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Section II, Chapter A

Ordering Procedures

1.  INTRODUCTION

These procedures are general; in special instances consult with Unit Supervisor.

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• Form selections are submitted on standardized order forms from vendors such as YBP, L&C, Puvill, Harrassowitz HARRG, AADL, Touzot TOUZOTEURO, Casalini, etc.  Many vendors are moving away from paper slips and relying on electronic transmission of this information.  The selectors will then select titles to be purchased electronically, download & print files, and then submit the paper files for the actual ordering process
• Selectors may submit others in a variety of different forms (e.g., hand or typewritten index cards, photocopies of book reviews, publisher's catalogs, advertising brochures, personal requests in memo form from faculty members, etc.).

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Click on the ‘Create Order’ Wizard (See Figure II.A.1 for basic, recurring, or dated order options). Locate the bib record in Sirsi by title, author, or control number. With new versions of Sirsi, the 'Create order' wizard no longer exists. Now it's just 'Orders' wizard.

Figure II.A.1.  Basic, Recurring or Dated order icons

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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 'Standing order' in 'Parts in set'- needs to be remove.

Additional order line information

  *Need to have examples screen-shots for each one below.*

• CATALOG#: Publisher’s catalog number, if available Three Some vendors require you to put the item 'Item number' here. Stout, Harrow. and ShamanskyHARRU, Shamansky, Worldwide, (There may be others)
  
• DESC: Note to vendor
• INSTRUCT: Note to vendor (i.e. volume number, paperbackI.P. address, etc.)
• SHIP TO: Not used for ordering
• NOTE: Not used for ordering
• COMMENT: Input here your & Type-in your initials and the selector’s initials plus any internal notes (see section 4 for specific notes as they apply to different order type/category) example: lm js/cd

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 All orders by Jet P. to Art Prendeville are sent to the 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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If a new line(s) is to be added to order, click on Add New Order line and locate the next item and repeat the sequence. (25 lines are the maximum) When the order is completed, type TODAY in the Date ready field. If the purchase order is not to be printed, set Date ready to NEVER.

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NOTE: No order should exceed 25 lines in length; funds, locations, etc., may be mixed on one PO.--Delete this line

4.  ADDITIONAL PROCEDURES, BASED ON ORDER TYPE

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• Procedures below apply to all Basic order types; special instances or notes are listed separately under each type.
  • New order line
  • Parts in set: Indicating range of set ordered (v.1 ; v.1%4, etc.) when ordering part of or a complete set.  A % sign is used between the numbers for consecutive volumes; a “#” sign is used between the numbers of non-consecutive volumes, e.g., v.1%3#5#7%12.  This information will then display in OPAC in translated format (v.1-3, 5, 7-12). (See Figure II.A.5 for example) 

Figure II.A.5.  Use percent and number signs, instead of dashes and commas.

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All notify notes are translated into actual flags when orders are received in Acquisitions.

APPROVAL: Not used 

EFIRM: Electronic materials on firm order (CD-ROMs, electronic books, electronic journal back-files, 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.)
  • Default price for DVDs are $25

 Add screenshot here

4.2  Recurring orders

               'Recurring orders are not used. We use subscription. Should it be removed?.' is rarely used (For ESTAND only) The information below should be updated. Most of the information below should be under 'Subscription' type orders.

NOTE: POs for recurring orders have only 1 line*.*

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ANAL: Analytics received on standing order (class together, analyzed series) 

• Order Extended Info
• INSTRUCT: Fund= xxx-MS (See Figure II.A.6 for example)

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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)needs to be deleted--No longer type 'STANDING ORDER' in the 'Parts in set'.
    
    • Additional order line information
      
    • DESC: Notes to vendor (“v.1-“ ; “2005“2013-“, etc.) (See Figure II.A.7) 

Figure II.A.7. Note to vendor for the start volume

• INSTRUCT: Notes to vendor to specify the range of order (“Please begin standing order with v.1”; “Please send 2005 send 2013 and all future volumes”, etc.) (See Figure II.A.8) 

Figure II.A.8. Note to vendor to start the volume and to continue to send future volumes

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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–We do not add a claim date anymore.

STANDING: Print materials received on standing order.

