Duplicate Checking in Sirsi

• Always default to “exact search” if you do not find a title, click Keyword do double check
• Be careful of typos. If you spell things wrong SIRSI may not recognize it.
• Always check the year of the book before marking it as a duplicate. We order new editions of things.
  • Do be aware that a book with two publication years directly next to each other is likely the same thing. Different publishers can pick up books towards the end of one year and choose which year they want to publish it under (same as buying a 2014 car even though it is still 2013).  So if we own a 2012 edition of a specific title and a librarian requests the same title published in 2013 make sure it is not the same book before you order it.
• Careful of the word/symbol AND. If the title has an & symbol on the card and you do not find it in SIRSI try switching it for the word “and” before assuming we don’t own a copy.
  • Same goes for numbers
    • Try both the actual number and the word
• If you find a duplicate title, mark the “DUP” on the card and put it in the box by the student computer.
  • If it we own the title in e-book format—write “own e-book” on the card and either give it to me or put it in the selector’s box.
  • If the book is in the PDA you will see a note in the 899 field that says "PDA ADDED" --write on the card "in PDA" (include platform--EBL; EBRARY; EBSCO). If it says "PDA PURCHASED" then write own ebook on the card and give back to selector's.
• If you get an order card and the selector requests an e-book, CD, or DVD,give it directly to Dawn (we only order print materials)
• If you have a title that is over 500 dollars always check the ISBN after checking the title (we do not want to get any very expensive books that are non-returnable).
• If you get a request for anything starting with the title Wiley Blackwell please do a search under "Wiley Blackwell" AS WELL AS "Wiley-Blackwell" (depending on where the record is coming from we have both spellings in Sirsi).
• Always double check the spelling of the word "encyclopedia". Sometimes it is spelled "encyclopaedia" (That is how we once ended up with an 800 dollar non-returnable encyclopedia that we already owned).

See more specific notes for Baker and YBP as they may not be the same.

In SIRSI

-MARC order import --> upload file --> type your initials for the destination --> import --> (No other files to upload)

-Schedule new reports --> ok --> Load bibs w/ order 9xx --> set up and schedule --> click load tab --> select file to load (your initials) --> run now

-Schedule new reports --> ok --> Load Flat order records --> set up and schedule --> click order file selection tab --> select file to load (there should only be one option to choose) --> run now

-Go to the Orders tab on the side toolbar --> Display order specific cycle --> Find your FO# and make sure that everything uploaded correctly and the number of books in the cart from Baker matches the number here. Also, make sure nothing is in lowercase (that means it was a duplicate).

-Go back to schedule new reports --> Book X12 Orders (make sure you choose the correct FY) --> in the orders selection tab update the date created to the current date --> run now

-Schedule new reports --> EDI File Transfer --> run now

When you are finished, you can view your order under the Display order specific cycle tab --> type FO- and scroll to the very bottom. Make sure that the date mailed day says the current date and not "NEVER"

Match on Title Control Number – The record is considered a match only if the control number matches a title control number found in one of the Title Control Number Source fields. This option is selected by default.

This matches the ISBN (020), ISSN (022), LCCN (001), OCLC number (001), and Local number (035) in the incoming record to ONLY the title control numbers in our catalog

Match on Title Control Number or Indexed MARC Tag – The record is considered a match if the title control number of a library catalog record matches one of the specified Title Control Number Source fields in the imported record, or if one of the standard matching numbers from the incoming record as listed in the Indexed MARC Tag Number field finds a match in an existing SirsiDynix Symphony database index. If you select this option, you must make a MARC tag number selection(s) in the Indexed MARC Tag Number field.

The above setting compares the ISBN (020), ISSN (022), and LCCN (001) in the incoming record to ANY indexed field in our catalog.

Possible fields that could return a match but probably isn’t

HOW TO NOT OVERLAY RECORDS IMPORTED BY SmartPORT

When ordering a title, be sure to duplicate check we do not already own, or have ordered, the format (eBook, print) as well as the version (pub year, etc.) or edition/volume requested.

Example: order “Shock Therapy: a history of electroconclusive treatment in mental illness” in eBook format.

Once you have selected the title you want to import into our catalog (and then order),

this box of SmartPort properties should appear

Options #2 & #4 are the default for staff members ordering titles on firm and standing orders.

Please note that you will repeat this process

and see these properties for each title that you import/order using SmartPort.

IF the title you are trying to order matches any other existing record in our catalog*, you will see this warning message.

*This is typically due to  the existing catalog record having an Invalid ISBN or alternate title

Example: the eBook ISBN in the print record, and vice versa.

Also, although rare, you can accidentally miss a title if not paying close attention to the edition/volume)

*Be sure to CLOSE, NOT save the record to the database! *

Saving is the point where it would overlay the existing record.

Equally important -

*Be sure to NOT save the record

to the database! *

At this point, you should repeat the steps, again finding the title you would like to import.

This time, when the SmartPort properties box appears, you will make a change.

Note that to avoid overlaying the existing

record that should remain separate, you should change your setting

from Options #2

and #4 ------

to Options #2

and #3!

See image à

The warning box on matching another record should NOT appear now.

If it still does - STOP

and go ask for help!

