ACQUISITIONS
Chapter 5. ORDERING
Viewing and Editing the Order Detail Entry
The Order Detail Entry screen provides the following information:
Order Detail Entry Screen
- The screen shows the Type of Order, the Title, Author, ISBN, Publisher and publication year (Pub. Year) of the ordered item, the Order Number and Vendor, the Order Transmission Method, the Fiscal Year and Default Fund to be encumbered, the per-unit Price for the title and vendor Discount (if known), whether or not to Add Bibliographic Records to Catalog, the item Material Type, any Invoices associated with the order the Distribution List and Item Detail information for the item, the Funds to be Encumbered, and any Internal Notes included with the order.
- The Item Detail field shows the Branch and Location with which the ordered items are associated, whether holdings records (Holdings Rec?) were created for the ordered items, the Fund with which the order is associated, the Fiscal Year in which the order was placed, the Requestor, total Quantity ordered, and total Cost.
- The Funds to be Encumbered field shows the Fund to be encumbered, the fiscal Year in which the order was placed, the total Amount of the order, the Free Fund Balance and the % of Fund Available.
- If desired, edit the order entry details (see
Completing the Order for details). The fields available for edit depend on the current status of
the order, as follows:
- New Order – All fields may be edited.
NOTE: For items ordered by Manual Entry (see Using Manual Entry for details), the Title, Author, ISBN, Publisher and Pub. Year fields are “read only” once a bibliographic record for the ordered item has been added to the catalog.
- Pending – All fields may be edited.
NOTE: For items ordered by Manual Entry (see Using Manual Entry for details), the Title, Author, ISBN, Publisher and Pub. Year fields are “read only” once a bibliographic record for the ordered item has been added to the catalog.
- PO Created – Only the Vendor and Internal Notes may be edited.
- On Order – Only the Vendor and Internal Notes may be edited.
- Acknowledgement Received – Only the Vendor and Internal Notes may be edited.
- Received Partial – Only Internal Notes may be edited.
- Cancelled Partial – Only Internal Notes may be edited.
- Complete – Only the Vendor and Internal Notes may be edited.
NOTE: Once an invoice for the order has been received, only Internal Notes may be edited.
- New Order – All fields may be edited.
- Click the Edit link for an Item Detail entry to edit item details (see Editing Item Details for more information).
- To search for existing copies of a title in other selection lists,
currently on order, or in the catalog for your library and other libraries in
your consortium, click the Search for ISBN Duplicates link for the
desired title.
- The Duplicate Check Results screen displays in an additional browser window.
Duplicate Check Results Screen
- The screen shows the Title and ISBN of the item for which the order is being prepared, and includes separate results for My Library and Other Libraries. Each section shows the number of duplicates included in other Selection Lists (along with the Selection List names), as well as the number of duplicates currently On Order or Owned by your library or other libraries within your consortium.
- Click the Close button to close the Duplicate Check Results screen.
- The Funds to be Encumbered field shows the Fund with which the order is associated, the fiscal Year in which the order was placed, the total Amount of the order, the Free Fund Balance and the % of Fund Available.
- Click the Change link for a Funds to be Encumbered entry to edit the fund to be encumbered.
- The screen also includes any Internal Notes entered when the order was submitted.