.
Before performing a function within the Alephino Administration, please select a database from the menu, that should be valid for the following steps. The currently selected database is shown above the menu on the left hand side of the screen.
The log contains a summary of all performed jobs within the administration.
Always the last hundred jobs are listed. On calling up this function
the newest entry - i.e. the last performed job - appears
at the top of the list.
The list contains the following:
- job number
- job designation
- user performing the job
- occurred errors (code number)
- date and time of job start
- date and time of job end
For viewing a detailed protocol per job memorize the job number and follow the instructions for the function Show protocol.
For the last 100 performed jobs within the administration one temporary
protocol file per job exists. On entering the job number and clicking the
button "Start" the contents of the protocol file are shown.
You can get the job number via the function Show log.
The preset number always relates to the last performed job.
This function is for creating lists of your orders. The procedure is similar to the function "order index" in the acquisition module. You may sort the lists by various aspects and use the filter function for narrowing the lists, if you don't want to view all orders. The order index contains the following informations:
After creating a list as html table for viewing in a browser and performing
the task, please select .
Parameters:
Sort by
You may define, by which fields the list shall be sorted. After clicking the
arrow icon the drop-down menu opens. The content of the sorted field is
displayed in the "index"column.
Filter by
You have various options to choose from for filtering the list. For
some of the offered fields you may select the content from a drop-down menu.
For the other fields you have to enter the desired filter text manually.
Output format:
Enter the desired format for the generated summaries. Two different
formats are available:
)
,
then click with the right mouse button on the HTML-list which is
currently displayed and choose the desired option from context menu.)
You may automatically generate collective orders to be sent to a vendor. Thereby all orders with the status "RSV" (Ready for send to vendor) and the delivery type "LI" (list) are taken into account. Depending on the vendor's settings the orders are created as letter or as email.
By running the automatic orders the following actions are triggered:
For each automatic order up to two files ../print are created on the Alephino server. One contains the letters, the other one the emails:
| order.<job no.>L | Order file for letters |
| order.<job no.>M | Order file for emails |
Both files are part of the file list, which can be accessed via the Alephino
Task Manager. Here the file name, the task date and the task time are
displayed. You may rename, print or mail the files. It is possible to
transfer the files from the server to your local drive to process them there.
You do not have to delete the files prior to the next automatic
orders, since these orders will have another task number.
Various aspects for filtering are available; so you may create subsets of all orders, e.g. by entering a vendor code. Hereby you are able to view just the orders of a particular vendor. Filter by order type, if you want to see single orders, subscriptions or standing orders only; filter by acquisition in order to view just definite orders or approval orders.
The message "task performed" show, that the automatic orders were finished successfully. Afterwards have a look at the log file. There you can view the number of letters and emails generated (for each vendor one letter/email is generated).
With the "automatic claims" function you generate claim letters or emails for monograph orders which have not arrived in the expected time.
By running the automatic claims you trigger the following actions:
For each automatic claim up to two files ../print are created on the Alephino server. One of them contains postal letters, the other one emails.
| claim.<job no.>L | claim file for letters |
| claim.<job no.>M | claim file for emails |
Both files are part of the file list, which can be accessed via the Alephino
Task Manager. Here the file name, the task date and the task time are
displayed. You may rename, print or mail the files. It is possible to
transfer the files from the server to your local drive to process them there.
You do not have to delete the files prior to the next automatic claims,
since these claims will have another task number.
The current date is the default claim date; if required, you may overwrite this. Furthermore various aspects for filtering are available; so you may create subsets of all orders, e.g. by entering a vendor code. Hereby you are able to view just the claims for a particular vendor. Filter by order type, if you want to see single orders, subscriptions or standing orders only; filter by acquisition in order to view just claims for definite orders or approval orders.
The message "task performed" show, that the automatic claims were finished successfully. Afterwards have a look at the log file. There you can view the number of letters and emails generated (for each vendor one letter/email is generated).
This function creates a list of standing orders for which volumes have not been received by the maximum number of arrival days set in the Max. Arrival Days field in the standing orders Order Form. This information may then be used to send claims to vendors. Claim letters may then be sent manually by using the Claim button in the Order List of Record window. Only orders with status "SV = sent to vendor" are checked.
The list can be filtered by sublibrary and by vendor.
After creating a list in output format "html table", click to view it.
Parameters:
Output format:
Select here the output format for your report.
Two different formats are available:
)
,
then click with the right mouse button on the HTML-list which is
currently displayed and choose the desired option from context menu.)
Using this function you generate a list of the items, which were newly
acquired for the library. You may filter or sort the list as well as
choose a personalised heading.
