For cancelled print only continuous orders, we will be 'Closing' the orders for the following reasons
Cessations, Cancellations and Changes of Title:
Correcting POL Types of migrated orders
POL Updates - Post Migration Project (Draft/SF&SH/Feb.2)
Admin > Manage sets > My Sets/Public Sets [create or find itemized set] (Susan: My Sets > Change POL type - itemized)
Ellipses > Members > Select (tick box > "Remove Selected")
Ellipses > Edit >
Set Details > "Add Members to Set"
Search box > [search for item in hand (Order lines + ??]) > Select (tick box) > "Add selected"
(Continue to select more if needed)
Click Done
Return to Admin > Run a job > Select "Update PO Lines information - Advanced" > NEXT
Select Set > NEXT
Enter Task parameters: Enter POL type desired > NEXT
Review and Confirm > Submit > Confirm > Monitor jobs
(Associate POL to holdings; update POL receiving notes and holdings notes as necessary)
Background: Migrated print + online purchase orders migrated with the PO attached to the print record in the institution zone.
It is recommended that in Alma the POL is attached to the Community Zone record. The print POL is an associated PO TO the electronic POL. The print POL is also a Technical PO which means that it does not require any fund or price information and as well, nothing will be sent to the vendor.
Ex Libris note: Consider using an acquisition method of "technical" which also makes price optional. That type is there as a catch-all for situations like this. The trick is to leave price and fund blank. Zero-dollar transactions on funds are not allowed, but leaving it blank works fine Creating POL with ZERO amount for price and no Fund - how to? - Ex Libris Knowledge Center (exlibrisgroup.com)
How to clean up the migrated continuous print + online POs?
Update POL Type from Print Journal-Subscription to Electronic Journal-Subscription (Note: it is not possible to update a print POL directly to electronic. Instead, first update the POL Type to “other”, then update it to “electronic.”)
Create set
Run a job: Update PO Lines Information – Advanced
PO line type: Other
Run a job: Update PO Lines Information – Advanced
PO line type: Electronic Journal Subscription
Need to confirm in this procedure that PO LIne type has been corrected
NOTE: If for whatever reason, the POL type is identified as 'one time', the PO will need to be closed and recreated
Link the POL with the portfolio in the Community Zone - you will need to copy the existing POL #
Find the portfolio for the single journal in the Community Zone (ensure it is the correct collection) - this can be determined by either the PO note field or within FOKUS if title is on order with Harrassowitz >
Edit portfolio by clicking on View
Go to Acquisition tab > PO Line [enter POL #]
hit Save
Go back to Purchase Order - get this process updated
on ellipse, select Change Bib reference - confirm - select CZ record
Create new technical print POL and link to electronic POL
Create print POL = go to print record - click on elipse - order - tick "assign Inventory Manually" box - create PO Line
Summary > PO Line Details
Assign vendor to match parent/payment PO
Add fund code to match parent/payment PO -
List price = $0.00
untick "update Net Price" Box???
Acquisition method: Technical
Invoice status: No invoice
go down to bottom of screen - open "additional' area - Associated POL = POL # of electronic title - save
Search for print record in Institution Zone
Click Holdings
Click ellipsis
Associate a PO Line – add new POL #
Review new Print POL
Summary tab
Scroll to the bottom for “Additional”
Expand
Associated PO lines – add electronic POL #
Review electronic payment POL
Associated PO Lines tab
Print POL will be found here
Helpful documentation:
Associated PO Lines not appearing on Associated PO Lines tab on Purchase Order Line Details
How to handle one order to a vendor for both physical and electronic material and link them together
DRAFT
Reopening a closed or cancelled order will push the POL into Review, where it can be further edited.
For those trained on running jobs/batch processes, the Update PO Lines job can be run to reopen large numbers of orders.
A return should include some paperwork; it doesn’t have to contain all of the below but it does help you with your return so try to obtain as much information as possible:
You want some sort of documentation approving the return by the vendor and the return address they want it returned to; if not email the vendor and confirm the return address.
If it was a book sent in error or damaged see if they will pay the return shipping or credit you the return shipping; make a note of anyone who will reimburse you as you might need to provide them with the cost after the fact and hunt down the credit.
If the vendor is willing to cover the cost of the shipment you can ask them to arrange a courier pick up for you and have them email you a waybill (then you don’t need to do these forms). You will have to provide them with the following Courier address:
(Feel free to add an ATTN as well… optional)
University of Victoria
McPherson Library Acquisitions
ATTN:
(McPherson Library-Ring Road, Off parking Lot B)
3800 Finnerty Rd
Victoria BC Canada
V8W 3H5
Courier Driver additional instructions:
McPherson Acquisitions Staff Phone Number (in case they are lost) : _________________________
McPherson Mailroom Hours : _________________________
McPherson Library -Ring Road, Off parking Lot B
If an international shipment of products please note on parcel declarations form to use Thompson Ahern International (Shipping Agent) for a custom’s brokerage service.
If they don’t want to arrange you can send them an email with the total and they can provide you a credit.
Go to one of the following in your W Drive:
W:\LTEC\Acquisitions\Acquisitions AP Clerk\Mail
Return Book Cost of Shipment Template(computer Version).docx
OR
W:\LTEC\Acquisitions\Acquisitions AP Clerk\Mail
Return Book Cost of Shipment Template (Lined, Printed Version).docx
Print two copies of Page one. If you have multiple books being returned you can do them all separately utilizing page 2
Look in the top of the filing cabinet for a return address label(s); if there are stickers to where you are sending it you can use them.
You need 3 stickers, stick one sticker to each copy of the shipment template papers and leave one with the backing on it for the mail room. You will also need one McPherson Library return address label (from the cabinet) with the backing still on.
If there are no stickers in the top of the filing cabinet by the Accounting Clerk’s cubical for a return address label(s); you can make your own by going to below in W Drive:
W:\LTEC\Acquisitions\Acquisitions AP Clerk\Mail\Vendors Return Address Mailing Labels
Avery Label template 05161.doc
Fill in the stickers with the correct address you were given and save a copy for next time in W: Drive
W:\LTEC\Acquisitions\Acquisitions AP Clerk\Mail\Vendors Return Address Mailing Labels
To print this sticker; announce to staff that you are printing on stickers so that no one else prints before you and stick it in the prntec3 printer by Debbie’s Desk.
You need 3 stickers, stick one sticker to each copy of the shipment template papers and leave one with the backing on it for the mail room. The remaining stickers can be filed away with a new tab label into the top of the filing cabinet for a return address label(s) folder.
You will also need one McPherson Library return address label (from the cabinet) with the backing still on.
Take the paperwork that was provided with the return book and photocopy it; it doesn’t have to contain all of the below but whatever was provided.
Staple the photocopy paperwork and one of your shipment template forms together. Put this copy on the Accounting Clerk bookshelf in the appreciate filing pile for our records.
The original paperwork place in the front book and should include a note or an email stating a return from McPherson library and why as well if a credit is being provided.
For the other shipment template form in half and place it on to of the book. Wrap the book in a large elastic band and slide the mailing sticker with the backing still on and the McPherson Library return address label with the backing still on under the elastic face up. This will make it easier for the mailroom to wrap and address.
You have completed the preparation now put the book with the elastic band and paperwork, with a McPherson Label and a Return Address label with backing still on and place the ready return in the Off Campus mail box in the centre of Room 260 for pick up. Mailroom staff will pick up return and package with your information provided. If it is a large box or returns bring it down to the mailroom for packing.
Ask us