Unicorn Acquisitions Training Guide DOC-ACQTGEN-U

Transcription

1 Unicorn Acquisitions Training Guide DOC-ACQTGEN-U

2 Publication Name: Circulation / Request Training Guide Publication Number: DOC-ACQTGEN-U First Printing: October 2002 Additional copies of this document can be downloaded from the Customer Support section of the Sirsi web site, or Sirsi Corporation. All Rights Reserved. The processes and all the routines contained herein are the proprietary properties and trade secrets of Sirsi Corporation. Except as provided by license agreement, this manual shall not be duplicated, used or disclosed for any purpose or reason, in whole or in part, without the express written consent of Sirsi Corporation. The information in this document is subject to change without notice and should not be construed as a commitment by Sirsi Corporation. Use, duplication, or disclosure by the U.S. Government is subject to restrictions as set forth in subparagraph (b)(3) of the Rights in Technical Data and Computer Software clause in DFARS Rights for non-dod U.S. Government departments and Agencies are as set forth in FAR (c)(1,2). Sirsi, WebCat, Vizion, WorkFlows, Unicorn, UnicornECOLE, UnicornOASIS, UnicornSTILAS, Site Source, DRA, DRA Net, Inlex, MultiLIS. Taos, Taos & Design, and JurisLink are trademarks of Sirsi Corporation. Other product and company names herein may be the trademarks of their respective owners. All titles, versions, trademarks, claims of compatibility, etc., of hardware and software products mentioned herein are the sole property and responsibility of the respective vendors. Sirsi Corporation makes no endorsement of any particular product for any purpose, nor claims responsibility for its operation and accuracy.

3 Table of Contents Introduction... 1 Training Overview... 1 Who should attend?... 1 Prerequisite... 1 Course Goals... 1 Getting Help... 2 Navigation... 4 Moving Around a Window... 4 Numbers on Buttons... 4 Accessing the Menu Bar... 4 Definitions... 5 Toolbar Commands, Wizards, and Helpers... 7 Acquisitions Main Toolbar... 7 Fund Information and Maintenance Toolbar... 8 Vendor Information and Maintenance Toolbar...9 Order Information and Maintenance Toolbar...10 Invoice Information and Maintenance Toolbar Helpers Acquisitions Overview Funds Vendors Orders Getting Started Session Settings Create Fund CREATE VENDOR Create Basic Order Setting Order Defaults Order Basic Info Lookup Preferences Orderline Information Segment Information Creating the Order Additional Orderline Information Fundings and Distributions Display an Order RECEIVE ORDER Create Dated Order Creating the Order Create Recurring Order November 2002 i

4 Acquisitions Training Guide Setting Order Defaults Creating the Order Miscellaneous Fund Activities Add Fund Cycle Modify Fund Adjust Fund Budget Review All Funds Review Available Funds...79 Display Fund (All Cycles)...81 Display Fund (Specific Cycle) Duplicate Fund Remove Fund Rollover Fund Miscellaneous Vendor Activities Add Vendor Cycle EDIT VENDOR DISPLAY1 VENDOR DISPLAY2 VENDOR DUPLICATE VENDOR REMOVE VENDOR Miscellaneous Order Activities Modify An Order REMOVE ORDER DUPLICATE ORDER Link Order Line Holdings to Titles Processing Invoices Overview Invoice Records Understanding the Invoice Order Relationship Understanding the Invoice Fund Relationship CREATE INVOICE PAY INVOICE DISPLAY1 INVOICE Add Invoice Lines ii November 2002

5 Table of Contents EDIT INVOICE REMOVE INVOICE Appendix A - Exercises... 1 Create Basic Orders... 4 Exercise 1: Single Copy - Single Fund... 4 Exercise 2: Order Two Copies - Each from a Different Fund... 7 Exercise 3: Order a Single Copy - Split By Amount Exercise 4: Order a Single Copy - Split By Percentage Exercise 5: Order a Single copy from a Single Fund - Using SmartPORT Exercise 6: Order Two Copies - Receive One Copy Exercise 7: Receiving the Second Copy that Was Claimed Exercise 8: Order Two Copies Each with a Different Holding Code (Holding Distribution) Exercise 9: Order a Single Copy with a Single User Distribution Exercise 10: Order Two Copies from a Single Fund with Multiple Distributions Exercise 11: Order Four Copies with Four Funds and Four Holdings Codes (Multiple Fundings and Multiple Distributions) Exercise 12: Order a Copy of an Item the Library Already Owns Exercise 13: Order Volumes Exercise 14: Order Volumes and Receive Partial Order Exercise 15: Order Library Supplies Exercise 16: Order Items for Library Staff Exercise 17: Approval Orders Exercise 18: Gift Orders Create Dated Orders Exercise 19: Subscription Orders Exercise 20: Renewing Subscriptions Exercise 21: Membership Orders Create Recurring Orders Exercise 22: Standing Orders Exercise 23: Rolling Over Recurring Orders Exercise 24: Blanket Orders Working with Claims/Cancellations Exercise 25: Handling Claims Exercise 26: Handling Cancellations Exercise 27: Canceling a Single Part/Volume Exercise 28: Canceling an Order and Retaining the On-Order Status in the Online Catalog Handling Refunds, Credits, & Discounts Exercise 29: Working with Refunds Exercise 30: Working with Credits Exercise 31: Handling Discounts Appendix B - Reports... 1 Acquisitions Reports... 1 Acquisitions Reports by Primary Function... 3 Printing a Purchase Order for a Single Order... 4 Purchase Order Notices for Ready Orders... 5 Purchase Order Notices for New Order Lines Only... 6 November 2002 iii

6 Acquisitions Training Guide Generating a Claim List... 7 Generating Claim Notices for Missing Copies... 9 Scheduling the User Order Distribution Notice Report Creating Late Order Claims Using Vendor Claim Period Creating Late Order Claims Appendix C - Sample Packing Slips & Invoices... 1 Index... 1 iv November 2002

7 Introduction Training Overview Who should attend? Prerequisite Course Goals The Unicorn Acquisitions Training Course is designed to provide a basic understanding of the capabilities of the Unicorn Acquisitions software with an overview of navigating those functions in the WorkFlows client. Topics include creating funds, vendors, orders, and invoices. You will also have an opportunity to work practice exercises utilizing the knowledge you learn. This course also discusses basic Acquisition reports. The ultimate goal of this course is to train library staff members so that they in turn may act as trainers for others at their branch, campus, or institution. This course is intended for Acquisitions Department managers, System managers, and other Acquisitions staff. Essential Unicorn Skills - This course teaches basic skills including navigating WorkFlows, searching, changing a toolbar, keyboard navigation, using the Help files, and an overview of wizards. After completing this course, participants will be able to: Create, modify, display, duplicate, roll over, and remove funds. Add a fund cycle to an existing fund record. Create, modify, display, duplicate, and remove vendors. Add a vendor cycle to an existing vendor record. Create basic, dated, and recurring orders. Modify, remove, and duplicate orders. Create, pay, display, modify, and remove invoices. November

8 Acquisitions Training Guide Getting Help If you have a question about a specific task while you are working in any WorkFlows module, refer to the WorkFlows Online Help. You can access the Help in three ways: On the toolbar, click Press F1 On the menu bar, click Help>Contents or Help>Context. The Help is context-sensitive. This means that the information that displays is specific to the task you were performing when you accessed the Help file. The Help displays in a separate window. Once you read the instructions, close the Help window to continue working. If you need a definition of a particular box on a window, access the Help file, and click Index. The following Help window appears: 2 November 2002

9 Introduction Now click the Find tab to display this window: Type the name of the box you want information about in the Type the word(s) you want to find box and click Display. The Help file looks for the terms and displays a list of probable matches in the Click a topic, then click Display box. Scroll through the list until you find the name of the box. A Help window appears with the information you are looking for. November

10 Acquisitions Training Guide Navigation Moving Around a Window Press TAB to move forward through the various options on the window. Press SHIFT+TAB to move backward. Numbers on Buttons Many buttons contain a text description and a number. For example: If you prefer to use keyboard commands rather than the mouse, press ALT and the number to perform the same action as clicking the button with the mouse. NOTE If the buttons do not contain numbers, click Preference, point to Desktop, and click Windows. The Desktop Setup window appears. In the "Next step key equivalence" section, click Numbers. Accessing the Menu Bar ALT+letter Press the ALT key with the appropriate underlined character to access the Menu bar. For example: Shortcut Key Command ALT+P displays the Preference menu ALT+C displays the Command menu 4 November 2002

11 Introduction Definitions Wizard A wizard is a button on a toolbar that performs a series of discrete tasks. When you move the cursor over the button, the name appears in Title Caps. Command A command is a button a toolbar that performs one task. When you move the cursor over the button, the name appears in ALL CAPS. A command does not contain properties. Gadget A gadget is a button next to a text box that provides options you can use in a particular box. When you click the gadget, a window appears giving you a list of predefined values, calendars, etc. Always click the gadget (if one is available) to make sure you enter the correct information in the correct format. Glossary This term refers to any word in WorkFlows that appears with a dashed underline. When you click this word, a popup window appears with additional information. For example: Glossary Additional Information November

12 Acquisitions Training Guide Helper A helper is a "wizard with a wizard." Helpers are positioned in a menu bar just below the active window's title bar. Helpers listed on the left side of the bar make it easier to access information needed by the current wizard. Helpers listed on the right side of the helper bar are used when adding or deleting field information. These helper buttons include Before, After, Delete, Restore, and Erase helpers. There is a list of Helpers used in the Acquisitions module on page 12. Shadow Catalog The shadow catalog contains records searchable only by library staff. For example, you might want to hide or "shadow" records from patrons, such as lost or missing items or items still being cataloged. Users at public workstations can search and display items only from the standard catalog. Users at staff workstations using WorkFlows may search and display items in the standard catalog, the shadow catalog, or both. Wizard A wizard is a button on a toolbar that performs a series of discrete tasks. When you move the cursor over the button, the name appears in Title Caps. 6 November 2002

13 Introduction Toolbar Commands, Wizards, and Helpers This section illustrates and describes the buttons on the various toolbars used in the Acquisitions module. Acquisitions Main Toolbar Session Settings Fund Information and Maintenance Vendor Information and Maintenance Order Information and Maintenance Invoice Information and Maintenance This wizard sets Acquisitions settings for the current session. Click this button to access wizards that display, create, edit, duplicate, and remove fund accounts. Click this button to access wizards that display, create, edit, duplicate, and remove vendor accounts. Click this button to access wizards that display, create, edit, duplicate, remove, and receive orders. Click this button to access wizards that display, create, edit, remove, and pay invoices. When you click buttons containing down-arrows, submenus appear as described below. These submenus disappear when you reclick the button. November

14 Acquisitions Training Guide Fund Information and Maintenance Toolbar Review All Funds Review Available Funds Display Fund (All Cycles) Display Fund (Specific Cycle) Create Fund This wizard displays copy, budget, and performance information for all funds within a specific cycle. This wizard displays funds for a specific cycle having a free balance greater than zero dollars. This wizard displays information about a master fund record and all its associated cycles. This wizard displays information about master fund record and a specified cycle. This wizard creates a master fund record. Duplicate Fund Modify Fund Add Fund Cycle Adjust Fund Budget This wizard duplicates a mater fund record and/or a specified cycle. This wizard modifies master fund information and/or fund cycle information. This wizard adds budget cycle information for an existing master fund record. This wizard adjusts the budgets of selected funds. Rollover Fund Remove Fund This wizard rolls over all funds from specific fiscal cycle to new fiscal cycle. This wizard removes a master fund and/or fund cycle(s) records. 8 November 2002

15 Introduction Vendor Information and Maintenance Toolbar DISPLAY1 VENDOR DISPLAY2 VENDOR CREATE VENDOR DUPLICATE VENDOR EDIT VENDOR REMOVE VENDOR This command displays a summary of a single vendor record, or summarizes and totals all cycles of a single vendor, displays a brief summary of multiple vendor records, or totals a single cycle for all vendors. This command displays a single vendor with an optional list of associated orders and serials control links. It shows all orders and linked serials control records for a specified vendor in the specified fiscal cycle. This command adds a new master vendor record or adds a vendor cycle record to an existing master vendor. This command creates a new master vendor by copying an existing master vendor record, and optionally creates a vendor cycle as well. This command can add or change many of the fields in the vendor record, or it can add or change a vendor cycle record. This command removes a vendor cycle from a master vendor record, or it removes a master vendor record and all associated vendor cycles. November

16 Acquisitions Training Guide Order Information and Maintenance Toolbar SEARCH SOURCE The Search Source wizard launches the Z39.50 client. Z39.50, the American National Standard Information Retrieval Protocol, provides a standard language for computer-to-computer information retrieval. The Z39.50 protocol translates commands back and forth between the local system and the external database provider. This standard translation of commands lets you search an external database using familiar local commands and view search results in familiar local displays. Display Serial Control Display An Order Create Basic Order This wizard displays detailed information about a serial subscription. This wizard uses title or order lookup to display order and order-related information. This wizard creates firm, approval, or gift orders. Create Dated Order Create Recurring Order Modify An Order This wizard creates an order that includes a renewal date for a subscription or a membership. This wizard creates a standing or blanket order. This wizard adds or changes order lines to an order. RECEIVE ORDER Link Order Line Holdings To Titles DUPLICATE ORDER This command allows full or partial receipt of ordered items by batch entry of packing list information. Unicorn then updates the Date Received and Packing List fields in each line item order record. This wizard creates copies for received orders. This command creates a new order by copying a single line of an existing order record, optionally duplicating the order line into an entirely new order or to an existing order. 10 November 2002

17 Introduction REMOVE ORDER This command removes an order line from an order record, or it removes all order lines and the entire order. Invoice Information and Maintenance Toolbar Display An Order This wizard displays order and order-related information. DISPLAY1 INVOICE CREATE INVOICE EDIT INVOICE This command displays the status of all items on an invoice, a single invoice line on an invoice, all invoices, all invoices for a single vendor, or all invoice lines paid by a specified check number. This command creates a new invoice record or adds an invoice line to an existing invoice. This command lets you change information on invoices. PAY INVOICE REMOVE INVOICE This command applies full or partial payments to an entire invoice or individual invoice lines. It can also cancel payments. This command removes an invoice line from an invoice record, or it removes all invoice lines and the invoice. November

18 Acquisitions Training Guide Helpers After Before Delete Erase Restore Order Extended Information This helper adds all types of funding, distribution, claim, and cancel segments to an orderline. It lets you add segments after the field in which the cursor is positioned. This helper removes all types of funding, distribution, claim, and cancel segments from an orderline. It is also used when creating an Order Map policy for pattern fundings and distributions. If the orderline is balanced, you can use this helper to remove a funding or distribution segment so that when the record is updated, the following statement will display. This helper deletes entries and be accessed from commands that modify hold, item, or user information. This helper erases all values on the current window, including default values. This helper restores default values on the current window. This helper displays Extended Information for the entire order. Information may be added or removed using the Before, After, and Delete helpers. When used before you print a purchase order, any text entered into either the INSTRUCT or the NOTE entries prints on the purchase order. Any text entered into the COMMENT entry is for staff use only. Display Description Replace Fundings and Distribution Set Options for Item Lookup Display All Cycle Information Global Adjustments This helper displays bibliographic information and volume/copy information about the current item. This helper, in conjunction with the Order Map policy, provides pattern templates for fundings and distributions. This helper lets you qualify/limit and sort your search using volume/copy characteristics. When using the Modify Fund wizard, click this Helper to display the amount budgeted, encumbered, invoiced, and paid for each cycle in a particular fund. When using the Adjust Fund Cycle wizard, click this Helper to automatically calculate percentage adjustments and adjust multiple funds by the same amount. 12 November 2002

19 Introduction Display Invoices/Orders When using the Display Fund (All Cycles) wizard, click this Helper to display a list of invoices and orders for a specific fund cycle. November

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21 Acquisitions Overview The Acquisitions module can be fully integrated with other Unicorn modules or used on its own. Your library can have as many vendors and funds as necessary. You can order items, create purchase orders, and update vendor and fund information. Unicorn accumulates totals budgeted, encumbered, and spent. Vendor, fund, and ordering information is online at all times. A variety of reports assists in ordering, claiming, and accounting. In an integrated system, many record types work together to perform a variety of functions. Records used in the Acquisitions module may also be used in either the standard or shadow catalog, and perhaps in circulation activities as well. The interaction of the records and the kind of information they exchange depends on the commands performed at the workstation. The Acquisitions module uses the interaction of fund, vendor, order, and invoice records to provide your library with the following capabilities: Create and track fund accounts Store detailed information on each vendor Order and track materials through receipt, invoice, and payment Link the order to a title in the catalog (optional) Produce reports on fund, vendor, and order activity In placing an order, the user identifies a fund record representing the budget from which the material is to be purchased and a vendor record representing the source of the material. The material is identified either by entering vendor-specific information such as a vendor title number in the order record or by linking an existing bibliographic description to the order. If an order is linked to a bibliographic record, you can search for materials on order in the full-text index of either the standard or the shadow catalog. November

22 Acquisitions Training Guide When an order record is complete and marked as ready, the Reports wizard generates a purchase order notice to send to the vendor. When receiving materials, you can mark each line item as received, or simply enter the full packing list information and have Unicorn receive the individual line items automatically. You can enter invoices directly into the system. Unicorn matches and accepts payment for all materials or individual line items on order records. You must understand the structure of the records used by the Unicorn Acquisitions module to adapt them to the library s standard workflow. Funds Each library fund or budget category requires a fund account record in Unicorn. When you establish a fund record to represent specific funds or funding areas, you can track expenditures and encumbrances over accounting periods. Each fund record contains information about fund amounts and fund activity during a specified fiscal period. In a multilibrary system, fund records belong to the library that creates them. Fund wizards create and maintain both master fund records and fund cycle records. Unicorn supports an unlimited number of librarydefined funds. Each fund is represented by a master fund record that contains constant information about the fund, and by a number of fund cycle records detailing fund amounts, and activity for a specific fiscal period. Create funds for the ordering of books, serials, standing orders, library supplies, etc. Sirsi recommends that you create all fund records before you create orders. Any tracking is based upon the establishment of funds. You cannot remove funds that have orders or encumbrances against them. Notes and comments on funds are not viewable on view or printout. 16 November 2002

23 Acquisitions Overview Vendors A vendor record identifies the source of materials being acquired. Every vendor, jobber, publisher, or donor from whom the library acquires material should be represented online by a vendor record in Unicorn. When you create an order, the order must identify a vendor. You can run reports that will provide information about the library s dealings with a particular vendor, showing transactions in progress and quantity activity with that vendor. Each vendor has a master vendor record containing constant information about the vendor such as addresses, and by a number of vendor cycle records, each of which contains information about vendor activity for a specific period of time. In a multilibrary system, vendor records belong to the library that created them. Each vendor record may be associated with one or more vendor cycle periods, shown in the vendor record as Vendor Cycle Data screen areas. Vendor cycles contain data about the vendor for a single chronological period. Each Vendor Cycle Data screen area includes the following elements. Fiscal cycle identifying the time covered (quarter, semester, calendar year, fiscal year) Deposit amount Percent encumbrance allowed on deposit amount (may be set to any amount under or over 100 percent of total encumbrance) Claim period in days Cancellation period in days A Discount Table area provides the following data fields in an enable/disable selection format related to types of discount, particularly whether it is based on the dollar amounts or quantities purchased. An Extended Information screen area provides fields for entering additional vendor criteria, such as vendor terms, alternate vendor data, or library notes and comments about the vendor. November

24 Acquisitions Training Guide An Addresses screen area provides space for up to three different addresses for the same vendor. Each address field can be designated to maintain the following different points of vendor contact. Accounting Ordering Service EDI X12 electronic transfer address fields are provided as well. Statistical data such as amounts ordered, encumbered and paid; deposit account information; numbers of copies ordered, paid, and received; average price and shipment from the vendor; and claim and cancellation information are maintained within the system for each vendor. 18 November 2002

25 Acquisitions Overview Orders An order record represents an item or items in the process of being acquired. Orders associate funds and vendors with a description of the item(s) being ordered. An order record often represents a purchase order with one or more line items (often called orderlines in Unicorn) that has been or will be sent to a vendor. An order record may also represent a gift (where the vendor is the donor). Order records can be used to purchase library supplies and items for external agencies as well as to purchase materials for the collection. An order consists of several parts: the order record, one or more line item (order line) records, and one or more special records called segments that contain funding, distribution, claiming, and canceling information. Unicorn keeps track of the transactions occurring within each of these record types. In a multilibrary system, orders belong to the library that created them. Using the information in the vendor, order, and line item records, workstation operators generate purchase orders through the Reports wizard. NOTE You must create the designated funds and vendors before creating the order. Each order is identified in Unicorn by an order ID. A purchase order number can be entered for the order ID, or Unicorn can generate an order ID automatically in a library-defined pattern. There are three order types: Basic, Dated, and Recurring. November

