1 Acquisitions module: scope and purpose


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Copyright © 1992-2000 Adlib Information Systems B.V. ® All rights reserved. Adlib® is a product of Adlib Information Systems B.V. ® Windows is a registered trademark of Microsoft Corporation.
The information in this document is subject to change without notice and should not be construed as a commitment by Adlib Information Systems. Adlib assumes no responsibility for any errors that may appear in this document. The software described in this document is furnished under a licence and may be used or copied only in accordance with the terms of such a licence.
While making every effort to ensure the accuracy of this document, products are continually being improved. As a result, later versions of the products may vary from those described here. Under no circumstances may this document be regarded as a part of any contractual obligation to supply software, or as a definitive product description.

Adlib Information Systems



1. Introduction 1

1.1. Acquisitions module: scope and purpose 1

1.2. Components 1

1.3. Relationship to other modules 1

1.4. Basic Adlib functions 2

2. Acquisitions module procedures 3

3. Tasks 5

4. Supplementary files 7

4.1. Persons and institutions (suppliers) 7

4.2. Cost centres 10

4.3. Costs 13

4.4. Currencies 13

4.5. Letters 14

4.6. Requesters 15

4.7. Languages 16

5. Orders 19

5.1. Entering order details 19

5.2. Receipt and payment of an order 24

5.3. Cancelling an order 27

6. Printing letters 29

6.1. Batch printing of letters 29

6.2. Printing a letter for a specific order 30

Appendix 1: Index 31



1.Introduction

1.1.Acquisitions module: scope and purpose


The Acquisitions module is one of the integrated modular components of the Adlib Library application. The other modules are the Catalogue and Public Access Catalogue modules, the Serials module and the Loans module.

The Acquisitions module has links to all the above modules, but can also be used as a separate application. For the purposes of this manual, the functionality is described as if the module were operating as a component of the integrated library management system.

The Acquisitions module supports the following procedures:

• creation and printing of orders

• allocation of item costs to cost centre fund accounts

• checking-in of issues

• chasing of late deliveries

• cancellation of orders and printing of cancellation letters

• recording of payments

• management of cost centre fund accounts

1.2.Components


The Acquisitions module consists of a series of linked files. The main file is the Orders file. The Orders file is supported by a number of supplementary files containing data on suppliers, cost centres, currencies, standard letters, language-specific texts and requesters.

1.3.Relationship to other modules


The Acquisitions module is fully integrated with the other modules of the Library application. The links operate as follows:

• The Orders file is linked to the catalogue via the Title field. This link allows you to search for or enter data directly in the catalogue. The bibliographic details of items are thus automatically written to the catalogue, making it unnecessary to rekey data when an ordered item arrives.

• The Requester file shares data with the Borrower and Reader files in the Loans and Serials modules, respectively. These names therefore do not need to be rekeyed, and requesters can be notified when an item they have requested has arrived.

• The supplementary files Persons and Institutions (Suppliers), Cost Centres, Costs, Currencies, Letters, Requesters and Languages are shared with the Serials module.

1.4.Basic Adlib functions


Basic Adlib functions such as searching, menu operation, data entry, editing and output, are described in the Adlib User Guide.
This manual describes the operational procedures supported in the Acquisitions module as a whole. Where necessary, the function of a specific field is discussed. For a description of the function of other fields, you can consult the context-sensitive help texts by pressing , by clicking the help button in the toolbar, or by using the Help drop-down menu.

2.Acquisitions module procedures


When you start working with the Adlib Acquisitions module, you will normally go through a number of steps in a fixed sequence. The normal working sequence is:


  1. When you first start using the Acquisitions module, you have to fill the supplementary files (Persons and institutions (suppliers), Cost centres, Requesters, etc.). You need these files to be able to enter orders.




  1. Once you have entered the details required in step 1., you can start entering orders using the Orders option on the main database menu. To avoid duplicate records, it is a good idea to first check whether what you are ordering is already in the catalogue.




  1. After one or more orders have been entered, an order letter can be printed for each order.




  1. When ordered items arrive, you check them in and pay for them. You can then also print notification letters for requesters.




