XML error fixed.
[sitka/doc/acquisitions.git] / admin / admin-acqadditional.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="admin-acqadditional">\r
4 <info>\r
5 <title>Acquisitions Module Additional Administrative Settings</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=administration_functions_in_the_acquistions_module_ev.pdf"\r
9 xlink:href="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=administration_functions_in_the_acquistions_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>This chapter covers additional administrative settings that libraries can choose to use including distribution formulas, line item alerts, and the \r
17ability to make on-order records OPAC invisible.</para></abstract>\r
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18 \r
19\r
20 </info>\r
21\r
22\r
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23<section xml:id="distribution-formulas">\r
24<title>Distribution Formulas</title>\r
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25<para>Distribution formulas are intented for use in multi-branch systems to specify the number of copies that should be distributed to specific branches. The formulas\r
26are also used for all libraries as line item templates with the batch updater on purchase orders. Formulas can be created and reused as needed.</para>\r
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27\r
28<para><link linkend="create-distribution-formula">Create a Distribution Formula</link></para>\r
29<para><link linkend="edit-distribution-formula">Edit a Distribution Formula</link></para>\r
30<para><link linkend="clone-distribution-formula">Clone a Distribution Formula</link></para>\r
31<para><link linkend="edit-distribution-name">Edit the Name of a Distribution Formula</link></para>\r
32\r
33<simplesect xml:id="create-distribution-formula">\r
34<title>Create a Distribution Formula</title>\r
35\r
36<procedure>\r
37<step>\r
38<informalfigure>\r
39<para>Select <menuchoice><guimenu>Admin</guimenu>\r
40<guisubmenu>Server Administration</guisubmenu>\r
41<guisubmenu>Acquisitions</guisubmenu>\r
42<guimenuitem>Distribution Formulas</guimenuitem></menuchoice>.</para>\r
43<para><mediaobject>\r
44<alt>screenshot of distribution formula</alt>\r
45\r
46<imageobject>\r
47<imagedata fileref="media/create-distribution-formula-1.png" scalefit="0"></imagedata>\r
48</imageobject>\r
49</mediaobject></para>\r
50</informalfigure>\r
51</step>\r
52\r
53<step>\r
54<informalfigure>\r
55<para>Click <guibutton>New Formula</guibutton>.</para>\r
56<para><mediaobject>\r
57<alt>screenshot of distribution formula</alt>\r
58\r
59<imageobject>\r
60<imagedata fileref="media/create-distribution-formula-2.png" scalefit="0"></imagedata>\r
61</imageobject>\r
62</mediaobject></para>\r
63</informalfigure>\r
64</step>\r
65\r
66<step>\r
67<informalfigure>\r
68<para>Enter a <guilabel>Formula name</guilabel>. There is no limit to the number of characters that can be entered in this field.</para>\r
69<para><mediaobject>\r
70<alt>screenshot of distribution formula</alt>\r
71\r
72<imageobject>\r
73<imagedata fileref="media/create-distribution-formula-3.png" scalefit="0"></imagedata>\r
74</imageobject>\r
75</mediaobject></para>\r
76</informalfigure>\r
77</step>\r
78\r
79<step>\r
80<para>Choose a <guilabel>Formula Owner</guilabel>. The formula owner indicates the organizational units whose staff can use this formula.</para>\r
81</step>\r
82\r
83<step>\r
d148544f 84<para>Ignore the <guilabel>Skip Count</guilabel> field. It has no purpose in 2.4.</para>\r
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85</step>\r
86\r
87<step>\r
88<informalfigure>\r
89<para>Click <guibutton>Save</guibutton>.</para>\r
90<para><mediaobject>\r
