LCLS: CAP Manual: ACQUISITIONS

 

 

 

 

PROCEDURES:

  

Ordering through CAP

 

        Libraries can order books, talking books, kits, CDs, videos, and DVDs through CAP from the “Tier One” vendors:

 

Ingram

Baker & Taylor

Books on Tape

AEC

Recorded Books

Thorndike Press

Landmark Audio

Center Point Press

Midwest Tape

 

The library either builds a cart on the vendor website or transmits their choices to the Acquisitions Supervisor each time it wishes to order. Each Tuesday, the Acquisitions Supervisor places orders based on the communications she has received from the libraries.

         

Automatically Yours

Overview 

 

        Automatically Yours is a program offered by Baker & Taylor. Libraries can place standing orders for all new titles by selected popular authors, popular authors in large print, and children's authors / illustrators. The Acquisitions Supervisor receives and maintains a Master Profile Report in Excel format showing which authors and series each library has selected and how many copies they have requested (regular and non-reservable).

 

        On a monthly basis, the Acquisitions Supervisor receives a Confirmation Report from B&T that lists forthcoming titles. This report is forwarded to all of the libraries. Forthcoming titles are added to the catalog with a Location and Item Type of ON-ORDER. In Unicorn, an order record is created for the title indicating the number of copies ordered by each library participating in the AY program.

                                                                                                                  

        The Acquisitions Supervisor updates changes in selected authors and numbers of copies as changes are requested.  A wholesale update is done at least once every year and libraries are encouraged to follow that timetable when requesting changes. 

 

 

Receiving

 

        Automatically Yours orders are shipped separately.  They are unpacked immediately and given “Tier 1” priority treatment.

 

 

Loading

 

        Automatically Yours items are received and loaded into Unicorn by the Head Cataloger.  During the load process, copies are created and barcodes attached.  The T.S. dummy copy is discarded automatically through a Unicorn script and library copies then appear in the catalog as real copies with a Location of INPROCESS. The order is assigned to an "A" truck in the Acquisitions database.

 

 

Accounting

 

        Invoices are placed in a special “AY” folder.  A breakdown of number of copies per library and total breakdown of cost by library is maintained.   An invoice is then created for the Business Manager which includes the order line, price, and fund.

                          

Continuations

 

Overview

 

        Standing orders are maintained for selected regularly-published titles (annual, bi-annual, tri-annual, irregular).  Many, but not all, of these titles are for Reference use.  The vendors used are:

 

Baker & Taylor

Bowker

Bisel

Congressional Quarterly

Gale

Polk

Regent

West

Wilson

Thompson

 

 

Adding / Removing / Returning titles

 

        Libraries must notify the Acquisitions Supervisor at least 60 days in advance of any change in selections.  The Acquisitions Supervisor will update the acquisitions.mdb database accordingly. Here is an example of a database record:

 

 

 

 Items cannot be returned unless they are defective. 

 

Receiving

 

        Continuations are considered Tier 1 materials.  The Receiving Clerk consults acquisitions.mmb and verifies the number of copies and ordering library. The items are stamped, barcoded, and entered "In" in aquisitions.mdb as "Tier 1." 

 

Accounting

 

        All continuation invoices are placed into the Reference folder. The ordering library / department is noted. “Continuations” is written on the invoice.   The Business Manager pays invoices monthly.

 

Direct Orders

 

Overview 

 

          In order to take the greatest advantage of vendor discounts and to keep material flowing through CAP in an orderly fashion, libraries are strongly urged to order through Tier One vendors.  However, in some cases, libraries may choose to order directly from another vendor. 

 

          Direct orders (with the exception of Scranton agencies) are shipped to the ordering libraries.  All direct orders are billed to CAP.  The ordering library receives the material and forwards it to CAP along with either a completed "Item Sent to Tech Services" form or a packing slip / invoice. If a packing slip / invoice is used, it must contain the title and price of each item. Also, all items must be identical in terms of Item Type and collection assignment. If the package contains, a mixture of items (e.g.; some young adult, some juvenile etc.) please use the "Item Sent to Tech Services" form. Scranton (Albright, Children's, Bookmobile, & Green Ridge) materials are shipped directly to CAP. 

 

          Direct orders are considered Tier 2 materials unless specifically designated as “rush” orders (such as items ordered to fill specific patron requests). Once received, direct orders go into a queue of Tier 2 material and are cataloged in the order received. These orders do not appear in the catalog as on-order titles.

