CREATING PURCHASE ORDERS FOR MEMBERSHIPS RECEIVED AS CONTINUATIONS

CASE #1  |  CASE#2


CASE #1: Payment is made on the membership record and one or more items are received

Create the purchase order for the membership, with "MB" preceding the PO number; PO Type is "Continuation" and Line Item Type is "Membership". Price is $0.00.
 
 

This is assuming that a bibliographic record is in the database for the membership. If there is not a record, create a record using the membership template (Line item / add / new / membership) and add this to the purchase order. Suppress the bibliographic record from the OPAC.

For an Ebsco title, opening up the Line Item Type takes you to the Vendor Title # box. Complete: nine digit title number, a comma, and the two digit subscriber code (nnnnnnnnn,sc). In the Vendor Reference Number box enter:

Agent's Subscription Number (SNA) and then DA7240000 (followed by the two digit subscriber code and the nine digit title number).

Enter the start date, subscription length, and renewal date, if known, and check the "Automatic Renewal" box on this screen. Since payment will be made here, approve the PO. The Membership PO must also be "Received" since nothing will actually be checked in on this membership record. Do this right after approving the PO.

For each item that is received and checked in that comes with the Membership, create a purchase order. On these purchase orders, the 2 letters that precede the PO number will be determined by whether the item is a standing order (use "SO") or a periodical (use "PR"). These purchase orders will contain two line items: the item itself and the membership pulled over for informational purposes only. The PO Type will be "Continuation" and the Line Item Type will be "Standing Order" or "Subscription", depending on if the item is a standing order or a periodical. All prices remain at $0.00.

For an Ebsco title, do not enter any information in the Vendor Title # field or in the Vendor Reference Number area since this is not the title where the payment is made; Ebsco needs only the title number where the payment is, for claiming purposes. The title looks like this:

Whereas, the line item for "Membership" looks like this:

The Membership title number is inserted ONLY in the "Vendor Title #" field for informational purposes; this will allow you to view the order for claiming and easily find the payment record and title number. Entering data in this field will not effect the EDI process for payment, since EDI will only be looking in the "Vendor Reference Number" field. Only the payment record should have this field filled in. To add the "Membership" as a line item on this purchase order, do "Line item / add / bib search". This purchase order can remain pending since payment will not be made on it.

The second title on this same Membership would appear like this:

The Newsletter "Line Item Type" of subscription contains no title number information:

The Membership Line Item Type of Membership contains the payment/claiming number:


 
 
 
 
 
 

CASE #2: Payment is made on a title that includes a membership or membership and other title(s)

Create the purchase order for the title where the payment is made, with either "SO" or "PR" preceding the PO number, depending upon whether it is a standing order or a periodical. PO Type is "Continuation" and Line Item Type is "Standing Order" or "Subscription". Price is $0.00

For an Ebsco title, opening up the Line Item Type takes you to the Vendor Title # box. Complete: nine digit title number, a comma, and the two digit subscriber code (nnnnnnnnn,sc). The Vendor Reference Number should read: Agent's Subscription Number (SNA) and then DA7240000 (followed by the two digit subscriber code and the nine digit title number). Enter the start date, subscription length, and renewal date, if known, and check the "Automatic Renewal" box on this screen. Since payment will be made here, the PO needs to be approved. Do not receive on this record, however, since it will be checked in through the Serial Check in module.

The Membership that comes with this title looks like this:

For an Ebsco title, do not enter any information in the Vendor Title # field or in the Vendor Reference Number area since this is not the title where the payment is made; Ebsco needs only the title number where the payment is, for claiming purposes. The title would look like this for the membership:

Whereas, the line item for the "Journal of American Folklore" looks like this:

The journal title number is inserted ONLY in the "Vendor Title #" field for informational purposes; this will allow you to view the order for claiming and easily find the payment record and title number (with the payment title). Entering data in this field will not effect the EDI process for payment, since EDI will only be looking in the "Vendor Reference Number" field. To add the "Journal" as a line item on this purchase order, do "Bib Search" and pull it over. This purchase order can remain pending since payment will not be made on it.

Any other titles that come with this paid title, will be set up like the "Membership" above except that they will either have a Line Item Type of "Subscription" or "Standing Order", depending upon what they are. These purchase orders would also be kept pending since they are not where the actual payment resides.
 
 
 

KM, 06/19/2000

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Last updated 06/29/2000