Creating a Print + Electronic Subscription Order

Owned by Daryl Boone
Last updated: Jun 24, 2020 by Katheryn Marchak-Wansor

Best Practices

Ex Libris documentation recommends linking both the print and electronic orders to the record for the electronic version in the Community Zone.

The eResources Working Group recommends linking payment to the electronic order when possible since it is more likely to continue. However, there may be fund restrictions or other reasons to use the print order to record payment.

These instructions assume that you will use separate bibliographic records and that payment will be associated with the electronic order.

 

To order a print + electronic subscription, you create two orders: one for the print subscription and one for the electronic subscription. The electronic order will hold the payment, while the print order uses Acquisitions Method: Technical.  

Create Continuous Order-Print Journal-subscription

For the print order, follow the instructions for a continuous order (serial), except that your Acquisitions Method will be Technical (which does not require data in the price and fund fields).

Write down the POL number for the print subscription as it will be needed when setting up the electronic subscription order.

Create eJournal Order

  1. Complete pre-order searching in the Institution Zone to see if Harvard owns the title. 

  2. If there is no Harvard title, search for search type Electronic Portfolios and search criteria Title to find the title in the Community Zone.

  3. Locate your title from the appropriate Electronic Collection (e.g., JSTOR Language & Literature Current). The appropriate Electronic Collection will be provided via ERIN. (If you do not have an ERIN account, you will receive the information from ERIN via email.) If the title has undergone a publisher or title change, check to see if the portfolio for access has remained the same or changed with the publisher/title.

  4.  Click Order 

  5. PO Line Owner and Type screen will appear

    1. Create POL as:
      1. Purchase Type: Electronic Journal - Subscription
      2. PO line owner: as appropriate
      3. Load from template: Select the appropriate template for this subscription. For more information, see PO Line templates.
      4. Click Create PO Line
  6. Purchase Order Line Details screen will appear. On the Summary Tab, fill in this information:
    1. Ordered Items section
      1. License: Leave blank (eResources Working Group does not recommend linking licenses at the individual title level; these will be linked to electronic collections)
    2. Vendor Information section
      1. Material Supplier should be the same as print subscription POL
      2. Access Provider: You may also choose an Access Provider, if applicable. 
      3. Claiming Grace Period (days): This value comes from the vendor account 
      4. Expected activation after ordering (days): This value comes from the vendor account.  
      5. Or expected activation date: Leave blank  
      6. E-Activation due after ordering (days): Defaults to 30 days, or you can fill in specific dates based on your expectation of when the title should be activated.
    3. Pricing and Funding sections
      1. Add list price and fund
    4. PO Line Details
      1. Acquisition method: If you are placing the subscription directly from the vendor (e.g., via EBSCONET) choose Acquisitions Method: Purchase at Vendor System or Purchase – without letter.
      2. Material type: Journal (default)
      3. Invoice status: Do not change.  This will update automatically as order goes through invoicing process. 
      4. Reporting code: (ex. 7059) 
      5. Secondary reporting code: Print plus online subscription
    5. Renewal section
      1. Manual renewal box: Uncheck
      2. Subscription from date and Subscription to date: Neither is required 
      3. Renewal date:12/31/2099. 
      4. Renewal reminder period (days): can be kept at 0
    6. Additional section
      1. Click > icon to open window
      2. Associated PO lines: Add POL number for the print subscription. This will link the eJournal POL to the print POL.  
      3. Click Order Now

Activate the eJournal

  1. Click on the Task List icon (clipboard with a check mark) in the main menu bar
  2. Click on Electronic Resources >> Activation >> Unassigned
  3. Look for the title in the Unassigned tab. The field Status will identify the necessary action for each title; a newly ordered title will have a status of Check access. 
  4. Select the correct line. Once the user begins to edit the task, it is automatically assigned to their account and will show up in the Assigned to me tab. 
  5. From the ellipsis to the right of the title, select Test access. This will bring you to the resource itself to verify full text access and coverage.
  6. If full text is not yet available, follow up with the vendor. At this point, the resource is not available to the public and the title is suppressed. 
  7. When access and coverage has been verified, select Activate from the ellipsis to the right of the title.
  8. Click Confirm, and then Confirm again. The title is no longer suppressed, and the link is available to the public.
  9. Coverage Information tab: Verify the dates. If your subscription entitlement differs from the Global Date Information
    1. Add coverage information to the Local Date Information section
    2. Switch the Which coverage statement will be applied? radio button to Only local.
  10. Click Save
  11. You are then taken to the Assigned to Me tab of the Electronic Resource Activation Task List
  12. Click on the row action item list icon next to the title
  13. Mark as Done