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27 Getting Started This section describes the entire Acquisitions process including creating vendors and funds, creating orders, and receiving orders. Session Settings The Session Settings wizard guides you through the process of determining specific property-type settings for a range of wizards during your WorkFlows session. The values in the session settings behave in the same way that Properties behave. If you save properties when exiting, Unicorn saves your session settings for use in the next WorkFlows session. If you do not set these defaults at the beginning of a session, a system message appears and displays this wizard. NOTE Unicorn uses the defaults contained in these session settings in all Acquisitions wizards. Session settings are not available for Acquisitions commands. To establish the Acquisitions session settings: 1. Click the Session Settings wizard. The Set Session Settings window appears: November

28 Acquisitions Training Guide 2. By default, the Review Acquisitions Settings Each Session check box is selected. This means that the session settings will display for review the first time a wizard in the range is selected during the workstation session. If you deselect this box, you can change the session settings only by using the Session Settings wizard. Session settings behave like properties, but may be set across a range of wizards instead of at the individual wizard level. 3. In the Maintenance Library box, select the library whose acquisition information you have permission to modify. The options that appear are set in the policy file. 4. In the Display Library box, select the library whose acquisition information you have permission to display. The options that appear are set in the policy file. NOTE For more information, see the FAQ "What is the difference between a Maintenance Library and a Display Library" located in the Help file. 22 November 2002

29 Getting Started 5. In the Fiscal Cycle box, click the gadget to select a fiscal cycle that you will typically use for this session. Use numeric values only. The gadget displays all fiscal cycles in use by any fund in the Unicorn system. If you do not use the gadget, but rather type the fund value, a "fund invalid" message may NOT appear. Do not enter a fiscal cycle in this box unless you are certain it is a valid value. 6. In the Automatically Add Audit Trail To box, select an extended information entry. When activated, this feature displays modified or adjusted budget amounts with audit trail information in the Extended Information folder. Values display exactly as entered, so always enter decimals and currency symbols. Automatic audit trail information may be produced in the following formats. Note: 5/31/ Cycle: User ID: DJSMITH -- Added $ Note: 8/3/ Cycle: User ID: PJDANIELS -- Subtracted $ Comment: 8/31/ Cycle: User ID: JMBEAMER -- Replaced with $ Click OK. 7. In the Display Preferences area, determine whether to display any additional fields when working with order wizards, such as currency, discount, extended price, etc. November

30 Acquisitions Training Guide Create Fund The Create Fund wizard guides you through the process of creating a new fund. After entering basic information such as fund ID, fund name, account number, and fund level polices, you can define fiscal cycles, including the amount of funds budgeted, the percentage of funds that you may encumber, when to block encumbrances, and other restrictions on the use of the fund. To create a new fund: 1. Click the Create Fund wizard. The Fund Create window appears: 24 November 2002

31 Getting Started Basic Info Tab 2. In the new ID box, you have two options: Type a new fund ID. The fund ID is a short fund name that is one to 20 characters long. You can use spaces in this name. Select AUTO from the list. The system will create the fund ID for you. Each master fund record must have a unique fund ID. 3. In the name box, type the full description of the fund that is one to 70 characters long. This information is optional. 4. In the account number box, type an alternative fund identifier that is one to 20 characters long. Many libraries divide their funds numerically. You can also use alpha characters in this field. This information is optional. 5. In the four fund level boxes, you can select a policy name to use for grouping and totaling funds. The system administrator can define any number of policy names in the policy file for each level. Master fund records can use any four fund levels. These fund levels may or may not be hierarchical. If they are, Fund Level1 could be either the broadest or most specific fund characteristic. You can run reports based on these levels. This information is optional. November

32 Acquisitions Training Guide Bdgt Cycle Tab 6. In the budget amount box, you have two options: Type a dollar amount from zero to 2,000,000,000. The system can indicate the native currency of the library and implied decimal values. Select NOLIMIT if there is no figure that can be entered (as in the case of a GIFT fund), or when a budget figure is not yet known. Unicorn ignores budget cycle settings related to encumbrance and expenditure when the budget amount is NOLIMIT. 7. In the % encumbrance allowed box, type a one to three digit percentage. This number can exceed 100. This field lets you set a limit on the percentage of funds that you can commit to spend before Unicorn sends you a warning. 8. In the % expenditure allowed, type a one to three digit percentage. This number can exceed 100. This field lets you set a limit on the percentage of funds that you can spend before Unicorn sends you a warning. When invoicing or paying against an order line's funding segment, the system checks this field for an over expenditure. 26 November 2002

33 Getting Started 9. Click the block over encumbrance box to prevent anyone from placing additional orders or encumbrances against a fund cycle that has reached the amount determined in the % encumbrance allowed box. If you enable this feature, the system disables the ordering allowed feature when a blocked fund reaches its percent encumbrance allowed level. 10. Click the block over expenditure box to prevent anyone from making additional payments against a fund cycle that has reached the amount determined in the % expenditure allowed box. If you enable this feature, the system disables the payment allowed feature when a blocked fund reaches its percent expenditure allowed level. 11. The ordering allowed feature lets you order materials using the displayed fund cycle. If you disable this feature, you cannot use this fund cycle to place orders. 12. The paying allowed feature lets you pay for materials using the displayed fund cycle, either with an invoice, or by paying the order directly. If you disable the feature, you cannot use this fund cycle to pay invoices and orders. November

34 Acquisitions Training Guide Extnded Info Tab 13. The information that you type in these boxes displays on various windows associated with this fund. In Extended Information for funds, any changes made to values in this folder will apply to all fund cycles associated with the modified fund. Fund extended information entries may automatically include audit trail information in the COMMENT or NOTE entries if you enable the Automatically Add Audit Trail To field in the Session Settings wizard. 14. When you finish, click OK to create the fund. 28 November 2002

35 Getting Started CREATE VENDOR This command adds a new master vendor record or adds a vendor cycle record to an existing master vendor. To create new vendor record: 1. Click the CREATE VENDOR command button. The following screen appears: 2. In the vendor ID box, type the vendor ID (up to 20 characters) that you want to assign to the vendor, or select AUTO to let Unicorn generate an ID for you. 3. In the fiscal cycle box, type the fiscal cycle you want to associate with the vendor. If you are creating only a master vendor record, you can leave this blank. If you are creating a vendor cycle record, type in a fiscal cycle. NOTE When ordering, the fiscal cycle of the fund, vendor, and order must match. 4. In the library box, select the library associated with this vendor from the list. 5. Press ENTER or click OK to create the master vendor record. The following window appears: November

36 Acquisitions Training Guide Basic Info 6. In the name box, type the full name of the vendor (up to 70 characters). 7. In the customer number box, type the customer number of the vendor (up to 20 characters). 8. The policy file controls the choices in the currency box. You cannot change the currency after you place orders with a vendor. 9. The policy file controls the choices in the group boxes. This information is used for reports. 10. Click ordering allowed to permit ordering from this vendor. 11. Click paying allowed to permit payments to be made to this vendor. 30 November 2002

37 Getting Started Vendor Cycle Data The Vendor Cycle Info area contains fields that may be different in each fiscal cycle. 12. In the deposit amount box, type the amount that is placed on deposit with the vendor. 13. In the % encumb allowd box, type the maximum percentage of the deposit amount allowed before the systems displays a message warning against further ordering. 14. In the claim period box, type the number of days to wait before issuing item claims. 15. In the cancel period box, type the number of days to wait before canceling an order. This can also pertain to canceling a partial order. 16. Click one discount type button for monetary, quantity or no discount with this vendor. 17. Once you have completed all entries, press ENTER or click OK. A new screen appears that summarizes the vendor information. Included on this screen are sections for a discount table (if appropriate), extended information, and addresses: November

38 Acquisitions Training Guide Extended Info The Extended Info section lets you annotate the vendor record. The most command extended information entries are NOTE and COMMENT. You can also use the Extended Info as a limiting criterion on vendor reports. 18. There is room to specify a different address for vendor accounting, ordering and service. In addition, there is a series of fields for EDI (electronic) ordering that will be available in future releases. Make the appropriate entries in each field, and press ENTER or click OK when you are finished. NOTE If you need space for more addresses, use a Notes/Comment field. 32 November 2002

39 Getting Started Create Basic Order Use the Create Basic Order wizard for general book orders, approval books, library supplies, and gift material. Setting Order Defaults This window sets defaults for specific order patterns. For example, if your library has centralized ordering, you might order multiple copies for each library from a particular set of funds. Each title you order uses the same library copy and fund pattern. By setting defaults on this window, you can minimize the number of steps required to complete the order form. To set order defaults: 1. Click the Create Basic Order wizard. The Create Basic Order:Set Properties window appears: November

40 Acquisitions Training Guide 2. Click Only Upon Wizard Startup if you want this window to appear only once at startup of the session. 34 November 2002

41 Getting Started Order Basic Info 3. In the vendor ID box, type the appropriate vendor ID, or click the gadget to display the Lookup Vendor screen. This screen lets you search all vendors by vendor ID or vendor name. 4. In the order type box, click the down arrow to select APPROVAL, FIRM, or GIFT. These options are set in the policy file. APPROVAL - An order sent automatically from a vendor for items of interest without the obligation to buy. FIRM - A one time order for a specific item. GIFT - A dummy order created for a gifted item. You can also create a Gift vendor and a Gift fund. 5. The date ready box contains the date that the entire order was completed. Click the gadget to display a calendar. This field is used in conjunction with the Print Ready PO report. 6. The date mailed box contains the date the completed order was sent to the vendor. You can also use this for telephone orders. This field defaults to NEVER on a new order. For a detailed description, see the Help file. November

42 Acquisitions Training Guide Lookup Preferences Typically, when you create an order, you search for an item in the catalog. If the title does not exist, you can add it from another location using SEARCH SOURCE, or you can create a temporary title. The Lookup Preferences section on this window sets the default search method that displays during order creation. 7. Click one Preferred search type: Search - Locates and displays records that contain the terms you entered. You can use Boolean operators, field qualifiers, and other search strategies to narrow or expand your search. Browse - Produces a list in the alphabetic vicinity of the term you entered, which you can browse forward or backward. Exact - Displays a single record of the search index you used. The Exact lookup is best for specific number or code searches. If the exact ID is not in the database, a message displays that the information was not found. Current - Displays the record that was most recently displayed or modified. 8. In the Preferred search index box, select the default search method that displays during order creation. 9. In the Item library box, select a particular library that you want to search, or select ALL to search all libraries. 36 November 2002

43 Getting Started Orderline Information 10. In the quantity box, type a number to represent the default number of copies to order on each line. 11. If you accept the default entry ACQ in the Bib entries box, the author (100,110), title (245), edition (250), imprint (260), and ISBN or ISSN (020,022) information appears as part of the order line record. 12. Unit price contains the price for one copy, before discount. Do not use price symbols, such as a dollar sign. 13. In the discount box, click the gadget to select the discount on an item: NONE - No discount VENDOR - Same as TABLE SPECIFIED - A percentage expressed as a whole number with two decimal places (for example, 15% would be expressed as 15.00). TABLE - (default) The system uses the discount table in the vendor record. 14. If you are ordering this item at the request of a library patron or staff member, you can type the requesting user s ID (req user ID). This lets you track the order for the patron. You could also type the library staff user ID, the library name, or, if the order is for supplies, the supervisor who authorized the purchase. Use the Lookup User gadget to select a user for this field. 15. If your library uses a numbered purchase order form to place orders, you can type this number (up to 10 alphanumeric characters) in the requisition number box. You can use this number to track the status of various orders originating from a single requisition. 16. If the order line represents a multipart work, such as a kit or a set, you can record the part or volume names in the parts in set box. Click the gadget to select the correct syntax. The following window appears: November

44 Acquisitions Training Guide Click Labeled parts or Text. You can choose only one option. Labeled Parts - Select an option from the Label box (ISSUE, NO., PT., or V). These values are defined in your library's Label policy. In the Parts/Suffix box, type the actual values for the materials you are ordering. You can use basic syntax with a hyphen for a range of volumes and a comma for gaps and/or variations. If you include a date as part of the volume designation, enter a space followed by the date. For example: ,4A,4B, ,3-5 Text - Type any value in this box. It is typically used for parts for which a label is not defined. Separate multiple values with a comma. For example: When you receive the set, the parts that were received are listed together in a holdings statement in the order record, and the unreceived volumes are listed in a different holdings statement. This allows you to keep track of what volumes you did not receive, if any. 38 November 2002

45 Getting Started 17. The date mailed box contains the date the completed order was sent to the vendor. Click the gadget to display four options: Today - Click this option if you consider the order mailed as soon as you create the order. This is useful if you place online or telephone orders, and you do not produce printed purchase orders. NEVER - Default. If your library uses the Print Ready Purchase Orders report, you must use this value for any order that you want to print. No change - Not used in Acquisitions. Specific date - Click this option if you notified the vendor on a specific date. Typically, the Date Mailed is set to the date a purchase order notice was generated by a purchase order report in which the notice was counted as mailed. This date can also be updated manually. You can maintain an orderline level Date Mailed separately if you do not send the entire order to the vendor at the same time. November

46 Acquisitions Training Guide Segment Information A segment is a special part of an order line record that lets you adjust the order line to your specific needs when paying the order or distributing the materials. A segment can never exist by itself. It must be attached to an orderline record. Segments are attached to the order line record and to each other. Every orderline item (order line) record may have one or more funding, distribution, claim, and or cancel segments. 18. In the fund ID box, type the fund ID, or click the gadget to display a search box that you can use to locate the fund you want to use for this order. 19. A holding code (a policy) is used when loading bibliographic records. The code represents the library and location, item type, and item category. DEFAULT - This holding code is delivered with the Unicorn software. UNK - Used to specify a value to use when a holdings tag includes a subfield that contains information not in the Unicorn policies. 20. Click Prepay if the material on the order is prepaid, or if you will enclose a check with the order. This feature displays the fields so that you may prepay the orderline if you want. NOTE If you prepay an orderline, you cannot create an invoice for it later. 21. Click Receiving if you already received the material, or if you are creating an order that is already in the library. This displays the fields so that you can receive the orderline if desired. 22. Click Loading to indicate that the material was already added to the library collection and you want to close this order. 23. Click OK to accept your entries. These settings will now be used for all orders created this session. The Create Basic Order:Item Lookup window appears. 40 November 2002

47 Getting Started Creating the Order 1. Click a button to determine how the system will search for the item you want to order: Search - Locates records containing the terms you enter. Browse - Produces a list in the alphabetic vicinity of the item you enter. Exact - Displays a single record. This type of search is best for a specific number or code search. Current - Displays the record that was most recently displayed or modified. 2. From the dropdown box, select your preferred search type. 3. In the search box, type the text you want to search. 4. In the library box, select the library you want to search or select ALL. In a multilibrary system, always search all libraries in your initial search, so that if another library owns the title, you can attach the order to that title. Settings in the policy file determine the libraries that appear on this list. 5. Click OK to initiate the search. November

48 Acquisitions Training Guide 6. Click Add Temporary Title if you cannot find the title you want to order. You can enter title and publisher information according to the publisher's flyer or book review. After you receive the item, you can replace this information with complete cataloging. 7. Click Skip item lookup/add to skip the process of connecting the order line to a title in the catalog. This includes items that are added as part of the order process, such as an item retrieved from SmartPORT, or to an item created using the Add Temporary Title step. Use this option when creating orders for materials such as supplies, memberships, or blanket orders. NOTE If you do not attach an order line to the catalog, be sure to enter information describing the order in the DESC entry ID of the additional order line information. 8. Click Cancel to begin again. In this example, we searched for "The Needlepoint Book" using a Title search: 9. Click the title you want to order, and click View. The Title Search Results window displays the description: 42 November 2002

49 Getting Started November

50 Acquisitions Training Guide 10. Click the ID number of the item you want to order. 11. Click Order This Title. The following window appears: 44 November 2002

51 Getting Started 12. Type the order ID, or click the down arrow to select AUTO. The information in the other boxes comes from the defaults you set earlier. You can override these defaults if you want. Click Add Orderline to display the next window: November

52 Acquisitions Training Guide New Orderline 13. In the Unit price box, type the price for one copy, before discount. Do not use price symbols, such as a dollar sign. 14. In the discount box, click the gadget to select the discount on an item: NONE - No discount VENDOR - Same as TABLE SPECIFIED - A percentage expressed as a whole number with two decimal places (for example, 15% would be expressed as 15.00). TABLE - (default) The system uses the discount table in the vendor record. 15. In the quantity box, type the number of items to order. 16. The extended price box contains the total cost of the line item. It represents the unit price multiplied by the number of copies with any discounts figured in the vendor s currency. After Unicorn calculates the extended price, you may still change it when modifying an order. If you change the unit price, Unicorn recalculates the extended price. If the vendor cycle record is updated with a different discount table, the extended price of the line item changes. 17. If the order line represents a multipart work, such as a kit or a set, you can record the part or volume names in the parts in set box. Click the gadget to select the correct syntax. The following window appears: 46 November 2002

53 Getting Started Click Labeled parts or Text. You can choose only one option. Labeled Parts - Select an option from the Label box (ISSUE, NO., PT., or V). These values are defined in your library's Label policy. In the Parts/Suffix box, type the actual values for the materials you are ordering. You can use basic syntax with a hyphen for a range of volumes and a comma for gaps and/or variations. If you include a date as part of the volume designation, enter a space followed by the date. For example: ,4A,4B, ,3-5 Text - Type any value in this box. It is typically used for parts for which a label is not defined. Separate multiple values with a comma. For example: When you receive the set, the parts that were received are listed together in a holdings statement in the order record, and the unreceived volumes are listed in a different holdings statement. This allows you to keep track of what volumes you did not receive, if any. November

54 Acquisitions Training Guide 18. If you are ordering this item for a library patron, you can type the requestor user ID. This lets you track the order for the patron. You could also type the library staff user ID, the library itself, or, if the order is for supplies, the supervisor who authorized the purchase. Use the Lookup User gadget to select a user for this field. 19. If your library uses a numbered form to place orders, you can type this number (up to 10 alphanumeric characters) in the requisition # box. You can use this number to track the status of various orders originating from a single requisition. Additional Orderline Information The information you type in these boxes appear on the purchase order as part of the orderline. Each entry can be any number of lines. You can add or delete lines using the Before, After, or Delete Helpers on the menu bar. The most common extended information entries are NOTE and COMMENT. The information that you type in these boxes appears in various locations: OPAC_NOTE - This information is visible to the public. It displays under the On Order information in the catalog record in ibistro or WebCat. CATALOG#, DESCRIPTION, NOTE, SHIPTO - This information prints on the purchase order and is orderline-specific. In an order for which a bibliographic title is not originally associated with the order, as with SUPPLIES or MEMBERSHIP orders, enter order identification information in the DESCRIPTION field. INSTRUCT - This information displays to staff when accessing Modify Orderline. This information does not display on the purchase order. COMMENT - This information does not display on the purchase order. It displays only to staff. NOTE To create Instructions, Notes, or Comments that pertain to the entire order, click the Order Extended Information helper on the menu bar. Comments do not print on the purchase order. 48 November 2002

55 Getting Started In the Unicorn policies, the Entry ID Synonym Lists define which extended information fields display in the template. Extended Information (Additional Information) that prints on the purchase order that pertains to the ENTIRE order are based on entries in BRIEF format synonym lists. Information that prints on the purchase order that pertains to a SPECIFIC orderline are based on entries in FULL format synonym lists. Entry IDs that display in these synonym lists are always printed on the purchase order. 20. Once you finish your entries, click Continue. The Enter Fundings and Distributions window appears: November

56 Acquisitions Training Guide Fundings and Distributions Typically, one funding segment and one distribution segment displays for the total number of copies ordered. You can add individual funding and distribution segments using the Before, After, and Delete Helpers. Click the Replace Fundings & Distributions helper a frequently ordered pattern: to apply Frequently, libraries may purchase the same number of copies and fund/distribute them the same way each time. The Order Map policy lets you create templates for common funding and distribution patterns for a given number of copies ordered. When creating an order, you can use the Replace Fundings & Distributions helper to select an appropriate Order Map value to create fundings and distributions for a set number of ordered copies in a single step. Order Maps available for selection can be created with as little or as much information filled in as possible. If more information is entered into an Order Map, less needs to be entered at the workstation. For example, you could create an Order Map policy, 10COPIES, that does not contain any funding information and can be used with different funds for distributing copies. Or, you could create several 10-copy Order Map policies, such as INGRAM10 and YANKEE10, to handle multiple funding situations. 50 November 2002

57 Getting Started NOTE If you order a quantity matching an existing Order Map, those defaults would display. If you had ordered a quantity matching more than one existing Order Map, you would be prompted to select from a list of Order Maps. 21. If you set the fund id in the defaults, it will display here. Or, click the wizard to display a list of funds. Click a fund on the list, and click OK. 22. The funded quantity indicates the number of items charged to this fund. Accept the default of ALL, or type a specific number. 23. A holding code (a policy) is used when loading bibliographic records. The code represents the library and location, item type, and item category. DEFAULT - This holding code is delivered with the Unicorn software. UNK - Used to specify a value to use when a holdings tag includes a subfield that contains information not in the Unicorn policies. 24. In the ship box, select one option. The options come from the policy file. This information can be used to specify shipping instructions that are printed on the purchase order. NOSPECIAL PRINTNAME - Mark copies to the attention of a specific person. SENDINFO - Send information to the attention of a specific person. UNAME&ADDR - Ship copies to this address. 25. Click Confirm to add the fundings and distributions. If an Unbalanced Segments message displays, you can Continue, Return to the Fundings and Distributions, or Return to the Orderline. Click Continue again when you are finished modifying the orderline or segments. 26. An Order Summary displays with running total information about the order and all its orderlines: November

