Acquisitions Department Procedures

Purpose: to document current internal procedures used by acquisitions staff at Fogler Library. The Acquisitions Department orders print books, e-books, standards, media, journals, and databases, and also manages other types of library acquisitions such as leased and donated materials.

    1. Ordering
    2. Invoicing
    3. Cataloging prep
    4. Funds
    5. Vendors
    6. Interface
    7. Reports and statistics
    8. Baker & Taylor leased books
    9. Miscellaneous
    10. Fiscal close
    11. Gift books
    12. Serials
  1. Ordering
    1-1  Entering order records in Sierra
    1-2  Vendors we commonly use
    1-3  Ordering ebooks
    1-4  Ordering with GOBI
    1-5  Ordering with Amazon corporate account
    1-6  Ordering with Canadian firm order titles with ProQuest (OASIS)
    1-7  Ordering for Special Collections
    1-8  Ordering with Purchase Orders
    1-9  Ordering with Purchasing Card
    1-10  Ordering with an IDO (Interdepartmental Order)
    1-11  Ordering standards
    1-12  Ordering back buys
    1-13  Adding open access online documents
    1-14  Ordering theses and dissertations
    1-15  Ordering video
    1-16  Standing orders
    1-17 Cancelling an order record in Sierra
    1-18 Tranferring an order record from one order record to another in Sierra
  2. Sierra: Invoicing
    2-1  Invoicing for check payments
    2-2  Invoicing Amazon, Pcard, GOBI, and ProQuest
    2-3  Returns and refunds
  3. Cataloging prep
    3-1  Preparing physical books for Cataloging (includes rush/reserve/notify)
    3-2  Preparing e-books for Cataloging
    3-3  Preparing physical media for cataloging (includes rush/reserve/notify)
    3-4  Preparing GOBI Canadian approval books for review and Cataloging
  4. Sierra: Fund Code Setup
    4-1 Creating a new fund, Part 1: Creating a fund code in Sierra
    4-2 Creating a new fund, Part 2: Adding a new external fund account to Sierra
    4-3  Fund Adjustments
  5. Sierra: Vendor Setup
    5-1a Creating a new vendor code in Sierra
    5-1b Editing an existing vendor in Sierra
    5-2a Searching for an existing vendor (supplier) record in MaineStreet
    5-2b Requesting a new vendor (supplier) in MaineStreet
    5-2c Requesting an update to a MaineStreet vendor (supplier)
    5-3 Linking a Sierra vendor to corresponding Mainestreet vendor (supplier)
  6. Interface
    6-1  Step 1: Preparation
    6-2  Step 2: Sierra
    6-3  Step 3: Mainestreet
    6-4  Step 4: Reports and final paperwork
    6-5  Locating and correcting errors
    6-6  Closing a voucher in MaineStreet
  7. Reports and statistics
    7-1  Daily posting
    7-2  Weekly budget report
    7-3  Fund activity report
    7-4  New acquisitions report
    7-5  Acquisitions statistics
    7-6  Database usage statistics
    7-7  Ebook usage statistics
    7-8  Ejournal usage statistics
    7-9  New Canadian books report
    7-10  Gifts-in-kind report
  8. Baker & Taylor leased books
    8-1  Selection and ordering
    8-2  Receiving Baker & Taylor leased books
    8-3  Yearly return
    8-4  Lease renewal and payment
  9. Miscellaneous
    9-1  Files/file storage
    9-2  Shared network
    9-3  RA61 account payment process
    9-4  Deposit account maintenance
    9-5  Moving non-leased ORRR books to stacks
    9-6  Acquisitions display case
    9-7 Creating an Excel report from Sierra review file information
    9-8  Creating a Word doc from an Excel list
  10. Fiscal Close
    10-1  Timeline
    10-2  Sierra procedures
  11. Gift books
    11-1  Working with donors
    11-2  Gift books processing
    11-3  Disposition of non-accessioned materials
  12. Serials
    12-1  Setup new order record
    12-2  Check-in journals
    12-3  Check-in newspapers
    12-4  Check-in standing orders
    12-5  Changing periodical/journal titles
    12-6  Standing order title change
    12-7  Annual Ebsco renewal
    12-8  Create Minimum Level Record
    12-9  Transfer order record
    12-10 Paying an Invoice
    12-11 Invoicing for deposit account
    12-12 Credit memo processing
    12-13 Attaching a checkin card
    12-14 Closing checkin card
    12-15 Update holdings for closed serial title
    12-16 Invoice Payment Codes
    12-17  Review File for Unpaid Titles
    12-18  Annual Inactive Checkin Record Review

 

Contact: drollins@maine.edu