Distribution formula chapter screenshots.
[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. A distribution formula allows you to specify the number of copies that should be \r
26distributed to specific branches. You can create and reuse formulas 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
84<para>Ignore the <guilabel>Skip Count</guilabel> field. It has no purpose in 2.0.</para>\r
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
103<para><mediaobject>\r
104<alt>screenshot of distribution formula</alt>\r
105\r
106<imageobject>\r
107<imagedata fileref="media/create-distribution-formula-5.png" scalefit="0"></imagedata>\r
108</imageobject>\r
109</mediaobject></para>\r
110</informalfigure>\r
111</step>\r
112\r
113<step>\r
114<informalfigure>\r
115<para>Select an <guilabel>Owning Library</guilabel> from the drop down menu. This indicates the branch that will receive the items.</para>\r
116<para><mediaobject>\r
117<alt>screenshot of distribution formula</alt>\r
118\r
119<imageobject>\r
120<imagedata fileref="media/create-distribution-formula-6.png" scalefit="0"></imagedata>\r
121</imageobject>\r
122</mediaobject></para>\r
123</informalfigure>\r
124</step>\r
125\r
126<step>\r
127<informalfigure>\r
128<para>Select a <guilabel>Shelving Location</guilabel> from the drop down menu.</para>\r
129<note><para>This step is skipped if your library uses a default copy location to make on-order records OPAC invisible.</para></note>\r
130<para><mediaobject>\r
131<alt>screenshot of distribution formula</alt>\r
132\r
133<imageobject>\r
134<imagedata fileref="media/create-distribution-formula-7.png" scalefit="0"></imagedata>\r
135</imageobject>\r
136</mediaobject></para>\r
137</informalfigure>\r
138</step>\r
139\r
140<step>\r
141<informalfigure>\r
142<para>In the <guilabel>Item Count</guilabel> field, enter the number of items that should be distributed to the branch. You can enter the number or use the arrows on \r
143the right side of the field.</para>\r
144<para><mediaobject>\r
145<alt>screenshot of distribution formula</alt>\r
146\r
147<imageobject>\r
148<imagedata fileref="media/create-distribution-formula-8.png" scalefit="0"></imagedata>\r
149</imageobject>\r
150</mediaobject></para>\r
151</informalfigure>\r
152</step>\r
153\r
154<step>\r
155<informalfigure>\r
156<para>Click <guibutton>Apply Changes</guibutton>. The screen will reload.</para>\r
157<para><mediaobject>\r
158<alt>screenshot of distribution formula</alt>\r
159\r
160<imageobject>\r
161<imagedata fileref="media/create-distribution-formula-9.png" scalefit="0"></imagedata>\r
162</imageobject>\r
163</mediaobject></para>\r
164</informalfigure>\r
165</step>\r
166\r
167<step>\r
168<informalfigure>\r
169<para>Repeat steps 7 through 11 to add as many branches as you require.</para>\r
170<para><mediaobject>\r
171<alt>screenshot of distribution formula</alt>\r
172\r
173<imageobject>\r
174<imagedata fileref="media/create-distribution-formula-10.png" scalefit="0"></imagedata>\r
175</imageobject>\r
176</mediaobject></para>\r
177</informalfigure>\r
178</step>\r
179\r
180<step>\r
181<informalfigure>\r
182<para>To view the changes to your formula, select <menuchoice><guimenu>Admin</guimenu>\r
183<guisubmenu>Server Administration</guisubmenu>\r
184<guisubmenu>Acquisitions</guisubmenu>\r
185<guimenuitem>Distribution Formulas</guimenuitem></menuchoice>. The item count will reflect the entries to your distribution formula.</para>\r
186<para><mediaobject>\r
187<alt>screenshot of distribution formula</alt>\r
188\r
189<imageobject>\r
190<imagedata fileref="media/create-distribution-formula-11.png" scalefit="0"></imagedata>\r
