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For the Public
Claim How To
This how-to is based on our experience with using Ebsco Subscriptions as our vendor. The procedure on the vendor side may be slightly different if you're using a different vendor, but the Millennium side of things should still be the same.
Setting up for Electronic Claiming of Missing Issues
In the Acquisitions Module
Eventually you will insert a field for Email Address which is reserved for electronic claiming. We will revisit this later.
With Your Vendor
At this point, you will need to let your vendor know that you are setting up electronic claiming.
If you use Ebsco, your customer service representative needs to fill out a form internally to set you up through their department, ILS/EDI Services. After the form is completed, you will work directly with ILS/EDI Services. They will provide you with the special email address you need for electronic claiming. They will also provide you with the Customer # field codes that you need to enter into each serial record. More on that later.
Their contact information
In the Serials Module
For each serials title, bring up your serials record and click on the Record tab. Select your serials vendor from the drop-down list in the Vendor field.
For each serials title, insert a Customer # field (f) and enter or scan in the 20 letter/digit code for the serial title. For Ebsco titles, this consists of your customer ID plus a unique title identifier. For example:
Contact your vendor for a list of these codes. Ebsco's ILS/EDI department can generate a sheet of barcodes that you can scan into this field. You can also enter them in by hand if you have a small collection.
With Your Vendor
After you have entered in all of the title codes for each serials record, you will contact your vendor. With Ebsco, ILS/EDI Services will guide you through a test run of some sample claims to make sure things are set up properly. They gave us a test email address which we entered into our Vendor record using the Acquisitions module. This is a special email address that looks like this:
Once the test is completed successfully, you will receive a different email address to send real claims to. Tweak the email field and you will be able to begin claiming electronically.
Claiming in the Serials Module
There are two ways that you can do claiming.
Create a list:
Millennium will now begin scanning the review list for "claimed" and "late" issues. You will be asked to verify each one before moving on to the next card. This can take some time to work through.
Once you are done, all claimed issues will be transferred to the Claims file.
Once your missing issues have been transferred to the Claims file, click on the Send Claims button.
Limit by Location to your five-letter location code.
Then look for the button that says something like "477 claims to print". This is a drop-down. Click this drop-down and select the other option for claims to "send via email".
Your missing issues will be on this list, since they have been set up for electronic claiming. You can now click Send and send them all or you can select only specific issues to send. You can also remove issues from the list.
After you have sent your claims, you will be asked if you want to delete the Claims file. We click YES , otherwise the file gets huge and confusing and you will end up sending duplicate claims.
Setting up electronic claiming is labor-intensive and a little confusing, but once it's set up, it works very well. If you have any questions about this how-to or the procedures described here, please feel free to call or write Amber Tatnall. Phone: 207-646-9282x229; email: firstname.lastname@example.org
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