From: rsoulliere Date: Sat, 5 Mar 2011 21:31:40 +0000 (-0500) Subject: Add GPLS acquisitions module docbook file -- from GPLS via Dan Scott conversion. X-Git-Url: https://old-git.evergreen-ils.org/?a=commitdiff_plain;h=593d6cdfd9b4fa0c21863e1ad12826b617cf5912;p=Evergreen-DocBook.git Add GPLS acquisitions module docbook file -- from GPLS via Dan Scott conversion. --- diff --git a/2.0/root.xml b/2.0/root.xml index bb0cbf1..8f5bf96 100755 --- a/2.0/root.xml +++ b/2.0/root.xml @@ -53,6 +53,8 @@ + + diff --git a/2.0/stafftasks/acquisitions_module-GPLS.xml b/2.0/stafftasks/acquisitions_module-GPLS.xml new file mode 100644 index 0000000..6dd9898 --- /dev/null +++ b/2.0/stafftasks/acquisitions_module-GPLS.xml @@ -0,0 +1,1767 @@ + + + + The Acquisitions Module (from GPLS) + This documentation is intended for users who will be performing front line + processes in the acquisitions module. Documented functions include creating + selection lists, creating and activating purchase orders, and receiving, + invoicing, and claiming items. Administrative functions are documented in + Administration Functions in the Acquisitions Module. This document is intended + for first time users of the Acquisitions module as well as those who are + familiar with the module and need only a reference guide. The contents of this + document are alphabetized by topic. + + + +
+Brief Records +Brief records are short bibliographic records with minimal information that are +often used as placeholder records until items are received. Brief records can +be added to selection lists or purchase orders and can be imported into the +catalog. You can add brief records to new or existing selection lists. You can +add brief records to new, pending or on-order purchase orders. +
+Add brief records to a selection list + + + +Click Acquisitions → New Brief Record. You can also add brief records to +an existing selection list by clicking the Actions menu on the selection list +and choosing Add Brief Record. + + + + +Choose a selection list from the drop down menu, or enter the name of a new selection list. + + + + +Enter bibliographic information in the desired fields. + + + + +Click Save Record. + + + +
+
+Add brief records to purchase orders +You can add brief records to new or existing purchase orders. + + + +Open or create a purchase order. See section 13 for more information. + + + + +Click Add Brief Record. + + + + +Enter bibliographic information in the desired fields. Notice that the +record is added to the purchase order that you just created. + + + + +Click Save Record. + + + +
+
+
+Cancel/suspend acquisitions +You can cancel entire purchase orders, line items on the purchase orders, and individual copies +that are attached to a line item. You can also use cancel reasons to suspend purchase orders, +line items, and copies. For example, a cancel reason such as Delayed Publication, would +indicate that the item will be purchased when the item is published. The purchase is, in effect, +suspended rather than cancelled, but the state of the purchase order, line item, or copy would +still become cancelled. +
+Cancel/suspend copies +You can cancel or suspend line items that are in a state of on order or pending order. + + + +Select the Copies link. + + + + +Click the Cancel link adjacent to the copy that you wish to cancel. + + + + +Select a cancel reason from the drop down menu that appears, and click Cancel copy. + + + +
+
+Cancel/suspend line items +You can cancel or suspend line items that are in a state of on order or pending order. + + + +Check the boxes of the line items that you wish to cancel. + + + + +Click Actions →Cancel Selected Lineitems. + + + + +Select a cancel reason from the drop down menu. Choose the cancel reason, +and click Cancel Line Items. The status of the line item is now cancelled. + + + +
+
+Cancel/suspend purchase orders + + + +Notice the Cancel column in the top half of the purchase order. + + + + +Click the drop down arrow adjacent to Cancel order, and select a reason for +cancelling the order. + + + + +Click Cancel order. The state of the purchase order is cancelled. + + + +
+
+
+Claim items +Manual claiming of items can be accomplished in multiple ways, but electronic +claiming is not available in the 2.0 release. +You can apply claim policies to line items or individual copies. You also can +use the default claim policy associated with your provider to claim items. +
+Apply a claim policy +You can apply a claim policy to an item in one of two ways: apply a claim +policy to a line item when the item is created on the selection list or +purchase order, or use the default claim policy associated with the provider on +the purchase order. The default claim policy for a provider is established when +the provider is created and will be used for claiming if no claim policy has +been applied. + + + +Open a selection list or purchase order. See section 13 for more information. + + + + +Click the Actions drop down menu on the line item. + + + + +Click Apply Claim Policy. + + + + +A drop down menu of claim policies will appear. Choose a claim policy to +apply to the line item. The claim policy will be applied to all items that have +not been received or cancelled. + + + + +Click Save. + + + +
