ENTERING ORDERS FOR MATERIAL-IN-HAND

1. Checking material

2. Exporting orders from OCLC Select

3. Creating Purchase Order (without defaults)

4. Entering orders

5. Entering Line Item Information

6. Entering “Add Copy” (same location) orders

7. Suppressing DeGolyer Ephemera and Manuscripts orders from OPAC in Cataloging Module

 

 

 

Requisitions Team members use this procedure to create Purchase Orders for material-in-hand.  These materials, which have been selected by the order units, are ready to be entered into Voyager.

 

Default Note:  Defaults can be used to fill out all or portions of the Purchase Order.

They should be set before the purchase order is created.  Defaults are especially useful when using the same location and one fund for the entire purchase order.  If using defaults refer to Setting Defaults document.

Step 1

Checking material

 

• Compare material-in-hand with invoice.
• Arrange in invoice order.

• Re-adjust invoice total if some items have been returned (DeGolyer invoices).

Step 2

Exporting orders from OCLC Select

 

• Refer to the Retrieving Orders from OCLC Select document.

Step 3

Creating Purchase Order (without defaults)

 

• Open Voyager Cataloging: Select a cataloging location.
• Open Voyager Acquisitions:  Select a receiving location.
• Click New Purchase Order icon.
• Select Type: Firm order.
• Select Site: DeG/CUL ACQUISITIONS or appropriate site.
• Select Ship To address: CUL ACQUISITIONS.
• Select Bill to address: CUL ACQUISITIONS.
• Select Vendor code:  If the vendor is not found, create a new vendor.  Refer to Creating Vendor Records.  
• Select Account if available.
• Click Save.

 

Purchase order Header is complete.  Add Line now appears on bottom of Purchase Order for (Bib Search), (Bib Import) and (Template)

 

Step 4

Entering orders

 

1. Add Line (Bib Import)

 

·        Click Add Line (Bib Import).

·        Double click OCLC directory.

·        Select appropriate dat file.

·        Click Open.

·        Select Bib records for import in invoice order.

·        Click Delete from file after import.

·        Click Import.

·        Click Close.

 

2.  Add Line (Bib Search)

 

• If ordering an add copy, add volume or backfile, when the record is already in Voyager, click Add Line (Bib Search).
• Click Title (staff view).
• Enter title in Search field.
• Click Do Search.
• Click OK:  Title appears on Purchase Order.
• Hi-light line item just entered.
• Click MARC:  Record opens in cataloging.
• Paste 939 field, copied from OCLC record, on bibliographic record in Voyager Cataloging module.
• Click Save.

Delete record from OCLC Select.

            Type del.

            Press F11:  To remove record from OCLC Select database.

·        Check 939 field for RUSH note.

·        Click Footer.

·        Click RUSH.

·         Click Notes.

Enter any information to cover entire Purchase Order in the Note to Vendor field.  Enter other notes in Notes field.

 

C.    Add Line (Template) –

             Used for 939 Request Form orders received through email.     

           

·        Click Add Line (Template).

·        Select Template.

·        Enter Date.

·        Select Format.

·        Select Place.

·        Select Language.

·        Enter ISBN.

·        Enter Author (check name authority).

·        Enter Title.

·        Enter Series.

·        Enter Edition.

·        Enter Place.

·        Enter Publisher.

·        Paste 939 field information, copied from 939 Request Form

·        Click OK.

 

Information entered in template can also be copied from e-mail 939 Request Form and pasted in template fields.

Step 5

Entering Line Item Information

 

• Click Line item.

·        Click MARC.

• Copy 939 field from Bib record.
• Click Acquisitions Purchase Order.
• Click Details.
• Click Notes.
• Paste 939 field in Notes:  Use this Requester information to complete the Purchase Order.
• Click Save to Database.
• Enter any notes to vendor in Instructions to Vendor field. 
• Click Details.
• Click Price:  Enter price.
• Click Save.
• Click Copies/Funds.
• Click Add:  Enter location.
• Select # of Copies.
• Click Link to Holdings if ordering add volume or serial that is already in Voyager Catalog.
• Click Unlink if ordering an add copy for same location.
• Click Save. 
• Select Ship to: CUL ACQUISITIONS.
• Select Ledger: Click on (+) sign on appropriate ledger name.
• Continue to click on (+) signs to locate appropriate fund.
• Click Fund.
• Click Save.
• Click Close.
• Click Type.
• Select multi-part if ordering on serial or set record. Otherwise, leave at default (single).
• Click Save.
• Click Delivery Options.
• Click RUSH for Rush order.
• Enter fund name for plated items in Donor field.
• Enter Requester information in Requester field.
• Click Save.

Step 6

Entering “Add Copy” (same location) orders

 

·        Hi-light line item.

·        Click MARC.

·        Click New Hldgs.

·        Enter location.

·        Click Save to DB.

·        Click Purchase Order.

·        Click Details.

·        Click Copies/Fund.

·        Hi-light Intended Location.

·        Click Edit.

·        Click Link to Holdings.

·        Click Unlink (Previous Location).

·        Click Save.

·        Click Link (New Location with same name).

·        Click Save.

Step 7

Suppressing DeGolyer Ephemera and Manuscripts orders from OPAC in Cataloging Module

 

·        Hi-light line item

·        Click MARC.

·        Click System.

·        Click Suppress from OPAC.

·        Click Save to DB.

·        Click Hierarchy.

·        Hi-light MFHD.

·        Click Retrieve.

·        Click System.

·        Click Suppress from OPAC.

·        Click Save to DB.

 

Purchase Order information is completed.

 

 

 

 

GWA 09/26/2001

 

This page has been visited times since 04/05/05

 

For questions about the content of this page, please contact Geailya Armour garmour@mail.smu.edu

This page is maintained by Angela Laack and John Milazzo.

Last updated 11/16/2001