191</imageobject>\r
192</mediaobject></para>\r
193</informalfigure>\r
194</step>\r
195</procedure>\r
196</simplesect>\r
197\r
198<simplesect xml:id="edit-distribution-formula">\r
199<title>Edit a Distribution Formula</title>\r
200\r
201<procedure>\r
202<step>\r
203<informalfigure>\r
204<para>Select <menuchoice><guimenu>Admin</guimenu>\r
205<guisubmenu>Server Administration</guisubmenu>\r
206<guisubmenu>Acquisitions</guisubmenu>\r
207<guimenuitem>Distribution Formulas</guimenuitem></menuchoice>.</para>\r
208<para><mediaobject>\r
209<alt>screenshot of distribution formula</alt>\r
210\r
211<imageobject>\r
212<imagedata fileref="media/create-distribution-formula-1.png" scalefit="0"></imagedata>\r
213</imageobject>\r
214</mediaobject></para>\r
215</informalfigure>\r
216</step>\r
217\r
218<step>\r
219<informalfigure>\r
220<para>Click on the hyperlinked name of the formula you would like to edit.</para>\r
221<para><mediaobject>\r
222<alt>screenshot of distribution formula</alt>\r
223\r
224<imageobject>\r
225<imagedata fileref="media/edit-distribution-formula-1.png" scalefit="0"></imagedata>\r
226</imageobject>\r
227</mediaobject></para>\r
228</informalfigure>\r
229</step>\r
230\r
231<step>\r
232<informalfigure>\r
233<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
234to delete. If you click and hold the three dots you are able to reorder your list.</para>\r
235<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
236ordering 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
237copies.</para></tip>\r
238<para><mediaobject>\r
239<alt>screenshot of distribution formula</alt>\r
240\r
241<imageobject>\r
242<imagedata fileref="media/edit-distribution-formula-2.png" scalefit="0"></imagedata>\r
243</imageobject>\r
244</mediaobject></para>\r
245</informalfigure>\r
246</step> \r
247\r
248<step>\r
249<informalfigure>\r
250<para>Click <guibutton>Apply Changes</guibutton> after you have made your changes.</para>\r
251<para><mediaobject>\r
252<alt>screenshot of distribution formula</alt>\r
253\r
254<imageobject>\r
255<imagedata fileref="media/edit-distribution-formula-3.png" scalefit="0"></imagedata>\r
256</imageobject>\r
257</mediaobject></para>\r
258</informalfigure>\r
259</step>\r
260</procedure>\r
261</simplesect>\r
262\r
263<simplesect xml:id="clone-distribution-formula">\r
264<title>Clone a Distribution Formula</title>\r
265\r
266<procedure>\r
267<step>\r
268<informalfigure>\r
269<para>Select <menuchoice><guimenu>Admin</guimenu>\r
270<guisubmenu>Server Administration</guisubmenu>\r
271<guisubmenu>Acquisitions</guisubmenu>\r
272<guimenuitem>Distribution Formulas</guimenuitem></menuchoice>.</para>\r
273<para><mediaobject>\r
274<alt>screenshot of distribution formula</alt>\r
275\r
276<imageobject>\r
277<imagedata fileref="media/create-distribution-formula-1.png" scalefit="0"></imagedata>\r
278</imageobject>\r
279</mediaobject></para>\r
280</informalfigure>\r
281</step>\r
282\r
283<step>\r
284<informalfigure>\r
285<para>Check the box adjacent to the formula you wish to clone and click <guibutton>Clone Selected</guibutton>.</para>\r
286<para><mediaobject>\r
287<alt>screenshot of distribution formula</alt>\r
288\r
289<imageobject>\r
290<imagedata fileref="media/clone-distribution-formula-1.png" scalefit="0"></imagedata>\r
291</imageobject>\r
292</mediaobject></para>\r
293</informalfigure>\r
294</step>\r
295\r
296<step>\r
297<informalfigure>\r
298<para>Make the necessary changes to your cloned formula and click <guibutton>Apply Changes</guibutton>.</para>\r
299<para><mediaobject>\r
