Scope: When and how to cancel monographic orders in Aleph
Contact: Sara Biondi
Unit: Monograph Acquisitions
Date last reviewed:
- Sara Biondi (under review 9/27/19)
Date of next review:
...
Monographic
...
Order Cancellations
Why cancel an order?
- Inadvertent duplicate order
- Material lost in transit that will not be re-supplied by vendor (for free)
- Vendor unable to supply
- Order created and/or encumbered in error
- Etc.
The origin of a cancellation could be the vendor, a subject librarian, or other sources.
Example note from vendor that requires a cancellation in Aleph:
Purchase order no. [number / approval\\] of [date]:
Rossiisko-izrail`skie otnosheniia: istoriia i sovremennost` : Po materialam mezhdunarodnoi konferentsii "Rossiia - Izrail`: 20 let vosstanovleniia diplomaticheskikh otnoshenii". Rossiia, g. Moskva, 24-25 oktiabria 2011 g.
M.: Institut vostokovedeniia RAN, 2012, ISBN 9785932733653, 279 p.
$31.00 (Item no. M52954)
Information: *the book sold out, please cancel this order we will not be able to supply it*
This note could come from the vendor, your subject librarian or another source.
The basic steps are:
- Find the order with PO # or ISBN. Close the order. In the case of claim replies (as the examples below from MIPP) the correct setting will probably be "VC – Vendor Cancelled." Sometimes you'll also see (and perhaps use) "LC – Library Cancelled." This will depend on who chose to cancel the order, us or them.
- Put a message in the order's library note to that effect. I like to mention the vendor, in case we decide to re-vend the order in future. "MIPP unable to supply." or "MIPP cannot supply." is enough. It can be helpful to provide a who – "Order cancelled per JPT" or "Cancelled per JEK for budget compression"
...