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Collection Services Policy and Procedure Manual: Ordering in Voyager

General Information

Creating POs in Voyager Acq Module:

1.  Open VACQ.  The first time you use VACQ you need to set preferences, workflows and defaults as it makes your work easier.  You find these under "Tools" on the main ribbon. Defaults are for filling in information in part of the order form so information is filled in automatically - like the vendor, the account, etc.  Preferences are needed to make VACQ work smoothly and efficiently - change font size here, your default workspace, etc.  In workflows the most important one to check is under "searching".  Check mark to get automatic truncation for non keyword searches. 

2.  Pick "orders" on left column, then "new purchase order" and it will open up a blank form to begin ordering.  We have decided to add up to 20 titles on one PO when they are for the same vendor, such as Yankee, who is our main book vendor.  This is for "book" orders only.  All serial orders will have 1 title only on the PO.

3. The boxes in RED must be filled in.  The Collection Services Librarian decides what vendor and account to use when ordering.  For vendors and funds there are  lists you can search in Acq module to find the correct values to use in the PO.  Of course new vendors and funds can be created at any time.

4.  When ordering books we use the 7907 account [search "bk" to find correct form]. The PO type will be "Firm Order" and the order "site" will be OCU Law Acquisitions for all orders except serial/continuation/standing order type orders and credit card orders.  When ordering standing orders we use the 7908 account [search "s" to find the correct form].  The PO type will be "Continuation" and the "site" will be serials.  These choices help us run reports.  Click "save" at this point so you can proceed to fill in title/quantity information.

5.  After clicking "save" some buttons will appear at the bottom of the form titled "Add Line (Bib Search), Add Line (Bib Import), and Add Line (Template)". If you have imported a bib record into VCAT already you will click on "Add Line (Bib Search)".  If you have no bib in VCAT to use then click on  "Add Line (Template)" which will bring up a blank bib form in which you will have to type in all of the information [author/title/isbn/publisher/date, etc.]. If typing in the information, please do so in ALL CAPS so as to easily identify such records in the catalog to distinguish them from permanent bib records.

6. Search to find the bib record or type in the information then click "OK".  VCAT should then insert the title into the PO. The item should appear with "Pending" under the "Line #/Status" column. You must fill in the remainder of the information [price, account, location, notes about routing, etc.]  by first highlighting the title line and then clicking on it. Then click on either the "Quick Line Item" button or the "Detailed Line Item" button. This will open the Item record and you can proceed to fill in the necessary information. The "Quick Line Item" is the fastest way to enter the information as it provides a pop-up box with all the necessary fields and you don't have to click on the various tabs within the item record. Repeat this step if adding other titles to the PO. Be sure to add in any shipping charges either on each item or as a single entry in the "Other Charges" box under "Amounts". Once all the titles have all been added, proof your work. If everything is done, click the "Approve" button at the top of the form. A pop-up box will appear listing some options that may apply. Than click the "Yes" button and the P.O. will be approved.

7.  When doing POs for continuation/standing order titles there will be additional steps to take.  After getting the title and account into the PO go to "detailed line items" and click on "type" tab and it will take you to a screen where you choose "subscription" or "standing order" - the terms are interchangeable for us. Then click the box "subscription pattern" and it will take you to a screen where you set the check-in pattern for the item - it might be an annual, quarterly, etc.  We always put the call number for the item in the "subscription maintenance" note area.  Here you also decide if item records and bar codes need to be created when checking in the item.  We put bar codes in all volumes and stand alone supplements.  We do not create item records or bar code these types of items = CFR, Federal Register, microfiche, microfilm, pocket parts, newspapers and magazines and law review or periodical issues.  When in doubt ask Collection Services Librarian.  One thing we don't do for continuations is put any money into the PO.  The money changes from year to year so it isn't accurate anyway. 