91<alt>screenshot of distribution formula</alt>\r
92\r
93<imageobject>\r
94<imagedata fileref="media/create-distribution-formula-4.png" scalefit="0"></imagedata>\r
95</imageobject>\r
96</mediaobject></para>\r
97</informalfigure>\r
98</step>\r
99\r
100<step>\r
101<informalfigure>\r
102<para>Click <guibutton>New Entry</guibutton>.</para>\r
d148544f 103<para>Each entry represents a copy.</para>\r
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104<para><mediaobject>\r
105<alt>screenshot of distribution formula</alt>\r
106\r
107<imageobject>\r
108<imagedata fileref="media/create-distribution-formula-5.png" scalefit="0"></imagedata>\r
109</imageobject>\r
110</mediaobject></para>\r
111</informalfigure>\r
112</step>\r
113\r
114<step>\r
115<informalfigure>\r
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116<para>Create your distribution formula/line item template using a combination of the following fields:</para>\r
117<itemizedlist>\r
118<listitem>\r
119<para>Owning Library</para>\r
120</listitem>\r
121<listitem>\r
122<para>Copy Location</para>\r
123</listitem>\r
124<listitem>\r
125<para>Fund</para>\r
126</listitem>\r
127<listitem>\r
128<para>Circ Modifier</para>\r
129</listitem>\r
130<listitem>\r
131<para>Collection Code</para>\r
132</listitem>\r
133</itemizedlist>\r
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134<para><mediaobject>\r
135<alt>screenshot of distribution formula</alt>\r
136\r
137<imageobject>\r
138<imagedata fileref="media/create-distribution-formula-6.png" scalefit="0"></imagedata>\r
139</imageobject>\r
140</mediaobject></para>\r
141</informalfigure>\r
142</step>\r
143\r
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144\r
145<step>\r
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146<para>In the <guilabel>Item Count</guilabel> field, enter the number of copies that should be added to the branch.</para>\r
147<para>You can enter the number or use the arrows on \r
e81dc611 148the right side of the field.</para>\r
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149</step>\r
150\r
151<step>\r
152<informalfigure>\r
153<para>Click <guibutton>Apply Changes</guibutton>. The screen will reload.</para>\r
154<para><mediaobject>\r
155<alt>screenshot of distribution formula</alt>\r
156\r
157<imageobject>\r
158<imagedata fileref="media/create-distribution-formula-9.png" scalefit="0"></imagedata>\r
159</imageobject>\r
160</mediaobject></para>\r
161</informalfigure>\r
162</step>\r
163\r
164<step>\r
d148544f 165<para>For multi-branch libraries, repeat steps 7 through 11 to add copies for as many branches as you require.</para>\r
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166</step>\r
167\r
168<step>\r
169<informalfigure>\r
170<para>To view the changes to your formula, select <menuchoice><guimenu>Admin</guimenu>\r
171<guisubmenu>Server Administration</guisubmenu>\r
172<guisubmenu>Acquisitions</guisubmenu>\r
173<guimenuitem>Distribution Formulas</guimenuitem></menuchoice>. The item count will reflect the entries to your distribution formula.</para>\r
174<para><mediaobject>\r
175<alt>screenshot of distribution formula</alt>\r
176\r
177<imageobject>\r
178<imagedata fileref="media/create-distribution-formula-11.png" scalefit="0"></imagedata>\r
179</imageobject>\r
180</mediaobject></para>\r
181</informalfigure>\r
182</step>\r
183</procedure>\r
184</simplesect>\r
185\r
186<simplesect xml:id="edit-distribution-formula">\r
187<title>Edit a Distribution Formula</title>\r
188\r
189<procedure>\r
190<step>\r
191<informalfigure>\r
192<para>Select <menuchoice><guimenu>Admin</guimenu>\r
193<guisubmenu>Server Administration</guisubmenu>\r
194<guisubmenu>Acquisitions</guisubmenu>\r
195<guimenuitem>Distribution Formulas</guimenuitem></menuchoice>.</para>\r
