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Unit: Acquisitions, Ordering

Date last updated:  03/0103/20242026

Date of next review: March 20252027

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Verifying the Instance Record

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AnchorAAVerifying the Instance Record

Look for the presence of:

1. A 300 field with a volume designation.
2. A 245 with a main title to cover all of the pieces (The pieces themselves may have their own unique titles, which may appear in a 505 field).
3. A 260 or 264 field with a hyphen at the end of the date.
4. Multiple date designation in the 008 fixed field.
5. After FOLIO instance record is created and updated as it should be create a purchase order as below.

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AnchorBB Creating the Purchase Order 

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1. Change Receiving Workflow to:
2. Enter proper beginning volume and future volume(s) in the 'Instructions to Vendor' field
   Example: Order for vol. 2 and continue until cancelled.
   
3. Physical unit price should be set at $0; Quantity physical "1".
   
4. Add fund distribution
5. Add location; Quantity physical "1".
6. Save & open order.
7. Add a note in the notes field on the holdings record: MULTI-VOL. ORDERED (with date ordered)   *** ADD VOLUMES AS THEY ARRIVE" 
8. Check the "Must acknowledge receiving note" box