Page History

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Unit: Acquisitions (Ordering)

Date reviewed: 05 06/0601/20152016

Date of next review: May 20162017

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Requested titles expected/suspected to arrive on an approval plan Requested titles suspected to arrive on an approval plan

Requested titles expected to arrive through the NPAC blanket plan 

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When an item has been profiled by a vendor for approval or is expected/suspected to come on approval, a purchase order should be created.  The PO will serve as a placeholder for Requester or Receiving instructions. ln that scenario, follow steps in section A below. If it is not clear whether a vendor has profiled an item for approval but is suspected to come on approval, follow steps in section B below.  

This purchase order does not need to be sent to the vendor. If the title has not been published or profiled by the vendor, we should still create a purchase order.

1. Create a new purchase order.
2. Select “Approval” from the TYPE field. 
3. In the ORDER LOCATION, SHIP TO and BILL TO fields, select “LTS Approvals”. 
4. Enter the vendor code.
5. Import the bibliographic line item.
6. Leave the price at $0.
7. Select “LTS review shelves” as the item's location.
8. In the fund code field, enter 521 for YBP for Coutts approval items or appropriate selector fund for other vendors.
9. Enter the requester information in the REQUESTOR note field, as REQ:bm123@, Bat Man.
10. Approve the PO but do not print or send it to vendor via EDI. It is a placeholder only. 
11. In the Holdings screen, add a subfield “x” after “cts,rev” in the 852 field, and type ‘XBO REQ’.
    

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If the title has not been published or profiled by the vendor, this type of purchase order will be sent to the vendor, following steps as outlined below.

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1. "XBO REQ see PO".
2. If item is expected on Coutts Approval, suppress Bib and Holdings records.     
     

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