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[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
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40<guisubmenu>Acquisitions</guisubmenu>\r
41<guimenuitem>Distribution Formulas</guimenuitem></menuchoice>.</para>\r
42<para><mediaobject>\r
43<alt>screenshot of distribution formula</alt>\r
44\r
45<imageobject>\r
f34bfdde 46<imagedata fileref="media/create-distributionformula-1.png" scalefit="0"></imagedata>\r
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47</imageobject>\r
48</mediaobject></para>\r
49</informalfigure>\r
50</step>\r
51\r
52<step>\r
53<informalfigure>\r
54<para>Click <guibutton>New Formula</guibutton>.</para>\r
55<para><mediaobject>\r
56<alt>screenshot of distribution formula</alt>\r
57\r
58<imageobject>\r
59<imagedata fileref="media/create-distribution-formula-2.png" scalefit="0"></imagedata>\r
60</imageobject>\r
61</mediaobject></para>\r
62</informalfigure>\r
63</step>\r
64\r
65<step>\r
66<informalfigure>\r
67<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
68<para><mediaobject>\r
69<alt>screenshot of distribution formula</alt>\r
70\r
71<imageobject>\r
72<imagedata fileref="media/create-distribution-formula-3.png" scalefit="0"></imagedata>\r
73</imageobject>\r
74</mediaobject></para>\r
75</informalfigure>\r
76</step>\r
77\r
78<step>\r
79<para>Choose a <guilabel>Formula Owner</guilabel>. The formula owner indicates the organizational units whose staff can use this formula.</para>\r
80</step>\r
81\r
82<step>\r
a50d9afa 83<para>Ignore the <guilabel>Skip Count</guilabel> field. It has no purpose in 2.6.</para>\r
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84</step>\r
85\r
86<step>\r
87<informalfigure>\r
88<para>Click <guibutton>Save</guibutton>.</para>\r
89<para><mediaobject>\r
90<alt>screenshot of distribution formula</alt>\r
91\r
92<imageobject>\r
93<imagedata fileref="media/create-distribution-formula-4.png" scalefit="0"></imagedata>\r
94</imageobject>\r
95</mediaobject></para>\r
96</informalfigure>\r
97</step>\r
98\r
99<step>\r
100<informalfigure>\r
101<para>Click <guibutton>New Entry</guibutton>.</para>\r
d148544f 102<para>Each entry represents a copy.</para>\r
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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
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115<para>Create your distribution formula/line item template using a combination of the following fields:</para>\r
116<itemizedlist>\r
117<listitem>\r
118<para>Owning Library</para>\r
119</listitem>\r
120<listitem>\r
121<para>Copy Location</para>\r
122</listitem>\r
123<listitem>\r
124<para>Fund</para>\r
125</listitem>\r
126<listitem>\r
127<para>Circ Modifier</para>\r
128</listitem>\r
129<listitem>\r
130<para>Collection Code</para>\r
131</listitem>\r
132</itemizedlist>\r
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133<para><mediaobject>\r
134<alt>screenshot of distribution formula</alt>\r
135\r
136<imageobject>\r
137<imagedata fileref="media/create-distribution-formula-6.png" scalefit="0"></imagedata>\r
138</imageobject>\r
139</mediaobject></para>\r
140</informalfigure>\r
141</step>\r
142\r
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143\r
144<step>\r
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145<para>In the <guilabel>Item Count</guilabel> field, enter the number of copies that should be added to the branch.</para>\r
146<para>You can enter the number or use the arrows on \r
e81dc611 147the right side of the field.</para>\r
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148</step>\r
149\r
150<step>\r
151<informalfigure>\r
152<para>Click <guibutton>Apply Changes</guibutton>. The screen will reload.</para>\r
153<para><mediaobject>\r
154<alt>screenshot of distribution formula</alt>\r
155\r
156<imageobject>\r
157<imagedata fileref="media/create-distribution-formula-9.png" scalefit="0"></imagedata>\r
158</imageobject>\r
159</mediaobject></para>\r
160</informalfigure>\r
161</step>\r
162\r
163<step>\r
