GET A BIBLIOGRAPHIC RECORD
Bib record policy overview:
Carothers
Create short record with author, title, year, isbn.
Branches
Create short record with author, title, year, isbn.
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Do a repository search in Alma to see if we already hold the book. Be aware that the book might be available in e-book form.
Create a short bib record for the item you want to order.
Note: If ordering an additional copy and the bibliographic data are identical, simply bring up the existing record for the book in Alma and click "Order" underneath the title. A new POL will be created.
Templates => MARC 21 Bibliographic => Shared => 1-Short Record => New
Enter author as Lastname, Firstname, Middleinitial in 100 |a
Enter title in 245 |a and subtitle in 245 |b
Enter ISBN in 020 |a
Enter year in 264 |c
Enter edition in 250 |a (if appropriate)
Examples:
020 ‡a 9781620401576
100 1 ‡a Farrell, Chris A.
245 1 0 ‡a Unretirement : ‡b how baby boomers are changing the way we think about work, community, and the good life
264 ‡c 2014
020 ‡a 9781101983904
100 1 ‡a Dietert, Rodney R.
245 1 0 ‡a The human superorganism : ‡b how the microbiome is revolutionizing the pursuit of a healthy life
264 ‡c 2016
Click Save
Click on the shopping cart icon to create a PO Line.
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FOR BOOKS
Purchase Type: Print Book - One Time [For a complete list of options, see Alma PO Line & Invoice Codes in GDrive.]
PO Line Owner: Carothers Library
If you are ordering for PELL, keep the PO Line Owner as Carothers Library, because Pell books are shipped to Kingston, but be sure to change the location in the PO Line [see below].
Load from Template: EBC firm Carothers [optional]
or YBP firm Carothers [optional]
Assign Inventory Manually: uncheck
Create PO Line
If not ordering for the main stacks (for example, if you are ordering for Reference, Reserves, or Pell), click Actions => Edit to the right of the location and change the Library/Location.
Receiving note: [Do not use this field; it is only for serials.]
Under Material Supplier select vendor and correct sub-account if applicable.
Note: If you can't find your vendor, see Librarian.
Enter List Price.
Select Fund and click the Add Fund button.
Acquisition method: Purchase [unless you will order the item by phone, fax, email or on vendor's site, in which case pick Purchase at Vendor System.]
Invoice status: No invoice
Check Rush if the book is a rush-order.
Material type: Book
1st reporting code: Print Monograph
3rd reporting code: Enter selector's last name
Vendor reference number: Enter ISBN or other applicable number that will help identify the title to the vendor. See Proposed Identifier drop-down menu for ISBN variations.
Note to vendor: use if needed [for example "Rush" or "//pbk" or "Attention: special fund" for foundation funds requiring separate invoices]
If the book is a NOTIFY, click on the Interested Users tab, enter a patron name, and check Hold item and click Add User. Also click on the Rush checkbox at the bottom of the Summary tab and enter "Rush" in the Note to vendor field.
Note: Avoid using Notify user upon receiving/activation. When this is checked, the user will get an email as soon as the book is received by the library, before it is processed. And the book will NOT be held for the user. This will lead to confusion.
NOTE: See also separate procedure for NOTIFYs.
If you need to record any other receiving notes (for example "Bookplate needed" or "For Reserves"), 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.
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FOR DVDs (and other non-book materials)
Purchase Type: Physical - One Time [For a complete list of options, see Alma PO Line & Invoice Codes in GDrive.]
PO Line Owner: Carothers Library
If you are ordering for PELL, keep the PO Line Owner as Carothers Library, because Pell items are shipped to Kingston, but be sure to change the location in the PO Line [see below].
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.
Note: If you can't find your vendor, see Librarian.
Enter List Price.
Select Fund and click the Add Fund button.
Acquisition method: Purchase [unless you will order the item by phone, fax, email or on vendor's site, in which case pick Purchase at Vendor System.]
Invoice status: No invoice
Check Rush if the DVD is a rush-order.
Material type: Blu-ray or Blu-ray and DVD or DVD [or other as appropriate]
1st reporting code: Physical Media [or other as appropriate]
3rd reporting code: Enter selector's last name
Vendor reference number: Enter ISBN or other applicable number (such as vendor product number) that will help identify the title to the vendor. See Proposed Identifier drop-down menu for ISBN variations.
Note to vendor: use if needed (for example "Rush" or "Attention: special fund" for foundation funds requiring separate invoices)
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.
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As a final step when ordering DVDs, edit the holdings record to remove the LC Call number that Alma automatically placed in the call number field. Replace it with |h DVD 00. The real shelf number will be added later after the DVD arrives.