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Acquisitions and Funds FAQs

Setting up Acquisitions and Funds Reference Data

  1. What do I need to know about setting up suppliers?  SWIMS Network mandatory procedure
  2. What do I need to know about setting up accounts and account instances?  SWIMS Network mandatory procedure
  3. What do I need to know about financial periods?
  4. What do I need to know about account transactions?

Creating and managing orders

  1. What should I be aware of about using a default account instance?
  2. What is a skeleton title record and what do I need to know about them?  SWIMS Network mandatory procedure  
  3. I am having trouble changing the order status from pre-order to outstanding – why might this be?
  4. What is the delivery method and where does this data come from?
  5. Can I change the supplier after I have changed the order to outstanding?

Creating order items

  1. What is the For Locations field and how does this work?
  2. What is the Ordered For field and how does it work  How can I reserve an order item for someone?
  3. What do I need to know about ordering multipart works to include the ISBN?  SWIMS Network mandatory procedure
  4. What do I need to know about ISBNs in my order printout and how can I check that the correct ones will be included?

Understanding order and order item statuses and invoice statuses and their impact on Funds

  1. What order and order item statuses are there, and invoice statuses, how do they work and how do they affect funds?

Printing

  1. How can I print my order?
  2. What should I do if an Order Item doesn’t appear in my printout?
  3. What if an Order Item is duplicated on both the screen and the printout (with different order numbers)?
  4. What if an Order Item is duplicated on the printout (with the same order number) but not on the screen?
  5. How can I see and print the order items in an order showing their destination locations?

Invoices and checking in

  1. The invoice total is not correct – why is this and what should I do?
  2. I have invoiced an item in error – what should I do?
  3. What happens with copy records when I check in?  SWIMS Network mandatory procedure
  4. I have checked in an item by mistake – how can I ‘undo‘ this?
  5. Why can’t I retrieve my Order Item in a search on Outstanding Order Items or Invoiceable Order Items?
  6. How can I check which Order Items have been checked in but not invoiced?

Deletions and cancellations

  1. Can I delete or cancel Orders and Order Items?  If so, how, and what else do I need to know?

Claims and delayed items

  1. How can I identify order items which haven’t been received in order to claim with the supplier?
  2. What should I do if I discover an order item will be delayed?

Miscellaneous

  1. How do I transfer an order item to the correct order if it has been attached to the wrong order (after invoicing)?
  2. How do I transfer the copy record created when checking in an order item from one title record to another title record?
  3. How do orders display in WebView and OLIB Web?
  4. What about archiving of orders and invoices?

 


What do I need to know about setting up suppliers?

  • Permissions on the creation of suppliers are restricted to certain groups. This is because OLIB uses the same records for suppliers as for publishers and permissions have been reduced on the creation of publishers to reduce proliferation. To create a new supplier record, please ask your system administrator to create a skeleton record. Once created you can then populate it as required.
  • For each supplier a different supplier record is needed for each location – the record must contain clearly the location name or code in the supplier name.  SWIMS Network mandatory procedure
  • Other than this, populate the record generally following the instructions in the Acquisitions manual and looking at existing examples if helpful. In particular the supplier address must have an address type of O (Order).
  • It is fine to have separate order records for the same supplier if, for example some of your books are serviced by the supplier and some not.
  • For information about supplier discounts, see the acquisitions manual.

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What do I need to know about setting up accounts and account instances?

  • It is not necessary to start using the acquisitions module at the beginning of the financial year – the funds can be adjusted accordingly.
  • Account names need to be set up with the SWIMS Network library code as the prefix to make them easily distinguishable.  SWIMS Network mandatory procedure
  • There is apparently no limit to the number of accounts / account instances.
  • If the account number field is not present, don’t use % sign for overspend/underspend.
  • Only librarians with permissions to commit and invoice funds are able to do so.  These permissions are visible in Funds > Account Instances. The final sheet Permissions lists those who have permissions for that account instance.  Any librarian is able to assign permissions to commit and invoice on an account instance.

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What do I need to know about financial periods?

  • The financial periods have been set up starting with 2004/05 and running 01-APR to 31-MAR in each period. Financial periods are created in March each year by one of the system administrators.
  • It is not currently possible to set up overlapping financial periods – this is on OCLC’s lists of potential enhancements.

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What do I need to know about account transactions?

Don’t use commas in transactions, e.g. 2,500.

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What should I be aware of about using a default account instance in an order?