d148544f 164<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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165</step>\r
166\r
167<step>\r
168<informalfigure>\r
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169<para>To view the changes to your formula, select <menuchoice>\r
170 <guimenu>Admin</guimenu>\r
171 <guisubmenu>Acquisitions</guisubmenu>\r
172 <guimenuitem>Distribution Formulas</guimenuitem>\r
173 </menuchoice>. The item count will reflect the entries to your distribution\r
174 formula.</para>\r
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175<para><mediaobject>\r
176<alt>screenshot of distribution formula</alt>\r
177\r
178<imageobject>\r
179<imagedata fileref="media/create-distribution-formula-11.png" scalefit="0"></imagedata>\r
180</imageobject>\r
181</mediaobject></para>\r
182</informalfigure>\r
183</step>\r
184</procedure>\r
185</simplesect>\r
186\r
187<simplesect xml:id="edit-distribution-formula">\r
188<title>Edit a Distribution Formula</title>\r
189\r
190<procedure>\r
191<step>\r
192<informalfigure>\r
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193<para>Select <menuchoice>\r
194 <guimenu>Admin</guimenu>\r
195 <guisubmenu>Acquisitions</guisubmenu>\r
196 <guimenuitem>Distribution Formulas</guimenuitem>\r
197 </menuchoice>.</para>\r
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198<para><mediaobject>\r
199<alt>screenshot of distribution formula</alt>\r
200\r
201<imageobject>\r
f34bfdde 202<imagedata fileref="media/create-distributionformula-1.png" scalefit="0"></imagedata>\r
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203</imageobject>\r
204</mediaobject></para>\r
205</informalfigure>\r
206</step>\r
207\r
208<step>\r
209<informalfigure>\r
210<para>Click on the hyperlinked name of the formula you would like to edit.</para>\r
211<para><mediaobject>\r
212<alt>screenshot of distribution formula</alt>\r
213\r
214<imageobject>\r
215<imagedata fileref="media/edit-distribution-formula-1.png" scalefit="0"></imagedata>\r
216</imageobject>\r
217</mediaobject></para>\r
218</informalfigure>\r
219</step>\r
220\r
221<step>\r
222<informalfigure>\r
223<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
224to delete. If you click and hold the three dots you are able to reorder your list.</para>\r
225<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
226ordering 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
227copies.</para></tip>\r
228<para><mediaobject>\r
229<alt>screenshot of distribution formula</alt>\r
230\r
231<imageobject>\r
232<imagedata fileref="media/edit-distribution-formula-2.png" scalefit="0"></imagedata>\r
233</imageobject>\r
234</mediaobject></para>\r
235</informalfigure>\r
236</step> \r
237\r
238<step>\r
239<informalfigure>\r
240<para>Click <guibutton>Apply Changes</guibutton> after you have made your changes.</para>\r
241<para><mediaobject>\r
242<alt>screenshot of distribution formula</alt>\r
243\r
244<imageobject>\r
245<imagedata fileref="media/edit-distribution-formula-3.png" scalefit="0"></imagedata>\r
246</imageobject>\r
247</mediaobject></para>\r
248</informalfigure>\r
249</step>\r
250</procedure>\r
251</simplesect>\r
252\r
253<simplesect xml:id="clone-distribution-formula">\r
254<title>Clone a Distribution Formula</title>\r
255\r
256<procedure>\r
257<step>\r
258<informalfigure>\r
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259<para>Select <menuchoice>\r
260 <guimenu>Admin</guimenu>\r
261 <guisubmenu>Acquisitions</guisubmenu>\r
262 <guimenuitem>Distribution Formulas</guimenuitem>\r
263 </menuchoice>.</para>\r
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264<para><mediaobject>\r
265<alt>screenshot of distribution formula</alt>\r
266\r
267<imageobject>\r
f34bfdde 268<imagedata fileref="media/create-distributionformula-1.png" scalefit="0"></imagedata>\r
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269</imageobject>\r
270</mediaobject></para>\r
271</informalfigure>\r
272</step>\r
273\r
274<step>\r
275<informalfigure>\r
276<para>Check the box adjacent to the formula you wish to clone and click <guibutton>Clone Selected</guibutton>.</para>\r
277<para><mediaobject>\r
