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.
- 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 - Sierra: Invoicing
2-1 Invoicing for ACH, Epay and check payments in Mainestreet
2-2 Invoicing / z purchases
2-3 Returns and refunds - 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 - 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 - 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) - 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 - 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 - Baker & Taylor leased books
8-1 Selection and ordering
8-2 Receiving Baker & Taylor leased books
8-3 Baker & Taylor Yearly return
8-4 Baker & Taylor Lease renewal and payment - Miscellaneous
9-1 Files/file storage
9-2 SharePoint storage folders
9-3 NRC grant purchases (ra61)
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 - Fiscal Close
10-1 Timeline
10-2 Sierra procedures - Gift books
11-1 Working with donors
11-2 Gift books processing
11-3 Disposition of non-accessioned materials - 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