D. Handling the Printed Cancellation Letter
Since the cancellation is triggered by a vendor notification, it is not necessary to mail a printed cancellation letter to the vendor. Consequently, printed cancellations resulting from vendor reports are discarded. If a cancellation needs to be sent to the vendor, leave a note in the "Stop Box" indicating:
- Purchase order number
- Vendor name
- Number of line items cancelled from Purchase order
The cancellation will be sent the following day by the designated staff member. Example: "SEND CANCELLATION: PO 132443 Harrass/e 2 line items".
E. Notifying the Selector
- E-mail the ordering selector to alert him/her of the cancelled title
- Include PO number, title, and bibliographic record number for the publication in the e-mail.If the selector would like a copy of the item from the Out of Print (OP) market, modify PO information appropriately.
- If the selector does not want a copy from the OP market, discard the cancellation notification from the vendor.
Scope: This document outlines the procedure that LTS Acquisitions staff follow when processing a cancellation for materials that were not supplied by the vendor or that the subject specialist requested we cancel.
Contact: Masayo Uchiyama
Unit: Acquisitions, Ordering
Date last reviewed: 07/21/21
Date of next review: May 2022
A. Cancelling the Order
In the FOLIO POL (purchase order line), make a notation in the line item Receiving note and Cancellation description by clicking Actions-Edit with the following information:
- The reason the title was cancelled: Example: Out-of-Print (or "OP") Out-Of-Stock Indefinitely (or "OSI") Publication Abandoned (or "PA")
The phrase, "Order Cancelled" (or "OC") or just "CANCELLED"
Your netID and Today's date Example: OP - CANCELLED - lat3 7/21/21
B. Adjusting the Inventory Records
- Click on the hyperlink in your POL to take you to the Inventory app
- When the cancelled title is associated with a title that has only one location, suppress the Instance, holding and item for the FOLIO record associated with the order.
- Add appropriate note in the holdings call number prefix "CANCELLED" by clicking Actions-Edit and add the same note in the Holding note field as you did on your POL.
- When the cancelled title is associated with a bibliographic record that has multiple locations, suppress ONLY the holding and item associated with the order.
C. Notifying the Selector when cancellation is received from the vendor:
- E-mail the ordering selector to alert him/her of the cancelled title
- Include POL number, title, and Instance record number for the publication
- Discard the cancellation notification from the vendor.