300<alt>screenshot of distribution formula</alt>\r
301\r
302<imageobject>\r
303<imagedata fileref="media/clone-distribution-formula-2.png" scalefit="0"></imagedata>\r
304</imageobject>\r
305</mediaobject></para>\r
306</informalfigure>\r
307</step>\r
308</procedure>\r
309\r
310</simplesect>\r
311\r
312<simplesect xml:id="edit-distribution-name">\r
313<title>Edit the Name of a Distribution Formula</title>\r
314\r
315<procedure>\r
316<step>\r
317<informalfigure>\r
318<para>Select <menuchoice><guimenu>Admin</guimenu>\r
319<guisubmenu>Server Administration</guisubmenu>\r
320<guisubmenu>Acquisitions</guisubmenu>\r
321<guimenuitem>Distribution Formulas</guimenuitem></menuchoice>.</para>\r
322<para><mediaobject>\r
323<alt>screenshot of distribution formula</alt>\r
324\r
325<imageobject>\r
326<imagedata fileref="media/create-distribution-formula-1.png" scalefit="0"></imagedata>\r
327</imageobject>\r
328</mediaobject></para>\r
329</informalfigure>\r
330</step>\r
331\r
332<step>\r
333<informalfigure>\r
334<para>Double-click on the line you would like to edit. A pop-up box will appear.</para>\r
335<para><mediaobject>\r
336<alt>screenshot of distribution formula</alt>\r
337\r
338<imageobject>\r
339<imagedata fileref="media/name-distribution-formula-1.png" scalefit="0"></imagedata>\r
340</imageobject>\r
341</mediaobject></para>\r
342</informalfigure>\r
343</step>\r
344\r
345<step>\r
346<informalfigure>\r
347<para>Change the name and click <guibutton>Save</guibutton>.</para>\r
348<para><mediaobject>\r
349<alt>screenshot of distribution formula</alt>\r
350\r
351<imageobject>\r
352<imagedata fileref="media/name-distribution-formula-2.png" scalefit="0"></imagedata>\r
353</imageobject>\r
354</mediaobject></para>\r
355</informalfigure>\r
356</step>\r
357</procedure>\r
358\r
359<para>OR</para>\r
360\r
361<procedure>\r
362<step>\r
363<informalfigure>\r
364<para>Select <menuchoice><guimenu>Admin</guimenu>\r
365<guisubmenu>Server Administration</guisubmenu>\r
366<guisubmenu>Acquisitions</guisubmenu>\r
367<guimenuitem>Distribution Formulas</guimenuitem></menuchoice>.</para>\r
368<para><mediaobject>\r
369<alt>screenshot of distribution formula</alt>\r
370\r
371<imageobject>\r
372<imagedata fileref="media/create-distribution-formula-1.png" scalefit="0"></imagedata>\r
373</imageobject>\r
374</mediaobject></para>\r
375</informalfigure>\r
376</step>\r
377\r
378<step>\r
379<informalfigure>\r
380<para>Click on the hyperlinked name of the formula you would like to edit.</para>\r
381<para><mediaobject>\r
382<alt>screenshot of distribution formula</alt>\r
383\r
384<imageobject>\r
385<imagedata fileref="media/edit-distribution-formula-1.png" scalefit="0"></imagedata>\r
386</imageobject>\r
387</mediaobject></para>\r
388</informalfigure>\r
389</step>\r
390\r
391<step>\r
392<informalfigure>\r
393<para>In the top left hand corner of the screen, click on the large hyperlinked name of your formula.</para>\r
394<para><mediaobject>\r
395<alt>screenshot of distribution formula</alt>\r
396\r
397<imageobject>\r
398<imagedata fileref="media/name-distribution-formula-3.png" scalefit="0"></imagedata>\r
399</imageobject>\r
400</mediaobject></para>\r
401</informalfigure>\r
402</step>\r
403\r
404<step>\r
405<informalfigure>\r
406<para>In the pop-up box that appears change the name and click <guibutton>OK</guibutton>.</para>\r
407<para><mediaobject>\r
408<alt>screenshot of distribution formula</alt>\r
409\r
410<imageobject>\r
411<imagedata fileref="media/name-distribution-formula-4.png" scalefit="0"></imagedata>\r
412</imageobject>\r
413</mediaobject></para>\r
414</informalfigure>\r
415</step>\r
416</procedure>\r
