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acq:manual:lineitemshowto [2017/08/31 15:52] – lstjohnacq:manual:lineitemshowto [2019/09/11 15:20] (current) – [Claims] tmccanna
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 ====== Line Items How To ====== ====== Line Items How To ======
  
-Line items represent bibliographic records on a selection list or purchase order. One line item corresponds to one bibliographic record. Line items contain attributes, which are characteristics of the bibliographic record, such as ISBN or Title. Line items also contain copy information, price information, notes, and alerts. Please see [[:acq:manual:lineitems|Line Items]] for an introduction to the parts of a line item. This chapter will assist in how to utilize line items.+Line items represent bibliographic records on a selection list or purchase order. One line item corresponds to one bibliographic record. Line items contain attributes, which are characteristics of the bibliographic record, such as ISBN or Title. Line items also contain copy information, price information, notes, and alerts. Please see [[acq:lineitems|Line Items]] for an introduction to the parts of a line item. This chapter will assist in how to utilize line items.
  
 ===== Order Identifier Selector ===== ===== Order Identifier Selector =====
  
-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 able to specify which [[:acq:manual:glossary#order_identifier|order identifier]] to display in the purchase order sent to providers. Users with the right permissions can also add new order identifiers as needed.+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 able to specify which [[acq:glossary#order_identifier|order identifier]] to display in the purchase order sent to providers. Users with the right permissions can also add new order identifiers as needed.
  
 This function helps to ensure that the correct edition of an item is ordered. This function helps to ensure that the correct edition of an item is ordered.
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 You can link a line item on a selection list to a corresponding MARC record in the catalog. You can link a line item on a selection list to a corresponding MARC record in the catalog.
  
-The //link to catalog// option enables you to search for a matching record and link the line item to it. The catalog record replaces the record originally used to create the line item. <font inherit/inherit;;inherit;;#ffff99>When Import Bibs and Copies is used, the copies are attached to the linked record in the catalog.</font>+The //link to catalog// option enables you to search for a matching record and link the line item to it. The catalog record replaces the record originally used to create the line item. When Import Bibs and Copies is used, the copies are attached to the linked record in the catalog.
  
 1. Open a selection list or purchase order. 1. Open a selection list or purchase order.
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 3. The //Locate Bib Record// search box will appear in collapsed form in the upper left corner. You will need to grab the corner and expand the window. 3. The //Locate Bib Record// search box will appear in collapsed form in the upper left corner. You will need to grab the corner and expand the window.
  
-4. By default the search box contains the item's ISBN, title, and author. Adjust your search terms as necessary.<font inherit/inherit;;inherit;;#ffff99>Use of a single search term is the most fruitful method of locating an existing bib record. You should begin by deleting all search terms except the ISBN.</font>+4. By default the search box contains the item's ISBN, title, and author. Adjust your search terms as necessary.Use of a single search term is the most fruitful method of locating an existing bib record. You should begin by deleting all search terms except the ISBN. 
 + 
 +<note>If you need to search by an uncommon term, such as TCN, delete all terms in the box and write: Identifier|tcn:xxxx.</note>
  
 {{  :acq:manual:6_lineitem_linktocat_4.png?nolink&  }} {{  :acq:manual:6_lineitem_linktocat_4.png?nolink&  }}
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 5. Distribution formulas are used as templates with the batch updater to specify the number of copies that should be distributed to specific branches. If you have set up distribution formulas, you may select a distribution formula from the //Distribution Formulas//  drop down list. Click //Apply.//  This will populate the //Owning Branch, Fund,//  and //Circ Modifier//  fields for your copies. 5. Distribution formulas are used as templates with the batch updater to specify the number of copies that should be distributed to specific branches. If you have set up distribution formulas, you may select a distribution formula from the //Distribution Formulas//  drop down list. Click //Apply.//  This will populate the //Owning Branch, Fund,//  and //Circ Modifier//  fields for your copies.
  
-Distribution Formulas can be created by Acquisitions administrators; see [[:acq:manual:adminsettings#distribution_formulas|Distribution Formulas]].+Distribution Formulas can be created by Acquisitions administrators; see [[acq:adminsettings#distribution_formulas|Distribution Formulas]].
  
