Signed-off-by: Christine Burns <christine.burns@bc.libraries.coop>
[sitka/doc/acquisitions.git] / acq / acq-line-items.xml
CommitLineData
31063226
RJ
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="acq-line-items">\r
4 <info>\r
5 <title>Line Items</title>\r
6 <legalnotice>\r
7 <para><emphasis role="bold">Adapted with permission from original material by the <link\r
8 xlink:title="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=the_acquisitions_module_ev.pdf"\r
9 xlink:href="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=the_acquisitions_module_ev.pdf">Evergreen\r
10 Community</link></emphasis></para>\r
11 </legalnotice>\r
12 \r
13 \r
14\r
15 <abstract>\r
16 <para>Line items represent bibliographic records on a selection list or purchase order. One line item corresponds to one bibliographic record. Line items \r
17contain attributes, which are characteristics of the bibliographic record, such as ISBN or Title. Line items also contain copy information, price information, \r
18notes, and alerts.</para></abstract>\r
19 \r
20\r
21 </info>\r
22\r
31063226 23\r
75612179
JP
24<section xml:id="line-item-batch-updater">\r
25<title>Line Item Batch Updater</title>\r
26\r
27<para>The <guilabel>Line Item Batch Updater</guilabel> allows line items on purchase orders to have multiple fields batch updated simultaneously.</para>\r
28\r
75612179 29\r
175a632b 30<para>The following fields can be batch updated:</para>\r
75612179
JP
31<itemizedlist>\r
32<listitem>\r
33<para>Copies - this is the total number of copies for the line item, rather than additional copies</para>\r
34</listitem>\r
35<listitem>\r
36<para>Owning Branch</para>\r
37</listitem>\r
38<listitem>\r
39<para>Copy Location</para>\r
40</listitem>\r
41<listitem>\r
42<para>Collection Code</para>\r
43</listitem>\r
44<listitem>\r
45<para>Fund</para>\r
46</listitem>\r
47<listitem>\r
48<para>Circ Modifier</para>\r
49</listitem>\r
50</itemizedlist>\r
51\r
175a632b 52<informalfigure>\r
75612179
JP
53<para>Rather than filling in the same fields every time users can set up <link linkend="create-distribution-formula">Distribution Formulas</link>\r
54 to use as Line Item Templates.</para>\r
175a632b
JP
55<para><mediaobject>\r
56<alt>screenshot of line item batch updater</alt>\r
57\r
58<imageobject>\r
59<imagedata fileref="media/line-item-batch-updater-1.png" scalefit="0"></imagedata>\r
60</imageobject>\r
61</mediaobject></para>\r
62</informalfigure>\r
75612179
JP
63\r
64<procedure>\r
65<step>\r
66<para>Fill in the individual fields on the <guilabel>Batch Updater</guilabel> you wish to update or select a <guilabel>Distribution Formula</guilabel> to use.</para>\r
67</step>\r
68\r
69<step>\r
70<para>Select the line items to apply the updates to.</para>\r
71</step>\r
72\r
73<step>\r
74<informalfigure>\r
75<para>Click <guibutton>Apply to Selected</guibutton>.</para>\r
76<para><mediaobject>\r
77<alt>screenshot of line item batch updater</alt>\r
78\r
79<imageobject>\r
80<imagedata fileref="media/line-item-batch-updater-2.png" scalefit="0"></imagedata>\r
81</imageobject>\r
82</mediaobject></para>\r
83</informalfigure>\r
84</step>\r
85</procedure>\r
86\r
20780227
JP
87</section> \r
88\r
53bdcd58
JP
89<section xml:id="identifier-selector">\r
90<title>Order Identifier Selector</title>\r
91\r
175a632b
JP
92<para>Line items that are created from existing MARC records may have multiple ISBNs, ISSNs, or UPCs attached to the record (depending on the type of item). Users are\r
93able to specify which ISBN, ISSN, or UPC to display in the purchase order sent to providers. User can also add new identifiers as needed.</para>\r
94<para>This function helps to ensure that the correct edition of an item is ordered.</para>\r
53bdcd58
JP
95\r
96<simplesect xml:id="identifier-select">\r
97<title>Select an Identifier</title>\r
98\r
99<procedure>\r
100<step>\r
101<para>Open the selection list or purchase order.</para>\r
102</step>\r
103\r
104<step>\r
105<informalfigure>\r
106<para>From the drop down menu chose the appropriate ISBN, ISSN, or UPC.</para>\r
107<para><mediaobject>\r
108<alt>screenshot of identifier selector</alt>\r
109\r
110<imageobject>\r
111<imagedata fileref="media/identifier-selector-1.png" scalefit="0"></imagedata>\r
112</imageobject>\r
113</mediaobject></para>\r
114</informalfigure>\r
115</step>\r
116\r
117<step>\r
1e47e675 118<para>The identifier is automatically selected.</para>\r
53bdcd58
JP
119</step>\r
120</procedure>\r
121</simplesect>\r
122\r
123<simplesect xml:id="identifier-add">\r
124<title>Add an Identifier</title>\r
125\r
126<procedure>\r
127<step>\r
128<para>Open the selection list or purchase order.</para>\r
129</step>\r
130\r
131<step>\r
132<informalfigure>\r
133<para>Highlight the existing identifier and type in or paste your new identifier.</para>\r
134<para><mediaobject>\r
135<alt>screenshot of identifier selector</alt>\r
136\r
137<imageobject>\r
138<imagedata fileref="media/identifier-selector-3.png" scalefit="0"></imagedata>\r
139</imageobject>\r
140</mediaobject></para>\r
141</informalfigure>\r
142</step>\r
143\r
144<step>\r
1e47e675 145<para>The new identifier is automatically added and selected.</para>\r
53bdcd58
JP
146</step>\r
147</procedure>\r
148</simplesect>\r
149\r
150</section>\r
151\r
152\r
153\r
20780227
JP
154<section xml:id="line-item-detailed-view">\r
155<title>Line Item Detailed View</title>\r
156\r
157<para>Line items have both a simple and detailed view.</para> \r
158\r
159<procedure>\r
160<step>\r
161<para>Open the selection list or purchase order.</para>\r
162</step>\r
163\r
164<step>\r
165<informalfigure>\r
166<para>Click the hyperlink <guilabel>Expand</guilabel> on a line item to display the detailed view for that line item.</para>\r
167<para><mediaobject>\r
168<alt>screenshot of detailed view</alt>\r
169\r
170<imageobject>\r
171<imagedata fileref="media/line-item-detailed-view-1.png" scalefit="0"></imagedata>\r
172</imageobject>\r
173</mediaobject></para>\r
174</informalfigure>\r
175\r
176<para><emphasis rold="bold">OR</emphasis></para>\r
177<informalfigure>\r
178<para>Click the hyperlink <guilabel>Expand All</guilabel> to display the detailed view for all line items.</para>\r
179<para><mediaobject>\r
180<alt>screenshot of detailed view</alt>\r
181\r
182<imageobject>\r
183<imagedata fileref="media/line-item-detailed-view-2.png" scalefit="0"></imagedata>\r
184</imageobject>\r
185</mediaobject></para>\r
186</informalfigure>\r
187</step>\r
188\r
189<step>\r
190<para>Clicking <guilabel>Expand</guilabel> or <guilabel>Expand All</guilabel> a second time will close the detailed view.</para>\r
191</step>\r
192\r
193</procedure>\r
194</section> \r
75612179
JP
195\r
196<section xml:id="link-line-items-catalog">\r
31063226
RJ
197 <title>Link Line Items to the Catalog</title>\r
198 <para>You can link a line item on a selection list to a corresponding MARC record in the catalogue.</para> \r
199<para>The <guilabel>link to catalog</guilabel> option enables you to search for a matching record and link the line item to it. The catalogue record replaces the \r
bda9537a 200record originally used to create the line item. When bibliographic records and copies are loaded into the catalogue the copies are attached to the linked record \r
31063226
RJ
201in the catalogue.</para>\r
202\r
203<procedure>\r
204<step>\r
205<para>Open a selection list or purchase order.</para>\r
206</step>\r
207\r
208<step>\r
209<informalfigure>\r
210<para>On the line item you would like to link, click <guilabel>link to catalog</guilabel>.</para>\r
