Processing NY Times Orders (LTS Procedure #88)

Scope: This document outlines the steps involved in creating order records in FOLIO for items selected from Sunday's New York Times to be placed in CUL's New & Noteworthy section. The premise is that the orders will be treated as rush.

Contact:  Tenzin Tsokyi, Masayo Uchiyama 

Unit: Acquisitions (Ordering)

Date updated: 21 Jan 2025 

Date of next review: January 2026

Notification from the Selector for New & Noteworthy titles

Retrieve selected titles in the GOBI and order

Edit the purchase order created by GOBI API

Each week the selector for American and English literature selects from the Book Review section of the Sunday NY Times, for ordering. The selector uses the GOBI interface to send order requests to LTS with appropriate notes to identify selections as destined for New & Noteworthy section. Additionally, the selector sends a separate email with the list of selected titles to the print ordering mailbox. The ordering staff will order requested titles directly from GOBI if they have the status of In stock Rush available. Otherwise, they will order from Amazon.

A.  Notification from the Selector of New & Noteworthy titles:

1. Each week, the selector sends a message to ltsorders@cornell.edu with a list of selections for that week.
2. The selector submits order requests for selected titles through GOBI.
3. Next business day, designated LTS Ordering staff searches selections in GOBI and reviews order details.
4. If title status in GOBI is "In Stock/ Rush Available", directly place GOBI RUSH order. 
5. If title status in GOBI isn't "Rush Available", create Amazon PO and order from Amazon. 

B.  Retrieve selected titles in GOBI and order:

1. Open GOBI and login.
2. Using the ISBN from the selected titles, search in FOLIO for a duplicate record, making sure the item is not yet owned.
3. Confirm the title status in GOBI is "In Stock/Rush Available".
4. Mark the left side of the item and click “Add to Order Cart” button. Follow steps 2 and 3 for each title.
5. Click on the cart icon on top right corner to view the order cart.
6. Mark left side of items and click Rush order icon. Proceed with the order. 
7. If the item is not Rush available in GOBI, create a purchase order (vendor code; Amazonbus), and order from Amazon. 

C. Edit the purchase order created by GOBI API:

1. Make sure each PO line has “NYTBR; NEW&NOTEWORTHY”, in the receiving note field.
2. In the receiving app, edit each PO line and check the box of “Must acknowledge receiving note” and save.
3. Title appears as "Library open order" in GOBI and it arrives within 2-4 business days.