Initial import of Acquistions doc.
[sitka/doc/acquisitions.git] / admin / admin-acq-providers.xml
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1<?xml version='1.0' encoding='UTF-8'?>
2<chapter xmlns="http://docbook.org/ns/docbook" xmlns:xi="http://www.w3.org/2001/XInclude"
3 xml:lang="EN" xmlns:xlink="http://www.w3.org/1999/xlink" version="5.0" xml:id="admin-acq-providers">
4 <info>
5 <title>Providers</title>
6 <legalnotice>
7 <para><emphasis role="bold">Adapted with permission from original material by the <link
8 xlink:title="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=administration_functions_in_the_acquistions_module_ev.pdf"
9 xlink:href="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=administration_functions_in_the_acquistions_module_ev.pdf">Evergreen
10 Community</link></emphasis></para>
11 </legalnotice>
12
13
14
15 <abstract>
16 <para>Providers are vendors. You can create a provider profile that includes contact information for the provider, holdings information, invoices, a default claiming
17policy, and other information.</para></abstract>
18
19
20 </info>
21
22<section xml:id="acq-admin-providers-placeholder">
23</section>
24
25<section xml:id="managing-provider">
26<title>Managing Provider</title>
27<para>Something about creating providers</para>
28<para><link linkend="create-provider">Create a Provider</link></para>
29<para><link linkend="add-address-provider">Add an Additional Address</link></para>
30<para><link linkend="add-contact-provider">Add a Contact</link></para>
31<para><link linkend="edit-provider">Edit a Provider</link></para>
32
33<simplesect xml:id="create-provider">
34<title>Create a Provider</title>
35
36<procedure>
37<step>
38<informalfigure>
39<para>Select <menuchoice><guimenu>Admin</guimenu>
40<guisubmenu>Server Administration</guisubmenu>
41<guisubmenu>Acquisitions</guisubmenu>
42<guimenuitem>Providers</guimenuitem></menuchoice>.</para>
43<para><mediaobject>
44<alt>screenshot of providers</alt>
45
46<imageobject>
47<imagedata fileref="media/create-providers-1.png" scalefit="0"></imagedata>
48</imageobject>
49</mediaobject></para>
50</informalfigure>
51</step>
52
53<step>
54<informalfigure>
55<para>Click <guibutton>New Provider</guibutton>.</para>
56<para><mediaobject>
57<alt>screenshot of providers</alt>
58
59<imageobject>
60<imagedata fileref="media/create-providers-2.png" scalefit="0"></imagedata>
61</imageobject>
62</mediaobject></para>
63</informalfigure>
64</step>
65
66<step>
67<informalfigure>
68<para>Fill in the fields.</para>
69<para><mediaobject>
70<alt>screenshot of providers</alt>
71
72<imageobject>
73<imagedata fileref="media/create-providers-3.png" scalefit="0"></imagedata>
74</imageobject>
75</mediaobject></para>
76</informalfigure>
77
78<itemizedlist>
79<listitem>
80<para>Enter the provider name.</para>
81</listitem>
82<listitem>
83<para>Create a unique code for the provider. There is no limit to the number of characters that can be entered in this field.</para>
84</listitem>
85<listitem>
86<para>Select an owner from the drop down menu. The owner indicates the organizational unit(s) whose staff can use this provider.</para>
87</listitem>
88<listitem>
89<para>Select a currency from the drop down menu.</para>
90</listitem>
91<listitem>
92<para>Check the box adjacent to <guilabel>Active</guilabel> to activate the provider. Unchecking this box deactivates the provider. A provider must be
93active in order for purchase orders to be made from that provider.</para>
94</listitem>
95<listitem>
96<para>Select a <link linkend="claim-defaults">default claim policy</link> from the drop down menu. Choose the policy that best describes the policy you use with the provider. The default policy
97does not need to cover all possible situations as it is possible to override with a different policy at the time of the claim.</para>