58 Acquisitions Training Guide After an orderline has been ordered, you may be able to perform one of the following next steps. The availability of steps depends on behavior properties and session settings. Add a new orderline Add orderline from SEARCH SOURCE Remove one of the added orderlines (which will also remove the order if there is only one orderline) Modify one of the orderlines added Finish the order Close the Create Basic Order wizard. Use the Receive Order command, invoice commands, and Link Order Line Holdings to Titles wizard to complete the order. 52 November 2002

59 Getting Started Display an Order The Display An Order wizard guides you through the process of displaying an existing order. The wizard uses multiple lookup options based on either bibliographic information or order information. During the process of receiving an order, you may find it helpful to display the order at the same time. To display an order: 1. Click the Invoice Information and Maintenance button. 2. Click the Display An Order wizard. The following window appears: 3. Click the down-arrow on the "search method" box to display a list of search options such as title and author. For example, in the Create An Order process, we ordered "The Needlepoint Book." If you search for this title, the following window appears: November

60 Acquisitions Training Guide You now have the order number and line number you will need in the next step when you receive the order. The Display Order and Receive Orders may be open at the same time, so you can switch back and forth while you receive orders. 54 November 2002

61 Getting Started RECEIVE ORDER After you receive a complete or partial order, use the RECEIVE ORDER command to enter the information from the packing list. Unicorn then updates the Date Received and Packing List fields in each line item of the order record. To receive an order: 1. Click the Order Information and Maintenance button. 2. Click the RECEIVE ORDER command. The following window appears: 3. If the packing slip has a vendor-generated number, type this data in the packing box. If not, select AUTO from the list, and the system automatically generates a unique number. November

62 Acquisitions Training Guide 4. In the library box, select the library receiving the order. 5. In the date box, type a date or accept the default of TODAY. 6. Click auto claiming to auto-generate a claim segment for copies not received. 7. Press ENTER to accept your entries. The following screen appears: 8. Type the order ID and purchase order line number for the item from the Display An Order window. 9. Type the number of copies you received and click OK. If there is more than one line item, the following screen appears: 56 November 2002

63 Getting Started 10. Continue receiving additional items on the order following the same procedure. Be sure you type the correct order line number, or the wrong item will be received. 11. If Unicorn finds the correct order and line item and marks the order line item as received, the following message displays on the taskbar: Items Received If your site creates online invoices in Unicorn, go to the Processing Invoices section on page 119. If your site does not create online invoices in Unicorn, continue to the next section on creating dated and recurring orders. November

64 Acquisitions Training Guide Create Dated Order Use the Create Dated Order wizard to create an order for a subscription or membership. Each subscription orderline is linked to bibliographic information in the catalog. Setting Order Defaults Setting defaults for dated orders functions the same way as it does when you create basic orders. The entries on this window are virtually the same as discussed on page 33. We will explain the differences below. To set order defaults: 1. Click the Create Dated Order wizard. The Create Dated Order:Set Properties window appears: 58 November 2002

65 Getting Started 2. Click Only Upon Wizard Startup if you want this window to appear only once at startup of the session. 3. In the Order Basic Info section, select the appropriate vendor ID, date ready, and date mailed. The order type field has two options: November

66 Acquisitions Training Guide SUBSCRIPT - A subscription orders a publication issued in successive parts, typically with chronological or numerical designation, over a defined subscription period. MEMBERSHIP - Certain publications cannot be purchased or subscribed to directly. Instead, the library must become a member of the organization that produces publications. Often membership includes receipt of more than one journal. Ordering a membership usually involves membership fees, sent on a regular basis to ensure uninterrupted receipt of the membership publication(s). 4. In the Lookup Preferences section, click the preferred search type, and select the preferred search index and appropriate item library. 5. In the Orderline Information section, type the quantity, unit price, and requisition number. Using the gadgets, select the requesting user ID (if appropriate), bib entries, discount, and date mailed. This section does not contain the "parts in set" box as you saw on the Create Basic Order window. Instead, you see two new boxes: days in sub period - The number of days that the subscription or membership covers. For example, type 365 for a normal single-year subscription. Note: If you change the information in this field, Unicorn recalculates the renew date when you add the orderline. renew date - The date you need to renew the subscription or membership. Use the gadget to select a renewal date. Typically, the renew date is the order date plus the number of days in the days in sub period box. Note: If you type a number in the sub period box, Unicorn calculates the renew date when you add the orderline. If you leave this box empty and the sub period is zero, Unicorn displays NEVER when you add the orderline. If you change both the sub period and renew date, Unicorn retains the renew date. 6. In the Segment Information section, select the fund ID and holding code, then click Prepay, Receiving, or Loading, as appropriate. 60 November 2002

67 Getting Started Creating the Order 7. Click OK to accept your entries. Unicorn will use these settings for all orders created this session. The Create Dated Order:Item Lookup window appears. Creating a dated order begins the same way as creating a basic order. The entries are virtually the same as discussed on page 41. We will explain the differences below. 1. Search for the title of the periodical you want to order on the Item Lookup window. 2. Once you find the item you want to order, click Order This Title. The following screen appears 3. Type the order ID, or click the down arrow to select AUTO. The information in the other boxes comes from the defaults you set earlier. You can override these defaults if you want. Click Add Orderline to display the next window: November

68 Acquisitions Training Guide 4. The only differences between this window and the basic order window is the addition of the days in sub period box and renewal date box, and the removal of the parts in set box. 5. Once you are satisfied with your entries, click Continue. The Enter Fundings and Distributions window appears. 6. The entries on this window are the same as those for Create Basic Order on page 50. Once you have completed the entries on this screen, click Confirm. An Order Summary displays with running total information about the order. 62 November 2002

69 Getting Started 7. You may be able to perform one of the following next steps. The availability of steps depends on behavior properties and session settings. Add a new orderline Add orderline from SEARCH SOURCE Remove one of the added orderlines (which will also remove the order if there is only one orderline) Modify one of the orderlines added Finish the order Close the Create Dated Order wizard. November

70 Acquisitions Training Guide Create Recurring Order A recurring order is always open, with no known end date at the time you place the order. You can set up an agreement with a vendor to ship items without a specific order. An example of this would be the "Goosebumps" children's' books. Irregular serials and many annual publications are frequently purchased by standing order, with the vendor sending volumes to the library whenever published. Some publishers offer special discounts if a library purchases a monographic series as a standing order, rather than as individual volumes. Since there is no predictable publication schedule for the volumes, they cannot be paid for in advance as a subscription. The library accepts each volume as it arrives and pays for each individually. The order types STANDING and BLANKET might both be order type policies with a RECURRING functional description. The Create Recurring Order wizard helps you create an order with multiple receipts that are not predetermined. For example, a blanket order selection plan for multiple titles from a single vendor, or a standing order for a single title with pocket parts or loose-leaf updates that are not based on a particular subscription period. Setting Order Defaults Setting defaults for recurring orders functions the same way as it does when you create basic orders or dated orders. The entries on this window are virtually the same as discussed on page 33. We will explain the differences below. To set order defaults: 1. Click the Create Recurring Order wizard. The Create Recurring Order:Set Properties window appears: 64 November 2002

71 Getting Started 2. Click Only Upon Wizard Startup if you want this window to appear only once at startup of the session. 3. In the Order Basic Info section, select the appropriate vendor ID, date ready, and date mailed. The order type field has three options: BLANKET - MONOSER - STANDING - November

72 Acquisitions Training Guide Creating the Order 4. In the Lookup Preferences section, click the preferred search type, and select the preferred search index and appropriate item library. 5. In the Orderline Information section, type the quantity and requisition number. Using the gadgets, select the bib entries, discount, requesting user ID (if appropriate), parts in set, and date mailed. This section does not contain the "unit price" box as you saw on the Create Basic Order window. 6. In the Segment Information section, use the gadgets to select the fund ID and holding code. The Prepay, Receiving, or Loading buttons do not appear. 7. Click OK to accept your entries. Unicorn will use these settings for all orders created this session. The Create Recurring Order:Item Lookup window appears. Creating a dated order begins the same way as creating a basic order. The entries are virtually the same as discussed on page 41. We will explain the differences below. 1. Search for the item you want to order on the Item Lookup window. 2. Once you find the item, click Order This Title. The following window appears: 66 November 2002

73 Getting Started 3. Type the order ID, or click the down arrow to select AUTO. The information in the other boxes comes from the defaults you set earlier. You can override these defaults if you want. Click Add Orderline to display the next window: 4. The only difference between this window and the basic order window is the removal of the extended price box. Also, note that the unit price box is inactive. 5. Once you are satisfied with your entries, click Continue. The Enter Fundings and Distributions window appears. 6. The entries on this window are the same as those for Create Basic Order on page 50. Once you have completed the entries on this screen, click Confirm. An Order Summary displays with running total information about the order. November

74 Acquisitions Training Guide 7. You may be able to perform one of the following next steps. The availability of steps depends on behavior properties and session settings. Add a new orderline. Add orderline from SEARCH SOURCE. Remove one of the added orderlines (which will also remove the order if there is only one orderline). Modify one of the orderlines added. Finish the order. Close the Create Dated Order wizard. 68 November 2002

75 Miscellaneous Fund Activities Add Fund Cycle Before the end of a fiscal year, you may want to add a new fund cycle to an existing fund so that you can continue to place orders into the next year. To add a fund cycle to an existing fund: 1. Click the Add Fund Cycle wizard. The Enter New Fund Cycle window appears. 2. Click the gadget and select a new fund cycle from the list, or you can type a new cycle. 3. Press ENTER or click OK. The Fund Lookup window appears. 4. You can search for the fund by account number, fund ID, or fund name. Leave the search box empty and click OK to retrieve a list of all funds. The Multiple Fund Records window appears: November

76 Acquisitions Training Guide 5. Click the Select box next to the Fund Name(s) to which you want to add the new fund cycle. Alternatively, click All to update all funds at the same time. 6. Click Add Cycle to Selected Fund(s). This updates the fund with the new cycle. The Entering Cycle Information for Cycle window appears: 70 November 2002

77 Miscellaneous Fund Activities 7. Make additional changes and press ENTER or click OK. The Fund Add Cycle: Complete window appears: November

78 Acquisitions Training Guide Modify Fund The Modify Fund wizard lets you update existing fund information in the Basic Information, Extended Information, and Budget Cycle tabs. Use the Adjust Fund Budget to change the amount of money in the fund. To modify an existing fund: 1. Click the Modify Fund Cycle wizard. The Fund Lookup window appears: 2. You can search for the fund by account number, fund ID, or fund name. Leave the search box empty and click OK to retrieve a list of all funds. 3. Click the gadget to display a selection of available fund cycles. 4. Click the drop-down menu to select a library, and press ENTER or click OK. The Fund Modify:Multiple Fund Records window appears listing all the funds for the particular library and fund cycle. 5. Click the fund name you want to modify and press ENTER or click Modify This Fund. The following window appears: 72 November 2002

79 Miscellaneous Fund Activities 6. You can make changes to the fields on the Basic Info, Bdgt Cycle, or Extnded Info tabs. Wait until you have made all your changes to before you click OK. Basic Info - This tab contains fields for fund data that is not expected to change from fiscal cycle to fiscal cycle. Bdgt Cycle - This tab contains fields for data that may be different in each fiscal cycle. Extnded Info - This tab contains fields for comments and notes about the fund. If you enabled the Automatically Add Audit Trail feature in the Session Settings window, fund extended information entries may automatically include audit trail information in the COMMENT or NOTE entries. November

80 Acquisitions Training Guide 7. After completing changes and additions, press ENTER or click OK. The following dialog box appears: 74 November 2002

81 Miscellaneous Fund Activities Adjust Fund Budget The Adjust Fund Budget wizard lets you adjust one or more fund cycle budgets. To adjust the fund budget for an existing fund: 1. Click the Adjust Fund Budget wizard. The Fund Lookup window appears as described in Modify Fund. 2. Search for a fund as described on page 72. After you click OK, the Fund Adjust:Multiple Fund Records window appears: November

82 Acquisitions Training Guide 3. In the Adjust boxes, type a new amount, and click the appropriate button: Click = to replace the current budget amount with the new value Click + to add the new value to the current budget amount Click - to subtract the new value from the current budget amount NOTE To adjust funds by percentage or to adjust multiple funds equal amounts, such as adding $ to twenty different funds, click the Global Adjustments helper. 4. If the When Adjusting Budgets, Review Individually field is set in properties, each adjusted fund will be displayed individually for review. You may either OK or Skip the adjustment, or cancel the wizard. Cancel skips remaining budgets to be reviewed, but any budgets with OK selected prior to canceling the review will be modified. If the Automatically Add Audit Trail To field is enabled in the Session Settings wizard, the modified budget amount displays with audit trail information in the specified entry in the Extended Information folder. 76 November 2002

83 Miscellaneous Fund Activities Review All Funds The Review All Funds wizard lets you review all selected funds for a particular fiscal cycle. To review information about existing funds: 1. Click the Review All Funds wizard. The Fund Lookup window appears as described in Modify Fund. 2. Search for a fund as described on page 72. You can select funds by fiscal cycle and library. You can further qualify the funds by the Fund Level policies. You can locate specific funds by account number, fund ID, or fund name. After you click OK, the Fund Review All: Review All Funds for (Year) window appears: November

84 Acquisitions Training Guide Information about the selected funds, such as the cash and free balances, the number of copies invoiced or not received, or the average paid price and average discount, is displayed in the folders. If multiple funds are selected, a list of qualifying funds displays. You can select a fund, view its information, and then return to the list to select another fund. 78 November 2002

85 Miscellaneous Fund Activities Review Available Funds The Review Available Funds wizard lets you review multiple funds within a cycle to determine whether they have available funds. To review information about available funds: 1. Click the Review All Funds wizard. The Fund Lookup window appears as described in Modify Fund. 2. Search for a fund as described on page 72. You can select funds by fiscal cycle and library. You can further qualify the funds by the Fund Level policies. You can locate specific funds by account number, fund ID, or fund name. After you click OK, the Fund Review Available: (Year) Funds Available window appears: November

86 Acquisitions Training Guide 80 November 2002

87 Miscellaneous Fund Activities Display Fund (All Cycles) The Display Fund (All Cycles) wizard lets you display information for all cycles of an individual fund. To review information about a specific fund: 1. Click the Display Fund (All Cycles) wizard. The Fund Lookup window appears as described in Modify Fund. 2. Search for a fund as described on page 72. After you click OK, the Fund Display (All Cycles): Displaying Information for (fund name) window appears: November

88 Acquisitions Training Guide 82 November 2002

89 Miscellaneous Fund Activities NOTE To display a list of orders and invoices for a specific fund cycle, click the Display Invoices/Orders Helper following window displays:. The November

90 Acquisitions Training Guide Display Fund (Specific Cycle) The Display Fund (Specific Cycle) wizard lets you display information for a specific cycle of a fund. Detailed order and invoice information is also available using this wizard. Like the Display Fund (All Cycle) wizard, it displays detailed information about the selected fund, including invoices and orders linked to the fund. To review information about a specific fund: 1. Click the Display Fund (Specific Cycles) wizard. The Fund Lookup window appears as described in Modify Fund. 2. Search for a fund as described on page 72. After you click OK, the following window appears: 84 November 2002

91 Miscellaneous Fund Activities Duplicate Fund The Duplicate Fund wizard lets you duplicate an existing fund. During this process, information in the Basic and Extended Information tabs is copied from the existing fund into the new fund. The information in the Bdgt Cycle tab does not copy the information from the fund being duplicated. Instead, it contains default values. To duplicate a specific fund: 1. Click the Duplicate Fund wizard. The Fund Lookup window appears as described in Modify Fund. 2. Search for a fund and cycle that you want to duplicate as described on page 72. After you click OK, the following window appears: 3. Type the new fund ID, or accept the AUTO default to let Unicorn assign an ID. Press ENTER or click OK. The following window appears: November

92 Acquisitions Training Guide 4. Review the information in the Basic Info, Bdgt Cycle, and Extnded Info tabs and make any changes, as appropriate. Be sure to review the default information in the Bdgt Cycle tab. Press ENTER or click OK to create the new fund. 5. Use the Add Fund Cycle wizard to add more than one cycle to a new fund. 86 November 2002

93 Miscellaneous Fund Activities Remove Fund The Remove Fund wizard lets you remove a specific cycle from a fund, or it lets you completely remove a fund. You can remove only fund cycles that do not have associated orders or invoices. To remove a fund or fund cycle: 1. Click the Remove Fund wizard. The Fund Lookup window appears as described in Modify Fund. 2. Search for a fund as described on page 72. After you click OK, the following window appears: 3. To remove one fund, click Selected. Then, scroll through the fund list and click Select next to the fund you want to remove. Click Remove Selected Fund(s) to display the next window: November

94 Acquisitions Training Guide 4. At this point, you can click Remove Fund and All Cycles, or click Remove Selected Cycles and then click Remove next to the individual cycle(s) you want to remove. 5. Click Remove to accept the action. 88 November 2002

95 Miscellaneous Fund Activities Rollover Fund The Rollover Fund wizard lets you rollover funds to a new fiscal cycle. The user first identifies the fund cycle to roll over, then selects the funds to be rolled over. The searched funds display the Fund ID, Fund Name, Previous Budget, and Projected Budget associated with each fund. Budget amounts can be adjusted to a given value, or incremented or decremented by an amount or a percentage. To rollover a fund: 1. Click the Rollover Fund wizard. The following window appears: 2. Type the new fiscal cycle and press ENTER or click OK. The Fund Lookup screen appears. 3. Search for a fund as described on page 72. After you click OK, the following window appears: November

96 Acquisitions Training Guide 4. At this point, click All to rollover all funds to the new cycle, or click Selected and then click Select next to the individual fund(s) you want to roll over. 5. Click Rollover Selected Funds to accept the action. 90 November 2002

97 Miscellaneous Vendor Activities Add Vendor Cycle Unlike adding a fund cycle, there is not a wizard or command called "Add Vendor Cycle." Instead, you will use the CREATE VENDOR command to accomplish this task. To add a vendor cycle to an existing vendor record: 1. Click the CREATE VENDOR command. The following window appears: 2. Type the vendor ID and the new fiscal cycle. Press ENTER or click OK. The following window appears: November

98 Acquisitions Training Guide The information in the Basic Info area was entered when you created the Master Vendor Record. 3. In the Vendor Cycle Data section, type the information for this new cycle. This procedure is the same as described in the "Create Vendor" topic on page After typing the appropriate information, press ENTER or click OK. This saves the master vendor and vendor cycle information and displays the Discount Table, Address Info (including EDI), and Extended Information areas. 5. Make additional changes, if necessary, and press ENTER or click OK to complete the process. 92 November 2002

99 Miscellaneous Vendor Activities EDIT VENDOR The EDIT VENDOR command lets you change or add information to the vendor record or vendor cycle record. You can modify only one vendor cycle record at a time. To edit a vendor record: 1. Click the EDIT VENDOR command button. The Edit Vendor window appears: 2. Type the vendor ID and fiscal cycle you want to change, and press ENTER or click OK. The following window appears: November

100 Acquisitions Training Guide In addition to the information displayed above, this window also displays the Discount Table, Extended Info, and Addresses sections as discussed on page Edit any fields necessary, and press ENTER or click OK to save your changes. 94 November 2002

101 Miscellaneous Vendor Activities DISPLAY1 VENDOR This command can perform the following tasks: Display a summary of a single vendor record Summarize and total all cycles of a single vendor Display a brief summary of multiple vendor records Total a single cycle for all vendors To get started: 1. Click the DISPLAY1 VENDOR command button. The following window appears: November

102 Acquisitions Training Guide 2. In the vendor ID box, type a single vendor ID or click the down arrow to select ALL vendors. 3. In the fiscal cycle box, type a single fiscal cycle or click the down arrow to select ALL cycles. NOTE cycles. You cannot select both ALL vendors and ALL fiscal 4. The name and customer number boxes can search for a vendor if you are unsure of the complete name because these fields use right truncation. Otherwise, you can leave these boxes empty. 5. The library name defaults to the name you entered in your Session Settings. Otherwise, click the down-arrow and select a library. 6. The Options section lets you choose the following types of vendor information. 7. An alternate way to search for a vendor is by customer name. In the name box, you can type the vendor name. If the name is not unique, a summary list displays. You can then select a vendor from the list and click OK to display vendor-specific information. 8. You can type the customer number instead of the vendor ID in some cases. 9. In the library box, click the down arrow to select a library. 10. The Options section lets you select what information you want to display. Summary - Displays Basic Info and Vendor Cycle Data about the vendor: 96 November 2002

103 Miscellaneous Vendor Activities The Single area allows information for a single vendor to be displayed, including extended information and addresses. Extended - Displays notes, comments, and other miscellaneous information in the Extended Info section of the vendor record: November

104 Acquisitions Training Guide Address - Displays the various mailing addresses and EDI information in the vendor record. You can display the following information about multiple vendors: 98 November 2002

