5 ORDERS

This section explains the Order function. In addition to simply ordering materials, this function enables you to encumber budgets for an order, produce a claim, register the arrival of material and register invoices.

The Order function is accessed from the Order tab in the Navigation pane and from the Order Bar.





The Orders chapter contains the following topics:

To initiate a new order or to modify an existing order, use the Order bar and the Order Tab. Each selection enables you to retrieve the Order List.

5.1 ORDER SEARCH

To retrieve an order record, you can use either the Order Bar or the Order Search tab .

5.1.1 Order Bar
The Order Bar allows you to retrieve an order record matching the search parameter. Available search parameters can be Order Number, ISBN/ISSN/ISMN/ISRN, Order Title, Vendor Code and Ident number.



Select the required search parameter and type in the search value. For example: select as a search parameter: Order Number and type in: 116. As soon as you click the you will get one of the following results:

5.1.2 Order Search Tab
This tab is comprised of two nodes:



5.1.2.1 Index List
When you activate the Index List node, the Index List is displayed in the upper pane.



Filters
You may choose to have the list filtered by one of a number of different indexes, such as Order Number or Vendor Code. The Exact Match checkbox determines whether only entries that are exactly like the starting point will be displayed in the Index List. In addition, you can display only those orders that relate to a particular sublibrary, order status, order type, and so on. You can also display orders that were sent to a vendor within a specific period of time (defined by the "From" Order Date and "To" Order Date). If you leave the "To" Date blank, all dates will be displayed.

Enter Starting Point
You can jump to a particular point in the list by typing in the beginning of the index text in the space provided and pressing Enter or clicking the Refresh Filter button.

Buttons

The following buttons are available on this screen:

Refresh Filter
If you have typed text in a field, you must click the Refresh Filter button in order to activate the filter. The relevant entries are then displayed.

Clear Filter
To clear all index filters, click Clear Filter.

Print Order
To print the order for the highlighted entry, click Print Order.

Select
To see the list of orders for the highlighted item and to perform a number of different functions related to an order, click Select.

5.1.2.2 New and Cancelled Order Index
When you activate the New and Cancelled Order Index node under the Order Search tab, the New and Cancelled Order Index screen is displayed in the upper pane.



The New and Cancelled Order Index enables the user to search for orders which have the status New, LC (library cancelled), VC (vendor cancelled) and allows you to delete order/s.

Filters
You may choose to have the list filtered by Order Type, Order Group, Vendor Code, Material Type. You can also display orders that were created within a specific time period (defined by the "From" Order Date and the "To" Order Date).

Buttons

The following buttons are available on this screen:

Search Now
To activate the search, click the Search Now button. The relevant entries will then be displayed.

Clear Filter
This button clears the filters.

Print Order
To print the order information for the highlighted entry, click Print Order.

Select
To see the list of orders for the highlighted item and to perform a number of different functions related to an order, click Select.

Delete
To delete order/s, highlight the order/s you want to delete, and then click Delete. For multiple select deletes, click the Ctrl/Shift button.

For a single select delete use the same routine as you would for a standard delete. If there are attached Items/Claims/Arrivals/Invoices, the system will ask you to re-confirm the deletion.

For multiple select deletes, you will be notified at the end of the operation how many successful deletions were made.

If there was a Hold Request on the deleted order, a Delete Hold Request printout will be produced by the system.

Delete All
To delete all the listed orders, click Delete All. You will be notified at the end of the operation how many successful deletions were made. If there was only one entry listed and Items/Claims/Arrivals/Invoices was attached, the system will ask you to re-confirm the deletion. top

5.2 ORDER LIST

When the user selects an order record from the Index List, the Order List is displayed in the upper pane, listing the orders related to a particular administrative record.



Use the Order List to add/duplicate and delete orders. To modify an existing order, highlight the desired order and update the fields in the Order Form in the lower pane.

Buttons

The following buttons are available on this screen:

Add
To add a new order, click Add. You will be able to choose the order type: monograph, serial or standing order.



When you defined a system counter for the Order number (Web Service Module / Menu Setup Services / Counter), you can initialise the order system with the counter. The order will be saved and converted in a order number. For more information, see also the Setup (Client) chapter. The Order will be displayed in the lower pane. Click Setup (Client) to go to the Setup Client chapter for information about setting up order number counters.) The Order form will then be displayed.

Duplicate
You may add a new order by copying an existing order's details and then editing the form that pops up. To do this, highlight the order whose information you wish to copy, then click Duplicate. A form will be displayed for the new order, which will already be filled in with information copied from the highlighted order. You may then edit the form so that the information will be appropriate for the new order.