196<para><mediaobject>\r
197<alt>screenshot of distribution formula</alt>\r
198\r
199<imageobject>\r
200<imagedata fileref="media/create-distribution-formula-1.png" scalefit="0"></imagedata>\r
201</imageobject>\r
202</mediaobject></para>\r
203</informalfigure>\r
204</step>\r
205\r
206<step>\r
207<informalfigure>\r
208<para>Click on the hyperlinked name of the formula you would like to edit.</para>\r
209<para><mediaobject>\r
210<alt>screenshot of distribution formula</alt>\r
211\r
212<imageobject>\r
213<imagedata fileref="media/edit-distribution-formula-1.png" scalefit="0"></imagedata>\r
214</imageobject>\r
215</mediaobject></para>\r
216</informalfigure>\r
217</step>\r
218\r
219<step>\r
220<informalfigure>\r
221<para>At this screen you can add a new entry, edit an existing entry using the drop down menus, or delete an existing entry using the red X beside the entry you wish \r
222to delete. If you click and hold the three dots you are able to reorder your list.</para>\r
223<tip><para>When using a distribution formula the system will start at the top of the list and work down the list until it runs out of copies. For example, if you are \r
224ordering five copies of a title and you apply a distribution formula with entries for seven branches (1 copy each), only the first five branches will receive \r
225copies.</para></tip>\r
226<para><mediaobject>\r
227<alt>screenshot of distribution formula</alt>\r
228\r
229<imageobject>\r
230<imagedata fileref="media/edit-distribution-formula-2.png" scalefit="0"></imagedata>\r
231</imageobject>\r
232</mediaobject></para>\r
233</informalfigure>\r
234</step> \r
235\r
236<step>\r
237<informalfigure>\r
238<para>Click <guibutton>Apply Changes</guibutton> after you have made your changes.</para>\r
239<para><mediaobject>\r
240<alt>screenshot of distribution formula</alt>\r
241\r
242<imageobject>\r
243<imagedata fileref="media/edit-distribution-formula-3.png" scalefit="0"></imagedata>\r
244</imageobject>\r
245</mediaobject></para>\r
246</informalfigure>\r
247</step>\r
248</procedure>\r
249</simplesect>\r
250\r
251<simplesect xml:id="clone-distribution-formula">\r
252<title>Clone a Distribution Formula</title>\r
253\r
254<procedure>\r
255<step>\r
256<informalfigure>\r
257<para>Select <menuchoice><guimenu>Admin</guimenu>\r
258<guisubmenu>Server Administration</guisubmenu>\r
259<guisubmenu>Acquisitions</guisubmenu>\r
260<guimenuitem>Distribution Formulas</guimenuitem></menuchoice>.</para>\r
261<para><mediaobject>\r
262<alt>screenshot of distribution formula</alt>\r
263\r
264<imageobject>\r
265<imagedata fileref="media/create-distribution-formula-1.png" scalefit="0"></imagedata>\r
266</imageobject>\r
267</mediaobject></para>\r
268</informalfigure>\r
269</step>\r
270\r
271<step>\r
272<informalfigure>\r
273<para>Check the box adjacent to the formula you wish to clone and click <guibutton>Clone Selected</guibutton>.</para>\r
274<para><mediaobject>\r
275<alt>screenshot of distribution formula</alt>\r
276\r
277<imageobject>\r
278<imagedata fileref="media/clone-distribution-formula-1.png" scalefit="0"></imagedata>\r
279</imageobject>\r
280</mediaobject></para>\r
281</informalfigure>\r
282</step>\r
283\r
284<step>\r
285<informalfigure>\r
286<para>Make the necessary changes to your cloned formula and click <guibutton>Apply Changes</guibutton>.</para>\r
287<para><mediaobject>\r
288<alt>screenshot of distribution formula</alt>\r
289\r
290<imageobject>\r
291<imagedata fileref="media/clone-distribution-formula-2.png" scalefit="0"></imagedata>\r
292</imageobject>\r
293</mediaobject></para>\r
294</informalfigure>\r
295</step>\r
296</procedure>\r
297\r
298</simplesect>\r
299\r
300<simplesect xml:id="edit-distribution-name">\r