 6. Leave the barcode field blank. Evergreen will assign the copy a temporary barcode when Import Bibs and Copies is used [link]. 6. Leave the barcode field blank. Evergreen will assign the copy a temporary barcode when Import Bibs and Copies is used [link].
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 {{  :acq:manual:6_lineitem_actions_31.png?nolink&  }} {{  :acq:manual:6_lineitem_actions_31.png?nolink&  }}
  
-<note>There is currently a bug [[https://bugs.launchpad.net/evergreen/ bug/1195063|preventing claim vouchers from appearing]].</note>+<note>There is currently a bug [[https://bugs.launchpad.net/evergreen/+bug/1195063|preventing claim vouchers from appearing]].</note>
  
 ==== View History ==== ==== View History ====
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 ===== Canceling and Suspending Line Items ===== ===== Canceling and Suspending Line Items =====
  
-You can cancel or suspend line items that are in a state of //on-order.//+See [[acq:cancelsuspend#canceling_and_suspending_line_items|Canceling and Suspending Line Items]]
  
-Cancel reasons are used to suspend or cancel line items. The difference between cancel reasons for suspension and cancel reasons for cancellation is whether or not fund debits are kept as encumbered (True) – a state of suspension – or fund debits are returned to the fund (False) – a state of true cancellation.+===== Delete a Line Item =====
  
-{{  :acq:manual:6_lineitem_actions_34.png?nolink&  }}+Line items with the status of new, selector-ready, order-ready, or pending-order can be deleted.
  
-For 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 remain encumbered. This is a cancel reason for suspending.+Be sure you want to delete the line item as there is no warning message and once deleted line items cannot be un-deleted.
  
-[[:acq:manual:pinesdefaults#cancel_reasons|Cancel reasons]] are PINES defaults. If you need additional cancel reasons, please open a Helpdesk ticket.+1. Open a selection list or purchase order.
  
-**Cancel a Line Item**<note>There is an open bug that affects [[https://bugs.launchpad.net/evergreen/ bug/1195063|attempting to cancel line items]]. You may get an error message "ACQ_NOT_CANCELABLE→The object is not in a cancelable state." To resolve, each copy on a line item must be canceled. The status of the line item will remain on-order, but each copy will show a status of canceled. See Canceling and Suspending Copies [link] for more information. </note>+2. Check the box(es) of the line item(s) you would like to delete.
  
-1. Open a purchase order.+3. Using the main //Actions// menu, select //Actions → Delete Selected Items//.
  
-2. Check the box(es) of the line item(s) you wish to cancel. 
  
-{{  :acq:manual:6_lineitem_cancelsuspend_35.png?nolink&  }}+{{ :acq:manual:6_lineitem_delete_41.png?nolink |}}
  
-3. Using the main //Actions//  menu, select //Actions→Cancel Selected Line Items.// 
  
-{{  :acq:manual:6_lineitem_cancelsuspend_36.png?nolink&  }}+4. Your line item and the history associated with it will disappear.
  
-4. From the drop down menu that appears, select a [[:acq:manual:pinesdefaults#cancel_reasons|cancel reason]].+===== Apply Funds to Line Items =====
  
-{{  :acq:manual:6_lineitem_cancelsuspend_37.png?nolink&  }}+You can apply a single fund or multiple funds to copies or line items on a selection list or a purchase  
 +order prior to ordering.  Funds can be applied to line items from the Copies link that is located on a  
 +line item. Funds can also be applied or updated by using the batch updater for line items and their  
 +attendant copies.
  
-<note important>If line items are being canceled for different reasons, they will need to be canceled separately so different cancel reasons can be used.</note>+Fund balance levels are indicated by color. A black fund name indicates that the fund has money to be  
 +spent. A yellow fund name indicates that the balance 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  
 +fund. Funds that have been closed out will no longer appear on the drop down list.
  
-5. Click //Cancel Line Items.//+{{ :acq:manual:6_lineitem_funds_42.png?nolink |}}
  
-{{  :acq:manual:6_lineitem_cancelsuspend_38.png?nolink&  }}+==== Apply Funds to Line Items via the Batch Updater ====
  
-6. A pop-up will appear asking you to confirm that you wish to cancel the line item. Click OK.+You can apply funds to all copies on a line item using the Line Item Batch Updater on a purchase order.
  
