Section II, Chapter A
Ordering Procedures
1. INTRODUCTION
These procedures are general; in special instances consult with Unit Supervisor.
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- CATALOG#: Publisher’s catalog number, if available Some vendors require the 'Item number' here. Stout, HARRU, Shamansky, Worldwide, (There may be others)
- DESC: Note to vendor
- INSTRUCT: Note to vendor (i.e. volume number, I.P. address, etc.)
- SHIP TO: Not used for ordering
- NOTE: Not used for ordering
- COMMENT: 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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- 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
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4.2 Recurring orders
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- INSTRUCT: Fund= xxxS–A serial fund is rarely used for ETEXT, it looks more like "XXX-ELECT."
- 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-“ ; “2013-“, etc.)
- INSTRUCT: Similar to recurrent order notes (‘Please allow access to new online subscription 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
- Additional order line information
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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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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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