Cataloging & Serials: Order Invoice

Creating Serial Purchase Orders

Monographs

• Serials
  • Guidelines for Defining and Processing PER (Periodicals) and SER (Serials)
  • Individual Titles
  • Group Subscriptions or Memberships --coming soon!--
  • Title Changes

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SERIALS

Orders for individual titles

Import a bibliographic record from OCLC or create a brief record for the new title (or title change) in the Cataloging Module.
NOTE: On OCLC records, verify that no URLs exist; suppress any that appear on the record by removing |z and |3 and changing the |u to a |x.

In the Acquisitions client:

Click on the New button.

Highlight Purchase Order and click Okay.

Edit the following fields:

PO Type: Continuation, Gift, Exchange, as applicable

• Vendor Code: Ebsco, Harr, Swets, etc.
  For directs (for example, a gift) verify that address information has been created.
• Ship To: change to Technical Services
• Claim Interval: choose an interval of 180-280 days for periodicals; 400 days for serials

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Click "Save."

Click on Bib Search.

Use the "Relevant Search Results" or "Title Search" to find the correct title. Doubleclick on the title to link it to the purchase order.

Click on Copies/Funds

Edit the following fields:

• Intended Location:
• # of Copies (choose "1" unless otherwise indicated on your accompanying paperwork
• Link to Holdings
• Commit to Fund
  

see below

• Commit to Fund will depend on the vendor chosen and the Fiscal Year (in this example, FY2000 Continuations)

Click "Save."

Click on Line Item Type.

Edit the following fields:

• Vendor Title #” (for HARR and SWETS)
  These two vendors do NOT change title numbers when there is a title change

• Agent's subscription identifier (SNA)
  Add, if known
  NOTE: HARR and SWETS : copy the vendor title # into the SNA field.
  

• Check the Automatic Renewal box.
• Click on the “OK” button.
  

E-mail vendor reps with new PO number, request new SNA or verify previous one.
Upon reply from vendor, verify and/or add new title number and SNA to the purchase order.

Edit the Notes field.

• Title Changes: copy notes from old Purchase Order
• New Titles: pull information from accompanying paperwork; if not present, check with the Acquisitions Specialist to determine the code.
  Example of codes: xx vetm W4, or: gi rsoc L1

  Click Okay.

  Authorized staff may proceed to the next step. (Others should click Save.)

  Click Approve.

  Click on Print Purchase Order.
  Click on Check for Duplicates.
  Click on Yes.
  

  Your Purchase Order is complete!

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  Purchase Orders for Title Changes

  Complete the cataloging of the title change.

  In the Acquisitions client:

  • Retrieve the purchase order for the old title.
  • Click "Order"
  • Click "Copy Order" --"Without Relinking Componets"
  • NOTE: Only use the "Copy Order" function if all header information is correct. Otherwise use the "New" function.

  Click on Bib Search.

  Use the "Relevant Search Results" or "Title Search" to find the correct title. Doubleclick on the title to link it to the purchase order.

  Create a pattern.

  Delete the old title's line item.

  Highlight the new line item. Click on "Details".
  Click on Copies/Funds
  Click on Add
  

  

  Edit the following fields:

  • Intended Location:
  • # of Copies (choose "1" unless otherwise indicated on your accompanying paperwork
  • Link to Holdings
  • Commit to Fund
    
    see below

    
    

    

  • Commit to Fund will depend on the vendor chosen and the Fiscal Year (in this example, FY2000 Continuations)
  
  

  Click "Save."

  Click on Type tab.

  Click on Line Item Type.

  

  Edit the following fields:

• Vendor Title #" (for HARR and Swets))
  • HARR and SWETS: do NOT change title numbers or SNAs when there is a title change. Copy and paste the title number and SNA from the old purchase order.
  • EBSCO: these will be requested from the vendor in a later step.

• Check the Automatic Renewal box.
• Click on the "SAVE" button.
  

  Edit the Notes field.

• Copy all notes from old Purchase Order. Copy and paste the information into the new purchase order. Look for both PO notes that may apply and line item notes.
  Example of codes: xx vetm W4, or: gi rsoc L1

  Click Okay.

  Authorized staff may proceed to the next step. (Others should click Save.)

  Click Approve.

  Click on Check for Duplicates.
  Click on Yes.
  

  Before closing the new PO, go the the "Note" tab to the right of the header tab.

  • Add the note: Changed title from: (Old title)
  • Save and close.

On the old purchase order, click the "Note" tab to the right of the header tab.l

• Add the note: Changed title to: (New title) and click OK
• For Swets Blackwells and Harrassowitz titles only, go to the "Subscription Line Item"
  • Delete the SNA and title number from the old purchase order
    NOTE: this step is extremely important in order to avoid problems with EDI invoicing and claiming!
  • Click OK
• Click "Complete"

E-mail all vendors new purchase order numbers. Request new title and SNA number from Ebsco.
Input them as applicable.

Title change is done!

If a pattern can be created based on information in the item do so at this time.

 

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Purchase Orders for Group Subscriptions and Memberships