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: 06/01/2016
Date of next review: May 2017
Requested titles expected/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/suspected to come on approval, a purchase order should be created. The PO will serve as a placeholder for Requester or Receiving instructions.
A. Requested title expected/suspected to arrive on approval plan:
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.
- 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 note field, as REQ:bm123@, Bat Man.
- 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".
- If item is expected on Coutts Approval, suppress Bib and Holdings records.
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