Subscription Acquisitions

Select the appropriate title and then click on Display Order

4.) Select the Appropriate Title from the list and then click on "Display Order" tab at the bottom of

      the screen.

5.) Choose the Order ID with the Current Fiscal Year. The Order ID in that column that is  

      selected will be highlighted blue.

       a.) Write down the Order ID on the Invoice.

       b.) Click on the "Display Order" tab at the bottom of the page.

Compare Invoice with SIRSI

6.) Compare the Invoice Price, the Renewal Date, the Notes, and Coverage with the fields in SIRSI.

      a.) Compare the PRICE in the SIRSI Orderline with the Price on the Invoice.If the Price is different, calculate

           the percentage difference. If the calculated difference is more than 20%, notify the Head of Acquisitions

            before continuing. To Calculate Percentage Difference: Subtract the two numbers and then

            divide the answer by the lowest price to get the percent increase.

      b.) Verify that the RENEWAL DATE in SIRSI matches the subscription start date on the Invoice. If the date in

           SIRSI is within a few days (i.e. 01/03/2015 vs 01/01/2015) then the date is o.k. and you can modify the order to

           change the date to match the Invoice. If the RENEWAL DATE has a difference of 30 days or more, notify the

           Head of Acquisitions before continuing.

      c.) Read any NOTES in the SIRSI Orderline from the previous and current fiscal year(s) and / or information in

           the COVERAGE field. If these NOTES or COVERAGES raise any questions about renewing the

           subscription or paying the Invoice, Notify the Head of Acquisitions. Follow any instructions given in the

          COVERAGE field.

         1.)  Compare the price in the Sirsi orderline with the price on the invoice. If

                  different, calculate the percentage difference. If increase is more than 20%,

                  notify the Head of Acquisition before continuing

                  To calculate 20% subtract the 2 numbers, and then divide the answer by the

                  lowest first price to get the % increase.

            2.)  Verify that the Renewal Date in Sirsi matches the subscription start date on

                  the invoice. If it is within a few days, change renewal date to match

                  subscription start date. If difference is a month or more, notify the Head of

                  Acquisitions before continuing

            3.)  Read any notes in the Sirsi orderline from the previous and current fiscal

                  year(s) and/or information in the COVERAGE field. If these notes raise any

                  questions about renewing the subscription or paying the invoice, notify the

                  Head of Acquisitions. Follow any instructions given in the COVERAGE field

Receive Order

7. Under the Order Information and Maintenance, click on "Receive Order" to receive the order in Sirsi

8.) Enter the Order Number in the "Search For:" field and Change the Index: field to Order ID, Click on Search.

     a.) Select the Correct Order ID form the list and click "Display Order"

     b.) When the box below opens:

     c.) Make sure "1" is in the "Quantity Receiving" Box. Next Click on the "Receive Orderline" tab at the    

          bottom of the screen. 

 9.) If the Quantity Received shows Zero, then go to Banner Self-Service to see if it was Invoiced and Paid.

      a.) If it has been Invoiced and Paid, double check the Pay Approval Spreadsheet to make sure that the Notes - INV

           (for Invoiced) or PAID is listed next to the subscription, next to the balance. Another Clue is that it will say

           Quantity Received: 1 in the Box below on the line above Quantity Received.

Acquire PL Number - SUPERCEDED FY2016 

We started using BearKatBuy in FY2016 which no longer used Payment Approvals which allowed more than one invoice to be paid for a vendor at the same time and for more than one credit to be used at the same time.  With BearKatBuy, Technical Services submits one invoice at a time and only one credit memo can be combined with it. Disbursements may actually combine more than one invoice per vendor per payment, but this is not done in Technical Services.--TLO 5/9/2022

10.) To get the Payment Approval Number or PL#.

     a.) Go to the payment approval shortcut on the desktop labeled PAYMENT APPROVALS.

     b.) Next Double click the FY15 Subs Pay Approvals ACQ ER ASST to open up the spreadsheet.

     c.) Decide what category tab to select on the bottom of the spreadsheet, by using the EJ HEAF Account first until

          the budget balance reads zero, then use the EJ 151800 Account for any Electronic Journals noted by the letters

          EJ on the Order ID Prefix. Print JR HEAF and Print JR 151800 are for any printed Journal Subscriptions noted

          by the S-JR-P in the Order ID Prefix. The Ras tab is for any Databases that are being renewed noted by the

          Order number Prefix S-RAS letters, and the E-book / E-book Package would be for any Electronic Books or

          Electronic Book Packages noted by the Order ID Number prefix E-S-EB or E-S-EBP letters.

     d.) After selecting the Appropriate Category: Scroll down to the last PL # on the spreadsheet and type in the next

          consecutive number. For example this spreadsheet shows the last PL# to be PL425039, so the next consecutive

          PL# would be PL425040. This would be the PL# you would use in the NOTE field. DO NOT put a dash

          between the prefix and the payment approval number - Click O.K.