FAQ

How do I know how much money I have left?

There are three main ways of finding out how much money you have left to purchase with, as well as how much you have spent:

  1. The first and easiest option is to look at your fund reports. (See below.)
  2. OR you can access the daily fund summary reports on the G drive and pick the last date available:
    G:\VoyagerFundReports\0 Voyager Fund Summary Current FY
    this report will only provide a snapshot of the allocation, expends – including pending ones, the obligations and free balances left per fund.
  3. The third and more complex option is to look at the ledgers in Voyager Acquisitions. Log in to Voyager Acquisition. If you do not have a Voyager account, you can log in using a view only account.
    Operator ID: view
    Password: onlyonly
    On the left side of Voyager Acquisitions, there are several tabs. Select “Ledgers and Funds.” Then, you can select the button “funds” and search for your fund.OR search the current Ledger to then navigate under the fund hierarchy to find yours.

How do I view my fund reports?

If you want to see what books you’ve ordered or how much money you’ve spent, you can look at your fund reports. So, how do you find your most up-to-date fund report?

Go to the Acquisitions webpage. Under the Fund Management box select “Voyager Fund Reports.” After signing in with your netid and Active Directory password, you can select your name and a fund report will be generated for you.

See your fund reports now.

What’s the difference between blanket, approval, and firm orders?

Blanket orders are usually international orders. Acquisitions helps subject specialists set up profiles with vendors. These profiles describe what sort of materials a bibliographer wants to buy. (These specifications can be based off of subject, call number ranges, language, etc.) With these profiles in hand, the vendors send the library materials which meet these specifications.

Approval orders can be international or domestic orders. The library primarily uses YBP Gobi3 for domestic approval orders. For approval orders, acquisitions helps subject specialists set up profiles with the vendor. Working off these profiles, the vendor recommends materials for purchase. The subject specialist can then choose from the list of recommended materials.

Firm orders are for books that we cannot get via blanket orders or approval orders. If a subject specialist finds a important, interesting, pertinent book (journal, film, etc.), they can send in a firm order for that book.

How do I order with Gobi3?

You can use Gobi3 for approval orders and for firm orders.

Approval Orders

On Gobi3, approval orders are called slip orders. Gobi3 recommends books based on profiles that the library gives them. To order off of approval funds, you need to find the slip recommendations.

At the top of the webpage, there are several dark blue tabs. One of these tabs is labeled “Search.” When you click that tab, a drop down menu appears. Select “Slip.”

From there, you will be brought to a search form. The most important parameters to include in your search are the date range and your fund code. Once you search, a list of recommended titles will appear.

When you have decided you want a certain book, click to the left of the record and the record will be highlighted (it is a dark blue). Then, click “Add to Select Cart” – which you can find at the top of the page. Continue to put books into the select cart until you are ready to complete your order.

When you are ready to order a list of titles, go to “Select Cart,” which can be found at the top right hand corner. When you’re in the select cart, highlight your titles. Then, “Enter Order Details.” (You can enter your order details, either using a template or by manually entering the details.) Your titles should have green traffic lights next to them once the order details are added. Then, you can click “Select Green Lights.” And voila, your books are ordered.

Firm Orders

You can create firm orders on Gobi3 for books that YBP sells but that do not appear in your recommendation for your slip/approval orders.

For firm orders, you can search by title or ISBN with the search bar on the homepage of Gobi3.

When you have decided you want a certain book, click to the left of the record and the record will be highlighted (it is a dark blue). Then, click “Add to Select Cart” – which you can find at the top of the page. Continue to put books into the select cart until you are ready to complete your order.

When you are ready to order a list of titles, go to “Select Cart,” which can be found at the top right hand corner. When you’re in the select cart, highlight your titles. Then, “Enter Order Details.” (You can enter your order details, either using a template or by manually entering the details.) Your titles should have green traffic lights next to them once the order details are added. Then, you can click “Select Green Lights.” And voila, your books are ordered.

How do I place a firm order?

If you can’t find the book you want on Gobi3, you can use our firm order form. Make sure to fill in as much information, including a vendor, as you can so we can find you the correct book.

How do I place an order for a serial?

Use our serials order form. Remember to put as much information as you can into the form so we can order the correct serial.

How do I cancel a serial?

If you want to cancel a serial, use our serial cancelation form. Remember to include as much information as possible so that we cancel the correct title. If you have any questions, please contact Faraba Parish.

A book I ordered hasn’t come in. How can I find out about its status?

If you ordered the title as a firm order, email George Gottschalk.

If you ordered the the title as a part of an approval plan, email Tammie Redenbaugh or George Gottschalk.

If the title is an ebook not ordered from YBP/Gobi3, email Wendy Shelburne.

What do these fund codes mean?

Funds in Voyager are categorized into ledgers. The UIUC Library has separate ledgers for each fiscal year: one for the Main ledger that includes the special funds (grants, gifts and endowments) and a separate one for the approval plan slip orders (that is a separate ledger as those orders are prepaid via one fund on the Main ledger).

Funds within each ledger are organized into three different types of funds:

  • Reporting funds (i.e. ger0-611, eng9-641) include the material type code (the last three digits) and are assigned to purchase orders and invoices to report the types of materials ordered. See below for an explanation of reporting fund codes.
  • Allocated funds (i.e. ger0, eng9, and soc4) are the funds to which money is allocated in Voyager.
  • Summary funds are used to group and organize the allocated funds by type of account (state v. grant), unit, and division.