When entering the cost on the Financial Details tab, you need to select an Account Instance.  You can do this manually for each order item, or alternatively you can set this at supplier level so that it is populated by default.   This is done by inputting a default Account into the Supplier record, and a Default Supplier into the Location record – this means that all order items for this location will be allocated to this same Account Instance.

The recommended practice is to use the ‘new’ ordering method in conjuction with a default account if possible.  The reasons for this recommendation are:

  • There is no warning given if any order items do not have a payment account when an order is changed to committed.
  • The ‘old’ ordering method gives an error message, whether you are using a default account or not, asking you to …Save and Continue...  This occurs even though you are using an account instance with sufficient uncommitted balance, and you have the correct permissions to commit.  This is a bug and will be rectified in due course. 

In the meantime it can be overridden, and this is done as follows:

  1. Click OK 
  2. Click Save and Close
  3. Click Yes to bypass the following error message “The order item value does not match the sum of the amounts committed to the funds…”
  4. Return to the order screen
  5. Click the title of the order item you just saved. This opens the order item in modify mode.
  6. Click on the Financial Details tab.
  7. Check that the item price has been entered (no need to tab to update the total cost – this will happen automatically).
  8. The Default Payment Account should already be filled in, so just click the Add Payment Accounts button. (Note no message – the payment account is just added.)
  9. Click Save and Close
  10. Return to the order screen

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What is a skeleton title record and what do I need to know about them?

When there is no title record on SWIMS for the title you are ordering, you need to create a skeleton title record.  

Enter details as follows so it is clear that the record needs to be checked by a cataloguer.  If you ‘create close copy’, remove classmark and other detail.

  • Media type – defaults to Book but change if necessary
  • ISBN – scan/fill in 13 digit with no spaces or punctuation. If no ISBN is discernible, enter a note to this effect in the title record notes field.
  • Title and subtitle – enter in full
  • Statement of responsibility – do not enter
  • Name –  search for author surname – if not found add personal names in the following format:

eg John W. Smith
Surname                        Smith
Fnames + initials          John W.
All initials                      J. W.

 For hyphenated forenames and the initials field – see cataloguing FAQ

  • Edition – enter if applicable, in the format 3rd ed
  • Imprint (publication details)
    • Publisher – search and select into the record. If not found ask a Cataloguing Group rep to add.
    • Date – enter year of publication, e.g. 2015
    • Save and close the Publication Details

It is very important to follow the  cataloguing rules when creating a skeleton record.  SWIMS Network mandatory procedure.   If in doubt please get advice from your rep on the SWIMS Cataloguing Group.   

Other information:

  • Be aware that publishers may reissue a book with a different ISBN and sometimes a different publication date, but it is basically the same – eg paperback version, international/European edition, reissue with enhanced web access.  Also be wary of book publicity information where a reprint (eg paperback version) may be advertised with reprint date instead of publication date.   If you are not sure at the ordering stage whether it is the same book, create a new record.  The cataloguer must check carefully when the book arrives.
  • Skeleton records must be expanded into a full catalogue record by the library at which the first copy arrives, regardless of whether that library uses the acquisitions module.  A new title record must not be created.  SWIMS Network mandatory procedure.
  • Skeleton records cannot be deleted whilst they are linked to an Order Item with a status of Pre-order or Outstanding – OLIB doesn’t allow it
  • Skeleton records which are attached only to Order Item(s) with a status of ‘Cancelled’ are deleted regularly during data integrity checks
  • See also the FAQ on skeleton records for cataloguers

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I am having trouble changing the order status from pre-order to outstanding – why might this be?

Make sure all order items have a payment account:

  1. Launch a search on Acquisitions > Order Items
  2. Select the Order items by Order reference search
  3. Search on order number (this will list all order items which have been attached to this order reference)
  4. Display in full and click the financial details tab. Each order item should have a payment account allocated
  5. When you identify a order item with no payment account, place the record into modify mode and allocate a payment account
  6. Once you have checked / update all of the order items and allocated a payment account you then need to set the order status to outstanding

A warning message is displayed if an attempt is made to save an Order Item with no Payment Account linked to it.

There are also other scenarios in which this occur – for example when the order item loses its link to the title record.  It is not clear why this happens.  OCLC can fix the problem.

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What is the delivery method and where does this data come from?

The delivery is selected when creating the order and is pulled through to the order item. This value has no particular function in OLIB apart from being printed out on orders.

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Can I change the supplier after I have changed the order to outstanding?