278<alt>screenshot of distribution formula</alt>\r
279\r
280<imageobject>\r
281<imagedata fileref="media/clone-distribution-formula-1.png" scalefit="0"></imagedata>\r
282</imageobject>\r
283</mediaobject></para>\r
284</informalfigure>\r
285</step>\r
286\r
287<step>\r
288<informalfigure>\r
289<para>Make the necessary changes to your cloned formula and click <guibutton>Apply Changes</guibutton>.</para>\r
290<para><mediaobject>\r
291<alt>screenshot of distribution formula</alt>\r
292\r
293<imageobject>\r
294<imagedata fileref="media/clone-distribution-formula-2.png" scalefit="0"></imagedata>\r
295</imageobject>\r
296</mediaobject></para>\r
297</informalfigure>\r
298</step>\r
299</procedure>\r
300\r
301</simplesect>\r
302\r
303<simplesect xml:id="edit-distribution-name">\r
304<title>Edit the Name of a Distribution Formula</title>\r
305\r
306<procedure>\r
307<step>\r
308<informalfigure>\r
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309<para>Select <menuchoice>\r
310 <guimenu>Admin</guimenu>\r
311 <guisubmenu>Acquisitions</guisubmenu>\r
312 <guimenuitem>Distribution Formulas</guimenuitem>\r
313 </menuchoice>.</para>\r
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314<para><mediaobject>\r
315<alt>screenshot of distribution formula</alt>\r
316\r
317<imageobject>\r
f34bfdde 318<imagedata fileref="media/create-distributionformula-1.png" scalefit="0"></imagedata>\r
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319</imageobject>\r
320</mediaobject></para>\r
321</informalfigure>\r
322</step>\r
323\r
324<step>\r
325<informalfigure>\r
326<para>Double-click on the line you would like to edit. A pop-up box will appear.</para>\r
327<para><mediaobject>\r
328<alt>screenshot of distribution formula</alt>\r
329\r
330<imageobject>\r
331<imagedata fileref="media/name-distribution-formula-1.png" scalefit="0"></imagedata>\r
332</imageobject>\r
333</mediaobject></para>\r
334</informalfigure>\r
335</step>\r
336\r
337<step>\r
338<informalfigure>\r
339<para>Change the name and click <guibutton>Save</guibutton>.</para>\r
340<para><mediaobject>\r
341<alt>screenshot of distribution formula</alt>\r
342\r
343<imageobject>\r
344<imagedata fileref="media/name-distribution-formula-2.png" scalefit="0"></imagedata>\r
345</imageobject>\r
346</mediaobject></para>\r
347</informalfigure>\r
348</step>\r
349</procedure>\r
350\r
351<para>OR</para>\r
352\r
353<procedure>\r
354<step>\r
355<informalfigure>\r
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356<para>Select <menuchoice>\r
357 <guimenu>Admin</guimenu>\r
358 <guisubmenu>Acquisitions</guisubmenu>\r
359 <guimenuitem>Distribution Formulas</guimenuitem>\r
360 </menuchoice>.</para>\r
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361<para><mediaobject>\r
362<alt>screenshot of distribution formula</alt>\r
363\r
364<imageobject>\r
f34bfdde 365<imagedata fileref="media/create-distributionformula-1.png" scalefit="0"></imagedata>\r
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366</imageobject>\r
367</mediaobject></para>\r
368</informalfigure>\r
369</step>\r
370\r
371<step>\r
372<informalfigure>\r
373<para>Click on the hyperlinked name of the formula you would like to edit.</para>\r
374<para><mediaobject>\r
375<alt>screenshot of distribution formula</alt>\r
376\r
377<imageobject>\r
378<imagedata fileref="media/edit-distribution-formula-1.png" scalefit="0"></imagedata>\r
379</imageobject>\r
380</mediaobject></para>\r
381</informalfigure>\r
382</step>\r
383\r
384<step>\r
385<informalfigure>\r
386<para>In the top left hand corner of the screen, click on the large hyperlinked name of your formula.</para>\r
387<para><mediaobject>\r
388<alt>screenshot of distribution formula</alt>\r
389\r
390<imageobject>\r
391<imagedata fileref="media/name-distribution-formula-3.png" scalefit="0"></imagedata>\r
392</imageobject>\r
393</mediaobject></para>\r
394</informalfigure>\r
395</step>\r
396\r
397<step>\r
398<informalfigure>\r
399<para>In the pop-up box that appears change the name and click <guibutton>OK</guibutton>.</para>\r
400<para><mediaobject>\r