98</listitem>
99<listitem>
100<para>Do <emphasis>NOT</emphasis> select an EDI default from the drop down menu. Leave this field blank. EDI defaults must be created after the provider and then
101linked. See EDI Accounts for more information.</para>
102</listitem>
103<listitem>
104<para>In the <guilabel>E-mail</guilabel> field, enter the provider's e-mail address.</para>
105</listitem>
106<listitem>
107<para>In the <guilabel>Fax Phone</guilabel> field, enter the provider's fax number.</para>
108</listitem>
109<listitem>
110<para>If your provider enters holding data in MARC records, enter <emphasis>970</emphasis> into the <guilabel>Holdings Tag</guilabel> field.</para>
111</listitem>
112<listitem>
113<para>In the <guilabel>Phone</guilabel> field, enter the provider's phone number.</para>
114</listitem>
115<listitem>
116<para>If prepayment is required to purchase from this provider, check the box adjacent to <guilabel>Prepayment Required</guilabel>.</para>
117</listitem>
118<listitem>
119<para>In the <guilabel>SAN</guilabel> field, enter the seven digit Standard Address Number for your provider.</para>
120</listitem>
121<listitem>
122<para>In the <guilabel>URL</guilabel> field, enter the web address for the provider's website.</para>
123</listitem>
124</itemizedlist>
125</step>
126
127<step>
128<informalfigure>
129<para>Click <guibutton>Save</guibutton>.</para>
130<para><mediaobject>
131<alt>screenshot of providers</alt>
132
133<imageobject>
134<imagedata fileref="media/create-providers-4.png" scalefit="0"></imagedata>
135</imageobject>
136</mediaobject></para>
137</informalfigure>
138</step>
139</procedure>
140
141<note><para>After you save the provider profile, the screen reloads so that you can save additional information about the provider. You can also access this
142<guilabel>Provider Details</guilabel> screen by clicking the hyperlinked name of the provider on the <guilabel>Providers</guilabel> screen. The tabs on the
143<guilabel>Provider Details</guilabel> screen allow you to add a provider address, provider contacts, attribute definitions, and holdings subfields. You can
144also view invoices associated with the provider on the <guilabel>Provider Details</guilabel> screen.</para></note>
145</simplesect>
146
147<simplesect xml:id="add-address-provider">
148<title>Add an Additional Address</title>
149
150<procedure>
151<step>
152<informalfigure>
153<para>Select <menuchoice><guimenu>Admin</guimenu>
154<guisubmenu>Server Administration</guisubmenu>
155<guisubmenu>Acquisitions</guisubmenu>
156<guimenuitem>Providers</guimenuitem></menuchoice>.</para>
157<para><mediaobject>
158<alt>screenshot of providers</alt>
159
160<imageobject>
161<imagedata fileref="media/create-providers-1.png" scalefit="0"></imagedata>
162</imageobject>
163</mediaobject></para>
164</informalfigure>
165</step>
166
167<step>
168<informalfigure>
169<para>Click the hyperlinked name of the provider you would like to add an address to.</para>
170<para><mediaobject>
171<alt>screenshot of providers</alt>
172
173<imageobject>
174<imagedata fileref="media/create-address-providers-1.png" scalefit="0"></imagedata>
175</imageobject>
176</mediaobject></para>
177</informalfigure>
178</step>
179
180<step>
181<informalfigure>
182<para>Click <guibutton>New Provider Address</guibutton>. A pop-up will appear.</para>
183<para><mediaobject>
184<alt>screenshot of providers</alt>
185
186<imageobject>
187<imagedata fileref="media/create-address-providers-2.png" scalefit="0"></imagedata>
188</imageobject>
189</mediaobject></para>
190</informalfigure>
191</step>
192
193<step>
194<informalfigure>
195<para>Enter a name for the address in the <guilabel>Address Type</guilabel> field.</para>
196<para><mediaobject>
197<alt>screenshot of providers</alt>
198
199<imageobject>
200<imagedata fileref="media/create-address-providers-3.png" scalefit="0"></imagedata>