211<para><mediaobject>\r
212<alt>screenshot of selection lists</alt>\r
213\r
214<imageobject>\r
215<imagedata fileref="media/link-catalog-lineitem-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>The <guilabel>Locate Bib Record</guilabel> search box will appear. By default the search box contains the item's the ISBN, title, and author. Adjust your \r
224search terms if necessary.</para>\r
225<para><mediaobject>\r
226<alt>screenshot of selection lists</alt>\r
227\r
228<imageobject>\r
229<imagedata fileref="media/link-catalog-lineitem-2.png" scalefit="0"></imagedata>\r
230</imageobject>\r
231</mediaobject></para>\r
232</informalfigure>\r
233</step>\r
234\r
235<step>\r
236<informalfigure>\r
237<para>Click <guibutton>Search</guibutton>.</para>\r
238<para><mediaobject>\r
239<alt>screenshot of selection lists</alt>\r
240\r
241<imageobject>\r
242<imagedata fileref="media/link-catalog-lineitem-3.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>Your result(s) will appear. If there are no results you will return to the search screen.</para>\r
251<para><mediaobject>\r
252<alt>screenshot of selection lists</alt>\r
253\r
254<imageobject>\r
255<imagedata fileref="media/link-catalog-lineitem-4.png" scalefit="0"></imagedata>\r
256</imageobject>\r
257</mediaobject></para>\r
175a632b
JP
258</informalfigure>\r
259\r
260<note><para>Currently the brief bibliographic information does not appear. This is a known bug.</para></note> \r
31063226
RJ
261</step>\r
262\r
263<step>\r
264<informalfigure>\r
bda9537a 265<para>Click <guilabel>View MARC</guilabel> to view the MARC record of \r
31063226
RJ
266your selection. Click <guibutton>Hide</guibutton> to hide the MARC record.</para>\r
267<para><mediaobject>\r
268<alt>screenshot of selection lists</alt>\r
269\r
270<imageobject>\r
271<imagedata fileref="media/link-catalog-lineitem-5.png" scalefit="0"></imagedata>\r
272</imageobject>\r
273</mediaobject></para>\r
274</informalfigure>\r
275</step>\r
276\r
277<step>\r
278<informalfigure>\r
bda9537a 279<para>If you are satisfied that the record is for the same item, click <guilabel>Select</guilabel> to link it to the record on the selection list or purchase order.</para>\r
31063226
RJ
280<para><mediaobject>\r
281<alt>screenshot of selection lists</alt>\r
282\r
283<imageobject>\r
284<imagedata fileref="media/link-catalog-lineitem-6.png" scalefit="0"></imagedata>\r
285</imageobject>\r
286</mediaobject></para>\r
287</informalfigure>\r
288</step>\r
289\r
290<step>\r
291<informalfigure>\r
292<para>The screen will reload and the line item will display with a <guilabel>catalog</guilabel> link.</para>\r
293<para>The line item is now linked to the MARC record in the catalogue. This is the record the\r
294 holdings will attach to when you <link linkend="load-bib-items">Load Bib Records\r
295 and Items</link> into the catalogue.</para> \r
296<para><mediaobject>\r
297<alt>screenshot of selection lists</alt>\r
298\r
299<imageobject>\r
300<imagedata fileref="media/link-catalog-lineitem-7.png" scalefit="0"></imagedata>\r
301</imageobject>\r
302</mediaobject></para>\r
303</informalfigure>\r
304</step>\r
305</procedure>\r
306\r
307</section>\r
308\r
309\r
310<section xml:id="line-item-worksheet">\r
311<title>Line Item Worksheet</title>\r
9acafb37
JP
312<para>The Line Item Worksheet is designed to be a printable sheet that contains details about the line item, including alerts, notes, number of holds, and \r
313distribution information. The system fills in the worksheet as a line item goes through the acquisitions process. This worksheet can be placed in an item that \r
314is sent to cataloguing or processing.</para>\r
31063226
RJ
315\r
316<procedure>\r
317<step>\r
318<para>Open a selection list or purchase order.</para>\r
319</step>\r
320\r
321<step>\r
322<informalfigure>\r
323<para>Click the <guilabel>worksheet</guilabel> link on the line item for which you would like to view the worksheet.</para>\r
324<para><mediaobject>\r
325<alt>screenshot of selection lists</alt>\r
326\r
327<imageobject>\r
328<imagedata fileref="media/worksheet-lineitem-1.png" scalefit="0"></imagedata>\r
329</imageobject>\r
330</mediaobject></para>\r
331</informalfigure>\r
332</step>\r
333\r
334<step>\r
335<informalfigure>\r
336<para>The line item worksheet will appear.</para>\r
337<para><mediaobject>\r
338<alt>screenshot of selection lists</alt>\r
339\r
340<imageobject>\r
341<imagedata fileref="media/worksheet-lineitem-2.png" scalefit="0"></imagedata>\r
342</imageobject>\r
343</mediaobject></para>\r
344</informalfigure>\r
345</step>\r
346\r
347<step>\r
348<informalfigure>\r
349<para>The worksheet can be printed by clicking <guibutton>Print Page</guibutton> in the top right\r
350 hand corner. <mediaobject>\r
351 <alt>screenshot of selection lists</alt>\r
352 <imageobject>\r
353 <imagedata fileref="media/worksheet-lineitem-3.png" scalefit="0"/>\r
354 </imageobject>\r
355 </mediaobject></para>\r
356</informalfigure>\r
357</step>\r
358\r
359<step>\r
360<informalfigure>\r
54bb382e 361<para>When you are finished, click <guibutton>Return</guibutton> to return to your selection list or purchase order.</para>\r
31063226
RJ
362<para><mediaobject>\r
363<alt>screenshot of selection lists</alt>\r
364\r
365<imageobject>\r
366<imagedata fileref="media/worksheet-lineitem-4.png" scalefit="0"></imagedata>\r
367</imageobject>\r
368</mediaobject></para>\r
369</informalfigure>\r
370</step>\r
371</procedure>\r
372\r
373</section>\r
374\r
375\r
376 <section xml:id="add-copies-lineitem">\r
377 <title>Add a Copy to a Line Item</title>\r
175a632b
JP
378 <para>By default, line items have no copies attached to them. If a default number of copies as been specified for the provider, when line items are\r
379added to a purchase order copies are automatically added.</para>\r
31063226 380<para>Use the <guilabel>Copies</guilabel> link to add copy information to a line item. You can add copies \r
bda9537a
JP
381to line items on a selection list or a pending purchase order.</para>\r
382\r
175a632b
JP
383<para>Copies can be added to line items in two ways:</para>\r
384<itemizedlist>\r
385<listitem>\r
5686f2b2 386<para>via the <link linkend="copies-add-batch-update">Line Item Batch Updater</link> on a purchase order.</para>\r
175a632b
JP
387</listitem>\r
388<listitem>\r
5726a339 389<para>via the <link linkend="copies-add-screen">Copies Screen</link> on a selection list or purchase order.</para>\r
175a632b
JP
390</listitem>\r
391</itemizedlist>\r
392\r
2440be3f 393<caution><para>Copies should not be added once a purchase order has been activated.</para></caution>\r
31063226 394\r
175a632b
JP
395<simplesect xml:id="copies-add-batch-update">\r
396\r
397<procedure>\r
398<step>\r
399<para>Open a purchase order.</para>\r
400</step>\r
401\r
402<step>\r
403<informalfigure>\r
404<para>Enter the total number of copies for the line item in the <guilabel>Copies</guilabel> field on the <guilabel>Line Item Batch Updater</guilabel>.</para>\r
405<para><mediaobject>\r
406<alt>screenshot of copies on line item batch update</alt>\r
407\r
408<imageobject>\r
409<imagedata fileref="media/add-copies-batch-updater-1.png" scalefit="0"></imagedata>\r
410</imageobject>\r
411</mediaobject></para>\r
412</informalfigure>\r
413<note><para>The number entered in the <guilabel>Copies</guilabel> field is always the total number of copies for the line item, not the number of copies to add to the \r
414selected line item(s).</para></note>\r
415</step>\r
416\r
417<step>\r
