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acq:manual:searching [2017/08/17 14:21] – [Invoice Search Tips] lstjohnacq:searching [2021/02/19 14:41] (current) tlittle
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-====== Searching ====== +====== Acquisitions Search ======
-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 ===== +===== Search Menu ===== 
-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 the Search screen for Acquisitions.
  
-Search fields are divided into a number of categories. These categories are: +{{:acq:pasted:20201117-111902.png?direct&400}}
-  * 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 for// options.+Clicking any of these options will take you to the same Search screen, but just on a different tab.
  
-The example below illustrates searching for invoices using the ordering agency of a purchase order.+{{:acq:pasted:20201117-112216.png?direct&600}}
  
-{{ :acq:manual:3._search1.png?nolink |}}+===== 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's org unit that are open 
 +  * Invoices -- Invoices at your workstation's org unit that are open 
 +  * Selection lists -- Selection lists owned by you
  
-==== General Search Tips ==== +However, you can also set your own default search terms. These are individual to each tab, so you can have specific default search term for line items, but still use the default search set for purchase orders.
-  * The //Search for// option you choose will be the form in which your results are returned +
-  * Search terms are ANDed together when //all// is selected +
-  * Search terms are ORed together when //any// is selected +
-  * Click //Add Search Term// to add more rows for additional fields +
-  * Search fields from any category can be used in a search unless the search fields are grayed out in the list +
-  * Click the red X at the end of a row to delete the row of search terms +
-  * Use "contains" when doing keyword searching, such as for the title of a work +
-  * Use "is" when searching for an exact match, such as for an ISBN+
  
-===== 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 list of line items based on the search terms usedSee [[:acq:manual:searching#general_search_tips|General Search Tips]] above.+<note>It is recommended to set default search for each tab, even if you choose to only include your normal ordering agencyThat way you won't have to reset it every time.</note>
  
-1. To access the searching interface, select //Acquisitions→General Search//.+**To set a default search:** 
 +  * From within your chosen search tab (Line Items/Purchase Orders/Invoices/Selection List), select your default search terms. 
 +  * 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.
  
-{{ :acq:manual:2_search_li_2.png?nolink |}}+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 the specific fields you would like to search. Some search terms may be disabled depending on the //Search for// option you chose.+<note tip>You do not need to hit the **Reset Default Search** button every time you do a new search. This is only to be used to discard default search terms.</note>
  
-{{ :acq:manual:2_search_li_3.png?nolink |}}+==== 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 meeting your search criteria will display.+Like the **Set Default Search** button, it operates independently on each type of searchSo you could have Retrieve Results Immediately set on the Purchase Orders search, but not on the Invoices search.
  
-{{ :acq:manual:2_search_li_4.png?nolink |}}+<note important>Using the Retrieve Results Immediately ticky box requires you to set a Default Search first.</note> 
 +==== Search Terms ====
  
-5If you wish to edit your search, click //Reveal Search Form// in the top right corner of the results screen to display your search.+==== Inline Filters and Sorting ==== 
 +All of the column headers are now sortableTo 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&400}}
  
 +You can click the header again to sort in the opposite direction (ascending or descending).
 +==== Columns and Grid Settings ====
 +See: **[[admin:workstations:columns|admin:workstations:columns]]**
  
-===== 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 in the catalog as well as all line itemsThis helps to ensure that duplicate orders are not placed for items that your library already owns or is in the process of ordering.+With the move to the new interfaces in version 3.6 (PINES January 2021 upgrade), the legacy interface is still availableThere are a few functions available in the legacy interface that are not available in the new interface, so the old one has been retained.
  
-There are five //Line Item Attribute// (LIA) search fields you can use when searching for line items and catalog records. They are: +If you don't get the search results that you think you should, you can still use the legacy interface to replicate your search. 
-  - LIA - Title of Work: Use with the connecting word of "contains" to keyword search for a line item or catalog record with a particular title. +
-  - LIA-Author of Work: Use with the connecting word of "contains" to keyword search for line items or catalog records by a particular author +
-  - LIA-ISBN: Use with the connecting word "is" to search for a line item or catalog record with a specific ISBN +
-  - LIA-ISSN: Use with the connecting word "is" to search for a line item or catalog record with a specific ISSN +
-  - LIA-UPC: Use with the connecting word "is" to search for a line item or catalog record with a specific UPC. All other search fields will display as grayed out.+
  
-To begin an Acquisitions searchaccess the General Search interface through the Acquisitions menu or the Acquisitions toolbar.+Additionallytasks you will need to use the legacy interface for:
  
-1. Choose //line items & catalog records// (LIA) from the //Search for// drop down menu.+  * Receiving line items via Search 
 +  * Cancelling marking line items backordered via Search
  
-{{ :acq:manual:2_search_licat_6.png?nolink |}}+===== Search Terms ===== 
 +<note>It is recommended to set a Default Search that includes, at bare minimum, your preferred ordering agencySince it defaults to your workstation (probably a branch), you will want to change that to your normal ordering agency.</note>
  
-2. Select your search field(s) and enter your search term(s).+Each of the types of search have search terms that you can use. You'll see in the first drop-down box the available search terms, divided into different sections.
  
