Purchase orders and vendor confirmations are matched against the order requests to ensure that the order received by the vendor matches the request submitted by the requestor. Because vendors rely so heavily on ISBNs it is important that the record we send to the vendor includes the ISBN which corresponds to the material requested. Sometimes a cloth ISBN will be sent in place of the paperback ISBN. (YBP will automatically switch to the PBK ISBN per our profiled preferences.) More serious, however, is when the isbn for Vol. 1 appears first in the Bibliographic record and no ISBN Pick field was entered into the order record on a request for Vol. 3, 4 or 5. In this case, the 1st ISBN from the Bibliographic record will be transmitted to the vendor. These should be given back to the inputter if possible for correction in Millennium AND with the Vendor. It is important to contact the vendor immediately to correct our order so the vendor does not ship the incorrect volume. If the inputter is not available for timely correction, the person doing matching should make the corrections.

Millennium still has some issues with printed purchase orders such that some ISBNs and other fields fail to print. This is particularly true for Music materials when the "ISBN" field contains a music number with an alphabetic character or a space in the field. These will either not print at all, or print a partial number. These should be corrected by hand on the Printed Purchase Order before being mailed.

Additionally, some purchase orders fail to get queued for purchase order printing, despite being entered into Millennium. Sometimes this could be as simple as failing to queue the PO when clearing a possible duplicate Status 1 record. Other times, there are issues with Millennium. And, sometimes, the orders will be placed according to Millennium, however, the vendor never processes the order request. Matching confirmations from the vendor and printed Purchase orders with the Request Packets resolves these issues in a timely manner before the Library encounters charges and more staff time trying to fix it later, or delays in receipt due to the vendor not understanding what we wish to purchase.

This process was reinstated after a period when no matching was done. We received a large numbers of claim responses of "No record of order", incorrect volumes received, and a variety of other issues which took extensive time to troubleshoot and increased cost due to returning unwanted volumes or a non-returnable status of an incorrectly supplied old volume which the vendor special ordered at our request. It was determined that matching at time of order placement resolves most of these issues before any problems arise.

Match the Order request to the Confirmation or Printed Purchase Order

• Verify ISBN is correct
• Purchase Order Number
• Vendor
• Title

Put a RED checkmark on both confirmation AND order packet

Be sure the order was not duplicated (sent twice) & that All Orders were actually sent.

Baker & Taylor confirmations come in as Edifact Status Reports. These are a bit more complicated. After FTP'ing Edifact purchase orders to Baker & Taylor, wait 5-20 minutes, then log into their FTP site using a web browser. Check the "Out" folder for date/time of the files. If a file with a .ORD extension appears with a current date/time, make note of the filename. Log into Millennium and choose "Status Reports" from the menu. See "How to Process Edifact Status Reports" for complete procedures.

If you have paperwork but no confirmation/PO, Check the title in Millennium.

• Was the PO Requested? (Status =1? tloc=p?)
• Does the ISBN pick field contain a note: Order sent/printed date?

If no confirmation is received by the next day on a group, but the POs were sent:

• Contact the vendor to find the group
• FTP into the vendor's site via a web browser.
• Is the file sitting in a wrong folder on the vendor's FTP site?
• Is the file sitting on the vendor's FTP site in the correct folder but with an incorrect filename?
• Is it a Credit Card or Web Order for which no actual PO will be printed/sent?

If you have a confirmation but no paperwork, Check Millennium.

• Who is the inputter?
• Is it a FORM or FIRM order?
• Was it previously sent to the vendor?
• Has it already been received? (This probably needs to be cancelled quickly.)
• Ask the inputter if he/she is holding the paperwork.
• Does Bruce have paperwork for CC processing?

If a "match" is still not found, check the Order File. Was it previously filed? Was a duplicate confirmation page printed? Did some items get matched on a different sheet?

To facilitate the matching process, inputters should keep PO numbers on the order requests in PO# order as much as possible (i.e. start at the beginning of the packet/list and continue in order). Try not to skip around. If it is necessary to go out of order, make note in OBVIOUS place on the front of the packet the 1st PO# of the group. (The last PO# of the group is also helpful.)

Web order confirmations should be stapled to the back of the packet with the request.

For Credit Card Orders, give Bruce the printout from the webpage & a COPY of what is needed to be ordered with a worksheet from Millennium. Keep the original paperwork for PO matching & filing. Bruce will give a copy of the order confirmation to the inputter to staple to the back of the packet. Bruce will keep the original ordering confirmation information for the Credit Card/Accounts processing, but the original packet can go forward.

If reordering a cancellation, make a worksheet of the cancelled order. Use that worksheet as "paperwork" for the new order. Write the new PO# in the upper right corner of teh workseet with the new vendor.

File paperwork in the cabine by 1st PO# of each group. REMEMBER, the last digit is a check digit!!! It is not part of the filing sequence.

Subscriptions/Standing ORders: Pos/Confirmations should go to the inputter. The Inputter for subs/stos does his/her own matching. Paperwork gets filed in the subscription file instead of the main PO file. Write the serial/series title across the side of the paperwork for easier browsing the file. This paperwork is filed by title.

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