email link

Princeton University Order Division Documentation

General Acquisitions Workflow


Ask Acq Sessions

Using Blackwell's Collection Manager

Especially for Collection Development Home

Documentation Home

Especially for Collection Development

General Workflow

Searching and placing orders    Vendors      Receiving     Invoicing      Approval plans     Rush Orders     Serials


Approval plans

Approval plans are contracts with book vendors to supply materials which meet a number of different criteria. Books received on approval plans are processed by Catalog Division. There they have bibliographic, holdings and item records created, and many are cataloged on receipt. A purchase order is created which matches the invoice, and the invoice is then forwarded to the Invoice Unit for payment. Any book returns have their own purchase order created with a purchase order number beginning with the letter R. A selector can thus monitor approval returns by doing a boolean search in Acquisitions for purchase order R and vendor name or code.

The Approval Plan Vendor table supplies an overview of locations, funds, and cataloging teams for the various plans currently in place.

Rush Orders

Order Division has two rush material specialists who work on course reserve material, web orders, secondhand/antiquarian orders, etc. Rush orders can thus be turned around generally within 24 hours after they are submitted. Insofar as possible, rush shipments are identified in the mail room and delivered to these specialists for immediate checkin and processing.

Order Division provides 3 levels of rush service, provided that material is correctly tagged when submitted. Red and green tags are available from supplies ; Priority order tags are supplied by Order Division at the beginning of every fiscal year.

Red Rush implies rush to order, request rush processing from vendor, and rush processing upon receipt. This should be used only for course reserve or in case of immediate need by patron.

Green Rush implies rush to order only. Materials do not receive rush treatment when they are received. This is appropriate for ordering from a secondhand catalog, or a special limited-time price offer.

Priority Order is used for material that the selector would like to order promptly, but for which there is no immediate need. Each selector receives a certain number of priority order slips each year.