  1. If an item fails to arrive by the date it is expected you can print a claim letter for it.




  1. If an ordered item is not deliverable, you can cancel the order. You can also cancel an order you have already made and print a cancellation letter for it.

3.Tasks


After starting up the Adlib Acquisitions module you will first see the main database menu. Here, you can switch to a different language, if desired.




From this form, you can carry out three types of tasks:

  • Entering, editing or viewing data in supplementary files.

  • Entering or processing order details, cancelling orders.

  • Printing letters.

These tasks will be discussed in detail in the following sections.

4.Supplementary files


By supplementary files, we mean those files that are necessary for ordering items, apart from the Catalogue and the Orders file:

  • Persons and Institutions (suppliers)

  • Costs

  • Cost centres

  • Currencies

  • Letters

  • Requesters

  • Languages

4.1.Persons and institutions (suppliers)


Here you can fill in supplier details. This data is shared with the Serials module. Supplier records are saved in the Persons and Institutions database, which is also used by the Catalogue module.
Name information tab

The Persons and Institutions file incorporates ‘domains’. (See also section A15.2.1 in the Adlib User Guide). A new supplier is given the domain ‘supplier’ to distinguish the supplier from other persons and institutions. In the name type field (which is where you specify the domain), select supplier from the choices in the list box. If you are entering a new supplier, it is a good idea to first check whether the supplier is already in the system. Then you can enter the address, telephone, fax, e-mail, contacts, etc. for that supplier.




If you enter an e-mail address in the E-mail address field preceded by mailto: the address will be underlined after the record is saved, indicating that it is a link. You can then click the address to send an e-mail.
Supplier details tab

In the Supplier details tab you can enter other details on the supplier, as well as names of letters.



Customer number

Here you can enter a number/code given to you by your supplier.

Discount

Discount stands for the standard discount rate you get from your supplier. You can manually adjust this percentage, if required.

Delivery time

Here, you can indicate the standard delivery term of the supplier in days. This is used to calculate the standard expectation date of orders, which is also used for claims. This date can be changed manually, if required.

Language

Here you can indicate in which language the letters to the supplier are to be written. This is independent of the letters you link to this supplier. The language determines the language of headings for fields, e.g.’ Title’, and ‘Our reference’. These terms are saved in the Languages file.

Currency

Enter the currency to be used for the supplier. You can call up a list of currency codes using the list button . If you leave this field empty, a default value will be filled in.

Letters

Here you can indicate which body texts are to be used for this supplier. When letters are printed (via the main database menu) the supplier name is used to retrieve and print the appropriate letters. In the various field for letters, fill in the names of letters in the Letters file. You can look for letters in the Letters file using the List button , or create a new letter with the Edit linked record button .
Management details tab

Adlib creates the management details tab automatically. You cannot edit data in this tab.

4.2.Cost centres


The Cost centre tab:





The Cost Centres file is shared with the Serials module. It contains the name of and budgetary totals for a specific cost centre. A cost centre may be a department, or it can be used to control the budget for one specific material. If you have filled in the Assigned budget, Adlib will calculate the amounts for Working budget, Expenditure and Balance using the amounts booked to the cost centre. All outstanding commitments and expenditures will be automatically updated. If you place an order and know approximately what it is going to cost, this will be booked as a commitment and processed in the balance.
In the Cost centre form, you can add or edit information as follows:


Cost centre code

Enter the cost centre code here. You can enter any combination of letters, numbers and separators.This field is used as the key for linking to the orders and serials databases. This is a mandatory field and must contain a unique value.

Is part of, consists of

If your cost centres have a hierarchical structure, you can use these fields.

Cost centre name

Enter the full cost centre name here.

Description

Enter any additional information on the cost centre here.

Assignment date

Enter the assignment date here when you assign a new budget. If you leave this field blank or unchanged, Adlib will automatically enter the current date when the record is saved.

Assigned budget

Enter the budget assigned for the new period. Adlib will update the 'Working budget' and 'Balance' when the record is saved.

To perform a budget clear down e.g. at year end, enter the new amount and, if necessary, the assignment date. Adlib will then update the budget as follows:

  • Commitments are added to the Balance to make Previous balance, and carried forward.

