acq:searching
Differences
This shows you the differences between two versions of the page.
Both sides previous revisionPrevious revisionNext revision | Previous revision | ||
acq:manual:searching [2017/08/17 14:21] – [Invoice Search Tips] lstjohn | acq:searching [2021/02/19 14:41] (current) – tlittle | ||
---|---|---|---|
Line 1: | Line 1: | ||
- | ====== | + | ====== |
- | The Acquisitions module has a powerful searching interface that enables you to search for line items, catalog records, selection lists, purchase orders and invoices. Searching for line items and catalog records can help ensure that duplicate orders are not placed. | + | |
- | ===== Using the General | + | ===== Search |
- | The option chosen in the //Search for// box determines the type of search results returned. The possible options are: line items, line items and catalog records, selection lists, purchase orders, and invoices. | + | There are several different ways to access |
- | Search fields are divided into a number of categories. These categories are: | + | {{:acq: |
- | * Line Item | + | |
- | * Selection List | + | |
- | * Purchase Order | + | |
- | * Invoice | + | |
- | * Line Item Detail | + | |
- | * Line Item Attribute | + | |
- | Unless grayed out, these fields can be used with any of the //Search | + | Clicking |
- | The example below illustrates searching for invoices using the ordering agency of a purchase order. | + | {{: |
- | {{ :acq: | + | ===== Search Options ===== |
+ | ==== Default Searches ==== | ||
+ | Each of the search tabs has a configured default search. For each: | ||
+ | * Line items -- [blank] [is] _____ | ||
+ | * Purchase orders -- Purchase orders at your workstation' | ||
+ | * Invoices -- Invoices at your workstation' | ||
+ | * Selection lists -- Selection lists owned by you | ||
- | ==== General Search Tips ==== | + | However, |
- | * The //Search for// option | + | |
- | * Search | + | |
- | * Search terms are ORed together when //any// is selected | + | |
- | * Click //Add Search Term// | + | |
- | * Search fields from any category | + | |
- | * Click the red X at the end of a row to delete the row of search terms | + | |
- | * Use " | + | |
- | * Use " | + | |
- | ===== Searching for Line Items ===== | + | By setting a default search, those search terms will automatically be populated whenever you open that search tab. |
- | A Line Item (LI) search will retrieve | + | < |
- | 1. To access the searching interface, select | + | **To set a default search:** |
+ | * From within your chosen search tab (Line Items/ | ||
+ | * Click the blue **Set as Default [X] Search** button. | ||
- | 2. Choose //line items// from the //Search for// drop down menu. | + | These search terms will persist each time that you open this search tab. |
- | {{ : | + | If you would like to get rid of your default search, you can click the gray **Reset Default Search** button. This will reset your default search terms to the configured defaults. |
- | 3. Refine your search by selecting | + | <note tip>You do not need to hit the **Reset Default Search** button every time you do a new search. |
- | {{ : | + | ==== Retrieve Results Immediately ==== |
+ | The **Retrieve Results Immediately** ticky box can be used in conjunction with the Set as Default Search button to automatically retrieve the results of a search anytime you open that search tab. | ||
- | 4. Once you have added your search term(s), click //Search// or press the **ENTER** key. Results | + | Like the **Set Default Search** button, it operates independently on each type of search. So you could have Retrieve |
- | {{ : | + | <note important> |
+ | ==== Search Terms ==== | ||
- | 5. If you wish to edit your search, click //Reveal Search Form// in the top right corner of the results screen | + | ==== Inline Filters and Sorting ==== |
+ | All of the column headers are now sortable. To sort a particular column, click on the column header. You'll see the up/down arrow appear next to the header. | ||
- | {{ :acq:manual:2_search_li_5.png?nolink |}} | + | {{:acq:pasted:20201211-131008.png?direct& |
+ | You can click the header again to sort in the opposite direction (ascending or descending). | ||
+ | ==== Columns and Grid Settings ==== | ||
+ | See: **[[admin: | ||
- | ===== Searching for Line Items & Catalog Records ===== | + | ==== Legacy Search Interface |
- | Best practice is to search for an item before adding it to a selection list or purchase order. A search for Line Items & Catalog Records searches all records | + | With the move to the new interfaces |
- | There are five //Line Item Attribute// (LIA) search | + | If you don't get the search |
- | - LIA - Title of Work: Use with the connecting word of " | + | |
- | - LIA-Author of Work: Use with the connecting word of " | + | |
- | - LIA-ISBN: Use with the connecting word " | + | |
- | - LIA-ISSN: Use with the connecting word " | + | |
- | - LIA-UPC: Use with the connecting word " | + | |
- | To begin an Acquisitions search, access | + | Additionally, tasks you will need to use the legacy |
- | 1. Choose //line items & catalog records// (LIA) from the //Search | + | * Receiving line items via Search |
+ | * Cancelling | ||
- | {{ : | + | ===== Search Terms ===== |
+ | < | ||
- | 2. Select your search | + | Each of the types of search |
