Add subscriptions to a new order

Add subscriptions to a new order

Begin by searching for an item using the Discover Items, Discover Collections, or Local Resources in the left navigation.

1. From the search results, find the record for the title you want to order and click Add to > Order.
2. From the Add Item to Order dialog window, select the following settings:
   • Acquisition Type - Subscription
   • Processing Type 
     • Electronic Product (for all eResources, e.g. ePeriodicals, eBooks, eCollections, etc.)
     • Serial (for print serials)
     • Monographic series (for details on Monographic series, see Add a monographic series to an order)
     • Local
3. Add any additional information about the order (ISSN, Period, Start Date, and End Date) or apply a template. 

    Note: Start Date and End Date are particularly important fields to add when entering subscriptions. For simplicity, it is recommended to add Start Date and End Date at this point rather than later in the process.

4. Click New Order.
5. In the Add New Order dialog, select Purchase Order for Order Type and complete the other fields as needed.

   Add New Order fields - Table

   Field	Description
   Order Name (required)	Give a meaningful and unique name to avoid confusion with other orders. Follow local practice.
   Order Type (required)	Select the type of order from the list: Order Type Description Approval Plan List of items received as part of an agreement with a supplier to send items based on a profile. The library retains the right to return items not needed. Blanket Order List of items received as part of an agreement with a supplier to send items based on a profile. Vendors do not allow the return of items. DDA (Demand Driven Acquisitions) Plan List of items received as part of an agreement with a supplier to trigger the purchase of online materials based on patron usage. Gift/Donation List List of items received from a specific person or organization for free or at little cost to the library. Legal Deposit List List of items received as part of an arrangement with a governmental entity to keep some or all of its publications at the library. Purchase Order List of items created by the library to be submitted to the supplier. Standing Order List of items received as part of an agreement with a supplier to send items belonging to a series or specific publication.
   Vendor (not required for purchase orders)	As you type, the system automatically suggests vendor names from those listed as in use in Vendors. Enter the vendor name in quotes (e.g., "Le Jour") to perform an exact phrase search. Exact phrase searching is useful in cases where the vendor name ends in a word that may match several words in a vendor name (e.g., Le Jour matches vendor names that contain the word Journal).
   Vendor PO # (number)	Add the order number from the vendor, if known. Follow local practice.
   Tax Handling	Select a tax calculation method from the drop-down list. Tax calculation method Description Tax item cost Calculates tax amount by multiplying tax percentage by the price Tax item, service charge, and shipping cost Calculates tax amount by multiplying tax percentage by the price, service charges, and shipping Includes taxes in costs Calculates tax amount by considering it as included in the price, service charges, and shipping
   Comments	Add any notes about the order. Follow local practice.

6. Click Save. The new order will appear in the Existing Orders table.
7. Click Add to add the item to the newly created order.
8. (Optional) Click the Order Name to enter details for the order item (e.g., Fund, Location, Price, etc.), if not added in the Item Details accordion of a template.

For information on searching by specific type of resource, please see:

• Search and filter local resources
• Search WorldCat knowledge base
• Search WorldCat

Order item templates

Applying an order item template when adding an item to an order can be helpful for several reasons:

• It allows you to pre-fill information saved in the template to that order item.
• It enables the Item details accordion for the item, allowing you to add item details at the time of adding the item to the order rather than having to save and return to the item.
• Some vendors, e.g. EBSCO, can provide a file that includes your subscription information as barcodes, which can be used to scan in information.

To learn how to create a new order item template, see Create an order item template.

 Note: After applying an order item template, you still may override values in the template or enter values not in the template.