301<title>Edit the Name of a Distribution Formula</title>\r
302\r
303<procedure>\r
304<step>\r
305<informalfigure>\r
306<para>Select <menuchoice><guimenu>Admin</guimenu>\r
307<guisubmenu>Server Administration</guisubmenu>\r
308<guisubmenu>Acquisitions</guisubmenu>\r
309<guimenuitem>Distribution Formulas</guimenuitem></menuchoice>.</para>\r
310<para><mediaobject>\r
311<alt>screenshot of distribution formula</alt>\r
312\r
313<imageobject>\r
314<imagedata fileref="media/create-distribution-formula-1.png" scalefit="0"></imagedata>\r
315</imageobject>\r
316</mediaobject></para>\r
317</informalfigure>\r
318</step>\r
319\r
320<step>\r
321<informalfigure>\r
322<para>Double-click on the line you would like to edit. A pop-up box will appear.</para>\r
323<para><mediaobject>\r
324<alt>screenshot of distribution formula</alt>\r
325\r
326<imageobject>\r
327<imagedata fileref="media/name-distribution-formula-1.png" scalefit="0"></imagedata>\r
328</imageobject>\r
329</mediaobject></para>\r
330</informalfigure>\r
331</step>\r
332\r
333<step>\r
334<informalfigure>\r
335<para>Change the name and click <guibutton>Save</guibutton>.</para>\r
336<para><mediaobject>\r
337<alt>screenshot of distribution formula</alt>\r
338\r
339<imageobject>\r
340<imagedata fileref="media/name-distribution-formula-2.png" scalefit="0"></imagedata>\r
341</imageobject>\r
342</mediaobject></para>\r
343</informalfigure>\r
344</step>\r
345</procedure>\r
346\r
347<para>OR</para>\r
348\r
349<procedure>\r
350<step>\r
351<informalfigure>\r
352<para>Select <menuchoice><guimenu>Admin</guimenu>\r
353<guisubmenu>Server Administration</guisubmenu>\r
354<guisubmenu>Acquisitions</guisubmenu>\r
355<guimenuitem>Distribution Formulas</guimenuitem></menuchoice>.</para>\r
356<para><mediaobject>\r
357<alt>screenshot of distribution formula</alt>\r
358\r
359<imageobject>\r
360<imagedata fileref="media/create-distribution-formula-1.png" scalefit="0"></imagedata>\r
361</imageobject>\r
362</mediaobject></para>\r
363</informalfigure>\r
364</step>\r
365\r
366<step>\r
367<informalfigure>\r
368<para>Click on the hyperlinked name of the formula you would like to edit.</para>\r
369<para><mediaobject>\r
370<alt>screenshot of distribution formula</alt>\r
371\r
372<imageobject>\r
373<imagedata fileref="media/edit-distribution-formula-1.png" scalefit="0"></imagedata>\r
374</imageobject>\r
375</mediaobject></para>\r
376</informalfigure>\r
377</step>\r
378\r
379<step>\r
380<informalfigure>\r
381<para>In the top left hand corner of the screen, click on the large hyperlinked name of your formula.</para>\r
382<para><mediaobject>\r
383<alt>screenshot of distribution formula</alt>\r
384\r
385<imageobject>\r
386<imagedata fileref="media/name-distribution-formula-3.png" scalefit="0"></imagedata>\r
387</imageobject>\r
388</mediaobject></para>\r
389</informalfigure>\r
390</step>\r
391\r
392<step>\r
393<informalfigure>\r
394<para>In the pop-up box that appears change the name and click <guibutton>OK</guibutton>.</para>\r
395<para><mediaobject>\r
396<alt>screenshot of distribution formula</alt>\r
397\r
398<imageobject>\r
399<imagedata fileref="media/name-distribution-formula-4.png" scalefit="0"></imagedata>\r
400</imageobject>\r
401</mediaobject></para>\r
402</informalfigure>\r
403</step>\r
404</procedure>\r
405\r
406</simplesect>\r
407\r
408\r
409</section>\r
410\r
411<section xml:id="create-lineitem-alert">\r
412<title>Create a Line Item Alert</title>\r
413\r
414<para>Line item alerts are predefined text that can be added to line items on selection lists or purchase orders. Alerts can assist staff in the processing \r
415and cataloguing of items by alerting staff to the correct collection for the item or directing the item to a particular department. You can define the alerts from \r
