Discovery. If someone is waiting for a link you should be able to search 'Libraries Worldwide' and find a record which has 'view eBook' available.