From this point, you should proceed per normal procedures. Capture the record.

Delete any 856 fields. Save it to the database.

Then choose “Order this Title”

And now when you search for the item again,you should see both the print, and the eBook items! ©

LYNN                                                  

F-NUR|hBOOKMAIN|sLMM

F-HED|hBOOKMAIN|sLMM

THOM

F-CRJF|hBOOKMAIN|sTEG

F-CHM|hBOOKMAIN|sTEG

F-HED|hBOOKMAIN|sTEG

F-NUR|hBOOKMAIN|sTEG

F-BIO|hBOOKMAIN|sTEG

COLE

F-PHY|hBOOKMAIN|sCW

F-TEC|hBOOKMAIN|sCW

F-SCI|hBOOKMAIN|sCW

F-COM|hBOOKMAIN|sCW

ANN HOLDER

F-PSY|hBOOKMAIN|sAH

F-CNE|hBOOKMAIN|sAH

F-GGR|hBOOKMAIN|sAH

F-GLG|hBOOKMAIN|sAH

F-MCM|hBOOKMAIN|sAH

F-EDU|hBOOKMAIN|sAH

F-LLSP|hBOOKMAIN|sAH

LISA

F-ECO|hBOOKMAIN|sLS

F-MGT|hBOOKMAIN|sLS

F-BUS|hBOOKMAIN|sLS

F-ACC|hBOOKMAIN|sLS

MICHELLE

F-ENG|hBOOKMAIN|sMM

F-ART|hBOOKMAIN|sMM

F-ENG-FIC|hBOOKMAIN|sMM

F-DRA|hBOOKMAIN|sGJ

F-DRA|h200PLAY|sGJ

SUSAN

F-SOC|hBOOKMAIN|sSDS

F-CRJ|hBOOKMAIN|sSDS

ANN JERABEK

F-FCS|hBOOKMAIN|sAJ

F-LBS|hBOOKMAIN|sAJ

F-REL|hBOOKMAIN|sAJ

JAMES

F-KIN|hBOOKMAIN|sJW

ERIN

F-HIS|hBOOKMAIN|sEDC

F-MIL|hBOOKMAIN|sEDC

F-FOR|hBOOKMAIN|sEDC

LINDA

F-POL|hBOOKMAIN|sLSM

F-PHL|hBOOKMAIN|sLSM

MOLLY

F-MAT|hBOOKMAIN|sMT

KAT

F-AGR|hBOOKMAIN|sKLM

BRUCE

F-DAN|hBOOKMAIN|sBH

MUS BOOK

F-MUS|hLISTENBK|sBDH

MUS SCORE

F-MUS|hMSCORE|sBDH

SPECIAL

REF

F-LIB-REF|hREFBOOK|s

RES

F-LIB-RES|hBOOKMAIN|s

PROF

F-LIB-PROF|hTECHSRVS|s

LSC

F-LSC|hJUVYABOOK|sAJ

NEW (add Prof Code)

F-LIB-NEW|hBOOKMAIN|s

GEN

F-LIB-GEN|hBOOKMAIN|s

REPLACEMENTS

G-F-REP|hBOOKMAIN|s

THR/TEX

F-LIB-THR|hTHOMBOOK|sFW

G-F-TEX|hBOOKMAIN|s

MUS CD/DVD

F-MUS|hLISTENCD|sBDH

GOV DOC

F-LIB-DOC|DOCREFBOOK|TM

Updated 5/21/2015

Ordering:

• Be sure to change your Session Settings to FY2015.

• Firm Orders will be starting with FO-15001 and proceed from there numerically.  
• Any orders cancelled (NOT encumbered) at the end of FY2014, please re-enter them (BookHouse, Alibris, etc.)  These are considered NEW orders and should be put under FY2015.
• You can begin ordering starting tomorrow (Wed September 10, 2014).  Be aware that there are no budgeted funds (will update once receive subject fund allocations from Janice), so you will get lots of warnings about the fund being overspent/over-encumbered.
• You can order In-Stock and Out-of-Stock items at this time J

• EDI ordering --- please make sure you update your 4 reports that you run to accurately reflect the new Fiscal Cycle.
  *be sure to change the Fiscal Cycle = 2015.  Also update the Vendor (for Baker & Taylor --- BAKER AND TAYLOR-EDI-FY15) <-- I modified this vendor from FY13
  • Load bibs w/ order 9xx
  • Load Flat order records
  • Book X12 Orders
  • EDI File Transfer

Receiving & Invoicing:

• For invoices you receive for encumbered FY2014 firm orders (BT, BT Audio, & YBP print books – PL#s434999 & PL434998)  – PLEASE hold these until the final FNR for FY2014 are complete.   (Do NOT put them into SIRSI yet)  

• Be sure to change your Session Settings to FY2015- --- for anything ordered in FY2015.
  If you are receiving & invoicing items ordered back in FY2014 ---- change your Session Settings to FY2014 before processing these!  **HOLD THESE INVOICES UNTIL final FNR FY2014 are complete**
  (*note: for balancing spreadsheet, these will be tracked as FY2014.  In Banner --- use the same PL#; do not enter new encumbrance for these.)

