Collections Services: Acquisitions

Creating a Monograph Purchase Order

1. In the Acquisitions module, click on New Purchase Order. A purchase order number will automatically be assigned to the purchase order. However, you may change that number if needed. If you have your preference set properly, the Type: (firm order), Site: (Technical Services Dept.), Ship To: (Technical Services Dept.), and Bill To: (Technical Services Dept.) fields will be filled in automatically. (See procedure for Setting Preferences in Acquisitions)

2. Select a vendor. If you know the vendor code already, type it under vendor code and hit enter. Note: If you don’t know the vendor code, click on the search button next to the vendor code box and perform a vendor search. Select the vendor name you need.

3. Next to the account box, click on the arrow pointing down. A list of account names will be displayed. Select the appropriate account. If no account names appear, just skip this step.

4. Click on save. Once you do, options for adding lines to your purchase order will appear, i.e. Bib Search, Bib Import, or Template.

• Bib Search brings up a search screen similar to the one found in the cataloging module, allowing you to search for a bibliographic record that exists in the system and bring it on your purchase order. This is used when ordering a replacement or second copy, ordering an additional volume of a monographic set, ordering an additional volume of a series, etc.

 

• Bib Import brings open a screen that allows you to select your OCLC bib import file, view the records that you have downloaded, select the appropriate file and bring it on your purchase order.

 

• Template allows you to add a line item through filling out a template. This template automatically creates a brief record for you in the cataloging module.

5. Once you have brought a line item on to your purchase order, you need to fill in items such as the price, location, fund code and insert any note that is relevant to KSUL or the vendor.

Click on details and a box will appear.

6. To fill in the price information, click on the price tab and insert the pricing information. Note that you can put in discounts here as well.

7. Click the Copies/Fund tab to enter the location and fund code information. Click on the Add button. This box will appear. Under Intended Location, click on the down arrow to get a list of locations. Select the location you need. Under Ship To, click on the down arrow to get a list of locations to ship to. Click on T to get Technical Services Dept. Under Ledger, you can select a fund in two ways: 1) click on the yellow folder and scroll down the hierarchy until you find the appropriate ledger and fund. Highlight the fund you need.

8. If you have a Hold for Reviewer note, i.e. a certain professor wants to see the book when it arrives, put that information under the Delivery Options tab. The advantage of putting that information in this field, is that the Requester box is a pop up box, meaning that when you receive this line item on to an invoice, the information that Jane Doe in the Chemistry Dept. want to see this book will pop up for you. (See Receiving Items)

9. The Notes tab is used to hold notes for the vendor and internal notes. Instructions to Vendor box will print out on the purchase order. Put information on editions, volume numbers, issues, etc. in this box. Any information you think would be useful to give the vendor to ensure that the correct book is ordered.

• When appropriate, put this type of information in the holdings record of the cataloging module as well to let catalogers and other acquisitions staff persons know that you have ordered a volume of a set.

• Notes box will NOT print out on the purchase order. Put information that will be useful to you or any other Technical Services staff member in determining the status of a book. Always date and initial the entries so that other people know what action was taken, when and by whom. The line item box above contains samples of the type of notes that appear in this box.

10. This is what the purchase order will look like after all the relevant information has been added. Click on the approve button at the top to approve the purchase order.

11. A pop up button will appear that allows you to print the purchase order if desired. (NOTE: the purchase order will NOT print out when you click this button and say Yes. To print anything from the Acquisitions module you must use the Reporter module. (See Printing Using the Reporter Module)

12. When you are finished approving the purchase order, this is what the patron will see in the OPAC (Online Public Access Catalog).