201</imageobject>
202</mediaobject></para>
203</informalfigure>
204</step>
205
206<step>
207<para>Fill in the address details. Required fields are:</para>
208<itemizedlist>
209<listitem>
210<para>Street 1</para>
211</listitem>
212<listitem>
213<para>City</para>
214</listitem>
215<listitem>
216<para>State</para>
217</listitem>
218<listitem>
219<para>Country</para>
220</listitem>
221<listitem>
222<para>Post Code</para>
223</listitem>
224</itemizedlist>
225</step>
226
227<step>
228<para>Check the box adjacent to <guilabel>Is Valid?</guilabel> if the address is valid.</para>
229</step>
230
231<step>
232<informalfigure>
233<para>Click <guibutton>Save</guibutton>.</para>
234<para><mediaobject>
235<alt>screenshot of providers</alt>
236
237<imageobject>
238<imagedata fileref="media/create-address-providers-4.png" scalefit="0"></imagedata>
239</imageobject>
240</mediaobject></para>
241</informalfigure>
242</step>
243</procedure>
244
245</simplesect>
246
247<simplesect xml:id="add-contact-provider">
248<title>Add a Contact</title>
249
250<procedure>
251<step>
252<informalfigure>
253<para>Select <menuchoice><guimenu>Admin</guimenu>
254<guisubmenu>Server Administration</guisubmenu>
255<guisubmenu>Acquisitions</guisubmenu>
256<guimenuitem>Providers</guimenuitem></menuchoice>.</para>
257<para><mediaobject>
258<alt>screenshot of providers</alt>
259
260<imageobject>
261<imagedata fileref="media/create-providers-1.png" scalefit="0"></imagedata>
262</imageobject>
263</mediaobject></para>
264</informalfigure>
265</step>
266
267<step>
268<informalfigure>
269<para>Click the hyperlinked name of the provider you would like to add a contact to.</para>
270<para><mediaobject>
271<alt>screenshot of providers</alt>
272
273<imageobject>
274<imagedata fileref="media/create-address-providers-1.png" scalefit="0"></imagedata>
275</imageobject>
276</mediaobject></para>
277</informalfigure>
278</step>
279
280<step>
281<informalfigure>
282<para>Click the <guilabel>Provider Contact</guilabel> tab.</para>
283<para><mediaobject>
284<alt>screenshot of providers</alt>
285
286<imageobject>
287<imagedata fileref="media/create-contact-providers-1.png" scalefit="0"></imagedata>
288</imageobject>
289</mediaobject></para>
290</informalfigure>
291</step>
292
293<step>
294<informalfigure>
295<para>Click <guibutton>New Contact</guibutton>. A pop-up will appear.</para>
296<para><mediaobject>
297<alt>screenshot of providers</alt>
298
299<imageobject>
300<imagedata fileref="media/create-contact-providers-2.png" scalefit="0"></imagedata>
301</imageobject>
302</mediaobject></para>
303</informalfigure>
304</step>
305
306<step>
307<informalfigure>
308<para>Enter the name of the contact, the contact's role, email, and phone number in their respective fields.</para>
309<para><mediaobject>
310<alt>screenshot of providers</alt>
311
312<imageobject>
313<imagedata fileref="media/create-contact-providers-3.png" scalefit="0"></imagedata>
314</imageobject>
315</mediaobject></para>
316</informalfigure>
317</step>
318
319<step>
320<informalfigure>
321<para>Click <guibutton>Save</guibutton>.</para>
322<para><mediaobject>
323<alt>screenshot of providers</alt>
324
325<imageobject>
326<imagedata fileref="media/create-contact-providers-4.png" scalefit="0"></imagedata>
327</imageobject>
328</mediaobject></para>
329</informalfigure>
330</step>
331
332<step>
333<informalfigure>
334<para>Click <guibutton>Reload</guibutton>.</para>
335<para><mediaobject>
336<alt>screenshot of providers</alt>
337
338<imageobject>
339<imagedata fileref="media/create-contact-providers-5.png" scalefit="0"></imagedata>
340</imageobject>
341</mediaobject></para>
342</informalfigure>
343</step>
344
345<step>
346<informalfigure>
347<para>Click <guibutton>New Contact Address</guibutton> further down the page. A pop-up will appear.</para>
348<para><mediaobject>
349<alt>screenshot of providers</alt>
