Embedded Files
Alma:
Finding the Books to Purchase
Finding the Books to Purchase
Liaisons will add any books they're not purchasing through Rialto to the Spending Spreadsheet. (Check the Helpful Links area on the homepage for the link -- it's updated every year.)
Liaisons, please note the following:
To add a book's info to the spreadsheet, simply add the book's ISBN (no hyphens) to the ISBN column; the rest of the publication info will automatically populate.
Please designate whether you'd like to purchase a print or electronic version of the book, and what fund code you'd like to apply to the purchase. The Liaison column will automatically populate based on the fund code.
If the book has not yet been published, add the projected publication date to the Release Date column. If the book has already been released, don't worry about it.
Add any other instructions (e.g., special collection, replacement copy, hold info) in the Notes column.
Amazon Ordering
Amazon Ordering
Purchasing in Amazon
Purchasing in Amazon
To find the book on Amazon, either navigate to Amazon and perform a manual search or click the link in the Title column of the spreadsheet.
Add the book's price (including shipping, if applicable) to the Price column of the spreadsheet.
Once you've selected all the books you plan to order, go to your cart.
Double check to make sure none of the prices have changed.
Click the Proceed to checkout button.
In the Group area, make sure Deerfield (Trinity International University) is selected. (That's the default.)
In the Business order information area, enter the following information:
GL code: 10-4102-6500-IL
Department: Library Books
Your Name (optional): [Your Name]
Choose the The Rolfing Memorial Library option for the shipping address.
Choose Pay By Invoice for the payment method.
Choose the best available free shipping (unless the only options you have are paid shipping -- then choose the least expensive).
Click the Place your order button.
Creating a Purchase Order Line
Creating a Purchase Order Line
Find an appropriate bibliographic record for each book in your order.
In Alma, search the book's ISBN in All Titles > Keywords. Start your search in the Institution Zone (house icon). If you can't find it there, search the Network Zone (network icon).
If you can't find a record for the book, search OCLC Connexion.
Search the book's ISBN in the quick search box.
CARLI prefers us to use English-language bibliographic records. Look for eng in the CatL column (long list) or designation (short list).
We prefer to use bib records from the Library of Congress. Look for the record(s) with a D in the L column (long list) or containing the code DLC (short list).
If no DLC records are available, usually the records with the highest number of holdings are the most complete.
To open a record, double click the appropriate list item.
Look for a print book record -- do not attach a print order to an electronic record (or vice versa). Print records have pages and physical dimensions in the 300 field and the volume designation in the 338 field.
To toggle between records in the list, use forward and back (yellow and green triangles on page icons) in the button bar.
When you've found the record you want to import into the Network Zone, click the Export button (E with green right arrow). The system will process and you'll receive either an error or confirmation message. If it's a confirmation message, it will contain the record's MMS Id in Alma. You may want to keep that message open until you've located the record in Alma, in case you need to use that number to find it.
Once you've found the appropriate record in Alma -- make sure you're choosing a Book-Physical record -- click the Order button. (It may be hidden in the three-dot Additional Actions menu.)
In the PO Line Owner and Type screen, make the following selections:
PO line type: Physical - One Time
PO line owner: Rolfing Memorial Library
Load from template: Amazon - Print Book
Note: If you're ordering from a site other than Amazon, choose No Vendor - Print Book template. You'll get all the same presets, but you'll need to add the vendor name to the PO.
In the PO Line screen, enter the following information:
Identifier: [ISBN-13] (rather than the ISBN-10)
Manual packaging: Checked
Ordered Items Location: [The appropriate collection]
To change the location, click on the Additional Actions menu, choose Edit, and choose the appropriate Permanent location.
List price: [Amazon price, including shipping]
Click Add Fund, choose the appropriate books line (***-bo) for the current fiscal year, and click Save. (Alma won't let you process the PO if you haven't saved the fund code.)
Add any special processing instructions (if applicable) in the Receiving note field.
If the book has been requested by a patron, add their name to the Interested Users list and select Hold item.
Choose the appropriate liaison's name (you can see it on the spending spreadsheet) for the 1st reporting code.
Click Save and Continue at the top of the page.
Add the POL Number to the POL column in the Spending Spreadsheet, as well as the Order Date and your initials in the Ordered By column.
OverDrive Ordering
OverDrive Ordering
Purchasing in OverDrive
Purchasing in OverDrive
Liaisons will place their selections into a cart. When they let you know it's ready to purchase, locate it in the Carts area in the OverDrive Marketplace (it may be pinned) and click on it to open it.
Make sure that we're only ordering one copy of each title, unless the liaison gives you different instructions.
Click the Purchase Cart button.
In the Confirm your purchase screen:
Check all three boxes. You can't place the order without doing so.
You can leave the Internal purchase order ID box blank.
If you are purchasing ebooks, click on the Yes radio button in the Apply content credit section. If you are purchasing audiobooks, click No.
Click the Complete Purchase button.
