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Virtua Acquisitions User's Guide (43.1)

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1. Figure 8 10 Invoice Payment W indow The software pays the selected line in full and adjusts all calculations accordingly PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 208 Acquisitions v 43 1 To undo or cancel any payments you made e Click the appropriate Pay Cancel button To cancel line fees only click the Pay Cancel button on the Line Fees tab To cancel the line item payment AND line fees click the Pay Cancel button directly under the display box 8 5 4 Applying Credits to an Invoice Line Item Y ou can expand credit information to view available credits or apply credits to a selected invoice line item under the following conditions e There are credits attached to the potential payment record e The credits use the specified currency and e The credits are not restricted so they can be applied to the selected invoice line item that has been paid 8 5 4 1 Expand Credits Function To view the credits that are available for the selected invoice line item 1 Highlight the invoice line item 2 Click the Expand Credits button directly under the display box The Apply Credits to Invoice Line Item window appears Figure 8 11 displaying the list of credits that are available to apply to the selected invoice line item once it is paid The top of the window displays Balance Information Y ou can resize t
2. by ei ioei rons Dr Kitties Harmer Merari by T Cohn Canai 272ISB7 T Migi P Soret 4a J by Pao 10 i 10 oo 20 00 n A Jo biesetbirg Figure 8 9 Invoi Payment W indow When the Invoice payment window is visible you CANNOT perform tasks on the Select Invoices for Payment window 8 5 2 Aspects of the Invoice Payment Window The Invoice payment window displays expanded information about the line items on a single invoice We outline the various elements of the window below The Balance Information area on the window mirrors the Balance Information on the Select Invoices for Payment window except that it applies to O NE invoice The balance information is not editable The Invoice Fees tab and Line Fees tab let you see the details of the fees applied to the invoice and line items and let you apply specific credits once a payment is made Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 203 e The Invoice Taxes tab and Line Taxes tab let you see the details of the taxes applied to the invoice or line items e The button functions on the window mirror the button functions on the Select Invoices for Payment window except that they apply to ONE invoice or a specific line item on ONE invoice e You can resize the window to suit your needs Just place your mouse cursor
3. Order Info Distribution Bibliographic Information Byzantine art and the West Line tem Header Information account Information Unit Price 00 Subject Code RF z Copies f Status approved 00 Total Price shipping Sent To wilson Library Due Date fi 14102003 Verdor Tittle IO Location wilson Library Reserve Room Requestor Barcode wame e J Figure 2 18 Order L ine E ditor W indow 4 Edit all the fields except the Total Price field which is read only on the Line Item Header Information subtab 5 Edit all the fields on the Account Information tab 6 If the order is a Serial or COG edit the enumeration information on the Enumeration Information subtab 7 If desired click the Notes button to add notes to this line item O nce a line item note is added an asterisk will display on the Notes button N ote The Claims button is disabled when the purchase order is in Add mode 8 Click the Save button The line item information is saved and the Add O rder window reappears displaying a refreshed Line Items list box N ote If you added a line item note the Line Items list box on the Add Order window will display an asterisk in the Number column of the affected line PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 28 Acquisitions v 43 1 For each order type we discuss the editable fields on the Order Line Editor in more detail b
4. E Reminders venus59 1900 Title Remarks F Additional Info Type SubType Date Location Guantit Tunnel in the sky 41 1 cgz Expected 4 17 2002 Branch Library 1 London match 241 2 cqz Expected 4 17 2002 Branch Library 2 He lost it Let s Find it pictures 260 1 cqz Expected 4 18 2002 Branch Library 1 The weapon makers zz 1 cqz Expected 4 2 2002 Branch Library 2 The empire of Isher 283 1 cgz Expected 4fee 2002 Branch Library 2 The broken gun 300 1 cqz Expected 4 4f2002 Branch Library 1 The brotherhood of the rose 300 2 Acqz Expected 4 24f2002 Branch Library 2 Claims 4d Reminder Ignore Until Delete Close 1 Figure 11 3 Reminders W indow 11 2 2 Aspects of the Reminders Window The Reminders window consists of a list box and five command buttons In the list box reminders are sorted according to the Ignore Until date with the earliest date displayed first The first reminder in the list is selected by default Y ou can double click on any line item in the list box and the O rder window for that title will open in View mode 11 2 2 1 List Box The list box contains reminders sorted in chronological order with the earliest date first The following information is displayed for each entry in the list box e Title Remarks For User defined reminders the text of the Remarks pulled from the Add Reminder dialog box The title of the serial pulled from the 245
5. engprintclaim utf Notepad File Edit Format Help i Begin Salutation Lines Down Percent Over saltationi Dear Vendor Salutation2 Salutation s wWe kindy request that you send the following tems which we have Salutation4 ordered but have not yet received End Salutation BeginPre Table EndPre Table Begin Table Columns LOCN LCCN O 12 ISSMAISBHHISSMISBN15 27 Publisher Number Publisher Mo 29 51 Edition Statemert Edition 53 60 Copy Mo Copy 62 66 Descnption Descnption 3 0g End Table Columns Figure 10 3 Claim L etter Template engprintdaim utf 2 10 2 1 3 1 Salutation The Acquisitions claim letter allows for several lines or strings of salutation which includes the first paragraph of the letter Figure 10 3 BeginSalutation Start the Salutation section here LinesD own Type the number of lines down from the entity ID to leave blank before starting the salutation PercentO ver Type a number between 0 and 100 that indicates the percentage of the page from the left to leave blank before starting the header Alternatively type the word L eftJustify C enter or R ight ustity Salutation 1 Type the first line of the salutation such as D ear V endor Salutation2 Leave blank if you want a space between the salutation and Opening paragraph Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 245 Salutation3 Type the first line of the opening par
6. option and clicking the Save button 3 1 3 1 Updating Line Items If you are updating a Monograph or Serial order before it has been transmitted you can update the order line items Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 49 To update order line item information 1 On the Update Order window Figure 3 5 highlight the line item you want to update and then click the Edit Item button N ote If you are updating a Serial order be aware that if the title of the line item is from a 245 tag with a first indicator of 0 meaning do not display the line item in Update or View mode will be No title available The Order Line Editor window appears Figure 3 6 Order Line Editor borg19 3000 Order Info Distributori Bibliographic Information Ceramics monthly Line tem Header Information account Information Enumeration Information Unit Price 250 00 Subject Code FS b Copies h Status Approved Tatal Price 250 00 Shipping Sent Ta Witsor Library Due Date 1271 2003 Werndor Title ID Location fwison Library Periodicals Requestor Barcode FO Motes eine Cancel Figure 3 6 Order Line E ditor W indow On each of the sub tabs edit the data elements as needed Add edit line item notes by clicking the Notes button Click the Save button e w N The Order Line Editor window closes and the Update O rder wi
7. tine riot rafe p O a O e E Exit This Window C Repeat This Fumolion T kereis Pronsed io Payre Figure 7 10 A dd Invoice W indow Invoice F ees D isplayed 7 3 3 3 Adding Invoice Line item Fees Line item fees are added directly to the cost of the line item and are charged against the account associated with the line item If more than one account is associated with a line item the software will distribute the fees equally among the accounts When line items do not exist on the invoice the Line Fees button is grayed out or disabled Y our library can define any number of line item fee types in the Invoice Line item Fee Types parameter in the Virtua Profiler These fee types appear in the pull down list box in the Line Fee Modification dialog box Figure 7 12 To add a line item fee on the Invoice window 1 On the Add Invoice window highlight the desired line item 2 Click the Line Fees button The Line Fees dialog box Figure 7 11 appears Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 157 amp Line Fees Fee Type pale Edit pelete FAVE Cancel Figure 7 11 Line Fees D ialog Box 3 Click the Insert button The Line Fee Modification dialog box Figure 7 12 appears A Line Fee Modification iil Ea Amour 00 Line Fee Type shipping and Handling Fee S4P foot 3000 Microfiche Post Cancel Figure 7 12 Lin
8. Cancel Orden The delicate bales cece chu ini caras ari Tare mapear for obser ees ecites bry Dewi Inger ode aed Putt antes Poot Thar Mince C Repel This Function iy Figure 3 17 Cancel Order W indow The Cancel Order window displays two new buttons under the Line Items list box Cancel All and Cancel Line Note that the Print File field contains the filename of the cancellation letter engmonpnintcancelpo utt 4 Click the Cancel All button The status of every line item on the order that has N OT yet bem received changes to To Be Canceled N ote If the line item you choose to cancel has been partially received the received copies will retain their original line number on the order The canceled copies will form a new line item with the status of To Be Canceled Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 61 3 4 4 Canceling an Order Line Item To cancel a purchase order line item 1 On the Cancel Order window Figure 3 17 highlight the line item to be canceled 2 Click the Cancel Line button The Order Line Editor appears Figure 3 18 Order Line Editor borgi 9 3000 Order Info Distribution Bibliographic Information The delicate balance case studies in counseling and care management for older adutts f edted by Bert Line tem Header Information account Information Unit Price 00 subject Code FS Comes 2 Status E
9. Figure 6 9 Line Item R ecapt Information W indow If the selected line item has already been received or partially received the Notes button and D elete button will be enabled otherwise they will be disabled until a receipt is created 6 3 3 1 1 Header The header of the Line Item Receipt Information window displays the following information for the selected line item PO Number PO Line Number Title Quantity Ordered PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 120 Acquisitions v 43 1 e Quantity Received e Quantity Returned e Quantity Expected 6 3 3 1 2 Received Copies List Box The columns in the Received Copies list box on the Line Item Receipt Information window Figure 6 9 correspond to the fields in the Edit Receipt Information dialog box and reflect the values set there List Box Column Dialog Box Field Print Print Receipt Slip When Saved NBL On New Book List Received Quantity Received Receipt D ate Receipt D ate Condition Condition status Status For details see the section Edit Receipt Information Dialog Box in this guide 6 3 3 1 3 Command Buttons for Line Item Receipts e View PO Notes If a priority purchase order line item note exists for this line item the button will be enabled so you can view the note on the Acquisitions Notes window e Notes Disabled until a receipt is added When enabled displays the Acquisitions Notes window so that you can add
10. Acquisitions v 43 1 271 e From the Update Order or View Order window The Update Order andView Order windows display two Reminders buttons To view all reminders associated with a purchase order line item highlight the line item and click the Reminders button in the Line Items area To view ALL header level and line item level reminders associated with the order click the Reminders button at the bottom of the window e From the Update Receipts or View Receipts window The Update Receipts andView Receipts windows display two Reminders button one at the item level and one at the header level To view all reminders associated with a line item highlight the line item and click the Reminders button in the Receipt Line Items area To view ALL header level and line item level reminders associated with the receipt click the Reminders button at the bottom of the window e From the Claims window The Claims window displays a list of claims that may be either header level or item level When you highlight a claim and click the Reminders button you can view ALL reminders for that purchase order or purchase order line item 11 4 1 1 Adding User defined Reminders Directly to a Purchase Order Line Item From the Order window Receipts window or Claims window you can add a User defined reminder that is linked to a purchase order line item To add a User defined reminder to a line item from the Order window or Receipts window 1 Disp
11. Edit the default values in the Account Fiscal Y ear and Percent fields Make sure the percent values for the two accounts total 100 and then click the Save button _OR Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 33 Click the Add Account button again and repeat steps 3 and 4 to divide the cost among three accounts 2 6 1 2 2 Deleting Account Information On the Account Information tab you can delete account information specified in the display box To delete account information 1 Highlight the desired account in the display box 2 Click the Delete Account button The account is deleted from the display box without a warning message 2 6 2 Order Line Editor Serials The steps for editing line items on a Serial order are basically the same as those for a Monograph order see the section Order Line Editor Monographs except for three aspects sublocations subject codes and enumeration information 2 6 2 1 Serial Orders and Locations For Monograph and COG orders choosing a value in the Location field in the Order Line Editor is optional For Serial orders it is mandatory Virtua uses the location data to create a holdings record for the purchase order line item 2 6 2 2 Serial Orders and Subject Codes For libraries that want to be able to generate reports on Serial order items that have been deposited or donated Virtua offers a convenient mechanism that uses su
12. S Add Reminder hermes99 9999 Remark Ignore Until 4 8 2002 Figure 11 13 A dd Reminder D ialog Box 4 Type your reminder message in the Remark field required entry 5 Accept the current system date or type a new date in the Ignore Until date box 6 Click OK The Reminders window Figure 11 14 displays your reminder along with the number of the purchase order Reminders borg19 3001 Tile Remarks Additional Infa Ty SubType Date Location Gi Order needs to be r eine Figure 11 14 Reminders W indow Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 277 7 On the Reminders window click the Close button The reminder is added to the purchase order header To add a User defined reminder to a purchase order header from the Claims window e Follow the same procedure that we described above The only difference is that you would access the Reminders window from the Claims window associated with the purchase order header 11 4 2 Deleting User defined Reminders You must delete User defined reminders manually To do this 1 Display the Reminders window 2 Highlight the reminder to be deleted 3 Click the D elete button 11 5 Acquisitions Reminders and Automatic System Functions Virtua handles a number Acquisitions functions related to reminders such as additions and deletions automatically For example when you e
13. e Express Receive Lets you receive directly using the default receipt values This method is useful when you want to receive items repetitively e Receivel Lets you receive directly using other than default receipt values e Expand Lets you view expanded information about a selected line item and displays a table of information about the copies that have already been received With this function you can also view or add notes as well as add modify or delete a receipt Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 115 6 3 1 Using the Express Receive Function Use the Express Receive function when you are receiving items repetitively and using default receipt values To add a receipt directly using the Express Receive feature 1 Display the Receipts window for the desired purchase order Figure 6 4 Serene a od ee ee Bi Poe Liber fern Beringer l C EA This Hinde U Aspa Thee Fundir UE ey Prae Te msaa Miem PO Motes Erminig Connon Figure 6 4 Recaipts W indow Select one or more line items that you want to receive Click the Express Receive button a Virtua performs a check to see if any of the received items have been requested If there is a title request against an item that is being received the system will issue a pop up message identifying the line item of the item s The software receives the line item s In the PO Line Item
14. 262 Immediately Proceed to Invoices radio button 16 38 109 114 137 142 affect on the Invoice Line Item Display setting 141 Immediately Proceed to Payments radio button 140 141 147 183 184 Immediately Proceed to Receipts radio button 16 109 110 Import Records to Selection List window 58 Include All Lines on Invoice check box 151 Include Line Item on Invoice check box 151 Information Voucher Added window fig 218 InfoStation 124 Insert button Invoice Fees 154 Insert button Invoice 148 Insert button Line Fees 157 Insert button Order 146 Insert Item button Order 16 18 inserting COG order line items 22 line items on invoices 148 order line items 18 internal credits 224 226 adding 229 description of 229 introduction to the guide 1 Invoice payment window aspects of 202 balance information 203 buttons 205 206 exiting 214 fee related buttons 204 fees information 203 line items display box 205 taxes information 203 tax related buttons 204 Invoice payment window fig 202 207 211 display after payment 212 Virtua ILS Integrated Library System invoice currency at header level 148 Invoice Date field 145 invoice details viewing from payment window 220 Invoice Discount button 146 Invoice Discount field 144 Invoice Discounts dialog box fig 160 Invoice Fee Modification Dialog Box fig 155 Invoice Fee Total field 144 Invoi
15. Acquisitions v 43 1 103 i engmonprintpo ultf Notepad OF x File Edit Format Help i Begin Salutation Lines Down Percent Over Salutation Dear Vendor saltationz alutations we are kindly submitting this order tar the following tems Salutation4 End Salutation Begin Pre Table EndPre Table Begin Table Columns PoOLin gMo Line Mo 0 10 ISSMAISBHM HISSAMISBN11 25 Account D Account 1D 26 40 Account Mames Acct Mame 26 40 Begin ubacrption Begin Subscnption 21 35 End Subscription End Subscription 36 50 Coverage Coverage 41 55 Guantity Quantity 56 70 Proice Unit Price 1 66 Line Total Line Total 56 100 End Table Columns HZ Figure 5 10 D efault Purchase O rder L etter Template File 2 5 5 4 5 Salutation The purchase order allows for several lines or strings of salutation which includes the first paragraph of the letter Figure 5 10 BeginSalutation LinesD own Type the number of lines down from the entity ID to leave blank before starting the salutation PercentO ver Same as for the header Salutation 1 Type the first line of the salutation such as D ear V endor Salutation2 Leave blank if you want a space between the salutation and Opening paragraph Salutation3 Type the first line of the opening paragraph EndSalutation PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 104 Acquisitions v 43 1 5 5 4 6
16. N ote If you save a COG order and exit the Add Order window without transmitting you can access the order again via the O rder Update function and still transmit it via the Transmit and Re open radio button 5 4 Transmitting Orders Using the Send Orders Function 5 4 1 Introduction The Send Orders function lets you choose among various options for transmitting Approved orders and includes an option for transmitting Canceled orders The transmission method as displayed on the Billing and Shipping Information tab of the Order window determines how the purchase order is sent The transmission method is pulled from the vendor record e Ifno transmission method is specified in the vendor record the system will default to Print PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 88 Acquisitions v 43 1 e Ifthe transmission method specified is not yet supported by the software the system will display a message to that effect and will default to Print 5 4 2 Special Rules It s important to note two rules regarding e mail transmissions and transmissions of multiple orders To send orders for vendors with e mail as the transmission method e Choose either Single Order or By Vendor Otherwise the system defaults to Print To send multiple orders for a vendor with e mail as the transmission method e Choose By Vendor All available orders for that vendor will be sent in a single e
17. Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 105 S engmonprintpo utf Notepad OF x File Edit Format Help i Begin Table Rows Author 4uthor 0 11 Title Tithe 0 11 Vendor TtlelD Ttle ID 0 11 Edition Statement Edition 0 11 Publication Statement Publ 0 11 tem ote ktem Mote 011 Benes statement Senes 0 11 End Table Rows Begin Post Table Columns POTotal PO Total 0 56 EndPost Table Columns Begin Post Table PONote PO Note 0 13 Descnption Descrption 0 13 BillAddress Bill To 0 13 shipAddress Ship Ta 0 13 VendorNotes Vendor Note 0 13 EndPost Table Figure 5 11 D efault Purchase O rder L etter T enplate File 3 5 5 4 7 Table Row Labels The purchase order letter contains pre set rows of information for each line item Y ou CANNOT add rows but you can change their order and edit their labels The default row labels are Author Title Edition Statement Publication Statement Item Note and Series Statement You can edit or translate the labels to suit your needs Besides the labels you must specify two numbers that indicate the begin position of the label and the begin position of the data string Figure 5 11 e Author Pulled from tag 1xx all indexed subfields of the bibliographic record e Title Pulled from tag 245 all indexed subfields and any linked 880 tags of the bibliographic record e Vendor Title ID Pulled from tag 941 b of th
18. Y ou can move one group or several groups simultaneously from one list to the other but a group cannot be displayed in both lists at the same time e To move one or more groups highlight the group s and click the single arrow button e To move ALL the groups whether selected or not click the double arrow button 4 2 1 2 Selected Distribution Groups List On the Add Distribution Groups window the Selected Distribution G roups list displays all the distribution groups that were selected from the list on the left 4 2 1 3 List of Individual Library Locations On the Add Distribution Groups window the display box beneath the two lists of distribution groups itemizes the library locations that are members of the selected distribution group s The libraries are listed in alphabetical order by group Note that if a library location is amember of more than one selected distribution group it will appear more than once in this list T hese are the libraries that potentially will receive copies of the purchase order line item A check box appears next to the name of each library location By default all check boxes are checked which means that all the libraries are automatically selected to receive copies Click any check box to de select that library location The Ordered column displays by default the Quantity Ordered value that is set in the Virtua Profiler for the library group To edit the value select it and type over it You canno
19. in this guide To update an invoice 1 On the Virtua menu bar click Acquisitions choose Invoices and then choose Update The Update Invoice Request dialog box appears Figure 7 21 Update Invoice Request Invoice vendor amazon com Figure 7 21 U pdate Invoi R equest D ialog Box PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 170 Acquisitions v 43 1 Type the number of the invoice that you want to update Accept the default vendor or choose a new one from the pull down list box Click the Request button or press Enter e w N The Update Invoice window appears Figure 7 22 7 ee mrenea Trt Gy areas mirni Gn heel Presid 4 T aa i Esi This Hiie Repeat This Function evexieiey Proosed to Payments Figure 7 22 U pdate Invoice W indow 5 In the header update any of the following elements as needed Method of Payment Invoice D ate Currency Type and Invoice SAP if applicable N ote If you change the Currency Type the system will automatically convert the invoice prices fees and taxes in the original currency to the new currency as long as that currency has b n configured in the V irtua Profiler Update invoice line items as needed Update line item account information Update header and line fees Update header and line discounts O po Ngo Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v
20. 10 2 1 2 Default Claim Letter Template First Screen 241 10 2 1 3 Default Claim Letter Template Second Screen 244 10 2 1 4 Default Claim Letter Template Third Screen 246 10 3 VIEWING A CLAIM 248 10 3 1 ASPECTS OF THE CLAIMS WINDOW 248 10 3 1 1 Columns 249 10 3 1 2 Command Buttons 249 10 3 1 3 Adjusting Column Width 249 10 4 ISSUING A CLAIM 250 10 4 1 ISSUING AN INDIVIDUAL CLAIM 250 10 4 1 1 Individual Claiming and Exceeding the Maximum Number of Claims 252 10 4 2 PROCESSING CLAIMS IN BATCH MODE 252 10 5 TRANSMITTING A CLAIM 253 10 5 1 TRANSMITTING AN INDIVIDUAL CLAIM PRINT 254 10 5 2 TRANSMITTING AN INDIVIDUAL CLAIM E MAIL 256 Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 vii 10 5 3 TRANSMITTING ALL OUTSTANDING CLAIMS 259 10 6 DELETING A CLAIM 260 10 7 CLAIMS AND SYSTEM PROCESSES 260 11 WORKING WITH REMINDERS 261 11 1 TYPES OF REMINDERS 261 11 1 1 TYPES OF ACQUISITIONS REMINDERS 262 11 2 ACCESSING GENERAL REMINDERS 263 11 2 1 SEARCHING FOR ACQUISITIONS REMINDERS 263 11 2 2 ASPECTS OF THE REMINDERS WINDOW 265 11 2 2 1 List Box 265 11 2 2 2 Command Buttons 266 11 3 TASKS TO PERFORM FROM THE REMINDERS WINDOW 266 11 3 1 VIEWING CLAIM INFORMATION 267 11 3 2 ADDING A USER DEFINED REMINDER 267 11 3 3 ACCESSING THE PURCHASE ORDER ASSOCIATED WITH A REMINDER 268 11 3 4 MODIFYING THE IGNORE UNTIL DATE 269 11 3 5 DELETING A REMINDER MANUALLY 270 11 4 ADDING USER DEFINED REM
21. 183 7 7 1 When Saving Options The bottom of the Add Invoice window Figure 7 32 offers three When Saving options Exit This Window Repeat This Function and Immediately Proceed to Payments When Saving ff Ext This Window C Repeat This Furnetion Inmedieatety Proceed ta Payments Recep Report Wise TAES hiiia Discount Iiis Motes hias Fesz Cercel Figure 7 32 A dd Invoice W indow W hen Saving O ptions We describe each option below e Exit This Window default The system saves the current invoice and closes the Invoice window e Repeat This Function The system saves the current invoice and opens a request dialog box so that you can request a new invoice If an error occurs when saving the current invoice the system will handle the error and not display the dialog box e Immediately Proceed to Payments The system saves the current invoice and automatically opens the Payment window with data fields already populated with the appropriate information 7 7 2 System Checks Upon Saving When you Save an invoice containing received items Virtua takes the following actions e If appropriate confirms that the invoice was saved successfully e Determines that the invoice line items are valid or partially valid for payment e Updates encumbrances to include any differences in the line prices from those on the purchase order and to include any fees discounts or taxes PROPRIETARY INFORMA
22. 9 Edit the number of copies ordered for any library location To do this e Click in the Ordered column to highlight it and then click again e Type the number of copies Note You CANNOT edit information in any column except the Ordered column After editing any specific libraries the Add Distribution G roups window might look like Figure 4 4 PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 74 Acquisitions v 43 1 e Add Disthibution G riii PE ge Taal reet tz Toa Ferset Toa reut Figure 4 4 A dd D istribution G roups W indow E diting the L ist of L ibraries The Quantities area at the bottom of the window now displays the following information e Total Ordered Displays the number of copies ordered for the line item on this window e Total Received At the purchase order stage displays 0 and is grayed out e Total Distributed At the purchase order stage displays 0 and is grayed out 6 When you are finished entering distribution information click the Save button The Order Line Editor window becomes the active window and now displays the Account Information tab Figure 4 5 where the fields are automatically populated with the default account information for the distribution group s as set in the Virtua Profiler Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 75 S Order Line Editor borg19 3000 Order lnfa Distn
23. Issuing a Clam Transmitting a Clam Deleting a Claim Claims and System Processes 10 1 Introduction he claiming function in Virtua has two parts 1 identifying library purchases and specific issues that have not been received from the vendor by an expected date taking into account a specified grace period and 2 notifying the vendor of the situation Currently Virtua lets you do basic claiming from both the Acquisitions and Serials subsystems e You can create view or delete claim records from the Order window in Acquisitions and from the Serials Check in window in Serials e Youcan transmit claim letters by means of printing mailing and e mailing Normally you would use the claiming function in Acquisitions to claim a new Serial order where the first issue has not arrived whereas you would use the claiming function in Serials to claim a specific Expected issue that has not been received As with other functions in Acquisitions users must have the proper permissions set in the Virtua Profiler to perform claiming transactions The Claims function lets you Claim items on demand Claim items that are past due Claim items at any point in the acquisitions process after the order is transmitted Issue individual claims or issue claims in a batch process Transmit individual claims or transmit all outstanding claims Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 2
24. Line Item Receipt Information Window 135 PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System x Acquisitions v 43 1 Figure 6 25 View Invoice Request Dialog Box 138 Figure 6 26 Add Update Invoice Request Dialog Box 138 Figure 6 27 Add Invoice Window 139 Figure 7 1 Add Invoice Request Dialog Box 142 Figure 7 2 Add Invoice Window 143 Figure 7 3 Add Invoice Window 147 Figure 7 4 Add Invoice Line Items Window 149 Figure 7 5 Add Invoice Line Items Window 150 Figure 7 6 Add Invoice Window with Inserted Line Items 152 Figure 7 7 Invoice Fees Dialog Box 154 Figure 7 8 Invoice Fee Modification Dialog Box 154 Figure 7 9 Invoice Fees Dialog Box 155 Figure 7 10 Add Invoice Window Invoice Fees Displayed 156 Figure 7 11 Line Fees Dialog Box 1357 Figure 7 12 Line Fee Modification Dialog Box 157 Figure 7 13 Line Fees Dialog Box 158 Figure 7 14 Add Invoice Window Line Fee Displayed 159 Figure 7 15 Invoice Discounts Dialog Box 160 Figure 7 16 Invoice Line Item Window 161 Figure 7 17 Invoice Line Item Window 163 Figure 7 18 Add Invoice Window Taxes Buttons 165 Figure 7 19 Invoice Taxes Window 166 Figure 7 20 Invoices Line Taxes Window 167 Figure 7 21 Update Invoice Request Dialog Box 169 Figure 7 22 Update Invoice Window 170 Figure 7 23 Invoice Line Item Window 172 Figure 7 24 Invoice Fees Dialog Box 174 Figure 7 25 Update Invoice Window Invoice Fees Displayed 175 Figure 7 26 Line Fees Dialog Box 17
25. Pobiceion Mess Vink Die Publicis 1E Line fer Figure 3 4 U pdate O rder W indow Catch A Il Order G roup Depending on whether the COG order has been transmitted or not you can also update the order by e Editing the billing shipping information order date currency type print file or rush flag e Copying the order adding editing reminders adding editing notes or issuing claims When you have completed your editing e Save your changes to the database by choosing a When Saving option and clicking the Save button 3 1 3 Updating Saved Monograph and Serial Orders Once a Monograph or Serial order has been saved you can update it on the Update Order window Figure 3 5 PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 48 Acquisitions v 43 1 jippie Oria Curs Tipe haber kois LISTI crests Bret Bb anerer copemem peer nem eeren E Rem Edt Thig Wiirde C Repas This Funcion O r s Proceed To krericar D araisa Proceed To Fecapir Figure 3 5 U pdate O rder W indow Serial O rder You can update the order by e Editing the billing shipping information order date currency type or print file e Copying deleting inserting and editing line items for details see the next section e Copying the order or adding order level notes When you have completed your editing e Save your changes to the database by choosing a When Saving
26. 2 23 A dd Order W indow W hen Saving Options M onographs and Serials The bottom of the Add Order window for COG orders Figure 2 24 offers three available When Saving options Exit This Window Repeat This function and Transmit and Reopen for Update Sher eir U Eai Thi Binge T Papia Tha Puri r fe Theda aed Daip Por Li Anh Geder r Hoar Cancel Figure 2 24 A dd Order W indow W hen Saving Options COG s We describe each option below e Exit This Window default The system saves the current purchase order and closes the Add Update O rder window e Repeat This Function The system saves the current purchase order and opens the PO Request dialog box so that you can request a another purchase order The new purchase order will open in the same mode as the current purchase order If an error occurs when saving the current purchase order the system will handle the error and not display the dialog box Note A convenient aspect of this repetitive workflow involves purchase order default values on the Add PO Request dialog box on the Add Order window and in the Order Line Editor Once you have set the values for the first purchase order they will persist for every subsequent purchase order that you add These values apply to the following fields e Add PO Request dialog box Order Type Payment Type Vendor PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 38 Acquisition
27. 7 View Order Window Reminders 272 Figure 11 8 Reminders Window 273 Figure 11 9 Add Reminder Dialog Box 273 Figure 11 10 Claims Window Reminders Functionality 273 Figure 11 11 View Order Window Reminders 275 Figure 11 12 Reminders Window 275 Figure 11 13 Add Reminder Dialog Box 276 Figure 11 14 Reminders Window 276 PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System xii Acquisitions v 43 1 This page intentionally blank Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 1 1 Introduction to Acquisitions creating records in the Acquisitions subsystem of the Virtua ILS Integrated Library System The guide describes the features functions menus and windows of the Acquisitions subsystem for this release of the Virtua ILS software It also takes you step by step through the various Acquisitions workflows from adding your first purchase order and receiving items to creating your first invoice and payment voucher l heV irtua A oquisitions U ser s G uide provides task oriented instructions for N ote From this point on we will refer to the Virtua ILS Integrated Library System as simply Virtua or the Virtua system in this guide This introduction covers the following topics Using This Guide 1 1 Using This Guide The V irtua A oquisitions U ser s G uide is one of two guides about the Acquisitions subsystem This guide focuses on
28. 8 2 The Payment and Balance columns in the display box and the Balance Information at the top of the window reflect the payment of all the invoices Figure 8 5 Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 195 A Sehect lees lei Parl barga S000 te 1271 E Ta eah rata 0 TELL Haoa ft 76 0 TA pii 00 4 a Eha i za a iJ m Figure 8 5 Select Invoices for Payment W indow To undo or cancel the payment function e Click the Pay Cancel button 8 4 2 Applying Credits to All Paid Invoices Y ou can expand credit information to view available credits or apply credits to all paid invoices under the following conditions e There are credits attached to the potential payment record e The credits use the specified currency and e The credits are not restricted so they can be applied to any of the invoices that have been paid If the above conditions are not met the Expand Credits button for the invoice will not be enabled PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 196 Acquisitions v 43 1 8 4 2 1 Expand Credits Function To view the credits that are available for this payment voucher 1 Click the Expand Credits button at the bottom of the window The Apply Credits to Invoices window appears Figure 8 6 displaying the list of credits that are available to apply to the invoices once they are paid The