401<alt>screenshot of distribution formula</alt>\r
402\r
403<imageobject>\r
404<imagedata fileref="media/name-distribution-formula-4.png" scalefit="0"></imagedata>\r
405</imageobject>\r
406</mediaobject></para>\r
407</informalfigure>\r
408</step>\r
409</procedure>\r
410\r
411</simplesect>\r
412\r
413\r
414</section>\r
415\r
416<section xml:id="create-lineitem-alert">\r
417<title>Create a Line Item Alert</title>\r
418\r
419<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
420and 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
421which 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
422\r
423<procedure>\r
424<step>\r
425<informalfigure>\r
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426<para>Select <menuchoice>\r
427 <guimenu>Admin</guimenu>\r
428 <guisubmenu>Acquisitions</guisubmenu>\r
429 <guimenuitem>Line Item Alerts</guimenuitem>\r
430 </menuchoice>.</para>\r
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431<para><mediaobject>\r
432<alt>screenshot of line item alert</alt>\r
433\r
434<imageobject>\r
f34bfdde 435<imagedata fileref="media/create-litemalert-1.png" scalefit="0"></imagedata>\r
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436</imageobject>\r
437</mediaobject></para>\r
438</informalfigure>\r
439</step>\r
440\r
441<step>\r
442<informalfigure>\r
443<para>Click <guibutton>New Line Item Alert Text</guibutton>.</para>\r
444<para><mediaobject>\r
445<alt>screenshot of line item alert</alt>\r
446\r
447<imageobject>\r
448<imagedata fileref="media/create-litem-alert-2.png" scalefit="0"></imagedata>\r
449</imageobject>\r
450</mediaobject></para>\r
451</informalfigure>\r
452</step>\r
453\r
454<step>\r
455<informalfigure>\r
456<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
457<para><mediaobject>\r
458<alt>screenshot of line item alert</alt>\r
459\r
460<imageobject>\r
461<imagedata fileref="media/create-litem-alert-3.png" scalefit="0"></imagedata>\r
462</imageobject>\r
463</mediaobject></para>\r
464</informalfigure>\r
465</step>\r
466\r
467<step>\r
468<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
469</step>\r
470\r
471<step>\r
472<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
473</step>\r
474\r
475<step>\r
476<informalfigure>\r
477<para>Click <guibutton>Save</guibutton>.</para>\r
478<para><mediaobject>\r
479<alt>screenshot of line item alert</alt>\r
480\r
481<imageobject>\r
482<imagedata fileref="media/create-litem-alert-4.png" scalefit="0"></imagedata>\r
483</imageobject>\r
484</mediaobject></para>\r
485</informalfigure>\r
486</step>\r
487</procedure>\r
488\r
489</section>\r
490\r
491<section xml:id="onorder-OPAC-invisible">\r
492<title>How to Make Your On-order Records OPAC Invisible</title>\r
493\r
494<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
495<para>It is possible to use a copy location to make your on-order records OPAC invisible.</para>\r
496\r
f8bd312b 497<note><para>Both Local System Administration and Acquisitions Administration privileges are required for the following instructions.</para></note>\r
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498\r
499<para>Begin by creating a new copy location:</para>\r
500<procedure>\r
501\r
502<step>\r
503<informalfigure>\r
504<para>Select <menuchoice><guimenu>Admin</guimenu><guisubmenu>Local Administration</guisubmenu><guimenuitem>Copy Locations Editor</guimenuitem></menuchoice>.</para>\r
505<para><mediaobject>\r
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506\r
507<imageobject>\r
adc6cc49 508<imagedata fileref="media/onorder-invisible1.png" scalefit="0"></imagedata>\r
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509</imageobject>\r
510</mediaobject></para>\r
511</informalfigure>\r
512</step>\r
513\r
514<step>\r
515<para>Create a new copy location.</para>\r
516\r
517<itemizedlist>\r
518<listitem>\r
519<informalfigure>\r
520<para>Make sure <guilabel>No</guilabel> is selected for <guilabel>OPAC Visible</guilabel>.</para>\r
521<para><mediaobject>\r
522<alt>screenshot of invoicing</alt>\r
523\r
524<imageobject>\r
525<imagedata fileref="media/onorder-invisible-2.png" scalefit="0"></imagedata>\r