+
+Change a claim policy +You can manually change a claim policy that has been applied to a line item. + + + +Open a selection list or purchase order. + + + + +Click the Actions drop down menu on the line item. + + + + +Click Change Claim Policy. + + + + +A drop down menu of claim policies will appear. Choose a claim policy to apply to the line +item. + + + + +Click Save. + + + +
+
+Claim an item +You can manually claim items at any time after the item has been ordered. + + + +Open a purchase order. + + + + +Click the Actions drop down menu on the line item. + + + + +Click Claims. The number of existing claims appears in parentheses. + + + + +A drop down menu of items to be claimed and possible claim actions appears. +Check the boxes adjacent to the item that you want to claim and the action that +you will take. You can claim items that have not been received or cancelled. + + + + +Click Claim Selected. + + + + +Select a claim type from the drop down menu. Entering a note is optional. + + + + +Click Claim. + + + + +The number of existing claims on the line item updates, and a claim voucher +appears. The voucher can be printed and mailed to the vendor to initiate the +claim. + + + +
+
+Produce a list of claim-ready items +If an item has not been received and meets the conditions for claiming +according to the item’s claim policy, then the item will be eligible for +claiming. Evergreen can produce a list of items, by ordering branch, which is +ready to be claimed. You can use this list to manually claim items from your +provider. + + + +Click Acquisitions →Claim-Ready Items. + + + + +Choose a branch from the drop down menu to claim items that were ordered by this +branch. + + + + +Any items that meet the conditions for claiming will appear. + + + + +Check the box adjacent to the line items that you wish to claim. Click Claim selected items. + + + + +Select a claim type from the drop down menu. Entering a note is optional. + + + + +Click Claim. + + + +
+
+
+Export Single Attribute List +You can export ISBNs, ISSNs, or UPCs as a file from the list of line item(s). A list of ISBNs, for +example, could be uploaded to vendor websites when placing orders. + + + +From a selection list or purchase order, check the boxes of the line items with attributes +that you wish to export. + + + + +Click Actions → Export Single Attribute List. + + + + +Choose the line item attribute that you would like to export from the drop down list of +attributes. + + + + +Click Export List. + + + + +Save the file to your computer. + + + + +Open the file. Choose a program to open the file. The following is an example of an ISBN in +a spreadsheet. + + + +
+
+Funds +You can apply a single fund or multiple funds to copies on a selection list or +purchase order. You can change the fund that has been applied to an item at +any time on a selection list. You can change the fund that has been applied to +an item on a purchase order if the purchase order has not yet been activated. +Funds can be applied to items from the Copies link that is located on a line +item. Funds can also be applied to copies by batch updating line items and +their attendant copies. +
+Apply funds to individual copies + + + +Click the Copies link on the line item. + + + + +To apply a fund to an individual item, click the drop down arrow in the Fund field. + +A yellow fund name indicates that the balance in the fund has dropped to the +warning percent that was entered in the admin module. A red fund name +indicates that the balance in the fund has dropped to the stop percent that was +entered in the admin module. Funds that have been closed out will no longer +appear on the drop down list. + + + +To apply a fund to multiple items, see section 7 for more information. + + + +
+
+Apply funds to copies via batch updates to line items +You can apply funds to all copies on a line item(s) from the Actions menu on +the selection list or the purchase order. + + + +Check the boxes of the line items with copies to which you would like to apply funds. + + + + +Click Actions →Apply Funds to Selected Items. + + + + +Select the fund that you wish to apply to the copies. + + + + +Click Submit. + + + +
+
+
+Invoice acquisitions +You can create invoices for purchase orders, individual line items, and blanket +purchases. You can also link existing invoices to purchase orders. In 2.0, all +invoicing is manual. +You can invoice items before you receive the items if desired. You can also +reopen closed invoices, and you can print all invoices. +