350
351<imageobject>
352<imagedata fileref="media/create-contact-providers-6.png" scalefit="0"></imagedata>
353</imageobject>
354</mediaobject></para>
355</informalfigure>
356</step>
357
358<step>
359<informalfigure>
360<para>In the <guilabel>Type</guilabel> field, enter the type of address.</para>
361<para><mediaobject>
362<alt>screenshot of providers</alt>
363
364<imageobject>
365<imagedata fileref="media/create-contact-providers-7.png" scalefit="0"></imagedata>
366</imageobject>
367</mediaobject></para>
368</informalfigure>
369</step>
370
371<step>
372<para>From the <guilabel>Contact</guilabel> drop down menu select the ID number of your contact.</para>
373</step>
374
375<step>
376<para>Fill in the address details. Required fields are:</para>
377<itemizedlist>
378<listitem>
379<para>Street 1</para>
380</listitem>
381<listitem>
382<para>City</para>
383</listitem>
384<listitem>
385<para>State</para>
386</listitem>
387<listitem>
388<para>Country</para>
389</listitem>
390<listitem>
391<para>Post Code</para>
392</listitem>
393</itemizedlist>
394</step>
395<step>
396<para>Check the box adjacent to <guilabel>Is Valid?</guilabel> if the address is valid.</para>
397</step>
398
399<step>
400<informalfigure>
401<para>Click <guibutton>Save</guibutton>.</para>
402<para><mediaobject>
403<alt>screenshot of providers</alt>
404
405<imageobject>
406<imagedata fileref="media/create-contact-providers-8.png" scalefit="0"></imagedata>
407</imageobject>
408</mediaobject></para>
409</informalfigure>
410</step>
411</procedure>
412
413</simplesect>
414
415<simplesect xml:id="edit-provider">
416<title>Edit a Provider</title>
417
418<procedure>
419<step>
420<informalfigure>
421<para>Select <menuchoice><guimenu>Admin</guimenu>
422<guisubmenu>Server Administration</guisubmenu>
423<guisubmenu>Acquisitions</guisubmenu>
424<guimenuitem>Providers</guimenuitem></menuchoice>.</para>
425<para><mediaobject>
426<alt>screenshot of providers</alt>
427
428<imageobject>
429<imagedata fileref="media/create-providers-1.png" scalefit="0"></imagedata>
430</imageobject>
431</mediaobject></para>
432</informalfigure>
433</step>
434
435<step>
436<informalfigure>
437<para>Click the hyperlinked name of the provider you would like to edit.</para>
438<para><mediaobject>
439<alt>screenshot of providers</alt>
440
441<imageobject>
442<imagedata fileref="media/create-address-providers-1.png" scalefit="0"></imagedata>
443</imageobject>
444</mediaobject></para>
445</informalfigure>
446</step>
447
448<step>
449<informalfigure>
450<para>Make your changes in the top half of the <guilabel>Provider Details</guilabel> screen.</para>
451<para><mediaobject>
452<alt>screenshot of providers</alt>
453
454<imageobject>
455<imagedata fileref="media/edit-provider-1.png" scalefit="0"></imagedata>
456</imageobject>
457</mediaobject></para>
458</informalfigure>
459</step>
460
461<step>
462<informalfigure>
463<para>Click <guibutton>Save</guibutton>.</para>
464<para><mediaobject>
465<alt>screenshot of providers</alt>
466
467<imageobject>
468<imagedata fileref="media/edit-provider-2.png" scalefit="0"></imagedata>
469</imageobject>
470</mediaobject></para>
471</informalfigure>
472</step>
473
474</procedure>
475
476<note><para>You can delete providers on the Provider List page by checking the box adjacent to the providers name and clicking <guibutton>Delete Selected</guibutton>.</para>
477<para>You can only delete providers if no purchase orders have been assigned to them.</para></note>
478
479</simplesect>
480
481</section>
482
483
484<section xml:id="add-attr-definitions">
485<title>Attribute Definitions</title>
486
487<note><para>More information pertaining to this section to come in the future.</para></note>
488
489<para>Your provider may include information that is specific to your organization in MARC tags. You can specify the types of information that should be entered in
