Acquisitions (working)

Reminders:

• Search in both IZ and NZ for print monographs
• Search for journals and databases in the CZ - since these will be almost always electronic.
• Print / physical materials: Orders are placed in any zone.   The item will be linked in our IZ once holdings are added.
• Electronic books:  Unless we are ordering a second copy, we will be bringing a record from OCLC. 

​OCLC Records - be sure to use the appropriate OCLC profile. 

• If you bring in records from OCLC because you were not able to find a matching record in Alma, the record will be in the NZ if it was a print item. Search under "All titles."    
• E-books should be located in the IZ when brought in from OCLC.​   

Workflows:

S. Maximiek, Updated July 31, 2020

• Bartle Library  - for most orders
   
• Special Collections - for any order which will be housed in Special Collections, including items ordered from  Faculty Archives and Local History funds.      
   
• Electronic - for all electronic resources, collections, and portfolios - no longer used as of March 2020.  Order under Bartle Library instead.

For both canceled and closed PO lines:

• notes can be edited and added
• associated encumbrances are released
• the lines can be re-opened later
   

CANCEL   a PO line is recommended for one time orders.    Inventory is deleted.  

• Options are library or vendor canceled.   Operator can provide a note (you do not need to add anything in the NOTES tab if you add the note here)
• Make sure the "Send cancellation to vendor" box is unchecked
• Notify subject librarian and any interested users, if needed  
• This may need to be done for some GIFT orders if the item has been CLOSED and cataloging did not want an order attached

​If an item is "Waiting for Invoice,"  close the item first.  And then you can reopen  the order and cancel it; or delete it.   

For physical items, check to see if it was linked to the NZ.  If so, see instructions below.

After you CANCEL an order; you need to DELETE the record.   The order will still retreivable under the Order search function.  For instructions, see Delete an Items, Holdings, and/or a Record.

Try to CLOSE a PO line when its a continuous order or if it is a one-time order that is fully received and invoiced.   Inventory is NOT deleted. 

• Create an entry in the "Note" tab to indicate why it was closed 
• See more information on Closing Orders under the Electronic Collections & Portfolios page
• to remove the "Expected Receipt Date" from the order, delete the "Subscription Interval" and the "Expected Receipt date" from the POL Line Details screen (in the Vendor Information Section).

If you don' see a CLOSE option (and only a CANCEL option), use your judgment.  If the item does not have inventory, you can probably CANCEL it instead (adding a note to the Library or Vendor Canceled pop-up).   This does not seem to delete associated Invoices, etc..    

DELETE a  PO line if you are creating an order and:

• you have selected the wrong PO Line Owner 
• you have selected the wrong PO Line Type 
• the order is otherwise not yet completed and has gone awry (ie attached the wrong record, etc.) 

Deleting PO Lines removes the POL entirely from the system.    

*If you don't see a DELETE option:  try moving the item into your Task List and then putting it back into REVIEW.*

For electronic items (which should only be the IZ), after the order is deleted, do a title search to locate the record.  EDIT the record, and use the RECORD ACTIONS menu to DELETE the record.

For physical items, check to see if it has been linked to the NZ.  If so, follow the instructions below. 

Cleanup of items linked to the NZ

If the item is linked in the NZ, and other institutions own it: 

• Open the Metadata Editor
• Copy the record to the catalog
• Delete the record
• Check the NZ, we should no longer hold it there. 
• Check OCLC to see if we have holdings, if so notify Rachel.

If we are the only institution that owned it in the NZ:

• Cancel the order
• Copy the MMSID and Title, notify Rachel 

For more information:

S.  Maximiek, Updated August 6, 2021. 

If you are working on the New Title Change Notifications that Ebsco sends out occasionally or if you have information from another reliable source that a title is ceasing, going OA being discontinued etc.  When you make a note on the order record, at the same time please close the record and also let the subject librarian know what is happening to the title.  By closing off the order it will not just be hanging out as a POL waiting to renew in the task list of Alma, below is an example

Potential uses of RELINK:

• you attached an ebook order to a print record or vice versa 
• to group all orders of a multi-volume set or series to the bib record for set 
• you simply attached the order to the wrong record.

Items and holdings are moved when you relink; call numbers may have to be edited. 
If the item has already been linked to the NZ, then contact Marian.

To relink:

• Locate the POL 
• Click on "edit"
• At the top of the Purchase Order Line Details screen, click the "RELINK" button 
• If there is a better record to relink to, Alma will display it.  If this is the record you want, click on it.  If it is not, you can search for a better record. 
• Click "Confirm" to finish. 
• Always do a search again the NZ and the IZ to make sure that nothing remains that needs to be removed or cleaned up.

Some items can not be relinked, including...

