1. The document outlines the basic functions of acquisitions services including receiving order requests, searching for and verifying requests, selecting vendors, preparing and dispatching orders, and encumbering funds. 2. Key steps are verifying bibliographic information, selecting vendors according to policies, and preparing purchase orders with essential details like bibliographic data, order details, vendor details, and currency details. 3. Orders can be transmitted by post, courier, electronically, or via phone/fax and the cost is encumbered against the appropriate fund or funds.

1. Lecture 4a: Basic Functions/Activities/Procedures I Development and Management of Collections

2. Basic Functions/Activities/ Procedures I Objective: To identify and define the basic functions of ACQ services and describe generally how they are carried out Coverage: Receiving Order Requests Searching Order Requests Verifying Order Requests Selecting Vendors/Routing Orders Preparing and Dispatching Orders Encumbering Funds

3. Receive requests Verification Select method of supply e.g. Order plans Select sources of supply i.e. Vendors vs Others Create & send PO Update records, i.e. Finance, order records Receive materials Check materials, i.e. Invoices, Physical condition, Claims & returns Update records Process Payments Accessioning To cataloguing section

4. 1. Receiving Order Requests Who can submit an order request? Acquisitions staff Library staff Staff in organisation How are requests submitted? Order/request forms Electronic Print On approval In library In bookstore

5. 2. Searching Order Requests Always check against the library catalogue Currently in collection? Duplicates? Replacement? Addition? Making the right decision About limited resources That the title is really needed That unnecessary & wasteful duplication is avoided Saving time & resources, especially for similar titles in the future

6. 3. Verifying Order Requests Verifying the correctness & completeness of bibliographic information Existence of a title Current availability Cost of title Verification tools: Bibliographic utilities Publisher catalogues/websites Library reviews BIP/GBIP ULRICH etc.

7. 4. Selecting Vendors/Routing Orders Quotations needed Private organisation’s policy for acquisitions 3 quotes No quotations Government bodies According to the instruction manuals Waiver of competition Prices based on list price, but charges may vary based on discounts given Services provided

8. 5. Preparing and Dispatching Orders Essential information Bibliographic Details Order Details Vendor Details Currency Details Other Details The Purchase Order Order Transmission

9. Essential information: Bibliographic Details Author Title (Compulsory) Date Publisher Edition, Price (latest) & ISBN Series, volume no. Etc.

10. Essential information: Order Details Order number Specific order status PO number Entire order status Number of copies required Date ordered Expiration date of order Special instructions

11. Essential information: Vendor Details Abbreviation/acronym/name Address Contact person, telephone, fax, email, mobile Currency used Services needed Physical processing Requests for reports, statistics

12. Essential information: Currency Details Exchange rates Library rate Fixed Determined by NLB, universities & polytechnic libraries More than existing exchange rates More expensive for libraries Better for suppliers/vendors

13. Essential information: Other Details These details are required by libraries for administrative/record purpose Record number Duplicate or new order? Funds account Details of requesters Routing instructions Reservation information Location of receiving library

14. The Purchase Order Official order form from library to vendor Used for faster & more accurate order fulfillment Importance to libraries? Record of approving authority For auditing purpose A legal binding contract Importance to vendor? Confirmation of order Record of order For tracing & checking A legal binding contract

15. Information on a PO PO number Vendor details Bibliographic details Order details Cost details Delivery details

16. Example of an order slip Author: Req: Coll.:R/L/RS Title: Req Dept: ISBN: Date: Imprint: Ed: No of copies: Vendor code: Unit price: Receipt no of copies: PO date: Receipt date: PO no: Receipt price: Inv no: Fund/vote: _______________________________________________ Branch distribution: Approved by: _________ Processed by: _____________

17. Order Transmission By Post By Hand By Courier By Electronic Means Via phone/fax Via computers

18. 6. Encumbering Funds Decide what fund to charge the purchase to If more than 1 fund is used, decide on the distribution of the cost of purchase The cost will be encumbered against each fund accordingly