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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 (add up the total price the CO for that resource, if the resource cost Library A $400 and cost Library B $300, the total would be $700, this would not match the total cost listed in the Negotiated License. Currently rounding down to the lowest whole number for what the CO pays. Will fill in true amount at later date.)
- Choose the appropriate fund used to pay that vendor (Choose Opt-in fund for Model 3)
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. . After errors are fixed, try Order Now again.
Make Resource available (This is an ERM Task)
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