416which the staff can choose. Line item alerts in appear in a pop up box when the line item, or any of its copies, are marked as received.</para>\r
417\r
418<procedure>\r
419<step>\r
420<informalfigure>\r
421<para>Select <menuchoice><guimenu>Admin</guimenu>\r
422<guisubmenu>Server Administration</guisubmenu>\r
423<guisubmenu>Acquisitions</guisubmenu>\r
424<guimenuitem>Line Item Alerts</guimenuitem></menuchoice>.</para>\r
425<para><mediaobject>\r
426<alt>screenshot of line item alert</alt>\r
427\r
428<imageobject>\r
429<imagedata fileref="media/create-litem-alert-1.png" scalefit="0"></imagedata>\r
430</imageobject>\r
431</mediaobject></para>\r
432</informalfigure>\r
433</step>\r
434\r
435<step>\r
436<informalfigure>\r
437<para>Click <guibutton>New Line Item Alert Text</guibutton>.</para>\r
438<para><mediaobject>\r
439<alt>screenshot of line item alert</alt>\r
440\r
441<imageobject>\r
442<imagedata fileref="media/create-litem-alert-2.png" scalefit="0"></imagedata>\r
443</imageobject>\r
444</mediaobject></para>\r
445</informalfigure>\r
446</step>\r
447\r
448<step>\r
449<informalfigure>\r
450<para>Create a code for your alert. There is no limit to the number of characters that can be entered in this field.</para>\r
451<para><mediaobject>\r
452<alt>screenshot of line item alert</alt>\r
453\r
454<imageobject>\r
455<imagedata fileref="media/create-litem-alert-3.png" scalefit="0"></imagedata>\r
456</imageobject>\r
457</mediaobject></para>\r
458</informalfigure>\r
459</step>\r
460\r
461<step>\r
462<para>Create a description of your alert. There is no limit to the number of characters that can be entered in this field.</para>\r
463</step>\r
464\r
465<step>\r
466<para>Select an owning library from the drop down menu. The owning library indicates the organizational unit(s) whose staff can use this alert.</para>\r
467</step>\r
468\r
469<step>\r
470<informalfigure>\r
471<para>Click <guibutton>Save</guibutton>.</para>\r
472<para><mediaobject>\r
473<alt>screenshot of line item alert</alt>\r
474\r
475<imageobject>\r
476<imagedata fileref="media/create-litem-alert-4.png" scalefit="0"></imagedata>\r
477</imageobject>\r
478</mediaobject></para>\r
479</informalfigure>\r
480</step>\r
481</procedure>\r
482\r
483</section>\r
484\r
485<section xml:id="onorder-OPAC-invisible">\r
486<title>How to Make Your On-order Records OPAC Invisible</title>\r
487\r
488<para>Once bibliographic records and copies are loaded they are visible to patrons in the OPAC because the status of on-order is an OPAC visible status.</para>\r
489<para>It is possible to use a copy location to make your on-order records OPAC invisible.</para>\r
490\r
f8bd312b 491<note><para>Both Local System Administration and Acquisitions Administration privileges are required for the following instructions.</para></note>\r
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492\r
493<para>Begin by creating a new copy location:</para>\r
494<procedure>\r
495\r
496<step>\r
497<informalfigure>\r
498<para>Select <menuchoice><guimenu>Admin</guimenu><guisubmenu>Local Administration</guisubmenu><guimenuitem>Copy Locations Editor</guimenuitem></menuchoice>.</para>\r
499<para><mediaobject>\r
500<alt>screenshot of invoicing</alt>\r
501\r
502<imageobject>\r
503<imagedata fileref="media/onorder-invisible-1.png" scalefit="0"></imagedata>\r
504</imageobject>\r
505</mediaobject></para>\r
506</informalfigure>\r
507</step>\r
508\r
509<step>\r
510<para>Create a new copy location.</para>\r
511\r
512<itemizedlist>\r
513<listitem>\r
514<informalfigure>\r
515<para>Make sure <guilabel>No</guilabel> is selected for <guilabel>OPAC Visible</guilabel>.</para>\r
516<para><mediaobject>\r
517<alt>screenshot of invoicing</alt>\r
