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Wiki Markup*Monographic Order Cancellations* Orders can be cancelled for a variety of reasons, including: accidental duplication of material, vendor cannot supply, package never arrived (and not being re-sent), or error in order type/etc. \\ A basic cancellation note might look like: 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 Scope: When and how to cancel monographic orders in Aleph

Contact: Sara Biondi

Unit: Monograph Acquisitions

Date last reviewed: 09/27/2019

Date of next review:

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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*

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"

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• Put the same note in the order log. It looks like this before, Image Removed:

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and it looks like this afterwards.after:
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• Go to the cataloging side. Suppress the catalog record so library users don't think we really got the title. There may be a macro for the function (which is usually Alt+Q). 

If not, add that line by hand (use the F6 key for "create line", type in "STA" instead of a line number, add "SUPPRESSED", and re-save the record with Ctrl-L) – but be sure to spell SUPPRESSED correctly!

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If you have the necessary permissions in Aleph, you can also…

• Remove the item. First find the item, then double-click that to access it.

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As usual, make sure that it is not a "live-on-a-book" item (that it's not a "D-" barcode) and that it's really referring to the cancelled title.
Then delete it,
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and confirm the deletion.
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Afterwards your catalog record will have no items
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(and neither will your order.)



















Robin LaPasha – April 2014