Scope: Occasionally, a patron requests an item 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 .
Contact: Masayo Uchiyama
Unit: Acquisitions (Ordering)
Date reviewed: 05/06/2015
Date of next review: May 2016
Requested titles expected 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
When an item has been profiled by a vendor for approval or is expected 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.
A. Requested title expected to arrive on approval plan:
This purchase order does not need to be sent to the vendor.
- 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 location.
- In the fund code field, enter 521 for YBP approval items or appropriate selector fund for other vendors.
- Enter the requester information in the REQUESTOR note field, as REQ:bm123@, Bat Man.
- Approve the PO but do not print or send it to vendor via EDI.
- In the Holdings screen, add a subfield “x” after “cts,rev” in the 852 field, and type ‘XBO REQ’.
B. Requested title suspected to arrive on an approval plan:
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.
- Create a new purchase order.
- In the Type field, select “Firm”.
- In the Location, Ship to: and Bill to: fields, select “LTS Acquisitions”, as in a conventional firm order.
- Enter the vendor code.
- In the Line Item Details, include a price if it is given on the request. The item’s location should be “LTS review shelves”.
- In the Fund Code field, type “521”.
- Enter the requester information in the REQUESTOR note field, as REQ:bm123@, Bat Man.
- When the purchase order is complete, DO NOT APPROVE it. It will be approved in the regular workflow with the daily orders.
- Adjust the MFHD for an “Approval Unclear” line item:
- Open the MFHD that corresponds to the XBO line item.
- After the cts,rev location, insert a $x and type in the location to which the selector would send this book if it were NOT to come on approval. This will help the Receiving staff to route the item properly if it must be received on this firm order (as opposed to arriving on the Approval plan).
C. Requested title expected to arrive on NPAC blanket plan:
Records for items expected to arrive from Southeast Asia on the NPAC plan (usually for Echols) are entered solely to prevent duplication by firm orders, so a purchase order does NOT have to be created for them.
- Import or create a bibliographic record for the title.
- At the end of the Voyager bib record, use the appropriate 948 inputting statisitc field:
948 0 |a 20010730|b i |d sbw2 |e lts |h npac
- Create a mfhd with appropriate location and add subfield x: Expected on approval: REQ:bm123@, Bat Man