In the Purchase Order Details screen, click Create worksheet and open the spreadsheet that automatically downloads.
In the downloaded spreadsheet:
Expand the Marc Record ID column so that the entire numbers are visible.
Select the entire ISBN column, then click on the Number Formatting dropdown (it says "General" originally) and select Number.
Select all the data on the sheet, and press Ctrl+C to copy it.
Select cell D1 in the OverDrive tab of the Spending Spreadsheet, then press Ctrl+Shift+V to paste the data into the form. (Add the shift key when you paste, so that you won't kill the conditional formatting in the sheet.)
Creating a Purchase Order Line
Creating a Purchase Order Line
In Alma, search the book's ISBN in All Titles > Keywords. Start your search in the Institution Zone (house icon). If you can't find it there, search the Network Zone (network icon).
Avoid Community Zone records. They're often subpar, and usually don't include OCLC numbers.
If you can't find a record for the book, search OCLC Connexion.
Search the book's ISBN in the quick search box.
CARLI prefers us to use English-language bibliographic records. Look for eng in the CatL column (long list) or designation (short list).
We prefer to use bib records from the Library of Congress. Look for the record(s) with a D in the L column (long list) or containing the code DLC (short list).
Usually no DLC records will be available for ebooks. Usually, the records with the highest number of holdings are the most complete.
To open a record, double click the appropriate list item.
Look for an electronic book record -- do not attach an ebook order to a print record (or vice versa). Ebook records have 1 online resource in the 300 field and the online resource designation in the 338 field.
To toggle between records in the list, use forward and back (yellow and green triangles on page icons) in the button bar.
When you've found the record you want to import into the Network Zone, click the Export button (E with green right arrow). The system will process and you'll receive either an error or confirmation message. If it's a confirmation message, it will contain the record's MMS Id in Alma. You may want to keep that message open until you've located the record in Alma, in case you need to use that number to find it.
If a Community Zone record includes the same OCLC number as the record you're trying to export, your record won't overlay the CZ record (even though Connexion says it did). To access the OCLC record for ordering:
In the main menu, go to Resources > Search Resources.
Make sure WorldCat is selected in the Search Cataloging Profile dropdown menu.
Copy the OCLC record number (in the upper left corner of the Connexion screen) and use it to search the System Number.
In the results list, click the Import button on the appropriate record.
At the top of the Metadata Editor, click Order and follow the instructions below.
Once you've found the appropriate record in Alma -- make sure you're choosing a Book-Electronic record -- click the Order button. (It may be hidden in the three-dot Additional Actions menu.)
In the PO Line Owner and Type screen, make the following selections and click the Create PO line button:
PO line type: Electronic Title - One Time
PO line owner: Rolfing Memorial Library
Load from template: Overdrive - Ebook
In the PO Line screen, enter the following information:
Manual packaging: Checked
List price: [OverDrive price]
Click Add Fund, choose the appropriate ebooks line (***-eb) for the current fiscal year, and click Save.
Use your best judgment to determine the most appropriate fund code for each ebook, unless you've been instructed by the liaison.
Alma won't let you process the PO if you haven't saved the fund code.
Access Model: One concurrent user (PUR-1U)
If the book has been requested by a patron, add their name to the Interested Users list and select Notify user.
Choose the appropriate liaison's name for the 1st reporting code.
Jodi: Counseling, Education, Audiobooks
Chris: Children, Global titles
Nancy: General reference
Nathan: Everything else
To activate ebook access:
Click on the Action Menu (three dots) in the Ordered Portfolios section of the POL.
Click on View inventory and select Edit portfolio.
On the General tab:
Click the Available radio button.
Electronic material type: Book for ebooks or Sound Recording for audiobooks
Interface name: OverDrive Ebook full-text for ebooks or OverDrive Audiobook for audiobooks
Library: Rolfing Memorial Library
On the Linking tab, copy the Link from Column B of the OverDrive tab of the Spending Spreadsheet and paste it into the Static URL field.
On the Notes tab, add Available only to TIU users; Please note that the platform supports only one concurrent user in the Public note box. (You can copy it from Row 1 of the OverDrive tab in the Spending Spreadsheet.)
Click the Save button.
Click Save and Continue when you're finished entering the POL information.
Packaging The Purchase Order
Packaging The Purchase Order
Go to Acquisitions > Purchase Order Lines > Package.
If you've just created the Purchase Order Lines, they should be at the top of the list. You can also use the Facets to filter the list.
Note: Alma does not permit you to package items from different vendors into the same PO.
Check the boxes beside the items you'd like to package, and click the Create New PO option at the top of the screen. Do not click the blue Create New PO button -- it will only create a PO for that single item.
Make sure the Total cost matches the total cost of your order, and click Save and Continue.
If you can't finish packaging the PO in one sitting, click Save instead -- you can access it later by going to Acquisitions > Purchase Order (PO) > Review (PO).
Congratulations! You've successfully completed an order!
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