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• Order Extended Info
• INSTRUCT:Fund= xxx-MS
• NOTE: THIS IS A STO; DUPLICATE/CHANGE TO STO WHEN 1ST COPY ARRIVES
  
  • COMMENT:   L1= sets (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. The price can be filled-in by Edit Order after the order has been created.
    • Parts in set: “STANDING ORDER” (use all caps)--No longer type 'STANDING ORDER' in the 'Parts in set'.
    • DESC:DESC:Notes to vendor (“v.1-“ ; “2005“2013-“, etc.) 
      
      • INSTRUCT: Notes to vendor to specify the range of order (“Please begin standing order with v.1” ; “Please send 2005 send 2013 and all future volumes”)
      • COMMENT: Input internal notes following initials (“set standing order” ; “projected 12-vol. set” ; “v. 1 rec’d on approval”, etc.)
      • 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.–We do not add a claim date anymore.

• Additional order line information

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• The dummy record is the record from which the series order is launched.  The information required in a dummy record is typically brief.
  • Series title is required.
  • Publication information is desirable -- place, publisher, and date of 1st volume (date followed by a hyphen. ex.: 1996 2013- .
  • Editorial or other authorial information, even if available, is not necessary, as these functions may change over the lifetime of a series.
  • In the MARC holdings record, under the 852 field, type-in: |c STACKS |z SEARCH UNDER INDIVIDUAL AUTHOR/TITLE FOR ITEMS IN THIS SERIES (all caps are required (for details see: MARC Holdings Records, Section III, Chapter M)). (See Figure II.A.9)

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• Order Extended Info
• INSTRUCT:Fund=xxx-MS
• NOTE: THIS IS A STO; DUPLICATE/CHANGE TO STO WHEN 1ST COPY ARRIVES
  
  • 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 --No longer type 'STANDING ORDER' in the 'Parts in set'.
      
      • Additional order line information
      • DESC:Notes to vendor (“v.1-“ ; “2005“2013-“, etc.) 
        
        • INSTRUCT:Notes to vendor to specify the range of order (“Please begin standing order with v.1” ; “Please send 2005 send 2013 and all future volumes”)
          
          • COMMENT: Input internal notes following initials (“class sep series standing order” ; “v. 1 rec’d on approval”, etc.)
    • 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.We haven't added –We do not add a claim date to any orders. Does it need to be deleted?anymore.

ESTAND: Electronic materials received on standing order- use 'Subscription' type under the 'Add Dated Order' icon (this order type is rarely used)–ESTAND is the only one used under 'Recurring orders' (But rarely)

• Order Extended Info
• INSTRUCT: Fund= xxx-ELECT
• NOTE: THIS IS A STO; DUPLICATE/CHANGE TO STO WHEN 1ST COPY ARRIVES 
• § COMMENT:L1= Do not print
  
  • New Order line
    
    • § Unit price: Fill-in the total price§
      
      • Additional order line information
      • § DESC:Notes to vendor (“v.1-“ ; “2005“2013-“, etc.) 
        
        • INSTRUCT: "Please begin access to Online journal with volume ??-, NOTE: For IP access please note that our IP ranges are 128.42*.* and 168.7.*"
      • Funding and Distributions
        
        • § Fund ID: Should be suffixed with --ELECT (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 (INTERNET, REFDESKCD, RESERVCD, RESERVDVD, etc.)
        • § ‘Date ready’ should be “Today” (But not on the "Do not print" orders- should be left blank)
          
        • § ‘Date to claim’ should be changed to 3 months into the future. (But not on the "Do not print" orders- should be left blank)–We do not add a claim date anymore.

MICROSTAND: Microform materials received on standing order (microfilms, microfiche, etc.) Marco has never used this. Do we need to delete it, or keep just in case? 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)--No longer type 'STANDING ORDER' in the 'Parts in set'.
    
    • Additional order line information
    • § DESC:Notes to vendor (“v.1-“ ; “2005“2013-“, etc.) 
      
      • § INSTRUCT:Notes to vendor to specify the range of order (“Please begin standing order with v.1”; “Please send 2005 send 2013 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.–We do not add a claim date anymore.

• New New Order line

• Funding and Distributions

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• INSTRUCT: Fund= xxxS
  • New Order line
  • Days in sub period: “0”
  • Renewal date:“NEVER”  (Use capital letters)–Should a note be added to go back to the order after changing the "1" to "0," because a "Renewal date" is automatically added to the field after "update order" button is pressed?
    