Yes.  This may be useful if one supplier is unable to supply and you want to move the order to another supplier.

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What is the For Locations field and how does this work?

OCLC describes the functionality as follows:

Whilst entering a new order item, it is now possible to specify how many copies are being ordered for different locations. For example, when ordering 10 copies of a title, you can specify that 3 copies are for Location A, 6 are for Location B and 1 is for Location C.

Subsequently during check-in, the system automatically allocates the copies to the relevant locations on a top-down basis. For example, if you check in 5 copies of Title X, the first 3 copy records will be allocated to Location A, and the next 2 will be allocated to Location B. The relevant copy number will be added to the Copies For Locations record to indicate that this particular copy has been checked in and allocated.

It is also possible to sequence the Copies For Locations records to enable the operator to determine which copies should be checked in first.

Also, it is possible to add, edit and delete Copies For Locations records at any time, in the order item record or during check-in.

For example, when the operator checks in the first 5 copies of Title X, he/she may actually want to check in 1 copy for each of the 3 locations, followed by 2 copies for Location B. This would be achieved by editing the existing Copies For Locations records so that they each had 1 in the Number Of Copies For Location field, then adding 2 new Copies For Locations records for the remaining 7 copies, with 2 for Location A and 5 for Location B (Location C only had 1 copy originally so it doesn’t need an extra Copies For Locations record).

It is not possible to link individual order items ordered for different locations on the same order to different account instances. For example to use the For Location field to order a copy for location A and for it to be allocated to an Account Instance for location A, and at the same time order a copy of the same title for location B and be allocated to an Account Instance for location B. This is on OCLC’s enhancement list.

You can manually allocate the relevant amounts to the different account instances at the point where you add the account instance to the Payment Accounts field on the order items financial details screen. A word of warning about this, though – the invoicing aspect of it will not behave as you probably would expect. Being able to specify a default account for each location and getting the system to allocate the relevant percentage of the total order item value to the respective account instances depending on how many copies are ordered for each location will require development work.

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What is the Ordered For field and how does it work?  How can I reserve an order item for someone?

The Ordered For field allows you to create a reservation for an Order Item.  This field can be populated at the point that the Order Item is created, or any time until it is checked in (i.e. when it is either Pre-order or Outstanding).  However OLIB needs to be configured for your location such that it will work and this is complex.

In preference use the check-in Pop up field as this message will display when the item is checked in.

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What do I need to know about ordering multipart works to include the ISBN?

SWIMS Network mandatory procedure

If the parent record is already on SWIMS with an ISBN, select the parent record into the Order.  If it isn’t, and you have an ISBN for the parent record, create a skeleton record for the parent title, include the ISBN, and select this record into the Order.

Some multipart works have an ISBN for each individual part but not for the set. If the individual volumes have ISBNs, they have to be ordered individually. Retrieve the parent title full record then click on the required volume from the Related items screen. Make a note of the ISBN and then exit from the catalogue record until you are back at the order screen. Change the means by which you select the item to Title by ISBN and call up the record by the ISBN. Then Choose and Close / Insert the individual record.

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What do I need to know about ISBNs in my order printout and how can I check that the correct ones will be included?

If the ISBN doesn’t appear in the printout at all, ensure that the title record includes the ISBN.  When creating a new title record it is necessary to click the double arrow after entering the ISBN to ensure it is saved into the record.

If you are using an existing Title record and the record has 2 ISBNs, OLIB chooses the top one. To address this there is a cataloguing policy of putting the paperback ISBN at the top where there are two ISBNs. To check that you have used the correct ISBN, do a print preview of your order before you change from Pre-Order to Outstanding to identify any which have an incorrect ISBN. This then allows you to remove the order item, re-sequence the ISBN in the Title record and re-add the order item to the order.

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What Order and Order Item statuses are there, and Invoice statuses, how do they work, and how do they affect funds?

Orders and Order Items

Pre-Order – This is the default status when an Order / Order Item is first entered on the system.  The Order or Order Item can be modified or deleted at any time.  This status has no impact on Funds.

Outstanding – staff change the Order manually from Pre-Order to Outstanding when all Order Items have been entered.  Changing the Order status automatically changes the Order Item status of the linked Order Items from Pre-Order to Outstanding too.  Once the Order status has been changed to Outstanding, no further Order Items can be added.  The Order remains as Outstanding whilst any linked Order Items are still outstanding.  At the point of this change, money is committed, i.e. it moves from ‘Available’ to ‘Committed’.

