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- After the negotiated license has been set up, search for the e-collection in the Repository in the NZ admin
- Go To Repository Search and change search to Electronic Collection > Electronic Collection Name > NAME OF COLLECTION from the COMMUNITY tab if the e-collection was not migrated from SFX.
- If migrated from SFX, do the search from the INSTITUTION tab.
- Order the e-collection –click on the Order Button next to correct e-collection package (match the name as close as possible to name of resource from the vendor or coded memo or contract)
- Pick Purchase Type: SDLC/CO will use Electronic Collection –Subscription
- Pick PO Line Owner –Central Office
- Click on Create PO Line (write down POL # -will need it for later tasks)
- Add a license –locate the negotiated license in license field and add in the Ordered Items section
- Click on Material Supplier (Choose from list of vendors –should all be set up before go-live)
- Click on the Select button after choosing vendor
- List Price: Next enter in the amount of the total cost of the resource that the CO pays the vendor for that resource –not the total the libraries pay to CO
- Choose the appropriate fund used to pay that vendor (use a place holder fund for Opt-in resources)
- Click the Add Fund button once fund has been chosen (should see a new section added with fund information after clicking ADD FUND)
- Choose Purchase at Vendor System for Acquisition Method (should be default setting)
- Choose Reporting Code - Electronic Serial
- Renewal should be set to Manual renewal
- Enter in renewal dates and when a reminder should be sent ahead of the renewal date for that resource
- Choose 90 day for reminder.
- Enter in Start Date and End Date. If July renewal = July 1 YYYY to June 30 YYYY
- Enter in Renewal Date for one day before expiration date so that would be June 29 YYYY
- Click on Order Now –do not choose Save and Continue -Order Now will let you finish the next steps
- A window will pop up with some errors, these can be ignored unless you see the message that there are no funds left in the fund account.
- The correct fund will need to be set up or add money to fund.
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