29. 86 Virtua support for 86 EDIFACT and shipping methods 15 description of files 94 error handling in transmissions 95 formatting output 86 implementation of EDI 86 preparations for use 86 storage of files 85 transmission method 15 transmissions of purchase orders 85 94 Edit button Invoice Fees 174 176 Edit Distribution Groups window fig 80 81 Edit Item button Order 16 Edit Receipt Information dialog box fig 117 122 132 split line items 127 Edit Receipt Information dialog box completing 122 editing account information 30 claim letter template files 239 240 distribution information 78 enumeration information COG orders 35 Serial orders 34 Ignore Until date 269 line items on invoices 149 order line items 25 P O template files 99 100 payment voucher template files 222 receipt slips 125 PROPRIETARY INFORMATION OF VTLSINC Edition Statement on purchase order template 105 E mail Claims Records dialog box fig 257 E mail Records dialog box 91 E mail Records dialog box fig 91 E mail transmission method purchase order 15 85 e mailed purchase orders canceling transmission of 93 e mailing claims 237 purchase orders 91 encumbrances updated at the invoice level 183 engcogprintcancelpo utf 14 97 engcogprintpo utf 14 97 engcogprintporush utf 97 engmonprintcancelpo utf 13 60 97 engmonprintpo utf 13 97 default template file 100
30. Acquisitions records and workflows It also deals with distributions claims and reminders The other guide G etting Started with V irtua A oquisitions provides an overview of key global aspects of the Acquisitions subsystem briefly touches on parameters and orients you to the Acquisitions menu In addition the guide goes into detail about setting up your fund accounts and creating vendor records both of which you must do before you create your first purchase order Lastly the G etting Started with V irtua A qquisitions G uide covers functionality regarding Acquisitions notes and the Title Selection List To locate specific information in this guide use the hyperlinked page numbers in the table of contents and table of figures or the hyperlinked section headings at the beginning of each chapter If you are using a paper copy you will find the index in the back of the guide to be especially helpful Y our comments about using this guide are welcome A Reader s Comment Form is available in the the back of the guide PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 2 Acquisitions v 43 1 Ay Adding a Purchase Order i l l he purchase order is at the heart of Virtua A cquisitions To acquire an item from a vendor you must create a purchase order which is a request for one or more copies of one or more line items In Virtua the main purchase order functions consist of adding editing line items vi
31. Add PO Request dialog box e Order Header Information tab e Billing Shipping Information tab e A list box which will contain purchase order line items PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 10 Acquisitions v 43 1 Create Brief Bib button Item level command buttons Radio buttons that offer a choice of workflow procedures upon saving Check boxes for specifying a Rush Order or Auto Receive O rder level command buttons Arid Mirim lrdad Tae ir io Trent Bret Bib coe Bem peer tem Deets er EA isn a E Thir Windya Fepam Thig Funcion l eresdietely Proceed To maripat D merei Proceed To Receipts Figure 2 6 A dd Order W indow You can resize the Add O rder window to suit your needs Just place your mouse cursor at the boundary of the window When the cursor changes to a horizontal or vertical arrow hold down the left mouse button and drag the edge of the window You can also adjust column widths in the Line Items list box for more complete viewing of column labels and contents To expand a column width 1 Click on the column divider 2 Drag the mouse to the left or right until you reach the desired width Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 11 2 4 1 Non editable Header of the Add Order Window Regardless of the type of purchase order or the type of purchase order payment the non editable he
32. Auto Receive checked it closes the O rder window The Auto Receive option is designed to save you steps in managing COG orders such as Approval Plan and Standing orders It is also designed for use with orders that are transmitted outside of the Virtua software for example orders placed via the Internet In such cases your library may already have physically received the purchase order line items so there is no need to receive them in Virtua The Auto Receive function takes care of three steps in one It lets you save an order set the status of the purchase order line items to Ordered and receive the purchase order line items so that invoicing may proceed at a later time In addition to receiving all purchase order line items automatically and setting the status of the purchase order to Ordered the Auto Receive function also updates the receipts information on the Statuses tab on the View Bibliographic Record window Each line item will be received with the following default receipt information Status Received Satisfactorily Condition Correct Item Receipt Date Current date Quantity Received Same value as the Quantity O rdered New Books List setting Per the default as specified in the Profiler Print Receipt Slip setting NO PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 40 Acquisitions v 43 1 2 7 3 System Checks Upon Saving When you save a purchase order Virtua takes the follo
33. Be Canceled Total Price 00 shipping sert alan f 1112003 T Due Date Vendor Title ID locatia Requestor Barcode FO Copies Recelved F Copies To Cancel f Distnbution Motes eis Cancel Figure 3 18 Order Line E ditor C anca Function 3 In the Copies to Cancel field specify the number of copies to be canceled N ote Virtua will allow you to cancel only those copies that have NOT yet been received as indicated in the Copies Received field 4 Click the Save button or press Enter The Cancel O rder window Figure 3 19 becomes the active window PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 62 Acquisitions v 43 1 On the Cancel Order window the status of the canceled copy or copies is now To Be Canceled After you transmit the canceled order via the Send Orders function see the section Transmitting a Canceled O rder the status To Be Canceled will change to Canceled N T a Lancel Lirim Figure 3 19 Cancel Order W indow 5 Click the Save button Virtua performs system checks which we describe in the next section Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 63 3 4 5 System Checks After a Cancellation After you click the Save button on the Cancel O rder window the system does the following Displays a Confirm message asking if you want to proceed with the cancellation Verifies tha
34. Cai 272 S87 2 vibe F S E Bone J bre P0000 7 00 00 7 00 20 OO TLE ka A Lis bi i a i a ee Figure 8 13 Invoice Payment W indow To undo or cancel any payments you made e Click the appropriate Pay Cancel button To cancel invoice fees only click the Pay Cancel button on the Invoice Fees tab To cancel the invoice payment AND invoice fees click the Pay Cancel button at the bottom of the window 8 5 6 Applying Credits to the Whole Invoice You can expand credit information to view available credits or apply credits to the invoice as a whole under the following conditions e There are credits attached to the potential payment record e The credits use the specified currency and e The credits are not restricted so they can be applied to the invoice that has been paid Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 213 8 5 6 1 Expand Credits Function To view the credits that are available for the whole invoice 1 Click the Expand Credits button at the bottom of the Invoice payment window The Apply Credits to Invoice window appears Figure 8 14 displaying the list of credits that are available to apply to the invoice once it is paid The top of the window displays Balance Information Y ou can resize this window to suit your needs S Apply Credits to Invoice alance Information Payment 75 00 Payment Balance 75 00 T
35. Cancel Figure 7 20 Invoices L ine T ax es W indow 3 Select one or more taxes to be applied to the line item from the All Available Taxes list box 4 Click the arrow button to move your selection s to the Selected Taxes list box OR PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 168 Acquisitions v 43 1 Click the double arrow button to move ALL the available taxes to the Selected Taxes list box To select a SAP code to apply to this line tax click twice in the SAP column and select a code N ote The SAP column appears only when the Use SAP flag is enabled in the Virtua Profiler Click the Apply button The software calculates the tax on the price listed for the line item minus any discounts that have been applied Any line fees assessed for the line item are not taxed The Add Invoice window displays the amount of the line item tax in the Invoice Order Line Information display box under the column Tax Total The software adjusts the Invoice T otal in the header accordingly 7 3 6 4 Updating Invoice Taxes To update header taxes or line item taxes on an invoice 1 Virtua ILS On the Update Invoice window click the Invoice Taxes button in the case of a header tax OR Highlight the line item in the case of a line item tax and then click the Line Taxes button The Invoice Taxes window or Invoice Line Taxes window as appropriate appears In the Selected Taxes
36. D isplaying a L ine Item N ote If the item you inserted has no 245 tag the system will display the title information from the next most important title tag in the record If the item you inserted has no title the system will display No Title Info Available in the column labeled Title 9 Using the drag and drop method continue inserting as many items as necessary After inserting a purchase order line item you can copy or edit it 2 5 1 Copying an Order Line Item Each line item on a purchase order can be assigned only ONE location If you want to order a line item for multiple locations Virtua gives you an easy way to duplicate the original line item so that you do not have to re insert it PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 22 Acquisitions v 43 1 To copy a line item 1 On the Add Order window highlight the line item that you want to copy 2 Click the Copy Item button A duplicate line item appears on the purchase order Highlight the copied line item Click the Edit Item button On the Order Line Editor edit the Main Location field Click the Save button D 1 gt Go Y our purchase order now contains two purchase order line items each of which represents a copy for a specific location 2 5 2 Workflow for COG Orders Before you can insert line items on aCOG order you must save and transmit it In many cases you will be creating a COG order after you
37. Grosset Group cig Hate i Requested J miala 162 6 p M 22 em Ori Hok O Othe i 1 eu 0 a Figure 2 13 V iew Bibliographic R ecord W indow The Full Items Holdings and MARC tabs on the View Bibliographic Record window display the bibliographic information that you need to insert on the Add Order window 3 Add the bibliographic information to the Line Items list box on the Add Order window by using the drag and drop tool For details about using this feature see the section Using the D rag and D rop Tool N ote Y ou can drag and drop bibliographic information into the Add Order window list box from anywhere on the Full and MARC tabs and from the headers only of the Items and Holdings tabs 4 After dropping the information in the list box click the Add Order window The title information appears as a line item in the Line Items list box Figure 2 14 along with various default values in the appropriate columns Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 21 T Add Dirim Mi Ea Crier harrier 1775 Order Typ hinapi Gnir Header homain Eal ppg inforialion T 4 05 Cume Type firen Taer zir List Priel File eryron ar sorin E eere ea khan Sin i E Thir Windy C Fepam Thig Funcion l mme Proceed To keripag areis Proceed To Fepaipir Fash Order Mn Faces hiper sone ance Figure 2 14 A dd Order W indow
38. Order Line Editor borg19 3000 Order InfouDistribution Bibliographic Information The delicate balance case studies in counseling and care management for older adukta f edted by Bert Line tem Header Information Unit Price 6 00 Subject Code FS 2 apes f Status approved Total Price 00 Shipping sert lia Due Date 11711 2003 Vendor Title ID Locations H Requestor Barcode wame Distnbution Motes Cancel Figure 4 1 Order Line E ditor D istribution enabled M onograph O rder For a distribution enabled order the Order Info Distribution tab displays only ONE Sub tab initially Line Item Header Information Three fields are disabled Copies Main Location and Sublocation because the values for these fields can be specified on the Add Distribution Groups window Edit the enabled fields on the O rder Line Editor window as you would any other order 4 2 Specifying Distribution Groups For a selected line item on a distribution enabled Monograph purchase order you can specify distribution information In this way if you order 10 copies of an item you can designate which individual library locations in which groups or consortiums will receive the specified number of copies To specify a distribution group for an order line item 1 On the Order Line Editor window Figure 4 1 click the Distribution button PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Int
39. Prefix printyoucher utf Total Payment Accession Number Payment SAP DEY12345 Payment Software Invoice Amount Paid Invoice Fees Paid Invoice Taxes Paid Total Paid invi 806 9 5 2001 1 00 4 00 4 00 1 00 E when Closing f Exit This Window Repeat This Function Expand Gredits Expand Invoice Motes Figure 8 20 D isplay V oucher W indow For a voucher without invoices the Voucher Without Invoices window appears Figure 8 21 displaying the voucher total and account information specified when the voucher was created Y ou can resize this window to suit your needs PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 220 Acquisitions v 43 1 Voucher Without Invoices borg 19 FE ES Voucher ID 100 Wardha AAA Bookstore Payment Date 6 14 2002 Print File Prefix prinkyoucher utf Accession Number Currency USD voucher Total 66 00 Payment SP DR Default Record Account Information Fiscal Year Account Amount hen Closing f Exit This Window i Repeat This Function Motes Close Figure 8 21 V oucher W ithout Invoices W indow 8 8 1 Viewing Invoice Details On the Display Voucher window Figure 8 20 you can view voucher elements and information about paid or partially paid invoices If the vendor name is truncated on the window pass your mouse cursor over the text to see the full name in a tooltip To see details abo
40. Signature section of the file The signature area includes closing remarks complimentary close blank lines and typed signature BeginSignature Start the Signature section LinesD own 2 Type the number of lines down from the shipping address to allow before starting the closing remarks PercentO ver Type a number between 0 and 100 that indicates the percentage of the page from the left to leave blank before starting the header Alternatively type the word L et ustity Center or Right ustity Signature 1 Type the first line of your closing remarks Signature2 Type the second line of your closing remarks or leave blank Signature3 Type the complimentary close such as Sincerely yours Signature4 You may want to leave this line blank SignatureS You may want to leave this line blank Signature6 Type the sixth line of your closing such as your name title or the name of your department EndSignature End the Signature section PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 248 Acquisitions v 43 1 10 3 Viewing a Claim To view Claims linked to a purchase order 1 Z Display the View Order window Click the Claims button The Claims window appears Figure 10 5 displaying all the claims associated with this purchase order S Claims borg19 3000 Me 1 10 2003 Transmitted Print 1 10 2003 Mew Claim Reminders Delete Tifalemit cose Figure 10 5 Claims W indo
41. Table Column Labels The purchase order contains pre set columns of information about each line item Y ou CANNOT add columns but you can change their order The default column labels are P O Line Number ISSN ISBN Account ID Account Name Begin Subscription commented out for a Monograph order End Subscription commented out fora Monograph order Coverage Quantity Price per unit and Line Total Y ou can edit or translate the labels to suit your needs Besides the labels you must specify two numbers that indicate the begin and end positions of the column Figure 5 10 Some of these elements deserve further comment For one thing although the Account Name label is commented out by default in the file your library can choose to use that label instead of Account ID To use Account Name instead of Account ID remove the two asterisks preceding A count N ame and place them in front of A count ID e ISSN ISBN Pulled from tag 020 ISBN tag 022 ISSN or tag 024 O ther Standard Identifier of the bibliographic record Virtua pulls the data in that order so that if it finds no value in tag 020 it goes to tag 022 etc e Coverage Used for Serial orders D ata is pulled from the Enumeration Information field on the Order Line Editor window BeginT ableColumns PO LineN o ISSN ISBN AccountID Account N ame BeginSubscniption E ndSubscnption Coverage Quantity Price LineT otal EndT ableColumns
42. There is no limit to the number of different purchase orders that can be linked to any one invoice but all the purchase orders must be in the same currency OR e Add item level or invoice level fees discounts and taxes In addition you can modify account information at the line item level We discuss each of these aspects in the following sections Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 153 7 3 3 Working with Miscellaneous Fees 7 3 3 1 About Miscellaneous Fees Miscellaneous fees such as shipping and handling special delivery and photocopying are associated with invoices If your library does not need to track taxes separately you can also consider taxes as miscellaneous fees To keep track of these fees your library can define fee codes in two Acquisitions parameters in the Virtua Profiler Invoice Header Fee Types parameter and Invoice Line item Fee Types parameter The information that is required in the Virtua Profiler consists of the e Name of the fee or tax AND e In the case of header level fees account number from which the money will be expended When you attach an invoice to a purchase order you can add fees and apply them at two different levels of an invoice e Header level e Lineitem level The system assesses fees after it applies discounts to the invoice and calculates taxes 7 3 3 2 Adding Invoice Header Fees Fees that you add
43. Virtua Acquisitions records 11 2 Accessing General Reminders You can view add or edit reminders from various points in Virtua O ne way to access reminders is by way of a G eneral Reminders Request where you can search for reminders using different variables Via a G eneral Reminders Request you can choose to search for and view reminders according to any of the following criteria All Serial reminders All Acquisitions reminders Only those Serial or Acquisitions reminders within a specified date range Only those Serial or Acquisitions reminders whose Ignore Until date has not yet arrived by defining a date range that includes future dates e Only those reminders at a specified location Our discussion here focuses on Acquisitions reminders 11 2 1 Searching for Acquisitions Reminders To search for Acquisitions reminders 1 On the Acquisitions toolbar click Serials Reminders real _OR On the Virtua menu bar click Acquisitions choose Subscriptions and then choose Serials Reminders The General Reminders Request window Figure 11 2 appears PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 264 Acquisitions v 43 1 E General Reminders Request hermes99 9999 i inl E Type All Serials Reminders Serials Check In Expected Reminders Serials Claim Expected Reminders Serials User Defined Reminders All Acquisition Reminders Acquisition Expected Reminders f Acquisiti
44. Virtua ILS Integrated Library System Virtua ILS Integrated Library System 234 Acquisitions v 43 1 Delete Credit Request Credit Humber Figure 9 9 D dete Credit R equest D ialog Box 2 Type the credit number of the desired record Hint The credit number is case sensitive 3 Click the Request button or press Enter The D elete Credit window appears Figure 9 10 displaying grayed out fields Y ou cannot edit any fields on this window A Delete Credit Credit ID Credit Type Specific Amount yso m Fiscal Year 2001 G Account Monographs f Credit Status a Incomplete ki Create Date 4 6 2001 Last Modified Date 4 6 2001 Expiration Date 99 AY 12 21 2001 Vendor Order Number N Gn Academic Book Center a Order Line Number eed Figure 9 10 D edee C reditW indow 4 Click the Delete button or press Enter PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 235 The software will display a message verifying that the credit was deleted from the database If funds in the credit record have already been applied either fully or partially the software will return an Error message instead PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 236 Acquisitions v 43 1 10 Working with Claims This chapter covers the following topics Introduction Customizing Printed Claim Letters Viewing a Claim
45. Virtua Profiler The field offers a pull down list of the SAP codes that your library has configured in the Virtua Profiler The default is also specitied in the Profiler Invoice T otal N ot editable Total amount of the invoice taking into account all fees taxes or discounts at both the header and item levels 7 2 1 2 Invoice Order Line Information List Box Below the header on the Add Invoice window is the Invoice O rder Line Information display box which lists the line items to be invoiced The line items can be from any number of purchase orders as long as they are all associated with the same vendor and the same currency For each line item the display box shows the following information Order N umber Order and order line number for the title N otes An asterisk if line item notes exist Vendor Title ID The ID as optionally entered on the Order Line Editor window Title The title of the ordered item Price The item price as entered on the Order Line Editor window Quantity The quantity ordered as entered on the Order Line Editor window OR the quantity received if the Invoice Line Item D isplay flag is set to display received items only Amount Total price for all copies of the title Status Current status Discount Total of all line discounts that apply to the line item Fee T otal Total of all line fees that apply to the line item Tax T otal Total of all line taxes that apply to the line
46. a note to the receipt of this line item If receipt line item notes exist an asterisk will display on the button e Add Displays the Edit Receipt Information dialog box so that you can add information for a line item selected on the Receipts window e Modify Displays the Edit Receipt Information dialog box so that you can modify existing information for a selected line item receipt e Delete Deletes the entire line of a selected receipt 6 3 3 2 Adding Line Item Receipt Information After viewing data on the Line Item Receipt Information window Figure 6 9 you can add a receipt Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 121 To add line item receipt information 1 On the Line Item Receipt Information window click the Add button The Edit Receipt Information dialog box appears Figure 6 7 2 Complete the fields as appropriate for details see the section Edit Receipt Information D ialog Box 3 Click the Save button The Line Item Receipt Information window becomes active Figure 6 10 displaying the updated information S Line Item Receipt Information borg A000 PO Mumbar 1780 Cine Ordered 4 PO Line Humber 1 Quantity Pecered 2 Tithe Bygning crt ceed tee Wiest aj Gmn Raturrend 0 EJ aniis Expected 0 F fF 32 Teana Correct Rem Rouri Satiatocdiory testy e eo 5 Figure 6 10 Line Item R ecapt Information W indow 4 Click t
47. add a blank line for example between HeaderStrings you must type the following HeaderStringsN where N indicates the next line number in the sequence and where only a blank space exists after the sign 4 If you do not want the data in any given line to appear in the printed letter type two asterisks in front of the line for example ISSN ISBN ISSN ISBN 0 10 Virtua ILS Integrated Library System 100 Acquisitions v 43 1 5 5 4 Editing the Data Elements of the P O Template In this section we describe each element of a purchase order template file engmonpnintpo utf and how to edit it We have captured the template file in four screens Figure 5 9 Figure 5 10 Figure 5 11 and Figure 5 12 Before we captured the screens we removed all the commented out instructions i e those lines in the file preceded by to make it easier for you to see the individual data elements that we describe Default Purchase Order Template Four Screens if engmonprintpo utf Notepad File Edit Format Help BeqinHeader LinesDown L Percentover 20 Headerstringsl English Monograph order Headerstrings second optional header string EndHeader Beqinvendor LinesDown 2 Per centoyver 80 Vendor Format Cityst atezipcountry Endvendor Beqinbate DateFormat d mmmm wy Lines Down 2 Percentoyer 60 Endbate BeginEntityID Linestown 4 Percentoyer 40 EntityiIb order ID EndeEntityIo Figure 5 9 D efa
48. and usefulness of this publication We will consider your input for future revisions of the guide Did you find any errors If so please indicate the chapter section and page number Please send your comments to D ocumentation M anager VTLS Inc 1701 Kraft D rive Blacksburg V A 24060 U S A Fax 540 557 1210 E mail gulbenkiang vtls com Thank you for helping us improve our documentation PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System
49. applies eligible credits as follows e Credits closest to expiring are applied first e Credits are applied to each paid invoice record in turn until all the credits that can be applied have been applied or all the invoices have been paid Unapply Credits Undoes any credits that have been applied N otes Lets you view and add notes that will be attached to this payment voucher as well as view and add priority notes that will be attached to records directly associated with this payment voucher For details about Acquisitions notes see the G eting Started with V irtua A qquisitions G uide Save Sends an Add Payment Request to the server The software informs you of any errors or of the success of the payment and closes the window Cancel Closes the Select Invoices for Payment window Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 193 8 2 1 5 When Saving Options When you save the payment voucher you can select one of two options for the next stop in your workflow e Exit This Window e Repeat This Function 8 3 Editing Payment Header Elements Before you select the invoices for payment make sure the header of the Select Invoices for Payment window contains all the values you want You CANNOT edit the Vendor or Currency fields To edit the payment header elements 1 Type the unique alphanumeric Voucher ID which is required to save the payment record 2 Accept t
50. at the header level apply to ALL purchase order line items on the invoice Y our library can define any number of header fee types in the Invoice Header Fee Types parameter in the Virtua Profiler These fee types appear in the pull down list box in the Invoice Fee Modification dialog box Figure 7 8 A given header fee can be associated with a specific account in the Virtua Profiler N ote Once an account is associated with a header fee you will not be able to add child accounts to it or delete it e If the type of header fee you choose is associated with an account the system charges the fee to that account PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 154 Acquisitions v 43 1 e Ifthe type of header fee you choose is NOT associated with an account the system distributes the fee proportionally among the line items based on the total price of each line item e Ifthe type of header fee you choose is NOT associated with an account AND if the price of each line item is distributed between more than one account the system distributes the header fee proportionally among all the line items and equally between the accounts of any one line item To add an invoice header fee 1 On the Add Invoice window click the Invoice Fees button The Invoice Fees dialog box Figure 7 7 appears A Invoice Fees Amount SAP Edit pelete Save Cancel Figure 7 7 Invoice F es D ialog Box 2 Click
51. be disabled e Ifthe claim is for a serial issue you can also issue a claim directly from the serials Check in window e Werecommend that you issue claims at the level of the line item The Claims window appears Figure 10 6 Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 251 S Claims borg19 3000 OF x Mew Claim Reminders Pelete Iransmit cs Figure 10 6 Claims W indow 3 To issue a claim click the New Claim button A message box pops up with the message A new claim was successfully added The Claims window now displays the data shown in Figure 10 7 In our example the window displays Print as the transmission method If the vendor s preferred claims transmission method is e mail the window will display E mail instead 1 1 10 2003 Created Print A Claims borg19 3000 OF x Ew alam Reminders Delete Transmit cose Figure 10 7 Claims W indow PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 292 Acquisitions v 43 1 N ote If you try to create a new claim when a claim already exists at the status C reated the software will return an error informing you that you must transmit the existing claim before you can create a new one for this item serials issue 10 4 1 1 Individual Claiming and Exceeding the Maximum Number of Claims D uring individual claiming if the claim sequence number of
52. blank and let Virtua assign a number The number can be up to nine digits long N ote Once a purchase order number has been used you cannot reuse it There is no facility for resetting the purchase order number counter 3 In the Order Type field choose Monograph Serial Standing O rder Monographic Set or Planned O rder 4 In the Payment Type field choose Standard Prepaid or D eposit D onation 5 Choose a vendor from the pull down list box N ote e When you begin typing a vendor name Virtua automatically completes your string with the closest match it finds in the vendor index e Only active vendors appear in the pull down list To be active the Active check box on the vendor record must be selected e Ifyou choose an alternate vendor name the regular vendor name will appear on the order itself 6 Click the Retrieve button or press Enter The Add Order window appears The non editable header of the window F igure 2 2 displays all the information that you entered in the Add PO Request dialog box PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 4 Acquisitions v 43 1 HETE Dirrie Figure 2 2 A dd Order W indow H eader The other elements on the Add O rder window will vary slightly depending on the order type you selected 2 2 Adding Order Information for Monographs and Serials If you choose Monograph or Serial as the order type on the Add PO Request dialog box th
53. button is enabled only if a the selected fees exist b the fees have been paid during this add voucher request and c credits exist that can be applied towards the fees Eligible credits either have no account limitations or use the same account and the same currency as the selected fees Unapply Credits Undoes or cancels any applied credits for selected fees not yet available for tax es Pay Fee Tax Depending on whether the tab is specific to the invoice or a line pays the invoice header selected line fees or the invoice selected line taxes in full This button is enabled only if the fees or taxes exist and have not been paid N ote Currently we do not recommend that you pay invoice fees and taxes separately from paying the whole invoice Likewise we do not recommend that you pay invoice line fees and line taxes separately from paying the whole invoice line Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 205 Pay Cancel Cancels the payment of any selected fees for this add voucher request and cancels any credits applied The button is enabled only if selected fees exist and have been paid or partially paid during this add voucher request 8 5 2 4 Invoice Line Items Display Box The line items list box on the Invoice payment window displays eight labeled columns described below Order The purchase order ID and line number separated by a hyphen Title The title o
54. cancel a Monograph purchase order line item as long as it has not been fully received You can choose to cancel all copies of the line item or only some of the copies Note that if you cancel the sole line item on a purchase order or ALL the line items on a purchase order Virtua will cancel the whole purchase order Serial and COG orders abide by somewhat different cancellation rules which we discuss in the next section N ote If the maximum number of claims for an order item as specified in the vendor record is exceeded Virtua will also automatically cancel a purchase order or line item For details see the section Claim Intervals and Maximum Claim Limits in this guide Once you have canceled an order or order line item your library will want to notify the vendor of the cancellation and perhaps mask the records that were created for the canceled order e Youcan notify the vendor via the Send Orders function where you have the option of transmitting canceled orders and printing cancellation notices e Youcan mask records using the Mask Record check box which is available in three places in the client in the MARC Editor on the Add Title Selection List window see the G etting Started with A qquisitions G uide and on the Import Records to Selection List window see the Cataloging U ser s G uide Using the InfoStation you can generate a report of all purchase orders with the status of canceled 3 4 2 The Cancel Funct
55. changed 6 1 2 Features of Receipts e For each purchase order line item and each copy of that line item you can enter information to receive that item copy Each receipt is considered an extension of the line item information on a purchase order e Youcan change receipt information about items that have been received e You can edit distribution information for items that have been received e If an item has a status of Returned the system will not count it towards the amount received e For each line item that is received you have the option to print or not print a receipt slip e For each line item that has been received you have the option of deleting the item e Virtua does not lock receipt records When you access the receiving function the software automatically places a lock on the linked purchase order PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 110 Acquisitions v 43 1 e When you receive an item that has been requested at the bib level Virtua will alert you with an on screen message Via Acquisitions parameters in the Virtua Profiler you can specify the following A default value as the receipt status when receiving a line item A default value as the receipt condition when receiving a line item Whether a masked bibliographic record will be unmasked upon receipt 6 2 Displaying the Receipts Window If you save a purchase order with the Immediately Proceed to Receipts radio butt
56. copied order or leave the text box blank and let Virtua assign a number N ote If you launched your copy request from an O rder window rather than directly from the Virtua menu bar the Order Number and Vendor fields will contain the same values as the active record 4 Choose the appropriate vendor from the Vendor pull down list box 9 Click the Retrieve button or press Enter The Add Order window appears Figure 3 25 displaying the new order number and vendor for the copied purchase order Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 69 ELF z Adr Urda Figure 3 25 A dd Order W indow Copied P O On the copied order note the following e If on the original order the status of the line items and the purchase order itself was O rdered it is now reset to Approved This tells you that you need to transmit or resubmit this order to the vendor in order for the order to be processed e On the Billing Shipping Information tab the shipping method for the copied purchase order is set to No Specific Method e If you deleted line items on the original purchase order the line items renumber correctly on the new purchase order 6 Edit the copied purchase order as needed 7 Click the Save button to save the order to the database PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 70 Acquisitions v 43 1 gt Working with Distribut
57. data and by skipping the receipt stage altogether When you save a payment voucher you have the choice of e Exiting the window Exit This Window The system saves the payment voucher and closes the window e Repeating the same function Repeat T his Function The system saves the payment voucher and displays the Voucher Request dialog box in the same mode as the current voucher T hat is if the current voucher is in Create mode the new voucher will also be in Create mode 8 2 Displaying the Payment Window If you click Save on the Add or Update Invoice window having first selected the Immediately Proceed to Payments radio button the Select Invoices for Payment window will display automatically Other wise you can access the payment window for a specific vendor from the Virtua menu bar or from the Acquisitions toolbar To display the window from which to pay invoices 1 On the Acquisitions toolbar click New Voucher e OR On the Virtua menu bar click Acquisitions choose Vouchers and then choose New The Create Voucher Request dialog box appears Figure 8 1 Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 187 Create Voucher Request borg 19 1900 Vendor Warne J Create From Available Invoices Figure 8 1 Create V oucher R equest D ialog Box 2 Type the name of avendor or choose one from the pull down list box N ote When you begin typing
58. date but you can type or choose another Last Modified Date The date the credit was last updated which cannot be edited at this point Credit SAP This field appears only when the Use SAP setting is enabled in the Virtua Profiler 2 Add notes if desired by clicking the Notes button When a note is added the Notes button will display an asterisk 3 After adding all credit data click the Save button or press Enter PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 230 Acquisitions v 43 1 The system checks the credit record and confirms that a credit was added If the system finds an error in the credit record such as a disabled account it will display an Error message and keep the record open for you to make any changes 9 5 Updating a Credit Record When you choose the Update Credit function the software locks the credit record so that it cannot be modified by other users To update an Internal Credit the credit record must be at a status other than Valid for Use To update a credit record 1 On the Virtua menu bar click Acquisitions choose Credits and then choose Update The Update Credit Request dialog box appears Figure 9 4 Update Credit Request Credit Mumber Figure 9 4 U pdate C redit R equest D ialog B ox 2 Type the credit number of the desired record Hint The credit number is case sensitive 3 Click the Request button or press Enter The Update Cred
59. determine which data elements should print and in which language and format N ote By default the file engprintclaim utf is Read Only when it is installed Before you can edit it you must change the permissions on the file via the Windows File Properties function To edit the claims letter use an editor that supports Unicode e If your platform is Windows 2000 you can use Notepad e If your platform is Windows 95 or Windows 98 you can use an editor such as SC UniPad which you can download from the Internet Using one of the above editors you can edit the following aspects textual content placement of the heading salutation and closing format and placement of the vendor address size of the margins and labels and widths of columns and rows We describe these aspects in detail below PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 240 Acquisitions v 43 1 10 2 1 1 General Editing Tips 1 For any line you can edit only the textual portion that appears to the nght of the equal sign Figure 10 2 2 Labels and text can be in any language 3 If you want to add a blank line for example between HeaderStrings you must type the following HeaderStringsN where N indicates the next line number in the sequence and where only a blank space exists after the equal sign 4 If you do not want the data in any given line to appear in the printed letter type two asterisks in fro
60. e An Order Description field exists e The item level command buttons are disabled 6 A Transmit and Reopen for Update radio button replaces the Immediately Proceed to Receipts option on Monograph and Serials orders Arid Mri H Apps Tahal t Onder Date fisi SELE Cime Type Uniad Taer oder Uso Daca Die ri Pried Fue erge ngri paaa OD Ext Thig Winde C Fepam This Funcion m l Treneri ama Reopen For Upc O Reh per oe bind mcr C se Cancel Figure 2 4 A dd Order W indow COG Order Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 7 To add order information fora COG order 1 Follow the steps for adding O rder Header Information and Billing Shipping Information that we presented for a Monograph or Serial order N ote If your library has not created additional print files for COG order types in different languages no other choices besides the default print file will be available in the Print File pull down list box The default file for CO Gs is engcogpnntpo utt 2 In addition edit the following fields that are available for COG orders only e Status field on the Order Header Information tab Note that the software will not let you select Ordered on anew COG order e Cancel Date on the Order Header Information tab This optional field lets you enter a date when the COG order will be canceled For details on editing a date field see t
61. for each condition Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 129 qAecepte bgi J000 Figure 6 16 Receipts W indow C ondition V alues Split 6 3 7 Receiving More Copies Than Ordered You can receive more copies than were ordered Here s how e If you ordered five items and seven items show up all in the same condition you can receive all seven at one time e fall the items are not in the same condition you can receive each copy individually see Splitting the Receipt of a Line Item above with different receipt information e Alternatively you can receive all seven at once and then later modify the receipt to split out the copies with different receipt information see our example in the next section 6 4 Updating Receipt Information You can update receipt information at any time in the acquisitions process For example you might want to update the receipt of three copies when only one was ordered To update line item receipt information 1 On the Receipts window select the line item that you want to update and then click the Expand button PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 130 Acquisitions v 43 1 The Line Item Receipt Information window appears Figure 6 17 If priority purchase order header notes exist a Messages box will appear simultaneously to inform you of that el ine Item Recript Infonmati
62. function only if you are authorized via permissions to access Send Orders If you try to transmit an order that is not Approved or To Be Canceled the software will return an Error message After you successfully transmit an order the system automatically changes the status of the order to Ordered Virtua supports O NE transmission method Print for Serial and COG orders and FOUR transmission methods for Monograph orders although currently the EDIFACT methods are not fully implemented e Print where the system generates a printed purchase order letter e E mail where the system e mails the purchase order to the vendor s e mail address e EDIFACT where the system generates an EDIFACT file and stores it on the server in a library specified directory e EDIFACT and Print where the system generates an EDIFACT file which it stores on the server and prints a purchase order letter When you send an order Virtua will look for information stored in the vendor record to determine which method to use to send the order data to the vendor If a method is specified it will appear on the Billing Shipping Information tab of the Order window If no transmission method is indicated the system will default to Print PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 86 Acquisitions v 43 1 The Virtua client installation provides nine default templates for printing purchase order letters for different types
63. here 10 2 1 2 4 Entity ID Figure 10 2 shows the Entity ID section of the file The Entity ID is the label for the claim number which the system assigns automatically The label can be in any language In our example of a claim letter the label is Claim ID BeginE ntityID Start the EntityID section here LinesD own Type the number of lines down from the date to leave blank before starting the entity ID PercentO ver Type a number between 0 and 100 that indicates the percentage of the page from the left to leave blank before starting the header Alternatively type the word L et ustify C enter or Right ustity EntityID Type a label for the claim number which is system assigned such as Claim or Claim N 0 EndEntityID End the EntityID section here Tip The claim number on the claim letter is system assigned which means that you cannot use this field to designate the first e g Claim 1 second or third claim letter being sent If you want to designate a first second and third claim letter we suggest that you create three printclaim utf files one for each number in the sequence and Swap them around as needed Alternatively you could use the first paragraph of your letter to state whether this is the first second or third claim letter to the patron PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 244 Acquisitions v 43 1 10 2 1 3 Default Claim Letter Template Second Screen
64. of orders You can modify and translate these templates to suit your local needs In this chapter we discuss the different methods of transmission describe the Send Orders function in detail and with regards to the Print method explain how your library can customize the purchase order letter templates 5 2 About EDIFACT Functionality Virtua Acquisitions will fully support the technology of Electronic D ata Interchange EDI which allows for computer to computer exchange of business information using a standardized electronic format EDIFACT is one of many implementations along with SISAC and BISAC of the EDI standard O ur implementation of the EDIFACT standard will use ftp as the method for sending and receiving data For data transfer to take place electronically both Virtua and the vendor supplier must support the EDIFACT standard In addition the vendor record must specify the SAN and the agency Currently Virtua offers partial support for purchase order transmission using EDIFACT Caution The use of distribution groups is not compatible with EDI functionality Before you can use EDIFACT functionality you will need to modify the dbadmin profile to include the EDIFACT PATH environment variable In addition the EDIFACT PATH directory needs to exist For details see the V irtua System M anagement Reference G uide which also describes the use of the EDIFACT NEW LINE variable for determining the output format of EDIFACT me
65. percent and an amount the system will apply the discount percent first and then the discount amount 4 Accept the default SAP code to apply to the discount or choose another in the pull down list box N ote The Discount SAP field appears only when the Use SAP flag is enabled in the Virtua Profiler 5 Click the Post button The Add Invoice window becomes active displaying the new Invoice Discount in the header The software automatically adjusts the Invoice Total accordingly Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 161 7 3 4 2 Applying an Invoice Line item Discount To apply a discount to an invoice line item 1 On the Add Invoice window highlight the desired line item 2 Click the Edit button The Invoice Line Item window appears Figure 7 16 displaying three sections of information about the line item A fourth section containing tax type and tax amount data is also available if the Use Tax flag is enabled in the Virtua Profiler e Line item data e Line item discounts e Account data Y ou can edit all the fields on the dialog box but here we are concerned with line item discount information only 3 Invoice Line Item borg19 3000 Price daininkai l Poo Account Mame Pape WL General Collection Status vaid for Payment Line SAP io SAF Code specihied Discounts Discount Percent 0 00 Discount Amount 4 o0 Discourt
66. saving can display either a new Add PO Request dialog box or the Receipts window with all data fields complete or the Update O rder window Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 43 3 Working with Purchase Orders functions related to purchase orders once they have been saved to the database In our descriptions we point out the similarities and differences in the functions depending on the type of purchase order with which you are working n this chapter we provide step by step instructions for performing the tasks and This chapter covers the following topics Updating a Purchase O rder Viewing a Purchase O rder D eleting a Purchase O rder Canceling a Purchase Order or Line Item Renewing a Purchase O rder Copying a Purchase O rder UUU 3 1 Updating a Purchase Order Y ou can edit purchase orders that have been saved or transmitted D epending on the type of order and whether it has been transmitted or not you may be able to update only certain aspects of it e Fora transmitted Monograph or Serial order you can update the order only by adding or editing a claim note or reminder or by relinking an item to another bibliographic record e Fora saval Monograph or Serial order you can update the order by editing various elements on the order copying line items inserting and editing line items and adding and editing notes e ForaCOG order once the order
67. the Insert button The Invoice Fee Modification dialog box Figure 7 8 appears Invoice Fee Modific Sia Amount o Invoice Fee Type shipping AND Handling Fee 5AF fe03t 3000 Microfiche Post Cancel Figure 7 8 Invoice F ee M odification D ialog Box Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 155 3 Type the amount of the fee 4 Accept the default Invoice Fee Type or choose another from the pull down list box 5 Accept the default SAP code to apply to the fee or choose another from the pull down list box N ote The Fee SAP field is displayed only if the Use SAP flag is enabled in the Virtua Profiler 6 Click the Post button or press Enter The Invoice Fees dialog box reappears Figure 7 9 displaying the posted fee type amount and associated SAP code A Invoice Fees OF x SAP Insert Edit Delete Cancel Figure 7 9 Invoice F es D ialog Box 7 Continue inserting invoice fees as required OR Use the Edit and D elete buttons to modify any posted fees 8 Click the Save button or press Enter The Add Invoice window becomes active Figure 7 10 displaying the Invoice Fee Total in the header The software automatically adjusts the Invoice T otal accordingly PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 156 Acquisitions v 43 1 7 Adal invoecr Mil Ea
68. the order 4 Make sure the Condition is Correct Item 5 Click the Save button To add the receipt Received Satisfactory 1 On the Line Item Receipt Information window click the Add button again 2 Repeat steps 2 5 above to add the third receipt this time with the status of Received Satisfactory After completing all receipts the Line Item Receipt Information window should look similar to Figure 6 21 I ant ltem Riecoript indonmation Diehanery of geedid orm if Classical Jaqarese Rerabure mio ii Si LOozoo0 Other Problem Po ty fi S Lorooo Correct Demi Cio ajiolzooo Correct Bem bes j E a E J a Figure 6 21 Line Item R ecapt Information W indow PROPRIETARY INFORMATION OF VTLSINC Returned accepted a Gupicste Recetved Satisfactory __Merity owe Save Canoe Virtua ILS Integrated Library System 134 Acquisitions v 43 1 6 4 2 Multiple Copies and the Determination of Quantity Received When multiple copies of a line item are involved in a receipt it is important to know how Virtua determines the value for Quantity Received on the Add Invoice Line Items window Figure 7 4 Virtua counts as received copies assigned the following Statuses e Received Satisfactorily e Received Not Satisfactorily e Accepted As Duplicate 6 5 Viewing Receipt Information To view a receipt for a purchase order 1 On the Virtua menu bar click Acquisitions choose Receipts an
69. the vendor record e The reclaim interval specified in the vendor record The program will also look at the value for the Maximum Number of Claims e If the claim sequence number of a claim exceeds the maximum number of claims indicated in the vendor record AND e Ifthe Auto Cancel Purchase Orders Flag is turned ON in the Acquisitions parameters in the Virtua Profiler Then the program will set the status of the purchase order or line item in question to To Be Canceled But e Ifthe claim sequence number of a claim exceeds the maximum number of claims indicated in the vendor record AND e Ifthe Auto Cancel Purchase Orders Flag is turned OFF then the program will cease issuing claims for that purchase order or line item and it will indicate in the log file that this purchase order or line item is valid for cancellation As long as the value of the Maximum Number of Claims is not exceeded autoC laim exe will create a new claim record for each order line item with the status of On Order or Partially Received and whose claim date is earlier than the date set in the batch claiming program The program generates a log file called autoClaim log which will list all claims and reclaims issued errors in processing purchase orders line items canceled and purchase orders line items valid for cancellation The log file will reside in the same directory from which you ran the program Y ou can set an environment variable to specify the level o
70. transmitted the order or any line items to the vendor O nce you have transmitted the order and it is at the status of Ordered you can only cancd it see the chapter Canceling a Purchase O rder Y ou can delete Monograph and Serial orders in two ways e Using the D elete function on the D elete O rder window OR e Deleting each individual line item on the Update O rder window Note With COG orders even if you delete all the line items the purchase order itself remains in the database Caution Before deleting a purchase order always check encumbrance and expenditure statuses To do this for each line item on the purchase order e Display the Order Line Editor Note the name of the account and fiscal year Access Fund Accounts Setup On the Account Management window find the account in question D ouble click the account to view the Encumbrance and Expenditure fields To delete a purchase order 1 On the Virtua menu bar click Acquisitions choose Orders and then choose D elete The Delete PO Request dialog box appears Figure 3 11 Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 55 A Delete PO Request Order Number Figure 3 11 D dete PO Request D ialog Box 2 Type the number of the purchase order you want delete 3 Click the Retrieve button or press Enter If the purchase order has a status of Ordered an Error message appears sta
71. which may be charged to a specified fee account or charged proportionately across all the line items on the invoice e Add Save A dd appears on new invoices and functions the same as Save on existing invoices They both save invoice information to the database e Cancel Cancels any data entries you made and closes the Invoice window e Receipt Report Displays a Print dialog box from which you can print a receipt report The receipt report is used to verify that all order line items on the invoice have been properly received For each line item the report contains default elements such as quantity received description of commodities date received name of receiver receiver ID and agency comments Like all letters and notices in Virtua this report is derived from a configurable template The template file is receivingreport utf which is located in the VTLS Virtua directory For general information about editing utf text files see the section Editing P O Letter Template Files in this guide Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 147 7 2 1 4 When Saving Options When you save an invoice record you can select one of three When Saving Options e Exit This Window e Repeat This Function e Immediately Proceed to Payments 7 3 Adding an Invoice To add an invoice to the database 1 Start by editing the header elements on the Add Invoice win
72. you CANNOT modify the information on this window Note that all the command buttons except Notes are disabled 2 When you are finished viewing the information click the Cancel button _OR 3 Select a When Closing option N ote Y ou can proceed immediately to invoicing from the Receipts window in View mode To do this select the Immediately Proceed to Invoices radio button and click Cancel e If an invoice already exists for this vendor a dialog box appears for your entry of the invoice ID The Invoice window that appears will also be in View mode e If an invoice does not exist the system informs you that it cannot find an invoice 6 6 Deleting Receipt Information If you have received an item by mistake or received an item that turned out to be the wrong item you can delete the line item on the Line Item Receipt Information window Here are some points to remember when you delete a line item from receipts e The line item is NOT deleted from the purchase order e The system updates the fields Quantity Received and Quantity Expected e The software logs the transaction in the Acquisitions transaction log To delete one or more line item receipts 1 On the Line Item Receipt Information window highlight the line item s you want to delete 2 Click the D elete button The line item is removed from the Received Copies list box Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquis
73. 0 options when saving 183 paying 211 paying all 194 paying selected 197 paying when saving 147 184 quantity received how system determines 134 repetitive workflow 140 saving 182 options when 147 selecting for payment 194 software actions after saving 183 statuses 144 updating 169 updating account information 172 updating discounts 178 updating fees 173 updating line items 171 updating line item fees 175 updating taxes on 168 viewing 179 working with 140 working with account information 162 working with discounts 159 working with taxes 164 invoicing received items only 141 invoicing unreceived items 141 invoicing upon saving an order See Immediately Proceed to Invoices radio button See Immediately Proceed to Invoices radio button invoicing when saving a receipt See Immediately Proceed to Invoices radio button ISBN ISSN searching line items by 150 ISSN ISBN on purchase order template 104 Item Note on purchase order template 106 Item Reminder button 113 L lead time for orders See order interval Line Fee Modification dialog box fig 157 Line Fees button 146 156 175 Line Fees dialog box fig 157 158 176 Line Item Header Information tab elements for Monograph orders 29 Line Item Receipt Information window 119 buttons 120 header elements 119 list box 120 viewing 119 Line Item Receipt Information window fig 119 121 130 131 133
74. 10 displaying the transmission date and the new claims status T ransmitted PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 296 Acquisitions v 43 1 S Claims borg19 3000 lois 1 1 10 2003 Transmitted Print 1 10 2003 Mew Claim Reminders Delete Tifeemit cose Figure 10 10 Claims W indow A fter T ransmission 10 5 2 Transmitting an Individual Claim E mail To transmit an individual claim 1 On the Claims window where E mail is shown as the transmission method click the Transmit button The E mail Claim Records dialog box appears Figure 10 11 Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 257 amp E mail Records borg19 3000 EES Record Information Claim Records Format o Selected Records Message information Send To jorders GAA4 Bookstore com Subject F vou do not fill in the above information your e mail software will prompt you to Anish composing the message when wou press OR cone Figure 10 11 E mail Claims R e rds D ialog Box 2 In the Send To field type the e mail address N ote If the claim address or default address on the vendor record specifies an e mail address the Send To field on the dialog box will display the e mail address automatically 3 In the Subject field type a subject for the e mail 4 ClickOK The e mail Composition window a
75. 103 105 107 editing details billing shipping addresses 106 date 102 entity ID 102 header 100 notes 106 salutation 103 signature 107 table columns 104 table rows 105 vendor 101 engmonprintporush utf 97 engprintclaim utf 97 239 255 customizing 238 default template file 241 244 editing data elements 240 date 242 entity ID 243 header 241 overview 239 salutation 244 signature 247 table columns 245 table rows 246 tips 240 vendor 242 sample text file 246 engserprintcancelpo utf 14 97 engserprintpo utf 13 97 engserprintporush utf 97 Entity ID on claim letter 243 Enumeration Information sub tab editing for COG orders 35 editing for Serial orders 34 Error message over encumbrance fig 42 errors during order transmission 95 Exit This Window radio button 16 37 114 137 147 183 193 Expand Receipt button 113 PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 285 Expand Credits button 192 Expand function 119 Expand Invoice button 192 Expected reminders See Acquisitions Expected reminders or Claim Expected reminders Express Receive button 113 Express Receive function 115 F fee codes defining in parameters 153 Fee SAP field 155 157 fees adding to invoices 153 assessment of 153 deleting on invoices 177 invoice header adding 153 invoice header updating 173 invoice line item adding 156 invoice
76. 136 PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 287 split line items 128 line items on invoices deleting 173 inserting 148 updating 171 line items on orders adding 18 25 adding on COGs 22 assigning shipping addresses 30 bibliographic information about 21 canceling 58 61 charging to more than one account 32 copying 21 deleting 50 editing 25 effects of deleting 51 persistence of default values 26 recalling on Add Invoice Line Items window 149 unlimited number allowed 18 updating 48 viewing 53 viewing notes for 120 line items on payment vouchers applying credits to 208 aspects of 202 balance information 203 buttons 205 206 display box 205 fee information 203 fee related buttons 204 paying 207 tax information 203 tax related buttons 204 viewing 201 working with 201 line items on receipts adding 120 deleting 136 receiving more than ordered 129 updating 129 viewing 135 Line Notes button invoices 146 Line Taxes button invoices 146 167 168 linking COG orders to the bibliographic record 8 List of Library Locations Distribution Groups window 76 List of Titles window dragging and dropping from 18 25 Location field Order Line Editor 30 location names defining in the Virtua Profiler 30 location sending orders by 89 locations use of in Serial orders 33 locks on records 141 169 181 225 230 233 log in l
77. 171 line items on orders 48 Monograph orders 44 47 paid invoices 169 purchase order header elements 48 purchase orders 43 receipt information at the invoice stage 141 receipts 129 example 131 Serial orders 44 47 taxes on invoices 168 Use Distribution Groups check box 70 Use SAP flag 145 157 160 162 166 168 189 216 228 229 Use Taxes flag 144 146 161 164 171 User defined reminders 263 accessing those not linked to POs 270 adding 267 270 adding at the line item level 271 adding at the order header level 274 deleting 277 restriction on length 268 using this guide 1 UTF 8 format 238 7 VAT calculated automatically on invoices 164 vendor discount percent editing 162 stored in vendor record 144 Vendor Discount Percent field 144 Vendor field 3 11 vendor grace period 252 vendor name choosing 3 Virtua ILS Integrated Library System 294 Acquisitions v 43 1 displaying long names in headers 11 Vendor Title ID column Add Invoice window 145 Add Order window 16 Vendor Title ID column Receipts window 113 Vendor Title ID field Order Line Editor 29 Vendor Title ID on purchase order template 105 vendors determining validity of 3 View Bibliographic Record window dragging and dropping from 18 20 25 Statuses tab 39 41 View Bibliographic Record window fig 20 Statuses tab 110 View Credit Request dialog box fig 232 View Credit win
78. 24 Figure 2 17 Order Line Editor Bibliographic Information Tab 26 Figure 2 18 Order Line Editor Window T Figure 2 19 Order Line Editor Monograph 28 Figure 2 20 Order Line Editor Account Information Tab 31 Figure 2 21 Order Line Editor Enumeration Information Sub tab Serials 34 Figure 2 22 Order Line Editor Enumeration Information Sub tab COGS 36 Figure 2 23 Add Order Window When Saving Options Monographs and Serials 37 Figure 2 24 Add Order Window When Saving Options COGs 37 Figure 2 25 Rush Order and Auto Receive Check Boxes 38 Figure 2 26 Information Purchase Order Added 40 Figure 2 27 Order Number Request Dialog Box 40 Figure 2 28 Purchase Order Error Message 4 Figure 2 29 Purchase Order Confirm Dialog Box 4 Figure 2 30 Error Message Over encumbrance 42 Figure 3 1 Update PO Request Dialog Box 44 Figure 3 2 Error Message 44 Figure 3 3 View Order Window Update Mode 45 Figure 3 4 Update Order Window Catch All Order Group 47 Figure 3 5 Update Order Window Serial Order 48 Figure 3 6 Order Line Editor Window 49 Figure 3 7 Delete Warning 50 Figure 3 8 P O Line Item Deletion Message 51 Figure 3 9 View PO Request Dialog Box 32 Figure 3 10 View Order Window 53 Figure 3 11 Delete PO Request Dialog Box 55 Figure 3 12 Error Message 55 Figure 3 13 Delete Order Window 56 Figure 3 14 P O Line Item Deletion Message 57 Figure 3 15 Cancel PO Request Dialog Box 59 Figure 3 16 Error
79. 29 2 6 1 2 Editing the Account Information Sub tab 30 2 6 2 ORDER LINE EDITOR SERIALS 33 2 6 2 1 Serial Orders and Locations 33 2 6 2 2 Serial Orders and Subject Codes 33 2 6 2 3 Editing the Enumeration Information Sub tab Serials 34 2 6 3 ORDER LINE EDITOR COGS 35 2 6 3 1 Editing the Enumeration Information Sub tab COGs 35 2 7 SAVING A NEW PURCHASE ORDER 36 2 7 1 ABOUT THE WHEN SAVING OPTIONS 37 2 7 2 SPECIAL HANDLING OPTIONS UPON SAVING 38 2 7 2 1 Rush Order Option 38 PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System ii Acquisitions v 43 1 2 7 2 2 Auto Receive Option 39 2 7 3 SYSTEM CHECKS UPON SAVING 40 3 WORKING WITH PURCHASE ORDERS 43 3 1 UPDATING A PURCHASE ORDER 43 3 1 1 UPDATING TRANSMITTED MONOGRAPH AND SERIAL ORDERS 44 3 1 2 UPDATING SAVED OR TRANSMITTED COG ORDERS 46 3 1 3 UPDATING SAVED MONOGRAPH AND SERIAL ORDERS 47 3 1 3 1 Updating Line Items 48 3 1 3 2 Deleting Line Items 50 3 1 4 OTHER UPDATING FUNCTIONS 51 3 2 VIEWING A PURCHASE ORDER 52 3 2 1 VIEWING ORDER LINE ITEMS 53 3 3 DELETING A PURCHASE ORDER 54 3 3 1 DELETING A PURCHASE ORDER FROM THE UPDATE ORDER WINDOW 56 3 4 CANCELING A PURCHASE ORDER OR LINE ITEM 58 3 4 1 OVERVIEW OF THE CANCEL FUNCTION 58 3 4 2 THE CANCEL FUNCTION SERIAL AND COG ORDERS 58 3 4 3 CANCELING AN ORDER 59 3 4 4 CANCELING AN ORDER LINE ITEM 61 3 4 5 SYSTEM CHECKS AFTER A CANCELLATION 63 3 4 6 TRANSMITTING A CANCELED ORDER 63 3 5 RENEWING A P
80. 3 Quantity Received k SAYE Cancel r m Virtua ILS Integrated Library System 118 Acquisitions v 43 1 OR Edit the following fields and check boxes as needed for details see the section Edit Receipt Information D ialog Box in this guide status Condition Receipt D ate Quantity Received On New Book List Print Receipt Slip When Saved 5 Click the Save button The Receipts window reappears Figure 6 8 displaying the updated information for the received line item ows trees cnn a test Sera U EF Thee Winker U Aspa Thee Fundi f ey Proceed To micat Miem PO Motes Eemncers pa cancel Figure 6 8 Receipts W indow A fter R eceive F unction At this point you can e Receive another line item OR e Save this receipt to the database by clicking the Save button Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 119 6 3 3 Using the Expand Function The Expand button on the Receipts window Figure 6 8 displays the Line Item Receipt Information window Figure 6 9 where you can view copies already received add modify or delete a receipt and view any priority purchase order line item notes 6 3 3 1 Viewing Line Item Receipt Information al ant item Recoript indonmation borgi 000 Tica TEU Dored Res Met Repi Swe Cancel
81. 37 10 1 1 Claim Intervals and Maximum Claim Limits For the claims function to work properly your library must establish the time intervals between the expected date of an order and the overdue date In addition your library must determine a maximum number of claims You can set the following interval values and maximum claim counts for both monographs and serials in the vendor record e Order interval e Claim interval e Reclaim interval e Maximum number of claims The system also monitors the claim and reclaim interval values to determine when subsequent claims can be issued for an order not yet received O nce a specific maximum number of claims is reached for a purchase order or line item Virtua automatically pops up a message and asks if you want to cancel the order or line item 10 1 2 Method of Transmission In a future release if your library has established electronic communications with a specific vendor you will be able to send claims in EDIFACT format via e mail or ftp The method of transmission will be indicated in the vendor record You can transmit a claim via two methods e mail or print e Ifthe vendor record Acquisitions Info tab specifies e mail as the transmission method for claims when you transmit a new claim the E mail dialog box appears Whether the dialog box will display the e mail address automatically depends on whether the vendor record s claim address or default address specifies an e mail
82. 43 1 171 10 Choose a When Saving option 11 Click the Save button In the following sections we describe in more detail the different aspects of updating an invoice 7 4 1 Updating Invoice Line Items To update invoice line items you can either insert new line items or edit existing ones For details abouting insert new line items see the section Inserting Invoice Line Items in this guide To update existing invoice line items 1 On the Update Invoice window highlight the line item you want to update and click the Edit button If the line item you want to update is the first item no highlighting is necessary The Invoice Line Item window appears Figure 7 23 displaying three sections of information about the line item A fourth section containing tax type and tax amount data is also available if the Use Taxes flag is enabled in the Virtua Profiler e Line item data e Line item discounts e Account data PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 172 Acquisitions v 43 1 SInvoice Line Item borg13 3000 IO x Price 250 00 ooo i Account Mame AEAT GRL Subscriptions Status vaid for Payment Line SAP ho SAF Code specmed Discounts Discount Percent 0 00 Discount Amount p0 Fiacal Year 2o01 Mem Account SRL Subscriptions Discount Line sap JMO SAP Code specined I Apply Mew Account Post
83. 5 linking to the bibliographic record 8 Statuses tab availability 22 transmission method for 85 updating 43 46 column widths adjusting 10 112 144 249 command buttons See buttons Condition codes defining 123 examples of 123 Condition column Receipts window 113 conditions of receipt See Condition codes copied order aspects of 69 Copies field Order Line Editor 29 Copy Orders function using 67 Copy Item button Order 16 Copy PO dialog box fig 68 copying PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 283 order line items 21 purchase orders 66 Create Brief Bib button 18 using 16 Create Voucher Request dialog box fig 187 215 creating brief bibliographic records 16 payment vouchers 186 payment vouchers without invoices 215 credit memos 169 used to update paid invoices 181 credit numbers criteria for 226 Credit SAP field 229 credits adding notes to 228 229 adding to the database 227 229 applying to all paid invoices 195 197 applying to an invoice line item 208 210 applying to selected invoices 199 201 applying to the whole invoice 212 214 deleting 233 displaying the Add Credits window 225 expanding to view 196 199 208 213 locking 225 230 233 system checks upon saving 228 system defined statuses for 228 229 types supported 224 updating 230 viewing 232 working with 224 Currencies parameter 13 currency r
84. 6 Figure 7 27 Update Invoice Window Line Fee Displayed 177 Figure 7 28 View Invoice Request Dialog Box 179 Figure 7 29 View Invoice Window 180 Figure 7 30 Delete Invoice Request Dialog Box IS Figure 7 31 Delete Invoice Window 182 Figure 7 32 Add Invoice Window When Saving Options 183 Figure 7 33 Select Invoices for Payment Window 184 Figure 8 1 Create Voucher Request Dialog Box 187 Figure 8 2 Select Invoices for Payment Window 188 Figure 8 3 Select Invoices for Payment Window More Than One Currency 190 Figure 8 4 Calendar Payment Date 193 Figure 8 5 Select Invoices for Payment Window 195 Figure 8 6 Apply Credits to Invoices Window 196 Figure 8 7 Select Invoices for Payment Window 198 Figure 8 8 Apply Credits to Invoice Window 200 Figure 8 9 Invoice Payment Window 202 Figure 8 10 Invoice Payment Window 207 Figure 8 11 Apply Credits to Invoice Line Item Window 209 Figure 8 12 Invoice Payment Window 211 Figure 8 13 Invoice Payment Window 212 Figure 8 14 Apply Credits to Invoice Window 213 Figure 8 15 Create Voucher Request Dialog Box 215 Figure 8 16 Voucher Without Invoices Window 216 Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 xi Figure 8 17 Information Voucher Added Window 217 Figure 8 18 Print Voucher Dialog Box 218 Figure 8 19 View Voucher Request Dialog Box 219 Figure 8 20 Display Voucher Window 219 Figure 8 21 Voucher Without Invoice
85. 64 90 Transmit Claims function 253 transmitted order printing copy of 95 transmitting canceled purchase orders 63 claims 237 at the header level 253 at the line item level 253 purchase orders 86 88 error handling 95 upon saving 86 upon updating 87 saved COG orders 87 saved Monograph and Serial orders 87 updated orders 87 transmitting purchase orders See also sending purchase orders types of credits 224 orders 2 reminders 261 U Unapply Credits button 192 Unicode 84 96 99 126 223 239 Unit Price field Order Line Editor 29 unmasking bibliographic records upon receipt 110 unreceived items invoicing 38 Unselected Distribution Groups list 76 Update Credit Request dialog box fig 230 Update Credit window fig 231 Update Invoice Request dialog box fig 170 Update Invoice window fig PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 293 displaying invoice fees 175 line item tax 170 Update Order window fig Catch All Order Group 23 47 Serial order 48 Update Order window accessing 44 Update PO Request dialog box fig 44 updated orders transmitting 87 updating accounts on invoices 163 172 canceled orders 44 COG orders 43 46 credits 230 distribution groups 77 encumbrances 183 fees on invoices 173 invoice discounts 178 invoice header fees 173 invoice line item fees 175 invoices 169 line items on invoices
86. 7 RECEIVING MORE COPIES THAN ORDERED 129 6 4 UPDATING RECEIPT INFORMATION 129 6 4 1 UPDATING EXAMPLE 131 6 4 2 MULTIPLE COPIES AND THE DETERMINATION OF QUANTITY RECEIVED 134 6 5 VIEWING RECEIPT INFORMATION 134 6 6 DELETING RECEIPT INFORMATION 136 6 7 SAVING RECEIPT INFORMATION 137 6 7 1 INVOICING WHEN SAVING 137 7 WORKING WITH INVOICES 140 7 1 INTRODUCTION 140 7 1 1 SUPPORT FOR REPETITIVE AND INTEGRATED WORKFLOWS 140 7 1 2 DISPLAYING ONLY RECEIVED ITEMS 141 7 1 3 RECORD LOCKING 141 7 2 DISPLAYING THE ADD INVOICE WINDOW 141 7 2 1 ASPECTS OF THE INVOICE WINDOW 144 7 2 1 1 Header Elements 144 7 2 1 2 Invoice Order Line Information List Box 145 7 2 1 3 Command Buttons 146 7 2 1 4 When Saving Options 147 7 3 ADDING AN INVOICE 147 7 3 1 CHANGING THE CURRENCY TYPE 148 7 3 2 INSERTING INVOICE LINE ITEMS 148 7 3 3 WORKING WITH MISCELLANEOUS FEES 153 7 3 3 1 About Miscellaneous Fees 153 7 3 3 2 Adding Invoice Header Fees 153 7 3 3 3 Adding Invoice Line item Fees 156 7 3 4 WORKING WITH DISCOUNTS 159 7 3 4 1 Applying an Invoice Header Discount 160 7 3 4 2 Applying an Invoice Line item Discount 161 7 3 5 WORKING WITH ACCOUNTS AT THE INVOICE LEVEL 162 7 3 6 WORKING WITH TAXES 164 7 3 6 1 About Invoice Taxes 164 7 3 6 2 Applying Invoice Header Taxes 165 7 3 6 3 Applying Invoice Line item Taxes 167 7 3 6 4 Updating Invoice Taxes 168 7 4 UPDATING AN INVOICE 169 7 4 1 UPDATING INVOICE LINE ITEMS 171 Virtua ILS Integrated Library System PROPRIETAR
87. Approved orders marked as Rush Orders 3 Select the Filter By Location check box if for the transmission category you selected you want the orders to be filtered by a location that you type or choose in the pull down list box Hint Type the first letter of the location and the software will position you at that point in the list PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 90 Acquisitions v 43 1 N ote The Filter By Location check box will be enabled only if the Filter Acquisitions Records By Log in Location flag in the Virtua Profiler is not enabled e When the flag is not enabled and the Filter By Location check box is selected the pull down list will display ALL main locations and sublocations that are configured in the system M Fitter by Location Z wilson Public Library Wilson Reference Wilson Sepcial Collections Wilson Penodicals Wilson Audiovisuals Wilson Reserve Room Wilson Juvenile Wilson Foreign Language Reading Room e Ifyou choose a main location Virtua will send orders for that main location and all its sublocations 4 Select the Transmit Canceled Orders check box if you want to transmit canceled orders N ote e When a whole purchase order has been canceled the purchase order as a whole will be sent to the vendor via the preferred transmission method each line of the order will be marked Canceled e When specifi
88. At the time of claiming Virtua automatically updates the database with the new status and or expected shipping date The expected receipt date is the current date plus the claim interval which your library can set A vendor record may contain the claim period for both monographs and serials After you transmit a claim Virtua creates the claim entry in the database In a future release a parameter set by your library will determine whether the claims are sent online as they are created or whether the claim letters are printed by a batch program and mailed out at regular intervals Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 261 11 Working with Reminders R eminders in Acquisitions serve several functions They can alert you if 1 a new title on order has not yet been received 2 an Order Expected reminder has expired and a Claim Expected reminder is added 3 a claim that has been issued is late and 4 there are special conditions such as published late which will entail an adjustment to the Expected interval Virtua Acquisitions creates and deletes system defined reminders automatically to serve most reminder functions but it also accommodates user defined reminders which staff can add manually User defined reminders give your library a way to customize reminders to serve local needs This chapter covers the following topics Types of Reminders Accessing Gene
89. C Acquisitions v 43 1 35 The Enumeration Information sub tab lets you record a enumeration information in a free text format and b subscription dates The subscription information will appear on the transmitted order and is useful for monitoring subscription renewals To edit Enumeration Information for a Serial order 1 On the Order Info Distribution tab in the Order Line Editor click the Enumeration Information sub tab 2 Inthe Enumeretion Information text box type the enumeration and chronology data for this serial 3 In the Start Subscription End Subscription and Cancel D ate fields click the check box and then click the down arrow to see the intereactive calendar 2 6 3 Order Line Editor COGS The steps for editing line items on a COG order are basically the same as those fora Monograph order see the section Order Line Editor Monographs except for one aspect enumeration information 2 6 3 1 Editing the Enumeration Information Sub tab COGs ForaCOG order the Order Info Distribution tab has an Enumeration Information Sub tab Figure 2 22 in addition to the Line Item Header Information sub tab and Account Information sub tab available for a Monograph order PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 36 Acquisitions v 43 1 3 Order Line Editor venus 1900 Order Info Distribution Bibliographic Information 4 system of linked models For Forecasting urban res
90. Cancel Figure 7 23 Invoi L ine Item W indow 2 Update any line item data element on the Invoice Line Item window N ote If you must increase the invoice line item price the software can notify you if the price is too high to be acceptable Here s how Via the Invoice Price Variance Threshold parameter in the Virtua Profiler your library can set a threshold percentage to represent the disparity between the invoice unit price and the price of the line item on the purchase order When the percentage is exceeded your library can determine if the software will notify you on screen Via the same parameter your library can also determine if the software should allow you to override the notification For details see the V irtua Protile A cquisitions Parameters U se s G uide 3 Update the information in the Discounts section as needed for details see the section Applying an Invoice Line item Discount 4 Update account information as needed for details see the section Working with Accounts at the Invoice Level 5 Click the Post button The Update Invoice window becomes active Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 173 7 4 2 Deleting Invoice Line Items Y ou can delete selected line items from the Update Invoice window To delete an invoice line item 1 On the Update Invoice window highlight the line item that you want to delete 2 Click the De
91. Cey Tae funded Sites Da USD E koe Dimou 00 hot SAP kaeks Fen Tata fii db rasiti Todd tom i Ta 0 akj for Paien oi A wena he arig of i fai i Sk Vek for Paires ore 100 1 irae Earl 5 i Eai The Bide E Repeat This Furotion E kereis Proosed io Payers Figure 7 27 U pdate Invoice W indow L ine Fee D isplayed 7 4 4 Deleting Miscellaneous Fees To delete an invoice header or line item fee 1 On the Update Invoice window click the Invoice Fees or Line Fees button as appropriate 2 On the Invoice Fees or Line Fees dialog box highlight the fee you want to delete 3 Click the D elete button The software will ask you if you really want to delete the fee 4 Click the Yes button and then click the Save button The fee is deleted If the fee was a header fee the Invoice Total on the Update Invoice window is recalculated to reflect the deletion If the fee was a line fee the value in the Fee Total column of that line is recalculated to reflect the deletion PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 178 Acquisitions v 43 1 7 4 5 Updating Discount Data To update the discount percent and or amount applied to the header 1 2 3 On the Update Invoice window Figure 7 27 click the Invoice Discount button On the Invoice Discounts dialog box adjust the discount percent and or amount as needed Click the Post button The Update Invoice window becomes activ
92. F VTLSINC Acquisitions v 43 1 107 ij engmonprintpo utf Notepad oii File Edit Format Help Begin Signature Lines Down 2 Percent Over Signature We hope that you will be able to fill our order promptly Thank you for your cooperation Signatures Signature s Sincerely yours Signature 4 Signatures Acquistions Department End Signature Figure 5 12 D efault Purchase O rder L etter Template File 4 5 5 4 10 Signature The signature area includes closing remarks complimentary close blank lines and typed signature Figure 5 12 BeginSignature LinesD own 2 Type the number of lines down from the shipping address to allow before starting the closing remarks PercentO ver Same as for the header Signature1 Type the first line of your closing remarks Signature2 Type the second line of your closing remarks or leave blank Signature3 Type the complimentary close such as Sincerely yours Signature4 Y ou may want to leave this line blank Signatures Type the sixth line of your closing such as your name title or the name of your department EndSignature PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 108 Acquisitions v 43 1 6 Working with Receipts order It follows that before you can receive line items a purchase order must exist Further you cannot enter receipt information for a purchase order unless that order has the status Ordered which means that the or
93. Fully receive a purchase order line item any Acquisition Expected reminders or Claim Expected reminders for it are deleted e Cancel a purchase order line item any Acquisition Expected reminders or Claim Expected reminders for it are deleted e Claim a purchase order or purchase order line item manually or if the system issues a Claim automatically a Claim Expected is added e Reclaim a purchase order or purchase order line item the software keeps track of the claim number so that the number of successive claims generated cannot exceed the maximum claim value set in the vendor record e Receive a claimed issue the Claim Expected reminder for the order is deleted PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 278 Acquisitions v 43 1 e Delete a claim any Claim Expected reminder associated with the item is deleted e Create a Claim Expected reminder manually or if the system creates one automatically the Acquisitions Expected reminder for that item is deleted Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 279 12 Appendix A Changes to this User s Guide 12 1 Version 42 4 Version 43 0 12 1 1 New Sections Section 2 4 5 Create Brief Bib Button Describes the functionality underlying the new Create Brief Bib button on the Order window Section 10 5 2 Transmitting an Individual Claim E mail Added to give a fu
94. IETARY INFORMATION OF VTLSINC Acquisitions v 43 1 217 11 Type at least ONE set of entries for Account Fiscal Y ear Amount data To do this i Complete each of the three fields Account Fiscal Y ear and Amount ii Click the Add Account button The data appears in the Account Information table on the window iii Add as many more accounts as needed in the same way 12 Click the Notes button to view any notes directly or indirectly attached to this payment voucher OR Click the Notes button to add modify or delete any notes that are directly attached to this payment voucher 13 When you are ready to save choose a When Saving option 14 Click the Save button Y our payment voucher is saved to the database 8 7 Saving a Payment Voucher After completing your tasks on the Select Invoices for Payment window or the Voucher Without Invoices window you must save the payment voucher to add it to the database Currently as soon as you save the payment voucher the Print Voucher dialog box appears so that you can print the voucher To save and print the payment voucher 1 On the payment window click the Save button Via an information window Figure 8 17 the system verifies that the voucher was added to the database Information _ Q The voucher was added successfully Figure 8 17 Information V oucher A dded W indow PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library S
95. INDERS FROM OTHER ACCESS POINTS 270 11 4 1 OTHER POINTS OF ACCESS TO REMINDERS 270 11 4 1 1 Adding User defined Reminders Directly to a Purchase Order Line Item 271 11 4 1 2 Adding User defined Reminders Directly to a Purchase Order 274 11 4 2 DELETING USER DEFINED REMINDERS 271 11 5 ACQUISITIONS REMINDERS AND AUTOMATIC SYSTEM FUNCTIONS 211 12 APPENDIX A CHANGES TO THIS USER S GUIDE 279 12 1 VERSION 42 4 VERSION 43 0 279 12 1 1 NEW SECTIONS 279 12 1 2 MODIFIED SECTIONS 279 12 2 VERSION 43 0 VERSION 43 1 280 INDEX 281 PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System viii Acquisitions v 43 1 Table of Figures Figure 2 1 Add P O Request Dialog Box 3 Figure 2 2 Add Order Window Header 4 Figure 2 3 Add Order Window Monograph or Serial Order 4 Figure 2 4 Add Order Window COG Order 6 Figure 2 5 Add Order Window Catch all Order Group 9 Figure 2 6 Add Order Window 10 Figure 2 7 Add Order Window Header Il Figure 2 8 Order Header Information Tab Monograph Serial Order 12 Figure 2 9 Order Header Information Tab COG Order 12 Figure 2 10 P O Date Calendar 13 Figure 2 11 Add Order Window Billing Shipping Information Tab 14 Figure 2 12 OPAC Search Window 19 Figure 2 13 View Bibliographic Record Window 20 Figure 2 14 Add Order Window Displaying a Line Item 21 Figure 2 15 Update Order Window Catch All Order Group 23 Figure 2 16 View Bibliographic Record Window Statuses Tab
96. Invoice Statuses parameter in the Virtua Profiler Y our library has also defined the invoice status that appears by default on the Add Invoice Line Items window 9 Select or de select the Include Line Item on Invoice check box and or the Include All Lines on Invoice check box depending on whether you want only the selected line item or ALL the line items from the purchase order to appear on the invoice N ote The selection of these check boxes determines whether the software displays YES or NO next to each line item in the display box on the window 10 Select the next line item and repeat steps 3 7 for as many line items as needed 11 After adding all the invoice line items click OK The Add Invoice window becomes active Figure 7 6 displaying the line items you selected and edited for addition to the invoice The Invoice Total appears in the header as a read only field PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 152 Acquisitions v 43 1 Add Inyon Mil ES iTr Tre dioye bae oE T i H rs Wald for Pareri g a 10 ie Fi ree oe Oar rere ere er Ser A i exits by Hari Ingenio Dayton and Path Line Taxes ane Find ec Lra Few I Bait This Windows Repeat This Furotion Figure 7 6 A dd Invoice W indow with Inserted L ine Items At this point you can e Insert additional line items that are on a different purchase order but associated with the same vendor N ote
97. LL the locations and sublocations set up in the Location Names parameter G lobal Settings tab for use in your system For details see the V irtua Profiler A oquisitions Parameters U ser s G uide N ote For any one line item you can assign only ONE location If you need to order an item for more than one location you can either e Create multiple line items using the same bibliographic information OR e Create two purchase orders using the same bibliographic information Requestor Barcode optional Displays the barcode of the person who initiated the request for purchase of this line item When the order is saved the system checks the validity of the barcode and if the check fails will display an error message The O rder window will remain open so that you can edit the invalid barcode 2 6 1 2 Editing the Account Information Sub tab The Account Information sub tab in the Order Line Editor lets you assign one or more accounts to be encumbered by the total price of a line item If the Filter Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 31 Acquisitions Records By Log in Location setting Acquisitions Basic O ptions parameter is selected only accounts linked to the log in location for your session will be available on this sub tab For information about setting up the fund accounting structure see the G etting Started with V irtua A qquisitions G uide To edit the Ac
98. LS Integrated Library System 96 Acquisitions v 43 1 If you make changes to an order you can re transmit it up until the time that the order is completely Received or the status is Paid N ote Before re transmission you must reset the order status to Approved 5 5 Working with the Printed Purchase Order Letter For use with the Print method of transmission the Virtua installation program provides six default files each containing a letter template for use with one type of purchase order and one type of canceled purchase order The name of each file indicates the type of order for example engmonprint utf is used for Monograph orders in English and engserprint utf is used for Serial orders in English If your library prints purchase orders in different languages your library will want to translate the letter templates into different languages and save each translated file with a different prefix For example a filename containing a letter in French would have the prefix fre and a filename containing a letter in G erman would have the prefix ger Virtua automatically chooses the correct file to print for a particular type of purchase order and displays it in the Print File field on the Order Header Information tab on the Order window Virtua also knows which language version of the file to use based on the language value stored in the vendor record If no filename exists that contains the language value specified in the vendor recor
99. Line SAP No SAP Code specified Fiacal Year 2o00 Mem Account SRL Electronic Resources Apply New Account Cancel Figure 7 16 Invoice L ine Item W indow 3 Inthe Discount section edit the Discount Percent field PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 162 Acquisitions v 43 1 N ote The Discount Percent field reflects the vendor discount percent as set in the vendor record If the vendor discount percent is other than 0 the Discount Percent check box will be selected and the percentage will appear in the text box 4 If desired select the Discount Amount check box and specify a discount amount N ote If you choose to set both a discount percent and a discount amount the system will apply the percent first and then the amount 5 Accept the default SAP code to apply to the line discount or choose another in the pull down list box N ote The Discount Line SAP field appears only when the Use SAP flag is enabled in the Virtua Profiler 6 Click the Post button The Add Invoice window becomes active displaying the posted line discount in the Invoice Order Line Information display box The software adjusts the Invoice Total in the header accordingly 7 3 5 Working with Accounts at the Invoice Level Each invoice line item is associated with one or more fund accounts as assigned on the Order Line Item Editor window You can modify this account informat
100. Message 59 Figure 3 17 Cancel Order Window 60 Figure 3 18 Order Line Editor Cancel Function 6l Figure 3 19 Cancel Order Window 62 Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 ix Figure 3 20 Send Orders Dialog Box Transmit Canceled Orders 64 Figure 3 21 Renew PO Request Dialog Box 65 Figure 3 22 Add Order Window Renewal 65 Figure 3 23 Information Dialog Box 66 Figure 3 24 Copy PO Request Dialog Box 68 Figure 3 25 Add Order Window Copied P O 69 Figure 4 1 Order Line Editor Distribution enabled Monograph Order 71 Figure 4 2 Add Distribution Groups Window 72 Figure 4 3 Add Distribution Groups Window Displaying the List of Libraries 73 Figure 4 4 Add Distribution Groups Window Editing the List of Libraries 74 Figure 4 5 Order Lne Editor Distribution enabled Monograph Order Account Information 75 Figure 4 6 Receipts Window Distribution enabled Monograph Order 79 Figure 4 7 Edit Distribution Groups Window SO Figure 4 8 Edit Distribution Groups 8l Figure 4 9 Print Distribution Dialog Box 82 Figure 4 10 Default Distribution Receipt Template File 83 Figure 5 1 Send Orders Dialog Box 89 Figure 5 2 Print Order Dialog Box 9 Figure 5 3 E mail Records Dialog Box 9 Figure 5 4 Send Orders Summary Window 92 Figure 5 5 Information Dialog Box 95 Figure 5 6 Send Orders Summary Window 94 Figure 5 7 Confirm Dialog Box 95 Figure 5 8 Sample Purchase Order Lett
101. O where you can retrieve it and ftp it to the vendor e one of which is generated per purchase order e thename of which consists of a combination of a VTLS internal unique sequence number and the vendor ID Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 95 5 4 6 Error Handling If an error occurs during the printing or EDIFACT conversion of a given purchase order the system will display a message on the Send Orders Summary window For example if the vendor record does not specify the SAN the system will tell you that the vendor record is missing information e If there is an error with EDIFACT the system will remove the EDIFACT file generated for the purchase order e Ifthe system encounters any errors in the transmission process as a whole it will display an Error message for you to acknowledge 5 4 7 Getting a Printed Copy of an Order To get a printed copy of an order that has already been transmitted Display the Send Orders window Figure 5 1 Select the Single Order radio button Type the P O Number in the appropriate field Click the Send button fr tO NF Virtua displays the following message lt gt This purchase order has already been transmitted 2 Do you want to print a copy Figure 5 7 Confirm D ialog Box 5 Click the Yes button A copy of the order will print 5 4 8 Resending an Order PROPRIETARY INFORMATION OF VTLSINC Virtua I
102. OK e w N N ote Remember that to transmit a claim issued at the line item level you need to access the Claims window from the O rder Line Editor window Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 255 Virtua prints the claim letter in the language that corresponds to the language of the purchase order letter that is Virtua looks for the same prefix in the claim letter filename that was used in the purchase order letter filename e Ifthe system cannot find that particular language file template for the claim letter it will use the default claim letter template engprintclaim uttf e If the software cannot find any claim letter template it will display an Error message e Ifyou transmit a claim issued at the purchase order header level the only claim information the letter will contain is the Claim ID and the P O number e Ifyou transmit a claim issued at the order line item level the claim letter will contain bibliographic information about the item as well as the Claim ID and the P O number After printing the software asks you if the claim printed successfully Figure 10 9 Q The claim letter was queued for printing Did it print OK E i Figure 10 9 Claim L etter Printing C onfirmation e Ifyou answer No the software suggests that you check the status of your printer or see your system administrator e Ifyou answer Yes the Claims window reappears Figure 10
103. PRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 259 Claims borg19 3000 1141 2005 Transmitted 1111 2005 Mem Claim Reminders Delete Wrens cose Figure 10 13 Claims W indow A fter T ransmission 7 Click the Close button 10 5 3 Transmitting All Outstanding Claims In addition to transmitting claims individually you can transmit ALL outstanding claims i e all those with the status C reated To transmit ALL outstanding claims 1 On the Virtua menu bar click Acquisitions choose Claims and then choose Transmit Claims The Print Claim dialog box appears Figure 10 8 2 Accept the default print format Claim 3 Select the number of copies of each letter A Click OK The software prints a claim letter for each vendor record for which there is an outstanding claim If there is more than one outstanding claim for a vendor all the claims print on one letter PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 260 Acquisitions v 43 1 10 6 Deleting a Claim You can delete a claim only if the claim has not yet been transmitted to the vendor If the claim has been transmitted then you can only cancd the claim To delete a claim 1 Display the Claims window 2 Select the claim you want to delete 3 Click the D elete button The software asks you to confirm the deletion 4 Click the Yes button The claim is deleted 10 7 Claims and System Processes
104. PROPRIETARY INFORMATION OF VTLSINC Index No title available line item 49 No Title Info Available 21 EDIFACT PATH environment variable 86 utf template files 97 printclaim utf 239 distributionprint utf 84 printvoucher utf 222 223 purchase order letter 97 read only at installation 223 receipt utf 125 receivingreport utf 146 tips for editing 99 239 9 941 tag holdings record 34 A Accession Number for payments 193 194 216 Accession Number field 189 Account field Order Line Editor 31 Account ID on purchase order template 104 account information editing on the Account Information sub tab 30 updating on invoices 163 172 working with at the invoice level 162 Account Name on purchase order template 104 accounts adding on the Account Information sub tab 32 deleting on the Account Information sub tab 33 acq wfm 16 Acquisitions Addresses parameter 15 30 Acquisitions Expected reminders 262 Acquisitions Libraries parameter 33 Acquisitions List Flag parameter 124 active vendors determining 3 Add Credit Internal window fig 227 Add Credit Specific window fig 227 PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 281 Add Credit Request dialog box fig 226 Add Credit window displaying 225 Add Distribution Groups window fig 72 displaying the list of libraries 73 editing the List of Libraries 74 Add Distribution Groups
105. S Integrated Library System Order Header Information tab COG fig 12 Order Header Information tab Monograph Serial fig 12 Order Header Information tab fig 10 Order Header Information tab elements of 11 order interval 29 237 252 Order Line Editor aspects for COGs 35 aspects for Monographs 28 aspects for Serials 33 Bibliographic Information tab fig 26 Distribution enabled Monograph order Account Information fig 75 Distribution enabled Monograph order fig 71 Enumeration Information sub tab fig 34 36 Monograph fig 28 Order Line Editor window fig 27 49 Account Information tab 31 Cancel function 61 order line items See line items on orders Order Number field 3 11 order number finding 111 Order Type field 3 11 Ordered By field 45 Ordered column Distribution Groups window 76 Other Standard Identifier 104 P paid invoices applying credits to all 195 applying credits to selected 199 updating 169 parameters for fiscal years 228 for invoice header fees 153 for invoice line item fees 156 for invoice line item taxes 167 for miscellaneous invoice fees 153 for New Book List 124 for receipt conditions 123 for receipt statuses 123 for receipts 110 for subject codes 33 Pay All button 192 Pay Balance button 191 Pay Cancel button 191 192 Pay When Saving check box 187 paying invoices automatically upon saving 184 paying when s
106. SES P O LETTER TEMPLATE FILES 97 5 5 3 EDITING P O LETTER TEMPLATE FILES 99 5 5 3 1 General Editing Tips 99 5 5 4 EDITING THE DATA ELEMENTS OF THE P O TEMPLATE 100 5 5 4 1 Header 100 5 5 4 2 Vendor Information 101 5 5 4 3 Date 102 5 5 4 4 Entity ID 102 5 5 4 5 Salutation 103 5 5 4 6 Table Column Labels 104 5 5 4 7 Table Row Labels 105 5 5 4 8 PostTableColumn 106 5 5 4 9 Notes and Addresses 106 5 5 4 10 Signature 107 6 WORKING WITH RECEIPTS 108 6 1 INTRODUCTION 108 6 1 1 SUPPORT FOR REPETITIVE AND INTEGRATED WORKFLOWS 108 6 1 2 FEATURES OF RECEIPTS 109 6 2 DISPLAYING THE RECEIPTS WINDOW 110 6 2 1 ASPECTS OF THE RECEIPTS WINDOW 112 6 2 1 1 Header 112 6 2 1 2 PO Line Items List Box 113 6 2 1 3 Command Buttons 113 6 2 1 4 When Saving Options 114 6 3 ADDING RECEIPT INFORMATION 114 6 3 1 USING THE EXPRESS RECEIVE FUNCTION 115 6 3 2 USING THE RECEIVE FUNCTION 116 6 3 3 USING THE EXPAND FUNCTION 119 6 3 3 1 Viewing Line Item Receipt Information 119 6 3 3 2 Adding Line Item Receipt Information 120 PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System iv Acquisitions v 43 1 6 3 4 USING THE EDIT RECEIPT INFORMATION DIALOG BOX 122 6 3 4 1 Assigning a Status 123 6 3 4 2 Assigning a Condition 123 6 3 4 3 Receipt Date and Quantity Received 124 6 3 4 4 Adding to the New Book List 124 6 3 4 5 Printing a Receipt Slip 124 6 3 5 CUSTOMIZING THE PRINTED RECEIPT SLIP 125 6 3 6 SPLITTING THE RECEIPT OF A LINE ITEM 127 6 3
107. TARY INFORMATION OF VTLSINC Acquisitions v 43 1 93 The check box in the Success column next to each order number lets you indicate if the order was printed or e mailed successfully e If an order fails to print or be e mailed de select the associated check box In this way when you click OK the status of that order will not change to Ordered N ote If you click the Cancel button on the E mail Records dialog box Figure 5 3 the Send Orders Summary window will appear but the check box in the Success column next to the order number will NOT be selected This means that the transmission was NOT successful and will not be registered in the database When you click the OK button the system message Figure 5 5 appears but since it refers only to successfully transmitted orders it has no importance for you e If ALL orders fail to print or be e mailed click the Clear All button to remove all the checks In this way when you click OK none of the statuses of the orders will change When orders are printed or e mailed successfully and you click OK the system returns a message about the change of status of all successfully transmitted orders e For orders that were at the status Approved the message indicates that the status of the successfully transmitted orders has been changed to Ordered Figure 5 5 Information Ci All successtully transmitted orders set to ordered Figure 5 5 Information D ialog B ox e For o
108. TION OF VTLSINC Virtua ILS Integrated Library System 184 Acquisitions v 43 1 7 7 3 Paying When Saving When saving the invoice if you select the Immediately Proceed to Payments radio button the Select Invoices for Payment window automatically appears displaying all the invoices for the associated vendor Figure 7 33 4 Select limes lei Papel he a S000 Deve ienee Total iaaa Fees brica Tax creas TSS Pao 4 cy Figure 7 33 Select Invoices for Payment W indow The software has automatically created the payment voucher and paid the invoice total notice the value of 490 00 in the Payment field To finish creating the payment voucher for this invoice you can either e Add an ID in the Voucher ID field and then click the Save button _OR e Select any other invoices to be included on the payment voucher see the section Selecting Invoices for Payment in this guide Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 185 8 Working with Payment Vouchers This chapter covers the following topics Introduction Displaying the Payment Window Editing Payment Header Elements Selecting Invoices for Payment Working with Selected Expanded Invoices Creating a Payment Voucher without Invoices Saving a Payment Voucher Viewing a Payment Voucher Customizing Printed Payment Vouchers JUUUQVUVUUYY 8 1 Introduction he Virtua Acquisition
109. The button is enabled only if the selected invoice has a balance greater than 0 Pay Cancel Cancels the payment of the selected invoice and undoes any credits applied The button is enabled only if the selected invoice has a payment greater than 0 PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 192 Acquisitions v 43 1 Expand Invoice Displays the Invoice payment window so you can specialize the payment for the selected invoice Expand Credits For a selected invoice displays the Apply Credits to Invoice window Apply Credits Applies available credits to the selected invoice The button is enabled only if a credits with the specified currency exist in the potential payment record and b the selected invoice has already been paid Credits closest to expiring are applied first Unapply Credits Undoes any credits that have been applied to a selected invoice 8 2 1 4 2 Buttons that Apply to the Payment Window Pay All Pays all the invoices in the display box Pay Cancel Cancels the payment of all the invoices and undoes any credits applied The button is enabled only if the invoices have a collective balance greater than 0 Expand Credits For all the invoices displays the Apply Credits to Invoices window Apply Credits The button is enabled only if a credits with the specified currency exist in the potential payment record and b some of the invoices have already been paid The button
110. URCHASE ORDER 64 3 6 COPYING A PURCHASE ORDER 66 3 6 1 OVERVIEW 66 3 6 2 USING THE COPY FUNCTION 67 4 WORKING WITH DISTRIBUTIONS 70 4 1 INTRODUCTION 70 4 2 SPECIFYING DISTRIBUTION GROUPS 71 4 2 1 ASPECTS OF THE ADD DISTRIBUTION GROUPS WINDOW 75 4 2 1 1 UnSelected Distribution Groups List 76 4 2 1 2 Selected Distribution Groups List 76 4 2 1 3 List of Individual Library Locations 76 4 2 1 4 Quantities 77 4 2 1 5 Command Buttons 77 4 3 VIEWING OR UPDATING DISTRIBUTION GROUPS 77 4 4 WORKING WITH DISTRIBUTION GROUPS UPON RECEIVING 78 4 4 1 EDITING DISTRIBUTION INFORMATION 78 4 4 2 PRINTING CUSTOMIZING DISTRIBUTION INFORMATION 81 4 4 2 1 Working with distributionprint utf 82 5 SENDING PURCHASE ORDERS 85 Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 ii 5 1 INTRODUCTION 85 5 2 ABOUT EDIFACT FUNCTIONALITY 86 5 3 TRANSMITTING ORDERS FROM THE ORDER WINDOW 86 5 4 TRANSMITTING ORDERS USING THE SEND ORDERS FUNCTION 87 5 4 1 INTRODUCTION 87 5 4 2 SPECIAL RULES 88 5 4 3 USING THE SEND ORDERS FUNCTION 88 5 4 3 1 Verification and Completion of Transmissions 90 5 4 4 SEND ORDERS SUMMARY FOR TRANSMISSION METHOD PRINT OR E MAIL 92 5 4 5 SEND ORDERS SUMMARY FOR TRANSMISSION METHOD EDIFACT 94 5 4 6 ERROR HANDLING 95 5 4 7 GETTING A PRINTED COPY OF AN ORDER 95 5 4 8 RESENDING AN ORDER 95 5 5 WORKING WITH THE PRINTED PURCHASE ORDER LETTER 96 5 5 1 ABOUT P O LETTER TEMPLATE FILES 96 5 5 2 HOW VIRTUA U
111. Update mode 51 assignment of numbers 11 automatically transmitting 86 Billing Method field 15 Billing Sent To field 15 Billing Shipping Information tab elements of 14 canceling 59 overview 58 Serial and COG 58 canceling transmission of 93 claiming 250 claiming a line item 250 copying 66 Currency Type field 13 customizing the printed order 96 deleting 51 54 from Delete Order window 54 from Update Order window 56 line items 50 editing account information 30 Fiscal Year field 32 line items 25 Virtua ILS Integrated Library System 290 Acquisitions v 43 1 Percent field 32 e mailing 91 invoicing upon saving 38 issuing claims 52 locking 111 141 169 181 no limit to number linked to invoices 152 non editable header elements of 11 options for sending 89 options when saving 16 37 Order Header Information tab elements of 11 persistence of default values 38 Print File field 13 printing 85 87 88 91 renewing subscriptions 64 resending 95 Rush Order checkbox 38 saving 36 sending 85 87 88 Shipping Method field 15 Shipping Sent To field 15 software actions after saving 40 specifying method for sending 86 standards of transmission 86 status of 12 Transmission Method field 15 transmission methods 85 87 updating 43 line items 48 viewing 52 line item notes 120 line items 53 viewing from the Reminders win
112. Use SAP flag is enabled in the Virtua Profiler 6 Click the Apply button The system automatically calculates the tax on the entire invoice including any applied discounts and assessed fees The Add Invoice window becomes active displaying the amount of the tax in the Invoice Tax Total field in the header The software adjusts the Invoice T otal in the header accordingly Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 167 7 3 6 3 Applying Invoice Line item Taxes Line item taxes are applied directly to the cost of a line item and are charged against the account associated with the tax If no account is associated with the tax line item taxes are charged against the account associated with the line item When line items do not exist on the invoice the Line Taxes button is grayed out or disabled Y our library can define any number of line item tax types in the Taxes parameters in the Virtua Profiler These tax types are available for selection in the Invoice Line Taxes window To apply a tax to an invoice line item 1 On the Add Invoice window highlight the line item to which you want to apply the tax 2 Click the Line Taxes button The Invoice Line Taxes window appears Figure 7 20 A Invoice Line Taxes all Available Taxes i Selected Taxes VAT vValue Added Tax gt Import Tax 465T Goods and Services T i b S lt lt Apply
113. User s WIR TUA Integrated Library System Acquisitions VIRTUA ILS INTEGRATED LIBRARY SYSTEM Acquisitions User s Guide Version 43 1 J anuary 2004 a a VTLS i Copyright 1999 2004 VTLS Inc All Rights Reserved Virtua and the Virtua D esign marks are used under license from Sega Corporation 1701 Kraft Drive Blacksburg Virginia 24060 U S A Phone 540 557 1200 Fax 540 557 1210 E mail askvtls vtls com Acquisitions v 43 1 i Table of Contents TABLE OF FIGURES Vill 1 INTRODUCTION TO ACQUISITIONS 1 1 1 USING THIS GUIDE 1 2 ADDING A PURCHASE ORDER 2 2 1 ACCESSING THE ADD PO REQUEST DIALOG BOX 2 2 2 ADDING ORDER INFORMATION FOR MONOGRAPHS AND SERIALS 4 2 3 ADDING ORDER INFORMATION FOR COGS 6 2 3 1 COMPLETING THE ORDER DESCRIPTION FIELD 8 2 4 ASPECTS OF THE ADD ORDER WINDOW 9 2 4 1 NON EDITABLE HEADER OF THE ADD ORDER WINDOW 11 2 4 2 ORDER HEADER INFORMATION TAB 11 2 4 3 BILLING SHIPPING INFORMATION TAB 14 2 4 4 LINE ITEMS LIST BOX 15 2 4 5 CREATE BRIEF BIB BUTTON 16 2 4 6 ITEM LEVEL COMMAND BUTTONS 16 2 4 7 WHEN SAVING OPTIONS 16 2 4 8 ORDER LEVEL COMMAND BUTTONS 17 2 4 9 CHECK BOXES 17 2 5 INSERTING ORDER LINE ITEMS 18 2 5 1 COPYING AN ORDER LINE ITEM 21 2 5 2 WORKFLOW FOR COG ORDERS 22 2 5 3 USING THE DRAG AND DROP TOOL 24 2 6 EDITING ORDER LINE ITEM INFORMATION 25 2 6 1 ORDER LINE EDITOR MONOGRAPHS 28 2 6 1 1 Elements of the Line Item Header Information Sub tab
114. Y INFORMATION OF VTLSINC Acquisitions v 43 1 v 7 4 2 DELETING INVOICE LINE ITEMS 173 7 4 3 UPDATING MISCELLANEOUS FEES 173 7 4 3 1 Updating Invoice Header Fees 173 7 4 3 2 Updating Invoice Line item Fees 175 7 4 4 DELETING MISCELLANEOUS FEES 177 7 4 5 UPDATING DISCOUNT DATA 178 7 4 6 DELETING DISCOUNT DATA 178 7 5 VIEWING AN INVOICE 179 7 6 DELETING AN INVOICE 181 7 7 SAVING AN INVOICE 182 7 7 1 WHEN SAVING OPTIONS 183 7 7 2 SYSTEM CHECKS UPON SAVING 183 7 1 3 PAYING WHEN SAVING 184 8 WORKING WITH PAYMENT VOUCHERS 185 8 1 INTRODUCTION 185 8 1 1 SUPPORT FOR REPETITIVE AND INTEGRATED WORKFLOWS 186 8 2 DISPLAYING THE PAYMENT WINDOW 186 8 2 1 ASPECTS OF THE SELECT INVOICES FOR PAYMENT WINDOW 188 8 2 1 1 Header Elements 188 8 2 1 2 Balance Information 190 8 2 1 3 Invoices Display Box 191 8 2 1 4 Command Buttons 191 8 2 1 5 When Saving Options 193 8 3 EDITING PAYMENT HEADER ELEMENTS 193 8 4 SELECTING INVOICES FOR PAYMENT 194 8 4 1 PAYING ALL THE INVOICES 194 8 4 2 APPLYING CREDITS TO ALL PAID INVOICES 195 8 4 2 1 Expand Credits Function 196 8 4 2 2 Apply Credits Function 197 8 4 3 PAYING SELECTED INVOICES 197 8 4 4 APPLYING CREDITS TO SELECTED INVOICES 199 8 4 4 1 Expand Credits Function 199 8 4 4 2 Apply Credits Function 201 8 5 WORKING WITH SELECTED EXPANDED INVOICES 201 8 5 1 VIEWING A SELECTED EXPANDED INVOICE 201 8 5 2 ASPECTS OF THE INVOICE PAYMENT WINDOW 202 8 5 2 1 Balance Information 203 8 5 2 2 Invoice Lin
115. a claim for a given order or purchase order line item exceeds the value of the Maximum Number of Claims as set in the vendor record the system will pop up a message asking if you want to cancel the order or line item If you click Yes the order or line item is canceled 10 4 2 Processing Claims in Batch Mode Virtua provides a program called autoClaim exe that gives you a way to process ALL new claims and reclaims that are outstanding in the system To process Acquisitions claims in batch mode 1 Login to your UNIX server as dbadmin 2 At the database prompt type autoClaim exe to see the following options Type 1 to claim serials 2 to claim acquisitions o to claim all 3 At the database prompt type autoClaim exe 2 4 Press the Enter key to run the program The program issues claims in a batch process that you can run overnight The program automatically claims overdue purchase order line items and reclaims purchase orders and purchase order line items by using the claim and reclaim dates that Virtua calculates for each order or line item of a purchase order Virtua calculates claim and reclaim dates based on the following information e Date of the transmission of the order e The line item order interval or lead time specified in the vendor record Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 253 e The claim interval or grace period after the due date specified in
116. a name Virtua automatically completes your string with the closest match it finds in the vendor index 3 To create the new voucher using available invoices for the specific vendor select the check box Create From Available Invoices For a discussion of what occurs when you do NOT select the check box see the section Creating a Payment Voucher without Invoices 4 Click the Request button The Select Invoices for Payment window appears Figure 8 2 displaying ALL invoices eligible for payment for the selected vendor If no invoices are eligible for payment the software informs you that there are no invoices to pay PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 188 Acquisitions v 43 1 E Seidi Ines hot Papment oighll 3000 Mi E3 koucha IC a 5 0 Vendor ioo Payment Dalip 36 00 Priva Fille Preis 1 00 Aperan Munia 7 00 CLETera 565 00 fares 100 FS 00 o 00 05 Oo 3 0 35 00 En hte ee o 00 io o 0 T0 Oo f Bod This Wij Repeat This Function Notes Tan Canoe Figure 8 2 Select Invoices for Payment W indow The text cursor appears by default in the Voucher ID field at the top of the window 8 2 1 Aspects of the Select Invoices for Payment Window You can resize the Select Invoices for Payment window to suit your needs Just place your mouse cursor at the boundary of the window When the cursor changes to a horizontal or vertical arrow hold dow
117. address e Ifthe vendor record Acquisitions Info tab specifies print as the transmission method for claims when you transmit a new claim the Print dialog box appears In the next section we discuss aspects of the printed claim letter PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 238 Acquisitions v 43 1 10 2 Customizing Printed Claim Letters When Virtua prints transmits a claim it uses a text file as a template to generate the claim letter Figure 10 1 Virtua provides a default text file called engprintclaim utf which your library can customize to suit its needs Because the file is in UTF 8 format it can support all character sets for printing claims for international vendors English Claim Letter More H eader Information Book Shop 660 Bibliophile Road Blacksburg VA 24060 U S A 9 April 2001 Claim No 7390 Dear Vendor We are kindly requesting that you send the following items which have been ordered but not yet received LCCN ISSN ISBN Publisher Edition Series Description New impression Claim ID 7390 PO 1776 Author Henderson George Francis Robert Title Stone Jackson and the American Civil War Publ London Longman Green 1911 We hope for a prompt response to our request Thank you for your cooperation Sincerely yours Deborah O Connor Memonial Library Acquisitions Department Figure 10 1 D efault Claim L etter Virtua ILS Integrated Li
118. ader on the Add Order window Figure 2 7 always displays the following elements derived from the data you provided on the Add PO Request dialog box Order Murer 1776 Drier Tepe Monograph vendor 4448 Bookstore Pewmert Tice Seandad Figure 2 7 A dd Order W indow H eader e Order Number The order number you entered on the Add PO Request dialog box or a system assigned number The number can contain up to nine digits You cannot edit this number unless when you save the order the system finds a duplicate number and rejects it in which case you will need to assign a new number e Order Type The order type that you chose on the Add PO Request dialog box e Vendor The vendor you chose on the Add PO Request dialog box It is the vendor to which you will send the purchase order Y ou cannot edit this field Vendor names derive from vendor records which your library created and saved to the database N ote If the vendor name is too long to display fully in the header do the following Move your mouse cursor over the name so that a tooltip will pop up displaying the full name e Payment Type The payment type that you chose on the Add PO Request dialog box 2 4 2 Order Header Information Tab The Order Header Information tab of the Add Order window for a Monograph or Serial order Figure 2 8 differs somewhat from the Order Header Information tab fora COG order Figure 2 9 PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Inte
119. agraph such as W e kindly request that you send EndSalutation End the Salutation section here 10 2 1 3 2 Table Column Labels Figure 10 3 shows the Table Columns section of the file The claims letter contains pre set labeled columns You cannot add columns but you can change their order and edit or translate the labels to suit your needs The columns are populated with data as follows e LCCN Datais pulled from tag 010 of the bibliographic record e ISSN ISBN Datais pulled from tag 020 ISBN tag 022 ISSN or tag 024 O ther of the bibliographic record Virtua pulls the data in that order so that if it finds no value in tag 020 it goes to tag 022 etc Publisher N umber D ata is pulled from tag 028 of the bibliographic record Edition Statement D ata is pulled from tag 250 of the bibliographic record Copy Number D ata is pulled from the claims table in the database Description D ata is pulled from the claims table in the database that stores either issue information for serials or purchase order number and line number for acquisitions For each line below to the right of the equal sign type the label of the column followed by a comma then type a number representing the starting position of the column followed by a comma and then type a number representing the ending position of the column Below we use LCCN as an example where the label LCCN starts at the left margin and occupies a column 10 positions wid
120. an Civil War Bib ID 7029 ISBN ISSN No ISBN ISSN Receipt Date June 5 2002 Condition Correct Item Status Received Satisfactory On New Book List True Group Name Library Name Order Quantity Distributed Quantity Main Countyline 2 2 Main G ulbenkian 1 1 As with all utf files that we ship with Virtua you can edit the template distnbutionpnint utf using an editor such as Windows 2000 Notepad that supports Unicode To customize distibutionpnnt utf e Apply the same rules for editing and customizing that we discussed in an earlier section on purchase order templates see the section Working with Purchase Order Letter Templates Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 85 5 Sending Purchase Orders have the option of transmitting a purchase order upon saving it or sending it at another time via the Send Orders function Alternatively you can use the Send Orders function to transmit all outstanding orders together y irtua gives you options for sending purchase orders singly or in batch Y ou This chapter covers the following topics Introduction About EDIFACT Functionality Transmitting Orders from the Order Window Using the Send Orders Function Working with Purchase Order Letter Templates 5 1 Introduction Virtua lets you send a purchase order only if its status is Approved or To Be Canceled and if you expect to use the Send Orders
121. aphic data into the field where typed information already exists the typed information will be cleared To complete the Order Description field e Inthe Order Description detail box Figure 2 5 type information or drag and drop bibliographic information author title and publication data or data from linked 880 tags only from the View Bibliographic Record window Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 9 Arid Mrima Mi E3 Drier hi PELT Order Tye Pma fal Order Header Information Saing Shipping infornation Sas Tid Onder Doit Cure Type Under Taer oir UD Cai a Prii File ereng ii Tile Bioti art and aha aie Diao Cerra cio Puan Peeps Fork Dower Publications mE 4 Line fer kkhen Saing Edt Thig Wirda C Repas This Function i Trend amc Reopen For Upc EO o ue aoe ee Figure 2 5 A dd Order W indow Catch all Order G roup As long as all order header and billing and shipping information is complete AND the status of the order is set to Approved you are now ready to save and transmit the COG order after which you can add line items 2 4 Aspects of the Add Order Window Basically the Add Order window contains the same elements for each type of purchase order with a couple exceptions The Add Order window Figure 2 6 consists of nine distinct elements e Header display of the information you provided on the
122. at the boundary of the window When the cursor changes to a horizontal arrow hold down the left mouse button and drag the edge of the window We discuss each of these elements in more detail below 8 5 2 1 Balance Information The software calculates the balances for you You CANNOT edit this information Total The total amount including line and invoice fees and taxes of all the line items on the invoice Previous Paid The total amount previously paid for all the line items line fees and taxes and invoice fees and taxes Balance Total minus the Previous Paid amount Payment The total amount paid not taking into account applied credits on this invoice for this voucher i e the Total minus the Balance The value initially stands at 0 and changes as fees and line items are paid Applied Credits The total amount of all the credits applied to the line items on this invoice The value initially stands at 0 and changes as credits are applied N ew Balance The Total minus the Payment The initial balance changes as fees and line items are paid 8 5 2 2 Invoice Line Fees and Invoice Line Taxes Tabs The software calculates the fees and tax balances for you and displays them on the appropriate tab at the top right of the window You cannot edit this information The tabs display the following balance information PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 204 Acquisitions v 43 1 To
123. ated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 51 4 Click the Save button The deletion is saved If only ONE line item exists and you delete it or if you delete ALL the line items on the order and then save the order the system responds with the following message Information A There are no line items in this order The order will be deleted when saved 1 Do you wank to proceed with this change Figure 3 8 P O LineItem D deion M essage e If you click Yes the system deletes the purchase order e Ifyou click No the Update window stays active so you can add new line items 3 1 3 2 1 After Deleting a Line Item After you delete a line item the software takes the following actions Verifies that the line item is not linked to any outstanding receipt order claim invoice credit or payment Verifies the deletion Decreases encumbrance totals for all accounts by the amount of the line item deleted This decrease is reflected immediately in the Total field on the Update Order window Logs the event in the Acquisitions transaction log 3 1 4 Other Updating Functions Other functions that you can perform in Update mode are adding or editing reminders adding or editing notes and issuing claims PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 52 Acquisitions v 43 1 e Adding editing reminders For a transmitted order you can view reminders add us
124. aving an invoice See Immediately Proceed to Payments radio button Payment Date field 189 editing 193 Payment SAP field 189 216 Payment Type field 3 11 PROPRIETARY INFORMATION OF VTLSINC payment voucher line items See line items on payment vouchers payment vouchers Accession Number 193 194 216 adding notes to 217 adding to database 217 creating 186 creating without invoices 215 customizing 222 expanding selected invoices 201 options when saving 193 overview 185 paying all invoices 194 paying an invoice line item 207 paying on the whole invoice 211 Print File Prefix 193 194 216 printed example 222 printing 217 221 saving 217 selecting invoices for payment 194 197 setting up printed forms 222 viewing 218 working with 185 222 payment window displaying 186 payments repetitive workflow 186 Percent field Order Line Editor 32 percent values editing on orders 32 PO Total on purchase order template 106 preferred language of vendor 67 price variance threshold See Invoice Price Variance Threshold parameter price editing on orders 29 Print Claim dialog box 254 Print Claim dialog box fig 254 Print Distribution dialog box 81 Print Distribution dialog box fig 82 Print Order dialog box 91 Print Order dialog box fig 91 Print Receipt dialog box 124 Print Voucher dialog box 217 222 Print Voucher dialog box fig 218 Prin
125. ayed e You will not be able to change the date again until the new Ignore Until date rolls around i e when the reminder is displayed on the Reminders window 4 Click OK The system modifies the Ignore Until date 11 3 5 Deleting a Reminder Manually To delete a reminder 1 On the Reminders window highlight the desired reminder 2 Click the D elete button The software responds Do you really want to delete this reminder 3 Click the Yes button Once you delete an Expected reminder you can only re create it by deleting and re adding the issue record with which the deleted reminder was associated 11 4 Adding User defined Reminders from Other Access Points We have discussed accessing and adding Reminders starting with a G eneral Reminders Search But there are other points of access to the Reminders window Y ou can create a User defined reminder that is linked to a purchase order or purchase order line item by accessing the Reminders window directly from an Acquisitions record such as an order receipt or claim Keep in mind that from these records you CANNOT view those User defined reminders for example Serial reminders that are not linked to a specific purchase order or purchase order line item Y ou can view such reminders only by executing a search from the G eneral Reminders Request window 11 4 1 Other Points of Access to Reminders Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC
126. ays the title in the list box along with the line number vendor title ID which you have the PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 16 Acquisitions v 43 1 option to specify via the O rder Line Editor default line item status default price 0 default quantity 1 and line total 2 4 5 Create Brief Bib Button Before a title can be inserted as a purchase order line item a bibliographic record must exist in the database The Create Brief Bib button lets you create a brief bibliographic record on the fly in order to insert that record title as a purchase order line item Clicking the Create Brief Bib button displays in the MARC Editor either the system default workform acq wim or a library defined default workform as specified in the Cataloging O ptions window Using this workform you can create a brief bibliographic record After you save the new record to the database the View Bibliographic Record window will appear From this window you can drag and drop the title into the Line Items list box on the Add Order window 2 4 6 ltem level Command Buttons Four command buttons relate to line items and are located just under the Line Items list box These buttons are Copy Item Insert Item D elete Item and Edit Item e Copy Item Copies the selected line item and inserts the copy in the display box e Insert Item Displays the OPAC Search window where you can search for the bibliog
127. ays the Print Voucher dialog box after you click the Save button on the Select Invoices for Payment window or the Voucher Without Invoices window By default the Print function prints a payment voucher that looks like the following John L Espley Library Special Collections Christiansburg VA 24073 Pay To Voucher N umber 25 April 27 2001 Academic Book Center 5600 N E Hassalo Street Portland OR 97213 USA Voucher Currency USD Invoices This Voucher Invoice Invoice Date Payment Due 368 April 26 2001 231 00 TOTALS 231 00 NET PAYMENT THIS VOUCHER 231 00 Vendor N otes As it does for orders receipts and claims VTLS ships the Virtua software with a template Figure 8 23 for printed payment vouchers Y our library can customize the voucher by editing the default file or translating it and saving each language version with an identifying prefix Y ou can edit the file to determine which data elements should print and in which language and format The text of the printed payment voucher is in a file called printvoucher utf which resides in the VTLS Virtua directory Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 223 N ote By default the file printvoucher utf is Read O nly when it is installed Before you can edit it you must change the permissions on the file via the Windows File Properties function Default Payment Voucher T emplate File if printvou
128. bject codes To make full use of the D eposit D onation payment type for Serial orders take the following steps e Define your subject codes in the Subject Codes parameter in the Virtua Profiler These codes can describe each type of item your library orders They can be used to distinguish a donated item coded DON for example from a deposited item coded DEP for example PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 34 Acquisitions v 43 1 e In the Subject Code field in the O rder Line Editor assign the appropriate subject code to each line item on the Serial order The system will automatically add that item s subject code to subfield m of the 941 tag of the holdings record for that item 2 6 2 3 Editing the Enumeration Information Sub tab Serials For a Serial order the Order Info Distribution tab has an Enumeration Information Sub tab Figure 2 21 in addition to the Line Item Header Information sub tab and Account Information sub tab available for a Monograph order 3 Order Line Editor borg 9 3000 Order nfo Distribution Bibliographic Information Bureau of the Census catalog Line tem Header Information Account Information Enumeration Information Enumeration Information start Subscription Motes wame Cancel Figure 2 21 Order Line E ditor E numeration Information Sub tab Serials Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSIN
129. box 155 Invoice window 146 Line Fees dialog box 158 Line Item Receipt Information window 121 130 Order Line Editor 49 61 purchase orders 17 Receipts window 118 121 124 131 137 138 Select Invoices for Payment window 217 Update Credit window 231 Update Order window 48 50 51 57 Vouchers Without Invoices window 217 saved COG orders sending 87 saved Monograph and Serial orders sending 87 saving invoices 182 system checks 183 payment vouchers 217 purchase orders 36 system checks 40 receipts 137 SC UniPad 239 Search ISBN ISSN button 150 Select Invoices for Payment window aspects of 188 balance information 190 Virtua ILS Integrated Library System 292 Acquisitions v 43 1 buttons 191 192 header elements 188 editing 193 invoices display box 191 Select Invoices for Payment window fig 184 188 195 198 more than one currency 190 Selected Distribution Groups list 76 Send Orders dialog box fig 89 transmit canceled orders function 64 Send Orders function options available 89 special rules 88 using 87 Send Orders Summary window for EDIFACT orders 94 for e mailed orders 92 for printed orders 92 93 Send Orders Summary window fig 93 94 Send To e mail field automatic population of 91 sending canceled purchase orders 63 claims 253 distribution information 81 multiple purchase orders 88 purchase orders 86 87 88 rush orde
130. brary System 282 Acquisitions v 43 1 invoices 147 line items on invoices 148 order descriptions to COG orders 8 25 payment vouchers to the database 217 purchase order line items 18 25 purchase orders 2 receipts 114 reminders at the line item level 271 reminders at the order header level 274 specific credits to the database 227 User defined reminders 267 270 alert upon receiving a requested item 110 115 117 alternate vendor name choosing 3 Apply Credits button 192 Apply Credits to Invoice Line Item window Balance Information 209 Apply Credits to Invoice Line Item window fig 209 Apply Credits to Invoice window Balance Information 196 200 213 Apply Credits to Invoice window fig 196 200 213 applying invoice header taxes 165 invoice header level discounts 160 invoice line item taxes 167 invoice line item discounts 161 Approval Plan orders managing 39 Approved order status 9 asterisks commenting out information on templates 99 denoting a purchase order line item note 27 on Credit Notes button 228 229 on Display Voucher Notes button 221 on Line Item Receipts Notes button 120 on PO line Notes button 27 on PO Notes button 17 Author on purchase order template 105 Auto Cancel Purchase Orders Flag parameter 253 Auto Receive check box 109 default receipt values used 39 on Order window 39 Auto Receive function 109 description of 39 autoCla
131. brary System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 239 The file engprintclaim utf resides in the VT LS Virtua directory This file replaces two text files claimletterintro txt and claimletterwrapup txt which were available in earlier releases of Virtua The software no longer uses these txt files so if your library has customized them for your claim letters you will now want to customize engpnintclaim utf instead Customizing claim letters may include translating them If your library uses different language versions of the claim letter you will need to identify the different files by using a three character language code the same code used to identify translated purchase order letters in the filename such as fre for French or ger for German In this way a claim letter template that is written in G erman would be named gerprintclaim utf The claim letter that the system prints will be in the same language as that of the purchase order letter That is if for the purchase order letter the system printed fremonprintpo utf the system would will look to print the claim letter file freprintclaim utf If it cannot find the file it will resort to printing the default claim letter file engprintclaim utf 10 2 1 Editing the Claim Letter Template File engprintclaim utf The text of the printable claims letter is in a file called engprintclaim utf which resides in the VT LS Virtua directory By editing the file you can
132. c line items only have been canceled only the canceled line items will be sent to the vendor the non canceled line items will not be transmitted 5 Click the Send button The software makes several checks and then completes the transmission s as we describe below 5 4 3 1 Verification and Completion of Transmissions After you click the Send button the software does the following e Checks to make sure the orders exist and are Approved or in the case of canceled orders at the status To Be Canceled in the system Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 91 e If orders do not exist or are not Approved or are not at the status To Be Canceled returns an Error message Next depending on the order transmission method specified in the vendor record and the Send Orders option selected the software displays the e Print Order dialog box Figure 5 2 pm i Hi E J te Seechen Records Figure 5 2 Print O rder D ialog Box OR e E mail Records dialog box Figure 5 3 Li P Hi ea Po Stebel Retail Figure 5 3 E mail Records D ialog B ox PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 92 Acquisitions v 43 1 If the vendor record contains a value in the E mail field on the O rder Address tab or Default Address tab Virtua automatically populates the Send To field with this e mail address If the vendor r
133. cally with the appropriate invoice data If you do not enter a purchase order number the Add Invoice window will display only default data and you will have to enter line item information manually Click the Request button The Add Invoice window appears Figure 7 2 rdd Inyon Exit This iiie Repeal This Furwlion T keress Pronsed to Paprat Figure 7 2 A dd Invoi W indow PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 144 Acquisitions v 43 1 7 2 1 Aspects of the Invoice Window You can resize the Add Invoice window to suit your needs Just place your mouse cursor at the boundary of the window When the cursor changes to a horizontal or vertical arrow hold down the left mouse button and drag the edge of the window You can also adjust column widths for easier viewing of items in the PO Line Items list box To expand a column 1 Click on the column divider 2 Drag the mouse to the left or right You can remain on the Add Invoice window to view add modify or delete data elements until you choose to exit the invoicing function 7 2 1 1 Header Elements The invoice header elements on the Add Invoice window are e Invoice N ot editable Invoice number specified in the Add Invoice Request dialog box This number can be alphanumeric and up to 35 characters long Note that invoice numbers are case sensitive which means that BE101 is not the same as Be101 e Vendor N ot e
134. cancel out of the invoice bring it back up and then change the currency type Otherwise you risk a loss of accuracy in the original value due to rounding 7 3 2 Inserting Invoice Line Items If you are creating an invoice manually i e Virtua has not already inserted the invoice line items for you as part of an integrated workflow you will need to add purchase order line items to the invoice To insert invoice line items 1 On the Add Invoice window click the Insert button under the list box The Add Invoice Line Items window appears Figure 7 4 Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 149 Of Adi bma Lane lems bigla 30nn PO Line Currency Typs Selected Line Ber iremis mi mance Und Prine i nwokca Gueriiy Doo Pacer ar relic Sia hegia Gurency Type m Lire bem ces beraie Fe declude Al ine or bredie coe Figure 7 4 A dd Invoice L ine Items W indow The Add Invoice Line Items window lets you bring in a purchase order or specific purchase order line items and edit their data for the invoice 2 Inthe Order Number field type the purchase order number N ote e The purchase order must be associated with the same vendor as on the invoice If it is not the system returns an error in which case you can enter a new purchase order number or close the Add Invoice Line Items
135. case engserprintpo utf by default The print process works like this After you either 1 save a purchase order and automatically proceed to receipts or 2 click the Send button on the Send Orders dialog PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 98 Acquisitions v 43 1 box Virtua automatically displays a Print O rder dialog box Figure 5 2 The Print function prints the purchase order letter Figure 5 8 using the appropriate template file in this case engmonpnintpo utf English Monograph Order Second O ptional Header String Book Shop 660 Bibliophile Road Blacksburg VA 24060 U S A 1 May 2001 Order ID 1949 Order Type Monograph Dear Vendor We are submitting this order for the following items No ISSN ISBN 300001 Henderson G F R George Francis Robert 1854 1903 Stonewall Jackson and the American Civil War Gloucester Mass P Smith 1968 c 1962 Deborah O Connor Memorial Library Ship To Deborah O Connor Memorial Library We hope that you will be able to fill our order promptly Thank you for your cooperation Sincerely yours Deborah O Connor Memorial Library Acquisitions D epartment Figure 5 8 Sample Purchase O rde L etter Y our library can customize and translate different purchase order letters by editing the different templates Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 99 N ote By
136. ce Fees button 146 154 173 Invoice Fees dialog box fig 154 155 174 Invoice field 144 invoice IDs See invoice numbers Invoice Line Item Display parameter 141 149 Invoice Line Item window fig 161 163 172 invoice line items See line items on invoices Invoice Line Taxes window fig 167 Invoice Notes button 146 invoice numbers assigning 142 specifications for 139 143 144 Invoice Price Variance Threshold parameter 151 172 Invoice Quantity field 151 invoice receipt report See Receipt Report button Invoice SAP field 145 Invoice Status field 151 Invoice Tax Total field 144 166 invoice taxes See taxes Invoice Taxes button 146 165 168 Invoice Taxes window fig 166 Invoice Total field 145 Invoice Unit Price field 150 Invoice Unit Price editing 151 Invoices adding 147 adding fees 153 applying credits to 212 applying header taxes to 165 applying line item discounts 161 deleting 181 deleting discounts 178 deleting fees 177 deleting line items 173 deleting taxes from 168 editing the currency type 148 header fees adding 153 encumbering 153 header fees updating 173 header level discounts applying 160 inserting line items 148 line item fees adding 156 encumbering 156 line item taxes applying 167 encumbering 167 PROPRIETARY INFORMATION OF VTLSINC locking 141 169 181 no limit to number of POs linked 152 options when saving 14
137. cher_utf Notepad Eile Edit Format Help jHeaderstringl John L Espley Library HeaderstringZ Special collections Headerstrings Cchristiansburg WA 24073 DateFormat mmmm cd YoucherIb voucher Number Tnvoicelb Invoice Tnvoicebate Inv Date InvolcePaymentDbue Payment Due TnvoiceTotals TOTALS AccoOUNthName 4ccount FiscalyYear Fiscal Year AccOUNtTAMOUNt 4mount CreditsThisvoucher Credit Memos This Voucher Creditiob credit Number Creditamoaunt credit Amount Creditapplied 4mount to Apply to Payment CreditTotals TOTALS MetPay MET PAYMENT THIS WOUCHER VYendorNotes Vendor Notes Figure 8 23 D efault Payment V oucher Template File printvoucher utf To edit the payment voucher template file use a text editor such as Notepad which supports Unicode For details about editing utf files see the section Working with the Printed Purchase Order Letter in this guide PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 224 Acquisitions v 43 1 9 Working with Credits This chapter covers the following topics Introduction Displaying the Add Credit Window Adding a Specific Credit to the D atabase Adding an Internal Credit to the D atabase Updating a Credit Record Viewing a Credit Record Deleting a Credit Record 9 1 Introduction If you have the proper permissions as defined in the Virtua Profiler you can perform credit transactions such as adding updating viewing an
138. count Information sub tab 1 On the Order Info Distribution tab in the Order Line Editor click the Account Information sub tab Figure 2 20 Order Line Editor Borg60 3001 Order Info Distribution Bibliographic Information Byzantine art and the West Line tem Header Information Account Information Account Wi L General Collection Fiscal Year 2003 se Percent 100 00 4 Fiscal Year Account ID Percent Amount 100 Fund Code Delete Account Add Account Motes eine Cancel Figure 2 20 Order Line E ditor A ocount Information T ab The Account Fiscal Y ear and Percent fields on the sub tab are populated with default values The default fiscal year is defined in the Fiscal Y ear parameter in the Virtua Profiler The default account is the first account in the fund accounts table in the database These same values appear in columns in the display box 2 Inthe Account field accept the default spending account or choose another account to encumber The accounts available in the pull down list box depend on whether the Filter Acquisitions Records By Log in Location setting is selected PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 32 Acquisitions v 43 1 3 D In the Fiscal Y ear field accept the default value or choose the fiscal year in which the payment for this item is to be made In the Percent field accept the default of 100 percen
139. credit allows you to make an internal adjustment to an account without modifying the account directly in the fund accounting module Virtua records an internal credit in the audit trail where it then becomes available for reporting purposes Internal credits are useful for providing a way to control and report on discretionary costs The use of internal credits also provides flexibility when adjustments must be made based on different currencies To add an internal credit to the database you must edit various fields on the Add Credit window Figure 9 2 To add an intemal credit to the database 1 Type or choose the appropriate information for the following data fields Currency The code of the base currency used for this credit Typing the first letter of the code in the Currency field will display the code that is the closest match Amount The amount of the credit in the base currency Fiscal Year Only open fiscal years are available in the pull down list box A fiscal year cannot be closed if any outstanding orders credits or payments exist Y our library can set up fiscal years in the Acquisitions parameters in the Virtua Profiler Account The account that is to be adjusted by the credit Credit Status Choose a status from the pull down list System defined statuses are Incomplete Disallowed Hold Pending Investigation Valid for Use Fully Used and Expired Create Date The default date for the credit is the current
140. credits to the parts of the invoice that have been paid Credits with the expiration date closest to the current date are used first The button is enabled only if some aspect of the invoice invoice fees line fees or line item balance has been paid and credits exist that can be applied towards the invoice Eligible credits either have no account limitations or use the same account and the same currency as the invoice OK Copies the changes entered for the invoice to the Select Invoices for Payment window Closes the Invoice payment window and re enables the Select Invoices for Payment window Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 207 Cancel Closes the Invoice payment window cancels any changes made on the window and re enables the Select Invoices for Payment window 8 5 3 Paying an Invoice Line Item Y ou can pay an invoice line item from the Invoice payment window To pay an invoice line item from the Invoice payment window 1 In the display box Figure 8 10 highlight the invoice line item s for which you want to pay the line balance This will activate the Pay Balance button 2 Click the Pay Balance button or lme ff te ods Reker E 1 obo invoices Fens ine Fees rwoice Taxes Line Tasas EP oF n Quide bo Going wegeterian 116 00 by lucy Ereren Gueireions ps Kathe eS Tear t y I di jg Wipe i Eai So Jie pa m Kn a
141. ction You can apply credits directly to all paid invoices without expanding the credits to see the Apply Credits window To apply all available credits directly to the paid invoices e Click the Apply Credits button As many credits as possible are applied to the payment Credit records with an expiration date closest to the current date are used first The software adjusts the Balance Information on the Select Invoices for Payment window accordingly 8 4 3 Paying Selected Invoices To pay selected invoices 1 Make sure the Currency field in the header displays the currency shared by all the invoices displayed 2 Highlight the invoice s you want to pay To highlight more than one invoice hold down the CTRL key and click each line item in turn 3 Do ONE of the following PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 198 Acquisitions v 43 1 a Click the Pay Balance button in which case the Payment and Balance columns in the display box and the Balance Information at the top of the window will reflect the payment of the selected invoices OR b Click the Expand Invoice button Figure 8 7 E Salai lia lei pnl Hagh A000 Figure 8 7 Select Invoices for Payment W indow If you click the Expand Invoice button the Invoice payment window appears Figure 8 9 For a discussion of this window go to the section Working with Selected Expanded Invoices To undo or ca
142. d Virtua defaults to the English version For more information on the Print File field see the section O rder Header Information Tab in this guide 5 5 1 About P O Letter Template Files The files containing the purchase order letter templates are easy to identify Located in the VTLS Virtua directory each template has a filename with the following characteristics e Contains a three character code such as ser that indicates the purchase order type e Contains a variable three character prefix such as eng that represents the language of the file e Contains a utf extension which means you can edit the file with any text editor that supports Unicode such as Notepad in Windows 2000 e If for use with a canceled order contains the word anol Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 97 e If for use with a rush order contains the word rush The nine default purchase order templates are engmonprintpo utf For a Monograph order in English engmonprintporush utf For arushed Monograph order in English engmonprintcancelpo utf For a canceled Monograph order in English engserpnintpo utf For a Serial order in English engserprintporush utf For arushed Serial order in English engserprintcancelpo utf For a canceled Serial order in English engcogpnntpo utf Fora COG order in English engcogpnintpomish utf For arushed COG order in English engcogpnintcancelpo utf For a canc
143. d Order window The default value is 0 You can edit the value but you cannot edit the monetary symbol itself Hint To see the price you specify reflected in the Total Price click the Total Price field to refresh it Copies Displays the number of copies ordered for the specified location The default is 1 Edit the field by typing in a value Total Price read only Displays the total cost of the line item If you order multiple copies the system calculates this value by multiplying the unit price by the number of copies ordered To update the field click it Due Date Displays the order interval current date lead time required by the vendor and stored in the vendor record For instructions on editing this type of field see the description of the Order D ate field in the section O rder Header Information Tab Vendor Title ID optional Lets you record and track the title ID that the vendor has assigned to this particular item Subject Code optional Displays the default subject code as defined by your library in the Subject Codes parameter in the Virtua Profiler O ther subject codes defined by your library are available in the pull down list box PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 30 Acquisitions v 43 1 Hint Some libraries like to use subject codes or definitions as a way to group orders for reporting purposes Examples of subject codes are Fiction Science Fic
144. d deleting Virtua Acquisitions supports two types of credits Specific and Internal which you can assign when you create a credit record e Specific Credit This credit is linked directly to a vendor and used against any future invoice presented for payment e Intemal Credit This credit is created internally and used to adjust the expenditure for an account for example when an order for a partially paid item is canceled When you add a credit and save it to the database the software e Stores a record that uniquely links the credit number to the vendor specific credit only Validates the currency Logs the event in the Acquisitions transaction log Adjusts expenditures Makes the credit available the next time an invoice is presented for payment for that vendor specific credit only The software indicates that the credit is available by enabling the Apply Credits button on the Select Invoices for Payment window and or the Select Invoice Items for Payment window when invoices are paid Y ou can apply the credit directly or save it to be applied against any future invoice Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 225 9 1 1 About Viewing and Applying Credits Y ou can view credits that are available for a selected vendor a selected invoice ora selected invoice line item including line fees by clicking the Expand Credits button on the Select Invoices for Payme
145. d then choose View The View Receipts Request dialog box appears Figure 6 22 View Receipts Request Order Na Figure 6 22 V iew Recapts R equest D ialog Box 2 In the Order No field type the purchase order number 3 Click the Request button The Receipts window appears Figure 6 23 If priority purchase order header notes exist a Messages box will appear simultaneously to inform you of that Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 135 A Alecewpee boo 1 0 aHa i deer Tree yn Hiii Pub ery l Diria amah liri deig by ephen Sammel E Exi Thee Wir Rapes This Farmi D meie Proceed To Pagea _ Ems cocel Figure 6 23 Recapts W indow Note that the Express Receive and Receive command buttons are disabled in View mode To view line item receipt information 1 Highlight the line and then click the Expand button The Line Item Receipt Information window appears Figure 6 24 2 Line hem Aeceip Indoamation borgi 3000 PC Himber 1776 Guman Ordered i PO Line Humber 1 Guantiy Received 1 Tia Sonsvestl ides Friz mth j Guaniiy Rebun J reengs ty ephe aai Daty Expected i it 7A 003 Comect bem Mol Recea e ee ee Figure 6 24 Line Item R ecapt Information W indow PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 136 Acquisitions v 43 1 You can view but
146. default the template files are Read Only when installed Before you can edit them you must change the permissions on the files via the Windows File Properties function 5 5 3 Editing P O Letter Template Files Y ou can edit every aspect of the template files for the purchase order letter We list the editable elements below To edit them use a text editor such as Windows 2000 Notepad that supports Unicode e Textual content of the letter Placement of the header salutation and closing Format and placement of the vendor address Size of the margins Labels of columns and rows Columns widths and row labels The instructions for editing these elements are included in the file itself Each line of instruction is preceded by two asterisks which comments out the line and keeps it from printing 5 5 3 1 General Editing Tips PROPRIETARY INFORMATION OF VTLSINC Below we have captured the default template file engmonpnintpo utf in four parts starting with Figure 7 9 The files engserprintpo utf and engcogpnintpo utf contain the same data elements as engmonprintpo utf except that some elements in the template for COG orders are commented out so that they do not print Here are some general tips for editing the files More specific tips follow each figure 1 For any line in the file you can edit only the textual portion that appears to the right of the sign 2 Labels and text can be in any language 3 If you want to
147. der has been transmitted All receipt activity takes place on the Receipts window In this chapter we provide step by step instructions for working with all aspects of the Receipts function A receipt records the arrival of ordered material and is attached to a purchase This chapter covers the following topics Introduction Displaying the Receipts Window Adding Receipt Information Updating Receipt Information Viewing Receipt Information Deleting Receipt Information Saving Receipt Information 6 1 Introduction The Receipts function lets you add update view and delete receipts that are directly related to ONE purchase order In the case of a Serial order the function lets you add update view and delete the first expected issue In addition the Receipts function lets you receive individual line items and individual copies of line items on a purchase order and use a different receipt status and condition for each You can also set a print flag for each line item so that Virtua prints a receipt slip for each copy of that line item when you save the receipt form 6 1 1 Support for Repetitive and Integrated Workflows Virtua supports repetitive and integrated workflows between orders and receipts and between receipts and invoices On the Order window you have three options regarding receipts Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 109 e If
148. ditable Vendor name specified in the Add Invoice Request dialog box e Status N ot editable Status of the invoice generated and maintained by the system The Status field will contain a value only if the invoice is linked to a purchase order receipt e Line Total N ot editable Sum of all the line item values in the Amount column e Invoice Discount N ot editable Total of all invoice header level discounts applied to the invoice e Invoice Fee T otal N ot editable Total of all invoice header level fees applied to the invoice e Invoice Tax T otal N ot editable This field is displayed only when the Use Taxes setting is enabled in the Virtua Profiler It displays the total of all invoice header level taxes applied to the invoice e Vendor Discount Percent N ot editable The default discount as set in the vendor record that will be applied to the invoice Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 145 Method of Payment E ditable Payment method for this invoice Y ou can choose from a pull down list of methods that your library has configured in the Virtua Profiler Invoice Date E ditable By default the date the invoice was created Currency Type E ditable The currency to be used for this invoice By default the field displays the home currency Invoice SAP E ditable This field is displayed only when the Use SAP setting is enabled in the
149. dor amazon com Figure 7 28 V iew Invoi R equest D ialog Box Type the number of the invoice that you want to view Accept the default vendor or choose a new one from the pull down list box Click the Request button or press Enter e w N The View Invoice window appears Figure 7 29 PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 180 Acquisitions v 43 1 oe Mime rrara Figure 7 29 V iew Invoi W indow Note that on the View Invoice window you CANNOT edit any information If notes or fees exist you can click the appropriate button to view the information but you cannot edit it 5 When you are finished viewing the window click OK Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 181 7 6 Deleting an Invoice You can delete an invoice any time up until the invoice is paid either fully or partially After payment you can only adjust accounts by applying a credit memo When you access the D elete function the software locks the invoice and the associated purchase order To delete an invoice 1 On the Virtua menu bar click Acquisitions choose Invoices and then choose D elete The D elete Invoice Request dialog box appears Figure 7 30 Delete Invoice Request Invoice Vendor aaa Bookstore fe i Figure 7 30 D dete Invoice R equest D ialog Box Type the number of the invoice that you want to d
150. dow 268 working with 43 Q Quantities area Distribution Groups window 77 quantity received criteria for invoicing 134 R Receipt Date field 124 receipt line items See line items on receipts Receipt Report button 146 receipt slips customizing 125 elements of 125 printing 124 receipt values used with Auto Receive 39 receipt utf 97 126 default template file 126 receipts adding 114 indirectly 120 using Expand 119 Virtua ILS Integrated Library System using Express Receive 115 using Receive 116 alert for requested items 110 115 117 Condition codes for 123 deleting line items 136 features of 109 introduction to 108 invoicing upon saving 137 locking 109 options for adding 114 when saving 108 137 overview 108 printing slips 124 receiving more than ordered 129 related parameters 110 repetitive workflow 108 114 requirements for 108 saving 137 and printing slips 137 options when 114 to the database 121 Serial orders 108 splitting receipt of a line item 127 statuses 123 Accepted as Duplicate 131 Returned 123 131 updating 129 example 131 receipt information at the invoice stage 141 viewing 134 working with 108 Receipts window 42 aspects of 112 buttons 113 displaying 110 displaying from the Statuses tab 110 Distribution enabled Monograph order fig 79 header 112 proceeding to invoices in View m
151. dow F igure 7 3 e Edit any of the following as needed Method of Payment Invoice D ate Currency Type and Invoice SAP if applicable P Add Invorce 55 00 Tr Payment g E Fii l une Taws Line Hones Lie Fees sent Ee Chaban Repeat This Function T Bi Ths Wrs E mesis Proceed ic Payers ect rast enmen Ts vnesemo _ vesen raaes wesen roos nat coe Figure 7 3 A dd Invoi W indow PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 148 Acquisitions v 43 1 Insert invoice line items as needed Edit line item account information Add header and line fees Post header and line discounts Post header and line taxes if appropriate Choose a When Saving option Click the Add button CON MOB Wh In the following sections we describe in more detail the different aspects of adding an Invoice 7 3 1 Changing the Currency Type The Currency Type field in the header of the Add Invoice window displays the home currency by default but if you want you can choose another currency for the invoice Invoice prices fees and taxes are displayed using the invoice currency If you edit the Currency Type field all prices fees and taxes will be converted to the new currency values Caution We recommend that you change the currency type at the invoice level only ONE time If you change it once and then need to change it again we recommend that you first
152. dow fig 233 View Invoice Request dialog box fig 138 179 View Invoice window fig 180 View Order window 45 accessing from the Reminders window 265 functions available in Update mode 45 functions available in View mode 52 updating on 44 View Order window fig 53 Reminders 272 275 Update mode 45 View PO Notes button 113 120 View PO Request dialog box fig 53 View Receipts Request dialog box fig 134 View Voucher Request dialog box fig 219 viewing claims 248 credits 232 distribution groups 77 Virtua ILS Integrated Library System invoice details from payment window 220 invoices 179 line item taxes 172 line items on orders 53 payment vouchers 218 purchase orders 52 receipts 134 Virtua ILS Integrated Library System 1 Virtua Profiler Acquisitions Parameters User s Guide 70 151 172 Virtua System Management Reference Guide 86 Voucher ID field 184 188 189 Voucher Without Invoices window fig 216 220 vouchers See payment vouchers W When Saving options invoices 140 147 183 payment vouchers 193 persistent nature of 36 purchase orders 16 37 receipts 114 137 updated purchase orders 87 When Saving options fig 37 183 X XIZ 15 PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 295 Reader s Comment Form Virtua Acquisitions Users Guide VTLS Inc welcomes your comments and suggestions on the quality
153. dow and want to view an invoice upon saving receipts select the Immediately Proceed to Invoices radio button and click the Cancel button The View Invoice dialog box appears Figure 6 25 PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 138 Acquisitions v 43 1 View Invoice Invoice o Wendor aaa Bookstore Purchase Order ID cna Figure 6 25 V iew Invoice R equest D ialog Box To view an invoice type the required information and click the Request button Similarly if you are in Add Update mode on the Receipts window and want to create an invoice upon saving receipts select the Immediately Proceed to Invoices radio button and click the Save button The Add Update Invoice dialog box appears Figure 6 26 Add Update Invoice Invoice o vendor aaa Bookstore corcel Figure 6 26 A dd U pdate Invoice R equest D ialog B ox To add a new invoice or update an existing one for the purchase order line items received 1 On the Add Update Invoice dialog box select the Add or Update radio button Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 139 2 Type an invoice number N ote The invoice number can be alphanumeric and up to 35 characters long Invoice numbers are case sensitive which means that BE101 is not the same as Bel01 The name of the vendor whose order you just received is selected for
154. e BeginT ableColumns LCCN LCCN 0 10 ISSN ISBN PublisherN umber E ditionStatement Copy No Descniption EndT ableColumns N ote The delimiters BeginPreT able and EndPreT able which you see in the file are placeholders that currently have no function Do NOT delete them PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 246 Acquisitions v 43 1 10 2 1 4 Default Claim Letter Template Third Screen i engprintclaim utl Notepad File Edit Format Help Begin Table Rows Author 4uthor 0 13 Title Tithe 0 13 Vendor TtlelD Ttle ID 0 13 Publication Statemernt Publ 0 13 Senes Senes 0 135 VendorNiotes Vendorhlote 0 135 COmDescnption Order Descrption 0 19 End Table Rows Begin Fost Table Columns EndPost Table Columns BeginPost Table EndPost Table Begin Signature Lines Down 2 Percent Over Signature We look fonyard to a prompt reply to our request signatures Thank you for your cooperation Signature s signature4 Library Management End Signature Figure 10 4 Claim L etter T enplate engprintdaim utf 3 10 2 1 4 1 Table Row Labels Figure 10 4 shows the Table Rows section of the file The claims letter contains pre set labeled rows Y ou cannot add rows but you can change their order and edit or translate the labels to suit your needs The rows are populated with data as follows e Author Data is pulled from tag 100 a b 110 a b or 111 a b
155. e Close Figure 11 4 Claims W indow 2 Click the Claims button The Claims window appears where you can view or add a claim for the selected purchase order line item 11 3 2 Adding a User defined Reminder To add a User defined reminder to a purchase order line item via the Reminders window 1 Highlight a reminder that is associated with the desired purchase order line item 2 Click the Add Reminder button PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 268 Acquisitions v 43 1 The Add Reminder dialog box Figure 11 5 appears Add Reminder yenus59 1900 A Ignore Until 5 62002 Figure 11 5 A dd Reminder D ialog Box 3 Type your reminder message in the Remark field Y our message can be up to 60 characters in length 4 ClickOK The reminder is added to the Reminders window Notice that the Additional Info column displays the same purchase order line item that you highlighted originally For more information see the section Adding User defined Reminders from O ther Access Points in this guide 11 3 3 Accessing the Purchase Order Associated with a Reminder To access the purchase order associated with a Reminder e On the Reminders window double click the reminder that is associated with the desired purchase order The View Order window appears On the View Order window you can perform all the functions normally available in View
156. e Immediately Proceed to Invoices radio button In either case the Add Invoice window will appear already displaying all the line items linked to the current purchase order Otherwise you can access the Add Invoice window via the Virtua toolbar or menu bar as described below To display the Add Invoice window 1 On the Acquisitions toolbar click Add Invoice z OR On the Virtua menu bar click Acquisitions and then choose Add Invoice The Add Invoice Request dialog box appears Figure 7 1 Add Invoice Request Invoice ee E Vendor aaa Bookstore k Purchase Order ID 5 Request Cancel Figure 7 1 A dd Invoice R equest D ialog B ox 2 Type an invoice number which must be unique for the current vendor Identical invoice numbers can co exist as long as the vendor names associated with them are different Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC 3 Acquisitions v 43 1 143 N ote The invoice number can be alphanumeric and up to 35 characters long Invoice numbers are case sensitive which means that BE101 is not the same as Be101 Accept the current vendor name or choose another from the alphabetical pull down list of all vendors configured for the system If you enter a purchase order ID this field is disabled If desired type the purchase order number in the Purchase Order ID field This allows Virtua to populate the Add Invoice window automati
157. e Once a tax is associated with an account you will not be able to add child accounts to it or delete it To apply one or more taxes to an invoice or an invoice line item the Use Taxes flag in the Taxes parameter must be enabled Here are the rules on an invoice e If the type of tax you choose to apply is associated with an account the system charges the tax to that account whether the tax is applied to the invoice or an invoice line item e If the type of header tax you choose to apply is NOT associated with an account the system distributes the tax proportionally among the line items based on the total price of each line item e If the type of line item tax you choose to apply is NOT associated with an account the system charges the tax to the account of the line item itself e If the type of header tax you choose to apply is NOT associated with an account AND if the price of each line item is distributed between more than one account the system distributes the header tax proportionally among all the line items and equally between the accounts of any one line item All functions related to invoice or invoice line taxes take place on either the Invoice Taxes window or the Invoice Line Taxes window e For invoice line items the system calculates taxes after applying discounts but before assessing fees Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 165 e For the invoice as a who
158. e displaying an updated discount total in the Invoice Discount field in the header The software automatically adjusts the Invoice Total accordingly To update the discount percent and or amount applied to a line item 1 On the Update Invoice window highlight the line you want to edit 2 3 On the Invoice Line Item window adjust the discount percent and or amount as Click the Edit button needed Click the Post button The Update Invoice window becomes active displaying an updated amount in the Discount column for the selected line item The software automatically adjusts the Invoice Total accordingly 7 4 6 Deleting Discount Data To delete a discount percent and or amount on either the Invoice Discounts dialog box or Invoice Line Item window de select the Discount Percent and or Discount Amount check box This will automatically reset the percent and or amount to 0 Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 179 7 5 Viewing an Invoice Once an invoice is created and saved in the system you can view information on the invoice at any time An invoice in View mode is not locked which means that another user can view or update the invoice simultaneously To view an invoice 1 On the Virtua menu bar click Acquisitions choose Invoices and then choose View The View Invoice Request dialog box appears Figure 7 28 View Invoice Request Invoice ven
159. e Add O rder window will look like Figure 2 3 a Ardei Miria Figure 2 3 A dd O rder W indow M onograph or Serial O rder Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 5 We will briefly describe the steps for adding order information Then in a following section we will describe in detail all the elements on the Add Order window To add order information for a Monograph or Serial 1 7 Edit the fields on the Order Header Information tab Order D ate Currency Type and Print File for details see the section O rder Header Information Tab N ote If your library has not created additional print files for the same order type such as Monographs or Serials in different languages no other choices besides the default print file will be available in the Print File pull down list box The default file for Monographs is engmonprintpo utf and the one for Serials is engserprintpo utf Edit the fields on the Billing Shipping Information tab Billing Method Shipping Method Billing Sent To and Shipping Sent To for details see the section Billing Shipping Information Tab N ote If the value for the Shipping Method is No Specific Method and you want to choose a specific method you must do three things e Cancel the Add Purchase O rder function e Add shipping method values to the EDIFACT tab of the vendor record and e Launch the Add Purchase Order func
160. e Editor In the Order Line Editor all line item editing is done on the Order Info Distribution tab The Bibliographic Information tab Figure 2 17 displays the same View used for the Full tab of the View Bibliographic Record window and is read only PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 26 Acquisitions v 43 1 Order Line Editor borg19 3000 Order Info Distribution Bibliographic Information Meill wired T Mew York Columbia University Press 1975 0231036612 Motes Claims Cancel Figure 2 17 Order Line E ditor Bibliographic Information T ab To edit information for a purchase order line item 1 On the Add Order window highlight the line item you want to edit 2 Click the Edit Item button 3 The Order Line Editor window appears Figure 2 18 displaying two main tabs and two or three subtabs depending on the order type The title of the item which is read only appears in the header N ote Certain fields Subject Code Shipping Sent To Location and Account on the Order Line Editor are automatically populated with values defined elsewhere Once you edit any of those values they will persist as the new default values for the next line item that you insert This holds true whether the order is in Add mode or Update mode Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 27 Order Line Editor Borg60 3001
161. e Fee M odification D ialog Box 4 Type the amount of the fee 5 Accept the default Line Fee Type or choose another from the pull down list box 6 Accept the default SAP code to apply to the fee or choose another from the pull down list box N ote The Fee SAP field is displayed only if the Use SAP flag is enabled in the Virtua Profiler 7 Click the Post button or press Enter PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 158 Acquisitions v 43 1 The Line Fees dialog box reappears Figure 7 13 displaying the posted fee type amount and SAP A Line Fees _ oy x SAP 350 No SAP Code Specified Insert Edit Delete Cancel Figure 7 13 Line Fees D ialog Box 8 Continue inserting line item fees as required OR Use the Edit and D elete buttons to modify any posted fees 9 Click the Save button or press Enter The Add Invoice window becomes active Figure 7 14 displaying the posted Fee Total in the Invoice O rder Line Information display box The software adjusts the Invoice Total in the header accordingly Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 159 7 Adal invoecr Mil Ea gt sewe e a j e F Exit Thio Bijoa Repeat This Furclion ienebelek Proosed io Payirents Figure 7 14 A dd Invoice W indow Line Fee D isplayed 7 3 4 Working with Discounts You can apply discounts at t
162. e Fees and Invoice Line Taxes Tabs 203 8 5 2 3 Buttons on the Invoice Line Fees and Invoice Line Taxes Tabs 204 8 5 2 4 Invoice Line Items Display Box 205 8 5 2 5 Command Buttons 205 8 5 3 PAYING AN INVOICE LINE ITEM 207 8 5 4 APPLYING CREDITS TO AN INVOICE LINE ITEM 208 8 5 4 1 Expand Credits Function 208 8 5 4 2 Apply Credits Function 210 PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System vi Acquisitions v 43 1 8 5 5 PAYING ON THE WHOLE INVOICE 211 8 5 6 APPLYING CREDITS TO THE WHOLE INVOICE 212 8 5 6 1 Expand Credits Function 213 8 5 6 2 Apply Credits Function 214 8 5 7 EXITING THE INVOICE PAYMENT WINDOW 214 8 6 CREATING A PAYMENT VOUCHER WITHOUT INVOICES 215 8 7 SAVING A PAYMENT VOUCHER 217 8 8 VIEWING A PAYMENT VOUCHER 218 8 8 1 VIEWING INVOICE DETAILS 220 8 9 CUSTOMIZING PRINTED PAYMENT VOUCHERS 222 9 WORKING WITH CREDITS 224 9 1 INTRODUCTION 224 9 1 1 ABOUT VIEWING AND APPLYING CREDITS 225 9 1 2 ABOUT RECORD LOCKING 229 9 2 DISPLAYING THE ADD CREDIT WINDOW 225 9 3 ADDING A SPECIFIC CREDIT 227 9 4 ADDING AN INTERNAL CREDIT 229 9 5 UPDATING A CREDIT RECORD 230 9 6 VIEWING A CREDIT RECORD 232 9 7 DELETING A CREDIT RECORD 233 10 WORKING WITH CLAIMS 236 10 1 INTRODUCTION 236 10 1 1 CLAIM INTERVALS AND MAXIMUM CLAIM LIMITS 237 10 1 2 METHOD OF TRANSMISSION 297 10 2 CUSTOMIZING PRINTED CLAIM LETTERS 238 10 2 1 EDITING THE CLAIM LETTER TEMPLATE FILE ENGPRINTCLAIM UTF 239 10 2 1 1 General Editing Tips 240
163. e holdings record e Edition Statement Pulled from tag 250 of the bibliographic record e Publication Statement Pulled from tag 260 a b c and linked 880 tags of the bibliographic record PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 106 Acquisitions v 43 1 e Item Note Pulled from the purchase order line item note field as long as the note is designated for the vendor e Series Statement Pulled from tag 440 a n p v x tag 490 a v x or tag 830 a n p v of the bibliographic record BeginT ableRows Author Title Vendor Title ID E ditionStatement PublicationStatement ItemN ote SeniesStatement EndTableRows BeginPostT ableC olumns POT otal EndPostI ableColumns 5 5 4 8 PostTableColumn There is one default column label PO Total that appears after the table of column labels You can edit this label as you see fit 5 5 4 9 Notes and Addresses The purchase order letter can include PO Notes Order Description Billing Address Shipping Address and Vendor Notes Y ou can edit or translate the default labels for these elements to suit your needs Besides the labels you must specify two numbers that indicate the begin position of the label and the begin position of the data string Figure 5 11 BeginPostT able PON ote Descniption BillAddress ShipAddress Vendo rN otes E ndPostT able Virtua ILS Integrated Library System PROPRIETARY INFORMATION O
164. eans that the method is left up to the vendor If in fact you want to choose a specific shipping method for your order you must do three things Cancel the Add Purchase O rder function Add shipping methods to the vendor record and Create the purchase order e Billing Sent To and Shipping Sent To The contents of these two pull down list boxes depend on two parameters Acquisitions Addresses and Basic O ptions which includes the setting for Filter Acquisitions Records by Log in Location Ifthe log in location filter is O N only those address names associated with the session s log in location will appear in the list Ifthe log in location filter is OFF all address names set up in the Acquisitions Addresses parameter will appear in the list e Transmission Method N ot E ditable This field displays the preferred transmission method specified in the vendor record Currently the available transmission methods are Print E mail EDIFACT via ftp and EDIFACT and Print If no method is specified the system uses Print 2 4 4 Line Items List Box The Line Items list box on the Add Order window is empty until you insert line items on your purchase order For COG orders the item level command buttons are disabled until you save and transmit the order Virtua offers a drag and drop tool to facilitate insertion of line items see the section Using the D rag and D rop Tool When you insert an item the system displ
165. ecord does not contain an e mail address then the Send To field will be blank and you can type in the vendor s e mail address After you complete the necessary information in the dialog box and click OK the software performs the appropriate transmission while displaying the Send O rders Summary window which lists the transmitted orders Figure 5 4 and Figure 5 5 N ote Currently if the transmission method specified on the purchase order is not Print or E mail the system displays a message to inform you that it does not support the transmission method of the purchase order and so will default to Print 5 4 4 Send Orders Summary for Transmission Method PRINT or E MAIL Orders assigned the transmission method of Print or E mail will appear on the Send Orders Summary window Figure 5 4 The column labeled Transmission will specify either Print or E mail Notice the editable check boxes in the column labeled SUCCESS Send Orders Summary E a O x All orders have been sent If any printable orders hawe failed to print please indicate this below by un checking them Press OK to mark all checked printable orders as Ordered SUCCESS Order Number Transmission Message I Pie 6540 Wo 6978 Print Mo 6977 Print if 696 Print Wo BSE Print Wo emg Print Vo BBS Print Wo B20 Print ze z Clear All OK Figure 5 4 Send Orders Summary W indow Virtua ILS Integrated Library System PROPRIE
166. egrated Library System 72 Acquisitions v 43 1 The Add Distribution G roups window appears F igure 4 2 e Add Dishibution G riji IE gt PE ge Taal reet i THa Recesyect Ta reut a Ee Figure 4 2 A dd D istribution G roups W indow 2 In the Unselected Distribution G roups area highlight the group or groups that you want to select 3 Click the single arrow button to move one or more groups to the Selected Distribution G roups area _OR Click the double arrow button to move ALL the groups whether selected or not to the Selected Distribution G roups area The library locations that constitute the group s you selected now appear in alphabetical order in the main display area on the window Figure 4 3 Note that by default each library location is already checked indicating that it is a potential recipient of a copy of the line item on the order Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 73 e Add Disthibution G riii PE ge Talal reet 16 Toa Ferset Toa reut Figure 4 3 A dd D istribution G roups W indow D isplaying the L ist of L ibraries After selecting the distribution group s you are ready to edit specific information for each library location 4 Edit the library locations that will receive copies of the item To do this e Select or de select any library for distribution by checking or unchecking the check box next to the location
167. eive that determine how the order is handled Figure 2 25 eter Soe l Eai The Hiii O P Tht Fua D kie Prod Ta irii f kia Proceed Ta Panes Auh Oder Auto Aeree Hoar Cancel Figure 2 25 Rush Order and A uto Receive C heck Boxes 2 7 2 1 Rush Order Option The Rush Order check box gives you a way to flag an order so that it can be transmitted separately via the Send Orders function When the Rush Orders radio button is selected on the Send Orders window all orders flagged as Rush are Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 39 transmitted In this way you can send Rush orders say once a day and send other types of orders on a different schedule Hint If only some of the items on your purchase order need to be rushed create a separate Rush order for just those items For details about the send orders function see the chapter Sending Purchase O rders 2 7 2 2 Auto Receive Option The Auto Receive check box lets you expedite the order receipt process When you save an order with the Auto Receive check box selected the software bypasses the transmission stage and automatically receives the purchase order line items with default values As long as the purchase order has not been transmitted the Auto Receive option is available in Add or Update mode on the Order window By default the Auto Receive check box is unchecked After Virtua saves an order with
168. el Al Apply All OK Cancel Figure 8 8 A pply C redits to Invoi W indow 2 Review the Balance Information e Payment Amount paid on this voucher e Payment Balance Total Applied Credits subtracted from the Payment amount e Total Credit Amount Amount of credits available for use e Total Applied Here Amount of credits applied to the selected invoice during this add voucher request e Total Applied Amount of credits applied to all the invoices during this add voucher request e Credit Balance Total Applied subtracted from Total Credit Amount 3 Select the specific credit s you want to apply and click the Apply Credit button _OR To apply ALL the available credits click the Apply All button 4 Click OK to copy the credits to the Select Invoices for Payment window Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 201 To undo or cancel any credits you applied e Click the appropriate cancel button either Apply Cancel for a specific credit or Cancel All for all the credits 8 4 4 2 Apply Credits Function You can apply credits directly to the selected paid invoice without expanding the credits to see the Apply Credits window To apply all available credits directly to the selected paid invoice 1 Highlight the paid invoice to which you want to apply credits 2 Click the Apply Credits button directly under the display box As many credits as
169. elected line item has been partially paid on this add voucher request payment of line fees constitutes a payment and c credits exist that can be applied towards the selected line item Eligible credits either have no account limitations or use the same account and the same currency as the selected line item The Payment Invoice window is disabled while the Payment Credits window is open Apply Credits Applies the available credits to the selected line item Credits with the expiration date closest to the current date are used first The button is enabled only if a a line item is selected b the selected line item has been partially paid on this add voucher request payment of line fees constitutes a payment c and credits exist that can be applied towards the selected line item Eligible credits either have no account limitations or use the same account and the same currency as the selected fees Unapply Credits Undoes or cancels any applied credits for the selected line item 8 5 2 5 2 Buttons that Apply to the Invoice as a Whole Pay Invoice Pays in full all the invoice line items The button is enabled only if all the line items have NOT been paid in full Pay Cancel Cancels the payment of the invoice line items and any fees and undoes any credits applied This button is enabled only if the invoice has a payment greater than 0 Expand Credits Displays the Apply Credits to Invoice window Apply Credits Applies available
170. eled COG order in English These nine files along with the default files engprintclaim utf printvoucher utf receipt utf distibutionpnint utf and receivingreport utf are copied to your VTLS Virtua and VTLS Virtua New Acquisitions Files directories upon initial installation of the Virtua client The software uses the files in the VTLS Virtua directory and it is the files in this directory that you will want to customize When you install an upgrade to the Virtua client the files in the VT LS Virtua directory remain untouched But the installation of the upgrade will overwrite the files in the VTLS Virtua New Acquisitions Files directory with any new files included in the upgrade 5 5 2 How Virtua Uses P O Letter Template Files Virtua uses a purchase order letter template file when you send a purchase order that is assigned the transmission method of Print The Order window displays the name of the file in the Print File field on the Order Header Information tab on the Order window The particular template Virtua uses to print the order depends on the type of order being sent For example if the order is for a serial Virtua displays in the Print File field Serprintpo utf where stands for the language code of the file If a language code is stored in the vendor record Virtua will use that code to display the appropriate translated template file If no translated file exists Virtua will display the English file in this
171. elete 3 Click the D elete Item button Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 57 N ote The D elete Item button is enabled only if the status of the line item is other than Ordered Canceled or To Be Canceled The system displays a warning asking for confirmation Click the Y es button Repeat steps 1 4 for each line item on the purchase order Click the Save button OD gI gt If the order contains only ONE line item and you delete it or if you delete ALL the line items on the order and then save the order the system responds with the following message Information r There are no line items in this order The order will be deleted when saved 1 Do you wank to proceed with this change Figure 3 14 P O Line Item D deion M essage e Ifyou click Yes the system deletes the purchase order from the database e Ifyou click No the Update Order window stays active so you can add new line items PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 58 Acquisitions v 43 1 3 4 Canceling a Purchase Order or Line Item 3 4 1 Overview of the Cancel Function Virtua lets you cancel a purchase order once the order has been transmitted but not fully received When a Monograph order has the status Received or Paid you cannot cancel it you can only modify the order or otherwise adjust it with a credit memo Likewise Virtua lets you
172. elete Accept the default vendor or choose a new one from the pull down list box Click the Request button or press Enter e w N The D elete Invoice window appears Figure 7 31 PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 182 Acquisitions v 43 1 E Deina Invrice Mil Ea iiie qaar GA Eimiin irika Tii iaki for Parea Lire Total 700 Faut Dioount i Fatit Fee Total ii reece Total 4700 Ur Tre Byer acheter e ia Qn hare pir pected 4 0 TE wto weni woma pem a j e f Esi This Wiis Repeat This Fumotion rr nnr Figure 7 31 D dete Invoi W indow 5 Click the D elete button in the bottom row of command buttons The system displays a Warning stating that the invoice cannot be recovered once deleted and asking you to confirm the deletion 6 Click the Yes button If the software finds no payments attached to the invoice the invoice is deleted 7 7 Saving an Invoice After adding and editing all invoice line items fees discounts and taxes for the invoice you are ready to save the invoice to the database and depending on the When Saving option you select create a payment voucher at the same time The Invoice window offers several options each representing a different workflow for saving the invoice The selection of an option is persistent Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1
173. elow 2 6 1 Order Line Editor Monographs For a Monograph the Order Line Editor window Figure 2 19 displays two main tabs Order Info Distribution and Bibliographic Information The Order Info Distribution tab has two subtabs Line Item Header Information and Account Information The title of the item which is read only appears at the top of the Order Info Distribution tab Order Line Editor Borg60 3001 Order Info Distribution Bibliographic Information Byzantine art and the West Line tem Header Information account Information Unit Price 00 Subject Code RF Copies f Status approved Total Price 00 shipping Sent To wilson Library Due Date fi 14102003 Verdor Tittle IO Location wilson Library Reserve Room Requestor Barcode Motes eins Cancel Figure 2 19 Order Line E ditor M onograph Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 29 2 6 1 1 Elements of the Line Item Header Information Sub tab The Line Item Header Information sub tab contains the following fields Unit Price Copies Total Price read only Due Date Vendor Title ID Subject Code Status Shipping Sent To Location Requestor Barcode Below we describe each field and where needed offer instructions for editing it Unit Price optional Displays the monetary unit symbol for example for the currency selected on the Ad
174. em Damaged Item D efective Item Other Problem D uplicate Wrong Title Wrong Edition Wrong Volume Issue 6 3 4 3 Receipt Date and Quantity Received When you add a receipt the date that appears in the Receipt D ate field will be the system or current date The quantity that appears in the Q uantity Received field will be the same as the quantity ordered Y ou can edit both fields 6 3 4 4 Adding to the New Book List If you select the On New Book List check box on the Edit Receipt Information dialog box Figure 6 12 Virtua flags the item in the database so that it will be included in a New Book List report Using InfoStation you can generate a report that lists all books within a set date range and or classification range and or at a set location After you run the report the system will reset all NBL flags to blank Via the Virtua Profiler you can set the Acquisitions List Flag parameter to ON so that the system checks the box On New Book List automatically 6 3 4 5 Printing a Receipt Slip You can flag the system to print a receipt slip for each oopy of each line item when you save a receipt To do this on the Edit Receipt Information dialog box Figure 6 12 select the Print Receipt Slip When Saved check box for any line item When you click the Save button on the Receipts window the system will display the Print Receipt dialog box Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisit
175. em for which you want to view distribution information and then click the View button 3 On the Order Line Editor window click the Distribution button The View Distribution Groups window appears PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 78 Acquisitions v 43 1 To update distribution groups 1 Display the Update O rder window 2 Highlight the line item for which you want to update distribution information and then click the Edit Item button 3 On the Order Line Editor window click the Distribution button The Update Distribution G roups window appears You can edit the selected distribution groups and or change the library location selections for any one group You can also edit the number of copies ordered 4 4 Working with Distribution Groups Upon Receiving At the receipts stage in the workflow for a distribution enabled purchase order you can e Edit aspects of the distribution information for a selected line item AND e Print the distribution information to send to the vendor 4 4 1 Editing Distribution Information A Distribution button appears on the Receipts window only for a distribution enabled purchase order When the window first appears the button is disabled After you receive and highlight a line item it becomes enabled so that you can edit the distribution information for the receipt For your convenience Virtua places the last received item at the top of t
176. equirements invoices 145 152 paying invoices 189 purchase orders 18 currency tooltip 12 Currency Type field 145 editing at invoice stage 148 payment vouchers 189 purchase orders 13 customizing claim letters 238 distribution receipt 84 payment vouchers 222 purchase order letters 96 receipt reports 146 receipt slips 125 D Default Payment Voucher Template File fig 223 Default Purchase Order Letter Template engmonprintpo utf fig 1 100 engmonprintpo utf fig 2 103 engmonprintpo utf fig 3 105 engmonprintpo utf fig 4 107 Virtua ILS Integrated Library System 284 Acquisitions v 43 1 default purchase order templates 96 editing data elements 100 editing overview 99 tips for editing 99 use of 97 default transmission method 15 88 92 default values purchase order line items 26 purchase orders 38 Delete button Claims window 260 Delete Credit window 234 Delete Invoice window 182 Delete Order window 56 Line Item Receipt Information window 136 Update Invoice window 173 Update Order window 56 Delete Credit Request dialog box fig 234 Delete Credit window fig 234 Delete Invoice Request dialog box fig 181 Delete Invoice window fig 182 Delete Item button Order 16 50 Delete Order window fig 56 Delete Order window displaying 54 Delete PO Request dialog box fig 55 deleting accounts on the Account Information sub tab 33 cla
177. er 98 Figure 5 9 Default Purchase Order Letter Template File 1 100 Figure 5 10 Default Purchase Order Letter Template File 2 103 Figure 5 11 Default Purchase Order Letter Template File 3 105 Figure 5 12 Default Purchase Order Letter Template File 4 107 Figure 6 1 View Bibliographic Record Window Statuses Tab 110 Figure 6 2 Add Update Receipts Request Dialog Box 11l Figure 6 3 Receipts Window Add Update Mode 112 Figure 6 4 Receipts Window ___ 115 Figure 6 5 Receipts Window After Express Receive Function 116 Figure 6 6 Receipts Window ___ 117 Figure 6 7 Edit Receipt Information Dialog Box 117 Figure 6 8 Receipts Window After Receive Function 118 Figure 6 9 Line Item Receipt Information Window 119 Figure 6 10 Line Item Receipt Information Window 121 Figure 6 11 Receipts Window Updated 122 Figure 6 12 Edit Receipt Information Dialog Box 22 Figure 6 13 Default Receipt Slip Template File 126 Figure 6 14 Edit Receipt Information Dialog Box 127 Figure 6 15 Line Item Receipt Information Window 128 Figure 6 16 Receipts Window Condition Values Split 129 Figure 6 17 Line Item Receipt Information Window 130 Figure 6 18 Line Item Receipt Information Window 131 Figure 6 19 Edit Receipt Information Dialog Box 132 Figure 6 20 Line Item Receipt Information Window 32 Figure 6 21 Line Item Receipt Information Window 133 Figure 6 22 View Receipts Request Dialog Box 134 Figure 6 23 Receipts Window __ 135 Figure 6 24
178. er defined reminders or edit existing reminders For information about reminders see the chapter Working with Reminders in this guide e Adding editing notes For either a saved or transmitted order you can view add or edit notes For information about notes see the G etting Started with V irtua A qquisitions G uide e Issuing claims For a transmitted purchase order or order line item you can issue a Claim The Claims button on the Update O rder window and on the Order Line Editor window gives you a convenient way to issue a claim For information about claiming see the chapter Working with Claims in this guide 3 2 Viewing a Purchase Order When a purchase order is in View mode you can perform a number of functions depending on whether the order has been transmitted or not e Ifthe order has been transmitted you can Copy the order Add edit reminders at the order level or line item level View claims at the order level or line item level View notes at the order level or line item level View line item information gt gt e Ifthe order has been saved only you can Copy the order View notes at the order level or line item level View line item information To view a Saved or transmitted purchase order 1 On the Virtua menu bar click Acquisitions choose Orders and then choose View The View PO Request dialog window appears Figure 3 9 Retrieve Cancel Fig
179. ers button 114 249 Reminders window aspects of 265 command buttons 266 list box 265 using 266 Reminders window fig 262 265 267 273 276 Renew PO Request dialog box fig 65 renewing Serial purchase orders 64 renumbering on copied order 69 Repeat This Function radio button 16 38 114 137 147 183 193 repetitive workflows invoices 140 payments 186 purchase orders 38 receipts 108 114 reports on canceled orders 63 on New Book List 124 requestor barcode system validity check 41 resending purchase orders 95 resizing windows Add Order 10 PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 291 Apply Credits window 196 Claims window 249 Invoice 144 Invoice payment 203 Receipts 112 Select Invoices for Payment 188 Rush Order check box 38 Rush Order function description of 38 Rush orders sending 89 S SAP code fields internal credits 229 invoices 145 payments 189 216 SAP codes applying to invoice discounts 160 applying to invoice fees 155 applying to invoice line discounts 162 applying to invoice line taxes 168 applying to invoice line item fees 157 applying to invoice taxes 166 Save button Account Information tab 32 Add Credit window 228 229 Add Distribution Groups window 74 Add Order window 69 87 Cancel Order window 62 63 Edit Receipt Information dialog box 118 121 127 130 132 133 Invoice Fees dialog
180. ert Hint Keep in mind that you can access the View Bibliographic Record for any selected title on the Title Selection List for details see the G etting Started with A oquisiitons G uide OR Creating a brief bibliographic record for the purchase order line item you want to insert by using the Create Brief Bib button see the section Create Brief Bib Button in this guide 2 Dragging and dropping the bibliographic information from the List of Titles window or the View Bibliographic Record window into the Line Items list box on the Add Order window Keep in mind that when you insert line items e Youcan add an unlimited number of line items to a purchase order e There can be only ONE currency type for all the items To insert a line item on the purchase order 1 On the Add Order window click the Insert Item button The Virtua O PAC Search window appears Figure 2 12 Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 19 Figure 2 12 OPA C Search W indow 2 Search for and display the List of Titles window or the View Bibliographic Record window Figure 2 13 for the title that you want to add to your purchase order PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 20 Acquisitions v 43 1 Siew Ribingraphic Aecand bargi 300M HHn rt Peme Maric Smh Tike Joneri i Checked Ou O On Reserwe a Supieshan New York Punam amp
181. es tab of the View Bibliographic Record window 3 Click the Request button Virtua locks the associated purchase order At this point e If the purchase order has been transmitted the Receipts window Figure 6 3 will appear If priority purchase order header notes exist a Messages box will appear simultaneously to inform you of that e If the purchase order has not been transmitted an Error message will appear to inform you of that PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 112 Acquisitions v 43 1 See a ed he ee Witton Pbk Liners fem minier Express Facesin Esnara l Et Thi Winco C Aspa Thi Function m reie Procaed To mutica biem PO Motes Eemncers gence Figure 6 3 Recapts W indow A dd U pdate M ode 6 2 1 Aspects of the Receipts Window Y ou can resize the Receipts window to suit your needs Just place your mouse cursor at the boundary of the window When the cursor changes to a horizontal or vertical arrow hold down the left mouse button and drag the edge of the window You can also adjust column widths for easier viewing of items in the PO Line Items list box To expand a column 1 Click on the column divider 2 Drag the mouse to the left or right 6 2 1 1 Header For your reference the header on the Receipts window displays two fields that are read only e Purchase Order N umber The number of the order to be received e Vendor The ve
182. est D ialog Box D e select the radio button Create From Available Invoices Click the Request button et es The Voucher Without Invoices window appears F igure 8 16 PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 216 Acquisitions v 43 1 A Youcher Without Invoices venus i234 Ioj x voucher ID vendor Academic Book Center Payment Date E Print File Prefix printvoucherutF Accession Number PO Currency United States Dollar uso Payment SAP B1054321 Payment Book Voucher Total 00 Account Information Fiscal Year 001 X feee Account Carla s Test for RER Amount Delete Account 4dd Account 00 hen Saving t Exit This window Repeat This Function Nokes Save Cancel Figure 8 16 V oucher W ithout Invoices W indow 4 Type the Voucher ID 5 If the name in the read only Vendor field is truncated pass your mouse cursor over the field to see the full name in a tooltip 6 Edit the Payment D ate as needed 7 Choose the file that you want to use to print the payment voucher see Editing Payment Header Elements 8 Complete the Accession Number field if desired 9 Edit the Currency field which displays the base currency by default 10 Choose a Payment SAP code from the pull down list available only if the Use SAP flag is enabled in the Virtua Profiler Virtua ILS Integrated Library System PROPR
183. etitive and integrated workflows at the invoice stage If your library assigns a staff member to perform only one step repeatedly in the invoice process Virtua can accommodate your setup Virtua also supports workflows that expedite the acquisitions process by eliminating the need to rekey data and by skipping the receipt stage altogether When you save an invoice you have the choice of e Exiting the window Exit This Window The system saves the invoice and closes the window Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 141 e Repeating the same function Repeat This Function The system saves the invoice and displays the Invoice Request dialog box in the same mode as the current invoice i e if the current invoice is in Add mode the new invoice will open in Add mode e Proceeding to the payment function Immediately Proceed to Payments The system saves the invoice and displays the Select Invoices for Payment window where payment is automatically shown for each invoice line item This option is not available in View mode Whichever option you choose it will persist as the selected value until changed 7 1 2 Displaying Only Received Items Via an Acquisitions parameter Virtua gives you a display option on the Invoice window The Invoice Line Item Display parameter in the Virtua Profiler lets you determine whether ALL purchase order line items or only RECEIVED purchase o
184. ewing updating deleting canceling copying and sending The Add Order window lets you build the order record for one of three different types of orders Monograph Serials or COG Catch all O rder G roup Virtua supports a variety of currencies and workflows to accommodate the different needs of different order types payment types and environments either centralized or distributive This chapter covers the following topics Accessing the Add PO Request D ialog Box Adding Order Information for Monographs and Serials Adding Order Information for CO Gs Aspects of the Add Order Window Inserting Order Line Item Information Editing Order Line Item Information Saving a New Purchase O rder 2 1 Accessing the Add PO Request Dialog Box The first step in adding a purchase order is to access the Add P O Request dialog box To access the Add PO Request dialog box 1 On the Acquisitions toolbar click Add Purchase O rder NI OR On the Virtua menu bar click Acquisitions click Orders and then choose Add The Add PO Request dialog box appears Figure 2 1 Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 3 Add PO Request Order Mumber Order Type Monograph Payment Type standard Wendor aaa Bookstore Figure 2 1 A dd P O Request D ialog Box 2 Inthe Order Number field type an order number or leave the text box
185. f distributed copies N ote Y ou cannot edit the value in the Ordered column After editing the Edit Distribution Groups window might look like Figure 4 8 Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 81 Edit hisinbutor Groups il ES Selected Distribution Groups Marita Aei z ison Library 5 tl l UEL 2 TAN Ordeares Tols hecmi Taim Miria 12 om me om Figure 4 8 E dit D istribution G roups 5 Click the Save button The Receipts window reappears 4 4 2 Printing Customizing Distribution Information At the receipts stage in the workflow for a distribution enabled purchase order you can print the distribution information to send to the vendor along with the invoice The distribution information that is printed resides in a file which you can customize called distibutionpnint utt To print distribution information 1 On the Edit Distribution Groups window Figure 4 8 click the Print button The Print dialog box appears Figure 4 9 displaying D istribution as the format PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 82 Acquisitions v 43 1 Print Ei Number of copies f 2 mes f Selected Records Figure 4 9 Print D istribution D ialog Box 2 In the Number of Copies field type or choose a value 3 ClickOK The printout contains information from the G roup Libraries O rdered and Dis
186. f logging and the destination of the log file for details see the V irtua System M anagement R eference G uide For details on running autoClaim exe see the System M anagement A oquisitions U ser s G uide 10 5 Transmitting a Claim After issuing claims you will want to transmit them either individually from the Claims window or in batch using the Transmit Claims menu function PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 294 Acquisitions v 43 1 When you transmit an individual claim you can choose to transmit it at the level of the purchase order header or at the level of the purchase order line item e To transmit a claim at the level of the header you must access the Claims window from the Order window e To transmit a claim at the level of the line item you must access the Claims window from the Order Line Editor window Currently the available transmission methods are Print and E mail 10 5 1 Transmitting an Individual Claim Print To transmit an individual claim 1 On the Claims window where Print is shown as the transmission method click the Transmit button The Print Claim dialog box appears Figure 10 8 Print ki Claim Records Format Ea M Opies Number of copies te Selected Renords coat Figure 10 8 Print Claim D ialog Box Accept the default print format Claim Select the number of copies of the letter Click
187. f the item ordered Line T otal The total amount of the line item including the line fees and taxes Line Fees The total amount of the line fees Line Taxes The total amount of the line taxes Credits The total amount of credits applied to the line item This includes credits applied to the line fees Payment The amount to be paid on this add voucher request Balance The balance due for the line item i e the Line Total minus the Pay Amount 8 5 2 5 Command Buttons Twelve command buttons appear below the Invoice Line Items list box e The functions of the five buttons in the first row apply to selected invoice line items only e The functions of the seven buttons in the second and third rows apply to the invoice as a whole 8 5 2 5 1 Buttons that Apply to Selected Line Items Pay Balance Pays the selected line item The button is enabled only if a line item is selected and has not already been paid in full PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 206 Acquisitions v 43 1 Pay Cancel Cancels the payment of the line item and undoes any credits applied The button is enabled only if a selected line item has been paid or partially paid during this add voucher request Expand Credits Displays the Apply Credits to Invoice Line Item window with the list of credits that can be applied to the selected line item The button is enabled only if a a line item is selected b the s
188. fied Date The date the credit was last updated which cannot be edited at this point e Expiration Date O ptional The date the credit will expire if not used To edit this field select the check box and then click the down arrow in the list box to see a calendar you can modify e Vendor The vendor who received the original order invoice and payment e Order Number Optional The purchase order number from which this credit originates which may be useful for tracking accounts history e Order Line Number Optional The line number of the purchase order from which this credit originates e Credit SAP This field appears only when the Use SAP setting is enabled in the Virtua Profiler 2 Add notes if desired by clicking the Notes button When a note is added the Notes button will display an asterisk 3 After adding all credit data click the Save button or press Enter At this point e The system checks the credit record and confirms that a credit was added If the system finds an error in the credit record such as a disabled account it will display an Error message and keep the record open for you to make any changes e The software logs the event in the transaction log and makes the credit available the next time an invoice is presented for payment for that vendor Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 229 9 4 Adding an Internal Credit An internal
189. grated Library System 12 Acquisitions v 43 1 Order Header information bang Sripeing internaten PAUE Aprea Toia rer ima ATOE Tint File Pod hh an a i Figure 2 8 Order H eader Information Tab M onograph Serial O rder Order Header Information sang Shipping intorrsston Tos tiD EARTE Taps inded States Dois it Pri File Figure 2 9 Order H eader Information Tab COG Order We discuss the various elements below e Status E ditableon COG orders only The status of the entire order which is fluid and system maintained The status in the header and the statuses for the line items are interdependent In the Virtua Profiler your library can define status values for use with line items and in the Order Line Editor you can choose one of those statuses for each line item But the status value in the header of a Monograph or Serial is calculated by the system which takes into account ALL the line item statuses Bycontrast the Status field for anew COG order is editable The only status option you cannot select for anew COG order is Ordered N ote In general the system uses the most restrictive of the line item statuses to determine the status of the purchase order as a whole e Total N ot Editable The total value of the purchase order in the selected currency of the order To see the equivalent value of the total in the base or home currency move your mouse cursor ove
190. haring the selected currency The value initially stands at 0 and changes as credits are applied Payment The total amount paid on this new voucher It is calculated by subtracting the Balance from the Total The value initially stands at 0 and changes as invoices are paid N ew Balance The Total amount minus the Payment amount The initial balance changes as invoices are paid 8 2 1 3 Invoices Display Box The list box on the Select Invoices for Payment window displays eight labeled columns described below Invoice The invoice number Date The date the invoice was created Invoice T otal The total amount of the invoice Invoice Fees The total amount of the invoice fees associated with the invoice Invoice Taxes The total amount of the invoice taxes associated with the invoice Credits The total amount of credits applied to the invoice Previous Paid The total amount previously paid on this invoice Payment The total payment on the invoice for the current voucher Balance The Amount minus Payment 8 2 1 4 Command Buttons Fourteen command buttons appear below the invoices list box e The functions of the six buttons in the first row apply to selected invoices only e The functions of the eight buttons in the second and third rows apply to ALL the invoices displayed 8 2 1 4 1 Buttons that Apply to Selected Invoices Pay Balance Pays the selected invoice in full including the invoice fees and line fees
191. has been saved and transmitted you can insert line items and add claims notes or reminders immediately but you CANNOT edit the Order D escription field To update a purchase order 1 On the Virtua menu bar click Acquisitions choose Orders and then choose Update The Update PO Request dialog box appears Figure 3 1 PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 44 Acquisitions v 43 1 A Update PO Request 0 Order Humber Figure 3 1 U pdate PO Request D ialog Box 2 Type the number of the order you want to update 3 Click the Retrieve button or press Enter What happens next depends on the type of purchase order and whether it has been transmitted or not e Fora Monograph or Serial order that has already been transmitted you will first see an Error message Figure 3 2 informing you that only claims notes and reminders can be updated Then the View O rder window appears Error x This order has been transmitted ou may add update only claims notes or reminders Do you want to continue Figure 3 2 E rror M essage e ForCOG orders and Monograph or Serial orders that have NOT been transmitted the Update O rder window appears 3 1 1 Updating Transmitted Monograph and Serial Orders Once a Monograph or Serial order has been transmitted you can update only three features claims notes and reminders Even if the order has been canceled you can stil
192. he Payment Date or edit it To do this a In the Payment D ate field click the down arrow to see a drop down calendar Figure 8 4 En April 2001 Sun Mon Tue Wed Thu 1 2 h 4 5 g 3 10 li ile l5 i 17 16 19 ef z3 2 245 26 29 30 Figure 8 4 Calendar Payment D ate b Configure the calendar e To select anew month click the left or right arrow at the top of the calendar e To select a new date click a date on the calendar e To remove the calendar click anywhere outside it 3 Accept the default print file or choose another from the list box PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 194 Acquisitions v 43 1 N ote Each file in the list box contains a translated version of the default file printvoucher utf which is in English The filename for a voucher in French would be freprintvoucher utf similarly the filename for the voucher in G erman would be gerprintvoucher utf 4 Type an Accession Number if your library has defined one for reporting purposes 8 4 Selecting Invoices for Payment After you complete or edit the header elements on the Select Invoices for Payment window you can pay ALL the invoices in the window or select the invoices you want to pay 8 4 1 Paying All the Invoices To pay all the invoices in full 1 Make sure the Currency field in the header displays the currency shared by all the invoices displayed 2 Click the Pay All button Figure
193. he Save button The Receipts window becomes active reflecting the updated data Figure 6 11 If you added any notes on the Line Item Receipt Information window an asterisk will appear in the Notes column for that line item PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 122 Acquisitions v 43 1 leat Serer Ext This Windy C Bapa This Fundi Te beiee Proceed To micat Mem PONoies Eemnes swe cancel Figure 6 11 Receipts W indow U pdated 9 Click the Save button N ote A receipt is not saved to the database until you click the Save button on the Receipts window 6 3 4 Using the Edit Receipt Information Dialog Box The Edit Receipt Information dialog box Figure 6 12 lets you edit the default line item receipt values In this section we describe each field in detail Condition Correct tem Receipt Date ff B003 Quantity Received lo On Mew Bool List E Print Receipt Slip When Saved E SAYE Cancel Figure 6 12 E dit Recapt Information D ialog Box Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 123 6 3 4 1 Assigning a Status For every purchase order line item you can choose a receipt status from a pull down list box in the Edit Receipt Information dialog box Figure 6 12 Y our library can define the values for receipt statuse
194. he description of the Order D ate field in the section Order Header Information Tab e Order Description field see the section Completing the O rder D escription Field Note On aCOG order you cannot insert line items at this point The item level command buttons are disabled Proceed to the When Saving options 3 Select a When Saving option N ote To insert line items on the order select the Transmit and Reopen for Update radio button 4 Click the Save button The COG order window reopens in Update mode Insert line items see the section Edit line items see the section Select a When Saving option see the section If appropriate select the Auto Receive check box see the section Auto Receive Option in this guide 9 Click the Save button Ce SS PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 8 Acquisitions v 43 1 2 3 1 Completing the Order Description Field The Add Order window for COG orders displays a detail box labeled O rder Description where you can EITHER 1 Type information about volumes and numbers or in the case of Planned Orders information about the order that your library and the vendor have agreed upon OR 2 Drag and drop bibliographic information from the View Bibliographic Record window into the description field see the section Using the D rag and D rop Tool N ote If you drag bibliogr
195. he list in the PO Line Items list box so that you can easily locate it for use in distributions To edit distibution information at the receipts stage 1 On the Receipts window receive a line item and highlight it The Distribution button becomes enabled Figure 4 6 Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 79 Haca E Hga A Figure 4 6 Recapts W indow D istribution enabled M onograph O rder 2 Click the Distribution button The Edit Distribution G roups window appears Figure 4 7 Note that the Selected Distribution G roups list box at the top of the window is grayed out so that you cannot select another group PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 80 Acquisitions v 43 1 Edit Oistnbuteon Groups Mi eS Seeched Distribution Groups i Group A Marna Anche z 5 F Grap amp Wison iey 5 Group E ali i Group 8 LICL P z Toan derat Talal hece Tm rit Tz Figure 4 7 E dit D istribution G roups W indow The Edit Distribution G roups window displays the same values that were saved at the purchase order stage 3 Inthe main display area edit any library location by checking or unchecking the associated check box 4 In the Distributed column type a value for any sdected library location even a location for which no copies were ordered To do this click the cell to highlight it and then type the number o
196. hich means that GG 101 is not the same as Ggl01 4 Click the Request button or press Enter e Ifyou are adding an Internal Credit the following Add Credit window appears Figure 9 2 displaying the credit number you assigned and credit type you chose S Add Credit Credit ID GLGO1 Credit Type Internal Currency United States Dollar uso F Amount W Fiscal Year 7 o2 O H Account y Pat O Credit Status _ valid for Use H Create Date sjejzoz sf Last Modified Date a ar fd Credit SP DR Default Record es e ce Figure 9 2 A dd C redit Internal W indow Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 227 e Ifyou are adding a Specific Credit the following Add Credit window appears Figure 9 3 displaying the credit number you assigned and credit type you chose Credit ID ala101 Credit Type Specific Currency United States Dollar USD Amount og Fiscal Year 2o02 Y Account adult h Credit Status valid For Use Create Date rd a Wd Last Modified Date Expiration Date vendor amazon com H Order Number fr O O Order Line Number Credit SAP ae JPR Defaut Record es Ce cot Figure 9 3 A dd C redit Specific W indow 9 3 Adding a Specific Credit To add a specific credit to the database you must edit various fields on the Add Credit window Figure 9 3 To add a specific c
197. his window to suit your needs Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 209 S Apply Credits to Invoice Line Item alance Information Payment 00 Payment Balance 00 Total Credit Amount 1 212 00 Total Applied Here 4 00 Total Applied 00 Credit Balance 1 212 00 Available Credits Credit ID Amount Appled Here Total Applied Balance Figure 8 11 A pply Credits to Invoice L ine Item W indow 3 Review the Balance Information e Payment Amount paid on this voucher e Payment Balance Total Applied Credits subtracted from the Payment amount e Total Credit Amount Amount of credits available for use e Total Applied Here Amount of credits applied to the selected invoice line item during this add voucher request e Total Applied Amount of credits applied to the invoice during this add voucher request e Credit Balance Total Applied subtracted from Total Credit Amount 4 Select the specific credit s you want to apply and click the Apply Credit button _OR To apply ALL the available credits click the Apply All button 9 Click OK to copy the credits to the Select Invoices for Payment Window PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 210 Acquisitions v 43 1 To undo or cancel any credits you applied e Click the appropriate cancel button either Apply Cancel for a specific credit o
198. ibser 1948 Quantity Ordered i Po Line Number Quantity Riecetwed j Tth Debonary of sebected forms in a Cuantky Retuma g Classical Janarese Rerabure E Quarthy E 4 Recdved Conese AAA 7 Frit HEL Received Recept Date Condon Stme Bl 3 Aiino Corect Dem Recetred Satishachory a m m m om m ee ee Figure 6 18 Line Item R ecapt Information W indow 2 Click the Modify button The Edit Receipt Information dialog box appears Figure 6 19 PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 132 Acquisitions v 43 1 A Edit Receipt Information Correct Item ka 5 10 2000 Figure 6 19 E dit R ecapt Information D ialog Box Change the Quantity Received to 1 Change the Status to Returned Change the Condition to Other Problem Click the Save button D O71 e Go The Line Item Receipt Information window reflects the changes you made F igure 6 20 o O E E E Line ltem Receipt Information Figure 6 20 Line Item R ecapt Information W indow Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC To add the receipt Accepted as Duplicate Acquisitions v 43 1 133 Click the Add button to see the Edit Receipt Information dialog box again 1 2 Make sure the Quantity Received is 1 3 Change the Status to Accepted as D uplicate N ote The system counts the status Accepted as D uplicate in the Received value for
199. ibution Bibliographic Information The delicate balance case studies in counseling and care management for older aduta fedted by Bert Line tem Header Information Account Information Account GL Electronic Resources Fiscal ear 2003 Fercent Soo W Account ID Fiscal Year 7 T 7 da a 00 o Fund Code Delete Account Add Account Distnibution Motes eine Cancel Figure 4 5 Order L ne E ditor D istribution enabled M onograph O rder A ocount Information Edit the account information as needed Click the Save button oe 4 2 1 Aspects of the Add Distribution Groups Window The Add Distribution G roups window consists of five areas e Unselected Distribution Groups List e Selected Distribution Groups List e List of Individual Library Locations within selected groups e Quantities e Command Buttons We discuss each area separately below PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 76 Acquisitions v 43 1 4 2 1 1 UnSelected Distribution Groups List On the Add Distribution Groups window the Unselected D istribution G roups list displays every distribution group that is configured in the Virtua Profiler The group designated as the default in the Virtua Profiler will display first in the list You can choose to apply any of these groups to a line item Once you select one or more groups they appear in the Selected D istribution G roups list