• Standing Orders --- since these orders were rolled to FY2015, you should be receiving/invoicing them in FY2015.

• EDI receiving --- please make sure you update your EDI file retrieval reports that you run to accurately reflect the new Fiscal Cycle.
  *be sure to change the Fiscal Cycle = 2015.  Also update the Vendor (for Baker & Taylor --- BAKER AND TAYLOR-EDI-FY15)
  • EDI File Retr
  • EDI File Receipt
  • Book X12 Invoices –FY15
• Last reminder --- be sure to finish processing all FY2014 books (receive, stamp, strip, etc.).  However, we will be holding them on carts until Cataloging is finished processing FY2014 books.
  You can send over anything that was PAID (in SIRSI and Banner) in FY2014.
  Anything that is paid in FY2015 (whether using new FY2015 money OR encumbered FY2014 money) --- THESE books should be held until Molly lets us know Cataloging is done with FY2014 books.

Firm Order Books

Use invoice to pull order cards

Stamp date received in red ink on order card

Write price in red ink on order card

****Check order cards and make sure none of the order cards are for "Thomason Room". Remove any books that belong to Thomason for separate processing****

Use property stamp on the first inside blank page.

Attach barcode to back of last empty page

Receive orderlines in Sirsi using invoice

"Add Items To Catalog" and use barcode scanner to attach barcode to Sirsi record.

Bring completed books to student worker for stamping and stripping

LYNN  McMAIN

F-HED|hBOOKMAIN|sLMM

F-NUR|hBOOKMAIN|sLMM

ANN HOLDER

F-PSY|hBOOKMAIN|sAH

F-CNE|hBOOKMAIN|sAH

F-GGR|hBOOKMAIN|sAH

F-GLG|hBOOKMAIN|sAH

F-EDU|hBOOKMAIN|sAH

F-LLSP|hBOOKMAIN|sAH

LISA SHEN

F-ECO|hBOOKMAIN|sLS

F-MGT|hBOOKMAIN|sLS

F-BUS|hBOOKMAIN|sLS

F-ACC|hBOOKMAIN|sLS

MICHELLE MARTINEZ

F-ENG|hBOOKMAIN|sMM

F-ART|hBOOKMAIN|sMM

F-DRA|h200PLAY|sMM

F-DRA|hBOOKMAIN|sMM

SUSAN STRICKLAND

F-SOC|hBOOKMAIN|sSDS

F-CRJ|hBOOKMAIN|sSDS

F-CRJF|hBOOKMAIN|sSDS

ANN JERABEK

F-FCS|hBOOKMAIN|sAJ

F-LBS|hBOOKMAIN|sAJ

F-REL|hBOOKMAIN|sAJ

ERIN CASSIDY

F-HIS|hBOOKMAIN|sEDC

F-FOR|hBOOKMAIN|sEDC

F-MIL|hBOOKMAIN|sEDC

LINDA MEYER

F-POL|hBOOKMAIN|sLSM

F-PHL|hBOOKMAIN|sLSM

MOLLY THOMPSON

F-MAT|hBOOKMAIN|sMT

KAT LANDRY MUELLER

F-AGR|hBOOKMAIN|sKLM

THOM GERRISH

F-BIO|hBOOKMAIN|sTEG

F-CHM|hBOOKMAIN|sTEG

F-CRJF|hBOOKMAIN|sTEG

F-KIN|hBOOKMAIN|sTEG

F-NUR|hBOOKMAIN|sTEG

F-PHY|hBOOKMAIN|sTEG

COLE WILLIAMSON

F-COM|hBOOKMAIN|sCW

F-SCI|hBOOKMAIN|sCW

F-TEC|hBOOKMAIN|sCW

TERI OPARANOZIE

F-CST|hBOOKMAIN|sTLO

BRUCE HALL

F-DAN|hBOOKMAIN|sBDH

SPECIAL

MUS BOOK

F-MUS|hLISTENBK|sBDH

MUS SCORE

F-MUS|hMSCORE|sBDH

MUS CD

F-MUS|hLISTENCD|sBDH

MUS DVD

F-MUS|hLISTENDVD|sBDH

REF

F-LIB-REF|hREFBOOK|s

RES

F-LIB-RES|hBOOKMAIN|s

PROF

F-LIB-PROF|hTECHSRVS|s

LSC

F-LSC|hJUVYABOOK|sAJ

RES

F-LIB-RES|hBOOKMAIN|s

NEW (add prof code)

F-LIB-NEW|hBOOKMAIN|s

GEN

F-LIB-GEN|hBOOKMAIN|s

REPLACEMENTS

G-F-REP|hBOOKMAIN|s

THR/TEX

F-LIB-THR|hTHOMBOOK|s

G-F-TEX|hBOOKMAIN|s

Updated 12/7/15

Questions for catalogers for items/collections

FYI:

Here is a list of items/collections for each cataloger if you should have any questions/concerns about items to be ordered or received.

