Ordering and selecting titles in OttoEditions

About ordering and selecting

OttoEditions allows you to both order and select titles.

When you order a title, you are initiating an order with HARRASSOWITZ. Unless your library has instructed us otherwise, your orders will automatically be firm orders. If your library has instructed us to create provisional orders in OttoEditions, then all your OttoEditions records will be provisional until they have been overlaid by electronic orders from your local system. HARRASSOWITZ starts processing firm orders as soon as you submit them. HARRASSOWITZ does not start processing provisional orders until you send a firm order from your acquisitions system. You cannot mix firm and provisional orders in OttoEditions.

When you select a title, you are flagging it for your own purposes. OttoEditions changes the status of this title to "Selected by library." No other action is taken by HARRASSOWITZ. When you select a title, you may fill in the same kind of information that is available in an order (i.e., PO number, Customer code, Fund, selector, etc.). Libraries may use the select feature for any purpose they wish. Some libraries may ask bibliographers to "select" titles they want ordered. Acquisitions staff can then search for titles with status "Selected by library" and decide whether to order them. Other libraries may wish to use the "select" feature for other purposes; for example, to create a "wish list" for titles that might be ordered with an end-of-year budget surplus.

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How to order or select titles

The order forms for ordering and selecting are identical, except for the words "order" and "select".

There are a several ways that you can reach the order form, but the order form always offers you following fields to fill in. Asterisked fields are required.

PO numbers and PO line numbers. If you do not fill in a PO#, OttoEditions supplies a default purchase order constructed from "HAR" plus the OttoEditions order number.
# of copies. You can only order or select 10 copies at a time. If you need to order more, you should place two orders.

OttoEditions allows for 2 different PO numbers, allowing you to keep track of and search for old PO numbers. There is also a place for storing a PO line number, for those libraries that use a system that relies on PO line numbers for identifying orders.

Customer code. This is a pull-down menu containing all the customer codes that your username is authorized to use for ordering. You will see only the customer codes for which your username was authorized, when your username was set up. This field is required.
Fund. This is either a free-text field or a pull-down menu containing all the available fund codes, depending on how the field was set up during account registration.
Selector. This may be a free text field or a pull-down menu of selector names or codes, depending on how the OttoEditions account was set up.
Library notes. The next 3 fields may be customized for your library and will carry the labels assigned by the library (see Account Management).
Message to HARRASSOWITZ. Here you may enter information for HARRASSOWITZ regarding your order or selection.
Bill to approval plan. Check this checkbox if you wish this title to be billed to your approval plan account. Titles added to the approval plan in this manner are not returnable.

The Order Form always displays the values from your previous order or selection, except for the No. of copies, which always reverts to "1," and the "Message to HARRASSOWITZ," which always reverts to blank. If you want to use the same values as your previous order or selection, then you don't need to make any changes to the order form.

If you are ordering an e-book, and it is available through one or more e-book platforms, the details of each provider's version are listed, including such items as provider name, provider's title ID, various URL's related to the title from that provider, ISBN(s) and price. If more than one provider supplies the e-book, you must click on one of the radio buttons before submitting the order, to indicate which provider's version you are ordering.

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Duplicate detection. If you try to select or order a title that has already been ordered for a customer code under this account, either inside or outside of OttoEditions, then OttoEditions alerts you that the title is already ordered, and allows you to either continue with the order or stop the order process. OttoEditions also warns you if the title has been selected for your Approval Plan, or if the title belongs to a series that the library is receiving on standing order.

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Different ways of placing orders and making selections

There are several ways to get to the order form:

Ordering or selecting from the results page. After you have completed a search, you can click on "Order" or "Select" next to a displayed title. Or you can click in the checkbox next to several titles and then click on "Order" or "Select" in the Checked titles area at the bottom of the page. It is also possible to check all the titles on the results page that can be ordered by clicking on "Check all titles on page" at the bottom of the results page. Please refer to "checking titles" for more details.

The order form restates your search and displays the title that you have asked to order or select. If the title you have chosen is a volume of a set, then the set record is displayed first, with the chosen volume indented underneath it.

Check the "confirm order [or selection] information after submitting?" checkbox if you want to see a summary of the order/selection information before it is actually submitted. If you do not check this button the order/selection is submitted immediately after you click on the "Order title" or "Select title" button.

