ENTERING ORDERS FOR SLIPS (WITH DEFAULTS)

1. Preliminaries
2. Retrieving Records From OCLC
3. Setting Purchase Order Defaults
4. Creating Purchase Order
5. Entering Orders
6. Entering Line Item Information
7. Entering "Add Copy" (same location) Orders

 

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Requisitions Team members use this procedure to create Purchase Orders from vendor slips. These titles, which have been selected by the order units, are ready to be entered into Voyager.

 

Step 1

Preliminaries

 

• When using defaults, sort the slips into similar funds and similar locations. Check for classification numbers among the slips. For example, any slip with a Science classification needs to have a Science location rather than a Fondren location.

 

 

Step 2

Retrieving Records From OCLC

 

• Open Passport.
• Choose the proper library session. Refer to the Retrieving Records From OCLC document to search OCLC.
• If the record is not found, put the slip aside for the creation of a provisional record in Voyager.
• If the record is found, make sure the record does not have holdings in ISM.
• If there are holdings in ISM, check Voyager Cataloging for the record. If the record is found in Voyager, notify the requester.
• Check the record for series fields (440, 490, or 8XX).
• Also check the slip for mention of a series.
• If there is a series on the slip or record, check the Standing Order list. If the series is present on the Standing Order list, check the bibliographic record in Voyager Cataloging for the zstanding ORDER note located in the 730 field. If the item is on the Standing Order list, notify the requester.
• If the item is not found on the Standing Order list, retrieve record.
• Repeat steps above for each slip.

 

 

Step 3

Setting Purchase Order Defaults

 

• Open Voyager Cataloging module: Select a cataloging location.
• Open Voyager Acquisitions module: Select a receiving location.

• In Acquisitions, click Tools.
• Click Defaults, which brings up the Session Defaults window.
• The first tab that appears is the Purchase Order tab.
• Select the following fields and fill them out with the appropriate information based on vendor slips or 939 information: Order Site, Ship To, Bill To, Currency, and Order Type.
• Click the Line Item Copies/Funds tab.
• Select # of Copies: 1.
• Select the following fields and fill them out with the appropriate information based on vendor slips or 939 information: Intended Location, Ship To, and Commit to Fund.
• HINT: If a majority of slips are one fund, use the Commit to Fund field for that fund to eliminate additional fund editing.
• Click OK.
• Defaults are now set.

 

 

Step 4

Creating Purchase Order

 

• Click New Purchase Order icon in the List Bar.
• Make sure Quick Line Item on the toolbar says Quick Line Item Off.
• Fill in the appropriate information in the Header tab using the drop-down menus when present or typing in information.

 

Vendor Section

 

·        Select Code: type in the appropriate vendor code.

·        Select Account: choose the appropriate account.

 

After all pertinent information is provided click Save. Purchase order Header is complete. Add Line now appears on bottom of Purchase Order for (Bib Search), (Bib Import), and (Template).

 

 

Step 5

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.

·        Click Delete from file after import.

·        Click Import.

·        During import, if the "Duplicate found…Link item to duplicate?" message is displayed, click No to the prompt. This means the title is already in the system and has been ordered and/or received. Search Voyager Cataloging to be sure it is an actual duplicate. If so, notify the requester. If not, determine why the record is matching a record in Voyager Cataloging – consultation with a cataloger might be needed at this point. Also, be sure the order is not for a replacement or add copy. If so, use the bibliographic record in Voyager Cataloging and create a new holdings record.

·        Click Close.

 

2.  Add Line (Bib Search)

(If ordering an add copy or add volume, the bibliographic record can be found 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.

 

C.    Add Line (Template)

            (If no record is found in Voyager or OCLC, use the template).

 

·        Click Add Line (Template).

·        Select Template.

·        Enter appropriate information based on format. Be sure to check name authorities for authors.

·        Click OK: Title appears on Purchase Order.

 

 

Step 6

Entering Line Item Information

 

• Click Line item.

• Click Details.
• Click Price: Enter list price.
• Click Save.
• Click Copies/Funds if location, # of copies, or fund needs changing.

o       Click on the fund to highlight.

o       Click Edit.

o       Make necessary changes.

o       If fund needs to be edited, select Ledger: click on the open folder icon which shows the ledger/fund hierarchy. Choose the appropriate fund for the item by clicking exactly on the (+) sign in front of the fund. Continue to click on the (+) signs until the correct fund is located. If a science classification number does not have a corresponding fund, switch the fund to Cheatsci.

• Click Link to Holdings if ordering an add volume or serial that is already in Voyager Catalog.

o       Click Unlink if ordering an add copy for same location.

o       Click Save.

• Click Close.

• Click Type.
• Select multi-part if ordering on a serial or set record. Otherwise, leave at default (single).
• Click Save.
• Click Delivery Options.
• Enter fund name for plated items in Donor field.
• Enter Requester information in Requester field. If the item is requested by faculty, type in fac/ and then the initials of that person as listed on the slip in the Requester field. For example: fac/rh
• Click Save.

• Click the Notes tab.
• These notes are to indicate more information such as AE, AV, or for a browsing temp location. For add edition, AE would be placed in the Notes field. For add volume, AV would be placed in the Notes field. Type the word only after adding the specific volume #(s) in the Instructions to Vendor field. For example: v.3 only. If browsing is indicated on the slip, usually with a capital B circled, indicate this by typing brow in the Notes field.
• Click Save.
• Click Save and Close.
• Repeat steps above as needed for each line item.

 

 

Step 7

Entering “Add Copy” (same location) Orders

 

·        Highlight line item.

·        Click MARC.

·        Click New Hldgs.

·        Enter location.

·        Click Save to DB.

·        Click Purchase Order.

·        Click Details.

·        Click Copies/Fund.

·        Highlight Intended Location.

·        Click Edit.

·        Click Link to Holdings.

·        Click Unlink (Previous Location).

·        Click Save.

·        Click Link (New Location with same name).

·        Click Save.

 

 

Click Save and Close for the PO. Write the purchase order number in red on the first slip.

 

 

 

 

01/09/02 -- JM & RS

 

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

 

For questions about the content of this page, please contact John Milazzo jamilazz@mail.smu.edu or Ruthann Swanson ruthanns@mail.smu.edu

This page is maintained by Angela Laack and John Milazzo.

Last updated 01/22/2002