To add, edit or delete the order processing parameters:

1. From the Module Menu select Maintenance, Acquisitions and then General Parameters.
2. Click the Order Processing tab.
3. Under Order Processing, do one of the following.
   • Click Add to add a new order type, and set the parameters you want (see below for details).
   • Click Edit to make changes to the parameters for an existing order type.
   • Click Delete to delete to delete the parameters for an existing order type.
4. Click Save or Save & Close.

Order type

The order types are set up in the PCO lookup table, and can be maintained using the Table Manager.

The order types in your library will depend upon your needs, however, as far as possible, you should use the following codes supplied with the Spydus Library System. We've included suggested settings for each order type.

Code	Type	Order category	Allow check-in	Allow zero	Continuous	Payment type	Notice category	Create new PO
BO	Blanket order. Use this type for a continuous order for any number of different titles. For example, you might send a blanket order for “All titles published by Mills and Boon”. The vendor will then choose the individual titles as and when they’re published, and send them to you.	Blanket orders	Y	N	Y	Normal	None required	Y
CGS	Continuous gift solicited	Subscription	Y	Y	Y	No payment	Reminder	Y
CGU	Continuous gift unsolicited	Subscription	Y	Y	Y	No payment	None required	Y
CO	Contract Order. Used for a non-recurring ERM contract order.	Order	N	N	N	Normal	None required	Y
CP	Conference proceedings	Order	Y	N	N	Normal	Reminder	Y
CS	Contract Subscription. Used for a recurring ERM contract order.	Subscription	N	N	Y	Normal	None required	Y
CX	Continuous exchange	Subscription	Y	Y	Y	No payment	None required	Y
EX	Exchange. This is used for titles ordered for exchange with other libraries.	Order	Y	Y	N	No payment	None required	Y
GS	Gift solicited. This is used for titles that are free of charge and that your have ordered.	Order	Y	Y	N	No payment	Reminder	Y
GU	Gift unsolicited. This is used for titles that are free of charge and that you did not specifically order.	Order	Y	Y	N	No payment	None required	Y
LD	Exchange duplicate	Order	Y	Y	N	No payment	Reminder	Y
LEGAL	Legal Deposit	Order	Y	N	N	No payment	None required	Y
MB	Membership main order. This is used for organisations that supply serials to the library and indicates the main group in the organisation.	Subscription	Y	N	Y	Prepaid	Claim	Y
MBNC	Membership (no charge). This is used for titles that are supplied free of charge as part of your membership of an organisation.	Subscription	Y	Y	Y	Prepaid	Claim	Y
MC	Missing copy	Order	Y	N	N	Normal	Reminder	Y
NB	Non-bibliographic. This is used for ordering non-bibliographic items, for example, stationery.
PF	Proforma. This is used for monographs that are paid for prior to delivery.	Order	Y	N	N	Prepaid	Claim	Y
PR	Purchase. This is used for monograph titles that are only invoiced at time of delivery.	Order	Y	N	N	Normal	Reminder	Y
SB	Subscription. This is used for serial titles.	Subscription	Y	N	Y	Prepaid	Claim	Y
SO	Standing order. This is used for continuous orders where you pay for each item as it is received.	Standing order	Y	N	Y	Normal	None required	Y
SP	Standing order (prepaid). This is used for continuous orders that are paid for prior to delivery. However, it is not used for subscriptions.	Standing order	Y	N	Y	Normal	Claim	Y

Order category

The order category determines how the order type is processed.

Category	Processing
Binding request
Blanket order	A continuous order. No bibliographic record is created in the order details. Instead you’re prompted for the bibliographic record when you check in the item.
Non-bibliographic	A non-continuous order.
Order	A non-continuous order. A bibliographic record is created in the order details.
Standing order	A continuous order. A bibliographic record is created in the order details.
Subscription	A continuous order. A bibliographic record is created in the order details. Select Auto renew (see below) if you subscriptions to be automatically renewed (see below).

Allow check-in

Select this option if orders of the selected type can be checked in.

Clear this option if orders of the selected type cannot be checked in. A message will be displayed directing you to change the relevant order details before attempting to check in the order. For example, if gift or preview orders are chargeable, the order type and details must be amended to reflect the charge before the orders can be checked in.

Allow zero

Specifies whether the unit price for the selected order type is zero. If this option is selected then the unit price in the order details will appear as 0.00 and cannot be changed.

Continuous

Specifies that the selected order type will continue to the next year. The holdings status is changed to “continuous” and the order will then remain current until it’s cancelled manually.

This option is selected automatically when the Order category is set to "Blanket order", "Standing order" or "Subscription".

Payment type

Specifies the payment type.

• Deposit (no payment).
• No payment.
• Normal, i.e. where you pay for the items once you've received them.
• Prepaid.

Bulk mode

Specifies if the order type is in bulk mode.

Automatic renewals and Automatic renewal days before expiry

The Automatic renewals option is only enabled for the order type ‘Subscription’.

If you select this option then specify the number of days before a subscription expires in the Automatic renewal days before expiry. A scheduled task will send out the renewed order to the vendor.

The scheduled task is setup by Civica Support staff. How often the task is run is up to the library. You can also use the Workflow Manager to set up a workflow to notify you of any pending subscription renewal orders created from the scheduled task.