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

 
  Cancelling the Order
  Adjusting the Records
  Handling the Printed Cancellation Letter
  Notifying the Selector

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
  

  C.  Adjusting the Records   

• When the cancelled title is associated with a title that has only one location, suppress both the Instance and holdings for the Voyager record associated with the order, leaving an appropriate note in the mfhd.
• When the cancelled title is associated with a bibliographic record that has multiple locations, suppress ONLY the holdings associated with the order.   

  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.