526</imageobject>\r
527</mediaobject></para>\r
528</informalfigure>\r
529</listitem>\r
530<listitem>\r
531<informalfigure>\r
532<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
533on-order items.</para>\r
534<para><mediaobject>\r
535<alt>screenshot of invoicing</alt>\r
536\r
537<imageobject>\r
538<imagedata fileref="media/onorder-invisible-3.png" scalefit="0"></imagedata>\r
539</imageobject>\r
540</mediaobject></para>\r
541</informalfigure>\r
542</listitem>\r
543</itemizedlist>\r
544</step>\r
545\r
546<step>\r
547<informalfigure>\r
548<para>Click <guibutton>Create a new copy location</guibutton>.</para>\r
549<para><mediaobject>\r
550<alt>screenshot of invoicing</alt>\r
551\r
552<imageobject>\r
553<imagedata fileref="media/onorder-invisible-4.png" scalefit="0"></imagedata>\r
554</imageobject>\r
555</mediaobject></para>\r
556</informalfigure>\r
557</step>\r
558\r
559<step>\r
560<informalfigure>\r
561<para>Click <guibutton>OK</guibutton> to acknowledge that the update has succeeded.</para>\r
562<para><mediaobject>\r
563<alt>screenshot of invoicing</alt>\r
564\r
565<imageobject>\r
566<imagedata fileref="media/onorder-invisible-5.png" scalefit="0"></imagedata>\r
567</imageobject>\r
568</mediaobject></para>\r
569</informalfigure>\r
570</step>\r
571</procedure>\r
572\r
573<para>Set your new copy location as your default:</para>\r
574\r
575<procedure>\r
576<step>\r
577<informalfigure>\r
578<para>Select <menuchoice><guimenu>Admin</guimenu><guisubmenu>Local Administration</guisubmenu><guimenuitem>Library Settings Editor</guimenuitem></menuchoice>.</para>\r
579<para><mediaobject>\r
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580\r
581<imageobject>\r
adc6cc49 582<imagedata fileref="media/onorder-invisible6.png" scalefit="0"></imagedata>\r
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583</imageobject>\r
584</mediaobject></para>\r
585</informalfigure>\r
586</step>\r
587\r
588\r
589<step>\r
590<informalfigure>\r
591<para>Locate the setting <guilabel>Default copy location</guilabel> and click <guilabel>Edit</guilabel>.</para>\r
592<para><mediaobject>\r
593<alt>screenshot of invoicing</alt>\r
594\r
595<imageobject>\r
596<imagedata fileref="media/onorder-invisible-7.png" scalefit="0"></imagedata>\r
597</imageobject>\r
598</mediaobject></para>\r
599</informalfigure>\r
600</step>\r
601\r
602<step>\r
603<informalfigure>\r
604<para>Ensure the context is set for your library.</para>\r
605<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
606\r
607<para>Choose your shelving location from the drop down menu.</para>\r
608<para><mediaobject>\r
609<alt>screenshot of invoicing</alt>\r
610\r
611<imageobject>\r
612<imagedata fileref="media/onorder-invisible-8.png" scalefit="0"></imagedata>\r
613</imageobject>\r
614</mediaobject></para>\r
615</informalfigure>\r
616</step>\r
617\r
618<step>\r
619<informalfigure>\r
620<para>Click <guibutton>Update Setting</guibutton>.</para>\r
621<para><mediaobject>\r
622<alt>screenshot of invoicing</alt>\r
623\r
624<imageobject>\r
625<imagedata fileref="media/onorder-invisible-9.png" scalefit="0"></imagedata>\r
626</imageobject>\r
627</mediaobject></para>\r
628</informalfigure>\r
629</step>\r
630\r
631<step>\r
632<informalfigure>\r
633<para>Confirm that the setting has updated correctly.</para>\r
634<para><mediaobject>\r
635<alt>screenshot of invoicing</alt>\r
636\r
637<imageobject>\r
638<imagedata fileref="media/onorder-invisible-10.png" scalefit="0"></imagedata>\r
639</imageobject>\r
640</mediaobject></para>\r
641</informalfigure>\r
642</step>\r
643\r
644<step>\r
645<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
646Items will not show in the catalogue until they are received and their copy location is updated.</para>\r
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647<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
648not be OPAC invisible if an OPAC visible copy location is selected.</para></note>\r
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649</step>\r
650\r
651</procedure>\r
652\r
653</section>\r
654\r
fe07c599 655\r
