NOTE: To minimize the occurrence of split invoices, we have started the practice of ratifying/ordering different funds on different days. For FY 2013-2014, the schedle was Wynn funds on Wednesday, Lambuth funds on Friday, and regular funds Monday, Tuesday, and Thursday. This split is primarily for Coutt's items, as other vendors will split our invoices based on fund code. It is also important to remember that ratifying ≠ ordering. Items are not ordered until the FTP process is complete; so, you could ratify foundation and regular funds on the same day, but DO NOT FTP foundation and regular funds on the same day.
1. Login to the GenAcqUM Oasis account (Refer to vendor record for log in information)
2. From the menu on the left, select the "Authorize Orders" list. This is where you will find titles awaiting ratification.
3. Sort the list by title and scan for duplicates. If you locate a duplicate entry, delete one.
4. Review each item on the list for the following:
a. Search for the title in Sierra.
If there are no matches - proceed to part b below
If there are matches -
Is the item in Oasis a newer edition? - proceed
Is the item owned by a different location (Jackson State, Lambuth, etc.)? - proceed
Is our item missing, lost & paid, etc.? - proceed
Is the record in Sierra for an e-book? - confirm with the selector that they did not want to order an additional hard copy.
If they did not, delete the item from Oasis.
If the search in Sierra indicated that we have a copy of the exact item selected in Oasis, and ours is not
missing or otherwise unavailable, confirm with the selector that they did not wish to order an additional copy.
If they did not, delete the item from Oasis.
If they did, add the Internal Note "Added Copy," check the box to Allow Duplication, and change the receive
action to "a."
b. In the Title Details for the item, click the blue arrow located next to the 10-digit ISBN.
This will search our catalog for the ISBN, and should yield 0 results unless this item is owned by another location or is
an added copy/replacement.
c. Is this item a hardback?
If yes - proceed
If no -
ONLY AVAILABLE IN PAPERBACK: Add an Internal Note to indicate that the item is paperback, i.e. "Pbk"
HARDBACK AVAILABLE:
Change to cloth if any of these apply:
1. Item is over 300 pages
2. The price difference between hardback and paperback is less than $50.00
d. Is the item labeled iFound/Out of Print? (see lower right corner of image)
If no - proceed
If yes - Add an Internal Note to indicate that this item is out of print, i.e. "OP"
e. If the item is hardback and not OP, note the publisher. Consult order routing guide (located on shared drive) and update the Internal Note as needed.
For example, an item from University of California Press would have the Internal Note "Book House"
f. Check the Title Details for anything out of the ordinary.
Is it in English? Is there a price listed? Does the bibliographic format match?
Is it Large Print? Is the price in US dollars? What size is it? (< 20 cm = Mass Market pbk.)
Is it Not Yet Published? Is it a workbook? Etc.
g. Are the fund code and location code correct?
For example:
Does is say that it came from the list "Foreign Language requests," but it is on a fund code for Biology?
Is it on a fund code for Reference, but the location is the Music Library?
These are issues you may need to investigate with the selector.
h. After making any necessary notes or changes, be sure to click the Save Order Info for: THIS TITLE button, to save any changes you have made.
5. Once you have checked all of these details for the item, and have added the appropriate Internal Notes or made any appropriate
changes, hover over the Action arrow
And select Shopping Cart Now
6. Proceed to ratify the remainder of the list.