Add Dated Order Wizard

The Add Dated Order wizard guides you through the process of creating an order for a subscription or a membership. Subscriptions and memberships are typically for a given time period, so they use a dated function order type. For subscriptions, each orderline is linked to bibliographic information in the catalog.

For more information about various dated order types, see FAQs: Adding Dated Orders. The following procedure is for a SUBSCRIPTION dated order.

To add a dated order

Click the Add Dated Order wizard.

In the Item Search, identify an existing title to order and click Order This Title.

You can do one of the following if you are not simply ordering an existing title.

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If the title you want to order is not in the catalog, click the Add Temporary Title Helper, if available, to key a title and call number for ordering.

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Click the SmartPort helper (SmartPort Wizard), if available, to capture a title and call number for ordering via Z39.50.

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If you want to search your library catalog and a vendor’s catalog simultaneously for a title, use the Vendor Information Port (VIP) Helper, if available, to locate a title, add a temporary title record, and/or create an orderline for the title.

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Click Skip Item Lookup if you are not planning to link your order to a title, as you may if the order type is SUPPLIES.

If the title you want is already on order, the Title Already on Order window displays a list of the orders this title is linked to. You can either click Continue Order to create a new order, or click Lookup Another Item.

In the Enter Order Information window, select a library from the Library list. The list of libraries depends on the acquisitions maintenance libraries defined for your library.

Select a vendor using the Browse Vendor Gadget.

Select the Order Type from the list, such as SUBSCRIPTION or MEMBERSHIP. Only dated order types are available for selection. This procedure is for a typical SUBSCRIPTION order.

Accept the session default fiscal cycle for the order, or select another fiscal cycle from the Fiscal Cycle list.

Depending on properties, you may also add order extended information now by clicking Add Order Extended Information. At any time when creating an orderline, if there is any special information for the entire order, click the Order tab and type the text in one or more of the Order Extended Information fields. The INSTRUCT and NOTE fields of order level extended information print on the purchase order to the vendor as instructions for processing the whole order, as long as the purchase order has not been mailed.

Click Add Order, and the following tabs display.

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Title Info Tab: Acquisitions

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Orderline Tab: New Orderline

Note: You many type additional values controlled by Session Settings when creating an order. If a value that you need is not available, begin the wizard again, this time selecting Session Settings to display as needed.

On the Title Info tab, the title you selected displays. The following helpers are available for viewing title information or changing the title link.

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Display Bibliographic Description Helper

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Change Title Link Helper: Acquisitions

On the Orderline tab, accept or change any default values under New Orderline, or type values for the Unit Price and ISBN/ISSN. The Unit Price and Quantity fields are required.

In the Days in Sub Period field, type the number of days the subscription you are ordering will cover. Use the Calendar gadget to select a corresponding Renewal Date. The Days in Sub Period and Renew Date fields are required. See the Orderline Tab: New Orderline topic for more information.

You can select the Sum Distribution Quantities check box to sum distributed quantities and automatically calculate the orderline quantities. The Quantity field is unavailable when you use this option. See the Orderline tab topic for more information.

If you start the order, but then decide to use Sum Distribution Quantities, you can use the Recalculate Funding and Orderline Quantities Helper to update the Quantity and Funded Quantity fields from the distributed quantity.

In the Material Type field, you may select an acquisitions material type to be associated with the orderline. Specifying an acquisitions material type is useful when you want to run reports and select orders or orderlines by an item’s material characteristics. The acquisitions material type can also play a role in determining tax handling when the orderline is invoiced later.

Under Additional Orderline Information, type any special information for this orderline in the Orderline Extended Information fields. The OPAC_NOTE field displays in the e–Library. You may type the catalog or title number required to reference the new subscription in CATALOG#. You may use the DESC line to state the number of subscription years being purchased and the number of issues/year that you expect to receive. The CATALOG#, DESCRIPTION, NOTE and SHIPTO fields of orderline level extended information print on the purchase order.

If you will be linking the order record to a serial control record for check in, you may want to put a reminder in the COMMENT field for staff, such as, “When first issue arrives mark the order as received and create a serial control record.” COVERAGE is used to differentiate the coverage dates of a subscription when there are multiple orders for the same title.

Click Continue to display the Segments tab and add fundings and distributions information for this orderline. Typically, one funding and one distribution segment display for the full quantity of copies ordered. Default Fund ID and Holding Code values are based on your wizard properties.

Add, modify, or delete fundings and distributions using the tools in the Segments tab toolbox. Use the Replace Fundings & Distributions Helper to apply a frequently ordered pattern. See the Segments Tab topic for more information.

If the Use Quantity Matching for Order Maps property is selected, and you had ordered a quantity matching an existing Order Map, those defaults would display. If you had ordered a quantity matching more than one existing Order Map, you would be prompted to select from a list of Order Maps.

Note: If you selected Sum Funded Quantities on the Orderline tab, there is no orderline quantity to be used with quantity matching, and Quantity Matching for Order Maps is disabled. You may use the Replace Fundings & Distributions helper to select an order map from a list.

Click Add Orderline to save the changes you made to the fundings and distributions, and return to the Orderlines tab.

If an unbalanced segments message appears, you are returned to the Segments tab. You must balance the segments to continue. If in the process of adding an orderline you click Cancel, the orderline is not added to the order.

An Order Summary window displays the following tabs.

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Order Tab: Acquisitions

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Orderlines Tab

The Order tab displays summary information about the order. The Orderlines tab displays a table of orderlines. Use the tools in the Orderlines tab toolbox to display selected orderlines, add new orderlines, and modify and delete existing orderlines. The availability of the tools depends on behavior properties and Session Settings. See the tab topics for more information.

If your library plans to create dated renewal orders automatically through reports, create only one subscription orderline item on each order.

No more than 32000 copies may be added on one order in a given fiscal cycle.

After an orderline has been ordered, you can click one of the following options.

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Save Your Changes to save order and orderline modifications

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Finish to mark the order as finished, and set the Date Mailed, Date to Claim, Date to Cancel

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Close to exit the Add Dated Order wizard

Important Considerations When Using this Wizard

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Use the Receive Orders wizard, Add Ordered Items to Catalog wizard, and invoice wizards to complete the order.

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As a precaution, if at any time you click Close before saving the order, a confirmation dialog box will appear asking you to confirm removing the order, or to close without removing the order, or to return to the wizard without removing the order.

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If you had created a title and then decided that it was incorrect, you will need to remove the title using cataloging wizards.

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ISXN warnings may appear when creating orders. Correct the ISXN value before continuing. For more information see FAQs: ISBN/ISSN Validation.

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In multilibrary systems that use the Fund Library Authorization policy, a message displays when the holding code library is not authorized in the associated fund cycle. When the message window is closed, the insertion point will be placed in the first fund ID field on the Segments tab that did not pass validation. An invalid fund cycle/holding code pair will not be saved. Refer to FAQs: Understanding Fund Library Authorization for more information.