418<para>Check the box(es) beside the line item(s) you wish to apply the copies to.</para>\r
419</step>\r
420\r
421<step>\r
422<informalfigure>\r
423<para>Click <guibutton>Apply to Selected</guibutton>.</para>\r
424<para><mediaobject>\r
425<alt>screenshot of copies on line item batch update</alt>\r
426\r
427<imageobject>\r
428<imagedata fileref="media/add-copies-batch-updater-2.png" scalefit="0"></imagedata>\r
429</imageobject>\r
430</mediaobject></para>\r
431</informalfigure>\r
432</step>\r
433\r
434<step>\r
435<informalfigure>\r
436<para>The zero of the <guilabel>Copies</guilabel> link will update to reflect the number of copies created for the line item.</para>\r
437<para><mediaobject>\r
438<alt>screenshot of copies on line item batch update</alt>\r
439\r
440<imageobject>\r
441<imagedata fileref="media/add-copies-batch-updater-3.png" scalefit="0"></imagedata>\r
442</imageobject>\r
443</mediaobject></para>\r
444</informalfigure>\r
445</step>\r
446</procedure>\r
447\r
448</simplesect>\r
449\r
450<simplesect xml:id="copies-add-screen">\r
31063226
RJ
451<procedure>\r
452<step>\r
453<para>Open a selection list or purchase order.</para>\r
454</step>\r
455\r
456<step>\r
457<informalfigure>\r
458<para>Click the <guilabel>Copies (0)</guilabel> link on the line item you would like to add copies to. This will take you to the <guilabel>Copies</guilabel> \r
459screen.</para>\r
460<para><mediaobject>\r
461<alt>screenshot of selection lists</alt>\r
462\r
463<imageobject>\r
464<imagedata fileref="media/add-copies-lineitem-1.png" scalefit="0"></imagedata>\r
465</imageobject>\r
466</mediaobject></para>\r
467</informalfigure>\r
468</step>\r
469\r
470<step>\r
471<informalfigure>\r
472<para>Enter the number of copies you would like to order into <guilabel>Item Count</guilabel> and click <guibutton>Go</guibutton>. A line will be created for each \r
473copy.</para>\r
474<para><mediaobject>\r
475<alt>screenshot of selection lists</alt>\r
476\r
477<imageobject>\r
478<imagedata fileref="media/add-copies-lineitem-2.png" scalefit="0"></imagedata>\r
479</imageobject>\r
480</mediaobject></para>\r
481</informalfigure>\r
482</step>\r
483\r
484<step>\r
485<informalfigure>\r
486<para>The gray box is a batch update function. Each field in this box corresponds to the columns below.</para>\r
487<para><mediaobject>\r
488<alt>screenshot of selection lists</alt>\r
489\r
490<imageobject>\r
491<imagedata fileref="media/add-copies-lineitem-3.png" scalefit="0"></imagedata>\r
492</imageobject>\r
493</mediaobject></para>\r
494</informalfigure> \r
495<para>You can use the batch update for:</para>\r
496<itemizedlist>\r
497<listitem>\r
498<para>Owning Branch</para>\r
499</listitem>\r
500<listitem>\r
175a632b 501<para>Copy Location</para>\r
31063226
RJ
502</listitem>\r
503<listitem>\r
504<para>Collection Code</para>\r
505</listitem>\r
506<listitem>\r
507<para>Fund</para>\r
508</listitem>\r
509<listitem>\r
510<para>Circ Modifier</para>\r
511</listitem>\r
512<listitem>\r
513<para>Call Number</para>\r
514</listitem>\r
515</itemizedlist>\r
516<para>Enter your terms and click <guibutton>Batch Update</guibutton>. The copies will update to reflect your choices.</para>\r
bda9537a
JP
517<note><para>Evergreen will populate the shelving location field with the default shelving location if this field is left blank.</para></note>\r
518\r
31063226
RJ
519</step>\r
520\r
521<step>\r
522<informalfigure>\r
523<para>Distribution formulas tell Evergreen how many copies should be distributed to each location. If desired, select a distribution formula from the \r
524<guilabel>Distribution Formulas</guilabel> drop down list. Click <guibutton>Apply</guibutton>. This will populate the <guilabel>Owning Branch</guilabel>\r
525and <guilabel>Shelving Location</guilabel> fields for your copies.</para>\r
bda9537a 526<para>Distribution Formulas can be created by Acquisitions Administrators; see <link linkend="distribution-formulas">Distribution Formulas</link>.</para>\r
31063226
RJ
527<para><mediaobject>\r
528<alt>screenshot of selection lists</alt>\r
529\r
530<imageobject>\r
531<imagedata fileref="media/add-copies-lineitem-4.png" scalefit="0"></imagedata>\r
532</imageobject>\r
533</mediaobject></para>\r
534</informalfigure>\r
535</step>\r
536\r
537<step>\r
538<informalfigure>\r
539<para>Leave the barcode field blank. Evergreen will assign the copy a temporary barcode.</para>\r
540<para><mediaobject>\r
541<alt>screenshot of selection lists</alt>\r
542\r
543<imageobject>\r
544<imagedata fileref="media/add-copies-lineitem-5.png" scalefit="0"></imagedata>\r
545</imageobject>\r
546</mediaobject></para>\r
547</informalfigure>\r
548<note><para>A temporary barcode prefix has been assigned to your library. This prefix is your library's code. Using this code ensures that \r
549there are no conflicts between the different libraries using acquisitions.</para></note>\r
550</step>\r
551\r
552<step>\r
553<informalfigure>\r
554<para>Once you have entered all the desired information, click <guibutton>Save Changes</guibutton>.</para>\r
555<para><mediaobject>\r
556<alt>screenshot of selection lists</alt>\r
557\r
558<imageobject>\r
559<imagedata fileref="media/add-copies-lineitem-6.png" scalefit="0"></imagedata>\r
560</imageobject>\r
561</mediaobject></para>\r
562</informalfigure>\r
563</step>\r
564\r
565<step>\r
566<informalfigure>\r
567<para>Click <guibutton>Return</guibutton> to return to your selection list or purchase order.</para>\r
568<para><mediaobject>\r
569<alt>screenshot of selection lists</alt>\r
570\r
571<imageobject>\r
572<imagedata fileref="media/add-copies-lineitem-7.png" scalefit="0"></imagedata>\r
573</imageobject>\r
574</mediaobject></para>\r
575</informalfigure>\r
576</step>\r
577\r
578<step>\r
579<informalfigure>\r
580<para>The zero of the <guilabel>Copies</guilabel> link will update to reflect the number of copies you have created for the line item.</para>\r
581<para><mediaobject>\r
582<alt>screenshot of selection lists</alt>\r
583\r
584<imageobject>\r
585<imagedata fileref="media/add-copies-lineitem-8.png" scalefit="0"></imagedata>\r
586</imageobject>\r
587</mediaobject></para>\r
588</informalfigure>\r
589</step>\r
590</procedure>\r
175a632b 591</simplesect>\r
31063226
RJ
592\r
593</section>\r
594\r
595\r
596 <section xml:id="add-alerts-lineitem">\r
597 <title>Add an Alert to a Line Item</title>\r
bda9537a 598 <para>Alerts are pop up messages that appear when an item is received. Alerts also display on the \r
31063226
RJ
599<link linkend="line-item-worksheet">Line Item Worksheet</link> for the item.</para>\r
600\r
601<caution><para>Alerts will not pop up if they are added after the purchase order is activated.</para></caution>\r
602\r
603<procedure>\r
604<step>\r
605<para>Open a selection list or purchase order.</para>\r
606</step>\r
607\r
608<step>\r
609<informalfigure>\r
610<para>Click the <guilabel>Notes (0)</guilabel> link.</para>\r
611<para><mediaobject>\r
612<alt>screenshot of selection lists</alt>\r
613\r
614<imageobject>\r
615<imagedata fileref="media/add-notes-lineitem-1.png" scalefit="0"></imagedata>\r
616</imageobject>\r
617</mediaobject></para>\r
618</informalfigure>\r
619</step>\r
620\r
621<step>\r
622<informalfigure>\r
623<para>Click <guibutton>New Alert</guibutton>.</para>\r
624<para><mediaobject>\r
625<alt>screenshot of selection lists</alt>\r
626\r
627<imageobject>\r
628<imagedata fileref="media/add-alert-lineitem-1.png" scalefit="0"></imagedata>\r
629</imageobject>\r
630</mediaobject></para>\r
631</informalfigure>\r
632</step>\r
633\r
634<step>\r