417\r
418</simplesect>\r
419\r
420\r
421</section>\r
422\r
423<section xml:id="create-lineitem-alert">\r
424<title>Create a Line Item Alert</title>\r
425\r
426<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
427and 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
428which 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
429\r
430<procedure>\r
431<step>\r
432<informalfigure>\r
433<para>Select <menuchoice><guimenu>Admin</guimenu>\r
434<guisubmenu>Server Administration</guisubmenu>\r
435<guisubmenu>Acquisitions</guisubmenu>\r
436<guimenuitem>Line Item Alerts</guimenuitem></menuchoice>.</para>\r
437<para><mediaobject>\r
438<alt>screenshot of line item alert</alt>\r
439\r
440<imageobject>\r
441<imagedata fileref="media/create-litem-alert-1.png" scalefit="0"></imagedata>\r
442</imageobject>\r
443</mediaobject></para>\r
444</informalfigure>\r
445</step>\r
446\r
447<step>\r
448<informalfigure>\r
449<para>Click <guibutton>New Line Item Alert Text</guibutton>.</para>\r
450<para><mediaobject>\r
451<alt>screenshot of line item alert</alt>\r
452\r
453<imageobject>\r
454<imagedata fileref="media/create-litem-alert-2.png" scalefit="0"></imagedata>\r
455</imageobject>\r
456</mediaobject></para>\r
457</informalfigure>\r
458</step>\r
459\r
460<step>\r
461<informalfigure>\r
462<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
463<para><mediaobject>\r
464<alt>screenshot of line item alert</alt>\r
465\r
466<imageobject>\r
467<imagedata fileref="media/create-litem-alert-3.png" scalefit="0"></imagedata>\r
468</imageobject>\r
469</mediaobject></para>\r
470</informalfigure>\r
471</step>\r
472\r
473<step>\r
474<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
475</step>\r
476\r
477<step>\r
478<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
479</step>\r
480\r
481<step>\r
482<informalfigure>\r
483<para>Click <guibutton>Save</guibutton>.</para>\r
484<para><mediaobject>\r
485<alt>screenshot of line item alert</alt>\r
486\r
487<imageobject>\r
488<imagedata fileref="media/create-litem-alert-4.png" scalefit="0"></imagedata>\r
489</imageobject>\r
490</mediaobject></para>\r
491</informalfigure>\r
492</step>\r
493</procedure>\r
494\r
495</section>\r
496\r
497<section xml:id="onorder-OPAC-invisible">\r
498<title>How to Make Your On-order Records OPAC Invisible</title>\r
499\r
500<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
501<para>It is possible to use a copy location to make your on-order records OPAC invisible.</para>\r
502\r
f8bd312b 503<note><para>Both Local System Administration and Acquisitions Administration privileges are required for the following instructions.</para></note>\r
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504\r
505<para>Begin by creating a new copy location:</para>\r
506<procedure>\r
507\r
508<step>\r
509<informalfigure>\r
510<para>Select <menuchoice><guimenu>Admin</guimenu><guisubmenu>Local Administration</guisubmenu><guimenuitem>Copy Locations Editor</guimenuitem></menuchoice>.</para>\r
511<para><mediaobject>\r
512<alt>screenshot of invoicing</alt>\r
513\r
514<imageobject>\r
515<imagedata fileref="media/onorder-invisible-1.png" scalefit="0"></imagedata>\r
516</imageobject>\r
517</mediaobject></para>\r
518</informalfigure>\r
519</step>\r
520\r
521<step>\r
522<para>Create a new copy location.</para>\r
523\r
524<itemizedlist>\r
525<listitem>\r
526<informalfigure>\r
527<para>Make sure <guilabel>No</guilabel> is selected for <guilabel>OPAC Visible</guilabel>.</para>\r
528<para><mediaobject>\r
529<alt>screenshot of invoicing</alt>\r
530\r
531<imageobject>\r
