Ordering
Ordering
After material has been selected it needs to be ordered. Ordering is the first step of the business of buying material.
- sending orders to acquisitions department
- sending orders to vendors
- must use state-approved vendors
Getting information from Selecting to Ordering
Questions
- Is the information we used to select complete enough to order from?
- Is it easy/possible to generate an order from the selection tool?
- Is there a gate-keeping function required on ordering? (who, how much, what kind, etc.)
- Are we searching for duplicates?
- Who determines what fund to expend from?
- How quickly do we expect material to arrive after ordering;
- How important are discounts?
- What's the balance between fast, cheap, good (pick two cause you can't have them all)
Current Practice
General Steps (may not be complete)
- selector selects using what ever;
- selector submits paper slip to acquisitions;
- acquisitions checks Consuls for duplicate;
- acquisitions checks to see if it is still in print;
- acquisitions selects vendor;
- acquisitions creates bib record in Innovative (if none exists);
- acquisitions creates order record in Innovative, attaches to bib record;
- acquisitions sends electronic purchase order to vendor;
- acquisitions waits until books ships/receive invoice;
- acquisitions post invoice against funds in Innovative;
- acquisitions sends paper invoice to university accounting for payment;
- cataloging does OCLC copy cataloging (if necessary)
- REPEAT
Questions
- what happens to order slips?
Ordering Using Vendor Tools
While we can't be sure of every detail we do have some idea as to the work flow when involving an outside vendor in the process.
Possible Work-Flow
- selection is already made; selector has author, title, isbn
- selector searches vendor database by isbn (or title, etc.);
- if found, material in print, selector hits the order button;
- vendor checks for duplicate orders but not copies in Consuls;
- vendor creates order send order records to be loaded into Innovative;
- vendor gets materials, attaches labels and barcordes;
- vendor searches OCLC and select MARC record;
- vendor ships materials; sends electronic invoice
- vendor debits the library's account with vendor;
- acquisitions loads invoice in Innovative;
- receiving receives materials and takes to circulation to shelve;
- cataloging retrieves pre-selected MARC records batch loads into Innovative;
- THATS ALL FOLKS
Developing Our Own Selection to Ordering System
We can do this in house
Need to out line the Steps Here
... --gong, Tue, 04 Dec 2007 16:00:38 -0500 reply
I'd like to ask some details regarding the ordering procedures to see what you are all doing. So far we have to go through quite a few steps before getting the orders out.
xg
... --gong, Tue, 04 Dec 2007 16:00:38 -0500 reply
I'd like to ask some details regarding the ordering procedures to see what you are all doing. So far we have to go through quite a few steps before getting the orders out.
xg