Suzanne

Plays

DVDs

New Books

Tanya

LS Collection

THR/Special Collections

Music Scores

Music CDs

New Books

Melanie

Reference

Add-ons

Standing Orders

New Books

Transferring Titles/Adding a title to an existing record

When moving an order record from title to title use the Oclc #, item #, or the call #

1. Transfer wizard—Catrpser tab
2. Special cataloging--transfer item
3. Pick the title you want to move -- add to tree
4. Pick the title you’re moving to  --- add to tree
5. Highlight title from new record -- retain for transfer
6. Highlight title from original record (the one you want to delete
   **BE SURE TO NOT REMOVE A CATALOGED RECORD**) ----transfer
7. You will get a pop up that says “delete old record?” click yes
8. Verify your order has moved

Ordering:

• Be sure to change your Session Settings to FY2015.

• Firm Orders will be starting with FO-15001 and proceed from there numerically.  
• Any orders cancelled (NOT encumbered) at the end of FY2014, please re-enter them (BookHouse, Alibris, etc.)  These are considered NEW orders and should be put under FY2015.
• You can begin ordering starting tomorrow (Wed September 10, 2014).  Be aware that there are no budgeted funds (will update once receive subject fund allocations from Janice), so you will get lots of warnings about the fund being overspent/over-encumbered.
• You can order In-Stock and Out-of-Stock items at this time J

• EDI ordering --- please make sure you update your 4 reports that you run to accurately reflect the new Fiscal Cycle.
  *be sure to change the Fiscal Cycle = 2015.  Also update the Vendor (for Baker & Taylor --- BAKER AND TAYLOR-EDI-FY15) <-- I modified this vendor from FY13
  • Load bibs w/ order 9xx
  • Load Flat order records
  • Book X12 Orders
  • EDI File Transfer

Receiving & Invoicing:

• For invoices you receive for encumbered FY2014 firm orders (BT, BT Audio, & YBP print books – PL#s434999 & PL434998)  – PLEASE hold these until the final FNR for FY2014 are complete.   (Do NOT put them into SIRSI yet)  

• Be sure to change your Session Settings to FY2015- --- for anything ordered in FY2015.
  If you are receiving & invoicing items ordered back in FY2014 ---- change your Session Settings to FY2014 before processing these!  **HOLD THESE INVOICES UNTIL final FNR FY2014 are complete**
  (*note: for balancing spreadsheet, these will be tracked as FY2014.  In Banner --- use the same PL#; do not enter new encumbrance for these.)

• Standing Orders --- since these orders were rolled to FY2015, you should be receiving/invoicing them in FY2015.

• EDI receiving --- please make sure you update your EDI file retrieval reports that you run to accurately reflect the new Fiscal Cycle.
  *be sure to change the Fiscal Cycle = 2015.  Also update the Vendor (for Baker & Taylor --- BAKER AND TAYLOR-EDI-FY15)
  • EDI File Retr
  • EDI File Receipt
  • Book X12 Invoices –FY15
• Last reminder --- be sure to finish processing all FY2014 books (receive, stamp, strip, etc.).  However, we will be holding them on carts until Cataloging is finished processing FY2014 books.
  You can send over anything that was PAID (in SIRSI and Banner) in FY2014.
  Anything that is paid in FY2015 (whether using new FY2015 money OR encumbered FY2014 money) --- THESE books should be held until Molly lets us know Cataloging is done with FY2014 books.

Other Things to Make Note of:

• Books to be ordered:
  • Anything that is in OR out of stock (unless otherwise notified)
  • Print only (no cds/dvds/ebooks/voice recordings, etc…)
• Books to be ordered:
  • Books that are not yet published (leave a note of the publication month and year on the card and return to me)
    • You can go ahead and order them [only] if they are to be published within 30 days of the date you are placing the order.
  • Books that are no longer in print
  • Books that are from the UK or any other foreign country (you will see their flag next to the title)
  • Large print books
  • Study guides/lab manuals

• Alternate Formats
  • If the title you pull up is a hardcover and there are alternate formats available, we always try to order the paperbacks first. See example below (You can click the link for alternate formats when it is available—it will not always be there)

Here is an example:

• When ordering Alternate formats: always make sure publication dates are the same. Sometimes it will pull up older editions of the same book.

• If there is ever a major price discrepancy (more than 25 dollars) please let me know.
  • For example: The other day I had a card for a play that should have cost $8.95 but baker and Taylor had mistakenly added the price as 895.00! (Definitely didn’t want to pay that much for it)!
  • This doesn’t happen often, but be aware that it can.
• Order totals:
  • Always make sure the number of title(s) matches the total quantity number in your cart
    • Unless of course, you are ordering 2 copies of the same book.
  • If these numbers do not match, you have added a book to your cart without entering a quantity (so that book won’t actually be ordered). Please check carefully.
  •  
• Fund/Holding Codes
  • Watch for special funds (see attached list)
  • Careful not to mix up the selector and the fund (it should read as follows)
    •  F-CHM|hBOOKMAIN|sLMM   
    •                                 NOT
    •  F-LMM|hBOOKMAIN|sCHM
      • Slow down and take your time!
      •  
• Books that appear to be unavailable:
  • If you type an ISBN and it shows no results, please retype that ISBN to make sure that there was not a typo in your original search
  •  
• ALWAYS MAKE SURE THE TITLE THAT COMES UP IS THE TITLE YOU MEANT TO ORDER.
  • Sometimes if you type in the wrong ISBN it will bring up a different book. Be careful to double check so that we are not ordering the wrong title.

