Procedures for Priority BNA Order Follow-Up

Cycle through the files for the letters of the alphabet. Try not to work on more than 20 orders at a time.

1. Photocopy Purchase Orders for priority orders placed more than 2 months ago.

2. Search the orders following normal catalogUSMAI searching procedures to ensure that we haven't gotten a copy in the interim. Also title-search any series titles.

3. Look up each order in the Acq Module in ALEPH. Check its status (it should be "SV") and notes. Show anything unusual to the High-volume Ordering Coordinator. Note information BNA has reported on the purchase order copy with the date the information was received. You may use common Acquisitions abbreviations such as OS, OSI, and OP.

4. Search for the item in Collection Manager. When you search for the title, a record of our order should appear under it along with the status of that order.

   • If the order status in Collection Manager is "invoiced", make a note of this on the purchase order copy. The item should be on its way and there is no need to continue follow-up on this item.

   • If the order status is "open", our order has not been filled. Make a note of this and try to find the item with Barnes and Noble or Amazon.

   • If the order does not appear in Collection Manager, note it as such and try to find the item with Barnes and Noble or Amazon.

5. Search the items in Barnes & Noble. Print all the records found. If the items are available in 3 days or less, we will be canceling these orders with BNA and ordering them from Barnes and Noble.

6. Search the items not available in 3 days or less from Barnes & Noble in Amazon. Print all the records found. If the items are available in 3 days or less, we will be canceling these orders with BNA and ordering them from Amazon.

7. Search items not available in 3 days or less from Barnes & Noble or Amazon in the publisher's database to establish availability, or do an inquiry. If item is available direct from the publisher, we will cancel our order with BNA and re-order directly from the publisher. To cancel the current BNA orders for items that are available in 3 days or less from Barnes and Noble or Amazon:

8. Write an e-mail and send it to BNA's cancellation address. The email should have the subject "nmbc cancellation request" and include the order number, title, and ISBN for each item you want to cancel. BNA's cancellation email address is bwdcancels@blackwell.comOnce you have sent your cancellation request, you should receive a confirmation email. If you do not receive this email, assume there has been a problem and send the email again.
   BNA no longer replies when the cancellation has been done. Only if there is a problem with a title will BNA email you. If this does happen, show the email to the High-Volume Ordering Technician.
   Keep the orders together in one spot until you have confirmed their cancellation.

9. 1 to 2 days after you have sent the cancellation email, check Collection Manager for the order status. If the cancellation has been done, it will show cancelled in the status field. If after a few days the orders have not been cancelled then send the request again.

10. Once the orders have been cancelled, pull the original P.O.'s from the open BNA file. Write "XS, re-ordering from Barnes and Noble (or Amazon)" on them and put them in the cancellation tray.

11. Edit the cancelled Amazon or Barnes & Noble orders in Aleph (Give direct orders to the High Volume Ordering Coordinator to complete):

    • Login to Aleph Acquisitions. Call up each order by order number. Ensure that the status of the order is "SV" and edit the order as follows:

    • Tab 2: General Change Additional Order No. 1 to the corresponding PO# for the Barnes and Noble PO or VISA, if ordering from Amazon;
      Add the following to the Library notes field: XS'ED WITH BNA, RE-ORDERING FROM BARNES & NOBLE (or AMAZON) [DATE].

    • Tab 3: Vendor Vendor Code: BC-BARPO (or BC-AMA);
      Change the batch claim date to 2 months from today.

    • Tab 4: Quantity and Price Change the list price to the Barnes and Noble (or Amazon) price.

12. Click on Update.

13. Click Send. Because the Amazon orders are VISA orders remember to print 3 copies of the PO (2 copies for Barnes & Noble orders).

14. Initial the bottom right of the printouts and attach them to the front of the order. Put everything in the "P.O.s to be signed" tray.

15. Label the remaining orders "problem orders" and give them to the High-Volume Ordering Coordinator.

16. Make sure you have logged which letter you have worked through in the Priority Order Follow-Up Tray.