Create Standing Order Wizard

Unicorn 2003

1. Before you begin, check your default Properties for Create Recurring Order, by right-clicking on your mouse over the Icon:

• Behavior:
  • All of the selections under behavior should be enabled - note that the "Show Order Extended Information" setting will allow you to enter information into this field when creating the order.
  • Identify Title Record Options should also be enabled
• Defaults:
  • You may set your Lookup Preferences here (generally Title Control #)
  • Leave Vendor Id blank, but you may set your order type, as well as any modifications you may need to make to Date Ready or Date Mailed
  • Helpers: all settings should be enabled

2. Launch Create Recurring Order Wizard. Set the default Properties that you want for your Current Session:

• Lookup Preferences
• Order Basic Info (you may wish to set your vendor id, and order type here)
• Orderline Info (make no changes here)
• Segment Info (you may set a specific fund id and/or holding code here, if appropriate)
• Click "OK" - this will set your Properties, just for this session (your defaults set in #1, above will remain your defaults)

3. Your next window will be the Create Recurring Order: Item Lookup screen. Enter your search here. Note that you have a number of options for lookup - including Title, Periodical Title, Author, etc. Enter your search information for the title you are ordering here.
4. Your next window is the Create Recurring Order: Enter Order Information window:

• You may change any of these from your defaults
• You may select to Add Order Extended Info, or go straight to Add Orderline from this screen.

5. Create Recurring Order: Enter Orderline:

• Add any information necessary - note that the first ISBN/ISSN from the bib record (from the 020 or 022, respectively) has carried over to this screen.
  • Note: When an orderline is created, the first ISBN or ISSN found in the bibliographic record is inserted in the ISBN/ISSN field according to the following rules: For dated orders, the ISSN will be used first, and the ISBN will be used if no ISSN is available. For all other orders, the ISBN will be used first, and the ISSN will be used if no ISBN is available. For orderlines not linked to the catalog, the ISBN/ISSN field will be empty. (per Sirsi documentation)
  • Note that the Unit Price field is inactive; in the current software, it is not possible to encumber money on Line 1 of a Recurring Order.
  • If the order is a Patron Request (and the patron wishes to be notified when the material is available), note the patron information in the Additional Orderline Comment* field. If the BIBLIOGRAPHER has asked to be notified when the material is RECEIVED, (and by default has also included their Library User ID), enter this information in the Requestor User ID field of the Orderline. (By entering the first few letters of the last name then clicking on the gadget at the end of the Req User ID field, a window with a list of userids will appear. Carefully select the correct userid for the bibliographer.)
  • Parts in set: the Gadget in this field allows you to communicate to the vendor (and the receiver) what is being ordered - whether individual volumes or Standing Order, etc. When the Labeled Parts section of the Gadget is used, the software standardizes the syntax of the parts ordered. The Text section allows for the use of free text.
    
• Select: Continue

6. Create Recurring Order: Enter Fundings and Distributions: Note that Subscriptions and Standing orders are ordered on -07- and -09- funds, respectively, for encumbering purposes. Once the first year is paid, subsequent payments are made against -06- and -08- funds:

 

• Enter the correct funding (as above).
• When all information has been entered, select Confirm
• Check Summary Screen. If all information is correctly entered, Select Finish. If corrections need to be made, Select Modify Orderline

 

7. Create Recurring Order: Mark Order Finished:

• If the order is complete, Select OK.

8. Using Duplicate Order, create Line 2 to encumber money for the first payment. Use the -07- or -09- fund (as appropriate), and enter the amount to be encumbered in the Unit Price field.

   When the first invoice is received for a new standing order, payment should be made on Line 2 to release the encumbrance. If the amount paid is greater than (or significantly less than) the amount encumbered for that order, notify Collections Development so that adjustments may be made to the fund record. Once payment is made, the fund on Line 1 should be changed to the corresponding -06- of -08- fund for subsequent payments.

   If the vendor for the order is Swets, Harrassowitz, or Ebsco, the first invoice is likely to be auto-loaded. The restrictions on the fund should cause the auto-load for the order to fail, and the above adjustments should be made manually.

*Use ONLY the Comment field for internal notes. ALL other fields are public, and may print on orders, claims, cancellations, etc.

06/27/2005; mew