  • Previous balance is calculated by deducting the previous year’s Expenditure.

  • Previous balance is added to assigned budget to give the new Working budget

  • The Expenditure field is cleared down and a new Balance is calculated.

Previous balance

The previous balance is automatically saved and cannot be changed manually.

Working budget

This field is automatically updated. This data cannot be changed manually.

Commitments

This field represents the value of all items assigned to this cost centre which have been authorized. It is updated automatically, but you may update this field manually to make corrections, etc.

Expenditure

This field contains the value of all items assigned to this cost centre which have been paid for. The value of payments is deducted from Commitments. This field is updated automatically, but you may also update this field manually.

Balance

This field is calculated as described above and cannot be changed manually.

Notes

Here you can enter any other details about this cost centre.


4.3.Costs


In the costs form, you can view all costs made per order. Adlib generates this data automatically, and you cannot edit it.


4.4.Currencies


This file holds the name and exchange rate for each currency. The Currencies file is shared with the Serials module.


Currency code

Enter the currency code. This is a mandatory field and must contain a unique value. It is used in the orders database as the key for linking with the orders and serials files.
Examples: GBP, NLG, DEM, BEF, USD, EUR.

Currency name

Enter the currency name. For example, Belgian franc, French franc, Dutch guilder, pound sterling, Euro, etc.

Exchange rate

Enter the exchange rate, i.e. the number of units of the foreign currency that will buy one unit of your 'home' currency. Example: If your local currency is the pound sterling (GBP) and the currency you are entering is the Dutch guilder (NLG), you might enter an exchange rate of 0.30. Or in other words, one Dutch guilder will cost you 0.30 pounds sterling. This rate is used to calculate the cost of foreign currency subscriptions in your 'home' currency, and to update the cost centre budgets. It is a good idea to adjust the exchange rate regularly.

Date

Enter the date of your exchange rate entry. If you leave this field blank, Adlib will automatically enter the current date.

Notes

Here you can enter any additional information on this currency.

4.5.Letters


You can use the Letters option to create standard body texts or edit the standard texts that came with the application. All the letters available here can also be used in the Serials module. Adlib will merge specific data, such as names, titles, etc, when the letter is printed. You can insert a blank line in the text using the key combination Shift-Enter.

Translations of standard texts that Adlib uses in letters (e.g. Number) can be created, edited, etc. using the Languages option on the main menu (see section 4.7).


4.6.Requesters


Requesters are the same persons that occur in the Borrower database in the Loans module and in the Readers file in the Serials module. The data you enter here will be used when letters of notification are printed.
Address tab



If you enter an e-mail address in the e-mail field, preceded by mailto:

the address will be underlined when the record is saved. You can then click the address to send the e-mail directly from Adlib.

Letters tab

In the Letters tab you can link types of letters to readers. These letters are only used in the Acquisitions and Loans modules. You can indicate for the various types of letters which letter is to be used in which situation. If you leave this field empty, the fields containing names of letters are automatically filled when the record is saved with names of default letters.


 Management details tab

The data in this tab is generated automatically, and cannot be edited.

4.7.Languages


The Languages file contains records with terms in different languages.

Each record contains terms in one language. These terms are used when letters are printed in a particular language. For each supplier, you can specify which Language is to be used in the letters. The fixed texts used by Adlib in letters (e.g. Price, and Number), are translated into the language you specified for your supplier.



5.Orders


From the main menu of the Acquisitions module, you can enter, process and cancel orders using the following options:

Option:

Purpose:

Orders

Entering orders

Orders: receipts and payment

Processing arrived orders

Cancel orders

Cancelling orders

5.1.Entering order details


You can enter order details by selecting the Orders option on the main menu and clicking the New Record button . You will then see the following form:



(and the remainder of the above screen, after scrolling down):



Order number

Here you can enter the order number. If you leave the field blank, Adlib will automatically assign an order number when the record is saved. In that case, Adlib will use the date notation: yyyymmdd, following by a hyphen and a serial number. (For each new order, this number is incremented by 1 and each day begins with 1). Thus, the order number 19970703-3 will be the number of the third order that was entered on 3 July 1997. The order number is used as a reference for suppliers.

