Ordering
- Confirm that the order request is for an Added Volume
and not a book in a monographic series. The way to determine this is
that an Added Volume will be part of a MV Set
with a MV Set record, and a book in a monographic series will have a
monograph record containing a 440 or 490 with the series title.
- Locate the MV Set record in Voyager and check that
the order request is for an Added Volume to that specific set and not
for a variant edition of the set, a similar set from the same publisher,
or any other material than that specific MV Set.
- Check the Holdings Record to ensure that the requested
volume(s) are not already on order or received.
- Search Voyager Acquisitions for any purchase orders
associated with the MV Set record.
- If you find a purchase order with a standing order
instruction in the notes, such as "Please supply volume 1 and
all future volumes," you will have to determine if the vendor
will send the requested volume without a purchase order. Stop at
this point and see a supervisor for assistance.
- If there is a purchase order with instructions
in the notes to order only particular volumes, you may create a new
purchase order for the added volume. If the vendor on an existing
received purchase order is the same as the vendor on the current added
volume order request form, you may also use the same purchase order
for the Added Volume. See a supervisor for assistance.
- If there is no purchase order associated with the
MV Set record you may create a new purchase order.
- All Added Volume purchase orders are Order Type:
Continuations.
- In the Notes to Vendor field in the Header, write
the volume number of the requested volume. Also add here standing order
instruction if the selector requested it. For example: "Please
supply ONLY Volume 4 (ISBN:123456789X) of this set. Thank you."
or "Please supply ONLY Volume 2 and all FUTURE volumes of this
set. Thank you."
- The Line Item Type is Multi-Part. Be sure
to choose this option from the pull-down menu because it cannot be changed
after the purchase order is approved.
- In the Requester field that generates a pop-up
note when the line item is received, write the volume number of the
requested added volume.
- After the purchase order has printed out, highlight
the message in the Notes to Vendor box to ensure that our instruction
for only certain volumes will be noticed.
Receiving
These procedures are for receiving Added Volumes on
invoices that contain both monographs and one or more Added Volumes. If
an invoice consists only of Added Volumes, this is a Continuation Invoice
and should be placed on the Continuations Shelf in the Convenience Center.
- Import the line item into your invoice as you would
for a monograph using the purchase order number. When determining if
we got the correct book, ensure that the Added Volume is part of the
specific set and not of a variant edition, a similar set from the same
publisher, or any other material than that specific MV Set.
- Before hitting the Receive/Append button,
check the Instructions to Vendor field in the Header of
the purchase order. This will tell you if the vendor sent the correct
volume before you receive the line item. A pop-up note with the volume
number should also appear after receiving the line item.
- In the Line Item Notes of the invoice, write
a detailed description of which volumes were received on that invoice.
- Insert pink flag with "AV" and bib number
on top.
-
Content Questions? Contact c-grove@northwestern.edu
Technical questions? Contact j-bartlett@northwestern.edu
Last reviewed: 2/28/08