8.  Orders to Yankee are done online in GOBI first. GOBI is a web based program available thru the Yankee Book Peddlar webpage.  It is free to all Yankee customers but we pay extra to be able to create folders for multiple people to look at and make comments about ordering.  We have contracted with Yankee to do shelf-ready processing for all books purchased through them.  They find the OCLC bib record and attach our holdings to it; put a bar code and spine label on each book and do library property stamping.  When we order in GOBI this process begins.  They create bib/order records for our VCAT database, which we then import into the database. The process also creates a PO that just needs to be searched for and approved in VACQ. 

9.  Most of our credit card orders are done online through Amazon. 

10. Other vendors like West, Hein, Lexis, Wolters Kluwer, Imprimatur, LawBook Exchange, etc. get an email order, though we can order by phone or online.  For all of these cases we just need to create a PO. POs created in VACQ can be printed and faxed in to the vendor or sent by EDI if this step has been set up for the vendor.  The only vendors we've set up for EDI are Hein and Yankee. 

PICTURE

ORDERING THROUGH YANKEE GOBI WEBSITE

Using GOBI is the main way we order new books.  GOBI is an ordering program created by Yankee Book Peddlar to send orders directly to them.  They are our major monograph vendor.  

1.     The Director decides what is ordered with the help of all JD librarians. He/She will send an email to the Head of Collection Services saying a certain folder is ready to be ordered. That means that he/she has gone thru a bigger list on GOBI website and culled it down to a smaller list of items that he/she wants ordered.

2. Log in to Gobi 3 thru the internet.  The local GOBI Administrator creates an individual log in for everyone using GOBI.

3. Go to folders, manage folders and pick the one that the Director said is ready to be ordered.

4. Click "view" so you can see all of the titles in the folder.

5. If any items in the folder say “library open ordered (date) or shipped to library” in the right hand top corner -- that means its already been ordered or shipped so don't order it again unless we are wanting an added copy.  All of these notes are on the right hand side of the screen.  If you find this notation, delete the record from the order file.

6. Mark them all at once or title by title. Then pick ADD TO CART, pick ORDER CART.

7. Then go up to the top of the screen and find the ORDER CART and click on it. That will bring up a list of what’s waiting to be ordered from the actions taken above.

9. If all in the folder are to be ordered, click MARK ALL. To mark just one title – just click by the red stop light.

10. Click on ENTER ORDER DETAILS and it will take you to a screen to pick our sub account (1749-10 MONO) and QUANTITY which is almost always 1 copy. A template has been created called "orders" that has our standard information already filled in.  If we want more than 1 copy of a title -  that one title will have to be marked and ordered by itself. Type in the initials of who is doing the ordering. At the bottom of this screen is the final step to take to actually order the book/books  - pick the one that says ORDER.   

11. Create a folder for all the items just ordered.  it is labeled "onorder date".  Then everybody can see what is on order and date ordered.  Nancy kept these folders until all items have been received then they are discarded.

Copying a PO

1.  Sometimes it is faster to copy a PO than to start over.  This would be in the cases where you are canceling an order but intend to create a new PO for some reason.

2. If there is only 1 title on a PO you can CHANGE THE VENDOR instead of redoing it. Type in the PO number, and go to "order" tab at the top of the PO screen and pick "change vendor".  Type in or search for the vendor you want to change to and enter it in the box that has popped up and save it. Check to see if the FUND needs to be changed or any other editing of the order needs to be done.  If you need to send the order to the vendor, go "file" and pick "Queue for print".  Go to Voyager Reporter to print it.

3.  COPYING THE PO - Go to "order" tab and pick "copy order without components" (this refers to serials issues attached to a PO).  Then a new PO form pops up with a new PO number automatically selected.  At this point change any information that you need to like vendor, fund, etc.  If it won't let you change something that needs to be changed, then you will have to delete or not save this partial new PO and then go and do a new PO and do everything from scratch.

Prepaying when PO is created

When something is prepaid the funds are counted as spent/expended once the PO is approved. So there is usually no need to create an invoice. The only time an invoice would be needed is if the final cost of the amount of the item is less or more than what was put in the PO as the prepaid amount. Then would need to create an invoice for the difference only.
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