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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 reviewed:  03/01/2021

Date of next review: March 2022


 
Verifying the Bibliographic Record  
Creating the Purchase Order  
Creating Check-in Component 


Verifying the Bibliographic 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.

Creating the Purchase Order (the following steps must be done IN SEQUENCE)

  1. Create a new purchase order in the Acquisitions Module.
  2. Select "Continuation" from the Type Field in the Header tab.
  3. Select "LTS Acquisitions" from the pop-down menu in the Location, Ship to: and Bill to: fields
  4. Enter the correct vendor code.
    (Tip: Many vendor codes for continuation orders have a "/c" or a "/so" extension, for example: bookh/c,aux/c,harrass/cm )
  5. Save the purchase order.
  6. Import the bibliographic line item.
  7. Leave the price at $0 while entering the location and price information.
  8. Select "Multi-Part" for the Line Item Type field.
  9. Enter proper beginning volume and future volume(s) in the 'Instructions to Vendor' field
    Example: Order for vol. 2 and continuation.
  10. Save.
  11. Create MFHD to accompany Voyager bib, using appropriate note in the 852 field: |x MULTI-VOL.   *** CHECK-IN RECORD CREATED

Creating Check-in Component. The component is essential for receiving multiple pieces on the same line item. Extra attention is needed.

  1. Create a new Subscription Pattern in the Component utility (Details ->Type folder).
  2. Type "Multi-Volume: Send to Cataloging" in the Note field.
  3. Save.
  4. Return to the purchase order display.
  5. Verify that all information in the purchase order is entered correctly.
  6. Make sure that the Print Purchase Order option is selected.
  7. Approve the order.
  8. Make any final additions or adjustments as necessary when the purchase orders are printed out.
  9. Mail finished purchase orders to the designated vendor.

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