An order is a list of items you would like to purchase from a preferred supplier. Each order is specific to one supplier only.
Line Items On An Order
Each item, listed on a separate line on an order, is called a line item. Each line item should clearly describe the item in enough detail for the supplier to correctly supply what is required, in the quantity required, and the expected cost. Each line item can describe either a book or a non-book (asset) item, e.g., The Wonders of the World, a camera, a game, or a laptop computer.
When adding a line item to an order, the Order Workflow will automatically search your current catalogue first, regardless of the source
you have selected to search, to determine if a bibliographic record or an asset record for the item is already in your catalogue:
- If the bibliographic record for the item is already in your catalogue it will be retrieved and added to the order.
- If the bibliographic record for the item is not in your catalogue it to search other recorded sources.
Preparing A Book Order
When ordering a book, either the ISBN or the Title will be used to check your local catalogue to see if the bibliographic record already exists in your catalogue, i.e., check to see if you are purchasing additional copies. If the bibliographic record is not in your catalogue, then the ISBN or Title can be used to check your preferred Z39.50 source for the bibliographic record. The workflow will use your bibliographic record you choose as the basis for adding a line item.
Note: The Order Workflow will always check your catalogue prior to checking a nominated Z39.50 source for the bibliographic record.
One Title
You can add titles one at a time.
After creating a New Order or opening an Active Order, you can add and remove line items:
- Z39.50 source to search for the bibliographic record of the ISBN or title being ordered. Note: By default, My Library is the primary search source and if found remote sources will not be checked. Other sources available in the list must be recorded as possible cataloguing sources in Configure Z39.50 Sources.- Locate a bibliographic record:
- Scan the ISBN, or
- Type one or more words of the Title.
Note: An ISBN search will be precise returning zero or one record, while a Title search may return multiple records.
- the searched Z39.50 source does not have this record. You must choose another source to search and continue and If no bibliographic record can be found from your catalogue or from a Z39.50 source, you must create a suitable bibliographic record in your catalogue before creating an order.
- search for a bibliographic record for the line item. Note: If multiple records are listed you will be required to select one record to attach and use, and each record attached will be listed as a line item on the order.- no records found - the searched source does not have all the records. You must choose another source to continue or pre-catalogue the book before adding a a line item on the order.
- select record to attach as the line item.
- return to the order.- Media Type - the media category as recorded in your catalogue.
- Product Code - record product code if required. Note: Product codes may apply to non-book items and this information will only be displayed if
is checked. - Median Cost - the middle cost between lowest and highest cost of copies of this book, if any, found in your catalogue.
- Cost - record the expected cost of each copy of the book.
- Quantity - record quantity of copies required.
- delete unwanted line item.
- save individual line items or all line items in a multi-line order. Note: Additional line items can be added immediately or later.
Multiple Titles
You can add multiple titles one at a time.
After creating a New Order or opening an Active Order, you can add and remove multiple line items:
- Z39.50 source to search for the bibliographic record of the ISBN or title being ordered. Note: By default, My Library is the primary search source and if found remote sources will not be checked. Other sources available in the list must be recorded as possible cataloguing sources in Configure Z39.50 Sources.
- to record multiple ISBNs and start the search process.- Database - choose the Z39.50 source to search.
- Multiple ISBNs - scan multiple ISBNs.
- to locate matching bibliographic records.- - select records to attach as the line items.
- not all records found - the searched source does not have all the records. You must choose another source to continue or pre-catalogue the books not found before adding as line items on the order.
- - return to the order.
- Media Type - the media category as recorded in your catalogue.
- Product Code - record product code if required. Note: Product codes may apply to non-book items and this information will only be displayed if
is checked. - Median Cost - the middle cost between lowest and highest cost of copies of this book, if any, found in your catalogue.
- Cost - record the expected cost of each copy of the book.
- Quantity - record quantity of copies required.
- delete unwanted line item.
- save individual line items or all line items in a multi-line order. Note: Additional line items can be added immediately or later.
After completing line items your Library Managed order may be ready to send.
Preparing A Non-book or Equipment Order
When ordering a non-book or equipment item, the Title will be used to check your local catalogue to see if a suitable descriptive record exists in your catalogue for the item or a similarly named item, i.e., check to see if you are purchasing an additional identical non-book or equipment item. If a suitable descriptive record is not in your catalogue, then you must create it prior to creating an order.
After creating a New Order or opening an Active Order, you can add and remove line items:
- - sources to search for details of the title being ordered. Note: My Library is the only source that can be searched when ordering non-book items.
- Title - type the title used to describe the non-book item in your catalogue.
- - search and attach descriptive details for the line item. Note: If the Title word/s are associated with multiple non-book or equipment items, you will be required to select the correct descriptive record to attach and use as the description of the item you intend to order.
- - your catalogue does not have this record. You must create a suitable descriptive record in your catalogue before creating an order.
- Media Type - the media category as recorded in your catalogue.
- Product Code - record product code if required. Note: Product codes may apply to non-book items and this information will only be displayed ifis checked.
- Median Cost - the middle cost between lowest and highest cost of these items, if any, found in your catalogue.
- Cost - record the expected cost of each copy of the item.
- Quantity - record quantity of items required.
- - delete unwanted line item.
- - save individual line items or all line items in a multi-line order. Note: Additional line items can be added immediately or later.
After completing line items your Library Managed order may be ready to send.