105 Miscellaneous Vendor Activities 11. Press ENTER or click OK to display a vendor record with the selected information. November

106 Acquisitions Training Guide DISPLAY2 VENDOR The DISPLAY2 VENDOR command displays all orders and linked serials control records for a specified vendor in the specified fiscal cycle. To get started: 1. Click the DISPLAY2 VENDOR command button. The following window appears: 2. Type a vendor ID. You must know the exact vendor name to access information. There is no ALL option. 3. Type a fiscal cycle. 4. In the library box, click the down-arrow and select a library. 5. Click orders and serials control links fields to control the display of information. 6. Press ENTER or click OK. The following window appears: 100 November 2002

107 Miscellaneous Vendor Activities If serials control records are linked to this vendor, they display under the heading "Serials Control Links." Each control record listed displays a brief descriptive entry, the control ID, and the SISAC ID. If no control records are associated with this vendor, the field displays NONE. November

108 Acquisitions Training Guide DUPLICATE VENDOR The DUPLICATE VENDOR command copies existing vendor information into a new master vendor record. You can create a new master vendor record with or without a vendor cycle record. NOTE The Duplicate Vendor command only copies master vendor fields. It does not duplicate vendor cycle fields such as Deposit Amount or Discount Type To duplicate a vendor record: 1. Click the DUPLICATE VENDOR command button. The following window appears: 2. Type the new vendor ID in the new ID box, or select AUTO to let the system assign the ID for you. 3. To create a new vendor cycle record, type the fiscal cycle you want to assign to the new record. You may also leave this blank. 4. In the existing ID box, type the vendor ID you want to duplicate. 5. Press ENTER or click OK. The following window appears: 102 November 2002

109 Miscellaneous Vendor Activities The information in the Basic Info section is copied from the original vendor record, however the information in the Vendor Cycle Data section is not copied from the original vendor record. 6. You can change the information in any field. When you are finished, press ENTER or click OK to save the changes and display the next window. 7. This final window displays the same information you just entered, and it now includes the Discounts, Extended Info, and Addresses sections discussed on page Make any additional changes to the new vendor record and press ENTER or click OK to save the record. 9. Click Close to exit the record. November

110 Acquisitions Training Guide REMOVE VENDOR This command lets you perform the following tasks: Remove a single vendor cycle associated with a master vendor record Remove the master vendor record and all vendor cycles Remove a master vendor record that has no vendor cycles associated with it To remove a vendor record: 1. Click the REMOVE VENDOR command button. The following window appears: You have three options: Type a vendor ID and fiscal cycle - this removes only the specified vendor cycle record, unless it is the only vendor cycle associated with the master vendor record (then both are removed). Type a vendor ID and select ALL from the fiscal cycle list - this removes the master vendor record and all associated vendor cycle records. Type a vendor ID and leave the fiscal cycle box empty - this removes the specified master vendor record. The vendor record cannot be removed if any vendor cycles are still associated with it. 104 November 2002

111 Miscellaneous Vendor Activities 2. Once you make your entries, press ENTER or click OK. The Remove Vendor Confirm window appears: 3. Review the record, and click Remove to delete the vendor record. November

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113 Miscellaneous Order Activities Modify An Order This wizard lets you make changes to existing orders. Certain changes are immediately reflected in the appropriate vendor and fund records. Some fields may be changed at the workstation, but may also be updated when reports are run. In addition to changing order fields, you can use the Modify An Order wizard to perform a number of receiving, paying, and processing functions: Mark specific copies and parts/volumes as received on a certain date and on a named packing list. You can also mark items received using the Receive Order wizard. Pay for an order. You can also do this with the Pay Invoice or Edit Invoice commands. Mark specific copies and parts/volumes as loaded into the catalog. Setting this date does not add call number and copy holdings to the catalog. Changing the date loaded from Never to a real date only marks a Distribution segment as Closed, so the catalog no longer displays the following message. Items on order If you cancel a line item, edit the funding segment and change the number of funded copies to zero. Edit the distribution segment and change the number of copies to zero. Otherwise, you get an error message. November

114 Acquisitions Training Guide REMOVE ORDER Use the REMOVE ORDER command to perform the following tasks: Remove a single line item on an order record Remove all line items and the order record NOTE Before you begin the process to remove an order, you may find it helpful to display the order as discussed on page 53. You will need the order number and perhaps the line numbers to cancel all or part of the order. To remove an order: 1. Click the REMOVE ORDER command button. The following window appears: 2. Type the order ID and the fiscal year. 3. In the line box, you have three choices: To remove a single order line, type the specific line number. If this line number is the last/only order item, the order is also removed. To remove all order lines and the order, click the down arrow and select ALL. 108 November 2002

115 Miscellaneous Order Activities 4. Click the down arrow to select the library associated with the order. 5. Press ENTER or click OK. The following window appears: 6. Review the order to verify that you are deleting the correct order. The top line on the window tells you whether you are removing a specific line item, or if you are removing all items and the order (ALL). November

116 Acquisitions Training Guide DUPLICATE ORDER This wizard creates a new order by copying an existing order record, optionally duplicating order lines into an entirely new order or to an existing order. Use the DUPLICATE ORDER command to perform the following tasks: Copy an existing order with one line item into a new order. Copy an order line from one order to another. Roll over a standing order to a new fiscal cycle keeping the same order number. NOTE Before you begin the process to duplicate an order, you may find it helpful to display the order as discussed on page 53. You will need the order number and perhaps the line numbers to duplicate all or part of the order. To duplicate an order: 1. Click the DUPLICATE ORDER command button. The following window appears: 110 November 2002

117 Miscellaneous Order Activities 2. Type a new ID or select AUTO from the list. 3. Type fiscal cycle. This may be the same as the fiscal cycle for the existing order, or it may be different. 4. In the existing ID box, type the existing order number. 5. In the second fiscal box, type the existing fiscal cycle. 6. If you want to duplicate a specific line number from the existing order, type this number in the line box. If you leave the box empty, the first line of the existing order will be duplicated, by default. 7. Press ENTER, or click OK. The following window appears: 8. Press ENTER, or click OK to display a summary window containing the new order: November

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119 Miscellaneous Order Activities 9. Make any changes, and press ENTER or click OK to accept your entries. Click Close to exit from the new order. If the original order had multiple line items that you want to duplicate: 1. Click the DUPLICATE ORDER command button. 2. First type the new order number and fiscal cycle you just created. 3. Now type the old order number and fiscal cycle. 4. Type the line number you want to copy to the new order. 5. Press ENTER or click OK. The summary window appears as illustrated previously. 6. Make any changes, and press ENTER or click OK to accept your entries. Click Close to exit from the new order. 7. Repeat steps 1-6 to copy additional line items from the existing order to the new order. NOTE The summary window displays only one line item. To view all the line items in the new order, use the Display An Order wizard. November

120 Acquisitions Training Guide To roll over an existing order to a new fiscal cycle: 1. Click the DUPLICATE ORDER command button. 2. Type the same order number in both the new ID and existing ID boxes. 3. Type the new fiscal cycle. 4. Press ENTER or click OK. The summary window appears as illustrated above. 5. Make any changes, and press ENTER or click OK to accept your entries. Click Close to exit from the new order. 6. Repeat steps 1-6 to copy additional line items from the existing fiscal cycle to the new fiscal cycle. NOTE The summary window displays only one line item. To view all the line items in the new order, use the Display An Order wizard. 114 November 2002

121 Miscellaneous Order Activities Link Order Line Holdings to Titles The Link Order Line Holdings to Titles wizard lets you quickly create a call number record and copy record for items you just received. Another name for this wizard might be "Create Holdings." You must have a holding code on the order for this feature to work. This wizard also updates the "Date Loaded" field on the order line. This in turn removes the "on-order" display in the OPAC. (Another way to do this is to use the Edit Order command.) NOTE Before you begin the process to load an order line, you may find it helpful to display the order as discussed on page 53. To use the Link Order Link Holdings to Titles wizard: 1. Click the Link Order Line Holdings to Titles wizard. The following window appears: 2. Search for the item you want to load, and press ENTER or click OK. The following window appears: November

122 Acquisitions Training Guide NOTE If more than one open order is associated with the title, all orders display. Only one may be loaded at a time. Highlight the order line you want to load, and click OK. 3. Review the purchase order, line, and title information to confirm that the received order is the correct one. 4. In the Holdings Selection section, determine settings for the full order. To load all copies, click load all. To assign item IDs automatically, select barcodes. You can also modify the default call number information for the items being loaded. 116 November 2002

123 Miscellaneous Order Activities 5. In the Individual Order Distributions section, determine settings for the individual items loaded. You can change the holding code by selecting a different one from the list, or you can accept the holding code entered previously. The received date (rcvd) list contains the NEVER and TODAY option. You can also type the actual date received. If a particular distribution should not be loaded, deselect load. 6. Press ENTER or click OK. The window redisplays with the updated information in the Individual Order Distribution section: To barcode the item, scan the item ID, or click OK to complete the load. Copies created through the Link Order Line Holdings to Titles wizard contain a link to the order line distribution record that created it. 7. Click Close to exit the record. November

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125 Processing Invoices Overview Invoice Records An invoice is a list that describes individual items or services provided by a vendor and the charges associated with those items or services. An invoice consists of two parts: the invoice record and one or more invoice line records. In a multilibrary system, invoice records belong to the library that created them. The use of invoice records is optional. When setting up your acquisitions system, evaluate current acquisitions and collection development activities, then decide if you will use invoice records. If you decide to use invoice records, use them consistently for all invoiced orders. Invoicing, receiving, and loading order holdings are separate functions in the Acquisitions module. The standard invoice record defines, for the entire invoice, the unique invoice ID, the vendor ID, and the invoice date. The invoice is usually numbered by the vendor; this number is the invoice s unique identification in the Acquisitions module. Enter individual lines on the invoice into Unicorn with the line number/name, the amount, the number of copies being invoiced, the type of invoice information being entered, and an exchange rate. Both the invoice and the invoice lines have text entry fields for notes and comments. Depending on the type of invoice line entered, Unicorn may prompt for order line item identification or for fund information. Enter the order line or fund information at any time. If and when order line item or fund information is entered in the invoice record, Unicorn finds and updates all the associated order, vendor, and fund records with information from the invoice and invoice lines. November

126 Acquisitions Training Guide Understanding the Invoice Order Relationship An invoice can be created for orders received or not received. Once an invoice is created, it may be linked to a specific order line item. When paying for the ordered items, payment is marked on the invoice, and the invoice-order link allows Unicorn to update the order line item, vendor, and fund records with payment information. The link between the invoice and the order can be made for each line as the invoice is entered, or all invoice information can be entered in batch and linked to orders at another time. Even negative amounts can be entered on an invoice line. This permits credit adjustments to invoices. When a negative amount on an invoice line is marked as paid, linked price fields are updated with a smaller amount. An order does not have to exist at the time an invoice is entered. A vendor may send an invoice for material ordered by telephone. This invoice can be entered without a link to an order. The vendor record shows the amount invoiced and the number of copies invoiced without order or fund identification. Understanding the Invoice Fund Relationship An invoice line may be linked directly to a fund cycle, rather than linked through a line item to a fund. Once an invoice is created, it can be linked to a specific fund ID and fiscal cycle. The link between the invoice and the fund can be made for each line as the invoice is entered, or all invoice information can be entered in batch and linked to funds at another time. When the link is made, the fund cycle s Free Balance and Amount Invoiced fields are updated. When marking those invoices as paid, the invoice-fund link allows Unicorn to update fund records with payment information. 120 November 2002

127 Processing Invoices CREATE INVOICE This command creates a new invoice record or adds an invoice line to an existing invoice. NOTE Before you begin the process to create an invoice, you may find it helpful to display the order as discussed on page 53. You will need the order number and perhaps the line numbers to cancel all or part of the order. To create a new invoice record: 1. Click the Invoice Information and Maintenance wizard from the menu bar. 2. Click the CREATE INVOICE command. The following window appears: 3. Type the invoice ID, or select AUTO from the list to have Unicorn assign a unique invoice ID number. 4. Type the vendor ID. If the ID is unknown, use the Display1 Vendor command, and select ALL to display the list of vendor IDs with the associated fiscal cycle established in the database. 5. Select the library maintaining the invoice data. November

128 Acquisitions Training Guide 6. Press ENTER or click OK to display the following message. Creating New Invoice 7. The entered data displays on the new Create Invoice screen. Edit the Date Invoiced field if needed. 8. In the Extended Info screen area, add notes or comments. 9. Press ENTER or click OK to display the Summary and Line Item Info screen areas. Edit fields as needed. The Summary area displays fields in which data can be edited or accepted as default entry. Some fields display current statistical data about the invoice, but are not editable. The Invoice Line Info screen area is provided for adding specific line item information about the individual item(s) received on the invoice. 10. After the invoice line information is completed, press ENTER or click OK to update the record. The taskbar displays the following message. Record updated 11. A new line item area is added to the Invoice Line Information section for entering another line item to this invoice with the Line, Copies, Amt, and Link fields (the Exch field only displays on invoices from vendors who use foreign currencies). 12. Information related to the type of invoice link may also display. When all the information is complete, press ENTER or click OK. If Unicorn was able to find the related order, vendor, and fund records, and make the appropriate links, the taskbar displays the following message. Record updated 122 November 2002

129 Processing Invoices PAY INVOICE This command allows full or partial payments to be applied to an entire invoice or to individual invoice lines. This command also allows payments to be canceled. The following steps outline the Pay Invoice command procedure. 1. Select the Pay Invoice command. 2. Type the invoice ID of the invoice to be paid. 3. Tab to the Vendor ID field, and enter the vendor ID. Use Display1 Vendor and select ALL to display the entire list of vendor IDs in the system, if the vendor ID is not known. 4. In the Line field, enter the name or number of the invoice line to be paid, or select ALL from the drop down list to pay the entire invoice. 5. Enter a date, select TODAY from the drop down list, or accept the default in the Date Paid field. 6. Enter a value in the Exchange field, or accept the default value listed. 7. In the Check# field, enter the check number to be used for paying the vendor. 8. Enable/disable the Cancel Payment field, and press ENTER or click OK. 9. If the line paid was the only line left to be paid on the invoice, then the following message displays in the taskbar. Invoice Paid in Full If the invoice contains other unpaid invoice lines, the following message displays in the taskbar after the specified line is paid. Invoice Partly Paid If the invoice line is not linked, the following message displays: Invoice line under linked November

130 Acquisitions Training Guide DISPLAY1 INVOICE The Display1 Invoice command displays the status of all items on an invoice, a single invoice line on an invoice, all invoices, all invoices for a single vendor, or all invoice lines paid by a specified check number. The following steps outline the Display1 Invoice command procedure. 1. Issue the Display1 Invoice command. Enter an invoice ID and optionally, a line number, or a vendor ID, or a check number. 2. Select the appropriate library. 3. An Options screen area allows you to specify whether to display summary information, extended information, amounts, dates, and/or numbers associated with invoices. 4. Press ENTER or click OK to display the selected information. 124 November 2002

131 Processing Invoices Add Invoice Lines If additional invoice lines need to be added to an invoice, the existing invoice ID can be supplied for the Create Invoice command, and more invoice lines added. 1. Type the invoice ID to which an invoice line needs to be added. Press ENTER or click OK to display the following message and a blank invoice line. Adding new line to existing invoice 2. When all the information is complete for the invoice line, press ENTER or click OK. If the completed invoice link contains an order, an adjust, or a fund link, enter the order ID, line item number, and fiscal cycle. The taskbar displays the following message. Record updated 3. Continue to enter invoice lines, as needed, and press ENTER or click OK to update the database. November

132 Acquisitions Training Guide EDIT INVOICE This command allows changes to invoice and invoice line fields, including the Date Paid and Check Number fields. Certain changes are immediately reflected in the appropriate order, orderline item, vendor, and fund cycle records. The Edit Invoice command can be used to mark specific copies as paid on a certain date with a named check number. Changes can be made to or information can added to any of the fields in an invoice or invoice line before the invoice line has been marked as paid. Once marked paid, only the date paid, check number, and text entries can be changed. The following steps outline the Edit Invoice command procedure. 1. Enter the invoice ID. 2. Enter the vendor ID. 3. Enter the invoice line identification. Choose a specific line, or selecting ALL from the drop down list. 4. Enable or disable which Option fields to display, and press ENTER. If the Summary option is enabled, the invoice summary displays first for the Edit Invoice command. On the invoice summary screen, the Invoice ID, Prorate, and Date Invoiced fields can be changed. Other invoice fields on this screen are maintained by the system and cannot be changed directly. If the Extended option is enabled, any of the extended invoice information entries can be added, changed, or removed. If the Pay option is enabled, information in any of the unpaid invoice line fields can be changed. 126 November 2002

133 Processing Invoices NOTE An existing order ID or fund ID may be deleted or replaced with spaces. This breaks the link between the current invoice line and the linked order or fund. A different order ID or fund ID may be entered, or the invoice line can be left unlinked. 5. When all the information in the invoice and invoice line fields has been changed, press ENTER or click OK to update the invoice. November

134 Acquisitions Training Guide REMOVE INVOICE This command allows an authorized operator to remove an invoice line from an invoice record, or to remove all invoice lines as well as the invoice. NOTE Once an invoice line has been paid, neither Edit Invoice nor Remove Invoice can be used on that line, except to change the date paid and the check number. The following steps outline the Remove Invoice command procedure. 1. Issue the Remove Invoice command. 2. Enter the invoice ID and vendor ID of the invoice to be removed. Optionally, enter the invoice line to be removed. 3. Select the library associated with the invoice being removed. 4. The invoice line or invoice information displays. Select Keep to discontinue the removal process, or select Remove to finalize the process and remove the invoice line or invoice. If you enter an invoice ID, a vendor ID, and an invoice line number, the system removes the invoice line. If it is the last line on the invoice, the invoice record is removed too. If you enter an invoice ID, a vendor ID, and select ALL in the Line field, all of the invoice lines and the invoice record are removed. 128 November 2002

135 Before beginning the exercises: Appendix A - Exercises Display the Acquisitions toolbar: Right-click the blank area on the toolbar. A shortcut menu appears. Click Toolbars. In the Use box, click the down-arrow to select Acq. Click OK. Ensure that the properties for the Add Temporary Title are set to follow the practices of your library. Add Temporary Title is one of the navigational next steps that is built into the Create Basic Order, Create Dated Order, and Create Recurring Order wizards. The behavior properties of the Order wizards contain the configuration for Add Temporary Title. To check the properties of each Order wizard: Right-click the wizard. A shortcut menu appears. Click Properties. The following window appears: November 2002 Exercises-1

136 Acquisitions Training Guide Click the Add Temporary Title button. The following window appears: Exercises-2 November 2002

137 Appendix A - Exercises In the Use Entries box, establish the list of bibliographic entries you wish to use when adding a Temporary Title. Choose a class scheme of AUTO to enable the property that auto-generates temporary XX call numbers. Typically, the property to Add Copy is NOT enabled. To save your property settings to your workstation so that Unicorn will save them after you exit WorkFlows, click Command>All Wizards>SAVE_PROPERTY. System Administrators can save properties to the Unicorn server. All other logins may save their properties locally to the PC. NOTE For more information on saving properties, look up the "Properties" topic in the Help file index. November 2002 Exercises-3

138 Acquisitions Training Guide Create Basic Orders Exercise 1: Single Copy - Single Fund 1. Click the Order Information and Maintenance wizard, then click the Create Basic Order wizard. 2. Click Add Temporary Title to add a brief bibliographic record. a. Supply appropriate bibliographic information. b. Select a class scheme of AUTO. c. Do not create a copy. d. Click OK. e. Click Order This Title. 3. Complete the Creating New Order screen. a. Type a Vendor ID. b. Set the Retorted to FIRM. c. Choose a Fiscal Cycle. d. Click Add Orderline. 4. Complete the Orderline Information screen. a. Type a Unit Price. b. Type 1 in the Quantity field for number of copies. c. Fill in Additional Orderline Information if necessary. d. Click Continue. 5. Complete the Fundings and Distributions screen. a. Select a Fund ID; keep ALL as the funded quantity amount. b. Select a holding code; keep ALL as the distributed quantity amount. c. Click Confirm. A Summary screen will display. Exercises-4 November 2002

139 Appendix A - Exercises d. Click Finish. The Mark Order Finished screen will display. 6. Click Yes, Mark as Ready. 7. Select the Receive Order command located in the Order Information and Maintenance group. a. Allow the packing field to auto-generate, or type your own packing slip information. b. Click OK. 8. Receive the order. As there is only one line to your order, type the following information: a. Type the Order ID. b. Type 1 in the Line field. c. Type the Fiscal Cycle used when creating the order. d. Type 1 in the Copies field. e. Click OK. 9. Click the Link Orderline Holdings to Titles wizard found in the Order Information and Maintenance group to complete copy processing. a. Select the Link Orderline Holdings to Titles wizard. b. Identify the title for copy processing by typing search terms. c. Click OK. NOTE Order. If a hitlist appears, click the title, then click Load 10. Complete the Load Order screen. a. In the New Call Number field, update the call number if necessary. b. Click Load next to the Received Date field. c. Click OK. d. Retain the auto-generated barcode or scan in your own if necessary. e. Click OK. November 2002 Exercises-5

