Acquisitons Module DRAFT

We would expect for the above three ways of ordering that: Essential
o System will perform a duplication check against existing order records and bibliographic records  
bibliographic records indicating exact and near matches in the database, in one search  
indicating exact and near matches in the database, in one search  
o We would have ability to indicate type of material being ordered, ex: monograph, serial, Essential
recording, etc., and subsequently run receipt statistics from this field  
o We would have ability to indicate variety of formats, ex: print, microfilm, CD, etc. Essential
o We would have ability to view ENTIRE title field Important
o We would be able to charge the order to one or multiple funds (by $ amount or %) Essential
o We would be able to order multiple copies for multiple locations Essential
o We would be able to order multiple volumes or pieces Essential
? We would be able to put in notes at least 2000 characters long (for special Important
receipt processing, i.e. reserve, requester, etc.) Vendor memos may  
have to be shorter to accommodate printed purchase orders  
   
Demonstrate how foreign currency is indicated on an order and how to view equivalent in US dollars             
YALE UNIVERSITY FUNCTIONALITY - ACQUISITIONS "DRAFT"  
   
We would like you to demonstrate for us how your system handles:  
   
I. Interface/Parameter Functions/Configurations  
II. Ordering  
III Maintenance  
IV. Receiving/Returns  
V. Invoicing  
VI. Vendor Records  
VII. Statistics and Reports  
VIII. OPAC Display of Orders  
IX. Automated Acquisitions (GOBI)  
   
We will test and evaluate your system’s performance based upon each of these by verifying that the  
following specific functions exist and by testing the validity of the data.  
   
I. INTERFACE/PARAMETER FUNCTIONS/CONFIGURATIONS STANDARDS  
How does the interface look for all functions on all screens?  
Can the interface be configured for an individual at a local workstation?  
   
II. ORDERING RATING
   
Demonstrate how to create an order for a new title, not already in the database. Essential
We would expect that the coding is not case sensitive Desirable
Demonstrate how to order a second or replacement copy of a title already in the database. Essential
Demonstrate how to create an order for a title by retrieving the MARC records from an outside source, Essential
such as OCLC, RLIN MARCIVE, etc..  
   
We would expect for the above three ways of ordering that: Essential
o System will perform a duplication check against existing order records and bibliographic records  
bibliographic records indicating exact and near matches in the database, in one search  
indicating exact and near matches in the database, in one search  
o We would have ability to indicate type of material being ordered, ex: monograph, serial, Essential
recording, etc., and subsequently run receipt statistics from this field  
o We would have ability to indicate variety of formats, ex: print, microfilm, CD, etc. Essential
o We would have ability to view ENTIRE title field Important
o We would be able to charge the order to one or multiple funds (by $ amount or %) Essential
o We would be able to order multiple copies for multiple locations Essential
o We would be able to order multiple volumes or pieces Essential
? We would be able to put in notes at least 2000 characters long (for special Important
receipt processing, i.e. reserve, requester, etc.) Vendor memos may  
have to be shorter to accommodate printed purchase orders  
   
Demonstrate how foreign currency is indicated on an order and how to view equivalent in US dollars  
   
Demonstrate what happens if a staff member who does not have ordering permission  
tries to order a new title  
   
Demonstrate what happens when:  
o There is not enough money in the fund. Ex: order a $25 book against a fund with $10 balance.  
o A fund is getting near $0 balance. Ex.: order a $50 book against a fund with a $55 balance  
o A book is ordered that costs over a certain dollar amount specified by us. Ex: over $100.  
We would expect to get be able to set up and receive some kind of alert for each of Essential
above circumstances.  
   
Demonstrate what happens if one tries to create an order and there is no library designation  
We would expect that the order will not be created. Essential
   
Create an order and display how the purchase order # is assigned.  
We would expect ability to choose whether the system assigns the number or the Essential
staff person has the ability to override system and assign the number. We need  
to be able to use the serials order numbers currently in place  
   
Demonstrate how related files are updated with new order information  
Ex: Show how order displays in the OPAC  
Show how fund encumbrances are affected  
Show how vendor statistics change, e.g., # of open orders  
We would expect that all appropriate files would be updated in real-time. Essential
We would expect to be able to create and save an order, print it after it has been revised Desirable
   
Demonstrate the actual output of the order, i.e., show an example of both a  
paper purchase order for mailing and an electronic version of an order for transfer to vendor  
We would like flexibility in choosing which fields print out on an order. For example, Essential
the vendor account number.  
We would expect to be able to suppress some fields, for example, the default price. Essential
   
   
III. ORDER MAINTENANCE  
   
?Demonstrate how your system retrieves an existing order.  
We would expect that exact matches would retrieve the order, Essential
whereas near matches would display a browse screen.  
We would expect to see clearly on the initial retrieval screen: Essential
Author, title, edition, publisher, year, price; easy access to notes, invoice, vendor  
and order history; current status of order (on order,  
claimed, backordered, received, cancelled, invoiced, paid) and relevant dates.  
   