- | 3. Click //Search for// or press the Enter key. | + | {{: |
- | 4. The line items and/or catalog records | + | Most search terms are fairly self-explanatory, |
+ | * **Purchase Order - Owner** - This is the **user** who uploaded the purchase order | ||
+ | * **Purchase Order - Creation Time** - The date/time that the purchase order was created in the system | ||
+ | * **Purchase Order - Edit Time** - The last time the purchase order was edited. This stops being tracked once the PO is put on-order | ||
+ | * **Purchase Order - Ordering Agency** - Your purchasing agency, usually your system | ||
+ | * **Purchase Order - Order Date** - The date/time that you placed this PO on-order | ||
+ | * **Invoice - Receiver** - This is the same thing as ordering agency is for purchase orders. It should be set to your system (or PO ordering agency). | ||
+ | * **Invoice - Vendor Invoice ID** - This is the invoice ID on your printed invoice from the vendor. It's different than Invoice - Internal Invoice ID which is the database number of the invoice, and you'll probably never use. | ||
- | {{ : | ||
- | ==== Line Item/ | + | ===== Common Searches ===== |
- | * When searching for line items & catalog records, | + | ==== Line Items ==== |
- | * If the search is set to match // | + | While receiving is not currently supported in the 3.6 version |
- | {{ : | + | If you tend to use one type of search here, it might be good to set up the search terms and then do "Set as Default Search." |
- | ===== Searching for Selection Lists ===== | + | Some searches might look like: |
- | My Selection Lists (SL) search displays only the selection lists created by the user currently logged on to the workstation. You can view selection lists created by other users using the //General Search//. | + | |
- | 1. To access the searching interface, select // | + | Line Item Attribute-Title of Work [contains] _____ |
- | 2. Choose //selection lists// (SL) from the //Search for// drop down menu. | ||
- | {{ : | + | Line Item Attribute-ISBN [contains] _____ |
- | 3. Select your search field(s) | + | < |
- | 4. Click //Search// or press the Enter key. | + | <note important> |
+ | ==== Purchase Orders ==== | ||
- | {{ :acq: | + | Often when you're uploading purchase orders, often the easiest way to find them is to search for purchase orders created that day. To search this way, your search terms would look like: |
- | 5. The selection lists meeting your search criteria will display in a grid. | + | Purchase Order-Ordering Agency [is] _____\\ |
+ | Purchase Order-Creation Time [is] [today] | ||
+ | {{: | ||
- | {{ : | + | < |
- | ==== Selection List Search | + | If you wanted to set that as a search to run automatically when you open Purchase Orders |
- | When searching for selection lists (SL) created by a __particular user__, the best search | + | |
- | * SL-Owner: Searches based on the owning user | + | |
- | * SL-Creator: Searches based on the creating user | + | |
- | When searching for a __particular selection list__, the best search field is: | + | Purchase Order-Ordering Agency [is] _____\\ |
- | * SL-Name: Searches for the name of a particular selection list | + | Purchase Order-Creation Time [age (relative date)] 8 hours |
+ | {{:acq: | ||
- | ===== Searching for Purchase Orders ===== | + | Setting up the search |
- | The default purchase order search | + | |
- | + | ||
- | 1. To access | + | |
- | + | ||
- | 2. By default, | + | |
- | + | ||
- | {{ : | + | |
- | + | ||
- | ==== Purchase Order Search Tips ==== | + | |
- | * To search | + | |
- | * By default, the // | + | |
- | * Use the //Purchase Order// search fields to modify your search as needed. | + | |
- | + | ||
- | {{ : | + | |
- | + | ||
- | * Search fields that are not grayed out in the categories of //Line Item, Selection List, Invoice, and Line Item Attribute// may also be used to build a search. | + | |
- | + | ||
- | ===== Searching for Invoices ===== | + | |
- | The default invoice search allows | + | |
- | + | ||
- | 1. To access the searching | + | |
- | + | ||
- | 2. By default the search interface is set to search | + | |
- | + | ||
- | {{ : | + | |
- | + | ||
- | ==== Invoice Search Tips ==== | + | |
- | * To search | + | |
- | * By default the // | + | |
- | * Search fields in the categories of //Line Item, Selection List, Purchase Order, and Line Item Attribute// may also be used to build a search. | + | |
- | + | ||
- | {{ : | + | |
+ | ==== Invoices ==== | ||
+ | Invoices, like purchase orders, are a search that you always enter your ordering agency on. So this might be a good interface to set up a Default Search, even if you choose not to do Retrieve Results Immediately. A useful default search might be: | ||
+ | Invoice-Receiver [is] _____\\ | ||
+ | Invoice-Close Date [does NOT exist] | ||
+ | {{: | ||
+ | A search set up like this will retrieve any open invoices (not closed) for your ordering agency. This is a good candidate for setting up a Retrieve Results Immediately search, but that's entirely personal preference. If you consistently do this search, it might be useful. As with purchase orders, you can always change the search terms if you're looking for something specific. | ||
+ | ==== Selection Lists ==== | ||
+ | Not used by PINES. | ||
acq/searching.1502979713.txt.gz · Last modified: 2018/10/11 20:15 (external edit)