Bud Werner Acquisitions Process

By Lloyd Chittenden
5 min

This document is a basic outline of some of Bud Werner library’s acquisitions processes. This may be useful for other libraries looking for ways to improve their procedures.

Table of Contents

Settings

Use today's date as receive date is selected. Process tab is the default in Accept Reject
Options for new invoices. Don't ask these questions is checked. Use paid date as date received is not checked. Warn if the item has not been received is checked. Prompt for note for each line item is not checked. Display subscription dates on invoice is not checked. Prompt for subscription dates is not checked. Use currency is Local Currency.
Options for new order records. Don't ask these questions when creating new order is not checked. Use today's date as order date is not checked. Use today's date as received date is checked. Queue purchase orders for records in checked. New record templates, bibliographic is set to Always prompt for template, Order is set to always prompt for template.

Top of page

Summary

This page describes the Bud Werner library’s process for ordering from their primary vendor Baker & Taylor.

Bud Werner uses three processes. CLS is Custom Library Service from B&T. CLS includes standard preprocessing. EDI is another system for mostly local processing. The third process is for ordering replacement copies which get processed locally.

CLS process

This is the process for ordering with standard processing from B&T.

How are books ordered from the vendor?

Books are selected on the B&T website TS360 with the CLS account at B&T.

How are order records created in Sierra?

Each title is imported from B&T into Sierra with QuickClick. QuickClick will match on BIB UTIL, then check 020$a, then check 024. If a match is found, the order is attached without overlaying the bib record. If no match is found, then the B&T brief bib is inserted and the order attached.

The order is queued for FTP back to B&T. This FTP will actually create the order at B&T.

How are final bib records created in Sierra?

When the books are shipped, B&T will send a file of item records with full bibs with OCLC numbers. These are loaded with m2btab.b (L), the default loader in Data Exchange. This will try to match on Bib Util number. If there is no Bib Util match, then it will insert a new record. If there is a BIB UTIL match, it will overlay the bib record.

How are item records created in Sierra?

The bib record will include item data from B&T as well. The m2btab.b loader will create item records.

How is invoicing/receiving done?

Download invoice files from B&T with FTP. Load these in the invoicing function in Sierra to set the order records to PAID and adjust the funds from encumbered to expended.

Top of page

Replacement books

This procedure is to replace books. The new books are put on the same Sierra records as the old ones.

How are books ordered from the vendor?

Order records are created manually in Sierra with a template specific to B&T. The .i item record number and item created date are inserted into the IDENTITY field of the order record. Other special processing information may be added to this field too. These manual order records are queued to be sent to B&T with the FTP. They may be sent with other queued orders, or alone. When they are FTPed, they are not removed from the queue. They are kept on the queue so the special processing information can be printed later.

ISBN in the sierra record may have to be changed to match the one you want to get from B&T.

The item record is kept with a status of 'q' - on order.

The physical item is discarded at this point.

How are final bib records created in Sierra?

New bib records are not created. The old bib record is kept and reused.

How are item records created in Sierra?

New item records are not created. The old item record is kept and reused with a new barcode.

How is invoicing/receiving done?

When the items arrive, a workslip is printed from Sierra Print/Send Orders. In the Print/Send Orders function each title is found manually in the print queue and printed. The RDATE is manually updated on each one and the order slip is printed. This paper slip includes the notes from the IDENTITY and VEN NOTE fields that have information for local processing that was entered when the item was ordered. It is used to transfer information like the original acquisition date, and required processing like covers and bookplates. The with the item for the processors.

Top of page

EDI orders

How are books ordered from the vendor?

Books are selected on the B&T website TS360 with the EDI account at B&T.

How are order records created in Sierra?

Each title is imported from B&T into Sierra with QuickClick. QuickClick will match on ISN then Bib Util if there is no ISN match. If a match is found, the order is attached without overlaying the bib record. If no match is found, then the B&T brief bib is inserted and the order is attached by the loader.

Special processing instructions are entered in a field that will download into the VEN NOTE field in the order record.

The order is queued for FTP back to B&T. This FTP will actually create the order at B&T. When they are FTPed, they are not removed from the queue. They are kept on the queue so the special processing information can be printed later.

How are final bib records created in Sierra?

When the ITEMS are shipped, B&T will send a file of item records with full bibs with OCLC numbers. These are loaded with m2btab.b, the default loader. This will try to match on Bib Util number. If there is no Bib Util match, then it will insert a new record.

How are item records created in Sierra?

The bib record will include item data too. The m2btab.b loader will create item records.

How is invoicing/receiving done?

When the items arrive, a workslip is printed from Sierra Print/Send Orders. In the Print/Send Orders function each title is found in the print queue. The RDATE is manually updated on each one and the order slip is printed. This paper slip includes the notes from the IDENTITY and VEN NOTE fields that have information for local processing that was entered when the item was ordered. It is used to transfer information like the original acquisition date, and required processing like covers and bookplates. The slip is kept with the item for the processors.

Top of page

Downloading Status Reports

Steamboat Springs uses an acquisitions function of Sierra that is not used by many other Marmot libraries, Status Reports. This is a process that downloads information from the vendor into the order records. The process creates a non-editable field in the order record. These status reports are available to download from B&T after the order is placed.

Although there is information from B&T in the note, the library simply uses it as order confirmation. If an order does not get a status not, the library knows something has gone wrong.

Related Documentation

 

Related content