Set-Up for Order

Unicorn WorkFlows Version 2002.0.17.1
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Set Properties

- On Acquisitions toolbar, point arrow to button with brown box of books (Order Information and Maintenance should pop up when touched with arrow) and click to pull down Acquisitions wizards’ toolbar.

- On Acquisitions wizards’ toolbar
, point to brown box of books with pencil point (Create Basic Order should pop up when touched with arrow), right click to pull down options, arrow down to properties and hit “enter” or point and click on “properties”; a window should pop up.

In window (Create Basic Order: Set Properties), a “Behavior”, “Defaults”, & “Helpers” tab should be displayed. The “Behavior” tab window should be open. If not, point and click on the “Behavior” tab to open the window.

Under “Behavior” tab,
“Auto-generated order ID”, “Create new order after finish”, “Enter date ready, date to claim, and date to cancel upon finish”, “Show order extended information”, & “Use quantity matching for order maps” should all be checked.

Under [Title Lookup Options],
“Identify Title Record Options” should be checked and the round button next to “Item Lookup” should be marked with a black circle. If not, point and click on that button.

“ Add Temporary Title” should also be checked.
Click on “ Add Temporary Title” to pull up additional default properties.

Under “Defaults” tab,
For “format:”, BOOK should be displayed and “descriptive labels” should be checked.

Under [Call number/Volume defaults],
For “library:”, choose appropriate library.

For “class scheme:”, choose “LC”.

[Copy defaults] & [Optional Fields] do not appear to be changeable.

Click on “Behavior” tab, “Display defaults” & “Auto-generate temporary XX call numbers” should be checked.

Click on “Helpers” tab, “Shadow Options Helper” should be checked. Click OK 1 or hit enter.

Click on “Defaults” tab.

Under [Lookup Preferences],
For “Preferred search type:”, the round button next to the “Search” option should be marked with a black circle. If not, point and click on that button.

For “Preferred search index:”, Title should be displayed. If not, click on the box with the down arrow and click on “Title”.

Next, scroll down with the “page down” button or by pointing and clicking on the down arrow on the scrollbar to bottom of bar.

Under [Order Basic Info],
Leave “vendor ID:” blank.

For “order type:”, REGULAR should be displayed. If not, click on the box with the down arrow and click on “REGULAR”.

For “date ready:”, NEVER should be displayed. If not, click on the wizard next to that field and click on the button next to “NEVER”. Click OK 1 or hit enter.

For “date mailed:”, NEVER should be displayed. If not, click on the wizard next to that field and click on the button next to “NEVER”. Click OK 1 or hit enter.

Under [Orderline Information],
For “bib entries:”, ACQ should be displayed. If not, click on the wizard next to that field and click on “ACQ”. Click OK 1 or hit enter.

For “date mailed:”, NEVER should be displayed. If not, click on the wizard next to that field and click on the button next to “NEVER”. Click OK 1 or hit enter.

Under [Segment Information],
For “fund ID:”, when doing a large purchase order, click on the wizard next to that field and enter either the Fund ID or the Fund Name. Click OK 1 or hit enter. Click on the appropriate fund to highlight and click OK 1 or hit enter.

For “holding code:”, click on the box with the down arrow and click on appropriate code.

“Prepay”, “Receiving”, & “Loading” should all be checked if you wish to perform these functions at the time of creating the orderline.

Next, scroll up with the “page up” button or by pointing and clicking on the down arrow on the scrollbar to top of bar.

Click on “Helpers” tab, “Display Bibliographic Description Helper”, “Order Extended Information Helper”, “Show Set Options for Item Lookup Helper”, & “Find a Holding Code Helper” should be checked.

Click on “Display Bibliographic Description Helper” to pull up additional default properties.

Under [Bibliographic Display Option Defaults],
For “library:”, ALL should be displayed. If not, click on the box with the down arrow and click on “ALL”.

For “entries:”, ALL should be displayed. If not, click on the box with the down arrow and click on “ALL”.

For “shadow:”, the round button next to the “Both” option should be marked with a black circle. If not, point and click on that button.

“all volumes”, “holdings”, “all copies”, “fixed fields”, & “order summary” should all be checked. Click OK 1 or hit enter.

Click on “Show Set Options for Item Lookup Helper” to pull up additional default properties.

Under [Lookup options defaults],
For “shadow:”, the round button next to the “Both” option should be marked with a black circle. If not, point and click on that button.

For “sort by:”, the round button next to the “Title” option should be marked with a black circle. If not, point and click on that button.

Under [Browse option defaults] & Under [Call number browse option defaults],
For “shelving scheme:”, LC should be displayed. If not, click on the box with the down arrow and click on “LC”.

For “max calls to skip:” entered desired amount.

Under [Display option defaults],
For “library:”, ALL should be displayed. If not, click on the box with the down arrow and click on “ALL”.

For “shadow:”, the round button next to the “Both” option should be marked with a black circle. If not, point and click on that button.

For “view of records:”, ALL should be displayed. If not, click on the box with the down arrow and click on “ALL”.

