Orders+and+Acquistions


 * ACQUISITIONS **

1. Hard copy -** > //White copy// – Filed numerically by Order numbers, in "Awaiting" folder book for own record – used to record when items are received, on back order, etc) > //Yellow copy// – Leave in green order book for records > **When item is received:** > *//Pink copy –// Passed to accounts > *//Green copy –// Stapled together with the invoice when received and sent to accounts for payment eg. Travel in Italy [On order]  You can then locate items On Order, go to Enquiry search, and type in the title or "on order" in the title field.
 * Order requests - Process **
 * **Order requests** are received from heads of faculty and documented (Librarian)
 * ** Booksellers - ** Appointments always need to be made first to see booksellers (Librarian) to view new material.
 * Requests are authorised, and order book is filled in with details and signed (Librarian) and Business manager
 * Order is faxed or emailed to the supplier
 * Orders are kept in 2 places, hard copy (green order book), and electronically (E-library) -
 * Order is received
 * Order records -
 * Green order book has 4 different coloured sheets, coded:
 * 2. Electronically -**
 * ** Note- you will need to create a new “On order” record for each individual item listed on the order **
 * Open E library
 * Go to Catalogue, and then Full-Catalogue
 * Create a new record (Important! – make sure the record is blank and not writing over another) by clicking symbol >*
 * In the Title box, add the title of item ordered, and in square brackets type On order
 * Add the ISBN of item in the ISBN field
 * Highlight and Copy (Ctrl + C) the Book ID number (top right of screen), and Paste (Ctrl + V) this number into the Barcode field. – This will act as the temporary barcode prior to receiving/accessioning.
 * In Copy Status field, select “On order” from drop down list
 * In Accession number field, type in the 5 digit Order number from the green book
 * Add the supplier in the Supplier field
 * Select the requesting department from the drop down list in the Cost Centre field
 * Exit the record (will save automatically)

> //Note: Do not detach/send the green copy until all the items have been received / no backorders left, and order is complete//
 * Receiving Orders**
 * Open parcel - note: Check wrapper for invoice before throwing away packaging
 * Find invoice and check against items supplied tick off as necessary. Sign invoice with your initials and date received.
 * Retrieve order, white form (filed in order folder) and tick off items received, and add date received. Note any backorders, out of prints etc and mark them in: B/O / awaiting with the date. If incorrect item is supplied, or duplicates etc, follow return to supplier procedure on invoice / package books and post back with copy of invoice to supplier.
 * **Complete order:** If all items have been correctly supplied from order, take the Green and Pink forms from the green order book. Staple the green form with the invoice (invoice on front). Leave pink form detached.
 * Pass to Librarian to be sent for payment
 * Accession and process item
 * ** Incomplete order: ** If items are not all supplied and are on backorder, make a copy of the white order form (in folder) and attach it to the invoice. Tick off those received, and mark which are outstanding. Pass to Librarian for payment.
 * Accession and process item


 * On approval items **

· If items received on invoice are marked as On-approval or Inspection copy, retrieve order from book and find requesting staff member · Take the invoice and file into White “On approvals” folder, mark with note the name of teacher requesting, and current date. *Staff have one week to preview material – so mark in the date due to be followed up (1 wk from current date) · **Do not process item** · Insert notice slip into item and write details: with name, date, order number, price, the date preview item is due back to the library (1 wk). Staff need to indicate whether or not they wish to purchase item. · Send material with slip notice to staff member · Follow up item from staff member if there is no response after one weeks time · If staff do not wish to retain item, return back to supplier with invoice · If staff wish to purchase, in order form in folder, mark “Approved”, add date · Staple green copy with invoice, pass on for payment · Accession and process item. Sticky note on front of item with requesting teachers name. Issue item to staff member and send to teacher.

**//After//** //the above (invoices, order forms have been sorted / marked off as received, ready to be sent for payment etc.) Do not accession On-approval items – just a note of the teacher requesting.//
 * 1) ** Accessioning **


 * __ Books __**

> ** - ** Order number# > - Supplier > - Price > - Department requesting > - Date received / current. > On the CD / DVD, place tattle tape on front of dvd /cd then circle OLMC sticker in centre.
 * Using the invoice to provide details, in the back cover of the book, (top right corner) - copy in small writing the following:
 * Place a slip of paper / sticky note to the book, of the teachers name requesting if stated on the order form
 * Label the book with a barcode sticker. This is placed on the back of the book, in the top right corner (to the edge of spine) vertically, and facing numbers towards you
 * Stamp (OLMC, Address) the bottom centre of the title page.
 * Place tattle tape inside book
 * **Items for teachers, and Textbooks** – have Teacher Reference stickers applied to just below the middle of the spine.
 * **Class sets** – As above, use class set sticker.
 * ** Items including a CD or DVD in the front/back of book: ** Place sticker “Includes CD ROM/ DVD” on bottom right corner of the book.
 * 4. Pass onto cataloguing shelf.
 * __ Non Books – DVDs, CDs

DVD __** > Stamp not required
 * Same process as books, write invoice details on a label/post note. – stamp is not required
 * Barcode is placed on the top spine vertically (numbers facing towards you)
 * Place tattle tape on front of DVD/CD
 * Circle OLMC sticker on dvd centre.
 * __ CD __**
 * Same process as books, write invoice details on a label/post note.
 * Barcode is placed middle centre horizontally of the CD cover insert.
 * Underneath, place “Property of OLMC Please return to Library” red sticker directly underneath barcode.
 * Place tattle tape on CD
 * Circle OLMC sticker on CD centre.


 * 1) ** Pass onto Cataloguing **