Acquisitions Procedures

Acquisitions: Ordering

              MILLENIUM ORDERING                

  Applications needed:  Millennium Acquisitions, OCLC, Title Source II (Baker & Taylor)

• Open Millennium Acquisitions module.
• Search for book or A/V title.
• If title not in library system, go into OCLC and search for the best OCLC record                                            

(ISBN/name-title/title search).

• Export the OCLC record into Millennium after having checked for an 028 field

for audiovisual records, correct 050/090 call number field, and deleting any price or inappropriate call number .

• Search title in Millennium to bring up exported OCLC record.
• Click on EDIT button, check ‘location’ (bks or av) and ‘mat type’ (books, etc.) and change if need be, by double clicking on the box.
• Delete CAT DATE by double clicking on the box, typing “b”, clicking “ok” and saving.  Close window.
• Click on “all record types”, “order” and “new”.
• Templates will appear.  Choose Mastercard or Accounts Payable, enter price of item (from catalog or B&T), enter “location”, “fund” and copies (double click for list), select vendor from menu list, enter “requestor” and “lib PO #”).
• Click on “RACTION” to identify titles that require attention or notification.
• Click on “Insert field” and type ‘z’ for an internal note to catalogers.
• When order record complete, click on “save” then ‘yes’ to queue for posting.

SENDING ORDERS TO VENDORS

FTP TO BAKER AND TAYLOR BOOKS

 In Millennium Acquisitions module:

1. Choose SEND button on side bar
2. Highlight all titles to be sent via ftp
3. Click on FTP

On the FTP Client screen:

1.      Choose Host (ftp.baker-taylor.com) in drop down menu

2.      Click the Connect button

3.      enter user and password (317283X  upper case)

4.      Click OK

5.      Double click on the .in/ file under remote

6.      Click on the PUT button

7.      Close

In Millennium click NO at “Delete processed FTP entries?” prompt.

Wait approximately 15 minutes before checking for confirmation file.

For order confirmation:

1.      In a web browser, type the address ftp.baker-taylor.com/

2.      Double click on .out file

On Browser Tool Bar

1.      Click View

2.      Click Details

3.      Open the file with the date of the order.

4.      Save confirmation file

 Orders to other vendors cannot be sent electronically.

BRIEF RECORDS

For titles with no record on OCLC, brief records must be created before ordering.  Using book or audiovisual templates, create a brief bibliographic record with as much item information as is available.  Continue by creating an order record as noted above.

Acquisitions: Receiving

Check shipment from vendor

• Unpack and check materials against packing slip or invoice

• Check shipment for defects.

• Barcode books, but not audio/visual material.

Receiving and/or processing invoices

If the vendor sent an invoice, the materials can be paid and received at the same time.  To “key an invoice” in Millennium acquisitions, click the invoice button on the left side of the screen.  After selecting a session, the invoice screen will appear.  Enter the invoice or order number (if there is no number leave the box blank) and the invoice date. 

• The ordered record can be pulled up in two different ways.  Invoices from Baker & Taylor (currently the only vendor that offers electronic ordering) include the order record number.  When this number (ex. 10019066) is typed in the “record number” box, the order record appears in the bottom half of the invoice screen.*
• For invoices without an order record number, enter search information (title, author, etc.) in the search box.
• Once the correct record has been pulled up, enter the actual price charged for the item.  Press enter to go to the next line item if there are multiple items on the invoice.
• When all items for the invoice have been entered, click “Finish” at the top of the invoice processing screen.  Fill in the prompts for shipping, tax, and total.  If the total charge does not match the computed total, errors in the line items may need correction.  Click “Finish” again to complete the invoice (the invoice can’t be edited after it has been finished).  Invoices can also be cancelled or suspended, which will save your work so you can resume the invoice at a later time.

*There are 3 screen views in invoice processing: full screen invoice, full screen bib/order record, and combined invoice/bib/order record.

Materials with Receiving Action (RACTION)

If “Notify” or “Attention” is specified in the order record RACTION, the order number will appear in red.  If a red order record is found during invoice processing, scroll to the bottom of the order record and look for an internal note.  This should say if the book is a Rush, who wants to be notified, if it is a replacement, etc.  Print out the bib/order record and place it with the book.

Sorting and sending materials to catalogers

Once books have been checked for defects, barcoded, and received they need to be sent to the catalogers.  DLC books need to be sent to copy catalogers and member copy books are placed on member copy shelves.  Juvenile books, books with electronic materials, kits, scores, dvds, etc. are sent to the designated catalogers.

For large book shipments, use create lists to sort DLC books from member copy.  The saved search “non dlc books” can be modified for this purpose by editing the RDATE and the vendor. 

Credits & Cancelling

Credits

      If an item needs to be returned or an item is missing from a shipment, a credit must be entered.  Since most orders are credit card charges, the full invoice amount must be entered in Millennium even if an item is missing or is being returned. Contact the vendor to return the item or receive a replacement for a missing item.

      For Mastercard charges: when the credit posts to the Mastercard account, search for the order record following the same procedures for invoice processing, but enter the amount of the credit as a negative number in the “paid” column.  An explanation for the credit can be entered in the note field.

      For accounts payable charges: contact the vendor to see how they will issue the credit. 

Cancellations

• To cancel an item, pull up its order record, select tools/function/cancel by vendor.  Millennium will prompt you to fill in the cancel date, click the cancel by vendor button, choose a session, and enter a cancellation reason.
• Millennium will not change the order record until the selected session has been posted.
• Bib records for cancelled items should be suppressed if the item isn’t immediately reordered.  This can be done record by record, or a list can be created for all of the cancelled items, then the suppression code (n) in Bcode3 can be entered via a rapid update of the cancelled list.
• Email a list of the cancelled items to the acquisitions manager.  Select the following fields to print: title, ISBN, vendor, requestor, cancellation date, and reason for cancellation.  The individual records can also be emailed to the manager.

Posting

Posting must be done when the invoices have been entered.  It may also be necessary to post at an unscheduled time in order to work with a particular record.  When new orders are placed, posting will update encumbrances in Millennium.  To post, select invoice and then chose a session. Print the posting and send it to the business manager (with the invoices, if you are posting them).