Acquiring Standing Orders

A standing order (or continuation) represents an agreement with the vendor in which the vendor automatically sends new editions of a title as they are published, along with an invoice. This method is used to acquire nonperiodical serials, including monographic series, multiple-volume monograph sets, “pseudoserials,” loose-leaf service updates, annuals, proceedings, advances, and reports. Unlike subscriptions, payment is usually not required until after you receive the items. Also, standing orders do not need to be renewed with the vendor. You continue to receive new editions until you cancel the order or until the publication ceases.

You handle standing orders much like you do subscriptions, with a few variations. First, you do not need to enter an invoice until after you receive the order. Second, new editions are usually received and claimed in the Acquisitions module. However, some libraries may choose to place these items under Serials control to help with prediction and claiming.

Follow these procedures for standing orders:

If the standing order is part of a contract with the vendor, you may want to define the contract on the vendor record, if you have not already. The vendor contract/account lets you track the funds you spend on the contract as a whole. (For more information, see “Vendor Contracts/Accounts” in the Acquisitions Setup Guide.)
Create a purchase order header for the subscription.
Choose the option you want for creating copy or item records in the Copy/Item Creation field on the PO header. (For information about creating copy or item records, see Copy and Item Creation. For additional information on creating copy records, see Creating Copy Records in Acquisitions.)
If you receive new editions in Acquisitions, you can set the Spent Event field on the PO header to “Receipt and Statement Approval” or “Statement Approval.”
If you need to renew the standing order and want Horizon to automatically renew the standing order, then complete the Renewal Type and Subscription Period fields on the PO header. (For a complete description of these fields, see the steps in See "Setting Up Renewals". For more information on renewing subscriptions, see Standing Order and Subscription Renewals.)
Add a PO line for the first edition you are ordering. (If the standing order is part of a vendor contract/account that you have defined on the vendor record, enter the contract on the PO header.)
If the order is for a new title, communicate the purchase order to establish the order and to receive the initial item. (Depending on your arrangements with the vendor, this step may not be necessary.) After you have established the order, most vendors do not require a purchase order for subsequent editions.
If you choose not to have Horizon automatically renew subscriptions, add new lines to the purchase order for subsequent editions; otherwise, Horizon automatically renews the subscription. (For more information, see Standing Order and Subscription Renewals.)
Receive and invoice each edition of the standing order in Acquisitions. You may also choose to place the title under Serials control to help with prediction and claiming. If so, check in the item in Serials Checkin.

 


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