DUPLICATES

• • If you see a message like this, it is likely a duplicate. I will show you how to check the FO number in workflows to make sure it we own a copy (sometimes things will get cancelled in SIRSI but not deleted from the cart in Baker and Taylor)
  • 
• Always look carefully. Sometimes you will see this message when the book is not a duplicate. If the highlighted portion of the screen shows the cart name as “Sam Houston Collection Development….” AND the numbers at the bottom are zeros, you can ignore that message.
  • You will also notice that there is no note field with a holding code on this one
  • These are suggested books that are added to preloaded carts which we usually do not order from
  •  
  • 

In TitleSource3

-Transfer the cart to the main account

-From the main account: select the cart and choose cart options --> enter the newest FO number into the cart name --> check and download the cart you just renamed --> select MARC 9xx download --> right click the top link --> save target as (I put mine on the desktop so it's easy to find)

In SIRSI

-MARC order import --> upload file --> type your initials for the destination --> import --> (No other files to upload)

-Schedule new reports --> ok --> Load bibs w/ order 9xx --> set up and schedule --> click load tab --> select file to load (your initials) --> run now

-Schedule new reports --> ok --> Load Flat order records --> set up and schedule --> click order file selection tab --> select file to load (there should only be one option to choose) --> run now 

-Go to the Orders tab on the side toolbar --> Display order specific cycle --> Find your FO# and make sure that everything uploaded correctly and the number of books in the cart from Baker matches the number here. Also, make sure nothing is in lowercase (that means it was a duplicate).

-Go back to schedule new reports --> Book X12 Orders (make sure you choose the correct FY) --> in the orders selection tab update the date created to the current date --> run now

-Schedule new reports --> EDI File Transfer --> run now

When you are finished, you can view your order under the Display order specific cycle tab --> type FO- and scroll to the very bottom. Make sure that the date mailed day says the current date and not "NEVER"

Current Date

Baker & Taylor
Dept. R
5055 West 79^th Street
Indianapolis, IN 46268

Dear Baker & Taylor,

Acct #:  215414 U061700
Invoice:
Title:
ISBN: 
Price:  $
Net:  $
RTA:

We are returning the enclosed item(s) to you for the following reason(s):

1. Wrong title
2. Wrong edition
3. Wrong format
4. Incorrect number of copies sent
5. Not our order
6. Duplicate
7. Defective copy
8. Billed, not shipped
9. Shipped in error
10. Ordered in error

Sincerely,

Your Name
Acquisitions Assistant
youremail@shsu.edu

Baker and Taylor Binding Definitions:

http://infopeople.org/sites/all/files/past/2006/collection/binding_terminology.pdf

Changing a Fund ID or Adding Requestors for NEW Fund

To add Requestor ID: Modify Order --> Search by FO # --> Find the title --> Orderline: Requestor User ID

To change a fund: follow the above steps --> Segments --> Fund ID

Deleting Duplicates in Sirsi

1. Modify order --> search by FO# to find the title --> In the notes field type: Return to vendor -- "title" – Duplicate
2. Segments --> change load date to match receive date—save changes
3. Remove item --> highlight title and delete

Adding Notes for Replacement copy:

1. Modify Title --> Change current location from "AVAILABLE SOON" to "IN PROCESS"
2.  In STAFF notes field type:
   Replacement Copy Requested -- Missing Title Page -- initials – Date book was returned
3. DON’T FORGET TO DELETE THE NOTE WHEN THE BOOK IS RECEIVED
4. Change current location back ("Modify Title") to "AVAILABLE SOON"

How to Add a Credit Memo

1. Add invoice --> Invoice Id = CM-(number on memo)
2. Enter vendor ID --> add extended invoice info
3. In notes field enter FO PL#
4. Change LINK option from order to ADJUST
5. Amount = (-) (DON’T FORGET THE NEGATIVE SIGN!)
6. Order ID and Orderline can be found on memo
7. Add invoiceline
8. When adding to pay approval just type the credit memo # and the negative amount.

How to add a title to an existing record:

1. Catrpser tab
2. Special cataloging --> transfer item
3. Type title --> add BOTH to tree
4. Highlight dup title (retain for transfer)
5. Highlight to title (transfer)

How to add multiple volumes to a title:

BEFORE RECEIVING THE ORDER:

1. Go to modify order --> search by FO# and double click the title
2. Under “parts in set” type: v.1%2 (will not always be 2 use the number of the last volume)
3. Save your changes

Always make sure when barcoding a set of books to use the barcodes going DOWN the page and NOT ACROSS.

If you already received one before realizing it was a set… Go to modify order… segments… change load dates and receive date to never… Go back and receive the order again after changing the parts in set.