+Create a blanket invoice +You can create a blanket invoice for purchases that are not attached to a +purchase order. + + + +Click Acquisitions → Create invoice. + + + + +Enter the invoice information in the top half of the screen. See section 6 .1 for more +information. + + + + +Select a charge type from the drop down menu. + + + + +Select a fund from the drop down menu. + + + + +Enter a Title/Description of the resource. + + + + +Enter the amount that you were billed. + + + + +Enter the amount that you paid. + + + + +Save the invoice. See section 6.1 for more information. + + + +
+
+Create an invoice for a line item +See section 7.5.6 for details. +
+
+Create an invoice for a purchase order +You can create an invoice for all of the line items on a purchase order. The +only fields that are required to save the invoice are the Vendor Invoice ID and +the number of items invoiced, billed, and paid for each line item. With the +exception of fields with drop down menus, no limitations on the data that you +enter exist. + + + +Open a purchase order. + + + + +Click Create Invoice. + + + + +Enter a Vendor Invoice ID. This number may be listed on the paper invoice sent from your +vendor. + + + + +Choose a Receive Method from the drop down menu. + +Only paper invoicing is available in the 2.0 release. Electronic invoicing +may be available in future releases. + + + +The Provider is generated from the purchase order and is entered by default. + + + + +Enter a note. + + + + +Select a payment method from the drop down menu. + + + + +The Invoice Date is entered by default as the date that you create the invoice. You can +change the date by clicking in the field. A calendar drops down. + + + + +Enter an Invoice Type. + + + + +The Shipper defaults to the provider that was entered in the purchase order. + + + + +Enter a Payment Authorization. + + + + +The Receiver defaults to the branch at which your workstation is registered. You can +change the receiver by selecting an org unit from the drop down menu. +The bibliographic line items are listed in the next section of the invoice. Along with the title +and author of the line items is a summary of copies ordered, received, invoiced, claimed, and +cancelled. You can also view the amounts estimated, encumbered, and paid for each line item. +Finally, each line item has a line item ID and links to the selection list (if used) and the purchase +order. + + + + +Enter the number of items that were invoiced, the amount that the organization was billed, +and the amount that the organization paid. + + + + +You have the option to add charge types if applicable. Charge types are additional charges +that can be selected from the drop down menu. Common charge types include taxes and +handling fees. + + + + +You have three options for saving an invoice. You can click Save, which saves the changes +that you have made, but keeps the invoice open. You can click Save and Prorate, which +enables you to save the invoice and prorate any additional charges, such as taxes, across +funds, if multiple funds have been used to pay the invoice. You also can click Save and +Close. Choose this option when you have completed the invoice. + + + +You can re-open a closed invoice by clicking the link, Re-open invoice. This link +appears at the bottom of a closed invoice. +
+
+Link an existing invoice to a purchase order +You can use the link invoice feature to link an existing invoice to a purchase +order. For example, an invoice is received for a shipment with items on +purchase order #1 and purchase order #2. When the invoice arrives, purchase +order #1 is retrieved, and the invoice is created. To receive the items on +purchase order #2, simply link the invoice to the purchase order. You do not +need to recreate it. + + + +Open a purchase order. + + + + +Click Link Invoice. + + + + +Enter the Invoice # and the Provider of the invoice to which you wish to link. + + + + +Click Link. + + + +
+
+View an invoice +You can view an invoice in one of four ways: view open invoices; view invoices +on a purchase order; view invoices by searching specific invoice fields; view +invoices attached to a line item. + + + +To view open invoices, click Acquisitions → Open invoices. This opens the Acquisitions +Search screen. The default fields search for open invoices. Click Search. + + + + +To view invoices on a purchase order, open a purchase order, and click the View Invoices +link. The number in parentheses indicates the number of invoices that are attached to the +purchase order. + + + + +To view invoices by searching specific invoice fields, see section 15. + + + + +To view invoices for a line item, see section 7.5.10. + + + +
+
+
+Line Items +Line items represent bibliographic records on a selection list or purchase +order. One line item corresponds to one bibliographic record. Line items +contain attributes, which are characteristics of the bibliographic record, such +as ISBNs or Title. Line items also contain copy information, price information, +and notes and alerts. +
