GOBI Firm Orders
Begin by login-in to GOBI
Click on the ‘Search’ tab --> ‘Selections’.
Orders can be selected by scrolling down the subaccount to 6082-10 firm orders (Fig.1) and pressing the
icon.
Fig.1 
Now check each individual order with ‘Import only’ on the US Status by highlighting the left-hand sidebar of the order box, then click on ‘Enter Order Details’.
Look at the ‘Subaccount’ code and select “6082-63” (Fig.2) if it is not already selected. Click the ‘Retain Marked Status’, (Fig.4) click 
icon. Repeat this for all ‘Import only’ orders.
Fig.2 
Fig.4 
Place all ‘Import only’ orders in the ‘Import only’ folder by clicking on the 
icon and select from the drop-down menu. (Fig.5)
Fig.5 
As each ‘Import only’ order is successfully placed in the folder, ‘Deselect’ the order from the main list.
Now look for ‘Out of stock at Publisher’ or ‘Low in Stock’ orders, and select these by clicking the left-hand side bar and E-mail to Janice Lindquist (Acquisitions librarian) at jlindq@rice.edu by pressing the 
icon. (Janice will order these GOBI orders from an overseas vendor). In the ‘Subject’ field of the E-mail put “Out of Stock (Date: 00/00/00)” Once E-mailed, ‘Deselect’ the order(s) from the main list.
Next look for multi-volume set orders.Since we DO NOT order multi-volume sets through GOBI yet, we need to make a print-out of the order by selecting the left-hand side bar, click the 
icon. Download the OCLC
record and create the order manually. Use YANKEE as the vendor ID and Firm as Order Type and follow the information on the order.
Once that is done, ‘Deselect’ the order from the main list by highlighting the left-hand sidebar, the 
icon, then click the icon.
- E-Books need to go in the ‘ebooks’ folder.
On the right of the Selections window eBook Box, under "Selections" Select Ebook only (Fig.7). Click the "Search" icon with the green arrow.
Fig.7 
A Supplier doesn't need to be selected
Click the 
icon, click the icon. Select from the drop-down menu the “ebooks” folder. (Fig.8)
Fig.8 
Click on the icon, then the icon.
Once that is done, ‘Deselect’ the order from the main list by highlighting the left-hand sidebar, the icon, then click the icon.
After all the “weeding-out” has been done, the remaining orders will be checked for duplicates by highlighting the ISBN number and right-clicking the mouse to the drop-down menu (Fig.9).
If it is a duplicate the item will appear with all catalog information, put the duplicate in the duplicate folder. (To be deleted later)
Caution: A duplicate may show up but it may be for a different library (STACKS, ART, GOV-DOCS, WRC, ect..), if this is the case we go ahead and process the order because it is not considered a duplicate.
Fig.9 
If it’s not a duplicate, the item will come back as ‘"…found no matches in the library you searched.”
NOTE: For older orders- prior to 2005, check the title since older orders only have 10-digit. Some ISBN numbers may not work with the 
program, or might not have any ISBNs at all.
Once all orders have been checked, highlight it by click on the left-hand sidebar and click on the 
icon. On the pop-up window go down to the ‘Library note’ field and type-in your initials followed by the selector’s initials. (Fig. 10)
Fig.10 
Select the “Retain Marked Status on Items in List” icon, click the icon.
Once the order is checked, highlight the order(s) and click on the 
icon, unless the order includes a ‘Series Title’
** When a monograph is part of a series, search the series title in Sirsi in the “periodicals” and/or "series" category. If the Library receives the series on standing order, treat as a duplicate order. Transfer to the duplicate folder and deselect from the main list.
Once all orders are placed in the ‘Order cart’, click on the 
icon.
All orders should have a green light 
icon.
Press the
icon and a
message should appear meaning orders are processed, and a 
should be visible.
If an Exception Error pops up, it means the order did not get processed. Look for the reason why in the upper left-hand corner of the order. (Fig.13)
Fig.13 
-- Some exceptions happen when an item is previously ordered. In this case you place the order in the ‘Already ordered’ folder and keep it there for one week, then check Sirsi to see if this order record is already there. You then delete it from the ‘Already ordered’ folder. If the ‘Subaccount’ reads 608212 (In the upper left-hand corner) (Fig.14) means the item is in transit with Yankee Approval.
Fig.14 
-- Another exception happens when the item is duplicated in the list. In such a case delete one title but send the other by pressing the 
text and press the icon again.
-- There is also the exception where an item cannot be return once it is ordered, we the order and press the icon again.
-- Another commonly seen exception is the 
, on these and press the icon again. ** These could also mean, series is on Standing Order.
Orders will be processed throughout the day by selectors, check back to see if more have been placed and repeat the process. At the end of the working day, ‘Mark All’ the orders and E-mail them by clicking the icon to Sara Trejo at (strejo@rice.edu).
‘Mark All’ orders again and print them out.
Then ‘Deselect’ all orders in the ‘Order Cart’ and place the print-outs in the order basket.
Log-off.