140 Acquisitions Training Guide 11. If working with invoices, use the Create Invoice command under the Invoice Information and Maintenance group. a. Select the Create Invoice command. b. Fill in the Invoice ID field with an invoice number, or use the drop down menu to select AUTO. c. Fill in the Vendor ID field. d. Click OK. e. Fill in the Date Invoice field. f. Type extended information if necessary. g. Click OK. h. Fill in the Line Number, Copies, and Amount fields. i. Select ORDER in the Link field. j. Click OK. m. Fill in the Order ID, Line Item Number, and Fiscal Cycle fields. n. Click OK. 12. Click Pay Invoice from the Invoice Information and Maintenance group. a. Fill in the Invoice ID field. b. Type the Vendor ID. c. In the Line field, choose ALL from the drop down menu. d. Type TODAY in the Date Paid field. e. Click OK. Exercises-6 November 2002

141 Appendix A - Exercises Exercise 2: Order Two Copies - Each from a Different Fund 1. Click the Order Information and Maintenance wizard, then click the Create Basic Order wizard. 2. Click Add Temporary Title to add a brief bibliographic record. a. Supply appropriate bibliographic information. b. Select a class scheme of AUTO. c. Do not create a copy. d. Click OK. e. Click Order This Title. 3. Complete the Creating New Order screen. a. Type a Vendor ID. b. Set the Retorted to FIRM. c. Choose a Fiscal Cycle. d. Click Add Orderline. 4. Complete the Orderline Information screen. a. Type a Unit Price. b. Type 2 in the Quantity field for number of copies. c. Fill in Additional Orderline Information if necessary. d. Click Continue. 5. Fill in the Fundings and Distributions screen. a. Select a Fund ID; change the Funded Quantity Amount to 1. b. Select a holding code; change the Distributed Quantity amount to 1. c. Insert a SINGLE_FUNDING distribution with the After helper in the top right hand corner of the window. November 2002 Exercises-7

142 Acquisitions Training Guide d. Select a Fund ID; verify that the funded quantity is set to 1. e. Insert a HOLDING_DISTRIBUTION with the After helper in the top right hand corner of the window. f. Select a holding code; verify that the funded quantity is set to 1. g. Click Confirm. 6. A Summary screen will display. Click Finish. 7. The Mark Order Finished screen will display. Click Yes, Mark as Ready. 8. Select the Receive Order command located in the Order Information and Maintenance group. a. Allow the Packing field to auto-generate or type your own packing slip information. b. Click OK. 9. Receive your order. As there is only one line to your order, type the following information: a. Type the Order ID. b. Type 1 in the Line field. c. Type the Fiscal Cycle used when creating the order. d. Type 2 in the Copies field. e. Click OK. 10. Use the Link Orderline Holdings to Titles wizard found in the Order Information and Maintenance group to complete copy processing. a. Select the Link Orderline Holdings to Titles wizard. b. Identify the title for copy processing by typing search terms. c. Click OK. NOTE Order. If a hitlist appears, click the title, then click Load Exercises-8 November 2002

143 Appendix A - Exercises 11. Fill in the Load Order screen. a. In the New Call Number field, update the call number, if necessary. b. Click Load next to the Received Date field of each copy. c. Click OK. d. Retain the auto-generated barcodes or scan in your own if necessary. e. Click OK. 12. If working with invoices, use the Create Invoice command under the Invoice Information and Maintenance group. a. Select the Create Invoice command. b. Fill in the Invoice ID field with an invoice number, or use the drop down menu to select AUTO. c. Fill in the Vendor ID field. d. Click OK. e. Fill in the Date Invoice field. f. Type extended information if necessary. g. Click OK. h. Fill in the Line Number, Copies, And Amount fields. i. Select ORDER in the Link field. j. Click OK. k. Fill in the Order ID, Line Item Number, and Fiscal Cycle fields. l. Click OK. 13. Select the Pay Invoice command under the Invoice Information and Maintenance group. a. Fill in the Invoice ID field. b. Type the Vendor Id. c. In the Line field, choose ALL from the drop down menu. d. Type TODAY in the Date Paid field. e. Click OK. November 2002 Exercises-9

144 Acquisitions Training Guide Exercise 3: Order a Single Copy - Split By Amount 1. Select the Create Basic Order wizard located under the Order Information and Maintenance group on the toolbar. 2. Use the Add Temporary Title button to add a brief bibliographic record. a. Supply appropriate bibliographic information. b. Select a class scheme of AUTO. c. Do not create a copy. d. Click OK. e. Click Order This Title. 3. Fill in the Creating New Order screen. a. Type a Vendor ID. b. Set the Order type to FIRM. c. Choose a Fiscal Cycle. d. Click Add Orderline. 4. Fill in the Orderline Information screen. a. Type a Unit Price. b. Type 1 in the Quantity field for number of copies. c. Fill in Additional Orderline Information if necessary. d. Click Continue. 5. Fill in the Fundings and Distributions screen. a. Delete the fund ID entry by placing your cursor in the fund ID field and then clicking on the Delete helper in the top right hand corner of the order window. b. Place your cursor in the Holding Code box. Click the Before helper in the upper right hand corner of the window and select an MULTI_FUNDING segment. c. Use the After helper to insert two AMOUNT_SPLIT segments underneath the MULTI_FUNDING segment. Exercises-10 November 2002

145 Appendix A - Exercises d. Insert fund ID's into the two Fund ID fields, and determine how much money should be used from each fund to pay for the order. e. Select a holding code; keep ALL as the distributed quantity amount. f. Click Confirm. 6. A Summary screen will display. Click Finish. 7. The Mark Order Finished screen will display. Click Yes, Mark as Ready. 8. Select the Receive Order command located in the Order Information and Maintenance group. a. Allow the packing field to auto-generate, or type your own packing slip information. b. Click OK. 9. Receive your order. As there is only one line to your order, type the following information: a. Type the Order ID. b. Type 1 in the Line field. c. Type the Fiscal Cycle used when creating the order. d. Type 1 in the Copies field. e. Click OK. 10. Use the Link Orderline Holdings to Titles wizard found in the Order Information and Maintenance group to complete copy processing. a. Select the Link Orderline Holdings to Titles wizard b. Identify the title for copy processing by typing search terms. c. Click OK. NOTE Order. If a hitlist appears, click the title, then click Load 11. Fill in the Load Order screen. November 2002 Exercises-11

146 Acquisitions Training Guide a. In the New Call Number field, update the call number if necessary. b. Click Load next to the Received Date. c. Click OK. d. Retain the auto-generated barcode or scan in your own if necessary. e. Click OK. 12. If working with invoices, use the Create Invoice command under the Invoice Information and Maintenance group. a. Select the Create Invoice command. b. Fill in the Invoice ID field with an invoice number, or use the drop down menu to select AUTO. c. Fill in the Vendor ID field. d. Click OK. e. Fill in the Date Invoice field. f. Type extended information if necessary. g. Click OK. h. Fill in the Line Number, Copies, and Amount fields. i. Select ORDER in the Link field. j. Click OK. k. Fill in the Order ID, Line Item Number, and Fiscal Cycle fields. l. Click OK. 13. Select the Pay Invoice command under the Invoice Information and Maintenance group. a. Fill in the Invoice ID field. b. Type the Vendor ID. c. In the Line field, choose ALL from the dropdown menu. d. Type TODAY in the Date Paid field. e. Click OK. Exercises-12 November 2002

147 Appendix A - Exercises Exercise 4: Order a Single Copy - Split By Percentage 1. Select the Create Basic Order wizard located under the Order Information and Maintenance group on the toolbar. 2. Use the Add Temporary Title button to add a brief bibliographic record. a. Supply appropriate bibliographic information. b. Select a class scheme of AUTO. c. Do not create a copy. d. Click OK. e. Click Order This Title. 3. Fill in the Creating New Order screen. a. Type a Vendor ID. b. Set the order type to FIRM. c. Choose a Fiscal Cycle. d. Click Add Orderline. 4. Fill in the Orderline Information screen. a. Type a Unit Price Unit Price. b. Type 1 in the Quantity field for number of copies. c. Fill in Additional Orderline Information if necessary. d. Click Continue. 5. Fill in the Fundings and Distributions screen. a. Delete the fund ID entry by placing your cursor in the fund ID field and then clicking on the Delete helper in the top right hand corner of the order window. b. Place your cursor in the Holding Code field. Click the Before helper in the upper right corner of the window and select a MULTI_FUNDING segment. November 2002 Exercises-13

148 Acquisitions Training Guide c. Use the After helper to insert two PERCENTAGE_SPLIT segments underneath the MULTI_FUNDING segment. d. Insert fund IDs into the two Fund ID fields, and determine how much money should be used from each fund to pay for the order. e. Select a holding code; keep ALL as the distributed quantity amount. f. Click Confirm. 6. A Summary screen will display. Click Finish. 7. The Mark Order Finished screen will display. Click Yes, Mark as Ready. 8. Select the Receive Order command in the Order Information and Maintenance group. a. Allow the Packing field to auto-generate, or type your own packing slip information. b. Click OK. 9. Receive your order. As there is only one line to your order, type the following information: a. Type the Order ID. b. Type 1 in the Line field. c. Type the Fiscal Cycle used when creating the order. d. Type 1 in the Copies field. e. Click OK. 10. Use the Link Orderline Holdings to Titles wizard found in the Order Information and Maintenance group to complete copy processing. a. Select the Link Orderline Holdings to Titles wizard b. Identify the title for copy processing by typing search terms. c. Click OK. NOTE Order. If a hitlist appears, click the title, then click Load Exercises-14 November 2002

149 Appendix A - Exercises 11. Fill in the Load Order screen. a. In the New Call Number field, update the call number if necessary. b. Click Load next to the Receive Date. c. Click OK. d. Retain the auto-generated barcode or scan in your own if necessary. e. Click OK. 12. If working with invoices, use the Create Invoice command under the Invoice Information and Maintenance group. a. Select the Create Invoice command. b. Fill in the Invoice ID field with an invoice number, or use the drop down menu to select AUTO. c. Fill in the Vendor ID field. d. Click OK. e. Fill in the Date Invoice field. f. Type extended information if necessary. g. Click OK. h. Fill in the Line Number, Copies, and Amount fields. g. Select ORDER in the Link field. h. Click OK. i. Fill in the Order ID, Line Item Number, and Fiscal Cycle fields. j. Click OK. 13. Select the Pay Invoice command under the Invoice Information and Maintenance group. a. Fill in the Invoice ID field. b. Type the Vendor ID. c. In the Line field, choose ALL from the drop down menu. d. Type TODAY in the Date Paid field. e. Click OK. November 2002 Exercises-15

150 Acquisitions Training Guide Exercise 5: Order a Single copy from a Single Fund - Using SmartPORT 1. Select the Create Basic Order wizard located under the Order Information and Maintenance group on the toolbar. 2. Use the Get it From Search Source button to tell the software that you are going to capture a bibliographic record from a Z39.50 destination using SmartPORT. a. The Ordering: Pause To Capture Bibliographic Record screen will display. This window must stay open in order to retain the workflow of capture a record from SmartPORT. b. Click the SEARCH SOURCE wizard in the Order Information and Maintenance group. Make a connection to a Z39.50 destination. Search for a record, capture the record, and save it. c. Once you have saved the bibliographic record, click Continue to proceed with the order creation process. 3. Fill in the Creating New Order screen. a. Type a Vendor ID. b. Set the order type to FIRM. c. Choose a Fiscal Cycle. d. Click Add Orderline. 4. Fill in the Orderline Information screen. a. Type a Unit Price. b. Type 1 in the Quantity field for number of copies. c. Fill in Additional Orderline Information if necessary. d. Click Continue. 5. Fill in the Fundings and Distributions screen. a. Select a Fund ID; keep ALL as the funded quantity amount. Exercises-16 November 2002

151 Appendix A - Exercises b. Select a holding code; keep ALL as the distributed quantity amount. c. Click Confirm. 6. A Summary screen will display. Click Finish. 7. The Mark Order Finished screen will display. Click Yes, Mark as Ready. 8. Select the Receive Order command located in the Order Information and Maintenance group. a. Allow the Packing field to auto-generate or type your own packing slip information. b. Click OK. 9. Receive your order. As there is only one line to your order, type the following information: a. Type the Order ID. b. Type 1 in the Line field. c. Type the Fiscal Cycle used when creating the order. d. Type 1 in the Copies field. e. Click OK. 10. Use the Link Orderline Holdings to Titles wizard found in the Order Information and Maintenance group to complete copy processing. a. Select the Link Orderline Holdings to Titles wizard b. Identify the title for copy processing by typing search terms. c. Click OK. NOTE Order. If a hitlist appears, click the title, then click Load 11. Fill in the Load Order screen. a. In the New Call Number field, update the call number if necessary. b. Click Load next to the Received Date field. c. Click OK. November 2002 Exercises-17

152 Acquisitions Training Guide d. Retain the auto-generated barcode or scan in your own if necessary. e. Click OK. 12. If working with invoices, use the Create Invoice command under the Invoice Information and Maintenance group. a. Select the Create Invoice command. b. Fill in the Invoice ID field with an invoice number, or use the drop down menu to select AUTO. c. Fill in the Vendor ID field. d. Click OK. e. Fill in the Date Invoice field. f. Type extended information if necessary. g. Click OK. h. Fill in the Line Number, Copies, and Amount fields. i. Select ORDER in the Link field. j. Click OK. k. Fill in the Order ID, Line Item Number, and Fiscal Cycle fields. l. Click OK. 13. Select the Pay Invoice command under the Invoice Information and Maintenance group. a. Fill in the Invoice ID field. b. Type the Vendor ID. c. In the Line field, choose ALL from the drop down menu. d. Type TODAY in the Date Paid field. e. Click OK. Exercises-18 November 2002

153 Appendix A - Exercises Exercise 6: Order Two Copies - Receive One Copy 1. Select the Create Basic Order wizard located under the Order Information and Maintenance group on the toolbar. 2. Use the Add Temporary Title option to add a brief bibliographic record. a. Supply appropriate bibliographic information. b. Select a class scheme of AUTO. c. Do not create a copy. d. Click OK. e. Click Order This Title. 3. Fill in the Creating New Order screen. a. Type a Vendor ID. b. Set the order type to FIRM. c. Choose a Fiscal Cycle. d. Click Add Orderline. 4. Fill in the Orderline Information screen. a. Type a Unit Price. b. Type 2 in the Quantity field for number of copies. c. Fill in Additional Orderline Information if necessary. d. Click Continue. 5. Fill in the Fundings and Distributions screen. a. Select a Fund ID; keep ALL as the funded quantity amount. b. Select a holding code; keep ALL as the distributed quantity amount. c. Click Confirm. 6. A Summary screen will display. Click Finish. 7. The Mark Order Finished screen will display. Click Yes, Mark as Ready. November 2002 Exercises-19

154 Acquisitions Training Guide 8. Select the Receive Order command located in the Order Information and Maintenance group. a. Allow the packing field to auto-generate, or type your own packing slip information. b. Enable the auto-claiming feature underneath the options section of the screen if you would like to auto-generate a claim segment for copies not received. c. Click OK. 9. Receive your order. As there is only one line to your order, type the following information: a. Type the Order ID. b. Type 1 in the Line field. c. Type the Fiscal Cycle used when creating the order. d. Type 1 in the Copies field, instead of 2. e. Click OK. 10. Use the Link Orderline Holdings to Titles wizard found in the Order Information and Maintenance group to complete copy processing. a. Select the Link Orderline Holdings to Titles wizard b. Identify the title for copy processing by typing search terms. c. Click OK. NOTE Order. If a hitlist appears, click the title, then click Load Exercises-20 November 2002

155 Appendix A - Exercises 11. Fill in the Load Order screen. a. In the New Call Number field, update the call number if necessary. b. Click Load next to the Receive Date for just one of the copies, because you want to the second copy, which you have not yet received. c. Click OK. d. Retain the auto-generated barcode or scan in your own if necessary. e. Click OK. 12. Proceed to the next exercise to receive and load the second copy to pay the order. November 2002 Exercises-21

156 Acquisitions Training Guide Exercise 7: Receiving the Second Copy that Was Claimed 1. Receive your order. As there is only one line to your order, type the following information: a. Type the Order ID. b. Type 1 in the Line field. c. Type the Fiscal Cycle used when creating the order. d. Type 1 in the Copies field. e. Click OK. 2. Use the Link Orderline Holdings to Titles wizard found in the Order Information and Maintenance group to complete copy processing. a. Select the Link Orderline Holdings to Titles wizard. b. Identify the title for copy processing by typing search terms. c. Click OK. NOTE Order. If a hitlist appears, click the title, then click Load 3. Fill in the Load Order screen. a. In the New Call Number field, update the call number if necessary. b. Click Load next to the Received Date field. c. Click OK. d. Retain the auto-generated barcode or scan in your own if necessary. e. Click OK. Exercises-22 November 2002

157 Appendix A - Exercises 4. If working with invoices, use the Create Invoice command under the Invoice Information and Maintenance group. a. Select the Create Invoice command. b. Fill in the Invoice ID field with an invoice number, or use the drop down menu to select AUTO. c. Fill in the Vendor ID field. d. Click OK. e. Fill in the Date Invoice field. f. Type extended information if necessary. g. Click OK. h. Fill in the Line Number, Copies, and Amount fields. i. Select ORDER in the Link field. j. Click OK. k. Fill in the Order ID, Line Item Number, and Fiscal Cycle fields. l. Click OK. 5. Select the Pay Invoice command under the Invoice Information and Maintenance group. a. Fill in the Invoice ID field. b. Type the Vendor ID. c. In the Line field, choose ALL from the drop down menu. d. Type TODAY in the Date Paid field. e. Click OK. November 2002 Exercises-23

158 Acquisitions Training Guide Exercise 8: Order Two Copies Each with a Different Holding Code (Holding Distribution) 1. Select the Create Basic Order wizard located under the Order Information and Maintenance group on the toolbar. 2. Use the Add Temporary Title button to add a brief bibliographic record. a. Supply appropriate bibliographic information. b. Select a class scheme of AUTO. c. Do not create a copy. d. Click OK. e. Click Order This Title. 3. Fill in the Creating New Order screen. a. Type a Vendor ID. b. Set the order type to FIRM. c. Choose a Fiscal Cycle. d. Click Add Orderline. 4. Fill in the Orderline Information screen. a. Type a Unit Price. b. Type 2 in the Quantity field for number of copies. c. Fill in Additional Orderline Information if necessary. d. Click Continue. 5. Fill in the Fundings and Distributions screen. a. Select a Fund ID; keep ALL as the funded quantity amount. b. Select a holding code; Type 1 as the distributed quantity amount. c. Insert a HOLDING_DISTRIBUTION with the After helper in the top right hand corner of the window. d. Select a holding code for the new distribution, and set the distributed quantity amount to 1. Exercises-24 November 2002

159 Appendix A - Exercises e. Click Confirm. 6. A Summary screen will display. Click Finish. 7. The Mark Order Finished screen will display. Click Yes, Mark as Ready. 8. Select the Receive Order command located in the Order Information and Maintenance group. a. Allow the packing field to auto-generate, or type your own packing slip information. b. Click OK. 9. Receive your order. As there is only one line to your order, type the following information: a. Type the Order ID. b. Type 2 in the Line field. c. Type the Fiscal Cycle used when creating the order. d. Type 2 in the Copies field. e. Click OK. 10. Use the Link Orderline Holdings to Titles wizard found in the Order Information and Maintenance group to complete copy processing. a. Select the Link Orderline Holdings to Titles wizard. b. Identify the title for copy processing by typing search terms. c. Click OK. NOTE Order. If a hitlist appears, click the title, then click Load 11. Fill in the Load Order screen. a. In the New Call Number field, update the call number if necessary. b. Click Load next to the Receive Date of each line. c. Click OK. November 2002 Exercises-25

160 Acquisitions Training Guide d. Retain the auto-generated barcode or scan in your own if necessary. e. Click OK. 12. If working with invoices, use the Create Invoice command under the Invoice Information and Maintenance group. a. Select the Create Invoice command. b. Fill in the Invoice ID field with an invoice number, or use the drop down menu to select AUTO. c. Fill in the Vendor ID field. d. Click OK. e. Fill in the Date Invoice field. f. Type extended information if necessary. g. Click OK. h. Fill in the Line Number, Copies, and Amount fields. i. Select ORDER in the Link field. j. Click OK. k. Fill in the Order ID, Line Item Number, and Fiscal Cycle fields. l. Click OK. 13. Select the Pay Invoice command under the Invoice Information and Maintenance group. a. Fill in the Invoice ID field. b. Type the Vendor ID. c. In the Line field, choose ALL from the drop down menu. d. Type TODAY in the Date Paid field. e. Click OK. Exercises-26 November 2002

