CANCELLATION OF FIRM ORDERS
The Vendor Relations Team uses this procedure when notified by a vendor or publisher that an on-order item is no longer available because of one of the following reasons: out-of-print, out-of-stock indefinitely, publication canceled or no longer distributed by them. The procedure is also used when a decision within the library is made to cancel an order or cancel and reorder from another source.
Generating a cancellation problem list from purchase order line items
- Open Catalog module.
- Open Acquisitions module.
- Select Search Orders from List Bar.
- Search by PO Number or Bibliographic Info to display item(s) on PO.
- Click the line item copy(ies) to Mark for cancellation.
- Click Recv/Mark button.
- Select copy(ies) to Mark.
- Click Mark Reason drop-down menu button and select Cancel.
- Click Mark.
- Click Close.
- Click Details.
- Select Problems tab.
- Highlight Vendor Name.
- Click Generate Cancel to generate Cancellation Notice to print and change line item status on PO from Approved to Canceled.
- Any Systems Cancels, Systems Claims or regular Claims will be removed from the Problems list at this time.
- Click Unmark to remove copy from Problems list if you decide not to cancel.
Completing cancellation process in Acquisitions and Cataloging modules
- Click Details.
- Canceled appears in line item on PO in a different color.
- Select Canceled line item.
- Click Details.
- Select Notes tab; on a separate line in Notes, enter reason for cancellation in an abbreviated form, date on cancellation notice and initials of person processing cancellation.
Example:OP;10/13/03 per vdr/ga.
- Click Save.
- Click Bib Record tab.
- Click Marc; record appears in Catalog module.
- Click Hierarchy; Retrieve Bib.
- Click System; Click Suppress from OPAC.
- Do not suppress Bib if another copy is cataloged on the record.
- Do not suppress Bib with established serial and set records.
- Click Save to DB.
- Click Hierarchy; Retrieve MHLD.
- Space after location and enter cancellation note.
Example: |x CANCELED;OP
- Click System; Click Suppress from OPAC.
- Do not suppress MHLD if it has a call number.
- Do not suppress MHLD with established serial and set records.
- Click Save to DB.
- Close Bib.
Preparing cancellation statistics
- Count each item on printed Cancellation Notices and record count on statistics sheet.
- Mail Cancellation Notices to vendor when library initiates cancellation.
- Turn in count to Vendor Relations team leader at end of each month for statistical data portion of the Monthly Report.
GWA 10/13/2003
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