Standing Orders 

Because standing orders are renewable, you don't have to create a new PO line for each volume that comes in. 

Instead, you will create an invoice using the existing PO line, with the following differences:

• There will be previous invoices attached to this PO line -- that's fine.

• Make sure the Price matches what's on the current invoice; sometimes the cost per item fluctuates. (If the Total invoice lines amount does not match the Total amount on the Summary tab, it won't let you send the invoice for payment.)

• Make sure the 1st reporting code displays the appropriate liaison's name.

• Delete the existing Fund code and add the appropriate code for the current fiscal year. (If you forget, it will give you an error message.)

Do a Physical titles search for the series of which this item is a part.

When you've located the record, click on the Items link.

At the top of the List of Items, click Add Item.

In the Physical Item Editor, make sure the following fields contain appropriate information:

• General Information:

  • Barcode: the number on the barcode label you've put on the physical item

  • Copy ID: in most cases, 1

  • Material type: Book

  • Item Policy: Book (unless it goes in reference, in which case it would be Reference Book)

  • Is magnetic: No

  • PO Line: add the PO Line of the standing order

  • Receiving date: Today

  • Enumeration A: v.[volume #] (if applicable)

    • Note: There is no space between the period and the volume number.

  •  Chronology I: Year (if applicable)

    • Note: Check other items in the item list to see the appropriate call number format for this series.

  • Description: [Chron I] [Enum A] (if applicable)

    • Note: Hitting "Generate" will create a description in Enum-Chron order and add a v. to the front -- it's probably easier just to manually add the description.

  • Pieces: 1 (unless there's accompanying material separate from the item)

• Location Information:

  • Permanent location: [Same as the other items in the series -- should automatically fill]

  • Item call number type: Library of Congress classification

  • Item call number: [Full call number, including Chron I, Enum B, & Copy # (if not c.1)]

• Temporary Location Information:

  • Note: The New Book Shelf temporary location should not be used if the permanent location is Reference.) 

  • Item is in a temporary location: Yes

  • Temporary location: Rolfing Memorial Library: New Book Shelf (newbook)

  • Temporary item policy: 21 Day Loan

  • Due back date: [6 months from today]

Click Save to add the item.

In the Physical Titles list, click on the Holdings link/button, and then click Edit on the Record View screen.

In the Metadata Editor (MDE), update the 866 field to reflect the new item addition.

• Note: Only items in congruent order should be placed in the same 866 field. If there are gaps in the list, each new congruent grouping should be placed in an additional 866 field.

• Note: If each volume in the series has a unique title, each should be placed in a separate 866 50 field, with the volume title (in parentheses) following the volume number.

When you've updated the holding, click Save > Save and Release Record to finalize your edits, and Hide MDE to get back to the regular Alma screen. 

Physically process the item the same as normal.