e81dc611 656<section xml:id="e-d-i">\r
8a32ef80 657 <title>Electronic Data Interchange (EDI)</title>\r
20ad28c9 658\r
31f9cd0b 659 <para>Many libraries use Electronic Data Interchange (EDI) accounts to send purchase orders and receive invoices from providers electronically. \r
20ad28c9 660In Evergreen users can setup EDI accounts and manage EDI messages in the admin module. \r
8a32ef80 661EDI messages and notes can be viewed in the acquisitions module.</para> \r
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662\r
663<note><para>Currently EDI for Sitka Evergreen has been set up to be used with the following providers:</para>\r
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664<itemizedlist>\r
665<listitem>\r
20ad28c9 666<para>United Library Services</para>\r
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667</listitem>\r
668<listitem>\r
20ad28c9 669<para>Please contact Sitka Support to inquire about using EDI with other vendors.</para>\r
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670</listitem>\r
671</itemizedlist>\r
672</note>\r
673\r
8a32ef80 674<para><link linkend="edi-san">Entering SANs (Standard Address Numbers</link></para>\r
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675<para><link linkend="edi-accounts">Create an EDI Account</link></para>\r
676<para><link linkend="edi-messages">View EDI Messages</link></para>\r
677\r
8a32ef80 678<simplesect xml:id="edi-san">\r
31f9cd0b 679<title>Entering SANs (Standard Address Numbers)</title>\r
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680\r
681<para>For EDI to work your library must have a SAN and each of your providers must supply you with their SAN.</para>\r
682<para>A Standard Address Number (SAN) is a unique 7 digit number that identifies your library. Please contact Sitka Support if your library does not already have a SAN.</para>\r
683\r
a482e17a 684<para><emphasis role="bold">Entering a Library's SAN</emphasis></para>\r
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685<para>These steps only need to be done once per library.</para>\r
686\r
687<procedure>\r
688<step>\r
689<para>In Evergreen select <menuchoice><guimenu>Admin</guimenu>\r
690<guisubmenu>Server Administration</guisubmenu>\r
691<guisubmenu>Organizational Units</guisubmenu></menuchoice>.</para> \r
692</step>\r
693\r
694<step>\r
d1061557 695<informalfigure>\r
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696<para>Find your library from the tree on the left side of the page and click on it to open the settings.</para>\r
697<para> Multi-branch library systems will see an entry for each branch but should select their system's top organization unit.</para>\r
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698<para><mediaobject>\r
699<alt>screenshot of EDI</alt>\r
700\r
701<imageobject>\r
702<imagedata fileref="media/enter-library-san-1.png" scalefit="0"></imagedata>\r
703</imageobject>\r
704</mediaobject></para>\r
705</informalfigure>\r
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706</step>\r
707\r
708<step>\r
709<para> Click on the <guilabel>Address</guilabel> tab.</para>\r
710</step>\r
711\r
712<step>\r
713<para> Click on the <guilabel>Mailing Address</guilabel> tab.</para>\r
714</step>\r
715\r
716<step>\r
717<para>Enter your library's SAN in the field labeled <guilabel>SAN</guilabel>.</para>\r
718</step>\r
719\r
720<step>\r
d1061557 721<informalfigure>\r
8a32ef80 722<para>Click <guilabel>Save</guilabel>.</para>\r
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723<para><mediaobject>\r
724<alt>screenshot of EDI</alt>\r
725\r
726<imageobject>\r
727<imagedata fileref="media/enter-library-san-2.png" scalefit="0"></imagedata>\r
728</imageobject>\r
729</mediaobject></para>\r
730</informalfigure>\r
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731</step>\r
732</procedure>\r
733\r
a482e17a 734<para><emphasis role="bold">Entering a Provider's SAN</emphasis></para>\r
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735<para>These steps need to be repeated for every provider with which EDI is used.</para>\r
736\r
