LibGuides: Library Staff- Technical Services WMS Training: Acquisitions Module

Procedures - New Items to Order

New Items to order will come from several sources:

1.Email requests, suggestions from faculty, students and staff

Email sender to acknowledge receipt and cc: the liaison for that school/college.
Enter titles as soon as possible into the Purchase Request module:
- First, determine if library also has the item by using ACQUISITIONS>DISCOVER
- Select MARC record, then on the right ,use ADD TO>PURCHASE REQUEST to add a request.
- more information is available at at https://help.oclc.org/Library_Management/WorldShare_Acquisitions
Its helpful each fiscal year to create an email label, (e.g. "2019-2020 purchase request") and add this label to the email, This will enable you to quickly filter all email with a purchase requests made during the year, to doublecheck you have added requests to purchase request module.)

2. Items gathered from vendor/publisher emails and catalogs, and from Choice and other review sources

3. Check lost and longoverdue items >>>>>>>

Acqusitions Module -User Support Center
Provides documentation and training links.

Typically we have purchase orders for several book vendors each year. At keast once a month, ( preferably before most orders ) run these reports:

Fund Balance -checking this report regularly will help ensure items are being ordered for each college/school. (Fund balance can be modified as needed)

Open Encumbrances - export as excel file, then subtotal by vendor
Paid Invoice Summary Report -export as excel file, then subtotal by vendor . (Of course"Paid" in this system only refers to invoices paid internally by the Acquisitions librarian. (Actual payment is done by Accounts Payable. A copy of each new invoice is given to Ms. Pettus. After Dr. Youmans approves the invoice, Mrs. Pettus send the invoice to Accounts Payable. Ms. Pettus keeps her own records/copies of invoices that have been submitted for payment).
Reguarly through each month, total Open encumberances and Paid Invoice Summary Report for each vendor to be sure purchase order limit has not been reached before submitting a new order)