ACQ to CAT Workflows

Galadriel Lackey

Library Technician III

Acquisitions Department

Overview

• 15,000 to 20,000 ordered volumes to Cataloging annually

• 20 to 30% are order requests

• 3 to 5% received on standing order

• Remainder come from Yankee Approval Plan or GOBI claims

Web-based Order System

New Order Request

Searching the Catalog

• Series type (analytic, class together, or cataloged separately)

• Added copies

• Added volumes to classed together series

• Different editions

• Standing orders for monographic series

Example of notes in bib record

Provisional record template

Create Purchase Order in ACQ

Search to add line items

Select title

PO Quick Line Item

Delivery Options Tab

Approve the PO

Duplicate Order Warning

Submitting orders to vendors

• Orders for big jobbers (Baker & Taylor, Emery Pratt) are ordered directly at vendor website and we are invoiced later

• Orders for Midwest Library Service are submitted via EDI or less frequently, directly at their website

• A few orders are faxed, mailed, or phoned in. Credit card or invoice

• When we use expedited vendors (Amazon, Barnes & Noble) we pay with credit card

Yankee Approval Plan

• Workflow is “backwards”• Books are received with PromptCat

records• Search the catalog and insert notes • Search for extraneous records• Make sure there is an open order• Correct PO-Bib record links • Proceed to check-in

Creating a new invoice

Add line items to invoice

Invoice quick line item

Special handling pop-up

View Marc record

Loading EDI Invoice

EDI Load verify

Load Summary Report

EDI Invoice Receiving

Detailed invoice line item

Receive / Mark Tab

Special handling pop-up

Notes tab: descriptive info

Bib record tab