518\r
519<imageobject>\r
520<imagedata fileref="media/onorder-invisible-2.png" scalefit="0"></imagedata>\r
521</imageobject>\r
522</mediaobject></para>\r
523</informalfigure>\r
524</listitem>\r
525<listitem>\r
526<informalfigure>\r
527<para>Select <guilabel>Holdable</guilabel> to be <guilabel>Yes</guilabel> or <guilabel>No</guilabel> depending on whether your library allows holds to placed on \r
528on-order items.</para>\r
529<para><mediaobject>\r
530<alt>screenshot of invoicing</alt>\r
531\r
532<imageobject>\r
533<imagedata fileref="media/onorder-invisible-3.png" scalefit="0"></imagedata>\r
534</imageobject>\r
535</mediaobject></para>\r
536</informalfigure>\r
537</listitem>\r
538</itemizedlist>\r
539</step>\r
540\r
541<step>\r
542<informalfigure>\r
543<para>Click <guibutton>Create a new copy location</guibutton>.</para>\r
544<para><mediaobject>\r
545<alt>screenshot of invoicing</alt>\r
546\r
547<imageobject>\r
548<imagedata fileref="media/onorder-invisible-4.png" scalefit="0"></imagedata>\r
549</imageobject>\r
550</mediaobject></para>\r
551</informalfigure>\r
552</step>\r
553\r
554<step>\r
555<informalfigure>\r
556<para>Click <guibutton>OK</guibutton> to acknowledge that the update has succeeded.</para>\r
557<para><mediaobject>\r
558<alt>screenshot of invoicing</alt>\r
559\r
560<imageobject>\r
561<imagedata fileref="media/onorder-invisible-5.png" scalefit="0"></imagedata>\r
562</imageobject>\r
563</mediaobject></para>\r
564</informalfigure>\r
565</step>\r
566</procedure>\r
567\r
568<para>Set your new copy location as your default:</para>\r
569\r
570<procedure>\r
571<step>\r
572<informalfigure>\r
573<para>Select <menuchoice><guimenu>Admin</guimenu><guisubmenu>Local Administration</guisubmenu><guimenuitem>Library Settings Editor</guimenuitem></menuchoice>.</para>\r
574<para><mediaobject>\r
575<alt>screenshot of invoicing</alt>\r
576\r
577<imageobject>\r
578<imagedata fileref="media/onorder-invisible-6.png" scalefit="0"></imagedata>\r
579</imageobject>\r
580</mediaobject></para>\r
581</informalfigure>\r
582</step>\r
583\r
584\r
585<step>\r
586<informalfigure>\r
587<para>Locate the setting <guilabel>Default copy location</guilabel> and click <guilabel>Edit</guilabel>.</para>\r
588<para><mediaobject>\r
589<alt>screenshot of invoicing</alt>\r
590\r
591<imageobject>\r
592<imagedata fileref="media/onorder-invisible-7.png" scalefit="0"></imagedata>\r
593</imageobject>\r
594</mediaobject></para>\r
595</informalfigure>\r
596</step>\r
597\r
598<step>\r
599<informalfigure>\r
600<para>Ensure the context is set for your library.</para>\r
601<caution><para>Multiple branch libraries need to ensure that the library system is the context selected, not a branch, for this setting to apply to their entire library.</para></caution>\r
602\r
603<para>Choose your shelving location from the drop down menu.</para>\r
604<para><mediaobject>\r
605<alt>screenshot of invoicing</alt>\r
606\r
607<imageobject>\r
608<imagedata fileref="media/onorder-invisible-8.png" scalefit="0"></imagedata>\r
609</imageobject>\r
610</mediaobject></para>\r
611</informalfigure>\r
612</step>\r
613\r
614<step>\r
615<informalfigure>\r
616<para>Click <guibutton>Update Setting</guibutton>.</para>\r
617<para><mediaobject>\r
618<alt>screenshot of invoicing</alt>\r
619\r
620<imageobject>\r
621<imagedata fileref="media/onorder-invisible-9.png" scalefit="0"></imagedata>\r
622</imageobject>\r
623</mediaobject></para>\r
624</informalfigure>\r
625</step>\r
626\r
627<step>\r
628<informalfigure>\r
629<para>Confirm that the setting has updated correctly.</para>\r
630<para><mediaobject>\r
631<alt>screenshot of invoicing</alt>\r
632\r
633<imageobject>\r
634<imagedata fileref="media/onorder-invisible-10.png" scalefit="0"></imagedata>\r
