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- Order Type: Selected from the drop down list (see Section 4)
- Fiscal Cycle: which is set to current fiscal year
3.3 Order Extended Information
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- New order line
- Unit price: Supplied by the selector.
- However, in instances where price is unavailable, use a default price of $35. If the price given is in a foreign currency, usually the assigned vendor’s currency is coded accordingly. However, if the price given is not in the correct monetary format, use a currency converter to convert prices into correct monetary format for the vendor (http://www.oanda.com/convert/classic). Need to use a different website that has more up-to-date monetary exchange (www.xe.com)
- Quantity: Use default value “1” unless ordering multiple copies
- ISBN/ISSN: Extracted from the bibliographic record
- Parts in set: Used for fill-ins, complete set, or standing order (see sub-section 4.1) No longer use. Need to remove.
Additional order line information
Need to have examples for each one below.
- CATALOG#: Publisher’s catalog number, if available Three vendors require you to put the item number here. Stout, Harrow. and Shamansky
- DESC: Note to vendor
- INSTRUCT: Note to vendor (i.e. volume number, paperback, etc.)
- SHIP TO: Not used for ordering
- NOTE: Not used for ordering
- COMMENT: Input here your & the selector’s initials plus any internal notes (see section 4 for specific notes as they apply to different order type/category)
Add screenshot here.
3.5 Funding and Distributions
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- Please note that KRF and KILLGORE funds default to REF holding code, FICTION fund defaults to FOF holding code, and 020 defaults to BIC holding code, unless otherwise requested by the selector.
- Turn all orders by Jet P. to Art location unless otherwise requested
- Holding code: Use the logical code (see Holdings Codes & Item Types) unless the selector requests a special location. (See Figure II.A.4)
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FIRM: Print materials on firm order
GIFT: Not used
MICROFIRM: microform materials received on firm order (microfilms, microfiche, etc.)
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- New order line
- INSTRUCT: Note to vendor designed to clarify and/or specify request (“VHS format”; “DVD format”, etc.)
- Funding and Distributions
- Holding code: Use logical code for the material ordered, unless specified otherwise by the selector (VIDEOTAPE1, DVD-VIDEO1, etc.)
Add screenshot here
4.2 Recurring orders
Recurring orders are not used. We use subscription. Should remove this.
NOTE: POs for recurring orders have only 1 line*.*
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- New Order line
- Unit price: This well is grayed-out for any types of recurring order. The price can be filled-in by Edit order after the order has been created. From here NOTE: Do not use Edit order except for viewing or filling in Unit price for recurring orders.
- Parts in set:“STANDING ORDER” (Use all caps)
- Additional order line information to here needs to be deleted.
- DESC: Notes to vendor (“v.1-“ ; “2005-“, etc.) (See Figure II.A.7)
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- Fund ID: Should be suffixed with --MS (exception: Fund 2s, which can be used for either basic or recurring orders)
- ‘Date ready’ should be “Today”
- ‘Date to claim’ should be changed to 3 months into the future. Don't use any more. Needs to be removed.
STANDING: Print materials received on standing order.
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- Order Extended Info
- INSTRUCT:Fund=xxx-MS
- COMMENT: L1= sers class sep (the space after the “= ” is required; Acquisitions relies on this exact format to run their reports)
- New Order line
- Unit price: This well is grayed-out for any types of recurring order until the order is created; then the price can be filled in by Edit Order.
- Parts in set:“STANDING ORDER” (use all caps) Needs to be deleted.
- Additional order line information
- DESC:Notes to vendor (“v.1-“ ; “2005-“, etc.)
- INSTRUCT:Notes to vendor to specify the range of order (“Please begin standing order with v.1” ; “Please send 2005 and all future volumes”)
- COMMENT: Input internal notes following initials (“class sep series standing order” ; “v. 1 rec’d on approval”, etc.)
- INSTRUCT:Notes to vendor to specify the range of order (“Please begin standing order with v.1” ; “Please send 2005 and all future volumes”)
- Funding and Distributions
- Fund ID: Should be suffixed with --MS (exception: Fund 2s, which can be used for either basic or recurring orders)
- § ‘Date ready’ should be “Today”
- § ‘Date to claim’ should be changed to 3 months into the future. Needs to be deleted.
ESTAND: Electronic materials received on standing order- use 'Subscription' type under the 'Add Dated Order' icon (this order type is rarely used)
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MICROSTAND: Microform materials received on standing order (microfilms, microfiche, etc.) Marco has never used this. Do we need to delete it? Maybe ask Jiun.
- Order Extended Info
- § INSTRUCT: Fund=xxx-MS
- § COMMENT: L1= sets or sers class sep
- § Unit price: This well is grayed-out for any types of recurring order. The price can be filled-in by Edit order after the order has been created.
- § Parts in set:“STANDING ORDER” (use all caps)
- Additional order line information
- § DESC:Notes to vendor (“v.1-“ ; “2005-“, etc.)
- § INSTRUCT:Notes to vendor to specify the range of order (“Please begin standing order with v.1”; “Please send 2005 and all future volumes”; “Microfilms”; “Microfiche”, etc.)
- § Fund ID: Should be suffixed with --MS (exception: Fund 2s, which can be used for either basic or recurring orders)
- § Holding code: Use logical code for the material ordered, unless specified otherwise by the selector (GOVFICHE, GOVFILM, etc.)
- § ‘Date to claim’ should be changed to 3 months into the future.
- § INSTRUCT:Notes to vendor to specify the range of order (“Please begin standing order with v.1”; “Please send 2005 and all future volumes”; “Microfilms”; “Microfiche”, etc.)
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