Then after all linked Order Items have been either checked in or cancelled the Order will have one of the following 3 statuses:

Complete – an Order Item changes automatically to Complete when it has been checked in, and the Order automatically changes to Complete when all Order Items have been checked in.  This status has no impact on Funds.

OR

Cancelled – the staff member manually changes Order Items to Cancelled if they are not going to be received for any reason.  If all Order Items linked to an Order have been cancelled, the Order status automatically changes to Cancelled.  Money is decommitted automatically, so it moves from ‘Committed’ back to ‘Available’.

OR

Cancelled Incomplete – the staff member manually changes Order Items to Cancelled if they are not going to be received for any reason.  This may include a partial Order Item, i.e. in which multiple copies have been ordered but not all will be received.

If an Order has a mixture of Complete and Cancelled Order Items, and no further Outstanding Order Items, then it will automatically get the status of Cancelled Incomplete. In the case of Cancelled Order Items including those not supplied as part of a multiple copy Order Item, money is decommitted automatically for the unreceived copies, i.e. it moves from ‘Committed’ back to ‘Available’.

Other statuses are available for use when items are bought ‘on approval’, or in a system in which orders are authorised by another staff member during the acquisitions entry process.  Orders and Order Items with these statuses can be identified via refined searches:

Authorised – this step is optional and can be used for Orders between the status of Pre-Order and Outstanding.  The status is changed manually by the staff member in charge of authorising orders.
Received – An approval Order Item may be received for review without being checked in until a later time.  This status is set manually by a staff member.
Rejected – An approval Order Item may be rejected.  This status is set manually by a staff member.  The order item then needs to be cancelled manually.  The order item information is retained within the system for reporting purposes.

Invoices

In preparation – this is the default status when an invoice is being created.  This has no impact on Funds.

Complete – when all invoice items have been added, the invoice should be changed to Complete by an authorised person.  This will cause the money to be moved from ‘Committed’ to ‘Spent’.

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How can I print my order?

The second page of the two page layout Orders Print Layout 2nd Page includes publisher and edition, but it also displays both the full and discounted price. It needs to be printed in landscape in order to show all columns in full (select Landscape in the print dialogue box).

The single page layout Orders Printing Layout doesn’t contain publisher and edition. However the earlier problem of truncated price and ISBN has now been fixed.

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What should I do if an Order Item doesn’t appear in my printout?

Try refreshing the order display before printing so that latest order items are included.

Even after doing this, very occasionally an Order Item still doesn’t appear on the printout.  For it to appear, the ISBN on the relevant title record needs to have a sequence number of 1. This sequence number is not shown in OLIB Web, however an easy way to check/resolve this is as follows:

  1. Make a note of the ISBN
  2. Edit the title record and remove the ISBN
  3. Save the title record (‘save and continue’)
  4. Enter the ISBN
  5. Save the title record (‘save and close’)

Print Preview the Order to confirm that the problem has resolved.

This problem occurs very infrequently; however the system manager checks regularly for these problematic title records and corrects them, and notifies any libraries with Order Items attached so that they can check to see if the Order Item has indeed been sent to the supplier.  If it has been missed because of the problem above, it may be sensible to cancel the Order Item and re-order it.

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What if an Order Item is duplicated on both the screen and the printout (with different order numbers)?

If you have accidentally ordered a title twice, simply delete the extra Order Item from the Order.

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What if an Order Item is duplicated on the printout (with the same order number) but not on the screen?

This may be result of duplicated imprint field (eg if you have saved an extra blank imprint field) . You can just cross out the extra line on your print-out, or you can remove the extra imprint field and print again.

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How can I see and print the order items in an order showing their destination locations?

  1. Launch an order items search
  2. Change to Order Items by Order Reference search
  3. Type in the order reference, e.g. BN317
  4. The hitlist shows the destination of the copies
  5. To print the list, use the layout Order Items Standard Layout from the print dialog box (select all records).

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The invoice total is not correct – why is this and what should I do?

Occasionally the total amount in an invoice whilst being inputted is not in fact the total of all the individual item costs. The value is corrected when the status is changed; alternatively it can be corrected by resaving the invoice (this requires you to make a change to the record even if you don’t need to e.g. by adding a note and then removing it). Refreshing the screen does not have the same effect – it is necessary to resave. Usually the change is instant; however it appears that in some cases it is necessary to wait overnight for the total to be updated.

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I have invoiced an item in error – what should I do?