635<informalfigure>\r
636<para>Choose an alert code from the drop down menu. These <link linkend="create-lineitem-alert">Line Item Alert</link> codes \r
bda9537a 637 are created by your Acquisitions Administrator.</para>\r
31063226
RJ
638<para><mediaobject>\r
639<alt>screenshot of selection lists</alt>\r
640\r
641<imageobject>\r
642<imagedata fileref="media/add-alert-lineitem-2.png" scalefit="0"></imagedata>\r
643</imageobject>\r
644</mediaobject></para>\r
645</informalfigure>\r
646</step>\r
647\r
648<step>\r
649<para>Add additional comments if you desire.</para>\r
650</step>\r
651\r
652<step>\r
653<informalfigure>\r
654<para>Click <guibutton>Create</guibutton>. The alert will display on the screen.</para>\r
655<para><mediaobject>\r
656<alt>screenshot of selection lists</alt>\r
657\r
658<imageobject>\r
659<imagedata fileref="media/add-alert-lineitem-3.png" scalefit="0"></imagedata>\r
660</imageobject>\r
661</mediaobject></para>\r
662</informalfigure>\r
663</step>\r
664\r
665<step>\r
666<informalfigure>\r
667<para>Click <guibutton>Return</guibutton> to return to the selection list or purchase order.</para>\r
668<para><mediaobject>\r
669<alt>screenshot of selection lists</alt>\r
670\r
671<imageobject>\r
672<imagedata fileref="media/add-alert-lineitem-4.png" scalefit="0"></imagedata>\r
673</imageobject>\r
674</mediaobject></para>\r
675</informalfigure>\r
676</step>\r
677\r
678<step>\r
679<informalfigure>\r
680<para>A red flag will now appear to the right of the <guilabel>Notes</guilabel> link and the zero of the <guilabel>Notes</guilabel> link will update to display the \r
681total number of alerts and notes for the line item.</para>\r
682<para><mediaobject>\r
683<alt>screenshot of selection lists</alt>\r
684\r
685<imageobject>\r
686<imagedata fileref="media/add-alert-lineitem-5.png" scalefit="0"></imagedata>\r
687</imageobject>\r
688</mediaobject></para>\r
689</informalfigure>\r
690</step>\r
691</procedure>\r
692\r
693</section>\r
694\r
695\r
696 <section xml:id="add-notes-lineitems">\r
697 <title>Add a Note to a Line Item</title>\r
698 <para>Notes on line items can include any additional information that you wish to add to the line item. Notes can be internal or can be made available to \r
bda9537a 699providers. Notes also display on the <link linkend="line-item-worksheet">Line Item Worksheet</link> for the item.</para>\r
31063226
RJ
700\r
701<procedure>\r
702<step>\r
703<para>Open a selection list or purchase order.</para>\r
704</step>\r
705\r
706<step>\r
707<informalfigure>\r
708<para>Click the <guilabel>Notes (0)</guilabel> link.</para>\r
709<para><mediaobject>\r
710<alt>screenshot of selection lists</alt>\r
711\r
712<imageobject>\r
713<imagedata fileref="media/add-notes-lineitem-1.png" scalefit="0"></imagedata>\r
714</imageobject>\r
715</mediaobject></para>\r
716</informalfigure>\r
717</step>\r
718\r
719<step>\r
720<informalfigure>\r
721<para>Click <guibutton>New Note</guibutton>.</para>\r
722<para><mediaobject>\r
723<alt>screenshot of selection lists</alt>\r
724\r
725<imageobject>\r
726<imagedata fileref="media/add-notes-lineitem-2.png" scalefit="0"></imagedata>\r
727</imageobject>\r
728</mediaobject></para>\r
729</informalfigure>\r
730</step>\r
731\r
732<step>\r
31063226 733<para>Enter your note.</para>\r
31063226
RJ
734<informalfigure>\r
735<para>If you wish to make this note available to your provider, check the box adjacent to <guilabel>Note is vendor-public</guilabel>.</para>\r
736<para><mediaobject>\r
737<alt>screenshot of selection lists</alt>\r
738\r
739<imageobject>\r
740<imagedata fileref="media/add-notes-lineitem-4.png" scalefit="0"></imagedata>\r
741</imageobject>\r
742</mediaobject></para>\r
743</informalfigure>\r
744</step>\r
745\r
746<step>\r
747<informalfigure>\r
748<para>Click <guibutton>Create</guibutton>. The note will display on the screen.</para>\r
749<para><mediaobject>\r
750<alt>screenshot of selection lists</alt>\r
751\r
752<imageobject>\r
753<imagedata fileref="media/add-notes-lineitem-5.png" scalefit="0"></imagedata>\r
754</imageobject>\r
755</mediaobject></para>\r
756</informalfigure>\r
757</step>\r
758\r
759<step>\r
760<informalfigure>\r
761<para>Click <guibutton>Return</guibutton> to return to the selection list or purchase order.</para>\r
762<para><mediaobject>\r
763<alt>screenshot of selection lists</alt>\r
764\r
765<imageobject>\r
766<imagedata fileref="media/add-notes-lineitem-6.png" scalefit="0"></imagedata>\r
767</imageobject>\r
768</mediaobject></para>\r
769</informalfigure>\r
770</step>\r
771\r
772<step>\r
773<informalfigure>\r
774<para>The zero of the <guilabel>Notes</guilabel> link will update to display the total number of alerts and notes for the line item.</para>\r
775<para><mediaobject>\r
776<alt>screenshot of selection lists</alt>\r
777\r
778<imageobject>\r
779<imagedata fileref="media/add-notes-lineitem-7.png" scalefit="0"></imagedata>\r
780</imageobject>\r
781</mediaobject></para>\r
782</informalfigure>\r
783</step>\r
784</procedure>\r
785\r
786</section>\r
787\r
788\r
789 <section xml:id="line-item-actions">\r
790 <title>Line Item Actions Menu</title>\r
791<informalfigure> \r
bda9537a 792<para>The line item actions menu provides you with a number of functions that can be applied to a particular line item.</para>\r
31063226
RJ
793<para><mediaobject>\r
794<alt>screenshot of selection lists</alt>\r
795\r
796<imageobject>\r
797<imagedata fileref="media/actions-menu-lineitem-1.png" scalefit="0"></imagedata>\r
798</imageobject>\r
799</mediaobject></para>\r
800</informalfigure>\r
801\r
5686f2b2
JP
802<para><link linkend="lineitem-actions-update-barcode">Update Barcode</link>\r
803<link linkend="lineitem-actions-holdings-maintenance">Holdings Maintenance</link> \r
804<link linkend="lineitem-actions-claims">Claims</link> \r
31063226
RJ
805<link linkend="lineitem-actions-history">View History</link></para>\r
806\r
31063226
RJ
807<simplesect xml:id="lineitem-actions-update-barcode">\r
808<title>Update Barcode</title>\r
54bb382e 809<para>You are only able to update barcodes once a line item has been received.</para>\r
31063226
RJ
810\r
811<procedure>\r
812<step>\r
bda9537a 813<para>Open a purchase order.</para>\r
31063226
RJ
814</step>\r
815\r
816<step>\r
817<informalfigure>\r
818<para>Using the <guilabel>Actions</guilabel> menu on the line item, select \r
819<menuchoice><guimenu>Actions</guimenu><guimenuitem>Update Barcodes</guimenuitem></menuchoice>.</para>\r
820<para><mediaobject>\r
821<alt>screenshot of update barcode</alt>\r
822\r
823<imageobject>\r
824<imagedata fileref="media/update-barcode-lineitem-1.png" scalefit="0"></imagedata>\r
825</imageobject>\r
826</mediaobject></para>\r
827</informalfigure>\r
828</step>\r
829\r
830<step>\r
831<informalfigure>\r
832<para>The <guilabel>Create or Re-barcode Items</guilabel> screen will open in a new tab.</para>\r
833<para><mediaobject>\r
834<alt>screenshot of update barcode</alt>\r
835\r
836<imageobject>\r
837<imagedata fileref="media/update-barcode-lineitem-2.png" scalefit="0"></imagedata>\r
838</imageobject>\r
839</mediaobject></para>\r
840</informalfigure>\r
841</step>\r
842\r
843<step>\r
bda9537a 844<para>See <link xlink:title="http://docs.sitka.bclibraries.ca/Sitka/current/html/add.html" \r
54bb382e 845xlink:href="http://docs.sitka.bclibraries.ca/Sitka/current/html/add.html">Adding Holdings to Title Records</link> begining with step 4 \r
bda9537a 846for further instructions.</para>\r
31063226
RJ
847</step>\r
848</procedure>\r
849\r
850</simplesect>\r
851\r