532<imagedata fileref="media/onorder-invisible-2.png" scalefit="0"></imagedata>\r
533</imageobject>\r
534</mediaobject></para>\r
535</informalfigure>\r
536</listitem>\r
537<listitem>\r
538<informalfigure>\r
539<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
540on-order items.</para>\r
541<para><mediaobject>\r
542<alt>screenshot of invoicing</alt>\r
543\r
544<imageobject>\r
545<imagedata fileref="media/onorder-invisible-3.png" scalefit="0"></imagedata>\r
546</imageobject>\r
547</mediaobject></para>\r
548</informalfigure>\r
549</listitem>\r
550</itemizedlist>\r
551</step>\r
552\r
553<step>\r
554<informalfigure>\r
555<para>Click <guibutton>Create a new copy location</guibutton>.</para>\r
556<para><mediaobject>\r
557<alt>screenshot of invoicing</alt>\r
558\r
559<imageobject>\r
560<imagedata fileref="media/onorder-invisible-4.png" scalefit="0"></imagedata>\r
561</imageobject>\r
562</mediaobject></para>\r
563</informalfigure>\r
564</step>\r
565\r
566<step>\r
567<informalfigure>\r
568<para>Click <guibutton>OK</guibutton> to acknowledge that the update has succeeded.</para>\r
569<para><mediaobject>\r
570<alt>screenshot of invoicing</alt>\r
571\r
572<imageobject>\r
573<imagedata fileref="media/onorder-invisible-5.png" scalefit="0"></imagedata>\r
574</imageobject>\r
575</mediaobject></para>\r
576</informalfigure>\r
577</step>\r
578</procedure>\r
579\r
580<para>Set your new copy location as your default:</para>\r
581\r
582<procedure>\r
583<step>\r
584<informalfigure>\r
585<para>Select <menuchoice><guimenu>Admin</guimenu><guisubmenu>Local Administration</guisubmenu><guimenuitem>Library Settings Editor</guimenuitem></menuchoice>.</para>\r
586<para><mediaobject>\r
587<alt>screenshot of invoicing</alt>\r
588\r
589<imageobject>\r
590<imagedata fileref="media/onorder-invisible-6.png" scalefit="0"></imagedata>\r
591</imageobject>\r
592</mediaobject></para>\r
593</informalfigure>\r
594</step>\r
595\r
596\r
597<step>\r
598<informalfigure>\r
599<para>Locate the setting <guilabel>Default copy location</guilabel> and click <guilabel>Edit</guilabel>.</para>\r
600<para><mediaobject>\r
601<alt>screenshot of invoicing</alt>\r
602\r
603<imageobject>\r
604<imagedata fileref="media/onorder-invisible-7.png" scalefit="0"></imagedata>\r
605</imageobject>\r
606</mediaobject></para>\r
607</informalfigure>\r
608</step>\r
609\r
610<step>\r
611<informalfigure>\r
612<para>Ensure the context is set for your library.</para>\r
613<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
614\r
615<para>Choose your shelving location from the drop down menu.</para>\r
616<para><mediaobject>\r
617<alt>screenshot of invoicing</alt>\r
618\r
619<imageobject>\r
620<imagedata fileref="media/onorder-invisible-8.png" scalefit="0"></imagedata>\r
621</imageobject>\r
622</mediaobject></para>\r
623</informalfigure>\r
624</step>\r
625\r
626<step>\r
627<informalfigure>\r
628<para>Click <guibutton>Update Setting</guibutton>.</para>\r
629<para><mediaobject>\r
630<alt>screenshot of invoicing</alt>\r
631\r
632<imageobject>\r
633<imagedata fileref="media/onorder-invisible-9.png" scalefit="0"></imagedata>\r
634</imageobject>\r
635</mediaobject></para>\r
636</informalfigure>\r
637</step>\r
638\r
639<step>\r
640<informalfigure>\r
641<para>Confirm that the setting has updated correctly.</para>\r
642<para><mediaobject>\r
643<alt>screenshot of invoicing</alt>\r
644\r
645<imageobject>\r
646<imagedata fileref="media/onorder-invisible-10.png" scalefit="0"></imagedata>\r
647</imageobject>\r
648</mediaobject></para>\r
649</informalfigure>\r
650</step>\r
651\r
652<step>\r
653<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
