MRC staff fills shopping cart
Media Resources Center staff logs on to vendor site with Acquisitions credentials and fills shopping cart, but does NOT place order.
These are our current media vendors:
CD Source - http://www.cdsourceinc.com/cdlibrary/ [Contact: Geoffrey Hill, ghill@cdsourceinc.com]
Midwest Tape - https://www.midwesttape.com/ [Contact: Renee Poczekaj, RPoczekaj@midwesttapes.com]
Acquisitions staff creates short bib in Alma
Log on to vendor site and view media items in shopping cart.
For each item, do a repository search in Alma to see if we already hold the item.
If no, or an extra copy is requested:
Create a short bib record:
Templates => MARC 21 Bibliographic => Shared => DVD => New
Add whatever information you can of the following (only the title is mandatory):
020 |a ISBN
245 |a Title
245 |c Director
264 |b Name of producer, publisher, distributor, manufacturer
264 |c Date of production, publication, distribution, manufacture, or copyright notice
300 |a Number of discs in set
Typical example:
245 0 0 ‡a The hateful eight ‡c Quentin Tarantino
264 0 ‡b Anchor Bay ‡c 2015
300 ‡a 1 Blu-ray, 1 DVD
Click Save
Click on the shopping cart icon to create a PO Line.
Acquisitions staff creates POL in Alma
Purchase Type: Physical - One Time [For a complete list of options, see Alma PO Line & Invoice Codes in GDrive.]
PO Line Owner: Carothers Library
Load from Template: [n/a]
Create PO Line
Update the location: click Actions => Edit to the right of the location and change the Library/Location to a Media Resource Center location (or other location, e.g. branch location, if applicable).
Receiving note: [Do not use this field; it is only for serials.]
Under Material Supplier select vendor and correct sub-account if applicable.
Enter List Price.
Select Fund and click the Add Fund button.
Acquisition method: Purchase at Vendor System
Invoice status: No invoice
Material type: Blu-ray or Blu-ray and DVD or DVD [or other as appropriate]
1st reporting code: Physical Media
3rd reporting code: Enter selector's last name
Vendor reference number: Enter vendor Product Code
Vendor reference type: Internal vendor number (IA)
If you need to record any other receiving notes, click on the Notes tab, enter a note, and click Add.
Select Save and continue from the drop-down at the bottom of the screen and press Go.
To view the order after you have created it, select Order lines from the Quick Search menu at the top of the screen and search for the book.
Acquisitions staff finalizes order on vendor website
On vendor site, for each item in the shopping cart, add the Alma fund code in Fund: field and the Alma POL number in the PO: field.
Note: Make sure you enter the full POL number, including "POL-", for example "POL-12345."
Check out on the vendor site to place order.
After media arrives
If invoice arrives via EDI, it will match based on POLs entered on vendor site.
Not all vendors support EDI invoicing at this time, in which case the invoice must be entered manually.
Acquisitions staff will assign DVD number and physically process disks.
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Copy cataloging staff will locate appropriate record in OCLC and update short bib.
Copy cataloging staff will update holdings record:
Change 852 0 _ to 852 8 _
After the location (e.g |c umrcdvd), enter |h DVD 00