+Add alerts to a line item +Alerts are pop up messages that appear when an item is received. Alerts can be +printed on the line item worksheet. + + + +Click the Notes link on the line item. + + + + +Click the New Alert drop down button. + + + + +Choose an alert code from the drop down menu. + + + + +Add additional comments if desired. + + + + +Click Create. The alert will display on the screen. + + + + +Click Return to return to the line item. When you return to the line item, +a flag will appear to indicate that an alert is on the line item. + + + +
+
+Add copies to a line item +Use the Copies link to add copy information to a line item. You can add copies +to line items on a selection list or a purchase order. + + + +Click the Copies link on a line item. + + + + +Enter the number of items that you want to order in Item Count, and click Go. The number +of items that you want to order will display below. + + + + +If desired, apply a Distribution Formula from the drop down list. Distribution formulas tell +the ILS how many copies should be distributed to each location. + + + + +The owning branch and shelving location populate with entries from the distribution +formula. Click Apply. + + + + +Look back at the top gray row of text boxes above the distribution formula. Each text box in +this row corresponds to the columns below. Changes made here will be applied to all +copies below. Click Batch Update. + + + + +Click Save Changes. + + + + +Click Return to return to the selection list or purchase order. + + + + +Add the item’s price to the line item in the Estimated Price field. + + + +
+
+Add notes to a line item +Notes on line items can include any additional information that you want to add +to the line item. Notes can be internal or can be made available to providers. +Notes appear in a pop up box when an item is received. Notes can be printed on +line item worksheets, which can be printed and placed in books for processing. + + + +Click the Notes link on the line item. + + + + +Click the New Note drop down button. + + + + +Enter a note. + + + + +You have the option to make this note available to your provider. Click the +check box adjacent to Note is vendor-public. + + + + +Click Create. The note will appear on the screen. + + + + +Click Return to return to the line item. When you return to the line item, +a number in parentheses adjacent to notes indicates how many notes are attached +to the item. + + + +
+
+Cancel a line item +For more information, see section 2. +
+
+Line item actions +
+Apply claim policy +See section 3.1 for more information. +
+
+Claims +See section 3.3 for more information. +
+
+Holdings maintenance +After an item has been received, click Actions → Holdings Maintenance to edit +holdings. The Holdings Maintenance screen opens in a new tab. +
+
+Link to invoice +Use the Link to invoice menu item to link the line item to an invoice that +already exists in the ILS. + + + +Click Actions → Link to Invoice. + + + + +A pop up box appears. Enter an invoice number. + + + + +Enter a provider. The field will auto-complete. + + + + +Click Link. + + + +
+
+Mark received +See section 14.2 for more information. +
+
+New invoice +See section 6 for more information. +
+
+Un-receive +See section 14.2 for more information. +
+
+Update barcodes +After an item has been received, click Actions → Update Barcodes to edit +holdings. The Volume and Copy Creator screen opens in a new tab. +
+
+View history +Click Actions → View history to view the changes that have occurred in the +life of the line item. +
+
+View invoice +Click Actions → View invoice to view any invoices that are attached to the line item. +
+
+
+Line Item Worksheet +The Line Item Worksheet was designed to be a printable sheet that contains +details about the line item, including alerts and notes, and distribution of +the copies. This worksheet could placed in a book that is sent to cataloging or +processing. + + + +From a selection list or purchase order, click the worksheet link on the line item. + + + + +The line item worksheet appears. + + + + +To print the worksheet, click the Print Page link in the top right corner. + + + +
+
+Link line items to the catalog +You can link a MARC record or brief record on a selection list to the corresponding MARC record +in the catalog. This may be useful for librarians who have a brief MARC record in their catalog +and want to import a better record that is attached to their selection list. No collision detection +exists when importing an item into the selection list or catalog, so the link to catalog option +enables you to search for a matching record and link to it from the selection list or purchase +order. When you import the record from the purchase order, the record will overlay the linked +record in the catalog. + + + +From the line item, click Link to catalog. + + + + +In the text box that pops up, search terms, such as ISBN and title, are entered by default. + + + + +Click Search. + + + + +Result(s) appear. Click the link to View MARC, or Select the record to link it to the record on +the selection list or purchase order. + + + + +The screen will reload, and the line item displays with a catalog link. The records are linked. + + + +
