Acquisitions

 

Quick Links

Using GOBI for Placing Firm and Approval Online Notification (Slip) Orders

October 16,2014

 

 LOGGING IN

  1. Point your browser to http://www.gobi3.com
  2. On the left-hand side of the screen, enter your username and password.  The Account Number is 5232.  Contact Joyce Catchings (catching@illinois.edu) in Acquisitions if you do not know what your username is or need to have a new account set up.
  3. Click Go.

 

SETTING PREFERENCES

Preferences only need to be set the first time you log on.

  1. Click on the Options tab.
  2. Click My Preferences.
  3. Set preferences as follows:

Bibliographic display preferences:

 General Cart Preferences:

Selecting/Ordering Preferences:

Ebook Preferred Purchase Option: Be aware of options and be aware of platforms. Recommendation: choose publisher first, then academic aggregators like Project MUSE and finally third party like ebrary due to limitations placed on title use . For Users: see GOBI options defined here: http://www.gobi3.com/StaticContent/GOBIContent/YBP/Private/Help/Pages/ebooks.html    Choose “single user ”only if no other option or cost is an issue. If a core title,  it is recommended to purchase for as high a use as possible.

 

APPROVAL PLAN NOTIFICATION (SLIP) ORDERS

(Covers searching for approval slips, selecting, adding your details for the order, and then submitting your orders)

  1. Search for new notifications:
    • Click the Search link at the top of the screen.  Click Slips.
    • For the Slip Date, enter the dates for which you wish to view slips. Slips are dated weekly on Wednesdays and are posted to GOBI the weekend prior to that Wednesday. You may wish to use the >= symbol to search for all slips since your last search.
      Note: as you place orders, the slips will disappear from your search, so you will not see these again. To avoid viewing old items which you have chosen not to purchase, you can delete them from the list as you go (see the note below on removing slips) or place them in a folder for later review (see note below on adding titles to a folder).
      You should consider carefully which date or date range to enter here, as you do not want to accidentally miss slips by, for example, not setting your search date far back enough.
    • In the Fund Code box, click your fund code(s). (Note: to select more than one fund code at a time, press the ctrl key as you click). Fund codes are assigned to titles based on the approval plan profile and each title is assigned just one fund.
    • Press Enter or click the Search button at top of the screen.
      Note: You may wish to use different search parameters to see if there are other titles not attached to your fund code(s) which you might wish to order. Search tips appear at the bottom of the search screen.

      You might find an item that you wish to order that was slipped for another fund. You can ask that selector about ordering that item, or you can select that item and change the order details. All item statuses are dynamic, so any changes made and saved will appear on GOBI. As a courtesy, please let the selector know as you do this or save the record to a folder for future discussion which may help in adjusting profiles later.

  2. Review the retrieved slips
    • At the top of the screen, you will see the number of titles retrieved, as well as an estimated list price and net price (after discount) for all of the titles retrieved.
    • If you find a title which you would like to receive, mark it by clicking on the margin to the left of the title. It should then be highlighted blue. Continue through your list, marking any other items which you'd like to receive. If you'd like to mark all of the titles at one time, click the Mark All icon () at the top of the screen.
    • When you are done marking all items, click Add to cart.
    • Click Select cart at the top of the screen to place the items in your select cart. The select icon (a finger pointing to the left) will appear next to any titles which you've placed in your cart.

      Removing slips:
      If you decide to forgo purchasing a title that appears as a slip, you may wish to remove that title from your list so that it will not appear again when you do another search. To do so, mark the title by clicking in the bar to the left of the title information, and then click Delete () at the top of the screen.

      Adding titles to a personal or shared folder:
      If you are not sure at the moment whether you would like to place an order for a particular title, or if you would like to gather titles to show to another selector, you can move that title to a personal or shared folder. To do so, mark the title by clicking in the bar to the left of the title information, and then click the folder icon () at the top of the screen.

      Note: To create a new folder, click on the Folders link at the top of the screen. Click "Manage My Folders" and choose "New". Name the folder and choose whether it should be personal (available only to you) or shared (available to anyone else within the library who has access to GOBI). Note the naming conventions we prefer: example REFERRALS – Undergrad, or Questions –Profiles. See the doc Sharing folders in: G:\Collections Info\Approval Plan -YBP\GOBI tips

  3. Adding order details
    • Click Select Cart at the top of the screen. All of the titles which you have selected in the previous step should appear with a red light to the left of the title.
    • Click to the left of each title to mark it.
    • Click Enter Order Details at the top of the screen. The Order Details screen will appear.
    • Click the down-arrow next to Please choose template.
    • There will usually be an approval template and a firm order template for each fund you manage.
      (NOTE: If you will be ordering Ebooks, an ebook template needs to be added if it is not yet there.)
    • Choose the appropriate template for the fund associated with this record. In the case of slip orders, this would be an approval template. (Contact Joyce Catching (catching@illinos.edu) if you do not see a template as they will need to be created).
    • The templates will automatically fill in most of the fields. Change the location if necessary, add any notes and leave the PO Number field empty.