         

Submitting Direct Orders to CAP

 

1. The library will initiate the order which should be shipped and billed to the ordering library.

2. When sending the order to CAP, libraries should include a completed "Item Sent to Tech Services" form. Special cataloguing needs and/or desired collection (e.g.; Reference, Genealogy, Young Adult, Paperback) should be communicated in the Category field. If no instructions are given, the collection code will be derived from OCLC and other copies held by LCLS libraries. Libraries may substitute a packing list or invoice for the form providing the bill / invoice includes the title and price of each item and there are no special cataloging needs or special instructions.

 

IMPORTANT: To ensure prompt payment, libraries should send bills separately.

 

 

Receiving

 

          Direct orders are unpacked in the order received and checked against the included packing list.  A label containing the library's name and address and a barcode are applied. The items are entered "In" in aquisitions.mdb as "Directs." The packing list is kept with the order.  The invoice is placed in the Accounts Payable folder for the appropriate library.

         

Accounting

 

          Invoices for orders received are placed in the Accounts Payable folders.  If the invoice is not received with the order, a copy of the packing list is placed in the appropriate library’s folder until the invoice is received. The Business Manager pays invoices monthly (on the 15th of each month).

 

Tracking of Orders

 

        CAP will keep track of all outstanding Tier One orders by regularly checking orders and following up with vendors.  Information on order status will also be available to ordering libraries in Unicorn as well as through the vendor website.  CAP will take all possible actions to make sure orders are delivered in a timely and accurate manner by the Tier One vendor.

 

 Gift Materials

  

Overview

 

        Libraries may choose to add selected gift items to their regular collections.  These items will be considered Tier 2 materials unless specifically indicated as “rush” items (e.g. ; gift copies of a bestseller could be handled as a "rush").

 

 

Submission of Gift Items to CAP:

 

        NOTE: CAP reserves the right to limit gift submissions during periods of heavy Tier 1 ordering. CAP reserves the right to reject any item it deems unsuitable for the LCLS database due to the age, content, or physical condition of the item. For more information, see Gift Acceptance Guidelines.

 

        Gifts are kept together and may not be mixed with direct orders. 

 

        When sending gifts to CAP, libraries should include a completed "Item Sent to Tech Services" form. Special cataloging needs and/or desired location (e.g.; Reference, Genealogy, Young Adult, Paperback) should be communicated on the form. If no instructions are given, the collection code will be derived from OCLC and other copies held by LCLS libraries.

 

        Once received gift orders go into a queue of gift material and are cataloged in the order received.  Gift items receive a GIFT designation in Item Category 1.

Staff Orders

 

Overview

 

        Staff Orders are orders placed by the library on behalf of system staff members, volunteers, or trustees. Titles obtained through the staff ordering process become the property of the individual placing the order. That individual is responsible for reimbursing the library for the cost of the item.

 

Ordering / Payment Procedures (Scranton Only)

 

        The staff member, trustee, or volunteer wishing to order a title should submit their request to the Acquisitions Supervisor. Staff orders are placed via Baker and Taylor.  Orders can be sent to the Acquisitions Supervisor at any time either by email or on letter-size paper and should contain the following information:

                    Author

                    Title

                    ISBN

                    Format (e.g.; book, DVD, CD etc.)

                    Name of staff member

 

        Orders will be submitted to Baker and Taylor only. If a requested item is not immediately available, the Acquisitions Supervisor will notify the staff member so he/she can obtain the item from another source. When the ordered item is received, the Acquisitions Supervisor will notify the staff member . The bill must be paid in full before the item is released.  Payment must be submitted to the Business Manager.  Payment may be made in Cash, by Credit Card (Mastercard/VISA), or by check made payable to the Scranton Public Library.

 

 

Ordering / Payment Procedures (Other Libraries)

 

        The staff member, trustee, or volunteer wishing to order a title should submit their request to the person responsible for ordering at the library. The order should be placed in a separate cart under the library's B&T Link login. The naming convention for staff order carts should be followed (e.g.; VASO120606BT). The Acquisitions Supervisor will print out the order, delete it from the ordering library's login, and recreate it under a special Staff Order login. Orders will be submitted to Baker and Taylor only. If a requested item is not immediately available, the Acquisitions Supervisor will notify the ordering contact at the library so he/she can inform the requestor. When the ordered item is received, the Acquisitions Supervisor will notify the library's ordering contact . The bill must be paid in full before the item is released.  Payment must be submitted to the Acquisitions Supervisor.  Payment may be made by check made payable to the Scranton Public Library.