852<simplesect xml:id="lineitem-actions-holdings-maintenance">\r
853<title>Holdings Maintenance</title>\r
854\r
bda9537a
JP
855<para>Once an item is received it is possible to use the Actions menu to go directly to Holding Maintenance to view and edit the holdings for a line item.</para>\r
856\r
31063226
RJ
857<procedure>\r
858<step>\r
bda9537a 859<para>Open a purchase order.</para>\r
31063226
RJ
860</step>\r
861\r
862<step>\r
863<informalfigure>\r
864<para>Using the <guilabel>Actions</guilabel> menu on the line item, select <menuchoice>\r
865 <guimenu>Actions</guimenu>\r
866 <guimenuitem>Holdings Maint.</guimenuitem>\r
867 </menuchoice></para>\r
868<para><mediaobject>\r
869<alt>screenshot of holdings maintenance</alt>\r
870\r
871<imageobject>\r
872<imagedata fileref="media/holdings-maintenance-lineitem-1.png" scalefit="0"></imagedata>\r
873</imageobject>\r
874</mediaobject></para>\r
875</informalfigure>\r
876</step>\r
877\r
878<step>\r
879<informalfigure>\r
880<para>The <guilabel>Holdings Maintenance</guilabel> screen will open in a new tab.</para>\r
881<para><mediaobject>\r
882<alt>screenshot of holdings maintenance</alt>\r
883\r
884<imageobject>\r
885<imagedata fileref="media/holdings-maintenance-lineitem-2.png" scalefit="0"></imagedata>\r
886</imageobject>\r
887</mediaobject></para>\r
888</informalfigure>\r
889</step>\r
890\r
891<step>\r
bda9537a 892<para>See <link xlink:title="http://docs.sitka.bclibraries.ca/Sitka/current/html/add.html" \r
54bb382e 893xlink:href="http://docs.sitka.bclibraries.ca/Sitka/current/html/add.html">Adding Holdings to Title Records</link> for further instructions.</para>\r
31063226
RJ
894</step>\r
895</procedure>\r
896\r
897</simplesect>\r
898\r
31063226
RJ
899<simplesect xml:id="lineitem-actions-claims">\r
900<title>Claims</title>\r
54bb382e 901<para>You can manually claim a copy any time after it has been ordered until it is received. You can also claim copies that have been suspended.</para>\r
31063226
RJ
902\r
903<procedure>\r
904<step>\r
bda9537a 905<para>Open a purchase order.</para>\r
31063226
RJ
906</step>\r
907\r
908<step>\r
909<informalfigure>\r
910<para>Using the <guilabel>Actions</guilabel> menu on the line item, select \r
911<menuchoice><guimenu>Actions</guimenu><guimenuitem>Claims (0 existing)</guimenuitem></menuchoice>.</para>\r
912<para><mediaobject>\r
913<alt>screenshot of claiming</alt>\r
914\r
915<imageobject>\r
916<imagedata fileref="media/claim-lineitem-1.png" scalefit="0"></imagedata>\r
917</imageobject>\r
918</mediaobject></para>\r
919</informalfigure>\r
920</step>\r
921\r
922<step>\r
923<informalfigure>\r
924<para>Check the boxes adjacent to the copies you wish to claim and click <guibutton>Claim Selected</guibutton>.</para>\r
925<para><mediaobject>\r
926<alt>screenshot of claiming</alt>\r
927\r
928<imageobject>\r
929<imagedata fileref="media/claim-lineitem-2.png" scalefit="0"></imagedata>\r
930</imageobject>\r
931</mediaobject></para>\r
932</informalfigure>\r
933</step>\r
934\r
935<step>\r
936<informalfigure>\r
937<para> From the <guilabel>Claim Type</guilabel> drop down menu select the reason you are making the claim.</para>\r
938<para><mediaobject>\r
939<alt>screenshot of claiming</alt>\r
940\r
941<imageobject>\r
942<imagedata fileref="media/claim-lineitem-3.png" scalefit="0"></imagedata>\r
943</imageobject>\r
944</mediaobject></para>\r
945</informalfigure>\r
946</step>\r
947\r
948<step>\r
949<informalfigure>\r
950<para>Enter a note if you desire and click <guibutton>Claim</guibutton>.</para>\r
951<para><mediaobject>\r
952<alt>screenshot of claiming</alt>\r
953\r
954<imageobject>\r
955<imagedata fileref="media/claim-lineitem-4.png" scalefit="0"></imagedata>\r
956</imageobject>\r
957</mediaobject></para>\r
958</informalfigure>\r
959</step>\r
960\r
961<step>\r
962<informalfigure>\r
54bb382e 963<para>The number of existing claims on the line item updates.</para>\r
31063226
RJ
964<para><mediaobject>\r
965<alt>screenshot of claiming</alt>\r
966\r
967<imageobject>\r
968<imagedata fileref="media/claim-lineitem-5.png" scalefit="0"></imagedata>\r
969</imageobject>\r
970</mediaobject></para>\r
971</informalfigure>\r
972</step>\r
973\r
974<step>\r
975<informalfigure>\r
54bb382e 976<para>Use the <guilabel>Actions</guilabel> menu on the line item, select \r
31063226
RJ
977<menuchoice><guimenu>Actions</guimenu><guimenuitem>Claims (X existing)</guimenuitem></menuchoice>.</para>\r
978<para><mediaobject>\r
979<alt>screenshot of claiming</alt>\r
980\r
981<imageobject>\r
982<imagedata fileref="media/claim-lineitem-6.png" scalefit="0"></imagedata>\r
983</imageobject>\r
984</mediaobject></para>\r
985</informalfigure>\r
986</step>\r
987\r
988<step>\r
989<informalfigure>\r
bda9537a 990<para>The claimed items will appear in the top half of the pop up with link to their associated vouchers.</para>\r
54bb382e
JP
991<para>Click <guilabel>Show Voucher</guilabel>.</para>\r
992<note><para>There is currently a bug preventing claim vouchers from appearing.</para></note>\r
31063226
RJ
993<para><mediaobject>\r
994<alt>screenshot of claiming</alt>\r
995\r
996<imageobject>\r
997<imagedata fileref="media/claim-lineitem-7.png" scalefit="0"></imagedata>\r
998</imageobject>\r
999</mediaobject></para>\r
1000</informalfigure>\r
1001</step>\r
1002\r
1003</procedure>\r
1004\r
1005</simplesect>\r
1006\r
1007<simplesect xml:id="lineitem-actions-history">\r
1008<title>View History</title>\r
bda9537a 1009<para>It is possible to view the changes that have been made to a line item.</para>\r
31063226
RJ
1010\r
1011<procedure>\r
1012<step>\r
1013<para>Open a selection list or purchase order.</para>\r
1014</step>\r
1015\r
1016<step>\r
1017<informalfigure>\r
1018<para>Using the <guilabel>Actions</guilabel> menu on the line item, select \r
1019<menuchoice><guimenu>Actions</guimenu><guimenuitem>View History</guimenuitem></menuchoice>.</para>\r
1020<para><mediaobject>\r
1021<alt>screenshot of claiming</alt>\r
1022\r
1023<imageobject>\r
1024<imagedata fileref="media/view-history-lineitem-1.png" scalefit="0"></imagedata>\r
1025</imageobject>\r
1026</mediaobject></para>\r
1027</informalfigure>\r
1028</step>\r
1029\r
1030<step>\r
1031<informalfigure>\r
bda9537a 1032<para>By default the newest changes appear first. Use the column headers to sort.</para>\r
31063226
RJ
1033<para><mediaobject>\r
1034<alt>screenshot of claiming</alt>\r
1035\r
1036<imageobject>\r
1037<imagedata fileref="media/view-history-lineitem-2.png" scalefit="0"></imagedata>\r
1038</imageobject>\r
1039</mediaobject></para>\r
1040</informalfigure>\r
1041</step>\r
1042</procedure>\r
1043\r
31063226
RJ
1044</simplesect>\r
1045\r
1046</section>\r
1047\r
1048 <section xml:id="line-item-status">\r
1049 <title>Line Item Statuses</title>\r
5ef96e8a 1050 <para>The status of a line item displays to the right of the actions menu. The line item bar changes colour depending on the status of the line item.</para>\r
54bb382e 1051<para>The colours that display may vary depending on your screen resolution.</para>\r
31063226
RJ
1052\r
1053<para>Possible statuses are:</para>\r
1054<itemizedlist>\r
1055<listitem>\r
1056<informalfigure>\r
1057<para>new (off-white): Item is newly added to the acquisitions process.</para>\r
1058<para><mediaobject>\r
1059<alt>screenshot of line item status</alt>\r
1060\r
1061<imageobject>\r
1062<imagedata fileref="media/statuses-lineitem-1.png" scalefit="0"></imagedata>\r
1063</imageobject>\r
1064</mediaobject></para>\r
1065</informalfigure>\r
1066</listitem>\r
1067<listitem>\r
1068<informalfigure>\r
