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Order Services Robert Woodruff Library Emory University: What We Do

Organization and staffing

Order Services is organized to provide exceptional support services for all collection development activities through prudent stewardship of the materials budget and strong working relations with our customers, colleagues and vendors. Our staff is experienced and cross-trained to provide continuous support at all times. 

Specific Responsibilities

Order & Receive print monographs, standing orders, physical media (DVD, CD), single purchase e-books  * Create POs for Invoices * Standing order maintenance (monograph series) * Approval plans * Rush order processing *Streaming media purchases not in packages * Demand-driven acquisitions for e-books  *Order replacement copies * Maintain monthly statistical reporting * Monitor orders in Review status to resolve order data issues * Rapid cataloging on receipt *Create holdings for standing order titles on suppressed receiving records *Coordinate e-book cataloging with invoices received

  

Systems, Vendors, Automated Processes

Systems
    - Local processing system : ALMA
    - Vendor online ordering systems: GOBI, Otto Editions, AmaLivre
    - Bibliographic utilities - OCLC
    - Emory Express for P-Card Purchasing transactions
    - Compass for ALMA invoice payments

Vendors

    - Work with 1005 print & media vendors and 466 funds for print and physical  media purchases   
    - Manage 21 vendor approval plans
    - Maintain 2 automated vendor order and electronic invoicing setup
    - Troubleshoot and maintain API ordering and electronic invoicing setups with vendors
Automated Processes
    - API real-time orders and ALMA PO Line Number exchange with Gobi Solutions  &  Harrassowitz
    - FTP of shelf-ready bibliographic files from vendors
    - Import & Overlay shelf-ready cataloging for firm orders
    - Import full cataloging for GOBI approvals
    - Online purchasing at commercial Web sites for media

User Services

  • Maintain Shelf Ready Review shelves
  • Orientation programs for selectors
  • Attend Collection Management meetings, review minutes, follow up with questions, concerns, etc.
  • Communicate with selectors via ordering listserv and Ask-Acquisitions
  • Support selectors with order status information, vendor setup in ALMA, add new standing orders
  • Serve on Cabinet appointed Acquisitions Committee

Finance & Accounting Support

  • Record & Monitor credit card transactions & expenditures
  • Identify and report invoices in review delaying receiving
  • Collaborate on fiscal year cutover and ordering deadlines
  • Monitor DDA & e-book invoices from vendors for purchase order matching
  • Troubleshoot payment issues resulting from purchase order issues, errors, or duplication

Credit Card (PCARD) Purchases

  • Purchases tracked via ALMA reporting code
  • Scheduled monthly ALMA report for order services and accounting to reconcile Compass accounts for open orders
  • Reconcile charges made by 2 staff using CHASE VISA accounts to cover Amazon, Paypal and other vendors who only accept credit card payment