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[sitka/doc/acquisitions.git] / acq / acq-selection-lists.xml
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1<?xml version='1.0' encoding='UTF-8'?>\r
2<chapter xmlns="http://docbook.org/ns/docbook" xmlns:xi="http://www.w3.org/2001/XInclude"\r
3 xml:lang="EN" xmlns:xlink="http://www.w3.org/1999/xlink" version="5.0" xml:id="selection-lists">\r
4 <info>\r
5 <title>Selection Lists</title>\r
6 <legalnotice>\r
7 <para><emphasis role="bold">Adapted with permission from original material by the <link\r
8 xlink:title="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=the_acquisitions_module_ev.pdf"\r
9 xlink:href="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=the_acquisitions_module_ev.pdf">Evergreen\r
10 Community</link></emphasis></para>\r
11 </legalnotice>\r
12 \r
13 \r
14\r
15 <abstract>\r
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16 <para>Selection lists enable users to add records from a variety of sources to a single list that can be converted into a purchase order. \r
17Selection lists can also be created to keep track of items that a library wishes to purchase in the future. Staff can then create multiple purchase \r
18orders from the single selection list as funds become available to purchase the items.</para>\r
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19<para>To view your selection lists, select <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>My Selection Lists</guimenuitem></menuchoice>.</para></abstract>\r
20 \r
21\r
22 </info>\r
23\r
31063226 24\r
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25<section xml:id="selection-interface">\r
26<title>My Selection Lists Interface</title>\r
27\r
28<para>To open the the <guilabel>My Selection Lists</guilabel> interface:</para>\r
29\r
30<procedure>\r
31<step>\r
32<informalfigure>\r
33<para>Select <menuchoice><guimenu>Acquisitions</guimenu>\r
34<guimenuitem>My Selection Lists</guimenuitem></menuchoice>.</para>\r
35<para><mediaobject>\r
36<alt>screenshot of selection lists</alt>\r
37\r
38<imageobject>\r
39<imagedata fileref="media/create-selection-1.png" scalefit="0"></imagedata>\r
40</imageobject>\r
41</mediaobject></para>\r
42</informalfigure>\r
43</step>\r
44\r
45<step>\r
46<informalfigure>\r
47<para>The <guilabel>My Selection List</guilabel> interface will display.</para>\r
48<para><mediaobject>\r
49<alt>screenshot of selection lists</alt>\r
50\r
51<imageobject>\r
be7bed8a 52<imagedata fileref="media/selection-search-3.png" width="100%" scalefit="1"></imagedata>\r
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53</imageobject>\r
54</mediaobject></para>\r
55</informalfigure>\r
56</step>\r
57\r
58<step>\r
59<para>The following actions can be performed from this screen:</para>\r
60<itemizedlist>\r
61<listitem>\r
62<para>Open a selection list created by the user currently logged in.</para>\r
63</listitem>\r
64<listitem>\r
65<para><link linkend="create-selection-list">Create a Selection List</link></para>\r
66</listitem>\r
67<listitem>\r
68<para><link linkend="clone-selection-list">Clone a Selection List</link></para>\r
69</listitem>\r
70<listitem>\r
71<para><link linkend="merge-selection-list">Merge Selection Lists</link></para>\r
72</listitem>\r
73<listitem>\r
74<para><link linkend="delete-selection-list">Delete a Selection List</link></para>\r
75</listitem>\r
76</itemizedlist>\r
77</step>\r
78</procedure>\r
79\r
80<note><para>Users may see a message saying "No results." the first time they open the <guilabel>My Selection Lists</guilabel> interface.</para>\r
81<para>The <guilabel> My Selection Lists</guilabel> page is created by a search for selection lists where the owner of the list is the user currently logged into \r
82the staff client.\r
83A user's very first selection list must be created on the go by creating a \r
84<link linkend="create-add-brief-selection">brief record</link>, <link linkend="marc-federated-search">performing a MARC Federated Search</link>, \r
85or by <link linkend="marc-order-records">uploading MARC order records</link>.</para></note> \r
86\r
87</section> \r
88\r
89<section xml:id="create-selection-list">\r
31063226 90 <title>Create a Selection List</title>\r