  • Create a new invoice as usual
  • Change the ‘Type’ to Credit Note
  • In the ‘Other Costs’ tab a relevant note can be written, and the appropriate amount entered (no need to use a minus)
  • Payment tab to apply the account instance to be credited
  • The credit amount will then be visible on the ‘Transactions’ tab in Account Instances

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What happens with copy records when I check in?

When an item is checked in, SWIMS creates a copy record with copy status taken from the order record.  Don’t create an extra copy when you are cataloguing.

SWIMS Network mandatory procedure:
After check-in, an item must not have the copy status of Available if it remains unavailable to end users or to other libraries for ILLs for longer than a day.  In this scenario it must have a copy status of In Cataloguing or On Order

When using an alternative copy status, make sure the copy status is changed to Available before the item goes out onto your shelves.

Note that a number of library services (see list) record orders on SWIMS by creating a copy record, and skeleton title record if necessary, but don’t use the Acquisitions and Funds modules.  This means that the presence of a copy record with the status of ‘On Order’ for one of these locations means that there is an outstanding order for this item, but that the item hasn’t yet been received into the library.  The opposite is the case at libraries using the acquisitions module: once the item is received on SWIMS, a copy record is automatically created.

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I have checked in an item by mistake – how can I ‘undo’ this?

Display the order item record in full and click on the Check-In History tab.  Select the order item and choose the Undo Check-In Action.  If you have undone check-in for all copies on an order item, the order item status will return to outstanding.

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Why can’t I retrieve my Order Item in a search on Outstanding Order Items or Invoiceable Order Items?

Explanation on the OCLC OLIB Support website:

An Order item shows on the order record, however it is not returned in any order items searches and thus cannot be received or invoiced.

For an order item to be returned in an order items search the ISBN on the relevant title record needs to have a sequence number of 1.

This sequence number is not shown in OLIB Web, however an easy way to check/resolve this is as follows:

* Make a note of the ISBN
* Edit the title record and remove the ISBN
* Save the title record
* Enter the ISBN
* Save the title record

Search for the order item to confirm that the problem has resolved.

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How can I check which Order Items have been checked in but not invoiced?

Launch an Order Item search and change to Order Items by Title

Refine on Location > your location

Click the Additional SQL option ‘Checked in but not invoiced’

Click OK

If desired, refine also on Date Required By, e.g. to identify Order Items in the current financial year

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Can I delete or cancel Orders and Order Items?  If so, how, and what else do I need to know?

If the order or order items are at the ‘pre-order’ stage and they are no longer wanted they can be simply deleted. 

For Orders and Order Items which are outstanding, it is possible to cancel an entire Order, an individual Order Item, or the remaining items due on a partially completed Order Item. 

Cancelling an entire Order

  1. Launch a search on Acquisitions > Orders
  2. Search for the Order to be cancelled.
  3. Modify the record, change the Statusto Cancelled and save the record.

If an Orderis cancelled then all the Order Items with a status other than Complete are cancelled.  The system de-commits the original committed amount for all the order items.

Cancelling an Order Item

  1. Launch a search on Acquisitions > Order Items
  2. Search for the Order Item to be cancelled.
  3. Modify the record, change the Statusto Cancelled and save the record.
  4. The system de-commits the original committed amount for this order item.

Notes

  • There is a bug such the Order status remains at Outstanding if there is a Cancelled Order Item and all other Order Items are Complete. Then if the order status is changed to Cancelled Incomplete the order status goes to Pre-order and can’t be changed.  It is necessary to ask a system administrator to ask OCLC to correct this.  Full details in the FAQ above.
  • If the Order item was for a new title rather than for additional copies of an existing title then the title will need to be deleted from the database as well.

Cancelling a partially completed Order Item

Outstanding Order Items should be set to the status of Cancelled Incomplete if several copies were originally ordered, fewer copies than ordered have been checked in, and it is necessary to cancel the remaining copies.  When an outstanding order item is set to Cancelled Incomplete, the system de-commits the original committed amount for the unreceived copies.  When an order item is set to Cancelled Incomplete, the Order should also be set to Cancelled Incomplete unless there are other outstanding order items associated with the Order.  But also see the FAQ above regarding a bug.

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How can I identify order items which haven’t been received in order to claim with the supplier?

