LibGuides: ACS Workflows: Acquisitions: Rare Books and Manuscripts Library (RBML) Firm Orders

Rare Books and Manuscripts Library (RBML) Firm Orders

Create PO as usual.
RBML staff will usually provide an OCLC number. For these orders, we use the OCLC record given by RBML – Acquisitions does not choose a different record, even if the RBML provided record is inconsistent with standard local practices. RBML catalogers will address this. If no OCLC number is provided, create a short bib.
Order form notes may list as "On Hold with Vendor" - this should be included in the Vendor Line Item Notes
Line Item Notes (internal) should state "RBX / DO NOT MARK OR CATALOG / NOTIFY RBML"
Update the Firm Orders Outstanding Shipping List on the G: Drive - G:\AcqCatPres\Acq\Rare Books\RBML_Shipping_List.xlsx
Send PO as usual to Vendor.
Normally we do not do pre-orders, but if RBML sends in a pre-order, easier to do order, but also check fund–if special fund, can use anytime unlike state funds.
There are Standing Orders that Rosemary handles.
- Oak Knoll Books, Arion Press, Legacy Press, Russell Maret/Gaspara Stamper, Starshaped Press are some of the standing order vendors.
- Give the package directly to Rosemary if you know that you did not do the firm order from the vendor. She will open it, do the invoice and put it in a box for Tony. These arrive infrequently, probably 2-3 times/year.
- Purchase may be made by p-card at the vendor's site. Tony often puts the vendor code on the firm order form, but always check vendors in Alma to see if they have codes and any info in notes about purchase. Some vendors require pcard purchase at their site.

Shipping will bring the boxes/items to the individual stated on the Acquisitions address.
Do not open the items (MAKE SURE THAT THE BOX WAS NOT DAMAGED OR OPENED.) - notify Tony Hynes in RBML that package has arrived and he will come to room 12 to get it.
Rare Books will open and review the material. If they approve the shipment, they should also provide us with a copy of the paperwork so we may pay the invoice if it is included in the package. We provide a copy of the invoice to RBML if we have it; invoices are often emailed in advance to the person who placed the order. Make copy for Tony if available.
After approval by Rare Books, receive the Line Item in Alma and pay invoice as usual
Remove from Shipping List on G: Drive - G:\AcqCatPres\Acq\Rare Books\RBML_Shipping_List.xlsx