1069<para>selector-ready (light pink): Item has been chosen and is waiting for a selector to approve.</para>\r
1070<para><mediaobject>\r
1071<alt>screenshot of line item status</alt>\r
1072\r
1073<imageobject>\r
1074<imagedata fileref="media/statuses-lineitem-2.png" scalefit="0"></imagedata>\r
1075</imageobject>\r
1076</mediaobject></para>\r
1077</informalfigure>\r
1078</listitem>\r
1079<listitem>\r
1080<informalfigure>\r
1081<para>order-ready (periwinkle): Item is ready to be ordered.</para>\r
1082<para><mediaobject>\r
1083<alt>screenshot of line item status</alt>\r
1084\r
1085<imageobject>\r
1086<imagedata fileref="media/statuses-lineitem-3.png" scalefit="0"></imagedata>\r
1087</imageobject>\r
1088</mediaobject></para>\r
1089</informalfigure>\r
1090</listitem>\r
1091<listitem>\r
1092<informalfigure>\r
1093<para>pending-order (grey): Item is part of a purchase order that has not yet been activated.</para>\r
1094<para><mediaobject>\r
1095<alt>screenshot of line item status</alt>\r
1096\r
1097<imageobject>\r
1098<imagedata fileref="media/statuses-lineitem-4.png" scalefit="0"></imagedata>\r
1099</imageobject>\r
1100</mediaobject></para>\r
1101</informalfigure>\r
1102</listitem>\r
1103<listitem>\r
1104<informalfigure>\r
bda9537a 1105<para>on-order (mauve): Item is currently on-order.</para>\r
31063226
RJ
1106<para><mediaobject>\r
1107<alt>screenshot of line item status</alt>\r
1108\r
1109<imageobject>\r
1110<imagedata fileref="media/statuses-lineitem-5.png" scalefit="0"></imagedata>\r
1111</imageobject>\r
1112</mediaobject></para>\r
1113</informalfigure>\r
1114</listitem>\r
1115<listitem>\r
1116<informalfigure>\r
1117<para>received (grey blue): Item has been received by the library.</para>\r
1118<para><mediaobject>\r
1119<alt>screenshot of line item status</alt>\r
1120\r
1121<imageobject>\r
1122<imagedata fileref="media/statuses-lineitem-6.png" scalefit="0"></imagedata>\r
1123</imageobject>\r
1124</mediaobject></para>\r
1125</informalfigure>\r
1126</listitem>\r
1127<listitem>\r
1128<informalfigure>\r
1129<para>cancelled (white): Item has been cancelled.</para>\r
1130<para><mediaobject>\r
1131<alt>screenshot of line item status</alt>\r
1132\r
1133<imageobject>\r
1134<imagedata fileref="media/statuses-lineitem-7.png" scalefit="0"></imagedata>\r
1135</imageobject>\r
1136</mediaobject></para>\r
1137</informalfigure>\r
1138</listitem>\r
5726a339
JP
1139\r
1140<listitem>\r
1141<informalfigure>\r
1142<para>delayed (blue): Item has been cancelled but debits remain as the item is really delayed.</para>\r
1143<para><mediaobject>\r
1144<alt>screenshot of line item status</alt>\r
1145\r
1146<imageobject>\r
1147<imagedata fileref="media/statuses-lineitem-8.png" scalefit="0"></imagedata>\r
1148</imageobject>\r
1149</mediaobject></para>\r
1150</informalfigure>\r
1151</listitem>\r
31063226
RJ
1152</itemizedlist>\r
1153\r
1154<caution><para>While there is some overlap in naming, line item statuses and item statuses are not the same thing.</para></caution>\r
1155\r
1156</section>\r
1157\r
1158 <section xml:id="lineitem-estimated-price">\r
1159 <title>Estimated Price</title>\r
1160 <para>The final column of a line item is <guilabel>Estimated Price</guilabel>. A purchase order will not activate without the <guilabel>Estimated Price</guilabel> \r
4b626bcd
JP
1161field filled in for each line item.</para>\r
1162<para>The price entered into <guilabel>Estimated Price</guilabel> is the amount that will be encumbered for the item. It is also the amount that will apear in the price\r
1163field of the copy editor for al copies created from this line item.</para>\r
31063226
RJ
1164\r
1165<procedure>\r
1166<step>\r
1167<para>Open a selection list or purchase order.</para>\r
1168</step>\r
1169\r
1170<step>\r
1171<informalfigure>\r
4b626bcd 1172<para>Enter a price in the <guilabel>Estimated Price</guilabel> field for each line item. The price is automatically saved.</para>\r
31063226
RJ
1173<para><mediaobject>\r
1174<alt>screenshot of line item status</alt>\r
1175\r
1176<imageobject>\r
54bb382e 1177<imagedata fileref="media/statuses-lineitem-2.png" scalefit="0"></imagedata>\r
31063226
RJ
1178</imageobject>\r
1179</mediaobject></para>\r
1180</informalfigure>\r
1181</step>\r
31063226
RJ
1182</procedure>\r
1183\r
1184</section>\r
1185\r
1186 <section xml:id="cansup-line-item">\r
1187 <title>Cancelling and Suspending Line Item</title>\r
54bb382e 1188 <para>You can cancel or suspend line items that are in a state of on-order.</para>\r
31063226 1189\r
bda9537a
JP
1190<para>Certain cancel reasons are used to suspend line items. These cancel reasons are set to keep the debits when the line items are cancelled. \r
1191For example, a cancel reason such as Publication Postponed, for which debits are kept, indicates that the item will still be purchased when published. The funds\r
31063226
RJ
1192remain encumbered for the purchase while the line item has the status of cancelled.</para>\r
1193\r
1194<para><link linkend="cancel-line-item">Cancel a Line Item</link></para>\r
1195<para><link linkend="suspend-line-item">Suspend a Line Item</link></para>\r
1196\r
1197\r
1198<simplesect xml:id="cancel-line-item">\r
1199<title>Cancel a Line Item</title>\r
1200\r
1201<procedure>\r
1202<step>\r
bda9537a 1203<para>Open a purchase order.</para>\r
31063226
RJ
1204</step>\r
1205\r
1206<step>\r
1207<informalfigure>\r
1208<para>Check the box(es) of the line item(s) you wish to cancel.</para>\r
1209<para><mediaobject>\r
1210<alt>screenshot of cancelling</alt>\r
1211\r
1212<imageobject>\r
1213<imagedata fileref="media/cancel-lineitem-1.png" scalefit="0"></imagedata>\r
1214</imageobject>\r
1215</mediaobject></para>\r
1216</informalfigure>\r
1217</step>\r
1218\r
1219<step>\r
1220<informalfigure>\r
1221<para>Using the main <guilabel>Actions</guilabel> menu, select \r
1222<menuchoice><guimenu>Actions</guimenu><guimenuitem>Cancel Selected Lineitems</guimenuitem></menuchoice>.</para>\r
1223<para><mediaobject>\r
1224<alt>screenshot of cancelling</alt>\r
1225\r
1226<imageobject>\r
1227<imagedata fileref="media/cancel-lineitem-2.png" scalefit="0"></imagedata>\r
1228</imageobject>\r
1229</mediaobject></para>\r
1230</informalfigure>\r
1231</step>\r
1232\r
1233<step>\r
1234<informalfigure>\r
165411c1 1235<para>From the drop down menu that appears, select a <link linkend="cancel-reasons-defaults">cancel reason</link>.</para>\r
bda9537a 1236<tip><para>If line items are being cancelled for different reasons they will need to be cancelled separately so different cancel reasons can be used.</para></tip>\r
31063226
RJ
1237<para><mediaobject>\r
1238<alt>screenshot of cancelling</alt>\r
1239\r
1240<imageobject>\r
1241<imagedata fileref="media/cancel-lineitem-3.png" scalefit="0"></imagedata>\r
1242</imageobject>\r
1243</mediaobject></para>\r
1244</informalfigure>\r
1245</step>\r
1246\r
1247<step>\r
1248<informalfigure>\r
1249<para>Click <guibutton>Cancel Line Items</guibutton>.</para>\r
1250<para><mediaobject>\r
1251<alt>screenshot of cancelling</alt>\r
1252\r
1253<imageobject>\r
1254<imagedata fileref="media/cancel-lineitem-4.png" scalefit="0"></imagedata>\r
1255</imageobject>\r
1256</mediaobject></para>\r
1257</informalfigure>\r
1258</step>\r
1259\r
1260<step>\r
1261<informalfigure>\r
1262<para>A pop up will appear asking you to confirm that you wish to cancel the line item. Click <guibutton>OK</guibutton>.</para>\r
1263<para><mediaobject>\r
1264<alt>screenshot of cancelling</alt>\r
1265\r
1266<imageobject>\r
1267<imagedata fileref="media/cancel-lineitem-5.png" scalefit="0"></imagedata>\r