161 Appendix A - Exercises Exercise 9: Order a Single Copy with a Single User Distribution 1. Select the Create Basic Order wizard located under the Order Information and Maintenance group on the toolbar. 2. Use the Add Temporary Title button to add a brief bibliographic record. a. Supply appropriate bibliographic information. b. Select a class scheme of AUTO. c. Do not create a copy. d. Click OK. e. Click Order This Title. 3. Fill in the Creating New Order screen. a. Type a Vendor ID. b. Set the order type to FIRM. c. Choose a Fiscal Cycle. d. Click Add Orderline. 4. Fill in the Orderline Information screen. a. Type a Unit Price. b. Type 1 in the Quantity field for number of copies. c. Fill in Additional Orderline Information if necessary. d. Click Continue. 5. Fill in the Fundings and Distributions screen. a. Select a Fund ID; keep ALL as the funded quantity amount. b. Place your cursor in the holding code field and click the Delete helper in order to delete the HOLDING_DISTRIBUTION. Click the After helper, and select USER_DISTRIBUTION. c. Select a user ID; keep ALL as the distributed quantity amount. d. Click Confirm. November 2002 Exercises-27

162 Acquisitions Training Guide 6. A Summary screen will display. Click Finish. 7. The Mark Order Finished screen will display. Click Yes, Mark as Ready. 8. Click the Receive Order command located in the Order Information and Maintenance group. a. Allow the packing field to auto-generate, or type your own packing slip information. b. Click OK. 9. Receive your order. As there is only one line to your order, type the following information: a. Type the Order ID. b. Type 1 in the Line field. c. Type the Fiscal Cycle used when creating the order. d. Type 1 in the Copies field. e. Click OK. 10. Use the Link Orderline Holdings to Titles wizard found in the Order Information and Maintenance group to complete copy processing. a. Select the Link Orderline Holdings to Titles wizard. b. Identify the title for copy processing by typing search terms. c. Click OK. NOTE Order. If a hitlist appears, click the title, then click Load Exercises-28 November 2002

163 Appendix A - Exercises 11. Fill in the Load Order screen. a. In the New Call Number field, update the call number if necessary. b. Click Load next to the Receive Date. c. Click OK. d. Retain the auto-generated barcode or scan in your own if necessary. e. Click OK. 12. If working with invoices, use the Create Invoice command under the Invoice Information and Maintenance group. a. Select the Create Invoice command. b. Fill in the Invoice ID field with an invoice number, or use the drop down menu to select AUTO. c. Fill in the Vendor ID field. d. Click OK. e. Fill in the Date Invoice field. f. Type extended information if necessary. g. Click OK. h. Fill in the Line Number, Copies, and Amount fields. i. Select ORDER in the Link field. j. Click OK. k. Fill in the Order ID, Line Item Number, and Fiscal Cycle fields. l. Click OK. 4. Select the Pay Invoice command under the Invoice Information and Maintenance group. a. Fill in the Invoice ID field. b. Type the Vendor ID. c. In the Line field, choose ALL from the drop down menu. d. Type TODAY in the Date Paid field. e. Click OK. November 2002 Exercises-29

164 Acquisitions Training Guide Exercise 10: Order Two Copies from a Single Fund with Multiple Distributions 1. Select the Create Basic Order wizard located under the Order Information and Maintenance group on the toolbar. 2. Use the Add Temporary Title button to add a brief bibliographic record. a. Supply appropriate bibliographic information. b. Select a class scheme of AUTO. c. Do not create a copy. d. Click OK. e. Click Order This Title. 3. Fill in the Creating New Order screen. a. Type a Vendor ID. b. Set the order type to FIRM. c. Choose a Fiscal Cycle. d. Click Add Orderline. 4. Fill in the Orderline Information screen. a. Type a Unit Price. b. Type 2 in the Quantity field for number of copies. c. Fill in Additional Orderline Information if necessary. d. Click Continue. 5. Fill in the Fundings and Distributions screen. a. Select a Fund ID; keep ALL as the funded quantity amount. b. Select a holding code, change the distributed amount to 1. c. Click the After helper, and insert a HOLDING_DISTRIBUTION. Select a holding code. d. Click Confirm. Exercises-30 November 2002

165 Appendix A - Exercises 6. A Summary screen will display. Click Finish. 7. The Mark Order Finished screen will display. Click Yes, Mark as Read. 8. Select the Receive Order command located in the Order Information and Maintenance group. a. Allow the packing field to auto-generate, or type your own packing slip information. b. Click OK. 9. Receive your order. As there is only one line to your order, type the following information: a. Type the Order ID. b. Type 1 in the Line field. c. Type the Fiscal Cycle used when creating the order. d. Type 1 in the Copies field. e. Click OK. 10. Use the Link Orderline Holdings to Titles wizard found in the Order Information and Maintenance group to complete copy processing. a. Select the Link Orderline Holdings to Titles wizard b. Identify the title for copy processing by typing search terms. c. Click OK. NOTE Order. If a hitlist appears, click the title, then click Load 11. Fill in the Load Order screen. a. In the New Call Number field, update the call number if necessary. b. Click Load next to the Receive Date. c. Click OK. d. Retain the auto-generated barcode or scan in your own if necessary. e. Click OK. November 2002 Exercises-31

166 Acquisitions Training Guide 12. If working with invoices, use the Create Invoice command under the Invoice Information and Maintenance group. a. Select the Create Invoice command. b. Fill in the Invoice ID field with an invoice number, or use the drop down menu to select AUTO. c. Fill in the Vendor ID field. d. Click OK. e. Fill in the Date Invoice field. f. Type extended information if necessary. g. Click OK. h. Fill in the Line Number, Copies, and Amount fields. i. Select ORDER in the Link field. j. Click OK. k. Fill in the Order ID, Line Item Number, and Fiscal Cycle fields. l. Click OK. 13. Select the Pay Invoice command under the Invoice Information and Maintenance group. a. Fill in the Invoice ID field. b. Type the Vendor ID. c. In the Line field, choose ALL from the drop down menu. d. Type TODAY in the Date Paid field. e. Click OK. Exercises-32 November 2002

167 Appendix A - Exercises Exercise 11: Order Four Copies with Four Funds and Four Holdings Codes (Multiple Fundings and Multiple Distributions) 1. Select the Create Basic Order wizard located under the Order Information and Maintenance group on the toolbar. 2. Use the Add Temporary Title button to add a brief bibliographic record. a. Supply appropriate bibliographic information. b. Select a class scheme of AUTO. c. Do not create a copy. d. Click OK. e. Click Order This Title. 3. Fill in the Creating New Order screen. a. Type a Vendor ID. b. Set the order type to FIRM. c. Choose a Fiscal Cycle. d. Click Add Orderline. 4. Fill in the Orderline Information screen. a. Type a Unit Price. b. Type 4 in the Quantity field for number of copies. c. Fill in Additional Orderline Information if necessary. d. Click Continue. 5. Fill in the Fundings and Distributions screen. a. Select a Fund ID; type 1 as the funded quantity amount. b. Select a holding code; type 1 as the distributed quantity amount. c. Click the After helper to add three more sets of SINGLE_FUNDING and HOLDING distributions. d. Click Confirm. November 2002 Exercises-33

168 Acquisitions Training Guide 6. A Summary screen will display. Click Finish. 7. The Mark Order Finished screen will display. Click Yes, Mark as Ready. 8. Select the Receive Order command located in the Order Information and Maintenance group. a. Allow the packing field to auto-generate, or type your own packing slip information. b. Click OK. 9. Receive your order. As there is only one line to your order, the following information should be entered: a. Type the Order ID. b. Type 1 in the Line field. c. Type the Fiscal Cycle used when creating the order. d. Type 1 in the Copies field. e. Click OK. 10. Use the Link Orderline Holdings to Titles wizard found in the Order Information and Maintenance group to complete copy processing. a. Select the Link Orderline Holdings to Titles wizard. b. Identify the title for copy processing by entering search terms. c. Click OK. NOTE Order. If a hitlist appears, click the title, then click Load 11. Fill in the Load Order screen. a. In the New Call Number field, update the call number if necessary. b. Click Load next to the Receive Date. c. Click OK. d. Retain the auto-generated barcode or scan in your own if necessary. e. Click OK. Exercises-34 November 2002

169 Appendix A - Exercises 12. If working with invoices, use the Create Invoice command under the Invoice Information and Maintenance group. a. Select the Create Invoice command. b. Fill in the Invoice ID field with an invoice number, or use the drop down menu to select AUTO. c. Fill in the Vendor ID field. d. Click OK. e. Fill in the Date Invoice field. f. Type extended information if necessary. g. Click OK. h. Fill in the Line Number, Copies, and Amount fields. i. Select ORDER in the Link field. j. Click OK. k. Fill in the Order ID, Line Item Number, and Fiscal Cycle fields. l. Click OK. 13. Select the Pay Invoice command under the Invoice Information and Maintenance group. a. Fill in the Invoice ID field. b. Type the Vendor ID. c. In the Line field, choose ALL from the drop down menu. d. Type TODAY in the Date Paid field. e. Click OK. November 2002 Exercises-35

170 Acquisitions Training Guide Exercise 12: Order a Copy of an Item the Library Already Owns 1. Select the Create Basic Order wizard located under the Order Information and Maintenance group on the toolbar. 2. Use the lookup field to locate a title that is already in your database. If you get a hitlist, you may view the record first by clicking on the title and then selecting the View button. Otherwise, you may choose the Order this Title button to start creating the order. 3. Fill in the Creating New Order screen. a. Type a Vendor ID. b. Set the order type to FIRM. c. Choose a Fiscal Cycle. d. Click Add Orderline. 4. Fill in the Orderline Information screen. a. Type a Unit Price. b. Type 1 in the Quantity field for number of copies. c. Fill in Additional Orderline Information if necessary. d. Click Continue. 5. Fill in the Fundings and Distributions screen. a. Select a Fund ID; keep ALL as the funded quantity amount. b. Select a holding code; keep ALL as the distributed quantity amount. c. Click Confirm. 6. A Summary screen will display. Click Finish. 7. The Mark Order Finished screen will display. Click Yes, Mark as Ready. 8. Select the Receive Order command located in the Order Information and Maintenance group. a. Allow the packing field to auto-generate or enter your own packing slip information. Exercises-36 November 2002

171 Appendix A - Exercises b. Click OK. 9. Receive your order. As there is only one line to your order, the following information should be entered: a. Type the Order ID. b. Type 1 into the Line field. c. Type the Fiscal Cycle used when creating the order. d. Type 1 into the Copies field. e. Click OK. 10. Use the Link Orderline Holdings to Titles wizard found in the Order Information and Maintenance group to complete copy processing. a. Select the Link Orderline Holdings to Titles wizard. b. Identify the title for copy processing by entering search terms. c. Click OK. NOTE Order. If a hitlist appears, click the title, then click Load 11. Fill in the Load Order screen. a. In the New Call Number field, update the call number if necessary. b. Click Load next to the Receive Date. c. Click OK. d. Retain the auto-generated barcode or scan in your own if necessary. e. Click OK. 12. If working with invoices, use the Create Invoice command under the Invoice Information and Maintenance group. a. Select the Create Invoice command. b. Fill in the Invoice ID field with an invoice number, or use the drop down menu to select AUTO. November 2002 Exercises-37

172 Acquisitions Training Guide c. Fill in the Vendor ID field. d. Click OK. e. Fill in the Date Invoice field. f. Type extended information if necessary. g. Click OK. h. Fill in the Line Number, Copies, and Amount fields. i. Select ORDER in the Link field. j. Click OK. k. Fill in the Order ID, Line Item Number, and Fiscal Cycle fields. l. Click OK. 13. Select the Pay Invoice command under the Invoice Information and Maintenance group. a. Fill in the Invoice ID field. b. Type the Vendor ID. c. In the Line field, choose ALL from the drop down menu. d. Type TODAY in the Date Paid field. e. Click OK. Exercises-38 November 2002

173 Appendix A - Exercises Exercise 13: Order Volumes 1. Select the Create Basic Order wizard located under the Order Information and Maintenance group on the toolbar. 2. Use the Add Temporary Title button to add a brief bibliographic record. a. Supply appropriate bibliographic information. b. Select a class scheme of AUTO. c. Do not create a copy. d. Click OK. e. Click Order This Title. 3. Fill in the Creating New Order screen. a. Type a Vendor ID. b. Set the order type to FIRM. c. Choose a Fiscal Cycle. d. Click Add Orderline. 4. Fill in the Orderline Information screen. a. Type a Unit Price. b. Type 1 in the Quantity field for number of copies. c. Identify the parts of the multi-volume set with the parts in set field. Click the gadget to the right of this field. Click the drop down menu for the Label field and select V. In the Parts/Suffix field, enter the range of volumes in the set (for example: 1-3, 5 means you are ordering volumes 1,2,3, & 5). Click OK. d. Fill in Additional Orderline Information if necessary. e. Click Continue. 5. Fill in the Fundings and Distributions screen. a. Select a Fund ID; keep ALL as the funded quantity amount. b. Select a holding code; keep ALL as the distributed quantity amount. November 2002 Exercises-39

174 Acquisitions Training Guide c. Click Confirm. 6. A Summary screen will display. Click Finish. 7. The Mark Order Finished screen will display. Click Yes, Mark as Ready. 8. Select the Receive Order command located in the Order Information and Maintenance group. a. Allow the packing field to auto-generate or enter your own packing slip information. b. Click OK. 9. Receive your order. As there is only one line to your order, the following information should be entered: a. Type the Order ID. b. Type 1 into the Line field. c. Type the Fiscal Cycle used when creating the order. d. Type 1 into the Copies field. e. Click OK. You will see the multi-parts of your order. Click OK again to record that all parts were received. 10. Use the Link Orderline Holdings to Titles wizard found in the Order Information and Maintenance group to complete copy processing. a. Select the Link Orderline Holdings to Titles wizard. a. Identify the title for copy processing by entering search terms. c. Click OK. NOTE Order. If a hitlist appears, click the title, then click Load 11. Fill in the Load Order screen. a. In the New Call Number field, update the call number if necessary. b. Click Load next to the Receive Date. c. Click OK. Exercises-40 November 2002

175 Appendix A - Exercises d. Retain the auto-generated barcode or scan in your own if necessary. e. Click OK. 12. If working with invoices, use the Create Invoice command under the Invoice Information and Maintenance group. a. Select the Create Invoice command. b. Fill in the Invoice ID field with an invoice number, or use the drop down menu to select AUTO. c. Fill in the Vendor ID field. d. Click OK. e. Fill in the Date Invoice field. f. Type extended information if necessary. g. Click OK. h. Fill in the Line Number, Copies, and Amount fields. i. Select ORDER in the Link field. j. Click OK. k. Fill in the Order ID, Line Item Number, and Fiscal Cycle fields. l. Click OK. 13. Select the Pay Invoice command under the Invoice Information and Maintenance group. a. Fill in the Invoice ID field. b. Type the Vendor ID. c. In the Line field, choose ALL from the drop down menu. d. Type TODAY in the Date Paid field. e. Click OK. November 2002 Exercises-41

176 Acquisitions Training Guide Exercise 14: Order Volumes and Receive Partial Order 1. Select the Create Basic Order wizard located under the Order Information and Maintenance group on the toolbar. 2. Use the Add Temporary Title button to add a brief bibliographic record. a. Supply appropriate bibliographic information. b. Select a class scheme of AUTO. c. Do not create a copy. d. Click OK. e. Click Order This Title. 3. Fill in the Creating New Order screen. a. Type a Vendor ID. b. Set the order type to FIRM. c. Choose a Fiscal Cycle. d. Click Add Orderline. 4. Fill in the Orderline Information screen. a. Type a Unit Price. b. Type 1 in the Quantity field for number of copies. c. Identify the parts of the multi-volume set with the parts in set field. Click the gadget to the right of this field. Click the drop down menu for the Label field and select V. In the Parts/Suffix field, enter the range of volumes in the set (for example: 1-3, 5 means you are ordering volumes 1,2,3, & 5). Click OK. d. Fill in Additional Orderline Information if necessary. e. Click Continue. 5. Fill in the Fundings and Distributions screen. a. Select a Fund ID; keep ALL as the funded quantity amount. Exercises-42 November 2002

177 Appendix A - Exercises b. Select a holding code; keep ALL as the distributed quantity amount. c. Click Confirm. 6. A Summary screen will display. Click Finish. 7. The Mark Order Finished screen will display. Click Yes, Mark as Ready. 8. Select the Receive Order command located in the Order Information and Maintenance group. a. Allow the packing field to auto-generate or enter your own packing slip information. b. Click OK. 9. Receive your order. As there is only one line to your order, the following information should be entered: a. Type the Order ID. b. Type 1 into the Line field. c. Type the Fiscal Cycle used when creating the order. d. Type 1 into the Copies field. e. Click OK. f. In the parts recvd field, change the parts received to V. 1%3, which tells the software you only received volumes 1,2 & 3. g. In the Unreceived field, type V. 5 to show that volume 5 did not arrive. h. Click OK. 10. Use the Link Orderline Holdings to Titles wizard found in the Order Information and Maintenance group to complete copy processing. a. Select the Link Orderline Holdings to Titles wizard b. Identify the title for copy processing by entering search terms. c. Click OK. NOTE Order. If a hitlist appears, click the title, then click Load November 2002 Exercises-43

178 Acquisitions Training Guide 11. Fill in the Load Order screen. a. In the New Call Number field, update the call number if necessary. b. Click Load next to the Receive Date of each copy. c. Click OK. d. Retain the auto-generated barcode or scan in your own if necessary. e. Click OK. 12. If working with invoices, use the Create Invoice command under the Invoice Information and Maintenance group. a. Select the Create Invoice command. b. Fill in the Invoice ID field with an invoice number, or use the drop down menu to select AUTO. c. Fill in the Vendor ID field. d. Click OK. e. Fill in the Date Invoice field. f. Type extended information if necessary. g. Click OK. h. Fill in the Line Number, Copies, and Amount fields. i. Select ORDER in the Link field. j. Click OK. k. Fill in the Order ID, Line Item Number, and Fiscal Cycle fields. l. Click OK. 13. Select the Pay Invoice command under the Invoice Information and Maintenance group. a. Fill in the Invoice ID field. b. Type the Vendor ID. c. In the Line field, choose ALL from the drop down menu. d. Type TODAY in the Date Paid field. e. Click OK. Exercises-44 November 2002

179 Appendix A - Exercises Exercise 15: Order Library Supplies 1. Select the Create Basic Order wizard located under the Order Information and Maintenance group on the toolbar. 2. When ordering library supplies, it is not necessary to create a bibliographic record. Click Skip item lookup/add. 3. Fill in the Creating New Order screen. a. Type a Vendor ID. b. Set the order type to FIRM. c. Choose a Fiscal Cycle. d. Click Add Orderline. 4. Fill in the Orderline Information screen. a. Type a Unit Price. b. Type 1 in the Quantity field for number of copies. c. Fill in Additional Orderline Information if necessary. d. Click Continue. 5. Fill in the Fundings and Distributions screen. a. Select a Fund ID; keep ALL as the funded quantity amount. b. Select a holding code; keep ALL as the distributed quantity amount. c. Click Confirm. 6. A Summary screen will display. Click Finish. 7. The Mark Order Finished screen will display. Click Yes, Mark as Ready. 8. Select the Receive Order command located in the Order Information and Maintenance group. a. Allow the packing field to auto-generate or enter your own packing slip information. b. Click OK. November 2002 Exercises-45

180 Acquisitions Training Guide 9. Receive your order. As there is only one line to your order, the following information should be entered: a. Type the Order ID. b. Type 1 into the Line field. c. Type the Fiscal Cycle used when creating the order. d. Type 1 into the Copies field. e. Click OK. 10. If working with invoices, use the Create Invoice command under the Invoice Information and Maintenance group. a. Select the Create Invoice command. b. Fill in the Invoice ID field with an invoice number, or use the drop down menu to select AUTO. c. Fill in the Vendor ID field. d. Click OK. e. Fill in the Date Invoice field. f. Type extended information if necessary. g. Click OK. h. Fill in the Line Number, Copies, and Amount fields. i. Select ORDER in the Link field. j. Click OK. k. Fill in the Order ID, Line Item Number, and Fiscal Cycle fields. l. Click OK. 11. Select the Pay Invoice command under the Invoice Information and Maintenance group. a. Fill in the Invoice ID field. b. Type the Vendor ID. c. In the Line field, choose ALL from the drop down menu. d. Type TODAY in the Date Paid field. e. Click OK. Exercises-46 November 2002

181 Appendix A - Exercises Exercise 16: Order Items for Library Staff 1. Select the Create Basic Order wizard located under the Order Information and Maintenance group on the toolbar. 2. Because this order is for a library staff member, the item will probably not be part of the library's collection. Therefore, it is not necessary to associate this order with a bibliographic record. Click Skip item lookup/add. 3. Fill in the Creating New Order screen. a. Type a Vendor ID. b. Set the Order Type to FIRM. c. Choose a Fiscal Cycle. d. Click Add Orderline. 4. Fill in the Orderline Information screen. a. Type a Unit Price. b. Type 1 in the Quantity field for number of copies. c. Fill in Additional Orderline Information if necessary. d. Click Continue. 5. Fill in the Fundings and Distributions screen. a. Select a Fund ID; keep ALL as the Funded Quantity Amount. b. Select a Holding Code; keep ALL as the distributed quantity amount. c. Click Confirm. 6. A Summary screen will display. Click Finish. 7. The Mark Order Finished screen will display. Click Yes, Mark as Ready. 8. Select the Receive Order command located in the Order Information and Maintenance group. a. Allow the packing field to auto-generate or enter your own packing slip information. b. Click OK. November 2002 Exercises-47