654Items will not show in the catalogue until they are received and their copy location is updated.</para>\r
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655<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
656not be OPAC invisible if an OPAC visible copy location is selected.</para></note>\r
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657</step>\r
658\r
659</procedure>\r
660\r
661</section>\r
662\r
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664<section xml:id="e-d-i">\r
665 <title>EDI</title>\r
666<note><para>EDI is not currently available for Sitka Libraries.</para>\r
667<para>An announcement will be made when testing is completed and this feature becomes available.</para></note>\r
668 <para>Many libraries use Electronic Data Interchange (EDI) accounts to order new acquisitions. In Evergreen 2.0, users can setup EDI accounts and manage\r
669EDI messages in the admin module. EDI messages and notes can be viewed in the acquisitions module.</para>\r
670\r
671<note><para>At present EDI can only be used to send purchase orders to providers, not to receive invoices from providers.</para> <para>Currently EDI can be used with \r
672the following providers:</para>\r
673<itemizedlist>\r
674<listitem>\r
675<para>Baker and Taylor</para>\r
676</listitem>\r
677<listitem>\r
678<para>More information to come.</para>\r
679</listitem>\r
680</itemizedlist>\r
681</note>\r
682\r
683<para><link linkend="edi-accounts">Create an EDI Account</link></para>\r
684<para><link linkend="edi-messages">View EDI Messages</link></para>\r
685\r
686<simplesect xml:id="edi-accounts">\r
687<title>Create an EDI Account</title>\r
688<para>Create EDI accounts to communicate electronically with providers.</para>\r
689\r
690<caution><para>You <emphasis>must</emphasis> create your provider before you create an EDI account for the provider.</para></caution>\r
691\r
692<note><para>The following fields are required to create an EDI account:</para>\r
693<itemizedlist>\r
694<listitem>\r
695<para>Host</para>\r
696</listitem>\r
697<listitem>\r
698<para>Username</para>\r
699</listitem>\r
700<listitem>\r
701<para>Password</para>\r
702</listitem>\r
703<listitem>\r
704<para>Owner</para>\r
705</listitem>\r
706<listitem>\r
707<para>Provider</para>\r
708</listitem>\r
709<listitem>\r
710<para>Path</para>\r
711</listitem>\r
712<listitem>\r
713<para>Incoming Directory</para>\r
714</listitem>\r
715</itemizedlist>\r
716</note>\r
717\r
718<procedure>\r
719<step>\r
720<informalfigure>\r
721<para>Select <menuchoice><guimenu>Admin</guimenu>\r
722<guisubmenu>Server Administration</guisubmenu>\r
723<guisubmenu>Acquisitions</guisubmenu>\r
724<guimenuitem>EDI Accounts</guimenuitem></menuchoice>.</para> \r
725<para><mediaobject>\r
726<alt>screenshot of EDI</alt>\r
727\r
728<imageobject>\r
729<imagedata fileref="media/create-edi-accounts-1.png" scalefit="0"></imagedata>\r
730</imageobject>\r
731</mediaobject></para>\r
732</informalfigure>\r
733</step>\r
734\r
735<step>\r
736<informalfigure>\r
737<para>Click <guibutton>New Account</guibutton>. A pop-up will appear.</para>\r
738<para><mediaobject>\r
739<alt>screenshot of EDI</alt>\r
740\r
741<imageobject>\r
742<imagedata fileref="media/create-edi-accounts-2.png" scalefit="0"></imagedata>\r
743</imageobject>\r
744</mediaobject></para>\r
745</informalfigure>\r
746</step>\r
747\r
748<step>\r
749<informalfigure>\r
750<para>Fill in the fields.</para>\r
751<para><mediaobject>\r
752<alt>screenshot of EDI</alt>\r
753\r
754<imageobject>\r
755<imagedata fileref="media/create-edi-accounts-3.png" scalefit="0"></imagedata>\r
756</imageobject>\r
