Cancelling a Firm Order

In the order record:

1. Post note in Comments* field of Additional Orderline Information of line 1 indicating the reason for the cancellation. If cancelled at the request of the bibliographer, indicate "cancelled per (bibliographer)" ; your initials and the date, and any other pertinent information about the cancellation.
2. Add a cancel segment using the Create Cancellation Wizard. (This step is crucial - do not simply proceed to step 3! ALL cancelled or closed orders must contain a cancel segment, with a number of copies cancelled = 1) The following may be set in the defaults of the Wizard, if necessary:
• If the order was cancelled at the Library's request, make the Cancel Reason "Library".
• If the order was cancelled because of a report from the vendor (such as "no longer available" or "never published", etc., make the Cancel Reason 'Vendor".
• Make the Date "Today", and be sure that the Number of copies Cancelled is "1". If you need a system generated letter to send to the vendor, leave Date Mailed blank, and the cancellation report will automatically generate a cancellation letter. If you are contacting the vendor/publisher separately, or do not need a letter, change Date Mailed to "TODAY".
3. Be sure that the # copies encumbered, Funded Copies and Holding Distribution # copies are all "0".
4. After you update the record, be sure that the order is properly balanced, and that no error messages occur (for example, that the order is over- or under- encumbered or distributed).
5. If there is a "Late" claim field on the order, remember to manually set the status field to "cancelled". Workflows will not automatically set this field at this time.
6. If the vendor on the order is Blackwell, be sure to go to the Collection Manager page and cancel the order there. (See *below for more information.)

In the bib record:

1. If appropriate, (for example, if there is no other copy, and title is not be re-ordered elsewhere), shadow the title.

Other:

1. If necessary, send notification to the bibliographer that the order has been cancelled.

   NOTE: If the bibliographer's name (userid) is in the Req user id field, a report will automatically be generated and sent via e-mail to the bibliographer. If you are cancelling an order that has a name in this field, and will be reordering it (to change vendors), you should remove the userid from the order being cancelled, and add it to the new order. Otherwise, the bibliographer will be notified only that the order has been cancelled!

Note: beginning several weeks before the end of the fiscal year, we may be asked to hold cancellations that will result in releasing encumbered money. When that occurs, there will be a separate procedure for how to handle these cancellations.

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

*Cancelling an Order in Collection Manager:

When orders from Blackwell need to be cancelled (as in the case of patron requests where we can get an item faster from another vendor), go to Collection Manager, call up the title, click on the the order icon beneath it, and in the window that pops up, click on the "cancel this order" button. There is usually no need to send a follow-up cancellation e-mail, but one can be sent in special circumstances. Be sure to place a cancellation segment on the order attached to the item (see above procedure) and make notes on the order about the cancellation!

01/20/2005; mew (revised 9/7/2006); (revised 11/16//2007) tac