Subscription Acquisitions

UPDATE:  I have changed my mind about this project.  It can be useful to have a separate orderline for EBSCO Standing Order, Will Bill Later, EBSCO Will Order When Current, or Delayed Publication titles.  One orderline is paid as zero amount because it appears on the EBSCO long invoice with zero amount -- the fact that it is on the long invoice indicates that the title is still on order even though a priced invoice has not been received.  The second orderline remains unpaid until we receive a priced invoice for it.  If we don't receive a priced invoice, the order will remain unpaid.  Running a report in Sirsi for those unpaid titles is a way of finding titles that need attention.  Therefore, it may be best not to do the project listed below.  TLO 6/18/15

Introduction:

We have often created 2 orderlines in Sirsi Dated Orders for a journal title if the title was invoiced on the EBSCO long invoice with a zero price and then later in the year we would receive another invoice with the actual price.  This often happens for Standing Order titles or Will Bill Later, EBSCO Will Order When Current (EWOC or EOWC), or Delayed Publication titles. One orderline will have a NOTE that says something like "This orderline represents the zero priced title on the EBSCO invoice." The other orderline may or may not have some type of note but it is the orderline on which the real payment is made.

It would reduce the number of orderlines if we were to use the "ADJUST" invoice function.  This will allow us to attach 2 invoices to the same orderline.  It also adjusts the total paid for the order by adding the two invoiced amounts together.  For example, if the first invoice amount is zero and the second invoice amount is $110, the total paid will be $110.  That will be the correct amount to roll forward to the next fiscal year.

For this project we will need to mark the orderline that represents the zero paid amount with a Date Loaded so that it will not roll to the following fiscal year, in this case, to FY2016.  The only orderline that will roll will then be the orderline that has a price greater than zero. In FY2016 we can then begin the policy of adding the invoice for the zero price and using the ADJUST function to add the invoice for the price that is greater than zero, or vice versa if the paid invoice is received first and then an invoice is received that has the title listed at zero price.

However, we must be aware that titles that are "children" in memberships have a zero price and will not be invoiced at any price greater than zero.  There is usually just one orderline for those titles that represent the zero price order.  We want  to make sure we do not add a Dated Loaded for those titles because we do want those orderlines to roll to the next fiscal year.

To find the titles and orderlines that need to be changed, we can run a Sirsi orderline report selecting titles that have STANDING ORDER in the coverage field.

Finding the Will Bill Later, EBSCO Will Order When Current (EWOC or EOWC), Delayed Publication titles will be more challenging because those titles can vary from year to year and we have not consistently entered anything in the Coverage field in the orderline to identify them.  We can run a report with BILL LATER, ORDER WHEN CURRENT, EWOC, EOWC, or DELAYED and see what we get.  We can just be aware that in FY2016 if we receive a priced invoice for a Bill Later title that we will use the ADJUST invoice function.

We could also see if we can run a report to find titles that have more than one orderline.

TLO 4/16/2015
 

In most cases we do not have bib records in Sirsi for smaller membership/packages so you have to know one of the titles in the membership/package to pull up the order.  There is an orderline for the membership/package which usually contains the price for the membership/package but the membership/title name is in the Vendor Title Description field and is not searchable. Originally we had bib records in Sirsi for the membership/title packages but then we decided to reduce the number of these short records that were in the catalog so we deleted them and started using the Vendor Title Description method.  Should we go back to adding short bib records for the membership/package titles? If so, the location used in the item record would be BILLING which is a shadowed location so it would not display to patrons. Shadowed records are only searchable using keyword, not browse (exact) which must be kept in mind for searching for these types of records.  If we decide to change our policy, I will provide more detailed instructions.  Teri Oparanozie 12/15/2015

Orderlines in Sirsi have a Material Type such of E-Journal, JR-P, JR-PE, RAS, etc. which is a field that can be selected when running some of the acquisitions reports.  Similar coding was entered into the COVERAGE note before the Material Type was available. Many orders have had the Material Type added.  I would like to see if there are any that don't have it so it can be added.  Also, for those that do have it, does it match the COVERAGE note correctly.

There may be some Sirsi reports that can be run to identify records that need to be fixed.

I would also like to make a list of the reports that allow the use of the Material Type to see if it can facilitate the use of some of the reports.

TLO 6/16/2016