757</mediaobject></para>\r
758</informalfigure>\r
759\r
760<itemizedlist>\r
761<listitem>\r
762<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
763There is no limit to the number of characters that can be entered in this field.</para>\r
764</listitem>\r
765<listitem>\r
766<para>In the <guilabel>Host</guilabel> field, enter the requisite FTP or SCP information supplied by your provider.</para>\r
767</listitem>\r
768<listitem>\r
769<para>In the <guilabel>Username</guilabel> field, enter the username supplied by your provider.</para>\r
770</listitem>\r
771<listitem>\r
772<para>In the <guilabel>Password</guilabel> field, enter the password supplied by your provider.</para>\r
773</listitem>\r
774<listitem>\r
775<para>In the <guilabel>Account</guilabel> field, enter the supplemental password for entry to a remote system after log in has been completed. This field is \r
776optional for the Evergreen, but may be required by your provider. It is unlikely to be used by most modern systems and should typically be empty.</para>\r
777</listitem>\r
778<listitem>\r
779<para>Select an owner from the drop down menu. The owner indicates the organizational units whose staff can use this EDI account.</para>\r
780</listitem>\r
781<listitem>\r
782<para>The <guilabel>Last Activity</guilabel> field updates automatically with any outbound or inbound (though there is no inbound at the moment) communication.</para>\r
783</listitem>\r
784<listitem>\r
785<para>In the <guilabel>Provider</guilabel> field, enter the code for your provider.</para>\r
786</listitem>\r
787<listitem>\r
788<para>In the <guilabel>Path</guilabel> field, enter the path. The path indicates the remote location on the server from which files are pulled into Evergreen.</para>\r
789</listitem>\r
790<listitem>\r
791<para>In the <guilabel>Incoming Directory</guilabel> field, enter the incoming directory. This directory indicates the location on your local network to which the \r
792files download.</para>\r
793</listitem>\r
794<listitem>\r
795<para>In the <guilabel>Vendor Account Number</guilabel> field, enter the Vendor Account Number (VAN) supplied by your provider.</para>\r
796</listitem>\r
797<listitem>\r
798<para>In the <guilabel>Vendor Assigned Code</guilabel> field, enter the Vendor Assigned Code (VAC) supplied by your provider.</para>\r
799</listitem>\r
800</itemizedlist>\r
801</step>\r
802\r
803<step>\r
804<para>Click <guibutton>Save</guibutton>.</para>\r
805<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
806</step>\r
807\r
808</procedure>\r
809\r
810</simplesect>\r
811\r
812<simplesect xml:id="edi-messages">\r
813<title>View EDI Messages</title>\r
814\r
815<para>The EDI Messages screen displays all incoming and outgoing messages between the library and the provider.</para>\r
816\r
817<procedure>\r
818<step>\r
819<informalfigure>\r
820<para>To view the EDI Messages screen, select <menuchoice><guimenu>Admin</guimenu>\r
821<guisubmenu>Server Administration</guisubmenu>\r
822<guisubmenu>Acquisitions</guisubmenu>\r
823<guimenuitem>EDI Messages</guimenuitem></menuchoice>.</para>\r
824<para><mediaobject>\r
825<alt>screenshot of EDI</alt>\r
826\r
827<imageobject>\r
828<imagedata fileref="media/view-edi-messages-1.png" scalefit="0"></imagedata>\r
829</imageobject>\r
830</mediaobject></para>\r
831</informalfigure> \r
832</step>\r
833\r
834<step>\r
835<para>The messages will display. Use the column headers to sort.</para>\r
836</step>\r
837</procedure>\r
838\r
839</simplesect>\r
840\r
841</section>\r
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843 \r
844</chapter>\r