Replacement orders may have a blue "Missing, Withdrawn, & Replacement Requests" form attached and should pass through the Bibliographic Records Unit in Cataloging before coming to Acquisitions.  Examine the paperwork and be sure it has already been processed by BRU.  Verify Collection Development has requested item be reordered and which edition you are being asked to purchase.  

Replacement orders which have been reserved with a Web Vendor have a priority of Rush Order.  These should be processed quickly as they are on hold for a limited time and could be sold if we wait too long.  Check the e-mail response from the vendor for the date the response was sent, how long it will be held, price, shipping costs, and whether or not the vendor is willing to invoice or requires prepayment.

Search Scotty.  Compare any other editions or copies still in Scotty with your paperwork.  If the only record in Scotty has only a Bibliographic record without any attachments and is coded Suppress=d, ignore this record.  It will be deleted as soon as a report is sent to the California Digital Library to have it removed from the Melvyl Catalog.

If there is another copy in Scotty matching the edition being purchased, you may attach an order record, otherwise, OCLC transfer the appropriate bib and order records.

c2=r  (replacement)
fd=repur
tl=e  (ordered electronically)
po=n  (don't print a PO)
c3=__  (Bibliographer)
ep= list price being offered
Note: Vendor e-mail: xxxxxx@xxxx.xxx; Phone: (xxx) xxx-xxxx
Vendor Address:  xxxx$xxxx$xxxx$
Vendor Note:  Bibliofind Book #____; Reserved by e-mail.

If prepayment is required, add:  at=d (Prepay) and Int. Note: PREPAYMENT REQUIRED.

Once a record is in Scotty, write the PO number on your paperwork and open a new e-mail message.  (Hint: It's convenient if you've got a template (Stationery or Form) already set up, a sample template is included in these procedures.)  Address it to the web vendor who's holding the item.  Put the title of the book in the subject field.  (Hint:  If you have a Scotty session open, display the record in public service mode (key "y") and copy and paste the title.  This minimizes keying and typographical errors.)  Also paste the title in the body of the message and the summary of the order.  Modify the template text as necessary for your individual order, spell check the message, and send.

In the Scotty order record, put a Note:  Ordered via e-mail Date. initials

To:  e-mail address of web vendor
From:  Bibliographic Searching Unit <seeker@ucr.edu>  (you may use your own e-mail address if you'd prefer not to use the unit address. If using the unit address, any responses from the vendor can still be processed in your absence.)
Subject:  Title of Book
Bcc:  seeker@ucr.edu (or your own address)

Dear Vendor or Contact Name,

You have "Title of Book" by Author's Name, (Imprint) listed on ABE (Book #xxxx) for $xx.xx. Per an e-mail with Name of Person who requested the vendor hold the item dated date of e-mail response, you are holding this title for us. Please invoice with shipment, quote our Purchase order No. .oxxxxxxx and confirm with an e-mail.

Author
Title of Book
Imprint
ABE Book#: xxxx
$xx.xx
Our Purchase Order No. .oxxxxxxx

Thank You.

Sincerely,

Sandra Oberlies

Tech. Services/ACQ
Univ. of Calif.-LIBRARY
P.O. Box 5900
Riverside, CA  92517-5900
(951) 827-4382
Fax:  (951) 827-3720
mailto:seeker@ucr.edu

(Be sure the signature you are using has our complete Mailing address and phone numbers.)  If the paperwork indicates the vendor ships only by UPS, be sure to include the UPS shipping address in this e-mail message.

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