Ordering through CAP
Libraries can order books, talking books, kits, CDs, videos, and DVDs through CAP from the “Tier One” vendors:
Baker & Taylor
Books on Tape
Center Point Press
BBC Audiobooks America
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 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 Symphony, an order record is created for the title indicating the number of copies ordered by each library participating in the AY program. Also, availability information is added to the 500 tag (e.g. "Not published until December 2009).
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.
Automatically Yours orders are shipped separately. They are unpacked immediately and given “Tier 1” priority treatment.
Yours items are received and loaded into Symphony
by the Head Cataloger. During the load process, copies are created, barcodes
are attached, and the 500 tag is deleted. The T.S. dummy
copy is discarded automatically through a Symphony 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. NOTE: If a brief record
exists in the database for the title, overlay it with an
OCLC record at this time.
The order is assigned to an "A" truck in the Acquisitions database. NOTE: If a brief record exists in the database for the title, overlay it with an OCLC record at this time.
Invoices are stored
on this web site
for six months. A breakdown of number of copies per library
and total breakdown of cost by library is included with each invoice. An
Invoice should be created in Symphony.
An Invoice should be created in Symphony.
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
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.
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." B&T Continuations are checked in by the Serials Coordinator.
All continuation invoices are stored for six months on this web site. The ordering library / department is noted. “Continuations” is written on the invoice. An Invoice should be created in Symphony. The Business Manager pays invoices monthly.
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, & Holmes) materials are shipped directly to CAP. Items on the
Items on the"Item Sent to Tech Services" form should be arranged in alphabetical order.
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. Items on the form should be arranged in alphabetical order.
IMPORTANT: To ensure prompt payment, libraries should send bills separately to the Acquisitions Supervisor.
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.
Invoices for director order are stored on this web site by vendor. An Invoice should be created in Symphony.
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.