Date

Adlib will automatically enter the current date unless you enter another date.

Supplier

Enter the supplier name in this field. This is a mandatory field and is linked to the supplier database. You can view a list of suppliers by clicking the List button in the tool bar . Choosing a supplier from the list will display the information recorded for that supplier.

Discount

Adlib will automatically enter the default discount rate from the supplier record if you leave this field blank. However, you can enter a different discount if you wish which will apply to this order only. If the supplier record contains a standard discount rate, but no discount is appropriate or available for this order, you will have to enter 0.

Title

Here you must enter a title that occurs in the catalogue. By clicking the List button you arrive in the Keyword search screen. You can now choose a title from the list, or add a new title to the catalogue using ‘Force term’.






To add a new record to the catalogue, click ‘New record’ in the above form. You will then see the following form:





Using the above form, you can add a record to the catalogue. Here, you can only enter the basic data on the title and the dataset in which this title is to be included (you can select a dataset from a drop-down menu when you save the record). You can enter any other data via the catalogue module.

If you want to order a number of items from the same supplier, go back to the title after entering all the data and press . A new group of fields will appear in which you can enter items to be ordered.

Quantity

Enter the number of copies of the title that you want to order. The default value is 1.

Unit price

Enter the price per copy.

Extra

Enter any additional costs for the ordered title, such as shipping costs, postage & packing, etc.

Currency

Enter the currency code here. The default currency is the value contained in the supplier record. To select another currency, click the List button . You will see a list of currencies already filled in, from which you can choose one.

Allocation

Use this field to divide costs by charging them to a number of different cost centres. If you only want to charge the item to one cost centre, leave this field blank and Adlib will automatically enter 100%. All cost centre fields should add up to a total of 100% (per title).

Cost centre

Enter a cost centre code. To search the linked cost centres file for codes already entered, click the List button . You can select a code from this list for inclusion in your record. You can enter several cost centres. This makes it possible to divide one purchase between a number of cost centres which each have their own budget. As default, the amount is divided proportionately between the various cost centres, but you can adjust this as required, by entering what percentage of the total amount is to be booked to each cost centre. All the cost centres should add up to a total of 100%. The balances and commitments of all the cost centres are automatically updated when the record is saved.

Requester

Here you can enter the name of the person requesting the title. This field is linked to a file containing names from which you can make a selection by clicking the List button . This file is shared with the Loans and the Serials modules

Requester notified on

Here, Adlib will automatically enter the date the requester is notified as soon as a notification letter is printed. If this field contains a date, it signals to Adlib that a notification letter has been sent.

Due date

Here, Adlib will calculate the date the item is expected using the current date and the standard supplier delivery period from the supplier record. You can change this date manually.

Claim letter sent on

In this field, Adlib will automatically enter the date on which the last claim letter was printed.

Cancelled on

Here, Adlib will automatically enter the date the cancellation letter was printed. Clear this field if you want Adlib to print the letter again (from the main database menu).

Note

Here you can enter any remarks about cancellation of the order.

Message to supplier

Enter any notes for or messages to the supplier here. This text will be printed in the order letter.

Notes

Enter any additional remarks about the order or parts of the order.

Order letter printed on

This field contains the print date of the order letter and is automatically updated by Adlib. This date can be changed manually. If you clear this field you can print this order again from batch (main menu). You can print an order letter by selecting the Print order letters option in the main menu (see section 6). As long as no order letter has been printed for an order, the order has the status will be ordered; as soon as an order letter has been printed, the status changes to on order. If you don’t want to print a letter, you can fill in the date in the ‘Order letter printed on’ field. The status will change to on order.

5.2.Receipt and payment of an order


You can receive and pay for (items of) an order with the Order receipts and payment option. This takes you to the following form:



You can only edit the following fields on this screen: Title, Receive now, Invoice no., Pay now and Fully paid.

Title

The Title field is editable because this field links you to the catalogue. You can use this link to assign a copy number to an item that has arrived. Click the title to edit the catalogue record of the title. You can go to the copy number field and then enter or add a copy number using . You can, of course, also do this at a later stage, or directly in the catalogue.