182 Acquisitions Training Guide 9. Receive your order. As there is only one line to your order, the following information should be entered: a. Type the Order ID. b. Type 1 into the Line field. c. Type the Fiscal Cycle used when creating the order. d. Type 1 into the Copies field. e. Click OK. 10. If working with invoices, use the Create Invoice command under the Invoice Information and Maintenance group. a. Select the Create Invoice command. b. Fill in the Invoice ID field with an invoice number, or use the drop down menu to select AUTO. c. Fill in the Vendor ID field. d. Click OK. e. Fill in the Date Invoice field. f. Type extended information if necessary. g. Click OK. h. Fill in the Line Number, Copies, and Amount fields. i. Select ORDER in the Link field. j. Click OK. k. Fill in the Order ID, Line Item Number, and Fiscal Cycle fields. l. Click OK. 11. Select the Pay Invoice command under the Invoice Information and Maintenance group. a. Fill in the Invoice ID field. b. Type the Vendor ID. c. In the Line field, choose ALL from the drop down menu. d. Type TODAY in the Date Paid field. e. Click OK. Exercises-48 November 2002

183 Appendix A - Exercises Exercise 17: Approval Orders Many of the regular processing steps for an approval order are in a slightly different order compared to other Basic Order exercises. With an approval order, a physical copy arrives before an order record for the item exists. 1. Select the Create Basic Order wizard located under the Order Information and Maintenance group on the toolbar. 2. Use the Add Temporary Title button to add a brief bibliographic record. a. Supply appropriate bibliographic information. b. Select a class scheme of AUTO. c. Do not create a copy. d. Click OK. e. Click Order This Title. 3. Fill in the Creating New Order screen. a. Type a Vendor ID. b. Set the order type to APPROVAL. c. Choose a Fiscal Cycle. d. Click Add Orderline. 4. Fill in the Orderline Information screen. a. Type a Unit Price. b. Type 1 in the Quantity field for number of copies. c. Fill in Additional Orderline Information if necessary. d. Click Continue. 5. Fill in the Fundings and Distributions screen. a. Select a Fund ID; keep ALL as the funded quantity amount. b. Select a holding code; keep ALL as the distributed quantity amount. c. Type TODAY in the date Received field. d. Supply a packing slip number if necessary. e. Click Confirm. November 2002 Exercises-49

184 Acquisitions Training Guide 6. A Summary screen will display. Click Finish. 7. The Mark Order Finished screen will display. a. In the date ready field, change the date ready to NEVER b. Click Yes, Mark as Ready. 8. Use the Link Orderline Holdings to Titles wizard found in the Order Information and Maintenance group to complete copy processing. a. Select the Link Orderline Holdings to Titles wizard. b. Identify the title for copy processing by entering search terms. c. Click OK. NOTE Order. If a hitlist appears, click the title, then click Load 9. Fill in the Load Order screen. a. In the New Call Number field, update the call number if necessary. b. Click Load next to the Receive Date. c. Click OK. d. Retain the auto-generated barcode or scan in your own if necessary. e. Click OK. Exercises-50 November 2002

185 Appendix A - Exercises 10. If working with invoices, use the Create Invoice command under the Invoice Information and Maintenance group. a. Select the Create Invoice command. b. Fill in the Invoice ID field with an invoice number, or use the drop down menu to select AUTO. c. Fill in the Vendor ID field. d. Click OK. e. Fill in the Date Invoice field. f. Type extended information if necessary. g. Click OK. h. Fill in the Line Number, Copies, and Amount fields. i. Select ORDER in the Link field. j. Click OK. k. Fill in the Order ID, Line Item Number, and Fiscal Cycle fields. l. Click OK. 11. Select the Pay Invoice command under the Invoice Information and Maintenance group. a. Fill in the Invoice ID field. b. Type the Vendor id. c. In the Line field, choose ALL from the drop down menu. d. Type TODAY in the Date Paid field. e. Click OK. November 2002 Exercises-51

186 Acquisitions Training Guide Exercise 18: Gift Orders Creating orders for gift materials is a helpful way to track these items in your collection. Many of the regular processing steps for a gift order are in a slightly different order compared to other Basic Order exercises. 1. Select the Create Basic Order wizard located under the Order Information and Maintenance group on the toolbar. 2. Use the Add Temporary Title button to add a brief bibliographic record. a. Supply appropriate bibliographic information. b. Select a class scheme of AUTO. c. Do not create a copy. d. Click OK. e. Click Order This Title. 3. Fill in the Creating New Order screen. a. Type a Vendor ID. b. Set the order type to GIFT. c. Choose a Fiscal Cycle. d. Click Add Orderline. 4. Fill in the Orderline Information screen. a. Type a Unit Price. b. Type 1 in the Quantity field for number of copies. c. Fill in Additional Orderline Information if necessary. d. Click Continue. 5. Fill in the Fundings and Distributions screen. a. Select a Fund ID; keep ALL as the funded quantity amount. b. Type TODAY in the Date Paid field; enter an amount in the amount field. c. Select a holding code; keep ALL as the distributed quantity amount. Exercises-52 November 2002

187 Appendix A - Exercises d. Type TODAY in the date received field. e. Click Confirm. 6. A Summary screen will display. Click Finish. 7. The Mark Order Finished screen will display. a. In the date ready field, change the date ready to NEVER. b. Click Yes, Mark as Ready. 8. Use the Link Orderline Holdings to Titles wizard found in the Order Information and Maintenance group to complete copy processing. a. Select the Link Orderline Holdings to Titles wizard b. Identify the title for copy processing by entering search terms. c. Click OK. NOTE Order. If a hitlist appears, click the title, then click Load 9. Fill in the Load Order screen. a. In the New Call Number field, update the call number if necessary. b. Click Load next to the Receive Date. c. Click OK. d. Retain the auto-generated barcode or scan in your own if necessary. e. Click OK. November 2002 Exercises-53

188 Acquisitions Training Guide Create Dated Orders A dated order in Unicorn is any order with a known start date and end date at the time the order is placed. Any materials purchased between the dates are paid with a single payment. The order line record displays two special fields for the length of the subscription period and the date to renew the subscription. A dated order is used for initial orders as well as renewal orders. Examples of dated orders are subscriptions and memberships orders. Exercise 19: Subscription Orders 1. Select the Create Dated Order wizard located under the Order Information and Maintenance group on the toolbar. 2. Use the Add Temporary Title button to add a brief bibliographic record. a. Supply appropriate bibliographic information. b. Select a class scheme of AUTO. c. Do not create a copy. d. Click OK. e. Click Order This Title. 3. Fill in the Creating New Order screen. f. Type a Vendor ID. g. Set the order type to SUBSCRIPT. h. Choose a Fiscal Cycle. i. Click Add Orderline. 4. Fill in the Orderline Information screen. a. Type a Unit Price. b. Type 1 in the Quantity field for number of copies. c. Fill in the days in sub period with 365. d. Type a date in the renewal date field. e. Fill in Additional Orderline Information if necessary. f. Click Continue. Exercises-54 November 2002

189 Appendix A - Exercises 5. Fill in the Fundings and Distributions screen. a. Select a Fund ID; keep ALL as the funded quantity amount. b. Select a holding code; keep ALL as the distributed quantity amount. c. Click Confirm. 6. A Summary screen will display. Click Finish. 7. The Mark Order Finished screen will display. Click Yes, Mark as Ready. 8. Select the Receive Order command located in the Order Information and Maintenance group. a. Allow the packing field to auto-generate or enter your own packing slip information. b. Click OK. 9. Receive your order. As there is only one line to your order, the following information should be entered: a. Type the Order ID. b. Type 1 into the Line field. c. Type the Fiscal Cycle used when creating the order. d. Type 1 into the Copies field. e. Click OK. 10. Typically, copy processing is not done through the acquisitions module. The issues are checked in and processed in the Serials Control module where receipt of the issues is record and copy processing can be conducted. It will still be necessary to mark the order as received and loaded. a. Click the Modify Order wizard in the Order Information and Maintenance group of wizards. b. Type the Order ID, Fiscal Cycle, and line number of the order, then click OK. c. Type TODAY in the date Received field. d. Type TODAY in the Loaded field. e. Click OK. November 2002 Exercises-55

190 Acquisitions Training Guide 11. If working with invoices, use the Create Invoice command under the Invoice Information and Maintenance group. a. Select the Create Invoice command. b. Fill in the Invoice ID field with an invoice number, or use the drop down menu to select AUTO. c. Fill in the Vendor ID field. d. Click OK. e. Fill in the Date Invoice field. f. Type extended information if necessary. g. Click OK. h. Fill in the Line Number, Copies, and Amount fields. i. Select ORDER in the Link field. j. Click OK. k. Fill in the Order ID, Line Item Number, and Fiscal Cycle fields. l. Click OK. 12. Select the Pay Invoice command under the Invoice Information and Maintenance group. a. Fill in the Invoice ID field. b. Type the Vendor ID. c. In the Line field, choose ALL from the drop down menu. d. Type TODAY in the Date Paid field. e. Click OK. Exercises-56 November 2002

191 Appendix A - Exercises Exercise 20: Renewing Subscriptions Subscription orders can be renewed into the new Fiscal Cycle using two methods. Option #1: Use the List Orders, Lines report to list the subscriptions that will need to be renewed in the next 30 days. Then, use the Duplicate Order command for each order. When using the Duplicate Order command, you may use the same purchase order number. Option #2: Use the Rolloverorder report. Practice this with a dummy Fiscal Cycle before using it for real. It is also a good idea to make a full system backup before using it for real. Once the order records have been rolled into the new Fiscal Cycle, update the following with the Modify Order wizard: 1. Verify the date ready and date mailed fields (Duplicate Order and the Rolloverorder report will change this). 2. Verify the renew date field (This date has been calculated already). 3. Update the price field if the price of the subscription has changed. 4. Change the date received and Loaded fields to TODAY. November 2002 Exercises-57

192 Acquisitions Training Guide Exercise 21: Membership Orders Membership orders are not usually connected to a bibliographic record, therefore, it will not be necessary to add a temporary title or use the Link orderline holdings to titles wizard in this exercise. 1. Select the Create Dated Order wizard located under the Order Information and Maintenance group on the toolbar. 2. Click Skip item lookup/add. 3. Fill in the Creating New Order screen. a. Type a Vendor ID. b. Set the order type to MEMBERSHIP. c. Choose a Fiscal Cycle. d. Click Add Orderline. 4. Fill in the Orderline Information screen. a. Type a Unit Price. b. Type 1 in the Quantity field for number of copies. c. Type 365 for the days in sub period field. d. Type a date in the renewal date field. e. Fill in Additional Orderline Information, if necessary. You might use the DESC field to record information about the membership. You may also consider using the NOTE field to remind staff how to handle any journals or publications that arrive as a result of this membership. f. Click Continue. 5. Fill in the Fundings and Distributions screen. a. Select a Fund ID; keep ALL as the funded quantity amount. b. Select a holding code; keep ALL as the distributed quantity amount. c. Click Confirm. 6. A Summary screen will display. Click Finish. Exercises-58 November 2002

193 Appendix A - Exercises 7. The Mark Order Finished screen will display. Click Yes, Mark as Ready. 8. Use the Modify Order wizard to update the Receive Date and Loaded fields of the order record. a. Click the Modify Order wizard in the Order Information and Maintenance group of wizards. b. Type the Order ID, Fiscal Cycle, and line number of the order, then click OK. c. Type TODAY in the Date Received field. d. Type TODAY in the Loaded field. e. Click OK. 9. If working with invoices, use the Create Invoice command under the Invoice Information and Maintenance group. a. Select the Create Invoice command. b. Fill in the Invoice ID field with an invoice number, or use the drop down menu to select AUTO. c. Fill in the Vendor ID field. d. Click OK. e. Fill in the Date Invoice field. f. Type extended information if necessary. g. Click OK. h. Fill in the Line Number, Copies, and Amount fields. i. Select ORDER in the Link field. j. Click OK. k. Fill in the Order ID, Line Item Number, and Fiscal Cycle fields. l. Click OK. November 2002 Exercises-59

194 Acquisitions Training Guide 10. Select the Pay Invoice command under the Invoice Information and Maintenance group. a. Fill in the Invoice ID field. b. Type the Vendor ID. c. In the Line field, choose ALL from the drop down menu. d. Type TODAY in the Date Paid field. e. Click OK. Exercises-60 November 2002

195 Appendix A - Exercises Create Recurring Orders The Create Recurring Order helps you create an order that has multiple receipts that are not predetermined. For example, a blanket order selection plan for multiple titles from a single vendor, or a standing order for a single title with pocket parts or loose-leaf updates that are not based on a particular subscription period. Exercise 22: Standing Orders Standing orders are recurring orders. When standing order items are received or invoiced, Unicorn automatically takes certain actions internally to create a new order line item. Standing order items must be checked in with Receive Order or invoiced with Create Invoice. Otherwise the automatic generation of the new order line cannot occur. 1. Select the Create Recurring Order wizard located under the Order Information and Maintenance group on the toolbar. 2. Use the Add Temporary Title button to add a brief bibliographic record. a. Supply appropriate bibliographic information. b. Select a class scheme of AUTO. c. Do not create a copy. d. Click OK. e. Click Order This Title. 3. Fill in the Creating New Order screen. a. Type a Vendor ID. b. Set the order type to STANDING. c. Choose a Fiscal Cycle. d. Click Add Orderline. 4. Fill in the Orderline Information screen. a. Since this is a dummy orderline that will never be received or paid, you do not need to enter a Unit Price. b. Type 1 in the Quantity field for number of copies. November 2002 Exercises-61

196 Acquisitions Training Guide c. Fill in Additional Orderline Information if necessary. d. Click Continue. 5. Fill in the Fundings and Distributions screen. a. Select a Fund ID; keep ALL as the funded quantity amount. b. Select a holding code; keep ALL as the distributed quantity amount. c. Click Confirm. 6. A Summary screen will display. Click Finish. 7. The Mark Order Finished screen will display. Click Yes, Mark as Ready. 8. Select the Receive Order command located in the Order Information and Maintenance group. a. Allow the packing field to auto-generate or Type your own packing slip information. b. Click OK. 9. Receive your order. As there is only one line to your order, the following information should be entered: a. Type the Order ID. b. Type NEW into the Line field. c. Type the Fiscal Cycle used when creating the order. d. Type 1 into the Copies field. e. Click OK. Exercises-62 November 2002

197 Appendix A - Exercises 10. It is necessary to edit the new orderline to update the price and parts information for the received item. a. Click the Modify Order wizard in the Order Information and Maintenance group of wizards. b. Type the Order ID, Fiscal Cycle, and line number of the order, then click OK. c. Type an amount in the Unit Price field. d. Click the checkbox next to multi-parts and enter the parts received (such as V. 38 or 2002) in the parts field. e. Click OK. 11. Use the Link Orderline Holdings to Titles wizard found in the Order Information and Maintenance group to complete copy processing. a. Select the Link Orderline Holdings to Titles wizard. b. Identify the title for copy processing by entering search terms. c. Click OK. NOTE Order. If a hitlist appears, click the title, then click Load 12. Fill in the Load Order screen. a. In the New Call Number field, update the call number if necessary. b. Click Load next to the Receive Date, which will insert a check. c. Click OK. d. Retain the auto-generated barcode or scan in your own if necessary. e. Click OK. November 2002 Exercises-63

198 Acquisitions Training Guide 13. If working with invoices, use the Create Invoice command under the Invoice Information and Maintenance group. a. Select the Create Invoice command. b. Fill in the Invoice ID field with an invoice number, or use the drop down menu to select AUTO. c. Fill in the Vendor ID field. d. Click OK. e. Fill in the Date Invoice field. f. Type extended information if necessary. g. Click OK. h. Fill in the Line Number, Copies, and Amount fields. i. Select ORDER in the Link field. j. Click OK. k. Fill in the Order ID, Line Item Number, and Fiscal Cycle fields. l. Click OK. 14. Select the Pay Invoice command under the Invoice Information and Maintenance group. a. Fill in the Invoice ID field. b. Type the Vendor ID. c. In the Line field, choose ALL from the drop down menu. d. Type TODAY in the Date Paid field. e. Click OK. Exercises-64 November 2002

199 Appendix A - Exercises Exercise 23: Rolling Over Recurring Orders Two methods can be used to roll over recurring orders into a new fiscal cycle. Option #1 - Use the List Orders, Lines report to list STANDING orders. Then, use the Duplicate Order command for each order. When using the Duplicate Order command, you may use the same purchase order number. Option #2 - Use the Rollover Renewal Orders report. Practice this with a dummy fiscal cycle before using it for real. It is also a good idea to make a full system backup before conducting this process. For more information on this process, refer to Appendix B of this training guide or the WorkFlows online help. November 2002 Exercises-65

200 Acquisitions Training Guide Exercise 24: Blanket Orders Blanket orders are usually associated with a selection plan from the vendor. This is a recurring order type and an order type such as BLANKET is recommended. It is also recommended that the Order ID reflect that this a BLANKET plan. Because you do not typically know in advance the titles that you will receive under a blanket order, the ordering process begins with creating the order first and adding a catalog record as one of the last steps. 1. Select the Create Recurring Order wizard located under the Order Information and Maintenance group on the toolbar. 2. Click Skip item lookup/add. 3. Fill in the Creating New Order screen. a. Type a Vendor ID. b. Set the order type to BLANKET. c. Choose a Fiscal Cycle. d. Click Add Orderline. 4. Fill in the Orderline Information screen. a. Since this is a dummy orderline that will never be received or paid, you do not need to enter a Unit Price. b. Type 1 in the Quantity field for number of copies. c. Fill in Additional Orderline Information if necessary. d. Click Continue. 5. Fill in the Fundings and Distributions screen. a. Select a Fund ID; keep ALL as the funded quantity amount. b. Select a holding code; keep ALL as the distributed quantity amount. c. Click Confirm. 6. A Summary screen will display. Click Finish. 7. The Mark Order Finished screen will display. Click Yes, Mark as Ready. Exercises-66 November 2002

201 Appendix A - Exercises 8. Select the Receive Order command located in the Order Information and Maintenance group. a. Allow the packing field to auto-generate or enter your own packing slip information. b. Click OK. 9. Receive your order. As there is only one line to your order, the following information should be entered: a. Type the Order ID. b. Type NEW into the Line field. c. Type the Fiscal Cycle used when creating the order. d. Type 1 into the Copies field. e. Click OK. 10. From the cataloging toolbar, use the Add Title wizard to add a catalog record with an AUTO call number and no copy for the item received on the blanket order. You will want to copy the call number so you can use it in the next step. 11. It is necessary to edit the new orderline to create a link between the new orderline and the catalog record, as well as update the price. a. Click the Modify Order wizard in the Order Information and Maintenance group of wizards. b. Type the Order ID, Fiscal Cycle, and line number of the order (in this case, line 2), then click OK. c. Paste the AUTO call number into the Call Number field. d. Type an amount in the Unit Price field. e. Click OK. 12. Use the Link Orderline Holdings to Titles wizard found in the Order Information and Maintenance group to complete copy processing. a. Select the Link Orderline Holdings to Titles wizard. b. Identify the title for copy processing by entering search terms. c. Click OK. November 2002 Exercises-67

202 Acquisitions Training Guide NOTE Order. If a hitlist appears, click the title, then click Load 13. Fill in the Load Order screen. a. In the New Call Number field, update the call number if necessary. b. Click Load next to the Receive Date. c. Click OK. d. Retain the auto-generated barcode or scan in your own if necessary. e. Click OK. 14. If working with invoices, use the Create Invoice command under the Invoice Information and Maintenance group. a. Select the Create Invoice command. b. Fill in the Invoice ID field with an invoice number, or use the drop down menu to select AUTO. c. Fill in the Vendor ID field. d. Click OK. e. Fill in the Date Invoice field. f. Type extended information if necessary. g. Click OK. h. Fill in the Line Number, Copies, and Amount fields. i. Select ORDER in the Link field. j. Click OK. k. Fill in the Order ID, Line Item Number, and Fiscal Cycle fields. l. Click OK. 15. Select the Pay Invoice command under the Invoice Information and Maintenance group. a. Fill in the Invoice ID field. b. Type the Vendor ID. c. In the Line field, choose ALL from the drop down menu. Exercises-68 November 2002

203 Appendix A - Exercises d. Type TODAY in the Date Paid field. e. Click OK. November 2002 Exercises-69

204 Acquisitions Training Guide Working with Claims/Cancellations Exercise 25: Handling Claims A claim is typically created when ordered materials do not arrive on time and the claim period specified in the vendor record has been exceeded. It is also possible to create claims for other reasons. For example, you might create a claim for materials that arrive in a damaged condition. The benefits of creating claim records are the ability to track items that have not been received and trigger an automated report process that will notify vendors of your outstanding items. A CLAIM segment includes the following information. Claim reason Times claimed Part/volume claimed (if multi-part) Date mailed Vendor response Date of vendor response Status (OPEN, RECEIVED, or CANCELLED) There are three methods for adding a CLAIM segment to outstanding line items: Option #1 - Use the Create Late Order Claims report to attach a CLAIM segment automatically to the outstanding line item on an order. Option #2 - If you use the Receive Order command to receive part of the multi-part or multi-copy line items, a CLAIM segment can be automatically created. Option #3 - Use the Modify Order wizard and manually insert a CLAIM segment as described below: 1. Select the Modify Order wizard from the Order Information and Maintenance group. 2. Identify the outstanding order line by typing in the Order ID, Fiscal Cycle, and Order Line. 3. Click OK. 4. Place your cursor in the holding distribution of the order line, then click the After helper and insert a CLAIM segment. 5. Specify a claim reason. Exercises-70 November 2002

