B2d. Creating periodical purchase orders for gift subscriptions

1. Click on the New Purchase Order icon at the left of the screen
2. Under the Header tab
   1. Insert LN in front of the order number
   2. If the title is part of a membership or combined subscription, see also the appropriate section of the manual
   3. If you utilized the Acquisitions Module defaults, you should see Continuation in the Type box; LND Serials in the Site, Ship To, and Bill To boxes; and USD in the Code box for currency.
   4. Change the Type box to Gift
   5. If you filled in the vendor code in your defaults, it should be displayed. If not, or if it is the wrong code, go to the Vendor Code box and type in the appropriate code from the supplied list. Vendor codes for gift titles may not be in Voyager yet; if you cannot locate the correct vendor, give the title to Valerie.
   6. Do not under any circumstances enter anything in the Amounts boxes.
   7. Click on the Save icon on your toolbar
3. Click on the Add Line (Bib Search) button at the bottom left side
   1. Click on the Do Search button to search for the bib record
   2. You might retrieve one or multiple records
      1. Click on the record you think might be correct and then click on the MARC button to retrieve the full bibliographic record
      2. The 049 may or may not have LOYY. It may show a CUC, MSM, or HCF code instead which is OK if there is only one record
      3. If there are records for multiple formats (title includes |h microform or |h electronic resource), choose the print record (no |h in 245)
      4. If there are multiple print records with the same 245 title but different 035 OCLC numbers, ASK Nancy before approving the PO!
      5. If you can't find any record at all, you may be searching incorrectly. Check your search for typos and/or try a different search (ISSN if you started with journal title, etc.)
   3. Once you have identified the correct record, click on Close to close the MARC record and then click on OK to add the title as a line item to the purchase order
   4. Each serial title should be on a separate purchase order; each purchase order should have only one line item
   5. Write the PO number after the ISSN barcode for the title on the EBSCAN sheet; it is not necessary to record the PO numbers of non-EBSCO titles
4. Add details to the line item
   1. Click once on the line item to highlight it
   2. Click on the Details button at the bottom right side
   3. Click on the Copies/Funds tab
      1. If defaults are not set for the Copies/Funds tab:
         1. The order box reflects "no copies on order"
         2. Click on the Add button at the bottom left
         3. Continue to instruction 4ciii, below
      2. If defaults are set for the Copies/Funds tab:
         1. The order box reflects 1 copy on order
         2. Click on the Edit button at the bottom
         3. Continue to instruction 4ciii, below
      3. For most titles the Intended Location will be one of the following:
         1. LND Library Periodical for non-reference print material (most efficient default value unless working specifically with titles for one of the other locations)
         2. LND Library Microform for microfilm and microfiche
         3. LND Library Reference for reference print material
         4. LND Library WWWeb for various databases and ejournals
         5. LND Library Office for material shelved in Cataloging, Acquisitions, etc.
      4. For most titles the # of Copies will be 1
      5. Click on the ellipses button at the right end of the Link to Holdings box.
         1. The holdings chosen here should always match what you entered in the Intended Location box. If you chose something else in the latter, click on Cancel and change your Intended Location.
         2. If everything matches, hightlight the correct (usually only) holdings and click on Link (no defaults) or Cancel (defaults used)
         3. If there are no LND holdings, check with Nancy. Some CARL check-in records were brief records that did not transfer. Leaving the Link to Holdings box empty will cause Voyager to create a new holdings record.
      6. For Ship To select LND Serials from the dropdown box
      7. For Ledger select LN 2003 Materials Budget (or whatever the current fiscal year is)
      8. For Fund type in the fund code. Recall that you noted the fund when you checked the Kardex. If you are setting up a database record, use the fund indicated in the E-Resource binder. The format for entering the fund code is a follows:
         1. Codes copied from the kardex will be 600-series; convert to new 700-series codes by replacing the initial 6 with a 7 (ex. 666 will become 766)
         2. For print subscriptions: prefix LN followed by the 3-digit 700-series fund, followed by the letter S (e.g. LN766S)
         3. For microfilm: prefix LN followed by the 3-digit 700-series fund, followed by 5FM (e.g. LN7325FM)
         4. For microfiche: prefix LN followed by the 3-digit 700-series fund, followed by 5FC (e.g. LN7415FC)
         5. For e-resources: prefix LN followed by the 3-digit 700-series fund, followed by 4S (e.g. LN7664S)
      9. Click on the ellipses button. This converts your fund code to a name. If the name does not make sense, you probably typed in the wrong code. Correct it if necessary
      10. Click on Save, unless you have a title that is split between two or more funds
      11. If you are working on a title that is split between funds:
          1. Click on the Extended Fund Allocation button
          2. Click on the Edit Fund button, change the percentage, and click on Save
          3. Click on Add Fund
          4. Enter the appropriate fund code in the Commit to Fund box and click on the ellipses button
          5. Enter the appropriate percentage and click on Save
          6. Repeat steps i through v for any other funds. Use whole numbers for your percentages, not fractions, and make sure they add up to 100%, no more and no less.
          7. When you are finished click on the Save Copy button
      12. If there is anything that needs to be entered as a note (e.g. title comes as part of a membership or together with another title), click on the Notes tab, enter the necessary information, and click on the Save button
          1. Do not enter incomplete volume information in the PO notes tab; this information will be recorded in the holdings record
   4. Click on the Type tab
      1. The Line Item Type box should read Subscription for all titles except memberships. For titles received as part of a membership arrangement, choose Membership as the Line Item Type
      2. Unless you see information to the contrary, the Subscription Length box should be set to read 1 and years
      3. Go to the Start Date and Renewal Date boxes, click on the ellipses button and select the appropriate dates.
         1. For EBSCO titles use the period information from the EBSCO renewal invoice
         2. For non-EBSCO titles take the period from the Kardex payment card
         3. For e-resource titles take the period from the E-Resource binder
      4. Check kardex card for a Vendor Title # . Most gifts do not have vendor title numbers.
      5. Most gifts do not have Vendor Reference Numbers
      6. Click on the Save box at the bottom right
5. Approving POs
   1. Carefully review the purchase order you have created. Once you are satisfied that it is accurate, click on the Approve at the top of the purchase order screen
   2. Keep in mind that once you have approved it, it is not a simple matter to go back and make corrections!!
   3. Write an "A" to the left of the ISSN barcode on the EBSCAN sheet
6. Move on to the instructions for updating holdings, if not already updated, then to creating check-in records in Voyager.

Return to B2. Purchase Orders for Periodicals