a25bcd63 91 <para>Selection lists can be created through the <link linkend="selection-interface">My Selection Lists</link> interface. The three other areas within the module where \r
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92selection lists can be created are when you <link linkend="create-add-brief-selection">Add Brief Records</link>, <link linkend="marc-order-records">Load MARC Order Records</link> \r
93or find records through the <link linkend="marc-federated-search">MARC Federated Search</link>.\r
94In each of these interfaces, you will find the <guilabel>Add to Selection List</guilabel> field. Enter the name of the selection list you would like to create\r
95into the field.</para>\r
96\r
97<para>To create a selection list through the <guilabel>My Selection Lists</guilabel> interface:</para>\r
98\r
99<procedure>\r
100<step>\r
101<informalfigure>\r
102<para>Select <menuchoice><guimenu>Acquisitions</guimenu>\r
103<guimenuitem>My Selection Lists</guimenuitem></menuchoice>.</para>\r
104<para><mediaobject>\r
105<alt>screenshot of selection lists</alt>\r
106\r
107<imageobject>\r
108<imagedata fileref="media/create-selection-1.png" scalefit="0"></imagedata>\r
109</imageobject>\r
110</mediaobject></para>\r
111</informalfigure>\r
112\r
113<note><para>Users may see a message saying "No results." the first time they go to <menuchoice><guimenu>Acquisitions</guimenu>\r
114<guimenuitem>My Selection Lists</guimenuitem></menuchoice>.</para>\r
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115<para>The <guilabel> My Selection Lists</guilabel> page is created by a search for selection lists where the owner of the list is the user currently logged into \r
116the staff client.\r
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117A user's very first selection list must be created on the go by creating a \r
118<link linkend="create-add-brief-selection">brief record</link>, <link linkend="marc-federated-search">performing a MARC Federated Search</link>, \r
119or by <link linkend="marc-order-records">uploading MARC order records</link>.</para></note> \r
120</step>\r
121\r
122<step>\r
123<informalfigure>\r
124<para>Click <guibutton>New Selection List</guibutton>.</para>\r
125<para><mediaobject>\r
126<alt>screenshot of selection lists</alt>\r
127\r
128<imageobject>\r
129<imagedata fileref="media/create-selection-2.png" scalefit="0"></imagedata>\r
130</imageobject>\r
131</mediaobject></para>\r
132</informalfigure>\r
133</step>\r
134\r
135<step>\r
136<informalfigure>\r
137<para>Enter the name of the selection list in the box that appears and click <guibutton>Create</guibutton>.</para>\r
138<para><mediaobject>\r
139<alt>screenshot of selection lists</alt>\r
140\r
141<imageobject>\r
be7bed8a 142<imagedata fileref="media/create-selection-3.png" width="100%" scalefit="1"></imagedata>\r
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143</imageobject>\r
144</mediaobject></para>\r
145</informalfigure>\r
146</step>\r
147\r
148<step>\r
149<informalfigure>\r
150<para>Your new selection list will display in the list.</para>\r
151<para><mediaobject>\r
152<alt>screenshot of selection lists</alt>\r
153\r
154<imageobject>\r
be7bed8a 155 <imagedata fileref="media/create-selection-new-1.png" width="100%" scalefit="1"></imagedata>\r
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156</imageobject>\r
157</mediaobject></para>\r
158</informalfigure>\r
159</step>\r
160\r
161</procedure>\r
162</section>\r
163\r
164\r
165<section xml:id="add-selection-list">\r
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166<title>Add Line Items to a Selection List</title>\r
167<para>You can add line items to a selection list in one of six ways: <link linkend="add-brief-selection">Add a Brief Record</link>; \r
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168<link linkend="lineitem-catalogue-search">Search for Line Items and Catalogue Records</link>; \r
169<link linkend="marc-order-records">Load MARC Order Records</link>; add records through a <link linkend="marc-federated-search">MARC Federated Search</link>; \r
170<link linkend="catalog-record-ids">Load Catalog Record IDs</link>; or use the <link linkend="view-place-orders">View/Place Orders</link> action in the catalogue.</para>\r
