(Last Revised 8/12/11 CF)
Tab 2. General
Order Number: Number is assigned by system for Monograph orders and will always begin with the 2 digits representing the Fiscal Year. Ex. 11-, 12-
Additional Order No.1: This field will always be blank, except for old orders that migrated to Aleph from GEAC, our former system.
Order ISBN/ISSN: This field will be filled in if the ISBN/ISSN exists in the bibliographic record that was copied from WorldCat or loaded from GOBI. An ISBN can also be keyed into this field, which will be retrievable only in the Acquisitions Module, but not in the OPAC or Cataloging modules.
Open Date: System supplied; uses the date that the order was created.
Order Date: System supplied; uses the date that the order was sent to vendor and order status changed from RSV to SV. When order is completed the same day as the order is started, this date will match the Open Date.
Order Status:
User supplied; Mandatory; starts as NEW for firm orders or WB for approval books. System will change to RSV and SV when order is created and nightly processes are run; will change to DNB when insufficient funds in budget. When orders are cancelled, should be changed to VC or LC. This will change to CLS after item is received and invoiced.
Additional Order No. 2: User supplied; we do not use this field; leave blank. Some older orders will display MONO in this field but it is no longer a mandatory field.
ERM ID: leave blank, we do not currently use this field.
Order Group: User supplied; Mandatory; should always be MONO, so once entered, click “Save Def.” button on right of screen.
Status Date: System supplied; indicates the last date that the order status was updated. This is often the same date as the Open and Order dates, but will change when notes are added to the Order Log.
The following two fields appear only after item or invoice is processed:
Invoice Status “Complete:” Radio-button highlighted after invoice is paid.
Arrival Status “Complete:” Radio-button highlighted after all expected pieces of the order are received.
Material Format: leave blank; may be used in future if we implement Verde for electronic resources.
Material Type: User supplied; Mandatory; describes the format of the material being order and is used to compile our monthly receipt statistics.
Sublibrary: User supplied; Mandatory; unless otherwise noted on the citation, the ordering library should be selected and should match the library code in the fund assigned to the order. Some funds, for interdisciplinary subjects for example, will have multiple sub-libraries that are authorized to use it.
Acquisition Method: In most cases, this is user supplied; the code selected should match how the order is being placed, usually P. If the order should not be mailed out, choose N. Orders loaded from GOBI are either A or B and are system-assigned. Use PF for free items, PR for prepayments and V for credit card purchases.
Borrower ID: User supplied only when a patron’s name is noted on the citation. Clicking on the button to the right of field puts you into the patron database, where the correct user name can be selected and attached to the order.
Borrower Name: System supplied; matches the Borrower ID, once a user is identified and attached.
Action: This field will be grayed out until a patron name is selected in the “Borrower ID” field. If you have added a patron name, select “Create Hold.”
Approver ID: Leave blank; we do not use this field.
Library Note: User supplied; supply all information that needs to be seen by the person receiving and invoicing, as well as other staff who will be cataloging or processing the piece.
Notes in this field should be added in order of the workflow and which staff will view:
Sample Library Note:
V.2 only; CN: Have vol.1; PN: Bind; Notify John Smith, jsmith@mit.edu
Tab 3. Vendor
Vendor Code: User supplied; Mandatory; selecting the code from the list will automatically fill in Vendor Name, Vendor Contact (if there is one in the Vendor Record,) Order Delivery Type, and Delivery Type, and will set the Claim Date, once the order is “Sent to Vendor.”
Vendor Name: System supplied; will fill in automatically once the Vendor Code is selected.
Vendor Reference: This field will remain blank except for orders created by records supplied by our vendor YBP-M or YBP-M, for GOBI orders and approval books, or when a vendor gives us a confirmation number at time of ordering.
Vendor Note: Use this field to indicate any special notes you need the vendor to see, either on the order or on claim letters. Examples include vendor catalog numbers, confirmation numbers, invoice payment information, request to RUSH.
Vendor Contact: If this information is supplied in the vendor record, this field will be filled in automatically once the Vendor Code is selected.
Order Delivery Type: System supplied; Mandatory; will fill in automatically once the Vendor Code is selected and should always be “LI.”
Delivery Type: System supplied; Mandatory; will fill in automatically once the Vendor Code is selected and is usually “S” for Surface Mail. Airmail should be selected only in certain instances, such as RUSH delivery and when you’ve requested the material be shipped airmail.
Rush: Staff should check this box for all RUSH orders: reader request and course reserve.
Claim Date: This field will automatically fill in once the Vendor Code is selected. However, for RUSH orders, this date should be no longer than 30 days out so change it manually! Also, when status reports are received, this date should manually be changed to reflect the new expected date plus a small period of time for delivery.
Batch Claiming: This box should be checked, except for journal back issue orders.
Tab 4. Quantity and Price
Number of Units: In most cases, this will be “1.” It should be changed only when ordering more than one copy. For multi-volume sets or multiple pieces, leave the number at “1” and use the Quantity Note field to explain: for example, 5 volume set, Book and CD.
Unit Price: If only 1 copy or piece is expected, fill in the price listed on the citation. If there is more than 1 in the Unit field, the system will multiple the number of units by the unit price to calculate both the Total and List price fields.
Total Price: This will be filled in by the system, once you click the “refresh” button. This price will either be the same as the unit price, or if more than one unit, calculated automatically by the system by multiplying the number of units by the unit price.
Quantity Note: Add a note only to explain the number of units if more than 1. Ex: 2 copies, 2 volumes, Book and CD, etc.
Currency: The default will be set by the vendor record, in most cases USD. You can change this default, but the alternate currency must first be set up in the Vendor Record, since currencies are tied to specific vendors.
List Price: This will be filled in by the system, once you click the “refresh” button. This price will either be the same as the unit price, or if more than one unit, calculated automatically by the system by multiplying the number of units by the unit price.
Terms Sign: Default is – and should not be changed.
Terms Percent: Default is 0.00 and should not be changed.
Final Price: This will be filled in by the system, once you click the “refresh” button. This price will either be the same as the unit price, or if more than one unit, calculated automatically by the system by multiplying the number of units by the unit price.
**Important: If you need to change the unit price field, you *MUST* delete both the Total and List Price fields and click “Refresh” so that the system can recalculate these figures.
Price Note: Add a note if an explanation of the price is helpful; usually left blank.
The following fields display only at the time the order is first created:
Create Item Records: This should be checked for most orders; exceptions are journal back issues, orders for electronic products and orders created only to pay an invoice.
Item Collection: If the “Create Item Record” is checked, this field must also be filled in. In most cases, it will STACK. When this field no longer appears on this screen, any changes must be made via “Items”:
Encumber Budget: User supplied; mandatory; key or select the budget that the selector has assigned to the citation. When this field no longer appears on this screen, any changes must be made via “Encumber”:
