Millennium Acquisitions - Ordering Release 2006
Viewing an Order Record
A bibliographic record with only one order attached will default to the order tab. If your library doesn’t have an order record attached to the bibliographic record, or if you have multiple records for the title, the display defaults to the summary tab.
Note that you can view only order records created by your library. Other library order records appear on the summary tab as Other Account.
The order record number displays on the order tab, in the top left corner of the order record under the summary tab, and in the bottom left corner in the status bar.
All order record numbers begin with .o and are within your library’s order record number range.
Adding an Order to an Existing Bibliographic Record
To add an order record to a bibliographic record as a separate function from creating the bibliographic record, search and retrieve the bibliographic record.
If the bibliographic record has other orders attached to it, choose the ATTACH NEW ORDER button to begin creating an order record.
If the bibliographic record has item records but no other orders attached to it, only the item records will display. Click on the down arrow and highlight <o Order> from the drop down list.
Choosing to View <o Order> activates the ATTACH NEW ORDER button so you can create an order record.
Creating an Order Record
Once you find or create the bibliographic record for the item you are ordering, you will need to create an order record to attach to that bibliographic record.
To add an order record you must be on the summary tab and the View menu must be at <o Order>.
Choose the ATTACH NEW ORDER button.
A template has been created to prompt you through the order record creation process. As Edit Data boxes appear, fill in the appropriate information, then choose NEXT or press ENTER. The system will automatically fill in the fixed and variable fields. You can skip any field in the template by choosing NEXT or pressing ENTER. When you have completed the template choose the save icon to save your new order record.
Please note: You cannot move backward through the template. Once you have completed filling in the template you can edit the order record manually to correct any errors.
At any point you can choose the CANCEL NEW RECORD CREATION button, which will delete all the information you have entered and return you to the summary tab.
Order Record Template Steps
1. EPRICE Edit Data box.
Enter the price of a single copy of the item. Be sure to use a decimal point when entering the price. Then choose NEXT or press ENTER.
2. LOCATION, FUND, and COPIES Edit Data box.
The default location is <zzzzz>, the default fund is <none>, and the default number of copies is <1>.
First, enter the location code for the copy (or the first copy) you are ordering.
You can type the letters/numbers of the appropriate location code or you can double click in the location box to pull up the selection box, which lists all the location codes in the system.
Then you can use the scroll bar to find the location code in the list and use your cursor to highlight your choice, or you can type the letters/numbers to highlight it, then choose OK.
The cursor will automatically move to the Fund box. You can type the letters/numbers of the appropriate fund code or you can double click in the fund edit data box to pull up the selection list. Then you can use the scroll bar to find the fund code in the list and use your cursor to highlight your choice or you can type the letters/numbers to highlight it, then choose OK.
If you are ordering only one copy, choose NEXT.
If you are ordering multiple copies, choose ADD ROW or press ENTER to enter the second line of information.
If you want to cancel creating another copy, press REMOVE ROW.
When you have entered the information for all the copies you are ordering, choose NEXT.
1. FORMAT Edit Data box. Click Next if you want to skip this. Double click on the box to get a list of valid values. Click on the value you wish to enter and click OK.
5. VENDOR Edit Data box.
The default is <none>. You can type the letters/numbers of the code or you can double click in the edit data box to pull up the selection box with the list of all the vendors your library has entered in the system.
NOTE: The VENDOR field is library specific. All codes are created by and only apply to your library. Each library is responsible for its own list of vendors and vendor codes.
· If there is not a vendor code for the vendor and this is a one time only order for the vendor, enter <NONE>.
· If there is not a vendor code for the vendor and there will be multiple orders for this vendor, you should enter the vendor information in Vendor mode before placing the order.
6. CODE3 Edit Data box. Click Next if you want to skip this. Double click the box for the list of valid values. Click the value you wish to select and click OK.
7. ACQ TYPE Edit Data box. Click Next if you want to skip this. Double click the box for the list of valid values. Click the value you wish to select and click OK.
8. VEND TITL # Insert Field box. Click Next if you want to skip this. Enter the vendor title number supplies by the vendor. Then click NEXT or press ENTER.
9. SELECTOR (SOURCE) Insert Field box. Click Next if you want to skip this. Enter the source of the order record. Then click NEXT or press ENTER.
10. NOTE Insert Field box. Click Next if you want to skip this. Enter a free text note. Then click NEXT or press ENTER.
11. INITIALS Insert Field box. Enter your initials. Then click NEXT or press ENTER.
12. ISBN Pick insert field box. This should be entered if you are planning to send this order to the vendor electronically. A drop down list includes all the ISBNs in the bib record. Click the drop down list, click on the ISBN you want to send with your order, and click OK.
The order record is now complete and will display the data you have entered.