??Demonstrate how to edit/update an existing order  
o Add a patron request and mark order Rush Essential
o Claim an order Essential
o Add a status report to an order Essential
o Change the title Essential
o Change the price Essential
o Cancel an order Essential
o Edit, update and add both a Processing Note and a Cataloging Note Essential
Change the fund Essential
   
We would expect that claims and vendor reports would be easy to add, update Essential
the order status and estimated delivery  
date automatically, and clearly display the new status on the initial retrieval screen of the order.  
We would expect that title changes would automatically be reflected in the OPAC. Essential
We would expect that price changes would adjust encumbrances accordingly Essential
We would expect automatic generation of a cancel letter, removal of the record from the OPAC, Essential
and committed money freed from encumbrance  
We would expect that only one authorized person can edit/update an order record at a time Essential
We would expect that the order record would be available only for viewing Important
while it is still open at another workstation  
We would expect that the system will indicate who or which workstation has the open record Important
 
??Demonstrate how claiming is done – automatically and on demand  
We would expect that claims would be generated automatically for orders not Important
filled by expected delivery date  
We would expect that we would be able to overide the generation of automatic claims Essential
We would like to see an example of a claim letter and a report listing all orders needing to be claimed. Essential
   
??Demonstrate how one views the history of an order – order date, updates, claims, cancellations Essential
and the name of staff member who performed each function  
   
??Demonstrate how to re-order a title that the original vendor can’t supply  
We would expect that the vendor and dates would update automatically and that the prior Essential
ordering history would be maintained in the record,  
, as well as history of where and when an order was sent.  
   
??Demonstrate how to re-order something that was only partially filled. Essential
Ex: We ordered “Journal of Fluid Mechanics, v.1 #1-4. Vendor could supply only Important
#2 & 3; we would like to try a different vendor for #1 & 4.  
We would expect easy editing of original order to reflect what was actually received. Desirable
We would expect to easily transfer order history from original order to new order. Desirable
Alert that something is going to expire (for subscriptions, standing orders). Desirable
We would expect an alert or a report that could be generated to tell us payment has not been made Essential
for the coming subscription year, Or that no payment activity has occurred on an order  
in a specified amount of time, e.g., no payments recorded within the last year.  
   
??Demonstrate what happens when a staff member without updating permissions  
tries to update an order.  
o Can updating by staff be restricted to certain fields? For example, can some staff be allowed Essential
to add a patron request note but NOT be allowed to do a vendor change?  
   
   
IV. RECEIVING/RETURNS  
   
??At point of receipt, we would like to view as much information as possible on the main receiving screen.  
   
Demonstrate how your system allows us to view full bibliographic information, Essential
price, vendor, number of volumes, number of copies, cataloging or other notes,  
any relevant status messages (e.g., already received in acquisitions).  
We would like flexibility in receiving multi-part orders. For example: if Essential
an item was received for what was  
thought to be a single-volume title, but we later discovered that a 2nd volume exists.  
   
o Demonstrate how we might re-label that initial receipt as a “part 1”, and then Essential
receive the 2 nd volume as a “part 2.”  
   
?Demonstrate how your system removes an estimated delivery date from  
an order, when that order is being received.  
We would like status (e.g., from “on order” to “received, in process”) of a received Essential
order to appear in the catalogue as soon as possible  
o Comment on and demonstrate the time lapse needed in your system to  
accommodate this change in status.  
   
??When returns are necessary, we would like to have specific reason for return Desirable
attached to the online return transaction  
??We would also like—at point when online return is being done—to have access to Desirable
vendor's guidelines for returns and to have option for automatic generation of a return letter.  
? We would expect to be able to retrieve records by local control numbers. Desirable
(Yale assigns shelving numbers to newly  
received books that have no cataloging copy. They are called "frontlog nos.")  
o Demonstrate how your system might satisfy these needs.  
   
   
   
V. INVOICING  
   
It will be necessary for us to build invoices online at any stage in order fulfillment Essential
(i.e., before order receipt, during order receipt, or after order receipt).  
We would like the flexibility to suppress invoices. Some invoices are created Essential
not to generate checks but to show how the book was paid for,  
i.e.. charged against prepayments, deposit accounts, etc.  
o Demonstrate how your system will offer flexibility in this area.  
   
??We would like ability to tag certain invoices for RUSH payment Desirable
o Demonstrate how your system might accommodate this.  
   
We would like to search for invoices in a variety of ways—by invoice nos., Essential
by purchase order nos., by vendors  
o Demonstrate the variety of invoice searches available in your system.  
   
??We would like flexibility in entry and completion of invoices. For example, Essential
it may be necessary to begin an invoice entry, exit that entry,  
and then return to the entry at a later point for completion.  
It will also sometimes be necessary to make corrections to invoice entries.  
o Demonstrate your system’s flexibility in these areas.  
   
??We would like to have the ability to interface invoice functions in our Essential
system with other accounting systems at Yale.  
o Comment on (or if possible demonstrate) your system’s compatibility with other  
accounting systems (example: ORACLE)  
   
With some of our vendors, invoices contain both Monograph and Serial charges. Essential
We need to debit the Monographs account separate from the Serials account.  
Demonstrate how your system allows us to distribute costs to a Monograph budget  
and Serials budget for an invoice that contains multiple items (a serial and a monograph)  
as well as the shipping and handling charges to a separate account.  
   
Demonstrate both the number of characters or digits that the invoice number field Essential
in your system will accept and your system's ability to distinguish between  
invoice numbers assigned by a vendor and those “made up” by library staff  
(Invoice numbers are “made up” when an invoice arrives without a number or the  
number already exists in our system and we have to edit it in some way to make it unique.)  
We expect that your system will accept an alpha/numeric invoice no. Essential
   
??If line items are not entered in sequential order on a particular invoice.  
o Demonstrate how your system can then re-sort them—according to page/line numbers  
.  


Last Updated on 8/22/00
By Edita Baradi
Email: edita.baradi@yale.edu