Delete
To delete an order from the list, highlight the order and click Delete. When deleting an order from the Orders List for orders of type M (Monographs), a warning about the existence of items appears. Overriding this warning will delete all attached items with the deletion of the order itself. A warning for deletion of attached claims will appear when you try to delete an order with attached claims. Overriding this warning will delete all attached claims.

A warning for deletion of the order's arrivals will appear when trying to delete an order with arrivals. Overriding this warning will delete all attached arrivals. A warning for deletion of attached invoices will appear when trying to delete an order with assigned invoices. Overriding this warning will delete all attached line items.

Print/Cancel
Click this button to determine which print procedure will be used:



Select one of the options and click OK.

5.2.1 Quick Cataloging in Acquisitions

Another way to reach the Order List is through the Quick Cataloging option of the Acquisitions/Serials modul. Select Catalog Order from the Orders menu.

The Catalog Record window is displayed.



This window is used to briefly catalog a record with minimum information. Once you fill in this form and click OK, the Order List will be displayed. At this stage, you may add a new order for this record. The record does not undergo cataloging checks.

5.3 ORDER FORM

When you select Add or Duplicate on the Order List, the Order Form is activated in the lower pane. This screen enables you to initiate a new order or to modify an existing order.

The Order Form is comprised of 4 tabs. The 4 tabs are: Order Display, General, Vendor, and Quantity and Price. Note that the Vendor Information in the Vendor tab can vary, depending on whether the order type is Monograph or Serial.

5.3.1 Order Display Tab

The Order Display tab supplies information regarding the order. You may read, but not change the information.



5.3.2 General Tab

When you select the General tab, the following screen is displayed:



Buttons

The following buttons are available on this screen:

Update
When you finish filling in/updating all parts of the form, click Update.

Save Def. (Save Defaults)
If you wish to save the values you have entered for the fields listed below and copy them to each new order form you open, click Save Def. Defaults are saved per workstation.

For the fields Order Status, Item Collection and Encumber Budget, an additional confirmation message will be displayed if the fields are not empty when saving the defaults. These fields can be saved to the defaults only in New or Duplicate mode. All other fields can be saved in Modify mode as well.

Note that when you click the Save Def(aults) button, much of the information you entered about the vendor (the specific fields are listed below) will not be copied when you Add or Duplicate a record. Instead, the information that will be entered in these fields will be taken from the Vendor Record. The following are the fields whose values are copied from the Vendor Record.

Refresh
Click Refresh to have the system calculate and display the local cost based on the effective currency exchange rates.

Fields

Order Number
The system will automatically assign an order number but you are free to change the number. Use the Web Service Module / Menu Setup Services to set up order number counters.

Additional Order Number 1
Optional. It may be used to provide a supplementary order number.

Additional Order Number 2
Optional. It may be used to provide a supplementary order number.

Order Status
The following statuses are available:

ISBN/ISSN
Optional.

If one ISBN/ISSN is available in the bibliographic record (USMARC 020/022 field, MAB 540/542 fields and DANMARC 021/022), the system automatically enters the ISBN/ISSN in the Order Form. When there is more than one ISBN/ISSN field in the bibliographic record, you may select manually the relevant value from a drop-down menu in the Order ISBN/ISSN field.

Order Group
Optional. The Order Group is a library-defined category. For example, you may decide to use this field to categorize orders by the work-group of librarians. To save the value you have entered for Order Group and copy it to each new order form that you open, click the Save Def(aults) button.

Open Date
This is the date that the order was initiated. The date is filled in automatically by the system.

Status Date
This is the date that the status was last changed. It is filled in automatically by the system.

Order Date
This is the date that the order was sent to the vendor. It is filled in automatically by the system and the order status is changed automatically to SV.

Invoice Status "Complete"
This field only appears when an invoice line item for this order has been registered. If the invoice is complete, the checkbox is selected. If you expect to receive additional invoices for this order, the checkbox is left blank.

For incomplete invoices, the system continues to debit the remaining encumbrance from the budget until the invoice is complete. When the invoice is complete, if the invoiced amount is different from the encumbrance, the budget is debited according to the invoiced amount.

For standing orders and serial orders, the invoice status is always "non-complete".

Use this checkbox to change an existing invoice's status.

Arrival Status "Complete"
This field only appears when an arrival has been registered. If all units for this order have arrived, the checkbox is marked. If more units are expected, the checkbox is left blank.

For standing orders, the arrival status is always "non-complete".

Use this checkbox to change an existing arrival's status.

Material Type
Select the material type of the item ordered. To save the value you have entered for Material Type and copy it to each new order form that you open, click the Save Def(aults) button.