    • Additional order line information
    • DESC:Date of 1st item requested (“v.1-“ ; “2005“2013-“, etc.) 
      
      • INSTRUCT: Very similar to recurrent order notes (‘please begin new subscription with Issue 1, no. 1, 1996 2013, & continue with all future issues’, etc.)
      • Funding and Distributions
        
        • Fund ID: Should be suffixed with “S” (i.e., HISS, MUSS) (exception: Fund ALLEN)
        • Holding code: Use logical code for the material ordered, unless specified otherwise by the selector (STKSERL, ARTSERL, etc.)
        • ‘Date ready’ should be “Today”
          ‘Date to claim’: 3 months into future We have not added future –We do not add a claim date to any orders, does it need to be deleted?anymore. 

EFIRMMAINT: charge for ongoing access to an EFIRM item

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• Days in sub period: “0”
• Renewal date: “NEVER”  (Use capital letters)–Should a note be added to go back to the order after changing the "1" to "0," because a "Renewal date" is automatically added to the field after "update order" button is pressed?
• Additional order line information
• DESC:Date of 1st item requested (“v.1-“ ; “2005“2013-“, etc.) 
  
  • INSTRUCT: Very similar to recurrent order notes (“Please allow access to new online subscription with 2005 2013 & continue with all future services,” etc.) (See Figure II.A.10)

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• Fund ID:(Assigned by the selector) (See Figure II.A.11)
  • Holding code: Use logical code for the material ordered, unless specified otherwise by the selector (INTERNET, REFDESKCD, RESERVCD, RESERVDVD, etc.) (See Figure II.A.11)
  • ‘Date ready’ should be “Today” (See Figure II.A.12)
  • ‘Date to claim’: 3 months into future. (See Figure II.A.12)–We do not add a claim date anymore.

Figure II.A.11.  ENGS selected as the Fund ID, INTERNET selected for the holding code

Figure II.A.12.  ‘Date ready’ set for October 20, 2005, ‘Date to claim’ set for three months into future.–We do not add a claim date anymore.

ETEXT: Full-text electronic materials received on subscription (electronic full-text journals, remote databases, etc.)

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• Order ‘Extended Info’

• INSTRUCT: Fund= xxxS–A serial fund is rarely used for ETEXT, it looks more like "XXX-ELECT."
  • New Order line
  • Days in sub
  • New Order line
  • Days in sub period: “0”
  • Renewal date:“NEVER”  (Use capital letters) –Should a note be added to go back to the order after changing the "1" to "0," because a "Renewal date" is automatically added to the field after "update order" button is pressed?
    
    • Additional order line information
      
      • DESC: Date of 1st item requested (“v.1-“ ; “2005“2013-“, etc.) 
      • INSTRUCT: Similar to recurrent order notes (‘Please allow access to new online subscription with 2005 with 2013 & continue with all future services,’ etc.)
      • Funding and Distributions
        
        • Fund ID: (Assigned by the selector)
        • Holding code: Use logical code for the material ordered, unless specified otherwise by the selector (INTERNET, REFDESKCD, RESERVCD, RESERVDVD, etc.)
        • ‘Date ready’ should be “Today.” (Do nothing if it’s a ‘Do not print slip’ Hit ‘Close’)
        • ‘Date to claim’: 3 months into future. (Do nothing if it’s a ‘Do not print slip’ Hit ‘close’)–We do not add a claim date anymore.

        Need to add information about 856 and 956 note

MEMBERSHIP: MEMBERSHIP: Rarely used; usually requested by Acquisitions.  Consult with the Unit Supervisor in Acquisitionsin this instance.

MICROSUBSC: Microform materials received on subscription (not very common)

• Order Extended Info

• INSTRUCT: Fund= xxxS
• New Order line

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• DESC: Date of 1st item requested (“v.1-“ ; “2005“2013-“, etc.) 
• INSTRUCT: Similar to recurrent order notes (‘please begin new subscription with Issue 1, no. 1, 1996 2013, & continue with all future issues’, etc.)
• Funding and Distributions

• Fund ID: (Assigned by the selector)
• Holding code: Use logical code for the material ordered, unless specified otherwise by the selector (GOVFICHE, GOVFILM, etc.)
• ‘Date ready’ should be “Today”
• ‘Date to claim’: 3 months into future–We don't add a claim date anymore.