How to cancel books in Sirsi:

1. Modify order— search by FO# and double click title
2. In the orderline tab: under the notes field type “Cancel Per Vendor – Title”
3. In the Segments tab: click the “add a cancellation segment” icon (2^nd from the left)
4. Check the box for Cancel all fundings – save changes
5. The fund should change to zero dollars after the changes were made.
6. If the book is going to be reordered from another vendor: remove item and leave a note for Dawn that the record is there
7. If we are not  reordering the book: Delete order

**Always remove items that will be credited before paying them.**

How to order REPLACEMENT AND TEXANA books

1. Do everything as normal until after the cart has been renamed cart—then stay in cart options and change acct to …007 (REP)

2. Order—order selected car

3. Check status in a few minutes (should change from transmitted to confirmed)

To import:

1. Create basic order (right click—properties) set vendor id to “Baker and Taylor Books)
2. Type fund ID (g-f-lib-rep)
3. Material type= book
4. Click create basic order and click lightning bolt
   1. Check oclc—connect
5. Enter ISBN (from Cart)
   1. Search for title
      1. Choose title with most amount of holdings
         1. Capture: check 3^rd box (match on title control number or indexed marc tag)
         2. Click okay
         3. Check info to make sure it is correct
            1. Delete 856 field if it is there
         4. Save
         5. Order title
6. Enter FO# and REP [FO-14079REP] (should only need to be entered for the 1^st book in the cart)
   1. Enter price (use list price)
7. To add another orderline hit very first icon on left 1

To stop and come back later:

8. add orderlines: type fo
9. Lightning bolt--- oclc--- connect--- type next isbn

When finished:

10. Click the shipping boxes icon to “produce order” and click okay
11. Click “finish” change date ready to “TODAY”

FOR TEXANA:

Do the exact same thing, just pay from “special account” instead of REP account

Replacement FOAP

F- 310417 O-470000 A-738900 P-40

Texana FOAP

F- 183100 O-470001 A-738900 P-90

How to return books to BT

1. To find invoice number:

• Display order wizard --> search by title --> under description find FO # --> then search by FO --> Find title and open --> find invoice and disc price under the orderline tab

2. Get permission to return:

• Contact Clarice at Clarice.Stanton@baker-taylor.com  and tell her that you need to return a book....in the email give her the invoice #, title of book, isbn, and price...she will email you back with a return authorization (RTA) number
• If not BT you can look in sirsi under the vendor information wizard -->display vendor (specific cycle) -->type in the vendor name....this will give you address, phone numbers and email addresses 

Paying Credits in a Different Fiscal Cycle (Linking to Funds—Not Orders)

• Go to modify invoice, change fiscal year under the invoice tab
• Go to Invlines tab
  • Click each line: change LINK: to fund
  • Display order: find title and determine fund used under the segments tab
  • Go back to invlines and add in the fund
• Modify Invoice and repeat for each line

Sending Orders to BT at a Later Date

(I.E. if you forget to run the EDI File Transfer Report)

1. Modify order: change date mailed to NEVER
2. Run book x 12 report (put in original order creation date)
3. Run edi file transfer report

• In Sirsi open the tabs "receive order" and "add ordered items to catalog"
• In the "receive order" tab, use the invoice to receive each of the line items based on the FO #
• In the "add ordered items to catalog" tab, search for the book by title
  • Keep your settings on "title" and "exact search"
    • Make sure to double check to make sure the title is not a duplicate
    • Also check for add ons in the "Fixed Field" line. If it is an add on you will see 99999 in that line.
  • Click the "load ordered copies" button, or simply hit enter.
  • Scan the barcode and attach it to the book
    • For books with more than one volume:
      • go to the "modify order" tab and search by FO#
        • select the title and add v.1%2 (replace the 2 with the total # of volumes) in the "parts in sets" field. Save your changes.
        • You should now have enough boxes to scan as many barcodes as you need for that set under the add ordered items tab.

In Sirsi

Schedule new reports

1) EDI File Retrieval

2) EDI File Receipt

3) EDI File Transfer

In BTOL

http://www.btol.com/?CFID=124785352&CFTOKEN=67112420

(We download and print the invoices from here on Mondays for the books that will arrive on Thursdays)

Login

Links --> online customer support --> Invoices --> All recent invoices --> go search

B A K E R & T A Y L 0 R

Institutional : Invoice & Status Codes

Refer to the list below for definitions to codes found on Baker & Taylor invoices, status reports, electronic search, and electronic ordering confirmations.

CODE -- DESCRIPTION

AD      Canceled; please order directly from publisher .

AH     Available in hardcover onlv; please reorder, if desired.

AP     Available in paperback only ; please reorder, if desired.

BP         Balance of order line backordered .

CA      Cataloqinq not provided; charge removed.

CAS    Spoken Word Audio Cassette/Book on Tape

CD      Music Compact Disc

COL    Compact Laser Disc

CE       Balance of order line canceled.

CF       Canceled• newer edition due at a later date; please reorder if desired

CG      Canceled;title must be imported for U.S. distribution

CMD   Spoken Word Audio CD-Rom/Book on CD

CN      Export not allowed to be sold to a USA customer

CP       Canceled; current price is much higher than noted on your order. Please reorder     notinq correct price, if desired.

CR       Canceled; customer requested cancellation.

CST     Music Cassette

CT       Canceled; publisher/producer failed to respond to your cancellation date. Please     reorder, if desired, allowing a minimum backorder period of 60 days.

CV      Canceled; sold as volume set only; please reorder, if desired. DL     Canceled;        customer requested discount limit exceeded .

