MCLS' Online Ordering System may be used to search for and purchase supplies and eResources, as well as renew your library's subscriptions. If you need any assistance with the system, MCLS staff are only a phone call or email away to help you.
Before you can place online orders, you will need a screen name and password. Any member of your library staff may access the portal. If you are currently listed in MCLS records, you probably already have a screen name, and it is likely your email address. To receive a screen name/password reminder:
It is easy to get a quote through the Online Ordering System. Just login, search for and click on the name of the product that you are curious about. For many of our products, you will see a customized price quote. If for some reason pricing is not available, just click on "Request A Quote" and MCLS staff will get back with you as soon as possible. Open Quotes may be viewed and approved online on the My Subscriptions page. Again, MCLS staff is just a phone call or email away.
Notification of upcoming renewals are delivered by email. You will be notified when renewals are upcoming and detailed instructions will be included. All renewals are processed through the Online Ordering System. After your order is placed, an order confirmation is displayed on the screen for printing.
Who is allowed to renew subscriptions at my library?
Any staff member at your library may renew subscriptions. All libraries have their own internal guidelines for who can and cannot place orders, and you’ll probably find it most convenient to stick to those rules. Note that although the renewal transaction will occur online, it is fully binding. Treat your online orders with the same gravity as orders you write into a hard copy form and sign yourself. Any staff member may place the order, no matter who receives the email renewal notification. That person will become the contact for that order.
Should I renew all my databases up for renewal, or should I wait for database specific emails to be sent?
Any databases that are 'ready' (those that have new pricing), can be renewed all in one transaction. You will receive an email notification when a Renewal is ready for your approval. You will receive periodic email reminders until you login and Renew.
What are the specific renewal steps?
What if something goes wrong?
Remember! MCLS staff is just a phone call or email away. You can NOT break the system and any entries made in error may be easily reversed - just notify us asap by phone or email.
Who signs and submits orders?
Any staff member at an MCLS Member library may order products or renew subscriptions, regardless of who may receive email renewal notification. Whoever places the order will become the contact for that order.
All libraries have their own internal guidelines for who can and cannot place orders, and you’ll probably find it most convenient to stick to those rules. Note that although the transaction occurs online, it is fully binding. Treat your online orders with the same gravity as paper orders that require a signature.
What if I want to order something mid-year?
Most of the MCLS group subscriptions have set terms - for example, January 1 - December 31. When you place an order through the Online Ordering System the dates will automatically default to the next group subscription term. Pricing is only available for full year subscriptions. Many of the vendors MCLS works with offer prorated pricing for institutions that would like to join an existing group. As an example:
Annual Terms: January 1 - December 31
Annual Price: $2,400
Prorated Terms: May 1 - December 31 (8 month subscription)
Prorated Price: $1,600 (cost for an 8 month subscription)
All orders are reviewed by MCLS staff before they are submitted to Accounting. Any changes that need to be made for dates or pricing will completed, and a new Order Confirmation email will be sent. On the page where you enter "Bill To" information, there is a free text field where you may enter a note to MCLS staff. If you would like, feel free to contact us - either call or email - during the checkout process.
How do I know when my order is complete?
Your order is complete when you have clicked on Submit Order and you see an Order Confirmation page. MCLS staff will then receive your order, and verify all of the information.
What if things change when an order is verified?
Every order is reviewed by MCLS staff before it is confirmed. We check for any notes you may have written, correct pricing, dates, etc. If there are any changes, staff will send you a revised Order Confirmation. If you see any discrepancies at any time, we can always fix them. Please remember that even though we have automated the system, staff members are still here to help you at any time! Our primary goal is still to make our members happy!
How can I see my institution's subscriptions?
The My Subscriptions page in the MCLS Online Ordering System shows your library's subscriptions only, not billing information. The 'Renew Subscriptions' section displays any current or future subscriptions that are able to be renewed by your library through the system. The 'View Active Subscriptions' section shows your current subscriptions. The 'View All Subscriptions' section shows subscriptions that have ending dates that are in the past - that is, they have expired.
These screens show only the names, prices, and effective dates of the library's subscriptions, and are meant as guides to show you at a glance, all the databases that your library is or has been subscribed to, and to help you know whether or not you have already renewed a specific database for an upcoming time period. To view additional detail, there is an option to download your subscription information to a spreadsheet.
This My Subscriptions area does not display any information about the status of an invoice for your subscriptions, and is not intended to track billing/accounting information or 'order/renewal progress'. If you wish to check on the status of your Account, view specific invoices, etc., you may consult 'Member Accounts Online' for that information. You can access this from My Subscriptions, or click on Accounting Services for a link to Member Accounts Online, where you can review your Account status with MCLS. ('Right-click' on any link in the Member Accounts Online window to open it in a larger screen for easier viewing). Alternatively, you may contact MCLS Group Purchasing about a specific order.