The acquisition date of the items specifies, which items will be included
in the list at all. The filter serves for an additional limitation of the
items. If the items do not match your filter aspects, they are not included
in the list.
The arrival list contains the following informations:
You may sort the arrival lists by main entries, locations, accession numbers or arrival dates. The content of these fields will be displayed above the record, but not if the list is sorted by main entries.
Parameters:
Arrival from / to
Enter the desired arrival period in the format YYYYMMDD.
Example: 20020101
to 20020201.
Not in process
If this option is checked only those items will be listed that are not in process anymore.
Filter by
The usage of the filter is optional. You may use a filter for limiting the
list. Possible filters are: Access number, location, media type and item
status. In addition to the selection of the field you need to enter a filter
text.
Example: Filter= Media type; Filter text=510 (=CD-ROM).
In the following example a list of the newly acquired CD ROMs is generated.
Sort by
Select the field, by which the list shall be sorted.
Heading
Choose the desired heading for the arrival list, e.g. "Accessions of the
library in January".
Output format:
Enter the desired format of the summaries. Two different summaries are
available:
)
,
then click with the right mouse button on the HTML-list which is
currently displayed and choose the desired option from context menu.)
Using this function you generate a list of the items, which were newly
acquired for the library. You may filter or sort the list as well as
choose a personalised heading.
The acquisition date of the items specifies, which items will be included in
the register at all. The filter serves for an additional limitation of the
items. If the items do not match your filter aspects, they are not included
in the list.
The accessions register contains the following informations:
You may sort the accessions register by locations, accession numbers or arrival dates. The content of these fields will be displayed above the record.
Parameters:
Arrival from / to
Enter the desired arrival period in the format YYYYMMDD.
Example: 20020101 to 20020201.
Filter by
The usage of the filter is optional. You may use a filter for limiting the
list. Possible filters are: Access number, location, media type, item status
and process status. In addition to the selection of the field you need to
enter a filter text.
Example: Filter= Media type; Filter text=510
(=CD-ROM).
Sort by
Select the field, by which the list shall be sorted.
Heading
Choose the desired heading for the arrival list, e.g. "Accessions of the
library in January".
Output format:
Enter the desired format of the summaries. Two different summaries are
available:
)
,
then click with the right mouse button on the HTML-list which is
currently displayed and choose the desired option from context menu.)
Using this function you generate lists of vendors, which can be adminstrated with Alephino. The lists contain the following data:
If required, the lists may be sorted and filtered by any aspects.
After creating a list as html table for viewing in a browser and performing
the task, please select .
Parameters:
Sort by:
You may sort the vendor list by the code or the name of the vendors. When
clicking the arrow, a drop-down menu is opened to select the aspect from.
Filter by:
For filtering the vendor list, click the arrow, select the desired aspect
from the drop-down menu and enter the filter text into the field on the right
hand side.
Available filters:
Output format:
Enter the desired format of the summaries. Two different summaries are
available:
)
,
then click with the right mouse button on the HTML-list which is
currently displayed and choose the desired option from context menu.)
This function is for creation of reports over invoices and credits maintained with the Alephino acquisition. The following information resp. columns are available:
After creating a list as html table for viewing in a browser and performing
the task, please select .
Parameter:
Vendor code:
If you want to create a report for a certain vendor, choose this button and
type in the vendor's code.
Invoice date / Payment date:
To create a report over a certain period of time, choose one of the
radio buttons and enter the time span. Calendar button is provided to ease the
input of dates.
Filter:
Several filter criterions can be set using radio-buttons.
Sort by:
The invoice report can be sorted by vendor code or invoice date.
Header:
An individual header text to the report list can be entered here.
Output format:
Enter the desired format of the summaries. Two different summaries are
available:
)
,
then click with the right mouse button on the HTML-list which is
currently displayed and choose the desired option from context menu.)
Using the function "Transfer of annual budgets" you automatically generate new budgets for a new year. These budgets are adapted from the budgets of the previous year. All budgets marked as annual budgets are taken into account.
If you want to use this function, the budget code has to be in the format <name><hyphen><four-digit year>, e.g.: COMPUTER-2002 or MON-2002. The new budgets are derived from the old ones by replacing the year: COMPUTER-2003 or MON-2003.
Parameters:
Year (source)
Enter the year, that the budgets shall be derived from.
Carryover free balance Y/N
You may define if the remaining funds of the previous year's budget should be
transfered to the new budget or not.
Carryover encumbrances
You may define, if the order encumbrances of the previous year's budget should
be transfered to the new budget or not.
Increase in %
If an annual allocation of funds was defined for the budgets, this allocation
is valid for the new budgets as well. Additionally you may induce an increment
of the original allocation by entering the percentage of the increment. Just
enter the number without the percent sign. If the original allocation shall
decrease, enter a minus sign before the number.
