Cancelling an Unfilled Order

Department

Acquisitions

Purpose

This procedure guides the user through the steps required to cancel an unfilled monographic order that met the expiration period guideline.

Overview

Non-serial orders that are currently in print and placed with domestic vendors expire 90 days from the order date. These same materials ordered from a foreign vendor will expire in 180 days from the order date.

Required knowledge/skills

The user must be able to access and work with Gobi or other vendor website, and Sierra ordering module.

Safety Issues/Precautions

N/A

Equipment/Supplies

User needs access to computer/internet and Sierra.

Procedure

• The acquisitions specialist monitors orders from the order date through the received date. Part of this monitoring includes tracking the amount of time the vendor is taking to supply the materials. If the order expiration deadline is approaching, contact the vendor for a supply date.
• If the vendor cannot supply the material by expiration date, cancel the order and look for the material elsewhere. Code the order record as follows: change retention code to “a” (archiving), change status to “z” (cancelled), and add note with reason for cancellation. If found at approximately the same cost, order material from new vendor and create new order record. Add note indicating it is a reorder and the reason. If found at significantly higher cost, contact the selector for approval.
• If the material cannot be located elsewhere at a reasonable cost, notify the selector of the cancellation. Code the order record as follows: change retention code to “a” (archiving), change status to “z” (cancelled), and add note with reason for cancellation.