Sublibrary
Select the sublibrary to which the order belongs. To save the value you have entered for the sublibrary and to copy it to each new order form that you open, click the Save Def(aults) button.

Order Unit
Select the order unit to which the order belongs. To save the value you have entered for order unit and copy it to each new order form you open, click the Save Def(aults) button. The possible Order Units are:

Initiator-ID
If the order is for a specific initiator, enter his ID here. You may select from a list of patrons by clicking the button to the right of the field. To save the value you entered for Initiator ID and to copy it to each new order form that you open, click the Save Def(aults) button.

Initiator Name
If you entered an Initiator ID, the system will automatically fill in the Initiator Name.

Action
This field is enabled only when the Initiator ID has been entered. In this field, you may select the target action for this order. The possible actions are: To save the value you entered for this field and to copy it to each new order form that you open, click the Save Def(aults) button.

Approver ID
This field is enabled only when the Initiator ID has been entered. If there is an approver for this order for the initiator, enter his ID in this field. You may select from a list by clicking the button to the right of the field. To save the value you entered for Approver ID and to copy it to each new order form you open, click the Save Def(aults) button.

Library Note
You may enter a note of up to 200 characters. Depending on your client setup, this Note text will pop up when Material Arrival is performed.

5.3.3 Vendor Tab

When you select the Vendor tab, the following screen is displayed: Note that the Vendor Information part varies, depending on whether the order type is Monograph, Serial or Standing Order.



Vendor Code
Click and select a vendor from the Vendor List. Alternatively, type in a vendor code and press Enter. The information will be taken from the Vendor record and entered in the Vendor tab. As soon as the order is sent, the Claim Date will be filled in and calculated on the basis of the delivery type.

If your system is set to use a two-level vendor, the fields which take their defaults from the vendor record will use the relevant sublibrary/order unit sublevel vendor record, if one exists. If a sublevel vendor record does not exist, the system will use the generic record information. The sublevel can be sublibrary or order unit (depending on your system setup). To save the Vendor Code and copy it to each new order form that you open, click the Save Def(aults) button. Note that only the Vendor Code will be copied and not other information about the Vendor, such as delivery type and letter type. (Information for these fields will be taken from the Vendor record.)

Vendor Name
After you select a vendor code, the system will automatically fill in the vendor name.

Vendor Reference
The vendor may have assigned a special reference number for the material. (especially likely for serials).

Vendor Note
You may enter a note of up to 200 characters.

Vendor Contact
This is the name of the vendor contact person. The system will automatically fill in the Contact 1 field that appears in the vendor record, although you may change it. You may also choose Vendor Contact from the pull-down menu (which lists all 5 contact names that appear in the vendor record).

Order Delivery Type
This is the format in which the order is sent to the vendor. For example, the format may be a list of orders or a letter for an individual order. The system will automatically fill in the Order Delivery Type that appears in the vendor record, although you may change it. If you select LI (for List), then the Letter Type and Send Letter by fields will not appear in the window because they are no longer relevant.

Letter Type
This field is active if you select LE (for Letter) for the Order Delivery Type. For Letter Type, select the order slip that should be printed.

Send Letter by
Select the manner in which you want the order slip sent to the vendor.

Delivery Type
This is the way in which the material is sent from the vendor to your library.

Claim Date (for Monographs)
Unless you enter your own date, the system will calculate the claim date according to the material delivery type and its delay as defined in the vendor record. The system automatically enters the claim date, when the claims are opened from the claim list in Web Service Module / Menu Acquisition. If the claims are being handled manually, by clicking the 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 (for Monographs)
If you select this option, the system will send claims from the Claim list (Web Service Module / Menu Acquisition. If you do not select this option, then the only way to send a claim for this order is to manually send one by clicking the New Claim button on the Order Claim List window. To save the value you have entered for this Batch Claiming field and to copy it to each new order form that you open, click the Save Def(aults) button.

Rush
Select this option, if this is a rush order. To save the Rush indicator and copy it to each new Order form that you open, click the Save Def(aults) button. Depending on your GUI client setup, if the Rush box is checked, a notification will be displayed when Material Arrival is performed.

Subscription Start/End (for Serials and Standing Orders)
Enter the dates between which the library will be receiving the serial.

Max. Arrival Days (for Standing Order)
This is the maximum number of days that may elapse from the time you received the last volume. If you have not yet received any volumes, then this is the maximum number of days that may elapse from the time you sent the order to the vendor. A report of Standing Orders that need claims sent to the supplier may be printed. This report can be printed using the Standing Orders to Claim service in the Acquisitions Services menu. To save the value you have entered for this field and to copy it to each new order form that you open, click the Save Def(aults) button.

