Workflow: Order from the Catalogue
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Workflow: Order from the Catalogue

Selecting Your Items
Placing Your Order
Receiving Your Items and Invoicing For Them
Cataloguing Your Items

Note

Sitka’s Create Purchase Order from Scratch workflow - This workflow should be followed by libraries when brief On Order records are not available from the provider. This workflow assumes you are placing the order on the providers website (Amazon, etc.).

Selecting Your Items

Using existing bibliographic records from the Sitka catalogue you can create a purchase order in three ways:

  1. Click View/Place Order in Record Summary.

    1. Refer to Creating Purchase Orders Via View/Place Orders for details.

  2. Load Catalog Record IDs.

    1. Refer to Creating Purchase Orders Via Load Catalog Record IDs for details.

  3. MARC Federated Search.

    1. Refer to Creating Purchase Orders Via MARC Federated Search for details.

Once the purchase order is created you can add line items to it in four ways

  1. Click View/Place Order in Record Summary.

    1. Refer to Adding Line Items to Purchase Orders Via View/Place Orders for details.

  2. Load Catalog Record IDs.

    1. Refer to Adding Line Items to Purchase Orders Via Load Catalog Record IDs for details.

  3. MARC Federated Search.

    1. Refer to Adding Line Items to Purchase Orders Via MARC Federated Search for details.

  4. Add Brief Records.

    1. Refer to Adding Line Items to Purchase Orders Via a Brief Record for details.

Placing Your Order

  1. Open Purchase Order

    1. Search for your pending purchase orders.

  2. Add Copies

    1. Refer to the section called “Add Items to a Line Item” for details.

  3. Activate Purchase Order

    1. Refer to the section called “Activate a Purchase Order” for details.

Receiving Your Items and Invoicing For Them

  1. Create an invoice from a purchase order or from a line item.
  2. Link Selected Line Items to Invoice.
  3. Receives Line Items.

  4. Add Charges

    1. Click Add Charge to add lines for invoice charges such as shipping fee, processing fees or taxes.
    2. Refer to Chapter 27, Invoice Item Types for details.

  5. Close the Invoice

    1. Click Close
    2. Refer to the section called “Close an Invoice” for details.
  6. Information is forwarded to finance department/bookkeeper.

Cataloguing Your Items

  1. Update existing On Order copies

    1. Use ISBN to search the catalogue to find your item
    2. Refer to Numeric Search for details.

  2. Click Edit beside the item’s temporary barcode.

    1. Use the Holdings Editor to update the holdings information, including Item Attributes, as needed for each item.
    2. Refer to The Holdings Editor

  3. Use Z39.50 to overlay the brief record with a full record or do original cataloguing to replace brief bibliographic records.

    1. Refer to Overlay records via Z39.50 for details.

  4. Process items.

    1. As per your libraries processing specifications.

  5. Check in items.

    1. Items are now ready to circulate.
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