DVD   Diqital Versatile Disc

EX       Canceled; exceeds "do-not-exceed limit."

HRD   Hardcover

IN        Canceled; cannot identify as ordered; please reorder supplying exact title, author, ISBN, volume, number, edition/year, publisher  name and address.

KS       Canceled; book sold bv subscription onlv.

LIB     Publisher Library Edition

MJ       Mvlar iacket charqe removed.

NC      Not available cataloged.

NP       Not vet published; canceled or backordered according to customer instructions.

*NR    Title is non-returnable.

OB      Canceled; publisher out of business.

OP       Canceled; out of print.

OS       Publisher and B&T are out of stock•publisher has not Supplied a new shippinq date.

PAP     Paperback

PB       Book sent to bindery to receive customer-requested binding; book will be shipped             upon receipt from bindery.

PBO    Reinforced Binding

PC       Canceled; publisher canceled publication.

PS        Canceled; publisher has not declared OP  but has no soecific plans to reprint.

TF        Theft detection not provided; charqe removed.

UL       Canceled; unable to locate publisher throuqh research. SAL Juvenile Reinforced    Edition I School & Librarv Bindina

SI        Canceled; sold as individual items only; please reorder, if desired.

SU       Canceled; customer requested cancellation of surcharqed titles.

TBK    Turtleback - Reinforced Bindinq

TXT     Text Hardcover

vs         Multiple value-added service items not provided; charqe removed.

VA      Other value-added service items not provided; charae removed.

VHS    Video

WR      Not vet published; canceled or backordered accordina to customer instructions.

Acquisitions Procedures for EBook and PDA Records

FOR PRINT REQUESTS: (All orders are assumed print unless the selector specifies “ebook”)

• If a title shows“PDA Added”

• Mark on the order card “in PDA” and return to selector.

• Selector will then have the choice to order a second copy print

• If a title shows “PDA Purchased”

• Mark on the order card “Own ebook” and return to selector.

• Selector will then have the choice to order a second copy print

FOR EBOOK REQUESTS:

• If a title shows“PDA Added”

• Mark in “in PDA” on the order card and place it in the PDA box located on the student worker desk in Amie’s cubicle—at the end of each fiscal year, we will check the box and any requests that has not been purchased through the PDA that point will then be purchased as an eBook.

• If a title shows “PDA Purchased”

• Mark DUPLICATE on the order card and place in the duplicate box to be returned to the selectors

From the TS3 website:

Check the box for the cart you are interested in printing --> under the drop down menu choose "reports" and click go -->

In a pop up window, you will see three more drop down menus --> Choose the following options:

Report: slip with grid report

Format: Adobe PDF

Sort Order: Title

From there you can click "process report" and print the order cards

Log into www.gobi3.com (each user has individual log in)

Type ISBN or Title information into the "Search" bar at top of page.

Find a copy that is "In Stock" or "Orders Accepted" (if ordering out of stock). Double check the Binding/Format and Edition if there are multiple search results. If book is an ebook, check that it is available on a platform we use. If selector has not specified a platform, choose EBSCO 1user FIRST. EBL and Ebrary are next respectively. Single user unless selector has specified multiple user level.

Click on item on user level so it is highlighted and the click "Add to Cart".  Continue for the rest of items.

When order cart is complete, click on "Order Cart" at top right corner of page.

****At this point, open Sirsi and Create Basic order. When order is complete in Sirsi, go back to Gobi*********

Highlight all of the items in the cart by clicking the " and click on "Enter Order Details"

To fill in order details, select sub-account from drop down list (Ebook EDI, Ebook Non-EDI, Print Book EDI, Print Book Non-EDI, Standing Order). Fill in PO Number and your initials. Pick appropriate ebook purchase option (if applicable). Click Save.

Order details window will close and if all is correct, each item will have a green light next to it. If this is true, go ahead and click "Order Green Lights" at top of order cart. You should receive "Order Acknowledgement" on each item. (A few may have "Exceptions" on them with an Edit pen next to the item. Go to item, click "Override" and if the light turns green, click "Order Green Lights" again. If you do not do this step, the item will not be ordered).

Red Light (Can't  place order):

Green Light (Proceed with order)

After order acknowledgement is received, highlight all with   and delete items from cart.

You are done and will receive an email order acknowledgement.

IN YBP

Build order cart and add to "Export Cart"

Enter Order Details-

• Select correct subaccount
• Add PO Number
• Add fund code and holding code for each item as listed on the order card
• Add selector's initials
• Click "Save"
• Click "Export Green Lights"

Go to ftp.ybp.com

User: samhouston

Password: +rluWr

• Click on "export" link
• Select correct record, right click and Save As to your desktop

In SIRSI

-MARC order import --> upload file --> type your initials for the destination --> import --> (No other files to upload)

-Schedule new reports --> ok --> Load bibs w/ order 9xx --> set up and schedule --> click load tab --> select file to load (your initials) --> run now

-Schedule new reports --> ok --> Load Flat order records --> set up and schedule --> click order file selection tab --> select file to load (there should only be one option to choose) --> run now 

-Go to the Orders tab on the side toolbar --> Display order specific cycle --> Find your FO# and make sure that everything uploaded correctly and the number of books in the cart from Baker matches the number here. Also, make sure nothing is in lowercase (that means it was a duplicate).

