Monday, May 9, 2011

Order procedures


  • Selecting a supplier
  • Assigning a fund
  • Preparing the order
  • Maintaining files and records
    o usually easy in automatic setting, not in manual
Purchase orders
  • Format
    varies in libraries
    o Checked list
    * list of titles
    * can be available online
    o Single sheet
    o Multiple part
  • Method of production
    o Typed
    o Computer generated
  • Method of delivery
    o EDI (Electronic Data Interchange)
    o Phone call
    o Fax
Item-related information to be included
  • Author
  • Title
  • Publisher
  • Date of publication
  • Price
  • Edition
    o if available
  • ISBN
  • Format
    o hardback
    o paperback
  • # of copies
Library-related information to be included
  • Order date
  • Order number
  • Supplier’s name
    o may vary from publisher if not acquired through them
  • Type of order (e.g. RUSH)
  • Fund to be charged
  • Special instructions
    o Quick delivery?
    o Order/receive addresses differs
  • Name of requestor
  • Authorization signature
Multiple part forms
Assume each copy is filed separately. There is up to 8 copies, differently coloured, to indicate the copy.

Send 2 copies to vendor. Own the order files copy. Separate the claiming copy if item is late arriving.

Vendor’s copies
  • First 2 copies sent to vendor
  • Vendor retains one slip as the PO (purchase order)
  • May use the other slip to report on status of an item not immediately available if not able to email or fax
On-order file copies
On-order file copies are used in a manual setting.
  • Alphabetical order by title and author
  • Numerical order by PO
  • Alphabetical by vendor name and date
    o date is the subsort
  • Alphabetical by title and author in public catalogue
    o The OPAC can state that a item is on order
Claiming copy
  • Slip retained by the library to be sent as an inquiry, when an item is late in arriving
    o Send to the vendor for information. Enquire as to their average turn around time.
  • Has printed status categories for the dealer to check and return to the library
    o on multiple copies.
Reporting abbreviations
  • OP – out of print
    o double check if acquiring through a jobber
  • TOP – temporarily out of print
    o publisher’s expectations may have been low
  • OS* - out of stock (see below)
    o lots of reasons
    • TOS - temporarily out of stock
    • NYP – not yet published
    • NOP – not our publication
    • NE – new edition
       * check which edition is needed
    • NEP – new edition pending
       * can you wait?
    • NCR – no Canadian rights
       * to distribute the item
Out of stock reports
  • OS * will follow
    o The moment item is received it will be sent on
  • OS * back ordered
    o Item not available due to popularity
  • OS * ship when available
  • OS * cancel: order after _______
    o don’t submit the order because they can’t receive it
  • OS * cancel: order later _______
    o ordered cancel if it’s not received by a specific date
  • OS * available after __________
  • OS * holding on back order
Order completion
  • Assigning a purchase order number
    o Make sure that there is a purchase order number
    o Most vendors want to see a unique order number
    o Some libraries use one order number per item
  • Preparing the order
  • Assigning a fund
  • Obtaining authorization to send out order
  • Sending out the order
  • Updating on-order file
What is EDI?
  • Exchange of information between computers without human intervention
  • Programming language in vendors module to communicate with all vendors
Six benefits of using EDI
  • Less paperwork
  • Fewer errors during the exchange of information
    o Once information is correct everything can be manipulated
  • Improved information flow
    o immediate communication between everyone
    o order and receive within days
  • No unnecessary rekeying of data
  • Fewer delays in communications
    o any network communication problems are not good
  • Improved invoicing and payment process
    o same processed used repeatedly
IFLA. Electronic Data Interchange: An Overview of EDI Standards for Libraries (1993), Introduction. January 10, 2000.

Segments within an EDI purchase order
  • UNH Message header
  • BGM Beginning of message
  • DTM Date/Time/Period (Message date)
  • NAD Name and address
  • RFF Reference
  • CUX Currencies (Order currency)
  • LIN Line item
  • PIA Additional product ID
  • IMD Item description
  • QTY Quantity
  • DTM Date/Time/Period (Delivery dates)
  • FTX Free text
  • PRI Price details
  • CUX Currencies (Price Currency)
  • RFF Reference
  • LOC Place/Location ID (Place of delivery can be multiple locations)
Two major EDI standards
  • American National Standards Institute (ANSI)
  • United Nations Economic Commission for Europe (UN/ECE) EDIFACT
Sample lines within an EDI record
BGM+224+967634+9’ Rush order 967634 (224=rush)
DTM+137:19960820:102’ Message date (102=date format)
CUX+2:GBP:9’ Order currency is pounds sterling (9=order currency)
PIA+5+0856674427:IB’ ISBN is main product identification (IB=ISBN)
DTM+61:19970820:102’ Cancel if not delivered by 20 August 1997 (61=order to be cancelled if not delivered by a specific date, 102=date format)

The computer needs to see the EDIFACT Line to understand. The user keys in the information on a template. Not all libraries use EDI. There is also BISAC (for books), SISAC (serials) and CSISAC (Canadian). BISAC is used a lot by vendors.

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