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Scope:  This document outlines the procedures that Ordering Unit staff of LTS follow when placing orders for multi-part items whose pieces have not all been published yet.

Contact:  Lois Peret Purcell   Lisa Maybury 

Unit: Acquisitions, Ordering

Date last reviewedupdated: 03  03/0801/20162024

Date of next review: March 20172025

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Verifying the Bibliographic Instance Record  
Creating the Purchase Order  
Creating Check-in Component   

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Look for the presence of:

1. A 300 field with a volume designation.
2. A 245 with a main title to cover all of the pieces (The pieces themselves may have their own unique titles, which may appear in a 505 field).
3. A 260 or 264 field with a hyphen at the end of the date.
4. Multiple date designation in the 008 fixed field.
5. After FOLIO instance record is created and updated as it should be create a purchase order as below.

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1. Create a new purchase order in the Acquisitions Modulethe Orders App.
   
2. Enter the correct vendor code.
3. Select "ContinuationOngoing" from the Type Field in the Header tab Order type field.
4. Select "LTS Acquisitions" from the pop-down menu in the Location, Ship Bill to: and Bill Ship to : fields.
   
5. Enter the correct vendor code.
   (Tip: Many vendor codes for continuation orders have a "/c" or a "/so" extension, for example: bookh/c,aux/c,harrass/cm )
6. Save the purchase order.
7. Import the bibliographic line item.
8. Leave the price at $0 while entering the location and price information.
9. Check the "Approved box" Image Added
10. Save and close.
11. "Add PO line" via "Title look-up"
    
12. Acquisition method "Purchase"; Order format "Physical resource"

1. Change Receiving Workflow to: Image AddedSelect "Multi-Part" for the Line Item Type field.
2. Enter proper beginning volume and future volume(s) in the 'Instructions to Vendor' field
   Example: Order for vol. 2 and continuationcontinue until cancelled.
   
3. Physical unit price should be set at $0; Quantity physical "1".
   
4. Add fund distribution
5. Add location; Quantity physical "1".
6. Save & open order.
7. Create MFHD to accompany Voyager bib, using appropriate Add a note in the 852 notes field : |x on the holdings record: MULTI-VOL. ORDERED (with date ordered)   *** CHECK-IN RECORD CREATED
   

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1. ADD VOLUMES AS THEY ARRIVE"

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1. Create a new Subscription Pattern in the Component utility (Details ->Type folder).
2. Type "Multi-Volume: Send to Cataloging" in the Note field.
3. Save.
4. Return to the purchase order display.
5. Verify that all information in the purchase order is entered correctly.
6. Make sure that the Print Purchase Order option is selected.
7. Approve the order.
8. Make any final additions or adjustments as necessary when the purchase orders are printed out.
9. Send finished purchase orders to the designated staff member for mailing.