171\r
bee42254 172<note><para>Some of these methods for adding records to selection lists cause the system to create a selection list called <guilabel>Unnamed</guilabel>.\r
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173This selection list contains any items that were not selected and added to a selection list from a the results of MARC federated search, an upload of catalogue \r
174record IDs, or an upload of MARC records. This list can safely be ignored. It is possible to delete the list, but the system will recreate it as needed.</para></note>\r
175\r
176</section>\r
177\r
178\r
179 <section xml:id="clone-selection-list">\r
180 <title>Clone a Selection List</title>\r
181\r
eb014166 182 \r
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183<para>Cloning selection lists enables you to duplicate selection lists. You can maintain both copies of the list, or you can delete the original list.</para>\r
184\r
185\r
186<procedure>\r
187<step>\r
188<informalfigure>\r
189<para>Select <menuchoice><guimenu>Acquisitions</guimenu>\r
190<guimenuitem>My Selection Lists</guimenuitem></menuchoice>.</para>\r
191<para><mediaobject>\r
192<alt>screenshot of selection lists</alt>\r
193\r
194<imageobject>\r
195<imagedata fileref="media/create-selection-1.png" scalefit="0"></imagedata>\r
196</imageobject>\r
197</mediaobject></para>\r
198</informalfigure>\r
199</step>\r
200\r
201<step>\r
202<informalfigure>\r
fd69e6ac 203<para>Check the box adjacent to the list you would like to clone and click <guibutton>Clone Selected</guibutton>.</para>\r
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204<para><mediaobject>\r
205<alt>screenshot of selection lists</alt>\r
206\r
207<imageobject>\r
be7bed8a 208 <imagedata fileref="media/clone-selection-1.png" scalefit="0"></imagedata>\r
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209</imageobject>\r
210</mediaobject></para>\r
211</informalfigure>\r
212</step>\r
213\r
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214\r
215<step>\r
216<informalfigure>\r
217<para>Enter a name for your new selection list into the box that appears and click <guibutton>Clone</guibutton>.</para>\r
218<para><mediaobject>\r
219<alt>screenshot of selection lists</alt>\r
220\r
221<imageobject>\r
222<imagedata fileref="media/clone-selection-3.png" scalefit="0"></imagedata>\r
223</imageobject>\r
224</mediaobject></para>\r
225</informalfigure>\r
226</step>\r
227\r
228<step>\r
229<informalfigure>\r
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230<para>Your cloned selection list will display in the list. The cloned selection list contains all the line items of the original list without any copy \r
231information.</para>\r
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232<para><mediaobject>\r
233<alt>screenshot of selection lists</alt>\r
234\r
235<imageobject>\r
236<imagedata fileref="media/clone-selection-4.png" scalefit="0"></imagedata>\r
237</imageobject>\r
238</mediaobject></para>\r
239</informalfigure>\r
240</step>\r
241</procedure>\r
242</section>\r
243\r
244\r
245 <section xml:id="merge-selection-list">\r
246 <title>Merge Selection Lists</title>\r
87680c4f 247 <para>Two or more selection lists can be merged into one list.</para> \r
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248\r
249<note><para>This function can also be used to re-name selection lists. To rename a selection list merge it into a new list that has the new name.</para></note>\r
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250\r
251<procedure>\r
252<step>\r
253<informalfigure>\r
254<para>Select <menuchoice><guimenu>Acquisitions</guimenu>\r
255<guimenuitem>My Selection Lists</guimenuitem></menuchoice>.</para>\r
256<para><mediaobject>\r
257<alt>screenshot of selection lists</alt>\r
258\r
259<imageobject>\r
260<imagedata fileref="media/create-selection-1.png" scalefit="0"></imagedata>\r
261</imageobject>\r
262</mediaobject></para>\r
263</informalfigure>\r
264</step>\r
265\r
266<step>\r
267<informalfigure>\r
fd69e6ac 268<para>Check the boxes adjacent to the selection lists that you would like to merge together and click <guibutton>Merge Selected</guibutton>.</para>\r