-3. Click //Search for// or press the Enter key.+{{:acq:pasted:20201211-121254.png?direct&300}}
  
-4. The line items and/or catalog records that meet your search criteria will display.+Most search terms are fairly self-explanatory, but there are a few nuanced ones to be aware of:\\ 
 +  * **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 editedThis 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.
  
-{{ :acq:manual:2_search_licat_7.png?nolink |}} 
  
-==== Line Item/Catalog Record Search Tips ==== +===== Common Searches ===== 
-  * When searching for line items & catalog records, the best search fields to use are Title of Work and the number field associated with the item (ISBN, ISSN, UPC). +==== Line Items ==== 
-  * If the search is set to match //any// of the following termsthe results will include items that match either the title, the number, or both.+While receiving is not currently supported in the 3.6 version of the Acquisitions Searchit can be helpful to find line items to see their status if you don't know the specific purchase order they're on, or don't want to load up the entire purchase order.
  
-{{ :acq:manual:2_search_licat_8.png?nolink |}}+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." You probably don't want to do Retrieve Results Immediately on this search type, because your values are going to change every time.
  
-===== 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 //Acquisitions->General Search//.+Line Item Attribute-Title of Work [contains] _____
  
-2. Choose //selection lists// (SL) from the //Search for// drop down menu. 
  
-{{ :acq:manual:2_search_sl_9.png?nolink |}}+Line Item Attribute-ISBN [contains] _____
  
-3Select your search field(s) and enter your search term(s).+<note>When doing line item attribute searches, "contains" is almost always the best optionUsing "is" means it has to be exactly right, and since there can be variances in how things are in the various vendor records, "contains" is a safer choice.</note>
  
-4Click //Search// or press the Enter key.+<note important>If you encounter any issues finding something that you know you have in hand/that you've ordered, add Purchase Order-Ordering Agency [is] as one of your search terms hereThat usually fixes the issue.</note> 
 +==== Purchase Orders ====
  
-{{ :acq:manual:2_search_sl_10.png?nolink |}}+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] 
 +{{:acq:pasted:20210219-091713.png?direct&600}}
  
-{{ :acq:manual:2_search_sl_11.png?nolink |}}+<note>Don't set up a search like this as your default search or use Retrieve Results ImmediatelyBecause you've put in a specific date, every time the search runs it will search for that specific date. This search is good for just setting up a search ad hoc.</note>
  
-==== Selection List Search Tips ==== +If you wanted to set that as a search to run automatically when you open Purchase Orders Search (i.e. tick the Retrieve Results Immediately checkbox), set up your search terms like this:
-When searching for selection lists (SLcreated by a __particular user__the best search fields are: +
-  * 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-NameSearches for the name of a particular selection list+Purchase Order-Creation Time [age (relative date)] 8 hours 
 +{{:acq:pasted:20210219-091538.png?direct&600}}
  
-===== Searching for Purchase Orders ===== +Setting up the search with relative date and using the Retrieve Results Immediately checkbox means that anytime you open the purchase order search page this search will auto-run. If that'the most common way that you tend to search, this might be a good optionIf you're searching for something specific that's not this, you can always change the search terms to look for something else.
-The default purchase order search allows you to generate list of on-order purchase orders created by your ordering agency. This search can also be modified to search for purchase orders (PO) using different parameters. +
- +
-1. To access the searching interface, select //Acquisitions->Purchase Orders//. +
- +
-2. By default, the search interface is set to search for on-order purchase orders created by the workstation the user is logged in from. If your ordering agency is different, you will need to change this field. If this is the search you wish to perform, click //Search//+
- +
-{{ :acq:manual:2_search_po_12.png?nolink |}} +
- +
-==== Purchase Order Search Tips ==== +
-  * To search for purchase orders with a status other than "on order," simply replace //on order// with the status you wish to search. +
-  * By default, the //PO-Ordering Agency// is the workstation the user is logged in at. Multi-branch systems with centralized ordering will need to update this to the location that is their actual ordering agency. +
-  * Use the //Purchase Order// search fields to modify your search as needed. +
- +
-{{ :acq:manual:2_search_po_13.png?nolink |}} +
- +
-  * 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 search. +
- +
-===== Searching for Invoices ===== +
-The default invoice search allows you to generate a list of //open// invoices for your __ordering agency__. This search can also easily be modified to search for invoices using different parameters. +
- +
-1. To access the searching interface, select //Acquisitions->Open Invoices// or select the Invoices button from the Acquisitions toolbar. +
- +
-2. By default the search interface is set to search for open invoices created by your ordering agency. If this is the search you wish to perform, click //Search//+
- +
-{{ :acq:manual:2_search_inv_14.png?nolink |}} +
- +
-==== Invoice Search Tips ==== +
-  * To search for closed invoices, simply uncheck the box adjacent to the //I-Complete// search field. +
-  * By default the //I-Receiver// is the workstation the user is logged in at. Multi-branch systems with centralized ordering will need to update this to the location that is their actual receiver. +
-  * Search fields in the categories of //Line Item, Selection List, Purchase Order, and Line Item Attribute// may also be used to build a search. +
- +
-{{ :acq:manual:2_search_inv_15.png?nolink |}}+
  
 +==== 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]
 +{{:acq:pasted:20210219-093354.png?direct&600}}
  
 +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)