490entered in each MARC tag. Enter attribute definitions to correlate MARC tags with the information that they should contain in incoming vendor records. Some
491technical knowledge is required to enter XPath information.</para>
492
493<procedure>
494<step>
495<informalfigure>
496<para>Select <menuchoice><guimenu>Admin</guimenu>
497<guisubmenu>Server Administration</guisubmenu>
498<guisubmenu>Acquisitions</guisubmenu>
499<guimenuitem>Providers</guimenuitem></menuchoice>.</para>
500<para><mediaobject>
501<alt>screenshot of attribute definition</alt>
502
503<imageobject>
504<imagedata fileref="media/create-providers-1.png" scalefit="0"></imagedata>
505</imageobject>
506</mediaobject></para>
507</informalfigure>
508</step>
509
510<step>
511<informalfigure>
512<para>Click the hyperlinked name of the provider you would like to add an attribute definition to.</para>
513<para><mediaobject>
514<alt>screenshot of attribute definition</alt>
515
516<imageobject>
517<imagedata fileref="media/create-address-providers-1.png" scalefit="0"></imagedata>
518</imageobject>
519</mediaobject></para>
520</informalfigure>
521</step>
522
523<step>
524<informalfigure>
525<para>Click the <guilabel>Attribute Definitions</guilabel> tab.</para>
526<para><mediaobject>
527<alt>screenshot of attribute definition</alt>
528
529<imageobject>
530<imagedata fileref="media/add-attr-def-1.png" scalefit="0"></imagedata>
531</imageobject>
532</mediaobject></para>
533</informalfigure>
534</step>
535
536<step>
537<informalfigure>
538<para>Click <guibutton>New Attribute Definition</guibutton>. A pop-up will appear.</para>
539<para><mediaobject>
540<alt>screenshot of attribute definition</alt>
541
542<imageobject>
543<imagedata fileref="media/add-attr-def-2.png" scalefit="0"></imagedata>
544</imageobject>
545</mediaobject></para>
546</informalfigure>
547</step>
548
549<step>
550<informalfigure>
551<para>In the <guilabel>Code</guilabel> field, enter a code for your attribute definition.</para>
552<para><mediaobject>
553<alt>screenshot of attribute definition</alt>
554
555<imageobject>
556<imagedata fileref="media/add-attr-def-3.png" scalefit="0"></imagedata>
557</imageobject>
558</mediaobject></para>
559</informalfigure>
560</step>
561
562<step>
563<para>In the <guilabel>Description</guilabel> field, enter a description of the attribute definition.</para>
564</step>
565
566<step>
567<para>Check the box adjacent to <guilabel>Is Identifier?</guilabel>, if the attribute definition is the identifier.</para>
568</step>
569
570<step>
571<para>In the <guilabel>Remove</guilabel> field, enter whatever remove means.</para>
572</step>
573
574<step>
575<para>In the <guilabel>XPath</guilabel> field, enter the XPath for the attribute definition.</para>
576</step>
577
578<step>
579<para>Click <guibutton>Save</guibutton>.</para>
580</step>
581</procedure>
582
583</section>
584
585
586<section xml:id="holding-subfield">
587<title>Holding Subfields</title>
588
589<para>You may have entered a holdings tag when you created the provider profile. You can also enter holding subfields. Holding subfields
590allow you to specify subfields within the holding tags to which your provider adds holdings information.</para>
591
592<simplesect xml:id="add-holding-subfield">
593<procedure>
594<step>
595<informalfigure>
596<para>Select <menuchoice><guimenu>Admin</guimenu>
597<guisubmenu>Server Administration</guisubmenu>
598<guisubmenu>Acquisitions</guisubmenu>
599<guimenuitem>Providers</guimenuitem></menuchoice>.</para>
600<para><mediaobject>
601<alt>screenshot of holding subfield</alt>
602
603<imageobject>
604<imagedata fileref="media/create-providers-1.png" scalefit="0"></imagedata>
605</imageobject>
606</mediaobject></para>
607</informalfigure>
608</step>
609
610<step>
611<informalfigure>