-7. The line item will change to white and the status will update to //canceled.//  The funds for the particular line item will no longer be encumbered.+1. Open a purchase order.
  
-{{  :acq:manual:6_lineitem_cancelsuspend_39.png?nolink&  }}+2. Check the box(es) of the line item(s) to which you would like to apply funds.
  
-**Suspend a Line Item**+3. In the Line Item Batch Updater, select from the dropdown menu the fund you wish to apply to all  
 +line items.
  
  
-===== Add an Alert to a Line Item =====+{{ :acq:manual:6_lineitem_funds_43.png?nolink |}}
  
-Alerts are pop-up messages that appear when an item is received. Alerts also display on the [[:acq:manual:lineitemshowto#line_item_worksheet|Line Item Worksheet]] for the item.+4. Click Apply to Selected.
  
-<note important>Alerts will not pop-up if they are added after the purchase order is activated.</note> 
  
-1. Open a selection list or purchase order.+==== Apply Funds to Individual Copies ====
  
-2. Click the //Notes//  link.+1. Open a purchase order.
  
-{{  :acq:manual:6_lineitem_funds_44.png?nolink&  }}+2.      On the line item you wish to apply funds to click the //Copies// link.
  
-3. Click //New Alert.// 
  
-4. Choose an alert code from the drop down menu. These Line Item Alert [link] codes are created by your Acquisitions Administrator.+{{ :acq:manual:6_lineitem_funds_44.png?nolink |}}
  
-{{  :acq:manual:6_lineitem_funds_45.png?nolink&  }} 
  
-5. Add additional comments if you desire.+3. To apply a fund to an individual copy, click the drop down arrow in the Fund field for the copy and select the fund you would like to use. Ensure that all copies have a fund selected.
  
-6. Click //Create.//  The alert will display on the screen. 
  
-7. Click //Return//  to return to the selection list or purchase order.+{{ :acq:manual:6_lineitem_funds_45.png?nolink |}}
  
-{{  :acq:manual:6_lineitem_funds_46.png?nolink&  }} 
  
-8. A red flag will now appear to the right of the //Notes//  link and the //Notes (0)//  link will update to display the total number of alerts and notes for the line item.+4. Click //Save Changes//.
  
-{{  :acq:manual:6_lineitem_funds_47.png?nolink&  }}+5. Click //Return// to return to the purchase order.
  
-===== Add a Note to a Line Item ===== 
  
-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 providers. Vendor notes appear on printed purchase orders. Notes also display on the [[:acq:manual:lineitemshowto#line_item_worksheet|Line Item Worksheet]] for the item.+==== Update Funds on Line Items via the Batch Updater ====
  
-1. Open a selection list or purchase order.+The fund in use for all copies on a line item can be updated at any time using the Line Item Batch  
 +Updater on a purchase order.
  
-2. Click the //Notes//  link.+1. Open a purchase order.
  
-[image]+2. Check the box(es) of the line item(s) for which you would like to update the fund.
  
-3. Click //New Note//.+3.      Select the fund you wish to apply to the line items from the drop down menu of the Fund field on the Line Item Batch Updater.
  
-4. Enter your note. 
  
-[image]+{{ :acq:manual:6_lineitem_funds_46.png?nolink |}}
  
-If you wish to make this note available to your provider, check the box adjacent to //Note is vendor-public//. 
  
-5. Click //Create.//  The note will display on the screen. +4.       Click //Apply// to //Selected//.
- +
-6. Click //Return//  to return to the selection list or purchase order. +
- +
-[link] +
- +
-7. The number in parentheses next to the //Notes//  link will update to display the total number of alerts and notes for the line item. +
- +
-[image] +
- +
-===== Line Item Actions Menu ===== +
- +
-The line item actions menu provides you with a number of functions that can be applied to a particular line item.+
  
  
 +{{ :acq:manual:6_lineitem_funds_47.png?nolink |}}
  
  
  
acq/manual/lineitemshowto.1504194774.txt.gz · Last modified: 2018/10/11 20:15 (external edit)