"Stop order/selection process for this title" returns you to the previous page without submitting this order. "Clear order form" sets all the order form fields to blank or to the default value for each field.

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Speed order/select. If you check the "Speed order/select" checkbox at the top of the search form, then you will not see a search results page. Instead, you will see the retrieved titles, one at a time, each with an order form attached. For each title, you may choose to "Order title" or "Select title." If you don't want to do anything with this title, click on "Go to next title in group." Pressing "Enter" will also get you to the next title in the group.

A box at the top of the order form tells you how many titles have been ordered, how many have been selected, and the total value of each.  This counter also indicates how many titles have no price available.  Titles with no price occur when HARRASSOWITZ receives bibliographic records without price information.

If you click on "Exit speed order" you will go back to the search page, without any orders or selections being submitted. After you have paged through all the retrievals, or if you click on "Submit batch," you will see a summary of all the orders/selections in this speed order batch. The titles ordered and selected are again counted and their total values cumulated.  You can check those titles that you wish to delete from the list. Click "Submit orders/selections" when you are ready to submit the orders and/or selections.

Speed order/select is a useful method of ordering and/or selecting when you know that you will want to order or select many of the titles retrieved from your search. For example, you may want to do a search for New Title Announcements created within a certain date range, and review them one at a time before ordering.

If the search result contains a set or volume(s) in a set, only those volumes that were retrieved by the search are presented for ordering (or selecting). If the retrieved items include titles available in multiple versions, only the main record, not the variant versions, are presented for ordering (or selecting).

Ordering titles that were previously selected

First search for your selections by searching for Order Status = selected by library, with or without a date limitation. Then from the search result, you may

In either case, the order form will be populated with the data that was entered when the item was selected. You may now make changes to the order before submitting it, if necessary.

If you checked "Speed order/select" before searching, you will automatically see each retrieved title with the order form attached, one by one, without seeing the complete search result first (see above).

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Speedy ID# order. Speedy ID# order is an function you can choose on the main menu. This procedure is designed for ordering a number of titles which you know by an ID number. For example, if you have a list of New Title Announcements to order, Speedy ID# order makes it possible to order titles simply by copying and pasting the ISBN for each one desired. To use Speedy ID# ordering:

Note that Speedy ID# ordering can only be used for ordering, not for selecting titles.

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Ordering a title not found. If you are unable to find the title you want to order, you can submit a request to HARRASSOWITZ. From the search results page, click on "Order title not found." Fill out as much information as you know about the book. HARRASSOWITZ will either order the title from the publisher and create a record in the HARRASSOWITZ database, or contact you.

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Viewing order details

OttoEditions allows you to look at the order record, including the history of the order, for any title with an order record. You will only be allowed to view the order details for those customer codes that were checked for your username when the username was created. (The library coordinator can modify your username permissions through the Account Management function of OttoEditions, if necessary).

To see the order details, click on "Order details" to the left of the title in the search results.

Or, in the search results page, click in the checkbox next to the titles whose order records you wish to see, and click on the "Order details" button in the "Checked titles" area at the top or bottom of the page. You may check more than one title on a page, but you can only check titles on one page of results at one time.

Whenever you complete a search, the search result pages include the current order status for each title that has an order record for one of your username's customer codes. Sometimes you will see more than one order status: this means that there are multiple order records for your institution or for related institutions for that title. The order status line includes: date of status, order status and customer code. If the material has already been supplied, the order status line will include an invoice number and a link to the PDF of the invoice.

The order details display shows the details of all the order records for this title, with a history of all the actions that have been taken on each order record. This includes notifications that have been sent to the library.

You may modify the order record by clicking the appropriate button at the bottom of the page. Tip: if you are looking at more than one order record, be sure that you click the radio button for the order you want to modify before you click on one of the buttons to modify the order.

You will only be allowed to make modifications that are logically possible, for example:

	You can only deselect a title if it has been selected.
	You can only request cancellation of a title if it is currently on order.
	You can claim a title only if it was ordered more than 20 days ago.

For details of the meanings of all the order status, see the order status table.

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Responding to notifications

If you have received a notification asking you to cancel or confirm an order, you may respond through OttoEditions. Search for the title. In the results display, click on "Order details." From the order details page, click on either "Order title" to confirm the order, or "Request cancellation of order" to cancel it.