For “order of call#:”, the round button next to the “Ascending” option should be marked with a black circle. If not, point and click on that button.

For “orders:” & “holdings:”, the round buttons next to the “Yes” option should be marked with a black circle. If not, point and click on those buttons.

Click OK 1 or hit enter.
Click OK 1.

- On Acquisitions wizards’ toolbar, point to brown box of books with pencil eraser ( Modify an Order should pop up when touched with arrow), right click to pull down options, arrow down to properties and hit “enter” or point and click on “properties”; a window should pop up.

In window (Modify Order: Set Properties) , a “Behavior”, “Defaults”, & “Helpers” tab should be displayed. The “Behavior” tab window should be open. If not, point and click on the “Behavior” tab to open the window.

Under “Behavior” tab,
“Enter date ready, date to claim, and date to cancel upon finish” should be checked.

Under [Title Lookup Options],
“Identify Title Record Options” should be checked and the round button next to “Item Lookup” should be marked with a black circle. If not, point and click on that button.

Add Temporary Title” should also be checked.

Click on “Add Temporary Title” to pull up additional default properties.

Under “Defaults” tab,
For “format:”, BOOK should be displayed and “descriptive labels” should be checked.

Under [Call number/Volume defaults],
For “library:”, choose appropriate library.

For “class scheme:”, choose “LC”.

[Copy defaults] & [Optional Fields] do not appear to be changeable.

Click on “Behavior” tab, “Display defaults” & “Auto-generate temporary XX call numbers” should be checked.

Click on “Helpers” tab, “Shadow Options Helper” should be checked. Click OK 1 or hit enter.

Click on “Defaults” tab.

Under [Order Lookup Preferences],
For “Preferred search type:”, the round button next to the “Search” option should be marked with a black circle. If not, point and click on that button.

For “Preferred search index:”, Order ID should be displayed. If not, click on the box with the down arrow and click on “Order ID”.

For “Item library:”, ALL should be displayed. If not, click on the box with the down arrow and click on “ALL”.

Under [Item Lookup Preferences],
For “Preferred search type:”, the round button next to the “Search” option should be marked with a black circle. If not, point and click on that button.

For “Preferred search index:”, Title should be displayed. If not, click on the box with the down arrow and click on “Title”.

For “Item library:”, ALL should be displayed. If not, click on the box with the down arrow and click on “ALL”.

Next, scroll down with the “page down” button or by pointing and clicking on the down arrow on the scrollbar to bottom of bar.

Under [Order Basic Info],
For “date ready:”, NEVER should be displayed. If not, click on the wizard next to that field and click on the button next to “NEVER”. Click OK 1 or hit enter.

For “date mailed:”, NEVER should be displayed. If not, click on the wizard next to that field and click on the button next to “NEVER”. Click OK 1 or hit enter.

Under [Orderline Information],
For “bib entries:”, ACQ should be displayed. If not, click on the wizard next to that field and click on “ACQ”. Click OK 1 or hit enter.

For “date mailed:”, NEVER should be displayed. If not, click on the wizard next to that field and click on the button next to “NEVER”. Click OK 1 or hit enter.

Under [Segment Information],
For “fund ID:”, when doing a large purchase order, click on the wizard next to that field and enter either the Fund ID or the Fund Name. Click OK 1 or hit enter. Click on the appropriate fund to highlight and click OK 1 or hit enter.

For “holding code:”, click on the box with the down arrow and click on appropriate code.

“Prepay”, “Receiving”, & “Loading” should all be checked if you wish to perform these functions at the time of creating the orderline.

Next, scroll up with the “page up” button or by pointing and clicking on the down arrow on the scrollbar to top of bar.

Click on “Helpers” tab, “Display Bibliographic Description Helper”, “Order Extended Information Helper”, “Show Set Options for Item Lookup Helper”, & “Find a Holding Code Helper” should be checked.

Click on “Display Bibliographic Description Helper” to pull up additional default properties.

Under [Bibliographic Display Option Defaults],
For “library:”, ALL should be displayed. If not, click on the box with the down arrow and click on “ALL”.

For “entries:”, ALL should be displayed. If not, click on the box with the down arrow and click on “ALL”.

For “shadow:”, the round button next to the “Both” option should be marked with a black circle. If not, point and click on that button.

“all volumes”, “holdings”, “all copies”, “fixed fields”, & “order summary” should all be checked. Click OK 1 or hit enter.

Click on “Show Set Options for Item Lookup Helper” to pull up additional default properties.

Under [Lookup options defaults],
For “shadow:”, the round button next to the “Both” option should be marked with a black circle. If not, point and click on that button.

For “sort by:”, the round button next to the “Title” option should be marked with a black circle. If not, point and click on that button.

Under [Browse option defaults] & Under [Call number browse option defaults],
For “shelving scheme:”, LC should be displayed. If not, click on the box with the down arrow and click on “LC”.

For “max calls to skip:” entered desired amount.