635</imageobject>\r
636</mediaobject></para>\r
637</informalfigure>\r
638</step>\r
639\r
640<step>\r
641<para>When bibliographic records and copies are loaded into the system through the acquisitions module the system will use this copy location as the default.\r
642Items will not show in the catalogue until they are received and their copy location is updated.</para>\r
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643<note><para>The default copy location is only used by the system if the shelving location field is left blank during the ordering process. On order items will \r
644not be OPAC invisible if an OPAC visible copy location is selected.</para></note>\r
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645</step>\r
646\r
647</procedure>\r
648\r
649</section>\r
650\r
fe07c599 651\r
e81dc611 652<section xml:id="e-d-i">\r
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653 <title>Electronic Data Iterchange (EDI)</title>\r
654\r
655 <para>Many libraries use Electronic Data Interchange (EDI) accounts to order send purchase orders and receive invoices from providers. \r
656In Evergreen users can setup EDI accounts and manage EDI messages in the admin module. \r
657EDI messages and notes can be viewed in the acquisitions module.</para>\r
658\r
659<note><para>Currently EDI for Sitka Evergreen has been set up to be used with the following providers:</para>\r
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660<itemizedlist>\r
661<listitem>\r
20ad28c9 662<para>United Library Services</para>\r
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663</listitem>\r
664<listitem>\r
20ad28c9 665<para>Please contact Sitka Support to inquire about using EDI with other vendors.</para>\r
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666</listitem>\r
667</itemizedlist>\r
668</note>\r
669\r
670<para><link linkend="edi-accounts">Create an EDI Account</link></para>\r
671<para><link linkend="edi-messages">View EDI Messages</link></para>\r
672\r
673<simplesect xml:id="edi-accounts">\r
674<title>Create an EDI Account</title>\r
675<para>Create EDI accounts to communicate electronically with providers.</para>\r
676\r
677<caution><para>You <emphasis>must</emphasis> create your provider before you create an EDI account for the provider.</para></caution>\r
678\r
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679<procedure>\r
680<step>\r
681<para> Contact your provider requesting the following information:</para>\r
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682<itemizedlist>\r
683<listitem>\r
684<para>Host</para>\r
685</listitem>\r
686<listitem>\r
687<para>Username</para>\r
688</listitem>\r
689<listitem>\r
690<para>Password</para>\r
691</listitem>\r
692<listitem>\r
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693<para>Path</para>\r
694</listitem>\r
695<listitem>\r
696<para>Incoming Directory</para>\r
697</listitem>\r
698</itemizedlist>\r
20ad28c9 699</step>\r
e81dc611 700\r
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701<step>\r
702<informalfigure>\r
20ad28c9 703<para>In Evergreen select <menuchoice><guimenu>Admin</guimenu>\r
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704<guisubmenu>Server Administration</guisubmenu>\r
705<guisubmenu>Acquisitions</guisubmenu>\r
706<guimenuitem>EDI Accounts</guimenuitem></menuchoice>.</para> \r
707<para><mediaobject>\r
708<alt>screenshot of EDI</alt>\r
709\r
710<imageobject>\r
711<imagedata fileref="media/create-edi-accounts-1.png" scalefit="0"></imagedata>\r
712</imageobject>\r
713</mediaobject></para>\r
714</informalfigure>\r
715</step>\r
716\r
717<step>\r
718<informalfigure>\r
719<para>Click <guibutton>New Account</guibutton>. A pop-up will appear.</para>\r