UK Gobi Orders
UK gobi orders are the ‘Import only’ orders on the US Status (Fig.1), they are left to process on Fridays to keep them separate from the U.S. orders.
Fig.1 
Go to the ‘Folders’ tab drop-down to the ‘Import only’ folder. (Fig.1), by clicking on ‘Import Only’ folder to process orders on your personal folder).
The ‘Manage Library Folders’ is the option to process orders in the other staff members folders. (See Fig.3)
Fig.2 
Next check ‘Manage Library Folders’, look for ‘Import only’ on the "folder name" column (Fig.2), if there are any to process there will be numbered in the "contents" column (In the example below there are no orders to process)
Click on the blue Import only text to go to the orders, if any.
Fig.3 
Transfer the order(s) to the ‘Order Cart’ by selecting the left-hand sidebar. A copy of the order will now be in the order cart, leave the original copy in the folder even transfer has been completed- in case a deletion is made by mistake. This way there is a backup.
Click on the ‘Order Cart’ on the top right-hand corner to see all your orders in place.
Select the order by clicking the left-hand sidebar, click the icon. In this window you may put your initials and the selector’s initials on the Library Note (Fig.4)
Fig.4
For Import Orders we use the Subaccount 6082-63, at this point, make sure they the correct ‘Subaccount’ (Fig.5). If not, please correct by clicking on the drop down menu in the Subaccount field.
------> 
Fig.5
Click the icon.
At this point, ‘Import orders’ will be checked for duplicates by ISBN and Series titles as you would do with Gobi firm orders, follow the same procedure if duplicates are found.
Repeat the screening process for all ‘Import only’ orders.
Once this is done, check that all ‘Import orders’ have the green light icon.
Click on the 
'Mark all' middle icon to select all orders
Click icon.
**Follow the same procedure for any Exception Errors as Gobi Firm orders
You should have a the and the in the order visible.
‘Import orders’ will be processed throughout the day by selectors, so check back to see if more have been placed. Repeat the process. At the end of the working day, ‘Mark All’ the ‘Order Acknowledgement’ orders and E-mailed to Jiun Kuo (kuo@rice.edu) and Sara Trejo (strejo@rice.edu).
‘Mark All’ orders again and print them out and place them on the basket. ‘Deselect’ all orders in the ‘Order Cart’ and from the import folders.
Log-off.
E-Book Gobi Orders
Search Selections window, click on the right "Ebook only" (Fig.1) and then the search gren 
arrow.
Fig.1 
All our e-book orders should be visible; check each individual order to see if there is sufficient funds before ordering, because insufficient funds will become a problem once the manual order is created.
On Platform, make sure an authorized 'Supplier' was been selected (Fig.2) and the status is available. (Fig.3) If not, let the selector know and put that order aside in a personal folder until the selector makes a decision, then you can proceed with the order.
Fig.2 
Fig.3
Authorized vendors:
EBSCOhost (was Netlibrary)
EBL
CQ Press Online
CRC Press
IGI Online Content
JSTOR,
Project Muse
Sage Online Content
Wiley Online LIbrary
Select order and go to place your initials and check the subaccount.
** All e-Book orders should have 6082-50 for Subaccount , check and make sure all orders have this number, if not please correct. (Fig. 4)
Fig. 4
On the library Note, type your initials, selector’s initials (in occasion the note "single use only) (Fig.5)
Fig.5 
** We add a note "Single user only" in both the order and the bibliographic record when the vendor is a 'Single User Option (SUPO)' or '1 User' in the Purchase option column.
Check all ebooks for duplicates by highlighting and right-clicking the ISBNs as you would with all Gobi orders.
**If a print copy is found, double check with selector to verity a duplicate
PDA created records are not considered duplicates, however, these can only be ordered on EBL ONLY. Please let selector know this.
After all e-books are searched for duplicates, they are ready to be processed. Mark all and transfer to the ‘Order cart’, you will see the green light icon on the orders.
Click on
You should have a the and the in the order visible.
– Print processed e-books out and order manually using the Add Basic Order
Vendor ID = YANKEE
ORDER TYPE = EFIRM
In the ‘Extended info’ fields, type in the COMMENT field, “DO NOT PRINT- Gobi order added manually” (Fig.6)
Fig. 6
Click on Continue.
Fill-in the following information from the ebook print-out .
- Unit Price
- Instruct field = For IP access please note that our IP ranges are 128.42.*.* and 168.7.*.*
- Comment Field= your initials, selector’s initials, and – If needed- “(Supplier) -single use only.”
- FUND
- HOLDING CODE = INTERNET
After Saving the order.
Go back to 'Modify order', click on current order and change the ‘New order ID’ P.O. number to the given to the order. (Fig.7)
Fig.7 
Change to 
Save your changes.
NOTE: Go to the bibliographic record and change all 856_40_ fields to 956_00_ fields. (Fig.8)
Fig.8 
to 
Highlight the Library Note, If order has a SUPO note, “Ebrary – single use only” or a Notify Note.
Give all orders to Linda Keating.