Under [Display option defaults],
For “library:”, ALL should be displayed. If not, click on the box with the down arrow and click on “ALL”.

For “shadow:”, the round button next to the “Both” option should be marked with a black circle. If not, point and click on that button.

For “view of records:”, ALL should be displayed. If not, click on the box with the down arrow and click on “ALL”.

For “order of call#:”, the round button next to the “Ascending” option should be marked with a black circle. If not, point and click on that button.

For “orders:” & “holdings:”, the round buttons next to the “Yes” option should be marked with a black circle. If not, point and click on those buttons.

Click OK 1 or hit enter.
Click OK 1.

Properties for ordering functions should now be set. You may have to make some adjustments if these do not work.

Create Orderline Record

(These procedures are for retrieving and creating orderlines for monographic titles already exported from CatME.) (See other procedures for creating a ‘ BRIEF ’ or ‘ Temporary Title ’ and orderline for monographic items with no suitable record in CatME, or for Scores, CDs, or Media (VHS or DVD.)

- On Acquisitions wizards’ toolbar, point to brown box of books with pencil point (Create Basic Order should pop up when touched with arrow), and click to open “Create Basic Order” window.

In window (Create Basic Order: Item Lookup) , cursor should be in search box. Omitting “a”, “an”, and “the” from the beginning, enter title. Now, either point arrow and click OK 1, Type alt 1, or hit enter.

Point and click on the appropriate title and click View 1. A “vols/copies” window should be visible with (ON ORDER) in front of the call number.

Point and click on the “Description” tab to open window.

Compare order information to marc record for:

Key (OCLC #)

020 ISBN (if available)

100 Author (if available)

245 Title and editor (if no author)

260 Publisher & Pub Date

If all information matches, point and click on the “vols/copies” tab to re-open window.
Click on Order This Title 1.

In window (Create Basic Order: Enter Order Information) , enter appropriate “vendor ID:”. If ID is unknown, click on the wizard next to that field and enter vendor name. Click on the appropriate vendor to highlight and click OK 1 or hit enter.

Order type(REGULAR) and fiscal cycle should already be displayed from properties set-up.

If ordering for Cook Library from Midwest or Book House click on Add Order Extended Info 1 and continue to next instruction. If ordering from another vendor, click on Add Orderline 2 and skip down to instructions… “Under [New Orderline]”.

In window (Create Basic Order: Enter Order Extended Info) , put invoicing Instructions for appropriate fund in which the purchase order is being ordered for. Exp.: (*INVOICE FOR ACCT. #01*). Click OK 1 or hit enter.

Under [New Orderline],
For “unit price:”, enter price provided from order information.

Under [Additional Orderline Information],
For “NOTE”, enter the appropriate 3-letter department code in all caps. [NOTE - exp.: (ART (for Art)]. (SEE: supplied list of department codes.) Also, enter any special instructions: special formats, rush ordering or processing, notification to someone when item processed, special cataloging instructions, more that one volume or copy, specific volume of multi-volume set, etc. ((If entering additional information in “note” field, always skip at least one space after 3-letter department code for unique selection with future reports.)

For “FORMAT”, enter the appropriate format in all caps. [FORMAT- exp. BOOK (for book)] (SEE: supplied list of formats on style guide.)

Click Continue 1 or hit enter.

Under [Fundings and Distributions],
“fund id:” and “holding code:” should be set from setting properties. If correct fund and code are displayed, skip next step. If not, enter correct fund and holding code or click on the wizard next to “fund id:” or the box with the arrow next to “holding code:” and choose the correct fund and code.

After fund and holding code are set, click Confirm 1 or hit enter.

In window (Create Basic Order: PO #(exp. L8512) Summary), Order ID, Vendor ID, etc. and [Successful Orderlines] should be displayed.

Click Add New Orderline 1 to add additional lines. Repeat “Item Lookup” and orderline creation for each item.

When finished, click Finish 5 and then OK 1.

E-mail person in charge of generating purchase orders that the orderlines are finished and supply PO # and attachments of the eOrders or request cards for verification.

If you need to add additional orderlines to an existing purchase order either after you have closed the “Create Basic Order:” window or on another day, you must proceed through the “Modify an Order” wizard. (See instructions below.)

Adding Additional Orderlines

(These procedures are for adding orderlines to an existing purchase order.)

On Acquisitions wizards’ toolbar, point to brown box of books with pencil eraser ( Modify an Order should pop up when touched with arrow), and click to open “Modify Order” window.

In window (Modify Order: Select Search) , cursor should be in search box. Enter purchase order number. Now, either point arrow and click OK 1, type alt 1, or hit enter.

In window (Modify Order: Displaying PO #) , click on Add Orderline 2.

In window (Modify Order: Item Lookup) , cursor should be in search box. Omitting “a”, “an”, and “the” from the beginning, enter title. Now, either point arrow and click OK 1, Type alt 1, or hit enter.

Point and click on the appropriate title and click View 1. The “description” window should be visible. Proceed from the ‘Compare order information…’ point and go forward to complete the purchase order.

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