612<para>Click the hyperlinked name of the provider you would like to add a holding subfield to.</para>
613<para><mediaobject>
614<alt>screenshot of holding subfield</alt>
615
616<imageobject>
617<imagedata fileref="media/create-address-providers-1.png" scalefit="0"></imagedata>
618</imageobject>
619</mediaobject></para>
620</informalfigure>
621</step>
622
623<step>
624<informalfigure>
625<para>Click the <guilabel>Holding Subfield</guilabel> tab.</para>
626<para><mediaobject>
627<alt>screenshot of holding subfield</alt>
628
629<imageobject>
630<imagedata fileref="media/add-holding-subfield-1.png" scalefit="0"></imagedata>
631</imageobject>
632</mediaobject></para>
633</informalfigure>
634</step>
635
636<step>
637<informalfigure>
638<para>Click <guibutton>New Holding Subfield</guibutton>. A pop-up will appear.</para>
639<para><mediaobject>
640<alt>screenshot of holding subfield</alt>
641
642<imageobject>
643<imagedata fileref="media/add-holding-subfield-2.png" scalefit="0"></imagedata>
644</imageobject>
645</mediaobject></para>
646</informalfigure>
647</step>
648
649<step>
650<informalfigure>
651<para>In the <guilabel>Name</guilabel> field, enter a name for your holding subfield.</para>
652<para>In the <guilabel>Subfield</guilabel> field, enter your subfield.</para>
653<para><mediaobject>
654<alt>screenshot of holding subfield</alt>
655
656<imageobject>
657<imagedata fileref="media/add-holding-subfield-3.png" scalefit="0"></imagedata>
658</imageobject>
659</mediaobject></para>
660</informalfigure>
661<note><para>The holdings subfields in use by Sitka are:</para>
662<itemizedlist>
663<listitem>
664<para>c : call_number</para>
665</listitem>
666<listitem>
667<para>m : circ_modifier</para>
668</listitem>
669<listitem>
670<para>l : copy_location </para>
671</listitem>
672<listitem>
673<para>e : estimated_price</para>
674</listitem>
675<listitem>
676<para>f : fund_code</para>
677</listitem>
678<listitem>
679<para>n : note</para>
680</listitem>
681<listitem>
682<para>o : owning_lib</para>
683</listitem>
684<listitem>
685<para>q : quantity</para>
686</listitem>
687</itemizedlist>
688</note>
689</step>
690
691<step>
692<para>Click <guibutton>Save</guibutton>.</para>
693</step>
694</procedure>
695
696</simplesect>
697</section>
698
699<section xml:id="provider-details-invoices">
700<title>View a Provider's Invoices</title>
701
702<procedure>
703<step>
704<informalfigure>
705<para>Select <menuchoice><guimenu>Admin</guimenu>
706<guisubmenu>Server Administration</guisubmenu>
707<guisubmenu>Acquisitions</guisubmenu>
708<guimenuitem>Providers</guimenuitem></menuchoice>.</para>
709<para><mediaobject>
710<alt>screenshot of providers</alt>
711
712<imageobject>
713<imagedata fileref="media/create-providers-1.png" scalefit="0"></imagedata>
714</imageobject>
715</mediaobject></para>
716</informalfigure>
717</step>
718
719<step>
720<informalfigure>
721<para>Click the hyperlinked name of the provider whose invoices you would like to view.</para>
722<para><mediaobject>
723<alt>screenshot of providers</alt>
724
725<imageobject>
726<imagedata fileref="media/create-address-providers-1.png" scalefit="0"></imagedata>
727</imageobject>
728</mediaobject></para>
729</informalfigure>
730</step>
731
732<step>
733<informalfigure>
734<para>Click the <guilabel>Invoices</guilabel> tab.</para>
735<para><mediaobject>
736<alt>screenshot of providers</alt>
737
738<imageobject>
739<imagedata fileref="media/view-invoices-1.png" scalefit="0"></imagedata>
740</imageobject>
741</mediaobject></para>
742</informalfigure>
743</step>
744
745<step>
746<para>All invoices for the provider will display. Use the column headers to sort. Use the hyperlinked <guilabel>Back</guilabel> and <guilabel>Next</guilabel> to
747advance through the pages of invoices. You can click on the hyperlinked name of an invoice to view it.</para>
748</step>
749</procedure>
750
751</section>
752
753
754</chapter>