737<procedure>\r
738<step>\r
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739<para>In Evergreen select <menuchoice>\r
740 <guimenu>Admin</guimenu>\r
741 <guisubmenu>Acquisitions</guisubmenu>\r
742 <guimenuitem>Providers</guimenuitem>\r
743 </menuchoice>.</para> \r
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744</step>\r
745\r
746<step>\r
d1061557 747<informalfigure>\r
8a32ef80 748<para>Click the hyperlinked name of the provider you would like to edit.</para>\r
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749<para><mediaobject>\r
750<alt>screenshot of EDI</alt>\r
751\r
752<imageobject>\r
753<imagedata fileref="media/enter-provider-san-1.png" scalefit="0"></imagedata>\r
754</imageobject>\r
755</mediaobject></para>\r
756</informalfigure>\r
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757</step>\r
758\r
759<step>\r
760<para>Enter your provider's SAN in the field labeled <guilabel>SAN</guilabel>.</para>\r
761</step>\r
762\r
763<step>\r
d1061557 764<informalfigure>\r
8a32ef80 765<para>Click <guilabel>Save</guilabel>.</para>\r
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766<para><mediaobject>\r
767<alt>screenshot of EDI</alt>\r
768\r
769<imageobject>\r
770<imagedata fileref="media/enter-provider-san-2.png" scalefit="0"></imagedata>\r
771</imageobject>\r
772</mediaobject></para>\r
773</informalfigure>\r
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774</step>\r
775</procedure>\r
776\r
777</simplesect>\r
778\r
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779<simplesect xml:id="edi-accounts">\r
780<title>Create an EDI Account</title>\r
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781<para><link xlink:show="new" xlink:href="https://goo.gl/87HcSe">\r
782 <emphasis role="bold">Sitka Acquisitions Video - EDI Accounts (5:24)</emphasis></link></para>\r
a482e17a 783<caution><para>You <emphasis role="bold">must</emphasis> <link linkend="create-provider">create your provider</link> before you create an EDI account for the provider.</para></caution>\r
e81dc611 784\r
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785<procedure>\r
786<step>\r
787<para> Contact your provider requesting the following information:</para>\r
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788<itemizedlist>\r
789<listitem>\r
790<para>Host</para>\r
791</listitem>\r
792<listitem>\r
793<para>Username</para>\r
794</listitem>\r
795<listitem>\r
796<para>Password</para>\r
797</listitem>\r
798<listitem>\r
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799<para>Path</para>\r
800</listitem>\r
801<listitem>\r
802<para>Incoming Directory</para>\r
803</listitem>\r
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804<listitem>\r
805<para>Provider's SAN</para>\r
806</listitem>\r
e81dc611 807</itemizedlist>\r
20ad28c9 808</step>\r
e81dc611 809\r
e81dc611 810<step>\r
d1061557 811\r
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812<para>In Evergreen select <menuchoice>\r
813 <guimenu>Admin</guimenu>\r
814 <guisubmenu>Acquisitions</guisubmenu>\r
815 <guimenuitem>EDI Accounts</guimenuitem>\r
816 </menuchoice>.</para> \r
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817</step>\r
818\r
819<step>\r
820<informalfigure>\r
821<para>Click <guibutton>New Account</guibutton>. A pop-up will appear.</para>\r
822<para><mediaobject>\r
823<alt>screenshot of EDI</alt>\r
824\r
825<imageobject>\r
826<imagedata fileref="media/create-edi-accounts-2.png" scalefit="0"></imagedata>\r
827</imageobject>\r
828</mediaobject></para>\r
829</informalfigure>\r
830</step>\r
831\r
832<step>\r
20ad28c9 833<para>Fill in the following fields:</para>\r
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834<itemizedlist>\r
835<listitem>\r
8a32ef80 836<para>In the <guilabel>Label</guilabel> field, enter a name for the EDI account.</para>\r
a482e17a 837<note><para> The name should be entered as PROVIDERCODE_LIBRARYCODE. This enables Sitka Support to easily identify the owning library of the EDI account when troubleshooting.</para></note>\r
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838</listitem>\r