1268</imageobject>\r
1269</mediaobject></para>\r
1270</informalfigure>\r
1271</step>\r
1272\r
1273<step>\r
1274<informalfigure>\r
1275<para>The line item will change to white and the status will update to <guilabel>cancelled</guilabel>.</para>\r
1276<para>The funds for the particular line item will no longer be encumbered.</para>\r
1277<para><mediaobject>\r
1278<alt>screenshot of cancelling</alt>\r
1279\r
1280<imageobject>\r
1281<imagedata fileref="media/cancel-lineitem-6.png" scalefit="0"></imagedata>\r
1282</imageobject>\r
1283</mediaobject></para>\r
1284</informalfigure>\r
1285</step>\r
1286</procedure>\r
1287\r
1288</simplesect>\r
1289\r
1290<simplesect xml:id="suspend-line-item">\r
1291<title>Suspend a Line Item</title>\r
1292\r
1293<procedure>\r
1294<step>\r
bda9537a 1295<para>Open a purchase order.</para>\r
31063226
RJ
1296</step>\r
1297\r
1298<step>\r
1299<informalfigure>\r
1300<para>Check the box(es) of the line item(s) you wish to suspend.</para>\r
1301<para><mediaobject>\r
1302<alt>screenshot of cancelling</alt>\r
1303\r
1304<imageobject>\r
54bb382e 1305<imagedata fileref="media/suspend-lineitem-1.png" scalefit="0"></imagedata>\r
31063226
RJ
1306</imageobject>\r
1307</mediaobject></para>\r
1308</informalfigure>\r
1309</step>\r
1310\r
1311<step>\r
1312<informalfigure>\r
1313<para>Using the main <guilabel>Actions</guilabel> menu, select \r
1314<menuchoice><guimenu>Actions</guimenu><guimenuitem>Cancel Selected Lineitems</guimenuitem></menuchoice>.</para>\r
1315<para><mediaobject>\r
1316<alt>screenshot of cancelling</alt>\r
1317\r
1318<imageobject>\r
1319<imagedata fileref="media/cancel-lineitem-2.png" scalefit="0"></imagedata>\r
1320</imageobject>\r
1321</mediaobject></para>\r
1322</informalfigure>\r
1323</step>\r
1324\r
1325<step>\r
1326<informalfigure>\r
165411c1 1327<para>From the drop down menu that appears, select a <link linkend="cancel-reasons-defaults">cancel reason</link> for which debits are kept.</para>\r
bda9537a 1328<tip><para>If line items are being suspended for different reasons they will need to be suspended separately so different cancel reasons can be used.</para></tip>\r
31063226
RJ
1329<para><mediaobject>\r
1330<alt>screenshot of cancelling</alt>\r
1331\r
1332<imageobject>\r
1333<imagedata fileref="media/cancel-lineitem-3.png" scalefit="0"></imagedata>\r
1334</imageobject>\r
1335</mediaobject></para>\r
1336</informalfigure>\r
1337</step>\r
1338\r
1339<step>\r
1340<informalfigure>\r
1341<para>Click <guibutton>Cancel Line Items</guibutton>.</para>\r
1342<para><mediaobject>\r
1343<alt>screenshot of cancelling</alt>\r
1344\r
1345<imageobject>\r
54bb382e 1346<imagedata fileref="media/suspend-lineitem-2.png" scalefit="0"></imagedata>\r
31063226
RJ
1347</imageobject>\r
1348</mediaobject></para>\r
1349</informalfigure>\r
1350</step>\r
1351\r
1352<step>\r
1353<informalfigure>\r
1354<para>A pop up will appear asking you to confirm that you wish to cancel the line item. Click <guibutton>OK</guibutton>.</para>\r
1355<para><mediaobject>\r
1356<alt>screenshot of cancelling</alt>\r
1357\r
1358<imageobject>\r
1359<imagedata fileref="media/cancel-lineitem-5.png" scalefit="0"></imagedata>\r
1360</imageobject>\r
1361</mediaobject></para>\r
1362</informalfigure>\r
1363</step>\r
1364\r
1365<step>\r
1366<informalfigure>\r
1367<para>The line item will change to white and the status will update to <guilabel>cancelled</guilabel>.</para>\r
1368<para>Because the line item has been suspended rather than cancelled, the funds for the line item are still encumbered.</para>\r
1369<para><mediaobject>\r
1370<alt>screenshot of cancelling</alt>\r
1371\r
1372<imageobject>\r
54bb382e 1373<imagedata fileref="media/suspend-lineitem-3.png" scalefit="0"></imagedata>\r
31063226
RJ
1374</imageobject>\r
1375</mediaobject></para>\r
1376</informalfigure>\r
1377</step>\r
1378\r
1379<step>\r
1380<para>A suspended line item is resolved when all copies of the item arrive and are received.</para>\r
1381</step>\r
1382\r
1383</procedure>\r
1384\r
1385</simplesect>\r
1386\r
1387</section>\r
1388\r
1389 <section xml:id="delete-line-item">\r
1390 <title>Delete a Line Item</title>\r
1391 <para>Line items with the status of new, selector-ready, order-ready, or pending-order can be deleted.</para>\r
54bb382e 1392<para>Be sure you want to delete the line item as there is no warning message and once deleted line items cannot be un-deleted..</para>\r
31063226
RJ
1393\r
1394<procedure>\r
1395<step>\r
1396<para>Open a selection list or purchase order.</para>\r
1397</step>\r
1398\r
1399<step>\r
1400<informalfigure>\r
1401<para>Check the box(es) of the line item(s) you would like to delete.</para>\r
1402<para><mediaobject>\r
1403<alt>screenshot of delete line item</alt>\r
1404\r
1405<imageobject>\r
1406<imagedata fileref="media/delete-lineitem-3.png" scalefit="0"></imagedata>\r
1407</imageobject>\r
1408</mediaobject></para>\r
1409</informalfigure>\r
1410</step>\r
1411\r
1412<step>\r
1413<informalfigure>\r
1414<para>Using the main <guilabel>Actions</guilabel> menu, select \r
1415<menuchoice><guimenu>Actions</guimenu><guimenuitem>Delete Selected Items</guimenuitem></menuchoice>.</para>\r
1416<para><mediaobject>\r
1417<alt>screenshot of delete line item</alt>\r
1418\r
1419<imageobject>\r
1420<imagedata fileref="media/delete-lineitem-1.png" scalefit="0"></imagedata>\r
1421</imageobject>\r
1422</mediaobject></para>\r
1423</informalfigure>\r
1424</step>\r
1425\r
1426<step>\r
1427<informalfigure>\r
1428<para>Your line item and the history associated with it will disappear.</para>\r
1429<para><mediaobject>\r
1430<alt>screenshot of delete line item</alt>\r
1431\r
1432<imageobject>\r
1433<imagedata fileref="media/delete-lineitem-2.png" scalefit="0"></imagedata>\r
1434</imageobject>\r
1435</mediaobject></para>\r
1436</informalfigure>\r
1437</step>\r
1438</procedure>\r
1439\r
1440</section>\r
1441\r
1442\r
1443 <section xml:id="apply-funds-acq">\r
1444 <title>Apply Funds to Line Items</title>\r
71d344db 1445<para>You can apply a single fund or multiple funds to line items on a selection list or purchase order.</para> \r
31063226
RJ
1446<para>Funds can be applied to items from the <guilabel>Copies</guilabel> link that is located on a line item. Funds can also be applied to items by batch updating\r
1447line items and their attendant copies.</para>\r
71d344db
JP
1448\r
1449<para>You can update the fund in use for all copies on a line item using the <guilabel>Batch Update</guilabel> on a selection list or purchase order. It \r
54bb382e
JP
1450is not currently possible to update the fund for individual copies on a line item. Currently there is a known bug where debits are not updated if the line item has \r
1451the status of <guilabel>on-order</guilabel> or <guilabel>received</guilabel>.</para>\r
1452\r
1453<!--\r
1454<para> BUG FIX required - If the line item has been invoiced the spent debits will be updated. If the \r
71d344db 1455line item is on an invoice that has been prorated the invoice will need to be prorated again to update the debits to the correct fund.</para>\r
54bb382e 1456-->\r
31063226 1457\r
d35a28f3 1458<para><link linkend="apply-funds-batch">Apply Funds to Line Items via the Batch Updater</link></para>\r
31063226 1459<para><link linkend="apply-funds-copies">Apply Funds to Individual Copies</link></para>\r
d35a28f3 1460<para><link linkend="update-funds-batch">Update Funds on Line Items via the Batch Updater</link></para>\r
71d344db
JP
1461\r
1462\r
31063226
RJ
1463\r