205 Appendix A - Exercises 6. Insert a date in the claim on field. 7. Identify the # of copies that should be claimed 8. The date mailed field does not need to be updated. The Vendor Acquisition Claim notice report updates this field once a letter is generated. 9. The times claim field does not need to be updated. The Vendor Acquisition Claim notice report updates this field once a letter is generated. 10. In the Status box, select OPEN. 11. The response and response date are not typically updated until the vendor sends a reply about your claim. November 2002 Exercises-71

206 Acquisitions Training Guide Exercise 26: Handling Cancellations There are several reasons why you might cancel a line item. For example, you never received the item, the vendor is unable to ship the item, or perhaps the line item was created in error. Canceling the order line is important because you not only want to note in Unicorn that the order has been cancelled, but you also want to release encumbered funds and remove the on-order status from the online catalog. To cancel a line item: 1. Select the Modify Order wizard from the Order Information and Maintenance group. 2. Identify the outstanding order line by typing in the Order ID, Fiscal Cycle, and order line. 3. Click OK. 4. Place your cursor in the holding distribution of the order line, then click the After helper and insert a CANCEL segment. 5. In the cancel reason field, identify the reason for canceling the order. 6. Identify the date cancelled 7. Identify the number of copies cancelled. 8. The date mailed field does not need to be updated. The Print Cancellation Notices report updates this field once a letter is generated. 9. THIS STEP IS VERY IMPORTANT: Edit the funding segment and change the number of funded copies to 0. Edit the DISTRIBUTION segment and change the number of copies to 0. Exercises-72 November 2002

207 Appendix A - Exercises Exercise 27: Canceling a Single Part/Volume This exercise demonstrates how to cancel one part of a multipart order. You should first create an order for a multi-volume set and order five volumes. This exercise will show you how to cancel volume 5. To cancel a part of a multi-part line item: 1. Select the Modify Order wizard from the Order Information and Maintenance group. 2. Identify the outstanding order line by typing in the Order ID, Fiscal Cycle, and order line. 3. Click OK. 4. Adjust the parts field to show that you are ordering volumes 1-4. This would be typed as V.1%4. 5. Place your cursor in the holding distribution of the order line, then click the After helper and insert a CANCEL segment. 6. In the cancel reason field, identify the reason for canceling the order. 7. Identify the date cancelled. 8. The number of copies cancelled should be The date mailed field does not need to be updated. The Print Cancellation Notices report updates this field once a letter is generated. 10. THIS STEP IS VERY IMPORTANT: Edit the funding segment and change the number of funded copies to 0. Edit the DISTRIBUTION segment and change the number of copies to 0. November 2002 Exercises-73

208 Acquisitions Training Guide Exercise 28: Canceling an Order and Retaining the On-Order Status in the Online Catalog There might be instances where you want to cancel and have the order retain the on-order status display in the online catalog. Repeat the steps in Exercise 26, however, do not change the number of copies in the holdings distribution to 0. Exercises-74 November 2002

209 Appendix A - Exercises Handling Refunds, Credits, & Discounts Exercise 29: Working with Refunds A refund occurs when a prepaid order must be cancelled and money paid is returned to the library. 1. Select the Modify Order wizard, search for the order. 2. Add a comment in the Additional Line Item Information as to why the item was cancelled. 3. In the Funding Distribution, change funded copies to In the Holding Distribution, change the number of copies to Insert a CANCEL segment, and enter a cancel reason and date cancelled. Type 1 in the Copies field. November 2002 Exercises-75

210 Acquisitions Training Guide Exercise 30: Working with Credits A credit occurs when the vendor keeps the funds. 1. Select the Modify Order wizard, search for the order. 2. Add a comment in the Additional Line Item Information as to why the item was cancelled. 3. In the Funding Distribution, change the Date Paid to NEVER and erase the amount paid. 4. In the Holding Distribution, change the Number of Copies to Insert a CANCEL segment, and enter a cancel reason and date cancelled. Type 1 in the Copies field. If the line item is already linked to an invoice: 6. Select the Edit Invoice command from the Invoice Information and Maintenance group. Enable the pay option, and then display the invoice record. 7. Type a message about the refund in the comment field. 8. Move to the invoice line and space over order information (the invoice line still exists but is not tied to an order). Click OK to save your changes. 9. Select Pay Invoice, and enable the cancel payment option. Once you have completed these steps, you can continue with the steps outlined at the beginning of this exercise. Exercises-76 November 2002

211 Appendix A - Exercises Exercise 31: Handling Discounts There are several scenarios where you might need to handle an unexpected discount. 1. Items have been received, and invoice has not been created, and you want to credit a fund: a. Select the Create Invoice command. b. Type necessary line information for the item received. c. Create another line called DISCOUNT (put DISCOUNT in an additional line as the line number) d. Type the Number of Copies as the number of items on the invoice e. Calculate the discount if the vendor does not provide it. f. Type the negative dollar amount in the Amount field. g. Type FUND in the Link field h. Type fund being debited 2. Items have been received, an invoice has not yet been created, and you want to adjust the amount of the order line: a. Select the Create Invoice command. b. Type necessary line information for the item received. c. Create another line called DISCOUNT (put DISCOUNT in an additional line as the line number) d. Type the Number of Copies as the number of items on the invoice e. Calculate the discount if the vendor does not provide it. f. Type the negative dollar amount in the Amount field. g. Type ADJUST in the Link field. h. Type the Order ID and Line Item Number. November 2002 Exercises-77

212 Acquisitions Training Guide 3. You receive a discount for all the line items on a purchase order: a. Select the Modify Order wizard; enter the Order ID, Fiscal Cycle, and Line Item Number. Click OK. b. Move to the Discount field and enter the discount. This will be calculated as a percentage--just put in the number--for a 5% discount, type in 5. c. Select the Create Invoice command and make sure to enter each line's price as the discounted price. Exercises-78 November 2002

213 Appendix B - Reports Acquisitions Reports NAME FUNDS AND FUND CYCLES Count Fund Cycles Count Funds Fund Orders by Requesting User List Fund Cycles List Fund Order Lines List Fund Title Costs List Funds, Fund Cycles Rollover Fund Cycles Title Costs Analysis INVOICES AND INVOICE LINES Count Invoice Lines Count Invoices List Invoice Lines by Check Number List Invoice Lines List Invoices, Lines Update Invoice Exchange Rates ORDERS AND ORDER LINE ITEMS Count Order Line Items Count Orders List Order Line Items List Orders, Order Line Items Order Lines by Requisition Print General Purchase Orders Print Purchase Orders Print Specific Purchase Orders Remove Selected Order Lines Remove Selected Orders STANDARD DESCRIPTION Counts fund cycles Counts funds Prints fund information per requesting user Lists fund cycles Prints order line information for funds Lists title costs by fund Lists funds and fund cycles Creates fund cycles for a new fiscal period Compares costs of titles ordered in multiple fund cycles Counts invoice lines Counts invoices Lists invoice lines by check number Lists invoice lines Lists invoices and invoice lines Updates invoice amounts from corresponding exchange rate table Counts order line items Counts orders Lists order line items Lists orders and order line items Lists order line items by requisition number Prints general purpose purchase orders Prints purchase orders for specific order Ids Prints only purchase orders ready since specified date Removes selected order lines from the data base Removes selected orders from the November 2002 Reports-1

214 Acquisitions Training Guide Rollover Renewal Orders Update Discount Prices Update Order Exchange Rates User Acquisition SEGMENTS Count Claims Count Distributions Count Fundings Count Orders Cancelled Create Late Order Claims Distribution by Packing Lists Fund Orders by Distribution User List Claims List Distributions List Fundings Print Cancellation Notices User Order Distribution Notice Vendor Acquisition Claim TITLES, CALLS AND COPIES List Linked Titles List Order Line Items VENDORS AND VENDOR CYCLES Count Vendor Cycles Count Vendors List Vendor Cycles List Vendors Rollover Vendor Cycles Update Vendor Average Vendor Address Labels database. Creates renewal orders for dated and recur ring order lines Updates order prices from changed vendor discount tables Updates prices from corresponding exchange rate table Notifies requesting users about orders Counts Claims Counts distributions Counts fundings Counts cancels Creates claim segments for selected order lines Lists order line distributions by packing list Prints fund order information per Distribution user Lists Claims Lists distributions Lists fundings Prints cancellation notices for vendors Notifies users about ordered items Notifies vendors of order claims Lists linked catalog titles by order and order line selection Lists order line items by item, call, and catalog selection Counts vendor cycles Counts vendors Lists vendor cycles Lists vendors Creates vendor cycles for a new fiscal period Updates vendor performance average days to receipt Generates vendor address labels Reports-2 November 2002

215 Appendix B - Reports Acquisitions Reports by Primary Function CREATE RECORDS IN BATCH Create Late Order Claims Rollover Fund Cycles Rollover Renewal Orders Rollover Vendor Cycles DELETE RECORDS IN BATCH Remove Selected Order Lines Remove Selected Orders GENER ATE NOTICES Print Cancellation Notices LIST RECORDS COUNT RECORDS Distribution by Packing Lists Count Claims Print General Fund Orders by Count Purchase Orders Distribution User Distributions Print Purchase Fund Orders by Count Fund Orders Requesting User Cycles Print Specific Purchase Orders User Acquisition List Distributions Count Funds User Order List Fund Cycles Count Invoice Distribution Lines Notice UPDATE RECORD FIELDS Update Discount Prices Update Invoice Exchange Rates Update Order Exchange Rates List Claims Count Fundings Update Vendor Average Vendor List Fund Order Count Invoices Acquisition Claim Lines List Fund Title Count Order Line Costs Items List Fundings Count Orders Cancelled List Funds, Fund Count Orders Cycles List Invoice Lines Count Vendor by Check Cycles List Invoice Lines Count Vendors List Invoices, Lines List Linked Titles List Order Line Items List Order Line Items (orderlinelist) List Orders Cancelled List Orders, Order Line Items List Vendor Cycles List Vendors Order Lines by Requisition Title Costs Analysis November 2002 Reports-3

216 Acquisitions Training Guide Printing a Purchase Order for a Single Order If there is a need to generate purchase orders individually instead of in batch, the Print Purchase Orders report is available. The report is very simple to configure. 1. Change toolbar to the Reports toolbar. 2. Select the Schedule New Reports wizard. 3. Review the defaults screen and click OK. 4. Select the Acquisition folder. 5. Select the Print Purchase Orders report. 6. In the Selection Criteria folder, click the Fiscal Cycle and Purchase Order gadget. 7. Select the Output Options folder. a. Select a fiscal cycle from the list displayed. Selecting will highlight the fiscal cycle in blue. b. Select the purchase order(s) from the list and click OK. 8. Click Yes for Count as Notice Mailed. The date mailed on all orders selected when the report is run will now be marked with today s date. This selection will keep the same purchase orders from being picked up by a report more than once. 9. Schedule the report to run as often as needed. Reports-4 November 2002

217 Appendix B - Reports Purchase Order Notices for Ready Orders Once orders are ready to be sent to vendors, either the Print General Purchase Orders or the Print Specific Purchase Orders report will generate notices to be sent to vendors. Use the Print Specific Purchase Orders report if, on a regular basis, the library enters the line item(s) on an order, marks the order as Ready which marks the order as closed, and generates notices that list all line items on that entire order to be filled. The Print Specific Purchase Orders report looks for all orders whose date ready falls within the specified date range, and whose date mailed field is NEVER, which means that the order has never been sent to the vendor. This report can be scheduled to run on a regular basis. 1. Change toolbar to the Reports toolbar. 2. Select the Schedule New Reports wizard. 3. Review the defaults screen and click OK. 4. Select the Acquisition folder. 5. Select the Print Specific Purchase Orders report. 6. Select the Selection Criteria folder. Accept the default values and click OK. a. Library field is filled in with the library associated with the login used if working with a multilibrary Unicorn system. b. Date Ready is filled in to look from the beginning of the system up to the day the report is run. c. Date Mailed contains NEVER. 7. Select the Output Options folder. 8. Click Yes for Count as Notice Mailed. The date mailed on all orders selected when the report is run will now be marked with today s date. This selection will keep the same purchase orders from being picked up by a report more than once. Schedule the report to run as often as needed. November 2002 Reports-5

218 Acquisitions Training Guide Purchase Order Notices for New Order Lines Only Once orders are ready to be sent to vendors, either the Print General Purchase Orders or the Print Specific Purchase Orders report will generate notices to be sent to vendors. Use the Print General Purchase Orders under these conditions. For each vendor, the library keeps a single purchase order open throughout a fiscal cycle, but regularly sends just the newly entered order line item(s) off to the vendor. or One or more purchase orders already sent to a vendor must be regenerated. When using this report to generate purchase orders that only contain some of the order lines associated with an order, it is important to make a date mailed selection at the order line level and NOT the order level. 1. Change toolbar to the Reports toolbar. 2. Select the Schedule New Reports wizard. 3. Review the defaults screen and click OK. 4. Select the Acquisition folder. 5. Select the Print General Purchase Orders report. 6. Accept the default values set in the report. Modify the default library if necessary in a multilibrary setting. 7. Select the Selection Criteria folder. In the Order Selection screen area, click the Date Ready gadget and select the ANY option. This will select new line items on any order already marked as ready. 8. In the Order Line Selection screen area, click the Date Mailed gadget and select No Date. 9. Move to the Output Options folder. 10. Enable the Yes radio button for Count as Notice Mailed. The date mailed on all order lines selected when the report is run will now be marked with today s date. This selection will keep the same order lines from being picked up by a report more than once. 11. Enable the Order Line radio button in the Type of Notice field. Reports-6 November 2002

219 Appendix B - Reports Generating a Claim List 12. Schedule the report to run as often as needed. The List Claims report generates a list of items that need to be claimed, or a list of items that have been claimed, depending on the selections made. 1. Change toolbar to the Reports toolbar. 2. Select the Schedule New Reports wizard. 3. Review the defaults screen and click OK. 4. Select the Acquisition folder. 5. Select the List Claims report. 6. Select the Selection Criteria folder. 7. Type a fiscal cycle. Use the Date to Claim field in the Order Selection Screen area to select orders that need to be claimed only if the CLAIM PERIOD is used in the vendor record. 8. In the Order Selection screen area, click the Date to Claim gadget. 9. Select the Date Depends on the Report Run Date helper in the left corner. a. Click Since the Beginning of the System. b. Click Next. c. Click BEFORE. d. Screen should be set to 0 (zero) Days Before as the end date. e. Click OK. A message will display stating that the date range is the beginning of the system ending 0 days before the report run date. NOTE If the CLAIM PERIOD in the vendor record is not used, the Date Mailed field in the order record can be used. 10. Click the Date Mailed gadget. November 2002 Reports-7

220 Acquisitions Training Guide 11. Select the Date Depends on the Report Run Date helper in the left corner. a. Click Since the Beginning of the System. b. Click NEXT. c. Click BEFORE. d. Screen should be set to 30 days before as the end date. e. Click OK. f. A message will display stating that the date range is the beginning of the system ending 30 days before the report run date. 12. Click OK. 13. Click the Type gadget. 14. Leave the Contain radio button enabled and select FIRM as the single item in the List Selected. 15. Select the Output Options folder and make any necessary changes in terms of needed output. 16. Schedule the report to run as often as needed. Reports-8 November 2002

221 Appendix B - Reports Generating Claim Notices for Missing Copies The Vendor Acquisition Claim report generates notices to be sent to vendors stating that items have not been received within a specified time. 1. Change toolbar to the Reports toolbar. 2. Select the Schedule New Reports wizard. 3. Review the defaults screen and click OK. 4. Select the Acquisition folder. 5. Select the Vendor Acquisition Claim report. 6. Leave the default values set in the report. Modify the default library if necessary in a multilibrary setting. 7. Select the Selection Criteria folder. 8. Type a fiscal cycle. 9. In the Claim Selection screen area, click the Claim Reason gadget. 10. Enable the Not Contain radio button and select the NOTCLAIM reason to be the single item in the List Selected. 11. Select the Date Mailed gadget and select the No Date option. Click OK. 12. Click the Status gadget. 13. Leave the Contain radio button enabled and select OPEN as single item in the List Selected. 14. Select the Output Options folder. 15. Click Yes for Count as Notice Sent. This will set up the report to have the Date Mailed field filled in on the claim records of all orders picked up by this report. 16. Schedule the report to run as often as needed. November 2002 Reports-9

222 Acquisitions Training Guide Scheduling the User Order Distribution Notice Report The User Order Distribution Notice generates notices to be sent to patrons informing them that material ordered for them has been received. 1. Change toolbar to the Reports toolbar. 2. Select the Schedule New Reports wizard. 3. Review the defaults screen and click OK. 4. Select the Acquisition folder. 5. Select the User Order Distribution Notice report. 6. Select the Selection Criteria folder. 7. In the Distribution Selection screen area, click the Date Received gadget. 8. Click the Date Depends on the Report Run Date helper. a. Click Since the Beginning of the System. b. Click NEXT. c. Click BEFORE. d. Screen should be set to 0 (zero) days before as the end date. e. Click OK. f. A message will display stating the date range is the beginning of the system ending 0 days before the report run date. 9. Click the Date Loaded/Delivered gadget. 10. Click No Date so that items that have not been loaded/delivered are selected. 11. Select the Output Options folder. 12. Click Yes for Count as Notice Sen. 13. Schedule the report to run as often as needed. Reports-10 November 2002

223 Appendix B - Reports Creating Late Order Claims Using Vendor Claim Period This report will look for items that have never been received and create claim segments in those orders. NOTE Follow this example if the CLAIM PERIOD is used in the vendor record. 1. Change toolbar to the Reports toolbar. 2. Select the Schedule New Reports wizard. 3. Review the defaults screen and click OK. 4. Select the Acquisition folder. 5. Select the Create Late Order Claims report. 6. Select the Selection Criteria folder. 7. In the Order Selection screen area, click the Date to Claim gadget. 8. Click the Date Depends on the Report Run Date helper. a. Click Since the Beginning of the System. b. Click NEXT. c. Click BEFORE. d. Screen should be set to 0 (zero) days before as the end date. e. Click OK. f. A message will display stating the date range is the beginning of the system ending 0 days before the report run date. 9. Click the Type gadget. 10. Leave the Contain radio button enabled, and select FIRM as the single item in the List Selected. 11. Click OK. 12. Scroll to the Order Line Selection screen area. Do not make this selection in the Order Selection box. 13. Click the Number of Copies Received gadget. 14. Set the value Equal to 0 (zero) and click OK. 15. Select the Output Options folder and make any necessary changes. November 2002 Reports-11

224 Acquisitions Training Guide 16. Schedule the report to run as often as needed. Reports-12 November 2002

225 Appendix B - Reports Creating Late Order Claims This report will look for items that have never been received and create claim segments in those orders. NOTE Follow this example if the CLAIM PERIOD is NOT used in the vendor record. Decide how many days ago the item was ordered before the order should be marked as late. Many libraries will use 90 days after the date mailed. 1. Change toolbar to the Reports toolbar. 2. Select the Schedule New Reports wizard. 3. Review the defaults screen and click OK. 4. Select the Acquisition folder. 5. Select the Create Late Order Claims report. 6. Select the Selection Criteria folder. 7. In the Order Selection screen area, click the Date to Claim gadget. 8. Select the Date Depends on the Report Run Date helper in the left corner. a. Click Since the Beginning of the System. b. Click NEXT. c. Click BEFORE. d. Screen should be set to 90 days before as the end date. e. Click OK. f. A message will display stating the date range is the beginning of the system ending 90 days before the report run date. 9. Click the Type gadget. 10. Leave the Contain radio button enabled and select FIRM as the single item in the List Selected. 11. Scroll to the Order Line Selection screen area. Do not make this selection in the Order Selection box. 12. Click the Number of Copies Received gadget. 13. Set the value equal to 0 (zero) and click OK. 14. Click the Date Mailed gadget. November 2002 Reports-13

226 Acquisitions Training Guide a. Click Since the Beginning of the System. b. Click NEXT. c. Click BEFORE. d. Screen should be set to 90 days before as the end date. e. Click OK. 15. A message will display stating the date range is the beginning of the system ending 90 days before the report run date. 16. Select the Output Options folder and make any necessary changes. 17. Schedule the report to run as often as needed. Reports-14 November 2002

227 Appendix B - Reports November 2002 Reports-15

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229 Appendix C - Sample Packing Slips & Invoices The following pages contain sample packing slips and invoices from real vendors. Please keep in mind that these samples are for illustration only. November 2002 Samples-1

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