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269<para><mediaobject>\r
270<alt>screenshot of selection lists</alt>\r
271\r
272<imageobject>\r
be7bed8a 273<imagedata fileref="media/merge-selection-2.png" scalefit="0"></imagedata>\r
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274</imageobject>\r
275</mediaobject></para>\r
276</informalfigure>\r
277</step>\r
278\r
279<step>\r
280<informalfigure>\r
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281<para>Choose the <guilabel>Lead Selection List</guilabel> from the drop down menu. This is the list to which the items \r
282on the other list(s) will be transferred.</para>\r
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283<para><mediaobject>\r
284<alt>screenshot of selection lists</alt>\r
285\r
286<imageobject>\r
be7bed8a 287<imagedata fileref="media/merge-selection-3.png" scalefit="0"></imagedata>\r
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288</imageobject>\r
289</mediaobject></para>\r
290</informalfigure>\r
291</step>\r
292\r
293<step>\r
294<informalfigure>\r
295<para>Click <guibutton>Merge</guibutton>.</para>\r
296<para><mediaobject>\r
297<alt>screenshot of selection lists</alt>\r
298\r
299<imageobject>\r
be7bed8a 300<imagedata fileref="media/merge-selection-4.png" scalefit="0"></imagedata>\r
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301</imageobject>\r
302</mediaobject></para>\r
303</informalfigure>\r
304</step>\r
305\r
306<step>\r
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307<para>The entry count for the lead selection list will increase to reflect the total number of line items now on the list. The list(s) that were merged into the lead \r
308selection list will no longer display in the list.</para>\r
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309</step>\r
310</procedure>\r
311</section>\r
312\r
313\r
314 <section xml:id="delete-selection-list">\r
315 <title>Delete a Selection List</title>\r
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316 <para>Selection lists that are no longer needed can be deleted.</para>\r
317<para>Deleting a selection list deletes any line items not attached to a purchase order.</para>\r
31063226 318\r
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319<caution><para>At present there is no message asking for confirmation that you wish to delete the selection list. Please ensure that you truly wish to delete \r
320your selection list before clicking <guilabel>Delete Selected</guilabel>.</para></caution>\r
321\r
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322\r
323<procedure>\r
324<step>\r
325<informalfigure>\r
326<para>Select <menuchoice><guimenu>Acquisitions</guimenu>\r
327<guimenuitem>My Selection Lists</guimenuitem></menuchoice>.</para>\r
328<para><mediaobject>\r
329<alt>screenshot of selection lists</alt>\r
330\r
331<imageobject>\r
332<imagedata fileref="media/create-selection-1.png" scalefit="0"></imagedata>\r
333</imageobject>\r
334</mediaobject></para>\r
335</informalfigure>\r
336</step>\r
337\r
338<step>\r
339<informalfigure>\r
fd69e6ac 340<para>Check the box(es) adjacent to the selection list(s) that you would like to delete and click <guibutton>Delete Selected</guibutton>.</para>\r
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341<para><mediaobject>\r
342<alt>screenshot of selection lists</alt>\r
343\r
344<imageobject>\r
345<imagedata fileref="media/deletion-selection-1.png" scalefit="0"></imagedata>\r
346</imageobject>\r
347</mediaobject></para>\r
348</informalfigure>\r
349</step>\r
350\r
351<step>\r
352<informalfigure>\r
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353<para>Your selection list will be deleted from the list.</para>\r
354<para><mediaobject>\r
355<alt>screenshot of selection lists</alt>\r
356\r
357<imageobject>\r
358<imagedata fileref="media/deletion-selection-3.png" scalefit="0"></imagedata>\r
359</imageobject>\r
360</mediaobject></para>\r
361</informalfigure>\r
362</step>\r
363</procedure>\r
364</section>\r
365\r
366\r
367 <section xml:id="mark-ready-selector">\r
368 <title>Mark Ready for Selector</title>\r
369<para>This step is optional but may be useful to individual workflows.</para>\r
