Simpson Library Technical Services

Create and Edit a PO Line for Gift, Grant and Donated Items

1. Look for the appropriate record in OCLC Connexion, update our holdings and export the record to Alma.
2. Open Alma and search for the correct record.
3. Click  Order

Summary Tab

In the PO Line Owner and Type window

1. Select the PO line type - Usually use Print Book - One Time
2. Select the PO line owner - Simpson Library
3. Leave Assign Inventory Manually unchecked
4. Click  Create PO Line
5. Confirm  This PO Line will not create an inventory item.

In the Purchase Order Line Details - Ordered Items

1. The location is defaulted to Simpson - Stacks.  If you need to change this, Click Edit.  Click Add Location and select the location you need.
2. You do not need to add an item policy

In the Vendor Information & Pricing Section

1. Add Material Supplier, you can Select from Known Donor Simpson or Anonymous Donor Simpson.
2. Enter 0.00 for the List price
3. You do not use the Add Fund section

In the PO Line Details Section

1. For Acquisition Method choose Gift
2. For Material Type choose the correct item (usually book)
3. Invoice status should be No invoice

Notes Tab

1. In the Notes area, click add
2. Use these codes for the appropriate donation.
   DAAD - Use for German Academic Exchange Service
   OER - Use for a donated OER textbook
   GIFT - Use for other donated items
3. Click  Order Now
4. Write the PO Line number on a post-it.
5. Confirm  message: You are about to send this order: POL-12345,  Are you sure you want to perform this action?

This process automatically creates a holding record and sends the item to the Receiving Workflow.
Now you are ready to Receive the items in Alma.

Physical Processing Gift, Grant and Donated Items

Gifts from DAAD (German Academic Exchange Service) 

Add to the bibliographic record: 
541 1_ $$c Gift; $$a DAAD - German Academic Exchange Service; $$d 2018. 

Add to the physical item:
Place the DAAD sticker on the inside of the front cover.

Gifts from Faculty or Staff

Add to the bibliographic record:
541 1_  $$c Gift; $$a Hill, Mike; $$d 2016.
541 1_  $$3 Vol. 5; $$c Gift; $$a Bales, Richard; $$d 2017.

Japan Foundation Grant

Add to the bibliographic record:
536 __  $$a This item was provided by a grant from The Japan Foundation. 

OER Textbooks

Check to make sure there is a link the bibliographic record. It should look something like this:
856 40 $$u https://commons.something.edu 

If there is no link in the MARC record, look to see if the link is here:https://scholarcommons.usf.edu/ and add it to an 856 field in the record. 

Add to the bibliographic record: 
506 0_ $$f Unrestricted online access $$2 star 
536 __  $$a This item was provided through an initiative by VIVA's Open and Affordable Course Content Committee. 

Add to the holdings record: 
Change position (7) of the 008 field to n. 
Check to see that position (6) = 2 
Check to see that position (16) = 1 
Check to see that position (20) = a 
Check to see that position (21) = u 

Add to the item record: 
Price (if available) in the inventory cost field