Simpson Library Technical Services

Standing Order Items

Notes on Standing Orders:

UMW Libraries uses the Standing Order purchase types in Alma to order certain print monographic series titles.  These may be delivered on a regular or irregular basis.  Check the Standing Orders FYXX spreadsheet to see what purchase type to use for each title.  This spreadsheet is available in the Technical Services Teams > Files > Documents > Serials.

The Standing Order purchase type will attach a PO Line that gets encumbered automatically from year to year and will roll over with the new fiscal year.  When a new title is ordered in Alma for an existing standing order, close the older PO Line and open a new one.

The Print Book One Time purchase type is sometimes used for titles that have an infrequent delivery or for items that have unique titles.

Determine the Purchase Type

1. Check the spreadsheet to see which PO Line type is indicated by the PURCH TYPE column on the spreadsheet.
2. Follow the instructions for that PO line type.

Print Book - One Time

1. For Print Book - One Time Purchase Types, search OCLC for the correct record.  Attach our holdings and export the correct record to Alma.
2. If you find the correct record, click More actions select Order.

In the PO Line Owner and Type window

1. Select the PO line type - This should match the PURCH TYPE column on the spreadsheet.
2. Select the PO line owner - Simpson Library
3. Load from Template can be left blank or you can use the appropriate template (5297-80) based on the customer account
4. Assign Inventory Manually
5. Click  Create PO Line
6. Confirm  This PO Line will not create an inventory item.

In the Purchase Order Line Details

1. Click Add Location:
2. Number of items to add is pre-populated to 1.  If you have more than one item, you should change the number.
3. Under Supported libraries, check the spreadsheet column SHLO to see the shelving location for the item.  Usually, this is stacks or reference.
4. Leave Item policy blank
5. Click  Add

In the Vendor Information Section

1. Add Material Supplier.  If you used the template, this will pre-populate.  Alternatively, you can Select from a list or just begin typing Yankee - Select Yankee Book Peddler LIbrary Services YBP Library Services-Standing Orders (5297-80)
2. Enter the List price - use the Net Amount from the invoice
3. Click Add Fund - Choose the fund that is indicated under the DEPT column on the spreadsheet.
4. The percent amount and amount should be automatically populated.
5. Click  Add Fund
6. Click  Order Now
7. Write the PO Line number on the invoice next to the title
8. Confirm  message: "You are about to send this order: POL-12345  The ordered resource already exists in the Inventory: ?? copies in library: Simpson Library. Are you sure you want to perform this action?"
9. The window will close and you will get another small message that says: "The Order now process for POL-12345 has been submitted."

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 - Standing Order Monograph

1. For Physical - Standing Order Monograph Purchase Types, search the Repository for the correct record.  Sometimes, there is the monographic serial record in the Repository if we are purchasing a new edition, part or volume of an item.  If this is the case, you will probably have to update the bibliographic and holdings records to reflect the additional item(s).
2. If you find the correct record, click More actions select Order.

In the PO Line Owner and Type window

1. Select the PO line type - This should match the PURCH TYPE column on the spreadsheet.
2. Select the PO line owner - Simpson Library
3. Load from Template can be left blank or you can use the appropriate template (5297-80) based on the customer account
4. Click  Create PO Line
5. Confirm  Please note the following: There is an active order #POL-12345 for this ordered resource in library: Simpson Library.  The ordered resource already exists in the Inventory: XX copies in library: Simpson Library.  Are you sure you want to perform this action?

In the Vendor Information Section

1. Add Material Supplier.  If you used the template, this will pre-populate.  Alternatively, you can Select from a list or just begin typing Yankee - Select Yankee Book Peddler LIbrary Services YBP Library Services-Standing Orders (5297-80)
2. Enter the List price - use the Net Amount from the invoice
3. Click Add Fund - Choose the fund that is indicated under the DEPT column on the spreadsheet.
4. The percent amount and amount should be automatically populated.
5. Click  Add Fund

In the Renewal Section

1. Leave Manual Renewal checked
2. Enter 06/30 of the current fiscal year in the Renewal Date box.
3. Click  Order Now
4. Write the PO Line number on the invoice next to the title
5. Confirm  message: "You are about to send this order: POL-12345  The ordered resource already exists in the Inventory: ?? copies in library: Simpson Library. Are you sure you want to perform this action?"
6. The window will close and you will get another small message that says: "The Order now process for POL-12345 has been submitted."

This process does not create a holding record and the Receiving Workflow is not utilized.  Instead, you need to follow these steps:

1. Search the Repository for the correct bib record.
2. Go to the List of Items
3. Duplicate the last received item.
4. Change the Enumeration and Chronology to match the item in hand. Click Generate.
5. Attach the PO Line by searching for it in the PO Line window.
6. Change the Receiving date to the date stamped on the invoice.
7. Place a barcode on the item.
8. Scan the barcode in to the item record.