Reporting level fund codes are broken down into three parts:

  • Initial Letters: The initial letters of the fund code typically denote the name of the fund or the unit covered by that fund. For example, ger refers to “German”; egr refers to “Engineering”.
  • Number preceding the dash (-): This number denotes the type of material ordered at a general level.
    • 0 = Monograph
    • 9 = Periodicals
  • Other Numbers (e.g. 2, 6, 5, 17) = grant or gift accounts
    Letters that appear after these numbers typically are added when more than one fund code exists with the same code (i.e. egl6 and egl6a). See breakdown of these codes.

Numbers following the dash (-): material type code. This is sometimes referred to as the object code or activity code. Commonly used activity codes include:

  • 611 – Print Monos
  • 648 – DB Subscriptions
  • 613 – Slip Monos
  • 649 – CDRom Books
  • 617 – Back Issues
  • 650 – CDRom DB
  • 631 – Print Standing Order
  • 651 – AV Firm Order
  • 632 – Mono Contin
  • 652 – AV Monos
  • 633 – Contin
  • 653 – AV Periodicals
  • 641 – Print Periodicals
  • 691 – Microforms Mono Contin
  • 643 – E Ref Sources
  • 692 – Microforms Contins
  • 644 – E Books
  • 693 – Microforms Monos
  • 645 – E Contins
  • 694 – Microforms Periodicals
  • 646 – E Journals
  • 697 – CD Non-Music
  • 647 – CDRom Periodicals
  • 744 – eBooks (non-cap)
  • 748 – Databases (non-cap)

How do I know if the library has already ordered something?

There are a few ways to find out if the library has ordered something:

Check the Online Catalog

The easiest way to determine if the library has ordered something is to search for the item in the online public access catalog. If the item appears and does not prompt you to request its purchase, the library has the item – or the item is on order.

Check Voyager Acquisitions

Log in to Voyager Acquisitions. If you do not have a Voyager account, you can log in using a view only account.

OperatorID: view
Password: onlyonly

On the left side of Voyager Acquisitions, there are several tabs. Select “Line Items” and then click the red book icon labeled “Search Line Items.” On the right 2/3rds of the screen, the interface for searching for line items will appear. Make sure the fields read “Bib and Holdings Info” and “Equals.” The third field is blank. Go to the ellipses (“…”) and click that. A pop-up window will appear, allowing you to search by title, ISBN, ISSN, etc. Fill in the information you have and click “Do Search.” Another pop-up will appear, with a list of items that match your search. Select your item and click “Ok.” When the pop-up windows disappear, click “Search.”

If the title comes up with an associated PO (purchase order), then your item has been ordered. If you click into the PO, you can see whether Acquisitions is waiting on the vendor to send it (Approved), has claimed it (Claimed), has cancelled it (Cancelled), or has received it (Received).

Gobi3 Statuses

If you are searching titles in Gobi3, you can see whether or not the library has the title or has ordered the title. (Note: This is not always 100% accurate. Sometimes, a title that we have ordered elsewhere will not indicate such on Gobi3. It’s always good to double check.) On the right hand side of the record, Gobi3 will alert you if the title has been “Exported” (meaning that the title has been selected for purchase by a subject specialist) or if the title has been “Shipped” (either the library has it or the library will soon have it).

How do I know by when I need to spend my money? For approval orders? For firm orders?

February 1st– By close of business on Feb. 1, any remaining orders requiring:

  1. approval of a sole source justification or
  2. a license and is greater than or equal to $5,000 in total value.

Procurement rules are such that an order cannot be assumed unless this date is met

May 2nd – Date of last orders for the current FY for any amount less than $5,000 that does not require a license (see Feb 1 date). This includes all firm orders. The only exception for materials procurement for the current FY will be approval plan orders as those are prepaid on account (but that account must also be paid by last invoice date: last day for transfers to pbad is therefore also last order day).

May 23rd Date of last invoices. Any invoices received before May25th will be processed in the current FY if there is a valid order. Acquisitions and the Library Business Office cannot guarantee current FY processing of any invoices received after this date. Invoices received after this date may be held for processing off of the assigned funds in the next FY.

June 3rd – (or first Friday in June) – Date of last approval orders. No exceptions. These orders take 3-5 business days to load completely as an order into Voyager. Acquisitions will reserve the right to hold any order that will over expend an approval sub-allocation. Selections made on GOBI that cannot be funded by a sub-allocation will sit in GOBI selection folders until the new FY for approvals and will load against that next year sub-allocation.

July 2nd week– New Main Ledger created In Voyager Acquisitions: all recurring POs are rolled; all firms orders not yet received and still on active order OR received after invoice close and not yet paid are rolled into the new FY: NOTE: Allocated funds will NOT represent accurate balances for the new fiscal year, but merely serve as placeholders that enable ordering to begin while balances for the new fiscal year are being loaded. See July-August below.

July 3rd week– New Approval sub-allocations distributed, New Approval Ledger created, and new approval orders initiated.

July–August: Upon completion of materials allocations for the current fiscal year, Current FY funds refreshed in Voyager Acquisitions by the Library Business Office. The LBO is the only office authorized to adjust fund balances in Voyager.