Scope: This document outlines the procedure that LTS Acquisitions staff follow when processing a credit for materials that were not supplied or were returned to vendor.
Contact: Gary Branch
Unit: Acquisitions, Ordering
Date last reviewed: 03/12/07
Date of next review: March 2008
- Determining the Selector
- Cancelling the Order
- Adjusting the Records
- Handling the Printed Cancellation Letter
- Notifying the Selector
- Determining the Selector
The selector information is often available in the vendor report or in the original order, if it is still at hand. If the selector information is known, proceed to B. If not, follow the steps below:
1. Search the fund code through Ledgers and Funds of the Voyager Acquisitions module.
2. Locate the name of the selector in charge of the fund (Listed as Parent Fund).
B. Cancelling the Order
- In the purchase order in Voyager, make a notation in the line item Internal Notes field, with the following information:
a. The reason the title was cancelled Example: Out-of-Print (or "OP") Out-Of-Stock Indefinitely (or "OSI") Publication Abandoned (or "PA")
b. The phrase, "Order Cancelled" (or "OC")
c. Your netID and Today's date (use macro) Example: OP, OC, pca1 Nov 05 2003
- Cancel the title from the purchase order following the cancellation guidelines.
C. Adjusting the Records
- When the cancelled title is the only holding associated with a bibliographic record, suppress both the bibliographic AND the holdings records.
- When the cancelled title is associated with a bibliographic record that has multiple locations, suppress ONLY the holdings associated with the order. In the Suppressed Holdings record, add a subfield "x" next to the Location and in the note, "OC", the reason for cancellation, your netID, and today's date. Example:
$x SUPPRESSED- PA, OC pca1 Feb. 14 2002.
D. Handling the Printed Cancellation Letter
Since the cancellation is triggered by a vendor notification, it is not necessary to mail a printed cancellation letter to the vendor. Consequently, printed cancellations resulting from vendor reports are discarded. If a cancellation needs to be sent to the vendor, leave a note in the "Stop Box" indicating:
- Purchase order number
- Vendor name
- Number of line items cancelled from Purchase order
The cancellation will be sent the following day by the designated staff member. Example:
"SEND CANCELLATION: PO 132443 Harrass/e 2 line items"
E. Notifying the Selector
- E-mail the ordering selector to ask whether the Ordering Unit should initiate a search and quote (S&Q) process for the cancelled title. Include PO number, title, and bibliographic record number for the publication in the e-mail.
- If the original vendor's report is used to contact the selector, simply write:
"Vendor Cancelled (OP)"-- S&Q" - If the selector would like a copy of the item from the Out of Print (OP) market, route the selector’s response with a copy of the bibliographic record and the fund info to the designated staff for action.
- If the selector does not want a copy from the OP market, discard the cancellation notification from the vendor.