-Go back to schedule new reports --> Book X12 Orders (make sure you choose the correct FY) --> in the orders selection tab update the date created to the current date --> run now

-Schedule new reports --> EDI File Transfer --> run now

When you are finished, you can view your order under the Display order specific cycle tab --> type FO- and scroll to the very bottom. Make sure that the date mailed day says the current date and not "NEVER"

• In Sirsi open the tabs "receive order" and "add ordered items to catalog"
• In the "receive order" tab, use the invoice to receive each of the line items based on the FO #
• In the "add ordered items to catalog" tab, search for the book by title
  • Keep your settings on "title" and "exact search"
    • Make sure to double check to make sure the title is not a duplicate
    • Also check for add ons in the "Fixed Field" line. If it is an add on you will see 99999 in that line.
  • Click the "load ordered copies" button, or simply hit enter.
  • Scan the barcode and attach it to the book
    • For books with more than one volume:
      • go to the "modify order" tab and search by FO#
        • select the title and add v.1%2 (replace the 2 with the total # of volumes) in the "parts in sets" field. Save your changes.
        • You should now have enough boxes to scan as many barcodes as you need for that set under the add ordered items tab.

Order Preparation:

• Alphabetize order cards by title
• Check for duplicates in SIRSI Workflows

On BookHouse's website

• Create an order cart
• Complete and Submit the order to BookHouse.
  • *Be CAREFUL before submitting as there is no editting once the SUBMIT button is hit*

IN SIRSI

• Add "New Basic Order"
• Import titles into SIRSI using the SmartPort wizard
  • Connect to OCLC only.
• Add price and fund information to each title.
• Finalize order and mark as complete for today's date.

Order Preparation:

• Pick up order cards from order box
• Alphabetize order cards by title
• Check for duplicates in SIRSI Workflows

On Amazon's website:

• Create an order cart
• Complete and Submit the order to Amazon.

In SIRSI:

• Add "New Basic Order"
• Import titles into SIRSI using the SmartPort wizard
  • Connect to OCLC only.
• Add price and fund information to each title.
• Finalize order and mark as complete for today's date.

*** Tell Library Business Manager (Jackie Conrad) that you have placed this order and give her the FO-# ***

Order Preparation:

• Alphabetize order cards by title
• Check for duplicates in SIRSI Workflows

On Abe Books' website:

• Carefully review the condition of each title(and various descriptions regarding Good, Very Good, Almost-New, etc.)
• Create an order cart of titles to be purchased
• Complete and Submit the order to Abe Books.

In SIRSI:

• Add "New Basic Order"
• Import titles into SIRSI using the SmartPort wizard
  • Connect to OCLC only.
• Add price and fund information to each title.
• Finalize order and mark as complete for today's date.

Order Preparation:

• Receive order request from the Music Librarian (Bruce Hall)
  • generally he provides the OCLC number for each title.
• Alphabetize order cards by title
• Check for duplicates in SIRSI Workflows

In SIRSI:

• Add "New Basic Order"
• Import titles into SIRSI using the SmartPort wizard
  • Connect to OCLC only.
• Add price and fund information to each title.
• Finalize order and mark as complete for today's date.
• Go to "Finished Reports"
• Open last report and copy and paste order info into purchase order form template
• Convert file to .pdf
• Email to vendor as attachment

Order Preparation:

• Receive order request from the Music Librarian (Bruce Hall)
  • generally he provides the OCLC number for each title.
• Alphabetize order cards by title
• Check for duplicates in SIRSI Workflows

In SIRSI:

• Add "New Basic Order"
• Import titles into SIRSI using the SmartPort wizard
  • Connect to OCLC only.
• Add price and fund information to each title.
• Finalize order and mark as complete for today's date.
• Go to finished reports
• Open last report and copy and paste information into purchase order form template.
• Convert form to PDF
• Email as attachment to vendor

*** DIFFERENT ORDER PROCESS for this Music Vendor! ***

Order Preparation:

• Receive order request from the Music Librarian (Bruce Hall) with the CD Source's specific and unique Item #s for desired titles.
• Alphabetize order cards by title
• Check for duplicates in SIRSI Workflows

In SIRSI:

• Add "New Basic Order"
• Import titles into SIRSI using the SmartPort wizard
  • Connect to OCLC only.
• Add price and fund information to each title.
• Finalize order and mark as complete for today's date.

On CD Source' website:

• Give the FO# to Music Librarian (Bruce Hall) to finish the order.
• Music Librarian Bruce Hall creates an order cart of titles to be purchased
• He completes and submits the order to EMS

Order Preparation:

• Receive order request from the Music Librarian (Bruce Hall).
  • generally he provides the OCLC number for each title.
• Alphabetize order cards by title
• Check for duplicates in SIRSI Workflows

In SIRSI:

• Add "New Basic Order"
• Import titles into SIRSI using the SmartPort wizard
  • Connect to OCLC only.
• Add price and fund information to each title.
• Finalize order and mark as complete for today's date.
• Open Finished Reports and copy and paste order information into Purchase Order Form template.
• Attach file as Word document and email to vendor as attachment.