A note about the effect on claiming of a delay in making an Order Outstanding
Claiming works on the basis of the Date Expected (Req By) field.  This field is automatically populated when the Order Item is created – it is based on the creation date plus the Default Delivery Period in the linked Supplier record (or 90 days if not set).  This is significant and affects the integrity of claiming if there is a delay in changing the Order to Outstanding and sending the details to the supplier.  The longer it is before the Order is changed to Outstanding, the less meaningful the Date Expected is.  In the case of a long delay, it may be helpful to amend the Expected Date manually for each Order Item linked to the Order.

There are currently two different methods available:

1.  Carry out a refined search in OLIB Web such as:

  • Order Items by Supplier
  • Refine on Status > Outstanding
  • Refine on Date Required By > Between – choose suitable dates.  (Refining on Date Required By looks at the Date Expected (Req By) field.)

Then print to clipboard / print.

Optionally you can update the Claim History field in the Claim tab of the Order Item record with information about the actions you have taken.

The search can be saved for regular reuse – amend the dates each time.

 

2.  Automated emailed claims

These are configured to run automatically and are sent to the librarian (or direct to the supplier if preferred) according to predefined timing to notify that order items have not been received.  More details on automated emailed claims can be obtained from a member of the the SWIMS Acquisitions Group.

Note that if the Date Expected (Req By) is updated because of a delay in publication, and all the automated claims have already been generated for that Order Item, no further automated claims will be generated.

 

Note there is no claim report in Jasper and no plan to introduce one.

 

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What should I do if I discover an order item will be delayed?

The following options are available – some or all can be used as appropriate to the situation and local requirements.

  1. You can add a note to this effect in the Internal Notes field of the order item record.
  2. You can update the title record publication date, if appropriate.
  3. You can amend the Date Expected (Req by) field in the order item record.  It may be helpful to update this field if you search for overdue order items by a refined search on this field, or if you use emailed claims.
  4. If you are using emailed claims, you can delete all the claims generated so far, and these will then be generated again in the future taking into account the new expected date in the Date Expected (Req by) field.  (The ability to delete claim events, and hence regeneration of them for a single order item, became possible after the application of Service Pack 4 in Aug 2013).  Do this as follows:
    • In the Order Item record click the Claims tab
    • Click the individual claim so it displays in full (no need to have the Order Item in Modify mode)
    • In OLIB Web click Delete Record and confirm Yes

    Note that it is necessary to delete all claims so far generated in order for new ones to be generated for the same Order Item at a later date.
    Alternatively you can set Suspend Odue Auto Claim in the Claims tab of the order item record to Yes

  5. You can consider cancelling the order item.  When you do this money is decommitted automatically, so it moves from ‘Committed’ back to ‘Available’.  If you decide not to cancel the order item, and the item is still outstanding at the end of the financial year, the order item and its committed fund will be rolled over to the next financial year, provided you follow the rollover procedure as outlined in the year-end document.

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How do I transfer an order item to the correct order if it has been attached to the wrong order (after invoicing)?

If an order item has been attached to the wrong order and the order and the invoice has been created and paid, you have to cancel the order item and then add it to the correct order.

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How do I transfer the copy record created when checking in an order item from one title record to another title record?

This may be required, for example, if it is ordered as a particular edition but a newer edition is received.

Follow the instructions in the FAQ for transferring copies from one title to another. However note that order and financial information will still be linked to the original title.  It is on OCLC’s list of possible future enhancements to transfer the order and financial information too.

If the scenario is that the title records are duplicated, they can be deduplicated and the order information will be retained in the master record.

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How do orders display in WebView and OLIB Web?

WebView

For new titles with outstanding orders and no other copy records, the order status displays as On order in the bibliographic record.   There is no copy data.   The title record can be retrieved in a standard search, but not one refined on location, including the location for which the item has been ordered.  Additional copies of titles already in stock display a message Additional copies on order below the existing copies.
Display of more information is on OCLC’s enhancement list.

OLIB Web

In title records, there is a field at the bottom of the ***SWNHS General, ***SWNHS Videos and ***Sound Recording Main screens called Order Items. This field shows any linked order items, regardless of status.

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What about archiving of orders and invoices?

The automatic archiving of orders and invoices has been set by the system administrators to 730 days, i.e. 2 years.  More details in the acquisitions manual.  The archive date for orders is 730 days after the order was last updated (not 730 days after it was created).  To search for older orders and invoices, launch an Archives search in Selection Manager.  Only orders with a status of complete or cancelled cancelled incomplete and  invoices with a status of complete are archived.

For an order and order items to be archived, any linked invoices must be archived first and the invoices must have the status of Complete for them to be archived.

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