PACKAGE: Rarely used; usually requested by Acquisitions.  Consult with Unit Supervisor Acquisitions in this instance.

5. OTHER SPECIAL INSTRUCTIONS:

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Music orders are created in the same fashion as other firm orders.  The exceptions are that the Music Librarian provides an OCLC number on the order when copy in Worldcat exists.  If no copy exists for an order, an 028 field with the publisher/manufacturer number must be included in the provisional record (see Creating a Provisional Record, Section II, Chapter B).

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• COMMENT: (‘Replacement order’; ‘This copy is for Reserve HIST 431’, etc.)
• INSTRUCT:  (For the vendor's benefit, Insert a note that identifies the book as a replacement, such as "Replacement for lost/damaged copy.")
  

Adding a dummy call number with “XX” in front. A dummy call number is created when ordering replacement copy or added copy for a different location. 

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Go back to the list that shows both call numbers and highlight the call number with the ‘XX’ and then you can click on the ‘Create basic order’ ‘Add Basic Order’ icon to create order. (See Figure II.A.18) 

Figure II.A.18.  Create basic order icon

5.5 Standing order decision shelf. When the first volume from a multi-volume set, or a series, arrives on Approval, permission for a Standing Order must be received from the appropriate selector.  These volumes, along with the STO decision slip requesting fund and other specific information, are placed on the STO-decision shelf in the Acquisitions area, where they are periodically reviewed and returned to the appropriate cataloger.  During the period that these volumes are awaiting review a note should be placed in a 590 note on the bibliographic record (“CURRENTLY ON CD STO-DECISION SHELF”).  These notes will be deleted during cataloging.–Does this section needs to be updated? Ask Jiun?

66.  RUSH ORDERS

All rush orders should arrive in Cataloging clearly marked RUSH or RUSH ORDER ONLY (rush order only is for materials only requiring rush ordering but not rush cataloging).

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RUSH orders of greater urgency should be handed directly to Head of Acquisitions or her designate.  Acquisitions staff deliver regular RUSH orders to the RUSH order basket in Cataloging, where they are searched for duplication, entered in Sirsi, and ordered with the vendor through Web, telephone, or paper purchase order, as appropriate.  Purchase orders are printed at least daily, and mailed as quickly as possible thereafter.  The Cataloging RUSH basket is emptied several times per working day.  Acquisitions staff hand-carry urgent RUSH orders directly to a Copy Cataloger.  Paperwork .  (a.k.a., Super-RUSH) Paperwork is returned to the selector on request.  Under normal circumstances, a RUSH order is fully processed within 24 hours and no more than 48 hours of its arrival in Cataloging and Metadata Services and often much less.

• Order Extended Info:
  • INSTRUCT: “RUSH” or “RUSH ORDER ONLY” (See figure II.A.19)INSTRUCT: “RUSH” or “RUSH ORDER ONLY” (See figure II.A.19)–NOTE: Miss-marked many times, 'RUSH orders' have a destination. (i.e., NOTIFY:..., Reserve ...) 'Rush Order Only' do not. Therefore orders need to reflect the right notes to avoid putting a blue flag on items that are meant to be 'Rush Order Only' and so they may end-up at the Circulation Desk for no apparent reason and no one to claim them.
  • COMMENT: If paid by credit card “Credit Card/Do not print”; “NO MAIL”, “DO NOT PRINT”, etc. (See figure II.A.19)

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• COMMENT: After your & selector’s initials, input any specific requests from the selector, “RUSH reserve HIST 432”, “RUSH” or “RUSH ORDER ONLY”, “NOTIFY: Dr. J. Smith”, etc.
  NOTE: For Credit card or any NO MAIL orders leave ‘Date ready’ field “NEVER”
  Vendor = PENDING (attach only one line to each order). PENDING is a dummy vendor primarily used for Internet/online orders.  When using this vendor the ‘Date ready’ remains “NEVER” and the order is returned to the Head of Acquisitions for the eventual assigning of a real vendor.  Please attach ONLY one line to each order in this case.    

If  RUSHes are not stamped with Return to JL, or Return to Liliana, put them in the regular basket.

Prepared by: Marco Flores and Jiun Kuo

Last updated: August 2, 2007

Can we add a vendor list that shows the abbreviations and their corresponding names (from Sirsi) to this document?

 Index terms:  Ordering, orders, rush orders, firm orders, music orders