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370<para>After an item has been added to a selection list it can be marked ready for the\r
371 selector.</para> \r
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372\r
373<procedure>\r
374<step>\r
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375<para>Open the selection list that contains the line items you would like to <guilabel>Mark Ready\r
376 for Selector</guilabel>.</para>\r
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377</step>\r
378\r
379<step>\r
380<informalfigure>\r
381<para>If you wish to <guilabel>Mark Ready</guilabel> only selected list items, check the boxes adjacent to those line items.</para>\r
382<para><mediaobject>\r
383<alt>screenshot of selection lists</alt>\r
384\r
385<imageobject>\r
adde0672 386<imagedata fileref="media/mark-selector-selection-1.png" width="100%" scalefit="1"></imagedata>\r
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387</imageobject>\r
388</mediaobject></para>\r
389</informalfigure>\r
390</step>\r
391\r
392<step>\r
393<informalfigure>\r
394<para>Select <menuchoice><guimenu>Actions</guimenu>\r
395<guimenuitem>Mark Ready for Selector</guimenuitem></menuchoice>.</para>\r
396<para><mediaobject>\r
397<alt>screenshot of selection lists</alt>\r
398\r
399<imageobject>\r
400<imagedata fileref="media/mark-selector-selection-2.png" scalefit="0"></imagedata>\r
401</imageobject>\r
402</mediaobject></para>\r
403</informalfigure>\r
404</step>\r
405\r
406<step>\r
407<informalfigure>\r
408<para>A pop up box will appear. Choose to either <guilabel>Mark selected</guilabel> line items or <guilabel>Mark all</guilabel> line items.</para>\r
409<para><mediaobject>\r
410<alt>screenshot of selection lists</alt>\r
411\r
412<imageobject>\r
413<imagedata fileref="media/mark-selector-selection-3.png" scalefit="0"></imagedata>\r
414</imageobject>\r
415</mediaobject></para>\r
416</informalfigure>\r
417</step>\r
418\r
419<step>\r
420<informalfigure>\r
421<para>Click <guibutton>Go</guibutton>.</para>\r
422<para><mediaobject>\r
423<alt>screenshot of selection lists</alt>\r
424\r
425<imageobject>\r
426<imagedata fileref="media/mark-selector-selection-4.png" scalefit="0"></imagedata>\r
427</imageobject>\r
428</mediaobject></para>\r
429</informalfigure>\r
430</step>\r
431\r
432<step>\r
433<informalfigure>\r
434<para>The screen will refresh. The marked line item(s) will be highlighted light pink and the status will have changed to <guilabel>selector-ready</guilabel>.</para>\r
435<para><mediaobject>\r
436<alt>screenshot of selection lists</alt>\r
437\r
438<imageobject>\r
adde0672 439 <imagedata fileref="media/mark-selector-selection-5.png" width="100%" scalefit="1"></imagedata>\r
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440</imageobject>\r
441</mediaobject></para>\r
442</informalfigure>\r
443</step>\r
444</procedure>\r
445</section>\r
446\r
447\r
448 <section xml:id="convert-selection-list">\r
449 <title>Convert a Selection List to a Purchase Order</title>\r
450 <para>When a selection list is finished it can be converted to a purchase order through the <guimenu>Actions</guimenu> menu.</para>\r
ce782a6f 451<note><para>It is possible to convert particular line items on a selection list into a purchase order, rather than converting the entire selection list.</para></note>\r
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452\r
453\r
454<procedure>\r
455\r
456<step>\r
457<para>Open the selection list that you would like to convert to a purchase order.</para>\r
458</step>\r
459\r
460<step>\r
461<informalfigure>\r
462<para>Select <menuchoice><guimenu>Actions</guimenu>\r
463<guimenuitem>Create Purchase Order</guimenuitem></menuchoice>.</para>\r
464<para><mediaobject>\r
465<alt>screenshot of selection lists</alt>\r
466\r
467<imageobject>\r
468<imagedata fileref="media/convert-selection-1.png" scalefit="0"></imagedata>\r
469</imageobject>\r
470</mediaobject></para>\r
471</informalfigure>\r
472</step>\r
473\r
474<step>\r
475<informalfigure>\r
476<para>A pop up box will appear.</para>\r
477<para><mediaobject>\r
478<alt>screenshot of selection lists</alt>\r
479\r
480<imageobject>\r
481<imagedata fileref="media/convert-selection-2.png" scalefit="0"></imagedata>\r
482</imageobject>\r
483</mediaobject></para>\r
