8 CLAIMS

This chapter includes the following sections:
Claims are usually sent to the vendor when an ordered item does not arrive when expected.

You can send claims to vendors for Monograph orders by clicking the Claims node on the Order tab (also available for Serials and Standing Orders).

The procedures that must be followed for claiming depend, first of all, on the information provided on the Order Form when the order was first created.

Following is an example of the Vendor tab of the Order Form:



The two relevant fields are Claim Date and Batch Claiming.

Claim Date (for Monographs)
Unless you enter your own date, the system calculates the claim date when the order is sent, according to the material delivery type and its delay as defined in the vendor record. Thereafter, the system will continue to update the claim date automatically if the order's claims are being handled by batch claiming through the function the "Create Acquisition" service. If the order's claims are being handled manually, by clicking the New Claim button on the Order Claim List, then the claim date will be updated only if the date will be changed on the Claim form.

Batch Claiming Option (for Monographs)
If you select the Batch Claiming option, the system will send claims when the Claim Report & Letters for Monograph Orders (acq-12) service is run. If you do not select this option, then the only way to send a claim for this order is to send it manually by clicking the New Claim button on the Order Claim List.

top

8.1 BATCH CLAIMING

If the Batch Claiming box is checked on the vendor Tab of the Order Form, the system will include the order in the "Claim Report & Letters for Monograph Orders" service. When this function is run, the system will calculate the new claim date according to either the value entered in the "Number of days until next claim" field. The function create a file with postal letters in the ../print am Server directory (claims.<Jobnr.>L, z.B. claims.0004L) and a file with emails (claims.<Jobnr.>M, such as claims.0004M). 
JOB 000004 CLAIM 2006/04/20 14:48:36 START
2006/04/20 14:48:36 POOL=B SUBLIB=ZB SELECT=20060520
2006/04/20 14:48:36 Claim Date: 20060520
2006/04/20 14:48:36 2 letters created
2006/04/20 14:48:37 1 Emails created
JOB 000004 CLAIM 2006/04/20 14:48:37 END
These files can be accessed via the Alephino Task Manager. You can click the print button from here to print or to mail the files.

The claims will not be created automatically for Standing Orders but an order list with Order date ( ("Overdue Serial Order " Function in Web Service Module / Acquisition Menu). With this list,you can send claims manually for unique orders (Acquisition module).

There is also an unique function for not arrived Serial issues (Web Service Module / Menu Serial / Claim List). The relevant Fields 1.Claim/2.Claim/3.Claim/Additional Claims and Send Claims Yes/No are in Subscription record.

top

8.2 MANUAL CLAIMING

In order to send an individual claim, select the Claims node in the Order Tab. Any previously sent claims for an order will be listed on the Order Claim List in the upper pane:



To send a new claim, from the Order Claim List, click New Claim. This activates the Claim form in the lower pane:



This form enables you to register a claim for an order. You can also use this form to change or to view the details for a claim which you have already registered.

When you have finished filling in the form, click Add. If you are changing the details about a claim which is registered, click Update.

Key to Fields
Send Claim
Select this option if you want to send the claim (via e-mail/letter post). You can use this field as well to resend a claim which was sent in the past. Do not select this option if you want to update a claim without sending it.

Letter Format
Select a letter format type from the menu.

Claim Date
Enter the date which is valid for the claim. The default date is the current date.

Claim Text
Type any comments you want to add to your claim.

Reply Date
If you have received a reply from the vendor, enter the reply date.

Claim Reply
Type the text from the reply or select standard text from the pull-down list.

Automatic Update of Expected Arrival Date
This field is displayed only for Monograph order claims.

If you want the next claim date to be automatically calculated ( as defined in the vendor's record), then select this option. If you do not select this option, then the Expected Arrival Date field is available for you to update the expected arrival date of the order manually.

Expected Arrival Date
This field is displayed only for Monograph order claims.

This field is only available, when the Update claims checkbox is selected. This date is used by the system when claims are processed automatically (batch). If the Automatic Update of the Expected Arrival Date option is selected, this field can not be edited and the expected date of arrival will be calculated by the system based automatically on the Material Delivery Type and delay as defined in the vendor's record.

top


Go to next section (Setup (Client))