LCLS: CAP Manual: Acquisitions:

CREATING ORDERS

 

For each order, the order information must be printed out from the vendor's interface and passed on to catalogers for Searching and Exporting. When searching and exporting has been completed, all the titles on the order sheet should be marked with either checks,  X’s, or “BR.” Order creation can then begin in Symphony.

 

STEPS FOR CREATING ORDERS:

1.     Right-click on the Add Basic Order wizard and select Properties.

2.     Set the properties for the order. 

·        Under Lookup Preferences, be sure the search index is General. 

·        Under Order Basic Info, you can set the vendor and order type.  These are the primary vendors:

o       Baker & Taylor – BAKER

o       Baker & Taylor Entertainment – BTENT

o       Baker & Taylor Automatically Yours - BAKERAY

o       Ingram – INGRAM

o      Midwest Tape -- MIDWEST TAPE

 For other vendors, you will need to consult with the Acquisitions Supervisor, or look them up in Display Vendor (All Cycles).

The Order Types are as follows:

o       AUDIOVIS (for DVDs, videos, and CDs)

o       AUDIOVISJ (for Juv DVDs, videos and CDs)

o       BOOKS (for books)

o       BOOKSJ (for Juv books)

Be sure that the Date Ready and Date Mailed are both TODAY.

·                                            Under Orderline Information, make sure the discount is TABLE.

·                                            Under Segment Information, set the fund ID and the holding code.  They are as follows:

·      

Under Material Type, make a selection per the following:

 

Description	Material Type
Adult Print	ADULT
Adult Audio	AUDIOADU
Juvenile Audio	AUDIOJUV
Juvenile Print	JUV
Reference	REFERENCE
Talking Book	TB
Adult Video	VIDEOADU
Juvenile Video	VIDEOJUV
Young Adult Print	YA

 

DO NOT set any of the other properties on this screen.

 

 

 

 

 

3.     Click OK to set the properties.

4.     Select the Add Basic Order wizard. (LEFT-click)  A search screen will pop up.  Set the Index to General if it does not default to General. Enter the ISBN for the first title on the order sheet, and click Search.

 

 

5.     Check to make sure you have called up the correct title. 

 

If the search produces more than one result, highlight the desired title.  When you have the correct title, click on Order This Title.

·        If the title is already attached to another order, a window will appear. If you wish to continue the order creation process, click Continue Order.

·        If you do not find the title, click on the Add Temporary Title helper and create a Brief Record per the instructions for Brief Record creation.

6.     A screen will pop up with the basic order information.  Type the order ID in the space indicated.  Check to make sure the rest of the information is filled in correctly. (Much of this should have carried over from the Set Order Properties screen.)  Also, be sure the fiscal cycle denotes the current year.  Click Add Order.

 

7.     The orderline information screen will pop up.  Enter the unit price and quantity for the item (the default quantity is 1).  If there are special instructions, enter them in the Instruct and Note fields. Click on Continue.

 

 

8.     The Enter Fundings & Distribution window will appear. Check to make sure the Fund ID and Holding Codes are correct or modify as needed. To add additional segments, click on Add a Funding Distribution Cluster. When you are done, click Add Orderline.

 

9.     At this point, you should confirm that the quantity and price are correct. If they are correct, proceed directly to Step 10.  If they are not correct, click on the Modify Orderline helper. NOTE: If the quantity is incorrect, you will need to go to the Segments tab of Modify Orderline and modify the Quantity, the Funded Quantity, and the Distributed Quantity

10. Click Save Your Changes. Then, click on Finish and finally Save & Close.

11. To add more titles, click Add Orderline.  A new search screen will pop up.  Repeat steps 4-10 for the rest of the titles in the order.

12. When you have finished entering all items, review the “total amount” and “total orderlines”.  If totals match, click on Save Your Changes. Then, click on Finish and finally Save & Close.

13. A pop-up appears for Add Basic Order: Mark Order Finished. Click 'Save' and 'Close' or, if you have more orders to create, click Save and add another order.