Scope: Occasionally, a patron requests an item or a selector requests an item to be New & Noteworthy that the Ordering staff either knows or suspects will arrive on one of the Library’s approval plans. In both cases, a purchase order must be created to record the requester information .
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Unit: Acquisitions (Ordering)
Date reviewedlast reviewed: 05/2313/20172020
Date of next review: May 2018 2021
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Requested titles expected/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.
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- Create a new purchase order.
- Select “Approval” from the TYPE field.
- In the ORDER LOCATION, SHIP TO and BILL TO fields, select “LTS Approvals”.
- Enter the vendor code.
- Import the bibliographic line item.
- Leave the price at $0.
- Select “LTS review shelves” as the item's location.
- In the fund code field, enter 521 for Coutts approval items or appropriate selector fund for other vendors.
- Enter the requester information in the REQUESTOR REQUESTER note field. Example: REQ:bm123@, Bat Man.
- Enter New & Noteworthy in the in the REQUESTER note field. Example: New & Noteworthy
- Approve the PO but do not print or send it to vendor via EDI. It is a placeholder only.
- In the Holdings screen, add a subfield “x” after “cts,rev” in the 852 field, and type "XBO REQ see PO" or "XBO New & Noteworthy".
- Suppress If item is expected on Coutts Approval, suppress Bib and Holdings records.
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- Create a new purchase order.
- Select “Approval” from the TYPE field.
- In the ORDER LOCATION, SHIP TO and BILL TO fields, select “LTS Approvals”.
- Enter the vendor code as NPAC
- Import the bibliographic line item.
- Leave the price at $0.
- Select “ECH”as the item location.
- In the fund code field, enter LOOK.
- Enter the requester information in the REQUESTOR REQUESTER note field. Example: REQ:bm123@, Bat Man.
- Approve the PO but do not print or send it to vendor via EDI. This PO does not need to be sent to the vendor.
- In the Holdings screen, add a subfield “x” after “Ech” in the 852 field, and type ‘XBO REQ see PO’.
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