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: 04/01/2021
Date of next review: March 2023
Verifying the Bibliographic Record
Creating the Purchase Order
Verifying the Bibliographic Record
Look for the presence of:
- A 300 field with a volume designation.
- 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).
- A 260 or 264 field with a hyphen at the end of the date.
- Multiple date designation in the 008 fixed field.
Creating the Purchase Order
- Create a new purchase order in the Orders App.
- Enter the correct vendor code.
- Select "Ongoing" from the Order type field.
- Select "LTS Acquisitions" from the pop-down menu in the Bill to and Ship to fields.
- Check the "Approved box"
- Save and close.
- "Add PO line" via "Title look-up"
- Acquisition method "Purchase"; Order format "Physical resource"
- Change Receiving Workflow to:
- Enter proper beginning volume and future volume(s) in the 'Instructions to Vendor' field
Example: Order for vol. 2 and continuation. - Physical unit price should be set at $0; Quantity physical "1".
- Add fund distribution
- Add location; Quantity physical "1".
- Create inventory as appropriate
- Material type "Book"
- Save & open order.
- Add in notes field on holdings MULTI-VOL. ORDERED (with date ordered) *** ADD VOLUMES AS THEY ARRIVE"