720<para><mediaobject>\r
721<alt>screenshot of EDI</alt>\r
722\r
723<imageobject>\r
724<imagedata fileref="media/create-edi-accounts-2.png" scalefit="0"></imagedata>\r
725</imageobject>\r
726</mediaobject></para>\r
727</informalfigure>\r
728</step>\r
729\r
730<step>\r
20ad28c9 731<para>Fill in the following fields:</para>\r
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732<itemizedlist>\r
733<listitem>\r
734<para>In the <guilabel>Label</guilabel> field, enter a name for the EDI account. The label allows you to differentiate between accounts for the same provider. \r
735There is no limit to the number of characters that can be entered in this field.</para>\r
736</listitem>\r
737<listitem>\r
738<para>In the <guilabel>Host</guilabel> field, enter the requisite FTP or SCP information supplied by your provider.</para>\r
739</listitem>\r
740<listitem>\r
741<para>In the <guilabel>Username</guilabel> field, enter the username supplied by your provider.</para>\r
742</listitem>\r
743<listitem>\r
744<para>In the <guilabel>Password</guilabel> field, enter the password supplied by your provider.</para>\r
745</listitem>\r
746<listitem>\r
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747<para>Select your library as the <guilabel>Owner</guilabel> from the drop down menu. Multi-branch libraries should select their top level organizational\r
748 unit.</para>\r
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749</listitem>\r
750<listitem>\r
751<para>In the <guilabel>Provider</guilabel> field, enter the code for your provider.</para>\r
752</listitem>\r
753<listitem>\r
20ad28c9 754<para>In the <guilabel>Path</guilabel> field, enter the path supplied by your provider.</para>\r
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755</listitem>\r
756<listitem>\r
20ad28c9 757<para>In the <guilabel>Incoming Directory</guilabel> field, enter the incoming directory supplied by your provider.</para>\r
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758</listitem>\r
759</itemizedlist>\r
79a69bd9 760<informalfigure>\r
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761<para><mediaobject>\r
762<alt>screenshot of EDI</alt>\r
763\r
764<imageobject>\r
765<imagedata fileref="media/create-edi-accounts-3.png" scalefit="0"></imagedata>\r
766</imageobject>\r
767</mediaobject></para>\r
768</informalfigure>\r
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769</step>\r
770\r
771<step>\r
772<para>Click <guibutton>Save</guibutton>.</para>\r
773<caution><para>For EDI to work your Standard Address Number (SAN) must be added through the organizational unit address in the staff client.</para></caution>\r
774</step>\r
775\r
776</procedure>\r
777\r
778</simplesect>\r
779\r
780<simplesect xml:id="edi-messages">\r
781<title>View EDI Messages</title>\r
782\r
783<para>The EDI Messages screen displays all incoming and outgoing messages between the library and the provider.</para>\r
784\r
785<procedure>\r
786<step>\r
787<informalfigure>\r
788<para>To view the EDI Messages screen, select <menuchoice><guimenu>Admin</guimenu>\r
789<guisubmenu>Server Administration</guisubmenu>\r
790<guisubmenu>Acquisitions</guisubmenu>\r
791<guimenuitem>EDI Messages</guimenuitem></menuchoice>.</para>\r
792<para><mediaobject>\r
793<alt>screenshot of EDI</alt>\r
794\r
795<imageobject>\r
796<imagedata fileref="media/view-edi-messages-1.png" scalefit="0"></imagedata>\r
797</imageobject>\r
798</mediaobject></para>\r
799</informalfigure> \r
800</step>\r
801\r
802<step>\r
803<para>The messages will display. Use the column headers to sort.</para>\r
804</step>\r
805</procedure>\r
806\r
807</simplesect>\r
808\r
809</section>\r
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811 \r
812</chapter>\r