Receive now

Enter the number of copies of this title you have received. The number of copies entered here must not be higher than the number of copies ordered. If the amount received is less than the amount ordered, Adlib will calculate how many copies you can still expect. When you have received the expected number of items and saved the record, Adlib will change the order status of the item to received. This status is not shown in the Catalogue or Public Access catalogue. There is no statement to the effect of ‘partly received’.

Pay now

Enter the amount you paid for this order item. This amount will be charged to the cost centre(s).

Fully paid

You have to let Adlib know if this title is fully paid for. The price calculated originally may be different from the price actually invoiced, for example, if the exchange rate was slightly out or if the price has gone up.

Options are:

Yes fully paid.

No not paid or not fully paid (default value).

If Yes is filled in, any remaining amount is deducted from commitments in the cost centre(s). Adlib will automatically update the balances and commitments of relevant cost centres when the record is saved.

Invoice number

Here you can enter the invoice number. This number is included in the payment history, together with the payment and current date.


5.3.Cancelling an order


If you cancel an ordered item, you cannot undo the cancellation. The only solution is to order the item again.
To cancel an order, select the Cancel orders option from the main menu, select an order using one of the access points, set the Cancelled? field in the record of the order to Yes and then save the record.




Cancelled?

To cancel an order, enter Yes here. The bookings to the cost centres will be undone. If you have cancelled an order, you can print a cancellation letter. You can use the option in the main menu if you want to print all cancellation letters at once, but you can also print the cancellation directly. You can do this using the Orders option in the main menu by finding the record for the order, marking it and then clicking the printer icon . Then you can select the ‘cancellation letter’ option from the output formats.

On

Here, the print date of a cancellation letter is automatically filled in. You can clear this field if you want to print this letter again using the batch procedure in the main menu. If you enter a date in the Date field, no cancellation letter will be printed for the item. This option allows you to make cancellations by telephone.


After you have saved the record, the cancelled item is given the order status cancelled. Adlib will automatically update the balances and commitments of the relevant cost centres.
You can print cancellation letters for all cancellations from the main menu (see section 6).

6.Printing letters


You can print letters using the options on the main database menu. The letters will then be grouped per supplier and printed in batch. Alternatively, you can print a letter for a specific order. In that case, you must mark the record of that order using the Orders access point and click the print button. Then you can select the type of letter you want to print.

6.1.Batch printing of letters


From the main menu of the Acquisitions module, you can print four types of letters:


  • Order letters

  • Claim letters

  • Cancellation letters

  • Notification letters


Letters are not printed for all items. Order letters are printed as long as print date is not filled in or (e.g. in the event of a printer failure) when the print date is the current date.
Cancellation letters are printed when Cancelled? is set to yes.
Claim letters are printed for ordered items that have still not been received when the Expected on date has elapsed. Claim letters are printed if the claim date field is blank, or the claim date is the current date or a date older than a week.
Notification letters are printed for ordered items when the order status of an item is received and the Requester notified on field is empty.
Example: select the option Print order letters.

Adlib will ask for confirmation before printing:

After printing, Adlib tells you how many letters have been printed:


6.2.Printing a letter for a specific order


You can print a letter for a specific order by searching for the record of the order using the Orders option on the main menu, and then marking it and clicking the print button. Then you can choose what type of letter to print. This can be useful when you want an express delivery, for example. It is also possible to save order letters in a special file. To do this, mark the relevant order records and click the print button: and choose ‘Print to file’.

Appendix 1: Index


B

budget 10

C

cancellation letter

printing 29

cancelled

order status 28

cancelling an order 27

copy number

assigning a copy number. 25

cost centres 28

entry of data 7

currencies 13

E

entry of data

letters 14

order data 19

requester data 15

supplier 7

G

general procedures 3

L

letters

printing 29, 30

O

order

cancelling 27

entering order details 19

receipt of 24

order letter

printing 24, 29

order status

on order 24

will be ordered 24

ordering

item 19

several items 22

P

printing

cancellation letter 29

claim letter 29

letter for specific order 30

letters 29

notification letter 29

order letter 24, 29

R

received

item 24

requesters 15

S

suppliers

entry of data 7

T

title

add new title 21

searching for 21

W

will be ordered

order status 24



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