1-1 Entering order records in Sierra

To enter brief, accurate records in Sierra for materials that have been ordered for the library’s collection. Records contain bibliographic information such as title, author, publisher, edition; and order data such as cost, vendor, fund code, intended location, and other details. Accurate records allow library staff and patrons searching either Sierra or the URSUS public catalog to verify an order has been placed.


1. Enter Bibliographic Data
2. Enter order record data
3. Special Instructions and Miscellaneous Circumstances


General Procedure for Entering Bibliographic and Order Records:

  • Open and sign in to Sierra and access Function scroll down tab. Under Acquisitions, click on Place Orders.
  • Click on New.
    • Note: If entering an order record on a pre-existing bibliographic record, do not click New. Instead, double-click on the title, within the Summary tab, select o Order in the View pull down menu. Click on Attach New Order then skip to part 2 below.
    • If order records were imported from a vendor (i.e. Gobi, Proquest) or, if you later need to move an order record from one bibliographic record to another, see “transferring an order record from one bib to another”.


1. Enter Bibliographic Data:

  • LANGUAGE: default is English (eng). French (fre) is second most used as many Canadian titles are written in French. Next.
    • Note: to see options, double click in dialog box. The double click will show options for most data entry that follows.
  • SKIP (character): blank. Next.
  • BRANCH: ORO. Next.
  • CAT DATE: blank. Next.
  • MATERIAL TYPE: default is book (b), change as material type varies (again, options can be viewed with double click). Next.
  • INPUT LIBRARY: type o. Next.
  • INITIALS: type z. Next.
  • COUNTRY: xx. Next.
  • ISBN: type in 13 digit ISBN number. Next.
  • AUTHOR: Enter” last name, first name” in all caps. If you have no author, but do have an editor, type editor into the author field, type , ED. after the name. (ex: REISCHAUER, EDWIN O., ED.). Next.
    • If there is both an author and editor, put the author’s name in the author field and the editors name in the title field following the title (E.g.: BIG BOYS / REISCHAUER, EDWIN O., ED.). Note the space before and after the slash. This is important to insure proper searching by Ursus.
  • TITLE: Enter the title in all caps. If there is a subtitle, separate it from the title with a space, colon, and another space. Note: Always enter the complete title, but the subtitle can be truncated after three words with a space and three periods. Do not put a period at the end of the title. Next.
  • EDITION: Leave blank unless you have specific edition information. Next.
  • PUBLISHER: In all caps,  enter complete publisher name followed by and comma and the year published. Example: ABC Publsihing, 2010 (Note: the only abbreviation you should use is “UNIV.” for University). Next.
  • PHYSICAL DESCR: Usually just hit enter. In some cases may indicate non-typical media, ex. CD-ROM. This will show on public record and may be the only indication of material type that the public can see in order record display. Next.
  • SERIES: Input the full name of the series without abbreviating. Separate volume or issue numbers from the series name with a space, colon and space. (Ex: JOSSEY-BASS SERIES ON HIGHER EDUCATION : NO. 123). The system will perform a duplicate check on this field as well to catch potential standing orders. Next.
  • SUBJECT: blank. Next.


2. Enter order record data

  • A dialog box will come up. The following template choices will appear:
    • Note: you may have to select these templates before they will appear in your own personal Sierra; go to Admin>>Settings, then click on the Record Templates tab.
      Select Template:

      • _o: Order default [use this for most orders]
      • couttsfirm: Coutts Firm Orders [in the unlikely event that you’ll have to create a Coutts order record]
      • couttsoo: COUTTS Order Orono [rarely used]
      • ebookapp: Ebook Approvals [invaluable in saving time when creating ebook approval order records]
  • COPIES: the default is 1 (occasionally you may need to order more than one copy). Next.
  • ACQ TYPE: p (purchase) for most. Another option often used is d for deposit account. Next
  • LOCATION: Enter final location for the material. Ex: Stacks would be osta. Next
  • FUND: Enter the fund code for the purchase. Ex: olr0 or re20. Next
  • CNTRY/KEYR: Skip this step (leave the “-“). Next
  • REQUESTOR: category of the person ordering.
    • l for librarian
    • f for faculty.
  • DIV: blank. Next
  • E PRICE: Input price as on order (in US currency). Next
  • FORM: Format of material. Most common p for paper, c for cloth. Important: if in doubt, leave as ( – ). Next
  • LOCATION, FUND, COPIES AGAIN: these values will display one final time. Next.
  • ORDER TYPE: Most common are v for vendor or d for direct order. Next.
  • RACTION: Often blank, but “g” for giftplate, “n” for notify, or “s” for reserve are common options.
  • RLOC: Enter 6. Next
  • BLOC: Enter 6. Next
  • STATUS (O): Order (o) is default, Next.
  • TLOC: Just hit Next (leave the “-“). Next.
  • VENDOR: Enter vendor code. Next.
  • IDENTITY: Whatever you enter here will show up near the order summary on the first page of the record. This is a good place to put volume information. Next.
  • VEN. ADDR: Usually no need for this. Next.
  • VEN. NOTE: Enter the full name of the vendor. If using the Amazon Corporate Card, specify “Amazon” or “Amazon Marketplace.” Follow with your initials.
  • REQUESTOR: Enter the name of individual initiating the order. Input last name, first initial (ex: JOHNSON, M.) Next
  • INTERNAL NOTE: Generally message for processing of item when received, such as routing instructions and gift plate info (see *Restricted Accounts section). Will not print on purchase order. Next.
  • The complete order record will appear. Click Save. An order record number will be generated and appear on the screen.

III. Special Instructions and Miscellaneous Circumstances

Gift/restricted accounts:
All gift/restricted accounts have a fund code that begins with an R (ex: re20 for Paul E. Taylor and rwick for Ulrich Wicks). Consult with a current Fogler Library Restricted Funds list in the share drive and insert an internal note with the name of the account. This allow the receiver to flag the book appropriately for cataloging.

Example selections if a restricted account is required:

  • FUND: Enter re20 or rtalb
  • INTERNAL NOTE: Enter: “Taylor gift plate” or “Talbot gift plate”
  • RACTION: Enter “g”