+
+
+Load Bib Records and Items Into the Catalog +You can load bib records and items into the catalog at three different locations in the +acquisitions module. + + + +You can import bib records and items (if holdings information is attached) when you upload +MARC order records. Click Acquisitions → Load MARC Order Records and check the box +adjacent to Load Bibs and Items into the ILS. + + + + +You can import bib records and items into the catalog when you create a purchase order +from a selection list. From the selection list, click Actions → Create Purchase Order. Check +the box adjacent to Load Bibs and Items into the ILS to import the records into the catalog. + + + + +You can import bib records and items into the catalog from a purchase order by clicking +Actions → Load Bibs and Items. + + + +If you have not loaded bib records and items into the catalog before you activate +a purchase order, then the ILS will automatically import the bib records and +items into the catalog when you activate the purchase order. +
+
+Load Catalog Record IDs +The Load Catalog Record IDs function enables you to create line items from a +list of catalog records whose record IDs are saved in a CSV file. +This would be useful if you want to batch order copies of items that your +organization already owns. For example, you run a copy/hold ratio report to +identify how many copies you have available compared to the number of holds +that are on your Hot Fiction display. You decide that you want to order an +extra copy of six titles. Your copy/hold ratio report includes the record ID of +each title. You can save the record IDs into a CSV file, upload the file into +the ILS, and create a purchase order for the items. + + + +Create a CSV file with the record ID of each catalog record in the first +column of the spreadsheet. You can create this CSV file from a spreadsheet +generated by a report, as suggested in the aforementioned example. You can also +copy and paste record IDs from the catalog record into the CSV file. + +Record IDs are auto-generated digits associated with each record. They are +found in the Record Summary that appears at the top of each record. + + + +Save the CSV file to your computer. + + + + +Click Acquisitions → Load Catalog Record IDs. + + + + +Click Load More Terms. + + + + +The screen will display the number of terms (record IDs) that have been loaded. + + + + +Click Retrieve Records. The records will appear as line items to which you can add copies, +notes, and pricing information. Use the Actions menu to save these items to a selection list or +purchase order. + + + +
+
+Load MARC Order Records +The Load MARC Order Records screen enables you to upload MARC records that have been +saved on your computer into the ILS. You can add the records to a selection list and/or to a +purchase order. You can both create and activate purchase orders in one step from this +interface. Also, from this interface, you can load bibs and items into the catalog. + + + +Click Acquisitions → Load MARC Order Records + + + + +If you want to upload the MARC records to a new purchase order, then click the check box +adjacent to Create Purchase Order. + + + + +If you want to activate the purchase order at the time of creation, then click the check box +adjacent to Activate Purchase Order. + + + + +If you want to load bibs and items into the catalog, then click the check box adjacent to +Load Bibs and Items into the ILS. + + + + +Enter the name of the Provider. The text will auto-complete. + + + + +Select an org unit from the drop down menu. The context org unit is the org unit that +"owns" the bib record. You should select a physical location rather than a political or +administrative org unit as the context org unit. For example, the Smith County Library +System is funding purchase of a copy of Gone with the Wind. The system owns the bib +record, but it cannot receive the physical item. The acquisitions librarian will choose a +physical branch of that system, a processing center or an individual branch, to receive the +item. + + + + +If you want to upload the records to a selection list, you can select a list from the drop down +menu, or type in the name of the selection list that you want to create. + + + + +Click Browse to search for the file of bibliographic records. + + + + +Click Upload. + + + + +A summary of the items that have been processed will appear. + + + + +Click the links that appear to view the purchase order or the selection list. + + + +
