A group purchase is a group of items purchased and invoiced as a whole.

Input a cover card for payment which includes the TITLE of the collection purchased (be sure to include a title entry under "Collection of...") and a DESCRIPTION of what the items are. The IMPRINT will be "S.l. : s.n., n.d." The FUND, VENDOR, EPRICE, LOCATION, and COLL DEV will be as given on the paperwork. It often helps find the record later if you include an author entry under the name of the vendor.

Vendor Note: Number of items in collection.
Ord Note: c (if the books have already arrived)
Receiving: n ****This is very important. This record is for payment only and will not get cataloged.
AcqType: p
Vols: 0

Write down the Order Number. If necessary, print & mail the Purchase Order. If we already have an invoice, write the PO number on a copy of the invoice, sign off the invoice, and put it in the invoice bin in the Accounts Unit. (If you have a list of the individual items, it would be good to send a copy attached to the back of the invoice.)

The individual items now need to be input.

If possible, OCLC transfer the records into Scotty. The Fund, Vendor, Coll Dev, and Branch will match the cover card.

Acq Type = t *** Very important. This record is for cataloging only. No payment will be entered here.
Status=a ** Very important. The record cannot be deleted after cataloging if the status is not a.
Old Ord #: Use Purchase Order Number of cover card.
EPrice: 0.00 DO NOT ENCUMBER MONEY ON THE INDIVIDUAL ORDER RECORD!!!
Vols: match # vols for individual title (usually 1)

Put the individual order record number on the paperwork in each book and send all books to cataloging.

Rev. 12/02

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