484</informalfigure>\r
485</step>\r
486\r
487<step>\r
488<informalfigure>\r
489<para>Select the <guimenuitem>Ordering Agency</guimenuitem> from the drop down menu.</para>\r
490<para><mediaobject>\r
491<alt>screenshot of selection lists</alt>\r
492\r
493<imageobject>\r
494<imagedata fileref="media/convert-selection-3.png" scalefit="0"></imagedata>\r
495</imageobject>\r
496</mediaobject></para>\r
497</informalfigure>\r
498</step>\r
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499 \r
500<step>\r
501 <informalfigure>\r
502 <para>Enter the Name for the <guilabel>Purchase Order</guilabel>. This field is optional.</para>\r
503 <para><mediaobject>\r
504 <alt>screenshot of selection lists</alt>\r
505 <imageobject>\r
506 <imagedata fileref="media/convert-selection-9.png" scalefit="0"></imagedata>\r
507 </imageobject>\r
508 </mediaobject></para>\r
509 </informalfigure>\r
510 </step> \r
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511\r
512<step>\r
513<informalfigure>\r
514<para>Enter the code for the <guilabel>provider</guilabel>. This field will auto-complete as you type.</para>\r
515<para><mediaobject>\r
516<alt>screenshot of selection lists</alt>\r
517\r
518<imageobject>\r
519<imagedata fileref="media/convert-selection-4.png" scalefit="0"></imagedata>\r
520</imageobject>\r
521</mediaobject></para>\r
522</informalfigure>\r
523</step>\r
524\r
525\r
526<step>\r
527<informalfigure>\r
528<para>If prepayment is required, check the box adjacent to <guilabel>Prepayment Required</guilabel>.</para>\r
529<para><mediaobject>\r
530<alt>screenshot of selection lists</alt>\r
531\r
532<imageobject>\r
533<imagedata fileref="media/convert-selection-5.png" scalefit="0"></imagedata>\r
534</imageobject>\r
535</mediaobject></para>\r
536</informalfigure>\r
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537<tip><para>If prepayment is always required for a specific provider, your acquisitions administrator can set this in the provider's profile so it is automatically \r
538selected when you enter the provider code.</para>\r
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539</tip>\r
540</step>\r
541\r
542<step>\r
543<informalfigure>\r
80f5a45d 544<para>Choose to either add <guilabel>All Lineitems</guilabel> or <guilabel>Selected Lineitems</guilabel> to the purchase order.</para>\r
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545<para><mediaobject>\r
546<alt>screenshot of selection lists</alt>\r
547\r
548<imageobject>\r
549<imagedata fileref="media/convert-selection-6.png" scalefit="0"></imagedata>\r
550</imageobject>\r
551</mediaobject></para>\r
552</informalfigure>\r
553</step>\r
554\r
555<step>\r
556<informalfigure>\r
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557<para>Check the box adjacent to <guilabel>Import Bibs and Create Copies</guilabel> if you wish to import them at this time.</para>\r
558\r
559<para>If not previously selected bibliographic items will be imported and copies created when the purchase order is activated.</para>\r
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560<para><mediaobject>\r
561<alt>screenshot of selection lists</alt>\r
562\r
563<imageobject>\r
564<imagedata fileref="media/convert-selection-7.png" scalefit="0"></imagedata>\r
565</imageobject>\r
566</mediaobject></para>\r
567</informalfigure>\r
568</step>\r
569\r
570<step>\r
571<informalfigure>\r
572<para>Click <guibutton>Submit</guibutton>.</para>\r
573<para><mediaobject>\r
574<alt>screenshot of selection lists</alt>\r
575\r
576<imageobject>\r
577<imagedata fileref="media/convert-selection-8.png" scalefit="0"></imagedata>\r
578</imageobject>\r
579</mediaobject></para>\r
580</informalfigure>\r
581</step>\r
582\r
583<step>\r
b5544d70 584<para>If <guilabel> Import Bibs and Create Copies</guilabel> box was checked the import interface will open. See \r
fd69e6ac 585<link linkend="load-bib-vandelay">Vandelay Interface</link> for more information. Otherwise, your purchase order will be created and open in the same \r
b5544d70 586tab.</para>\r
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587</step>\r
588</procedure>\r
589</section>\r
590\r
419dd28b 591 \r
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592 \r
593</chapter>\r