+
+MARC Federated Search +The MARC Federated Search enables you to import bibliographic records into a selection list or +purchase order from a Z39.50 source. + + + +Click Acquisitions → MARC Federated Search. + + + + +Check the boxes of Z39.50 services that you want to search. Your local Evergreen Catalog is +checked by default. Click Submit. + + + + +A list of results will appear. Click the Copies link to add copy information to the line item. +See section 7 for more information. + + + + +Click the Notes link to add notes or line item alerts to the line item. See section 7 for more +information. + + + + +Enter a price in the Estimated Price field. + + + + +You can save the line item(s) to a selection list by checking the box on the line item and +clicking Actions →Save Items to Selection List. You can also create a purchase order from +the line item(s) by checking the box on the line item and clicking Actions → Create +Purchase Order. + + + +
+
+Patron Requests +The patron requests interface will allow you to view requests that patrons make +via the OPAC. The functionality for OPAC requests is not currently available +in the native Evergreen interface, so the screen remains blank in 2.0. +
+
+Purchase Orders +You can create a purchase order from a selection list, a batch upload of MARC +order records, the View/Place Orders link in the catalog, or results from a +MARC Federated Search. For more information on creating purchase orders using +these methods, see sections 16, 10, 17, and 11. You can also create blanket +purchase orders to which you can add brief records or generic charges and fees. +
+Activate a purchase order +Before you can active a purchase order, the following criteria must be met: + + + +The field, Activate Order?, is located in the top half of the purchase order. The answer +adjacent to this field must be Yes. + + + + +Each line item must contain an estimated price. If the Activate Order? field in the top half +of the purchase order reads, No: The lineitem has no price (ACQ_LINEITEM_NO_PRICE), +then simply enter a price in the estimated price field, tab out of the field, and click Reload. + + + +When the above criteria have been met, proceed with the following: + . Look at the Activate Order? field in the top half of the purchase order. Click the +hyperlinked Activate Order. When you activate the order, the bibliographic records and +copies will be imported into the catalog, and the funds associated with the purchases will be +encumbered. +
+
+Add brief records to a purchase order +To add brief records to a purchase order, see section 2.2 for more information. +You can add brief records to new or existing purchase orders. +
+
+Add charges, taxes, fees, or discounts to a purchase order +You can add charges, taxes, fees, or discounts to a purchase order. These +additional charges will be reflected in the amounts that are estimated and +encumbered on the purchase order. + + + +Open or create a purchase order. + + + + +Click New charge. + + + + +Select a charge type from the drop down menu. + + + + +Select a fund from the drop down menu. + + + + +Enter a Title/Description, Author, and Note if applicable. + + + + +Enter an estimated cost. + + + + +Add another new charge, or click Save New Charges. + + + +Discounts are not consistently supported in the 2.0 release. +
+
+Add notes to a purchase order +You can add notes to each purchase order. These can be viewed by staff and/or +by the provider. By default, notes are only visible to staff. + + + +Open a purchase order. + + + + +In the top half of the purchase order, you see a Notes field. The number of notes that are +attached to the purchase order is hyperlinked in parentheses next to the Notes field. + + + + +Click the hyperlinked number. + + + + +Click New Note. + + + + +Enter the note. If you wish to make it available to the provider, click the check box adjacent +to Note is vendor-public. + + + + +Click Create. + + + + +
+
+Cancel/Suspend a purchase order +To cancel or suspend a purchase order, see section 2.1. +
+
+Create a purchase order + + + +Click Acquisitions → Create Purchase Order. + + + + +A pop-up box appears. Select an owning library from the drop down menu. + + + + +Enter a provider in the box. The text will auto complete. + + + + +Check the box adjacent to Prepayment Required. + + + + +Click Save. + + + + +The purchase order has been created. You can now create a new charge type or add a brief +record. + + + +The Total Estimated is the sum of the prices. The Total Encumbered is the total +estimated that is encumbered when the purchase order is activated. The Total +Spent column automatically updates when the items are invoiced. +
+
