- Log in to the Acquisitions Serials Module in ALEPH.
- Call up the order by typing the Order number in the Order Number field, located in the upper left-hand corner. Check to make sure you have the correct record.
- Check to make sure the Arrival status (Arr St) is still "None", and that the Status is still "SV". If they are anything different, attach a printout to the notice and give it to the Acquisitions Librarian.
- In the lower pane, add the following information.
- Tab 2: General
- Change the status of the order from SV to VC.
- Add the note: "Cancelled--OS per [vendor name] notice dated [date of notice]."
- Tab 2: General
Click Update when you are finished.
- Pull the open P.O. from the open order files.
- Sort the Rush and Priority orders from the regular.
- Rush and Priority Orders:
- Write "XS, OS" on the front of the original P.O.
- Give a copy of each P.O. to the Special Ordering Coordinator.
- Re-file the originals in the cancellation file.
- The Special Ordering Coordinator immediately finds an alternative source for the rush and priority out-of-stock, cancelled orders. If this isn't possible, she will contact the faculty via e-mail.
- Regular Orders:
- Write "XS, OS" on the front of the original P.O.
- You will need 3 copies of each P.O. (the original plus 2). Make appropriate copies.
- Write "Order Delayed - Out-of-Stock" on the front of one copy. Paperclip them all together and put them in the Vendor Notices/Department Reports mailing slot.
- Re-file original P.O. in the cancellation file.
- Use the third copy to search the item in Barnes & Noble and Amazon. Attach printouts as appropriate and give items to the Acquisitions Coordinator.
- If the item is available in 3 days or less from Barnes & Noble or Amazon, re-order from them. Preference is normally given to Barnes & Noble if it's available from them.
- If items are not available in 3 days or less from Barnes & Noble or Amazon, all remaining items are re-ordered from BNA.