Budget Cycle (for Serials and Standing Orders)
This defines the cycle of annual budgets that will be encumbered for the subscription in the following way: If you enter "1", then each annual budget will be encumbered in turn. If you enter "2", then every second annual budget will be encumbered; enter "3" to encumber every third annual budget, and so on. For example, if the selected budget is BIOLOGY-2002 and the Budget Period is 2, then the BIOLOGY-2002 budget will be encumbered for the subscription, and the annual budget BIOLOGY-2003 will not be encumbered at all. The next budget that will be encumbered for the subscription is BIOLOGY-2004

Renewal Date (for Serials and Standing Orders)
This is the date by which the subscription should be renewed or cancelled.

5.3.4 Quantity and Price Tab

When you select the Quantity and Price tab, the following screen is displayed:



Order Quantity Information:


Number of Units
Enter the number of units ordered. This will be printed on the order slip. To save the value you have entered for this field and to copy it to each new order form that you open, click the Save Def(aults) button.

Unit Price
Enter the price per unit.

Total Price
If the unit price was entered, the system will automatically calculate the total price by multiplying the number of units by the unit price.

Quantity Note
This note will be printed on the order slip. You can use the note to add remarks regarding the copies or volumes you are ordering. You may enter up to 200 characters.

Create Item Records
This checkbox is only visible for monograph orders. If you want the system automatically create item records for each copy ordered of a monograph, make sure there is a check mark in the box. If you do not want item records created automatically, clear the check mark.

Item Collection
This field is only visible for monograph orders. When a new item is created and the Create Item Records checkbox is selected, you may determine the Item Collection using this menu. In the itemdef.cfg file (../etc directory), you can define defaults for items created automatically.



Estimated Price Information:


Currency
Select the currency in which you will be invoiced by the vendor. The first currency defined in the vendor record will be entered as the default. Click the arrow to select one of the vendor currencies that was defined in the Vendor Information form.

Up-to-date and extensive lists of currencies and their codes are available on the Web.

List Price
Enter an estimate of what the order will cost so that an encumbrance for the item can be debited from the budget. The price entered should be in the vendor's currency. The Total Price is automatically copied if this field is left blank.

Terms Sign and Terms Percent
The Term Percent fields of the Vendor form and the Term Percent fields of the Order form allow values of 3 digits plus two decimal places. This allows percentages to be expressed of up to 100.00%.

Final Price
Final Price = List Price +/- Terms Percent.

If the budget(s) associated with this order already have encumbrances, then if the final price is changed later, the system will change the encumbrances accordingly.

Local Price
The local price ist the price in local currency.

Notiz
You may enter up to 200 characters.

Encumber Budget
This field is only visible when adding a new order. If you want to encumber a single budget for this order, enter the budget code here. To choose from a list, click the button to the right of the field.

If you want to encumber more than one budget, do not fill in this field. Instead, use the Order Budget tab (select the Encumber node from the Order tab).

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5.4 SENDING ORDERS TO VENDORS

There are two ways in which an order may be sent to a Vendor:

5.5.0 Send Button

When you click the Send button on the Order List, the order may be printed out and then manually sent to the vendor. This will happen if the Order Delivery Type is LE (Letter) and the delivery type is PRINT or EMAIL.The order status changes automatically to SV.

For more information see the Email section in Print chapter.

5.4.2 Order List

The order will be included in a list of orders if the Order Delivery Type is LI (List). Change the order status to RSV (ready to send to vendor). The list of orders is sent later when you run the Send List of Orders to Vendor service. After running this service, the order status will become SV (sent to vendor). This function creates a file with Letters (order.<Jobnr.>L, e.g. order.0098L) and a file with e-mails (order.<Jobnr.>M, e.g. order.0098M) in the ../print directory on the server. 
JOB 000098 ORDER 2006/04/18 16:46:36 START
2006/04/18 16:46:36 POOL=B SUBLIB=ZB
2006/04/18 16:46:37 1 Letters created
2006/04/18 16:46:37 1 Emails created
JOB 000098 ORDER 2006/04/18 16:46:37 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.

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5.5 ENCUMBRANCES FOR ORDER

To encumber a budget for a specific order, select the Encumber node under the Order tab. The Order Budget screen will be displayed in the right pane.



This screen shows the budgets that will be encumbered for this order. You can assign one or more budgets to this order. In this way, several budgets can encumber various amounts toward the total sum of the order.