+Mark ready for order +After an item has been added to a selection list or purchase order, you can mark it ready for +order. This step is optional but may be useful to individual workflows. + + + +If you want to mark part of a selection list ready for selector, then you can check the box(es) +of the line item(s) that you wish to mark ready for selector. If you want to mark the entire +list ready for selector, then skip to step 2. + + + + +Click Actions → Mark Ready for Order. + + + + +A pop up box will appear. Choose to mark the selected line items or all line items. + + + + +Click Go. + + + + +The screen will refresh. The line item will be highlighted gray, and the status will change to +order-ready. + + + +
+
+Name a purchase order +A new purchase order is given the purchase order ID as a default name. However, +you can change that name to any grouping of letters or numbers. You can reuse +purchase order names as long as a name is never used twice in the same year. + + + +Open or create a purchase order. + + + + +The Name of the purchase order is in the top left column of the purchase order. The +hyperlinked number is an internal ID number that Evergreen has assigned. + + + + +To change this number, click on the hyperlinked ID. + + + + +Enter a new purchase order number in the pop up box. + + + + +Click OK. + + + +
+
+Print purchase orders +You can print a purchase order from the purchase order screen. If you add a +note to a line item, the note will only appear in the Notes column on the +printed purchase order if you make the note vendor-public. Currently, no notes +appear in the Notes to the Vendor section of the printed purchase order. + + + +Open a purchase order. + + + + +Click Actions → Print Purchase Order. + + + +
+
+Receive a purchase order +See section 14.1 for more information on receiving a purchase order. +
+
+Split order by line items +You can create a purchase order with multiple line items, and then split the +purchase order so that each line item is on separate purchase orders. +When a purchase order is in the status of pending, a link to split order by +Lineitems appears in the bottom left corner of the top half of the screen. + + + +Click Split Order by Lineitems. + + + + +A pop up box will confirm that you want to split the purchase order. Click OK to continue. + + + + +The items will display by default as a virtual combined purchase order. Future +enhancements will allow you to activate the purchase order for each item from this screen. + + + +
+
+View On-Order Purchase Orders +You can view a list of on-order purchase orders by clicking Acquisitions –> Purchase Orders. The +ordering agency defaults to the branch at which your workstation is registered. The state of the +purchase order defaults to on-order. +You can add more search terms by clicking Add Search Term. Search terms are ANDed together. +Click Search to begin your search. +If you want to expand or change your search of purchase orders, you can choose other criteria +from the drop down menus. See section 15 for more information. +
+
+View EDI messages on a purchase order +You can view electronic messages from your vendor about a specific purchase order. + + + +Open a purchase order. + + + + +In the top half of the purchase order, you see an EDI Messages field. The number of +messages that are attached to the purchase order is hyperlinked in parentheses next to the +EDI Messages field. + + + + +Click the hyperlinked number to view the messages. + + + +
+
+View Purchase Order History +In the top half of the purchase order, you can view the history of the purchase +order. Click the View link in the History field. +
+
+
+Receiving +You can receive and un-receive entire purchase orders, line items, and +individual copies. You can receive items before or after you invoice items. +
+Receive/un-receive copies + + + +To receive copies, click the Copies link on the line item, and click the Mark Received link +adjacent to each copy. + + + + +To un-receive copies, click the Copies link on the line item, and click the Un-Receive link +adjacent to each copy. + + + +
+
+Receive/un-receive line items + + + +To receive a line item, click the Actions → Mark Received link on the line item. + + + + +To un-receive a line item, click the Actions → Un-receive link on the line item. + + + +
+
+Receive/un-receive purchase orders + + + +To receive a purchase order, click Actions →Mark Purchase Order as Received. The +purchase order will have a state of received. + + + + +To un-receive a purchase order, click Actions →Un-Receive Purchase Order. The purchase +will have a state of on order. + + + +
+
+
