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: 05/23/2017
Date of next review: May 2018
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. Example: 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.
B. 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. A purchase order should be created and that will serve as a placeholder for Requestor or Receiving instructions.
- 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 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’.