The Encumbrance column displays the Encumbrance Sum. The Active Amount automatically becomes zero when the invoice is registered as "complete". When the invoice is registered as "partial", the encumbrance will be reduced to the amount on the invoice.

5.5.1 Buttons

The buttons available on this screen are:

Add Budget
To assign a new budget for this order, fill in the Budget Code to Add field and click the Add Budget button.

Encumber
To indicate the amount for which a particular budget will be encumbered, highlight the budget, then enter the amount in the field called Encumbrance and click the Encumber button.

Delete Budget
To delete a budget from the list, highlight the budget and click Delete.

Balance
To view the balance of the selected budget, click Balance.

5.5.2 Fields

Budget Code to Add
This is the unique code identifying the budget. Click the arrow to the right of the field to choose from a list of budgets.

Encumbrance
This is the amount for which the highlighted budget will be encumbered. You can fill in the actual amount in this field or leave this field blank and enter a percentage of the estimated price in the Encumbrance Percent field.

Encumbrance percentage
This is the percentage of the estimated price for which the selected budget will be encumbered. If you fill in this field, then leave the Encumbrance field blank.

Estimated Cost, Local Cost and Currency
This information is for reference only; it may not be changed on this screen.

Total Encumbrance
If one or more budgets have been assigned to pay for the order, this field shows the total amount that has so far been encumbered by the budgets.

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5.6 ITEMS/SUBCRIPTIONS

You can add items to an item/subscription order, in this case, a link from the item record to the order is automatically created. To add items to specific order, select the Items/Subscription node under the Order tab.

The Item List screen will be displayed in the right upper pane for monograph orders.

The Subscription List screen will be displayed in the right upper pane for serials orders.

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5.7 DELETING ORDERS

You can delete a order, by clicking Print/Cancel and then Print Cancellation Letter To Vendor.



The order Status will be LC. The cancelled letter will always be created as an individual printout.

You can cancel also a Order by opening the Order Form and change the Order Status field. Select one of these Statuses
These statuses delete automatically the Budget encumbrance. If the status will be changed to an active status, the Budget encumbrance will be reactivate.

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5.8 DELETING ORDERS

There are two methods for deleting orders from the system:

  1. Via the Order List
    You can delete an order by selecting that order in the Order List Record form and clicking the Delete button. If there are Items/Arrivals/Claims/Invoices attached to the order, the system asks you to re-confirm the deletion.

  2. Via the New & Cancelled Order index
    This option allows deletion only for orders with statuses of: Neu; LC, VC and CNB.

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5.9 ORDER LOG

The Order Log keeps track of various order-related activities that have occurred, such as a change in the Order Status or the Next Claim Date. The Order Log List is accessible by selecting the Order Log node from the Order Tab.

5.9.1 Order Log List (upper pane)

The following buttons are available in the upper pane

Filter
You may filter the transactions in the list by means of the check boxes above the list of log transactions. It is possible to check more than one filter.

Add
You can manually add a transaction to the Subscription Log. When you click Add, the lower pane Order/Subscription Log will be displayed and you can enter the details of the new transaction.

Remove Action Date
You can remove a previously entered Action Date by selecting the relevant log transaction and clicking this button.

5.9.2 Order/Subscription Log (lower pane)

The Order/Subscription Log pane displays details relating to a transaction log highlighted in the Order/Subscription Log List in the upper pane. You can manually add a new transaction log or update details of the highlighted log.



Action Date
If you manually add a log, you can select the date for this action. An Order Log transaction with an Action Date can be retrieved by the Acquisitions service, Order Log Report.

Transaction Type
To manually add a transaction to the Order Log, select the desired type from the expand list.

There are 2 types of Serial orders and subscriptions that will never be automatically generated by the system: Note to vendor (up to 2000 characters) that will be printed out on an Order Slip and an Order List. This is in addition to the Note to Vendor (up to 100 characters) that can be entered on the Order Form. Note: The Acquisitions Order Log will include Subscription Log information only if the order number is entered in the Subscription Record. Otherwise, the Subscription transaction will be found only in the Subscription Log.

User Note
Enter here the text of your entry log.

5.10 ACTION LOG MESSAGES

The Action Log Messages can be accessed via the Administration tab.



The Action Log Messages window displays all log transactions that match transactions whose Action Date does not later than the Current Date. I.e., the Action Date is before or equal to the date on which the Log Message window was opened.

Use this function to display all transactions for the current day and earlier.

The Order button allows you to jump from a log message to its related order.

The Dismiss button allows you to dismiss the Action Date from the entry log and the entry will not be more displayed.

The Refresh button updates the entries list in the Action log.

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Go to next section (Invoices)