839<listitem>\r
840<para>In the <guilabel>Host</guilabel> field, enter the requisite FTP or SCP information supplied by your provider.</para>\r
841</listitem>\r
842<listitem>\r
843<para>In the <guilabel>Username</guilabel> field, enter the username supplied by your provider.</para>\r
844</listitem>\r
845<listitem>\r
846<para>In the <guilabel>Password</guilabel> field, enter the password supplied by your provider.</para>\r
847</listitem>\r
848<listitem>\r
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849<para>Select your library as the <guilabel>Owner</guilabel> from the drop down menu. Multi-branch libraries should select their top level organizational\r
850 unit.</para>\r
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851</listitem>\r
852<listitem>\r
8a32ef80 853<para>In the <guilabel>Provider</guilabel> field, enter the code used in Evergreen for your provider.</para>\r
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854</listitem>\r
855<listitem>\r
20ad28c9 856<para>In the <guilabel>Path</guilabel> field, enter the path supplied by your provider.</para>\r
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857</listitem>\r
858<listitem>\r
20ad28c9 859<para>In the <guilabel>Incoming Directory</guilabel> field, enter the incoming directory supplied by your provider.</para>\r
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860</listitem>\r
861</itemizedlist>\r
79a69bd9 862<informalfigure>\r
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863<para><mediaobject>\r
864<alt>screenshot of EDI</alt>\r
865\r
866<imageobject>\r
867<imagedata fileref="media/create-edi-accounts-3.png" scalefit="0"></imagedata>\r
868</imageobject>\r
869</mediaobject></para>\r
870</informalfigure>\r
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871</step>\r
872\r
873<step>\r
874<para>Click <guibutton>Save</guibutton>.</para>\r
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875</step>\r
876\r
877<step>\r
d1061557 878<informalfigure>\r
8a32ef80 879<para>Click on the link in the <guilabel>Provider</guilabel> field.</para>\r
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880<para><mediaobject>\r
881<alt>screenshot of EDI</alt>\r
882\r
883<imageobject>\r
884<imagedata fileref="media/create-edi-accounts-4.png" scalefit="0"></imagedata>\r
885</imageobject>\r
886</mediaobject></para>\r
887</informalfigure>\r
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888</step>\r
889\r
890<step>\r
d1061557 891<informalfigure>\r
a482e17a 892<para>Select the EDI account that has just been created from the <guilabel>EDI Default</guilabel> drop down menu.</para>\r
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893<para><mediaobject>\r
894<alt>screenshot of EDI</alt>\r
895\r
896<imageobject>\r
897<imagedata fileref="media/create-edi-accounts-5.png" scalefit="0"></imagedata>\r
898</imageobject>\r
899</mediaobject></para>\r
900</informalfigure>\r
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901</step>\r
902\r
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903<step>\r
904<para>Click <guibutton>Save</guibutton>.</para>\r
905</step>\r
906\r
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907</procedure>\r
908\r
909</simplesect>\r
910\r
911<simplesect xml:id="edi-messages">\r
912<title>View EDI Messages</title>\r
913\r
914<para>The EDI Messages screen displays all incoming and outgoing messages between the library and the provider.</para>\r
915\r
916<procedure>\r
917<step>\r
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918<para>To view the EDI Messages screen, select <menuchoice>\r
919 <guimenu>Admin</guimenu>\r
920 <guisubmenu>Acquisitions</guisubmenu>\r
921 <guimenuitem>EDI Messages</guimenuitem>\r
922 </menuchoice>.</para>\r
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923</step>\r
924\r
925<step>\r
926<para>The messages will display. Use the column headers to sort.</para>\r
927</step>\r
928</procedure>\r
929\r
930</simplesect>\r
931\r
932</section>\r
fe07c599 933\r
8a32ef80 934\r
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935 \r
936</chapter>\r