      Subaccount: Sets the applicable SLIP subaccount.Note: for ebooks, this must be set to 5232-50
      PO Number: Leave blank. Voyager will automatically supply PO number
      Fund Code: Choose your fund to apply to the order
      Location: Choose the Voyager location in which you want the item shelved NORMALLY THIS WILL BE THE ONLY FIELD YOU MAY WISH TO CHANGE IF YOU USE A TEMPLATE
      Note to YBP: Leave Blank (Acquisitions will communicate with YBP directly)
      Note: Enter a note for Acquisitions staff which will appear in Voyager Acquisitions.
      Initials: Your initials
      Quantity: Should always be 1
      List Action: Removed marked status on items in cart

    • Click Save. Note DO NOT click Select at this point! You should now see a green light next to the title, meaning that it is ready to be submitted.
    • Repeat the same above steps for each item in your cart.
    • Once you have set order details for all of the titles in your cart, click Submit all Green Lights on the left-hand side of the screen. This will submit the order(s) to Acquisitions. It will take up to about one week for the order to reach YBP and be reflected in the status in GOBI ("library open order" will appear to the right side of the title).
    • The next screen will show you Selection Acknowledgements for each selection submitted. You will receive an email with this information as well. At this point you can place these orders in a folder, email them, or remove them from your list. They will disappear from your list depending on the preferences you set for saving acknowledgements.

FIRM ORDERS

Orders for domestic print titles can usually be ordered through GOBI. If you are unable to find a title in GOBI, please place your order using the Acquisitions online order form (https://illinois.edu/fb/sec/9821684).

  1. Search for a title:
    • Type your search in the Search box at the top of the screen, type in your search terms, and press Enter to search.
  2. Review the title(s) which are retrieved.
    • At the top of the screen, you will see the number of titles retrieved, as well as an estimated list price for all of the titles retrieved.
    • If you find the title which you would like to order, mark it by clicking on the margin to the left of the title. It should then be highlighted blue. If you do not find a match for the title you would like to order, please place an order using the Acquisitions online order form (https://illinois.edu/fb/sec/9821684).
    • When you are done marking all items, click Add to cart.
    • Click Select cart to place the item in your select cart. The select icon (a finger pointing to the left) will appear next to any title which you've placed in your cart.
  3. Adding order details
    • Click Select Cart on the top right-hand side of the screen. All of the titles which you have selected in the previous step should appear with a red light to the left of the title.
    • Click to the left of the first title to mark it.
    • Click Enter Order Details at the top of the screen. The Order Details screen will appear.
    • Click the down-arrow next to Please choose template.
    • There will usually be an approval template and a firm order template for each fund you manage. Choose the appropriate template for the fund associated with this record. In the case of firm orders, this would be a FIRM template.
    • The templates will automatically fill in most of the fields. Change the location if necessary, add any notes and leave the PO Number field empty.

      Subaccount: Sets the applicable FIRM subaccount
      PO Number: Leave blank. Voyager will automatically supply PO number
      Fund Code: Choose your fund to apply to the order
      Location: Choose the Voyager location in which you want the item shelved
      Note to YBP: Leave Blank (Acquisitions will communicate with YBP directly)
      Note: Enter a note for Acquisitions staff which will appear in Voyager Acquisitions.
      Initials: Your initials
      Quantity: Should always be 1
      List Action: Removed marked status on items in cart

    • Click Save. Note DO NOT click Select at this point! You should now see a green light next to the title, meaning that it is ready to be submitted.
    • Repeat the same above steps for each item in your cart.
    • Once you have set order details for all of the titles in your cart, click Select Green Lights on the left-hand side of the screen. This will submit the order(s) to Acquisitions. It will take up to about one week for the order to reach YBP and be reflected in the status in GOBI ("library open order" will appear to the right side of the title).
  4. The next screen will show you Selection Acknowledgements for each selection submitted. You will receive an email with this information as well. At this point you can place these orders in a folder, email them, or remove them from your list. They will disappear from your list depending on the preferences you set for saving acknowledgements.

TUTORIALS

GOBI has a tutorial entitled "Electronic Selections" which provides a good overview of slip ordering. To access the tutorial, go to the main GOBI page and click on Tutorials on the left-hand side of the screen, then click on Electronic Selections.