+Searching +In the acquisitions module, you can search line items, line items and catalog +records, selection lists, purchase orders, and invoices. To access the +searching interface, click Acquisitions → General Search. +Users may wish to begin their acquisitions process by searching line items +and catalog records. This ensures that they do not purchase an item that the +library already owns or is on another selection list or purchase order. + + + +Choose the object that you would like to search from the drop down menu. + + + + +Next, refine your search by choosing the specific fields that you would like to search. Click +Add Search Term to add more fields. Search terms are ANDed together. Click the red X at +the end of each row to delete search terms. Some search terms will be disabled depending +on your choice of items to search. + + + + +After you have added search term(s), click Search or click the Enter key. A list of results +appears. + + + + +If you want to edit your search, click the Reveal Search button in the top right corner of the +results screen to display your search. + + + +
+
+Selection Lists +Selection lists allow you to create, manage, and save lists of items that you +may want to purchase. To view your selection list, click Acquisitions → My +Selection Lists. Use the general search to view selection lists created by +other users. +
+Create a selection list +Selection lists can be created in four areas within the module. Selection lists can be created +when you Add Brief Records, Upload MARC Order Records, or find records through the MARC +Federated Search. In each of these interfaces, you will find the Add to Selection List field. +Enter the name of the selection list that you want to create in that field. +Selection lists can also be created through the My Selection Lists interface: + + + +Click Acquisitions → My Selection Lists. + + + + +Click the New Selection List drop down arrow. + + + + +Enter the name of the selection list in the box that appears. + + + + +Click Create. + + + +
+
+Add items to a selection list +You can add items to a selection list in one of three ways: add a brief record +(section 2); upload MARC order records (section 10); add records through a +federated search (section 11); or use the View/Place Orders menu item in the +catalog (section 17). See the sections listed in parentheses for more +information on each of these methods. +
+
+Clone selection lists +Cloning selection lists enables you to copy one selection list into a new +selection list. You can maintain both copies of the list, or you can delete the +previous list. + + + +Click Acquisitions → My Selection Lists. + + + + +Check the box adjacent to the list that you want to clone. + + + + +Click Clone Selected. + + + + +Enter a name into the box that appears, and click Clone. + + + +
+
+Merge selection lists +You can merge two or more selection lists into one selection list. + + + +Click Acquisitions → My Selection Lists. + + + + +Check the boxes adjacent to the selection lists that you want to merge, and click Merge +Selected. + + + + +Choose the Lead Selection List from the drop down menu. This is the list to which the items +on the other list(s) will be transferred. + + + + +Click Merge. + + + +
+
+Delete selection lists +You can delete selection lists that you do not want to save. You will not be able to retrieve +these items through the General Search after you have deleted the list. You must delete all line +items from a selection list before you can delete the list. + + + +Click Acquisitions → My Selection Lists. + + + + +Check the box adjacent to the selection list(s) that you want to delete. + + + + +Click Delete Selected. + + + +
+
+Mark Ready for Selector +After an item has been added to a selection list or purchase order, you can +mark it ready for selector. This step is optional but may be useful to +individual workflows. + + + +If you want to mark part of a selection list ready for selector, then you can check the box(es) +of the line item(s) that you wish to mark ready for selector. If you want to mark the entire +list ready for selector, then skip to step 2. + + + + +Click Actions → Mark Ready for Selector. + + + + +A pop up box will appear. Choose to mark the selected line items or all line items. + + + + +Click Go. + + + + +The screen will refresh. The marked line item(s) will be highlighted pink, and the status +changes to selector-ready. + + + +
+
+Convert selection list to purchase order +Use the Actions menu to convert a selection list to a purchase order. + + + +From a selection list, click Actions → Create Purchase Order. + + + + +A pop up box will appear. + + + + +Select the ordering agency from the drop down menu. + + + + +Enter the provider. + + + + +Check the box adjacent to prepayment required if prepayment is required. + + + + +Choose if you will add All Lineitems or Selected Lineitems to your purchase order. + + + + +Check the box if you want to Import Bibs and Create Copies in the catalog. + + + + +Click Submit. + + + +
+
+
+View/Place Orders + + + +Open a bib record. + + + + +Click Actions for this Record → View/Place Orders. + + + + +Click Add to Selection List, or click Create Purchase Order. + + + + +See sections 13 and 16 for instructions to proceed. + + + +
+