Blue text appears across the top of the order record under the summary tab, on the record tab, and in the status bar at the bottom of the screen stating that it is a “New ORDER.”
At this time you can edit any fixed or variable field in the order record, including fields that were not in the template. [see pp. x-x for how to edit the record.]
When you have completed the order record choose the SAVE icon to save the record.
The system will prompt you with a warning:
Choose YES and the record will be saved and the purchase order will be queued. Choose CANCEL and you will return to the order record to do further editing of the order record.
If you attempt to close the record without saving it, you will be prompted to verify if you want to save the new order record.
The record will then be assigned an order record number by the system.
Inserting a Variable Field
There are two ways you can insert a variable field into a record:
With the record displayed you can choose the INSERT icon at the top of the screen
or you can right click your cursor in the variable field area and then choose INSERT FIELD from the menu.
Using either method the Insert Field box will appear:
Note: The menu choices will vary depending on the record type.
After you choose a field from the drop down menu or type the field tag code, the cursor will appear in the edit box and you can type your data, then choose OK or press ENTER.
The field tag you inserted will appear at the top of the variable fields if you used the INSERT icon or if you used the right click method the field tag will appear where you placed your cursor in the record.
After entering the field, choose the SAVE icon to save your note. Saving your record will move it to the correct location in the variable fields.
Editing a Variable Field
There are two ways you can edit a variable field in a bibliographic record.
You can click your cursor in the line and then edit the line just as you would in a word document, or after clicking your cursor in a line you can right click and choose EDIT FIELD from the menu.
The Edit MARC Field box will appear, displaying the line where you clicked your cursor:
You can then edit the text, or you can easily change the field tag by choosing a different tag from the drop down menu.
Deleting a Variable Field
To delete a variable field in an item record click your cursor in the line you want to delete and then right click. Choose DELETE FIELD from the menu and the line your cursor was in will be deleted.
Other Editing Functions
In addition to the editing functions already mentioned, others can be found in the EDIT Menu.
These functions include functions similar to editing functions in a word processing editor, such as cut, copy, and paste.
Saving the Editing of a Variable Field
To save the record, choose the SAVE icon while the record is displayed on your screen.
Creating Temporary Substitution Phrases
A substitution phrase is a generic phrase that you would be keying into a variable length field in multiple records during your session. To save retyping the same data, creating a temporary substitution phrase allows you to key the data once, and then save it to use in other records.
To create a substitution phrase, choose SUBSTITUTION PHRASE from the EDIT drop down menu.
This screen will appear:
Choose the ADD button, and then enter the free text information you want to appear in the order record.
You can create up to 20 temporary substitution phrases. Each one will automatically be numbered %0, %1, %2, through %19.
Then choose QUIT to return to editing a record.
Entering a Substitution Phrase in an Order Record
There are two ways you can insert a substitution phrase into an order record.
1. You can click your cursor in the line where you want the phrase, then right click and choose SUBSTITUTION PHRASE from the menu. Highlighting the phrase you want to use, choose the USE button and the phrase will be inserted at the cursor location.
2. Choose the INSERT icon at the top of the screen, then choose the field group tag you want to insert.
Enter the “%code” of the substitution phrase you want to use, then choose OK or press enter.
The variable field line with the substitution phrase will be entered into the order record.
Printing and Sending a Purchase Order
In Millennium Acquisitions you can print purchase orders to be mailed or send them electronically. The options of what will print on the purchase order are determined system wide. When an order is created, it is automatically queued to be sent. If the vendor record used on the order is set up for electronic ordering, it is sent to the electronic ordering queue, otherwise the order is sent to the print queue.
Choose the SEND mode on the navigation bar to see the purchase orders in the print file.
You can choose to limit the list by vendor, by location, or both vendor and location.
Please note that when you choose to limit, the limit does not appear on the screen. To remove the limit you must choose the LIMIT button, and choose NO LIMIT.
You can delete an order from the print file by highlighting the line, then right clicking. The menu choices allow you to modify the entry or delete it.
Or you can highlight the line and then choose the DELETE icon at the top of the screen
Please note that when you choose delete, you are deleting an order record from the print file and are not deleting the actual order record from the system.
If you need to re-queue an order that you deleted from the queue in this manner, open the order and check the Queue P,O. box. The View Finances button shows whether there are any changes to encumbrances or whether the purchase order will be queued to send to the vendor.
To print the purchase order choose the PRINT button. The printer will print to the printer that you have selected as the standard printer.
Sending Purchase Orders Electronically
Once the Vendor and Library SAN codes are established, orders can be sent electronically. See the Vendors section of the Acquisitions Training Manual for information on setting up vendors and a list of the bib record and order record fields that are sent with the EDIFACT order.