• Items that are in temporary locations (such as Reserves) or out on Circulation 
• Items that are electronic and lack an MMSID

For more detailed information and instructions, see:

Generally, we will work with brief bibs as necessary for ordering, with the assumption that the record will overlayed with a full OCLC record (when one is available) or adjusted later, depending on the item.  However. if there is a brief  bib in the NZ with OCLC numbers:

• These are from GOBI API orders.   
• Treat them as if they are FULL BIB records and do not change or overlay the existing OCLC number.   
• Search the NZ  for a master OCLC record and export one in if you can not find a match in the NZ.    Order on the master OCLC record.

Brief bibs for physical materials are always placed in the NZ. 

September 15, 2019, clarified per M. McGee on Basecamp

Print Books

• On the Order screen, click on the "Interested User" tab 
• Search for the user by name .  Click to select. 
• Select ADD HOLD. 
  • The user will receive an email when the book is available when it is scanned in at the pick up service desk.
• Slip the book and move forward as usual 

Understanding how this method works:
This method will notify the user that book is available when it is scanned in at the Receiving Desk for the book - i.e. if the book is shelved at the Science Library, the notice to the user will only be sent once it is scanned in at the Science Library Desk - even if the user normally would pick up items at the Bartle Library or the UDC Library.    

Ebooks 

• On the Order screen, click on the "Interested User" tab 
• Search for the user by name .  Click to select. 
• Select NOTIFY USER UPON RECEIVING  / ACTIVATION
  • The user will receive an email when the ebook is activated and marked as DONE on the Electronic Resources Task List. 
• Electronic items that are for RESERVES (ordered from RESERVES fund or with a RESERVES note) 
  • the interested user will be either MainReserv or Udclibrary.    
    • MainReserv is the default 
    • UdcLibrary is used Social Work, Public Administration /PAFF, Human Rights, and Human Development, unless indicated otherwise.

Updated 12/23/2021, S. Maximiek

PRINT AND PHYSICAL ITEMS 

In the Receiving Note box, include whatever information you have about the course reserve:

Proceed with the rest of the order as usual.

INTERESTED USER:   If an individual (course instructor, student, librarian) wants a notification on an physical item purchase for reserves, use the "notify on activation/receive" option.   This will not a generate a hold on the book.    Please see the "Alma letters" document for more information.

ELECTRONIC ITEMS

In the "Notes" tab, provide the information that you have about the reserves item (RESERVES/SPR2020/WILSON/HDEV300).    Proceed with the rest of the order as usual. 

You will add an Interested User, either:

• Mainresv   OR 
• UDC Library  (items ordered for PAFF, HDEV, SOCWK; unless otherwise noted). 
• Not sure?  Use Mainresv

Make sure that you check the box for "Notify the user when the item has been activated/received." and mark the item as DONE in the Task List. This will generate a letter to let the Reserves staff know that the item is ready and can be linked.

If you forget this step and activate the item without an interested user, please notify Sarah, so they can manually notify Reserves. 

Updated 12/23/2021, S. Maximiek

Orders

• Reason: Order did not pass system checks.  May be errors that require attention. Clicked "Save" at the end of the order process.
• Possible actions:  Cancel; defer; edit (may need to send to task list first) or delete. 
• To complete order:  Click on Order Now.    

• For physical items, the item may still be under "Receiving."   Search the list, and receive if necessary. 
  Even if you are sure you received it, sometimes Alma hiccups and it doesn't take. 
   
• For all items, the order may have been created but not actually "sent."  Click Order Now if the option is available.  This will move the order to the next step.   
  Check with Caryl or Sarah if it is a GOBI or Proquest order and you have questions if it was ordered through an API account.
  
   
• For all one time orders - make sure the POL line shows that the item was "Fully Invoiced."  This can be changed manually if needed. 
  If an invoice has been received and approved, the invoice lines on it will close for one-time orders.  However, if items are specially handled and fall out of regular workflow (for instance the invoice is handled directly by the Accounting office and Acquisitions was never asked to input one, despite tracking the order for budget purposes, this will not happen). 
   

S. Maximiek, 11/20

POLs are assigned to an user when you leave the edit screen without selecting Save, Back, or using the Back arrow.   The assigned POL is uneditable by anyone but the assigned user. 

To unassign a POL, the assigned user:

• Locate the assigned POL
•  Select the POL to open View Mode (click upon POL-xyz)
•  Select Edit (top right of the screen)
•  Select either Save, Back, or the back arrow

(Information from Alma-l listserv, 1/13/2021)
 

S. Maximiek, 1/14/2021

Reporting Codes are used in Analytics for reports.    

We are using Reporting Codes for the following situations: 

• standing orders (to link them back to the pre-2020 funds.  this will be re- evaluated at the end of the FY2020
• Asian Orders (to create CEAL annual reports)
• Pharmacy (Tertiary code) - starting FY2021.  For orders that support the Pharmacy school; not from a PHARM fund.   
• Reporting Code 4: Used for when price is known in advance (for mulit-year contracts) or when we know that there is a high price increase coming.   

New reporting codes can be added as the need arises. 

Preservation was used a reporting code for a few orders in FY2020 until a fund was created. 

Jan. 2019; Updated July 2020.