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:   Lisa Maybury 

Unit: Acquisitions, Ordering

Date last updated:  03/01/2024

Date of next review: March 2025


 
Verifying the Instance Record  
Creating the Purchase Order  


Verifying the Instance Record

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.


Creating the Purchase Order 

  1. Create a new purchase order in the Orders App.
  2. Enter the correct vendor code.
  3. Select "Ongoing" from the Order type field.
  4. Select "LTS Acquisitions" from the pop-down menu in the Bill to and Ship to fields.
  5. Check the "Approved box"
  6. Save and close.
  7. "Add PO line" via "Title look-up"
  8. Acquisition method "Purchase"; Order format "Physical resource"


  1. Change Receiving Workflow to:
  2. Enter proper beginning volume and future volume(s) in the 'Instructions to Vendor' field
    Example: Order for vol. 2 and continue 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. Add a note in the notes field on the holdings record: MULTI-VOL. ORDERED (with date ordered)   *** ADD VOLUMES AS THEY ARRIVE"