1464<simplesect xml:id="apply-funds-batch">\r
d35a28f3 1465<title>Apply Funds to Line Items via the Batch Updater</title>\r
54bb382e 1466<para>You can apply funds to all copies on a line item using the <guilabel>Line Item Batch Updater</guilabel> on a purchase order.</para>\r
31063226 1467\r
71d344db 1468<note><informalfigure><para>Fund balance levels are indicated by colour, A black fund name indicates that the fund has money to be spent. A yellow fund name indicates that the \r
31063226
RJ
1469balance in the fund has dropped to the warning percent for the fund. A red fund name indicates that the balance in the fund has dropped to the stop percent for the \r
1470fund. Funds that have been closed out will no longer appear on the drop down list.</para>\r
1471<para><mediaobject>\r
1472<alt>screenshot of line item status</alt>\r
1473\r
1474<imageobject>\r
1475<imagedata fileref="media/fund-batch-lineitem-5.png" scalefit="0"></imagedata>\r
1476</imageobject>\r
1477</mediaobject></para>\r
1478</informalfigure></note>\r
1479\r
1480<procedure>\r
1481<step>\r
54bb382e 1482<para>Open a purchase order.</para>\r
31063226
RJ
1483</step>\r
1484\r
1485<step>\r
1486<informalfigure>\r
54bb382e 1487<para>Check the box(es) of the line item(s) to which you would like to apply funds.</para>\r
31063226
RJ
1488<para><mediaobject>\r
1489<alt>screenshot of line item status</alt>\r
1490\r
1491<imageobject>\r
1492<imagedata fileref="media/fund-batch-lineitem-1.png" scalefit="0"></imagedata>\r
1493</imageobject>\r
1494</mediaobject></para>\r
1495</informalfigure>\r
1496</step>\r
1497\r
1498<step>\r
1499<informalfigure>\r
54bb382e
JP
1500<para>Select the fund you wish to apply to the line items from the drop down menu of the <guilabel>Fund</guilabel> field on the \r
1501<guilabel>Line Item Batch Updater</guilabel>.</para>\r
31063226
RJ
1502<para><mediaobject>\r
1503<alt>screenshot of line item status</alt>\r
1504\r
1505<imageobject>\r
1506<imagedata fileref="media/fund-batch-lineitem-2.png" scalefit="0"></imagedata>\r
1507</imageobject>\r
1508</mediaobject></para>\r
1509</informalfigure>\r
1510</step>\r
1511\r
1512<step>\r
1513<informalfigure>\r
54bb382e 1514<para>Click <guibutton>Apply to Selected</guibutton>.</para>\r
31063226
RJ
1515<para><mediaobject>\r
1516<alt>screenshot of line item status</alt>\r
1517\r
1518<imageobject>\r
1519<imagedata fileref="media/fund-batch-lineitem-3.png" scalefit="0"></imagedata>\r
1520</imageobject>\r
1521</mediaobject></para>\r
1522</informalfigure>\r
1523</step>\r
31063226
RJ
1524</procedure>\r
1525\r
1526</simplesect>\r
1527\r
1528<simplesect xml:id="apply-funds-copies">\r
1529<title>Apply Funds to Individual Copies</title>\r
1530\r
71d344db 1531<note><informalfigure><para>Fund balance levels are indicated by colour, A black fund name indicates that the fund has money to be spent. A yellow fund name indicates that the \r
31063226
RJ
1532balance in the fund has dropped to the warning percent for the fund. A red fund name indicates that the balance in the fund has dropped to the stop percent for the \r
1533fund. Funds that have been closed out will no longer appear on the drop down list.</para>\r
1534<para><mediaobject>\r
1535<alt>screenshot of line item status</alt>\r
1536\r
1537<imageobject>\r
1538<imagedata fileref="media/fund-copy-lineitem-5.png" scalefit="0"></imagedata>\r
1539</imageobject>\r
1540</mediaobject></para>\r
1541</informalfigure></note>\r
1542\r
1543<procedure>\r
1544<step>\r
1545<para>Open a selection list or purchase order.</para>\r
1546</step>\r
1547\r
1548<step>\r
1549<informalfigure>\r
1550<para>Click the <guilabel>Copies</guilabel> link on the line item you wish to apply funds to.</para>\r
1551<para><mediaobject>\r
1552<alt>screenshot of line item status</alt>\r
1553\r
1554<imageobject>\r
1555<imagedata fileref="media/fund-copy-lineitem-1.png" scalefit="0"></imagedata>\r
1556</imageobject>\r
1557</mediaobject></para>\r
1558</informalfigure>\r
1559</step>\r
1560\r
1561<step>\r
1562<informalfigure>\r
1563<para>To apply a fund to an individual copy, click the drop down arrow in the <guilabel>Fund</guilabel> field for the copy and select the fund you would like to use. \r
1564Ensure that all copies have a fund selected.</para>\r
1565<para><mediaobject>\r
1566<alt>screenshot of line item status</alt>\r
1567\r
1568<imageobject>\r
1569<imagedata fileref="media/fund-copy-lineitem-2.png" scalefit="0"></imagedata>\r
1570</imageobject>\r
1571</mediaobject></para>\r
1572</informalfigure>\r
1573</step>\r
1574\r
1575<step>\r
1576<informalfigure>\r
1577<para>Click <guibutton>Save Changes</guibutton>.</para>\r
1578<para><mediaobject>\r
1579<alt>screenshot of line item status</alt>\r
1580\r
1581<imageobject>\r
1582<imagedata fileref="media/fund-copy-lineitem-3.png" scalefit="0"></imagedata>\r
1583</imageobject>\r
1584</mediaobject></para>\r
1585</informalfigure>\r
1586</step>\r
1587\r
1588<step>\r
1589<informalfigure>\r
1590<para>Click <guibutton>Return</guibutton> to return to the selection list or purchase order.</para>\r
1591<para><mediaobject>\r
1592<alt>screenshot of line item status</alt>\r
1593\r
1594<imageobject>\r
1595<imagedata fileref="media/fund-copy-lineitem-4.png" scalefit="0"></imagedata>\r
1596</imageobject>\r
1597</mediaobject></para>\r
1598</informalfigure>\r
1599</step>\r
1600</procedure>\r
1601</simplesect>\r
1602\r
71d344db 1603<simplesect xml:id="update-funds-batch">\r
d35a28f3 1604<title>Update Funds on Line Items via the Batch Updater</title>\r
54bb382e 1605<para>The fund in use for all copies on a line item can be updated at any time using the <guilabel>Line Item Batch Updater</guilabel> on a purchase order.</para>\r
71d344db 1606\r
af02d2d9 1607<note><para>It is not currently possible to update the fund for individual copies on a line item. It is only possible to update the fund for all copies on a line \r
2939d9a6 1608item at once.</para></note>\r
71d344db
JP
1609\r
1610<procedure>\r
1611<step>\r
54bb382e 1612<para>Open a purchase order.</para>\r
71d344db
JP
1613</step>\r
1614\r
1615<step>\r
1616<informalfigure>\r
54bb382e 1617<para>Check the box(es) of the line item(s) for which you would like to update the fund.</para>\r
71d344db
JP
1618<para><mediaobject>\r
1619<alt>screenshot of line item status</alt>\r
1620\r
1621<imageobject>\r
1622<imagedata fileref="media/fund-batch-lineitem-1.png" scalefit="0"></imagedata>\r
1623</imageobject>\r
1624</mediaobject></para>\r
1625</informalfigure>\r
1626</step>\r
1627\r
1628<step>\r
1629<informalfigure>\r
54bb382e
JP
1630<para>Select the fund you wish to apply to the line items from the drop down menu of the <guilabel>Fund</guilabel> field on the \r
1631<guilabel>Line Item Batch Updater</guilabel>.</para>\r
71d344db
JP
1632<para><mediaobject>\r
1633<alt>screenshot of line item status</alt>\r
1634\r
1635<imageobject>\r
1636<imagedata fileref="media/fund-batch-lineitem-2.png" scalefit="0"></imagedata>\r
1637</imageobject>\r
1638</mediaobject></para>\r
1639</informalfigure>\r
1640</step>\r
1641\r
1642<step>\r
1643<informalfigure>\r
54bb382e 1644<para>Click <guibutton>Apply to Selected</guibutton>.</para>\r
71d344db
JP
1645<para><mediaobject>\r
1646<alt>screenshot of line item status</alt>\r
1647\r
1648<imageobject>\r
1649<imagedata fileref="media/fund-batch-lineitem-3.png" scalefit="0"></imagedata>\r
1650</imageobject>\r
1651</mediaobject></para>\r
1652</informalfigure>\r
1653</step>\r
71d344db
JP
1654</procedure>\r
1655\r
1656</simplesect>\r
1657\r
31063226
RJ
1658</section>\r
1659 \r
1660</chapter>\r