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Acquisitions

Submitting Orders to ABC

It is perfectly acceptable to submit more than one folder per budget per deadline. For instance if you know you have 5 items you want to order, but this only expends 10% of your budget, you do not have to wait for the rest of your orders to submit those 5. It is also ok to submit all your orders at once.

Requests may be submitted as vendor forms (YBPs), Choice cards, marked publisher's catalogs, advertisements, announcements, book reviews, photocopies, print-outs from ODIN, OCLC, WorldCat, etc. If requests are handwritten/typed please check for accuracy and missing information and note the verification source. Each request must include: Title, author, publisher, year, ISBN, expected price

It will be assumed that the ISBN submitted is the copy you want ordered (i.e. hardback, paperback, special edition, etc.)

Each request must be clearly marked with account/budget name and bibliographer initials. If you want to be able to search by professor or some other special word, these initials, name or word should precede the account/budget. This is the same as you have done in the past. Examples follow:

  • Janet orders a children's literature book with John Dewey's initials
    • JD / CHILD-B-2006 / js
  • Jim would like to search his language books by language
    • SPANISH / LANG-B-2006 / jb
  • Victor wants to search an account for his own initials
    • VL / PSYCH-B-2006 / vl
  • Sally does not choose to designate
    • GEOG-B-2006 / sd

Using email, Patty will notifiy bibliographers regarding the following order types so that they may resubmit orders for a similar amount of money, or resubmit the same order if you want a 2nd copy or do not believe what we have is what you wanted.

  • ALREADY IN LIBRARY system #0123456789
  • ALREADY ON ORDER system #0123456789 order #9876543210

Order folders should be placed in the wire basket on Patty's short file cabinet (near her desk).

After ABC staff has entered ORDERS into ALEPH bibliographers can check the status in the ALEPH Acquisitions/Serials Module (folder icon).

Checking the Status of Orders in ALEPH

When searching in the Aleph Web OPAC, one of the following statuses will display:

OPAC Definition
Pre-order Review Order entered but not ordered
Order in Process Item ready to order - may have been ordered
On Order Item has been ordered - possibly received
Cancelled Order Order has been cancelled - ask Patty
Received Order/Uncat Order has been received and paid; it is in ABC
Cataloging, New Order has been cataloged; in ABC waiting for processing or Access Services waiting to be AID'd
ABC-to-Access On ABC Shelves in Access Services

Also, take note of the barcodes: a 6-digit barcode with a hyphen followed by 2-digits that does not begin with 331000 is an ALEPH generated barcode. This indicates this item has not been cataloged.

 

Appropriated Order Deadlines

Orders equal to 70% of budget are due to ABC by December 1, 2009

All orders (100%) may be submitted at this time or before
All of these orders will be considered priority 1

Remaining orders equal to 30% of budget are due to ABC by March 1, 2010

Orders must be prioritized in this batch

20% - Priority 1
10% - Priority 2

Non-appropriated Order Deadlines

To Be Announced - when money becomes available

List of department accounts (budgets) - see document below

Folders for ACQ Staff

Use the ACQEMPL user name and password for all orders.

General information

It will be assumed that the ISBN submitted is the copy the bibliographer wants ordered (i.e. hardback, paperback, special edition, etc.)

Each request should be clearly marked with account/budget name and bibliographer initials. If the bibliographer wants to be able to search by professor or some other special word, these initials, name or word should precede the account/budget. Examples follow:

  • Janet orders a children's literature book with John Dewey's initials
    • JD / CHILD-B-2006 / js
  • Jim would like to search his language books by language
    • SPANISH / LANG-B-2006 / jb
  • Victor wants to search an account for his own initials
    • VL / PSYCH-B-2006 / vl
  • Sally does not choose to designate
    • GEOG-B-2006 / sd

The above listed: special word, initials, name or word that precede the account/budget are to be entered in the order record in the box directly under the order number titled Additional Order No. 1:

The following orders should be paper clipped together and clipped to the inside back of the folder:

  • ALREADY IN LIBRARY system #0123456789
  • ALREADY ON ORDER system #0123456789 order #9876543210

NOTIFY and/or RUSH

If the bibliographer has requested that someone be notified when the item is received complete the following on tab 2 of the Order Record:

  • Click on the 3 dots in the box that follows Initiator ID choose the patron if it is clear which patron to choose.
  • In the Action box
    • * Notify - choose Send Mail
    • * Rush  do NOT select any option 
  • Then add a Library Note Notify Name of Patron and phone number

For additional information on Library Notes refer to Monograph Orders on the Technical Services web site.

On Tab 3 check Batch Claiming and DO NOT ADD A DATE!

If you filter by the current fiscal year, you will eliminate all budget choices for the wrong year.

Two ways to filter by current fiscal year:

  1. When adding an order on tab 4 Quantity and Price when you click on the three dots for Encumber Budget you have the opportunity to Filter by Click on Filter by  and enter the fiscal year in the box labeled Year
  2. Choose the Administration node (pencil holder). Under the Administration outline choose Budgets. In the upper window pane where the budgets are listed, the left hand side of this pane offers the opportunity to filter by Year. Fill in the fiscal year in the box labeled Year. Then click Go and the budgets will filter by the fiscal year entered, throughout the ACQ module.

Follow the instructions on the Technical Services web page for Monograph Orders

When the folder is completed do the following:

  • Find the appropriate budget in Acquisitions and Serials under Administration.
  • Once you have highlighted the budget in the upper window pane, click on tab 4. Transactions in the lower window pane.
  • In the upper portion of the lower window pane check the box in front of the word 'Encumbrance'.
  • Then click the 1st box to the right labeled 'Filter'. Now click the 3rd box marked 'Print'.
  • Match the order number and the price in this printed list to the orders in the folder by highlighting the order number and price. This will serve to double check that all the orders in the folder are RSV and that the prices were entered correctly.
  • Sign this printed sheet at the top and place it inside the folder.
  • Now go to the Index List (order folder) in Acquisitions.
  • In the upper window pane choose: Index B (Budget) Enter starting point: type the exact budget 
  • Click the check box in front on Exact Match 
  • Order Status: RSV
  • Now click the box on the far right Refresh Filter.
  • In the header for the list (below these checked boxes) right click.
  • Check the following in the pop-up box: 
    • Index
    • Order No.
    • Title
    • Rec. No.
    • Vendor
    •  Status
    •  Status Date
  • Click the box OK
  • Now scroll through the list of titles until you reach the end. Click in the box so that the blue highlighting is not the entire width, only one piece is highlighted. Now hit F11 on your keyboard and choose print. This list can be used to check for obvious typos in the title, which would prevent accurate searching.
  • Check the list, fix any typos in cataloging, place the list inside the folder.

This folder is now complete.