Budget summaries are lists containing the balances of budgets in Alephino. You may generate separate summaries or cumulative summaries; these so called groupings include the individual budgets and their balances filtered by a selectable aspect. The budget summaries contain the following data:
After creating a list as html table for viewing in a browser and performing
the task, please select .
Parameters:
Sort by
You may sort the list by the fields from the budget form of the acquisition
module.
Filter by
If you want to restrict the list to particular budgets, you may use the
filter function. The fields for filtering are the fields from the budget
form of the acquisition module. Select the field by clicking the arrow
and enter the filter text into the field on the right hand side. If the
selected filter is a table field (budget type, budget group, department,
status), you need to enter the code. Note: budget type, budget group
and department are user-specific; you define the contents, which are
analysed later.
Examples:
Filter: budget type, filter text: INT
Filter: status, filter text: AC
Filter: external budget, filter text: 2002
Grouping:
The display of the budget summary, if you have chosen a cumulative summary:
Output format:
Enter the desired format of the summaries. Two different summaries are
available:
)
,
then click with the right mouse button on the HTML-list which is
currently displayed and choose the desired option from context menu.)
Using this function you get an overview of the valid currencies and their current exchange rates. By entering a particular date you get the exchange rates of this date, if they were entered via the acquisition module. If an exchange rate is unknown, a dash is displayed.
The currency list contains the following data:
After creating a list as html table for viewing in a browser and performing
the task, please select .
Output format:
Enter the desired format of the summaries. Two different summaries
are available:
)
,
then click with the right mouse button on the HTML-list which is
currently displayed and choose the desired option from context menu.)
When running this function all orders with the selected status incl. the order logs will be deleted!
Orders with invoices and orders with the status "CLS" for the current budget year plus the number of years given in "Latency" are preserved.
Before you start the deletion batch, you should by all means backup your data stack via the menue point "Saving/Save database" and afterwards "Release backup". Read also the Online help to save database.
Parameters
Order status:
Choose here which orders you want to delete: cancelled orders, closed orders or both.
Latency:
Enter here the number of years you want orders with the status "CLS" zu be preserved. If you enter 0 years the orders for the current budget year will be prreserved, if you enter 1 year additionally the orders from the previous year will be preserved and so on.
Mode of operation:
Choose here the type of batch deletion that you want to run:
List file:
Specify here the path and name of the file that contains the list with the identification numbers of the records which should be deleted. If you leave the field empty, the path ../data/purgelist is used as default.
Detailed messages:
Activate this checkbox if you want a verbose protocol of the batch deletion.
When running this function all budgets with "NA = not active" and budgets that are no longer valid incl. the associated transactions will be deleted!
Budgets where the conditions described above apply but which are used in orders with the status "NEW", "RSV" or "SV" are preserved.
Before you start the deletion batch, you should by all means backup your data stack via the menue point "Saving/Save database" and afterwards "Release backup". Read also the Online help to save database.
Parameters
Condition:
Choose here which budgets you want to delete: Non-active budgets, expired budgets or both.
Mode of operation:
Choose here the type of batch deletion that you want to run:
List file:
Specify here the path and name of the file that contains the list with the identification numbers of the records which should be deleted. If you leave the field empty, the path ../data/purgelist is used as default.
Detailed messages:
Activate this checkbox if you want a verbose protocol of the batch deletion.
When running this function all vendors with the status "NA = Not active" incl. addresses will be deleted!
Non-active vendors which are used in orders with the status "NEW", "RSV" or "SV" and vendors with invoices are preserved.
Before you start the deletion batch, you should by all means backup your data stack via the menue point "Saving/Save database" and afterwards "Release backup". Read also the Online help to save database.
Parameters
Mode of operation:
Choose here the type of batch deletion that you want to run:
List file:
Specify here the path and name of the file that contains the list with the identification numbers of the records which should be deleted. If you leave the field empty, the path ../data/purgelist is used as default.
Detailed messages:
Activate this checkbox if you want a verbose protocol of the batch deletion.
When running this function all invoices with the status "P = complete and paid" incl. line items will be deleted!
Invoices from the current budget year are preserved.
Before you start the deletion batch, you should by all means backup your data stack via the menue point "Saving/Save database" and afterwards "Release backup". Read also the Online help to save database.
Parameters
Mode of operation:
Choose here the type of batch deletion that you want to run:
List file:
Specify here the path and name of the file that contains the list with the identification numbers of the records which should be deleted. If you leave the field empty, the path ../data/purgelist is used as default.
Detailed messages:
Activate this checkbox if you want a verbose protocol of the batch deletion.