200. idential growth Line Item Header Information Account Information Enumeration Information Enumeration Information Motes Claims Cancel Figure 2 22 Order Line E ditor E numeration Information Sub tab COG S To edit Enumeration Information fora COG order 1 On the Order Info Distribution tab in the Order Line Editor click the Enumeration Information sub tab 2 In the Enumeration Information text box type the enumeration and chronology data for this Monographic Set Standing O rder or Planned O rder 2 Saving a New Purchase Order After inserting and editing all the line items for a purchase order you are ready to save the order to the database and depending on the When Saving option you select transmit it to the vendor at the same time The Order window offers several options each representing a different workflow for saving the order The selection of an option is persistent Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 37 2 7 1 About the When Saving Options The bottom of the Add Order window for Monograph and Serial orders Figure 2 23 offers four available When Saving options Exit This Window Repeat T his Function Immediately Proceed To Invoices and Immediately Proceed To Receipts eter Soe U Eai The Hii h Th Puce DO kie rod To brai f iad Proceed Ta Paes Anh orner Hig ecm Modem Cancel Figure
201. ield will display the currency type in a non editable format as shown in Figure 10 2 where USD is the currency If all the invoices do NOT share the same currency the field displays the word A Il in a pull down list box Figure 8 3 This means that all invoices regardless of the currency associated with their orders appear in the display box When this occurs all the command buttons on the window are disabled except for Expand Credits Notes and Cancel Ifyou select a specific currency all the invoices that use the currency appear in the display box and only credits that use this currency can be applied If no credits qualify the Apply Credits button is disabled Ifyou pay some invoices using one currency and then select a new currency the software will warn you that the previous payments credits will be canceled and will ask you if you want to continue with the change of currency e Payment SAP This field is displayed only when the Use SAP setting is enabled in the Virtua Profiler The field offers a pull down list of the SAP codes designated for payments that your library has configured in the Virtua Profiler PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 190 Acquisitions v 43 1 A Saiil leer lei Papel iam fl Voucher ID l Tota CHF Co Werer Arican Bask Colarira Led Previously Puid CHF O0 Paemant Dake SIIT alan CHF ca Print Fia Preise p
202. im exe 252 262 automatic transmission of orders 86 B batch claiming 252 bib information dragging and dropping 20 Billing Method field 15 Billing Sent To field 15 Billing Shipping Information tab fig 14 Billing Shipping Information tab elements of 15 BISAC 86 brief bibliographic records creating 16 buttons Virtua ILS Integrated Library System Add Distribution Groups window 77 Add Invoice window 146 Add Order window 16 17 Cancel Order window 60 Claims window 249 Invoice payment window 205 Receipts window 113 Reminders window 266 Select Invoices for Payment window 191 C calendar fig payment date 193 purchase order date 13 Cancel All button Cancel Order window 60 Cancel button purchase orders 17 Receipts window 137 Cancel Date field 7 13 Cancel Line button Cancel Order window 61 Cancel Order window fig 60 62 Cancel Order window command buttons 60 Cancel PO Request dialog box fig 59 canceled purchase orders and record masking 58 printing 93 related system processes 63 sending 63 89 updating 44 canceling COG purchase orders 59 purchase order line items 58 61 purchase orders 58 59 Serial purchase orders 59 transmission of purchase orders 93 cancellation notices 64 sending to vendors 63 Cataloging User s Guide 58 changes to the guide 279 changing currency at invoice stage 148 charging items to m
203. ims 260 COG orders 54 56 credits 233 invoice discounts 178 invoice fees 177 invoice taxes 168 invoices 181 line items on invoices 173 line items on orders 50 line items on receipts 136 purchase orders 51 54 56 User defined reminders 277 Deposit Donation payment type and Serial orders 33 Discount Amount field 162 Discount Line SAP field 162 Discount Percent field 162 Discount SAP field 160 discounts application of 159 deleting on invoices 178 encumbrance of 159 invoice header level applying 160 invoice line item applying 161 updating on invoices 178 working with on invoices 159 Display Voucher window fig 219 Distribution button Order Line Editor 70 71 Receipts window 78 distribution groups Virtua ILS Integrated Library System specifying for Monograph orders 71 system checks on selection of 41 updating 77 viewing 77 working with 70 working with upon receiving 78 Distribution Groups parameter 70 distribution information editing upon receiving 78 printing upon receiving 81 distribution receipts printing 81 template file fig 83 distributionprint utf 84 97 working with 82 drag and drop tool using to insert COG order descriptions 8 24 using to insert P O line items 20 24 Due Date field Order Line Editor 29 duplicate order numbers system check 40 E EDI standard 86 incompatibility with distribution groups
204. inders F unctionality PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 274 Acquisitions v 43 1 8 On the Reminders window click the Close button The reminder is added to the purchase order line item To add a User defined reminder to a line item from the Claims window e Follow the same procedure that we described above The only difference is that you would access the Reminders window from the Claims window associated with a selected purchase order line item 11 4 1 2 Adding User defined Reminders Directly to a Purchase Order From the Order window Receipts window or Claims window you can add a User defined reminder that is linked to the purchase order header To add a User defined reminder to a purchase order header from the Order window or Receipts window 1 Display the View Update Order window Figure 11 11 or the View Update Receipts window Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 275 Figure 11 11 V iew Order W indow Reminders 2 Click the Reminders button at the bottom of the window The Reminders window appears Figure 11 12 GReminders venus59 1900 lamare Figure 11 12 Reminders W indow PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 276 Acquisitions v 43 1 3 Click the Add Reminder button The Add Reminder dialog box Figure 11 13 appears
205. ine if you want the software to display the Expected reminder as of the due date or if you want the software to ignore the reminder until a specified date If you want the software to ignore the reminder until a specified date you must specify a New Ignore Until date see the section Modifying the Ignore Until D ate otherwise the software uses the due date as the Ignore Until date b Claim Expected Reminders System generated when an issue is claimed or reclaimed either manually or automatically by the claim batch job autoClaim exe The system calculates these reminders by using the value of the reclaim interval as specified in the vendor record Each Claim Expected reminder is linked to a specific purchase order or purchase order line item You can determine if you want the software to display the Claim Expected reminder as of the reclaim date or if you want the software to ignore the reminder until a specified date If you want the software to ignore the reminder until a specified date you must specify a new Ignore Until date otherwise the software uses the reclaim date Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 263 c User defined Reminders User generated If authorized you can manually create User defined reminders from the Reminders window and link them to selected purchase orders line items Y ou can also create User defined reminders directly from different types of
206. ine item N ote If you change the account s of an invoice line item the system will update encumbrances only for the order line item and invoice line item in question The system will NOT automatically recalculate the encumbrances for any other invoices associated with the order line item For this reason we recommend that you change accounts at the invoice level only if the order line item will be appearing on only ONE invoice PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 164 Acquisitions v 43 1 7 3 6 Working with Taxes 7 3 6 1 About Invoice Taxes Different libraries have different ways of handling taxes on invoices e Some libraries want to consider taxes as types of fees and include them in the list of header fees or line item fees which a library defines in the Virtua Profiler e Some libraries want to keep track of taxes such as a Value Added Tax VAT separately from fees and charge such taxes to a special account For libraries that track taxes separately Virtua offers a Taxes parameter in the Virtua Profiler where a library can define different taxes the default tax the account to which a tax is charged and the tax percent The software will automatically calculate the tax on an invoice or invoice line item based on the percent specified in the parameter and will automatically charge the tax whether it is applied to the invoice or an invoice line item to the specified account N ot
207. information from the List of Titles or the View Bibliographic Record window and drop it into the Order Description field or Line Items list box on the Add Order window Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 25 To drag bibliographic information from the List of Titles or View Bibliographic Record window into the Add Order window 1 Set up your screen so that you can see the Add Order window AND either the List of Titles or View Bibliographic Record window for a FRBR record the Manifestation record must be the active record To do this you might have to drag some windows by the title bar to get them out of your way 2 Select the title to drag e On the View Bibliographic Record window click anywhere on the Full tab or MARC tab OR click in the header of the Items tab or Holdings tab _OR e On the List of Titles window position the hand cursor over the desired title 3 Hold down the left mouse button and drag the title to the Line Items list box or the Order Description field on the Add Order window Hint When dragging is successful the mouse cursor changes to a small document Icon 4 Release the mouse button The title appears as a line item along with various default values which appear automatically in the appropriate columns 2 6 Editing Order Line Item Information After you insert a line item on your purchase order you need to edit it using the O rder Lin
208. ion Serial and COG Orders The Cancel function works the same for all types of purchase orders with the following exceptions Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 59 Serial Order Y ou can cancel a Serial order at any time even after you have received the first issue You can also specify a date of cancellation on the Enumeration Information tab in the Order Line Editor COG Order A COG order remains open to accept new line items until you discontinue or cancel the order Y ou can specify a date of cancellation for the order as a whole on the O rder Header Information tab on the Add Order window Note that you can modify a COG order even after you have canceled it 3 4 3 Canceling an Order To cancel a purchase order 1 On the Virtua menu bar click Acquisitions choose Orders and then choose Cancel The Cancel PO Request dialog box appears Figure 3 15 Cancel PO Request Order Number i cance Figure 3 15 Can l PO Request D ialog Box Type the order number of the record you want to cancel Click the Retrieve button or press Enter a If the order that you want to cancel has not yet been transmitted an Error message appears Figure 3 16 Figure 3 16 E rror M essage PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 60 Acquisitions v 43 1 Otherwise the Cancel O rder window appears Figure 3 17
209. ion at the invoice stage For any invoice line item you can view and edit account information in the Accounts section on the Invoice Line item window Figure 7 17 N ote Although you can assign more than one account to a line item at the purchase order level you can assign only ONE account to the line item as the invoice level This means that if you want to modify accounts where two accounts are associated with a line item you will be able to add only one new account Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 163 4 Invoice Line Item borg19 3000 Price Account Mame quantity WL General Collection Status vaid for Fayment Line SAP ho SAF Code specmed Discounts Discount Percent 0 00 Discount Amount 0 Discount Line sap JMO 5AF Code specified Fiacal Year 2000 Mem Account RL Electronic Resources Apply New Account Cancel Figure 7 17 Invoi L ine Item W indow To edit the account information for the selected invoice line item 1 Modify the Fiscal Y ear and New Account fields by choosing a new value in the pull down list 2 Select the Apply New Account check box 3 Click the Post button To reflect the new expenditure the system unencumbers the old account s and encumbers the newly selected account for the invoice line item AND updates the account information for the purchase order l
210. ions Acquisitions processes The Distribution G roups workflow is available for Monograph orders only and it works in conjunction with the Distribution Groups parameter in the Virtua Profiler y irtua provides a workflow for libraries that use distribution groups in their Important If you enable the Filter Acquisitions Records By Log in Location flag you should NOT enable the Distributions G roup parameter and vice versa To do so will cause problems in your system This chapter covers the following topics Introduction Specifying Distribution Groups Viewing or Updating Distribution Groups Working with Distributions and Receiving 4 1 Introduction In the Distribution Groups workflow Virtua lets you assign specific libraries or distribution groups to a purchase order line item under three conditions 1 The Use Distribution Groups check box is selected in the Acquisitions Distribution G roups parameter in the Virtua Profiler 2 Distribution groups are configured in the Acquisitions Distribution G roups parameter in the Virtua Profiler for details see the V irtua Profile A oquisitions Parameters U ser s G uide 3 The order line item is part of a Monograph order If all three conditions are met for a selected order line item a Distribution button will appear in the O rder Line Editor Figure 4 1 Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 71
211. ions v 43 1 125 The receipt slip contains the following preset information with each element receiving its own line e Purchase order ID Purchase order line number Title Bib ID ISBN ISSN Vendor Receipt D ate Location Condition Receipt Status Acquisitions List Flag setting i e whether the item is on the New Book List Vendor Notes VTLS ships Virtua with a default template for a printed receipt slip Y our library can customize the receipt slip by editing or translating the default file see below You can edit the file to determine which data elements should print and in which language and format 6 3 5 Customizing the Printed Receipt Slip Your library can customize the printed receipt slip by editing the file receipt utf F igure 6 13 to determine the elements on the slip print order of the items and alignment left or right justified or centered of the items N ote By default the file receipt uttf is read only when it is installed Before you can edit it you must change the permissions on the file via the Windows File Properties function PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 126 Acquisitions v 43 1 Default Receipt Slip Template File ij receipt utl Notepad File Edit Format Help jorderlo order ID jorderloPercentoyer Leftijustity LineNumber Line Number LineNumberPercentoyer Leftiustity Title Tit le Tit lePercentover Leftiustity BibID 61b ID BibloPercento
212. ions for Order D ate above e Print File E ditable The files available in the pull down list box are those purchase order templates including any translated templates designated for use with this particular type of purchase order For example if the order is a Monograph order only files of the type monprintpo utf appear in the list where the asterisk represents the language code as specified in the vendor record If no language code is specified in the vendor record Virtua displays the default file engmonpnintpo utf but you can override this default and choose another filename in the pull down list In addition to engmonprintpo utf the purchase order letter templates that are available and shipped with the Virtua client are e engmonprintporush utf used with rushed Monograph orders e engmonprintcancelpo utf used with canceled Monograph orders engserprintpo utf used with Serial orders PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 14 Acquisitions v 43 1 engserprintporush utf used with rushed Serial orders engserprintcancelpo utf used with canceled Serial orders engcogprintpo utf used with COG orders engcogprintporush utf used with rushed COG orders engcogprintcancelpo utf used with canceled COG orders gt gt o o All these files reside in the VTLS Virtua directory and can be modified see the section Working with Purchase O rder Letter Templates i
213. it window appears Figure 9 5 and Figure 9 6 Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC E Update Credit Credit ID Credit Type Amount Fiscal Year Account Credit Status Create Date Last Modified Date Incomplete X l 4f 6j2001 Specific 15 00 USG 2001 s Monographs Z Acquisitions v 43 1 231 4 af200t Expiration Date Vendor academic Book Center Order Number ws Tae cot Order Line Number Figure 9 5 U pdate C redit Specific W indow A Update Credit Credit ID INT1O0 Credit Type Internal Amount 20 00 USD Account Main vd Fiscal Year 20010101 20011251 Credit Status Incomplete 6l Sf2000 ai 5 2000 z Cancel Create Date Last Modified Date Figure 9 6 U pdate C redit Internal W indow 4 Modify any data fields except the Last Modified D ate and add or edit notes as needed 9 Click the Save button or press Enter The system verifies that the record was updated PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 232 Acquisitions v 43 1 9 6 Viewing a Credit Record When you choose the View Credit function the credit record is NOT locked as it is when you choose the Update function To view a credit record 1 On the Virtua menu bar click Acquisitions choose Credits and then choose View The View Credit Request dialog bo
214. item PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 146 Acquisitions v 43 1 7 2 1 3 Command Buttons The Add Invoice window displays item level and invoice level command buttons Item Level e Line Taxes Lets you apply specific tax types to a highlighted line item This button appears only when the Use Taxes setting is enabled in the Virtua Profiler e Line Notes Lets you view and add notes which will be attached to the selected invoice line item as well as view and add priority notes which will be attached to records linked to this line item e Line Fees Lets you add miscellaneous fees which will be added directly to the cost of the specific item and thus charged to the same account as the line item itself e Insert Lets you insert line items from a purchase order that you specify e Edit Lets you edit the price quantity and status of the selected line item e Delete Lets you delete the selected line item Invoice Level e Invoice Taxes Lets you apply specific tax types to the invoice as a whole This button appears only when the Use Taxes setting is enabled in the Virtua Profiler e Invoice Discount Lets you apply discounts to the invoice as a whole e Invoice N otes Lets you view and add notes that will be attached to this invoice as well as view and add priority notes that will be attached to records linked to this invoice e Invoice Fees Lets you add invoice header fees
215. items at the status To Be Canceled e If an entire purchase order is canceled Virtua will send the entire purchase order to the vendor and each line item will be marked Canceled e If only specific line items on a purchase order are canceled Virtua will send only the canceled line items to the vendor 3 5 Renewing a Purchase Order Y ou can renew a purchase order for a Serial order subscription once the subscription has been invoiced A subscription can be renewed any number of times Internally Virtua keeps track of the each renewal by assigning an extension number to the order number in the renewal record The software uses this internal number for linking the renewal to the original purchase order To renew a Serial purchase order 1 On the Virtua menu bar click Acquisitions choose Orders and then choose Renew Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 65 The Renew PO Request dialog box appears Figure 3 21 Renew PO Request Figure 3 21 Renew PO Request D ialog Box Type the order number of the purchase order you want to renew Click the Retrieve button or press Enter SN A new Add Order window appears Figure 3 22 bearing the same purchase order number as the original Serial order TAr Urim borg 4 j Figure 3 22 A dd Order W indow Renewal PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 66 Acquisiti
216. itions v 43 1 137 6 7 Saving Receipt Information After you receive all the line items for a purchase order or edit an existing receipt you will want to verify that all the information is complete and save the receipt record to the database To do this 1 Determine what you want the next procedure to be upon saving At the bottom of the Receipts window you have the following choices e Exit This Window default The system saves the current receipt and closes the Receipts window e Repeat This Function The system saves the current receipt and opens a request dialog box so that you can request a new receipt If an error occurs when saving the current invoice the system will handle the error and not display the dialog box e Immediately Proceed to Invoices The system saves the current receipt and automatically opens the Add Update Invoice dialog box so that you can enter an invoice ID 2 Click the Save button to save the receipt record to the database and attach it to the purchase order At this point the system prints a receipt slip for each copy of any line item where you selected the check box Print Receipt Slip When Saved on the Edit Receipt Information dialog box 6 7 1 Invoicing When Saving By selecting the Immediately Proceed to Invoices radio button you can proceed immediately from receipts to invoicing whether you are in View mode or Add Update mode For example if you are in View mode on the Receipts win
217. keep in mind these things e You will not be able to change the Order Type on the copied order A copied purchase order must be of the same type as the source purchase order e Ifthe copied order contains line items that are Canceled or To Be Canceled the line items are copied with a status of Needs Approval e Ifthe preferred language of the vendor for the copied purchase order is different than that of the original vendor the software will know to use the new preferred language for the printed purchase order letter 3 6 2 Using the Copy Function To copy a purchase order directly 1 On the Virtua menu bar click Acquisitions choose Orders and then choose Copy _OR To view or update the order before you copy it 1 On the Acquisitions menu click Orders and then choose View or Update After viewing and or updating the order click the order level Copy button N ote If you updated the order Virtua will ask if you wish to save the purchase order before the copy is made The Copy PO Request dialog box appears Figure 3 24 PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 68 Acquisitions v 43 1 3 Copy PO Request Ms Order Humber New Order Number vendor Abbeville Publishing Group Figure 3 24 Copy PO Request D ialog Box 2 In the Order Number field type the order number of the original purchase order 3 In the New Order Number field type the order number of the
218. l update it by adding notes or reminders Since you cannot edit header elements of the transmitted purchase order or edit order line items the O rders Update function displays the View Order window Figure 3 3 instead of the Update O rder window Note that a new header element Ordered By Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 45 appears on the View and Update Order window This field displays the user who actually placed the order Because the username comes from the log in this field does not appear until after the order is saved Wier erer Oren unter ivi Order Tine THis Ordered fy vist Ceder Header information Gas ppg infortalion Figure 3 3 V iew Order W indow U pdate M ode At the item level you can do the following e Add an item reminder OR e View aselected item in the Order Line Editor where you can edit claims and notes for the specific line item N ote Although you cannot delete transmitted line items you can cancd them using the Order Cancel function see the section Canceling an Order or Order Line Items At the order level you can do the following e Add edit a reminder PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 46 Acquisitions v 43 1 e Copy the purchase order e Add edit a note e Add edit a claim depending on the due date When you have completed your editi
219. lay the View Update Order window or the View Update Receipts window 2 Highlight the line item for which you want to view and or add a reminder Figure 11 7 PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 272 Acquisitions v 43 1 Figure 11 7 V iew Order W indow Reminders 3 Click the Item Reminder button The Reminders window appears As Figure 11 8 shows no reminders exist for the selected line item 3 Reminders venus59 1900 DO mais Lignan Woh Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 273 Figure 11 8 Reminders W indow 4 Click the Add Reminder button The Add Reminder dialog box Figure 11 9 appears S Add Reminder venus59 1900 Remark A Ignore Until Si 3 2002 Figure 11 9 A dd Reminder D ialog Box 5 Type your reminder message in the Remark field required entry 6 Accept the current system date or choose a new date in the Ignore Until date box 7 ClickOK The Reminders window Figure 11 10 displays your reminder along with the number of the purchase order and purchase order line item A Reminders borg19 3000 Tile Remarks Additional Infa Type SUbTyoe Date Location Ciuaritit When the first issue FABZ0035 Wilson Public Library O Claims Ignore Util Delete Close Figure 11 10 Claims W indow Rem
220. le the system calculates the tax based on the entire invoice including any applied discounts or assessed fees This means that if you do not want fees to be taxed you should apply the invoice tax first and then assess the fees 7 3 6 2 Applying Invoice Header Taxes To apply a header tax to an invoice 1 Verify that the Use Taxes check box is selected in the Taxes parameter 2 On the Add Invoice window Figure 7 18 click the Invoice Taxes button T Addl invoace Lie Taxar Lina hoier Lra Ferr Fam Eri Dairia Exit This biie Repeat This Fumotion ieee Procsed to Paynen Figure 7 18 A dd Invoice W indow T axes Buttons The Invoice Taxes window appears Figure 7 19 PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 166 Acquisitions v 43 1 3 Invoice Taxes Selected Taxes iDefautFee o R SAP WOT Value Added Tax gt Import Tax 65T Goods and Services T gt gt Apply Cancel Figure 7 19 Invoice T axes W indow 3 Select one or more taxes to apply to the invoice from the All Available Taxes list box 4 Click the arrow button to move your selection s to the Selected Taxes list box OR Click the double arrow button to move ALL the available taxes to the Selected Taxes list box 5 To select a SAP code to apply to this tax click twice in the SAP column and select a code N ote The SAP column appears only when the
221. lected claim in the claim list Transmit Transmits the selected claim in the claim list Currently the only available transmission method is Printed Claim Letter e Close Closes the Claims window 10 3 1 3 Adjusting Column Width For complete viewing you can expand the width of any column on the Claims window To expand a column 1 Point your mouse at the column divider The pointer becomes a two headed arrow 2 Hold down the mouse button and drag the divider to the left or right PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 290 Acquisitions v 43 1 10 4 Issuing a Claim Y ou can issue individual claims at the purchase order header level or line item level or you can issue a batch of claims via an overnight process When a claim is created the total claim count for the vendor associated with the claim is incremented The historical claim count is stored in the vendor record 10 4 1 Issuing an Individual Claim To issue an individual claim 1 Display the Update O rder window or the View Order window in the case of a transmitted order 2 To issue a claim at the header level click the Claims button _OR To issue a claim at the line item level highlight the line item click the Edit or View Item button and then on the Order Line Editor window click the Claims button N ote e If the order has not yet been transmitted or has already been fully received the Claim button will
222. lete button ied aaa displays a Warning and asks if you are sure you want to delete the 3 Click OK The line item is deleted from the Invoice O rder Line Information display box N ote If you delete a line item that is valid for or partially valid for payment Virtua changes the status of the item from Invoiced back to its previous status The system will also disencumber the invoice price along with fees and taxes and encumber the purchase order line price 7 4 3 Updating Miscellaneous Fees 7 4 3 1 Updating Invoice Header Fees To update an invoice header fee 1 On the Update Invoice window click the Invoice Fees button on the bottom row of the window The Invoice Fees dialog box Figure 7 24 appears displaying any fees already assigned PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 174 Acquisitions v 43 1 E Invoice Fees ol x Fee Type Insert Shipping amp Handling bn Edit Delete F Figure 7 24 Invoice F ees D ialog Box 2 Highlight the line you want to edit and then click the Edit button The Invoice Fee Modification dialog box appears 3 Modify the value in the Amount field and then click the Post button 4 On the Invoice Fees dialog box click the Save button The Update Invoice window Figure 7 25 becomes active displaying an updated fee total in the Invoice Fee Total field in the header The software automatically adjusts the Invoice T otal accordingl
223. line 1 Do you want to add a group AO ae Figure 2 29 Purchase O rder C onfirm D ialog Box e Checks whether the barcode if one exists in the Requestor Barcode field is valid fit finds the barcode invalid the system will display an Error message and the Add Order window will remain open so that you can edit the barcode e Updates the status of the order If the status is Approved the appropriate accounts are encumbered e Records purchase order status information including order type and payment type on the Statuses tab of the View Bibliographic Record window e Checks if the appropriate fund accounts have enough free balance N ote If the amount on the purchase order is greater than the free balance of the selected account s the software will display an Error message Figure 2 30 informing you of the over encumbrance affected line item and name of the account The Order window will remain open so that you can change the O ver encumbrance percentage specified for the account s and then save the order again PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 42 Acquisitions v 43 1 A Messages Order ID 58 Line Mo 1 ACCOUN L Special Collection Reason For Failure Ineuticient Funds Amount Meeded 1 000 00 Figure 2 30 E rror M essage O ver encumbrance e Records the event in the Acquisitions transaction log e If no errors occur and depending on your choice of action upon
224. line item updating 175 updating on invoices 173 fees vs taxes 153 164 Filter Acquisitions Records By Log in Location flag 70 90 Filter Acquisitions Records by Log in Location setting 15 Filter Acquisitions Records By Log in Location setting 30 31 effects on the Account Information tab 31 Filter By Location check box 89 Fiscal Year field Order Line Editor 32 fiscal years editing on orders 32 FRBR record window dragging and dropping from 25 ftp method for sending receiving orders 86 Fund Code field Order Line Editor 32 Fund Code value source of 32 G General Reminders Request 263 General Reminders Request window 270 General Reminders Request window fig 264 Getting Started with Acquisiitons Guide 18 Getting Started with Acquisitions Guide 58 Getting Started with Virtua Acquisitions Guide 1 52 192 grace period for vendors 252 H header Add Invoice window 144 Virtua ILS Integrated Library System 286 Acquisitions v 43 1 Add Order window 11 claim letter 240 241 fees 146 Items or Holdings tab View Bibliographic Record window 20 25 Line Item Receipt Information window 119 purchase order letter 99 100 Receipts window 112 Select Invoices for Payment window 188 193 header fees See invoices OR fees holdings record creation and the Serial order 5 I Ignore Until button 266 Ignore Until date 262 modifying 269 setting a new
225. list box highlight any items you want to remove from the invoice or line Click the arrow to transfer the item s to the All Available Taxes list box In the All Available Taxes list box select any items you want to add to the invoice or line Click the arrow to transfer the item s to the Selected Taxes list box Click the Apply button Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 169 The Update Invoice window become active displaying the updated header tax values in the Invoice Tax Total field and the updated line tax values in the Tax Total column for the selected line 7 4 Updating an Invoice Once an invoice is created and saved in the system you can update various aspects of the record such as inserting new line items up until the invoice is paid or partially paid If you update a paid or partially paid invoice and then try to save it the system displays a warning that payments already exist for this invoice and that only unpaid line items will be updated N ote To update an invoice that has already been paid you must use a credit memo When you modify an invoice the software locks the invoice record and the associated purchase order so that another user is blocked from modifying the record until you save it Updating an invoice involves the same functions used to add an invoice For a fuller explanation of each of the tasks below see the section Adding an Invoice
226. ller description of the e mailing claims functionality that was available in Release 42 4 12 1 2 Modified Sections Section 2 4 3 Billing Shipping Information Tab Revised to include the new functionality underlying the Billing Sent To and Shipping Sent To addresses Section 2 5 3 Using the Drag and Drop Tool Revised to include new drag and drop functionality from the List of Titles window Section 2 6 1 1 Elements of the Line Item Header Information Sub tab Revised to describe the Shipping Sent To field which replaces the former Main Location field and the Location field which replaces the former Sublocation field Section 2 6 1 2 Editing the Account Information Sub tab Revised to include the new use of decimal percentages Section 7 3 5 Working with Accounts at the Invoice Level Added an important note at the end of the section Section 8 5 Working with Selected Expanded Invoices Added an important note at the beginning of the section Chapter 11 Working with Reminders The chapter has been reorganized and information has been modified and clarified There is no new functionality PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 280 Acquisitions v 43 1 12 2 Version 43 0 Version 43 1 In the 43 1 version of the guide we corrected textual errors and made the following revisions e We documented that you must assign an invoice numbe
227. mail message Otherwise the system defaults to Print 5 4 3 Using the Send Orders Function To transmit a purchase order using the Send Orders function 1 On the Virtua menu bar click Acquisitions choose Orders and then choose Send Orders The Send Orders dialog box appears Figure 5 1 Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 89 Send Orders borg19 3000 IO x Pot i Oniets f Al Outstanding Yvendan C Single Order C By Vendor C By Date m FAB2003 mi Kl a ai l hl aal Fitter by Location Transmit Canceled Orders Cancel Figure 5 1 Send Orders D ialog Box C Rush Orders 2 Select a transmission category by clicking a radio button D epending on the category you select grayed out fields such as PO Number Vendor Start and Stop will become active as appropriate e All Outstanding Sends ALL orders that have Approved status e Single Order Sends a specific Approved order whose number is supplied in the P O number field e By Vendor Sends ALL Approved orders for a specific vendor whose name is supplied in the Vendor field When you begin typing a name Virtua automatically completes your string with the closest match it finds in the vendor index e By Date Sends ALL Approved orders whose Last Modified date falls within the specified date range indicated in the Start and Stop date fields e Rush Orders Sends ALL
228. mmand Buttons Four item level command buttons appear directly below the PO Line Items list box The functions of the buttons apply to selected line items only Item Reminder Displays the Reminders window Expand Displays the Line Item Receipt Information window Express Receive Receives the selected line item with all default values Receive Displays the Edit Receipt Information dialog box where you can modify default receipt values Four header level command buttons appear at the bottom of the window The functions of these buttons apply to the Receipts window as a whole View PO Notes If a priority purchase order header note exists this button will be enabled so that you can view the note on the Acquisitions Notes window PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 114 Acquisitions v 43 1 e Reminders Displays the Reminders window for the selected line item as well as the receipt record as a whole e Save Saves the Receipts information to the database e Cancel Cancels any data entries and closes the Receipts window 6 2 1 4 When Saving Options When you save a receipt you can select one of three When Saving options e Exit This Window e Repeat This Function e Immediately Proceed to Invoices 6 3 Adding Receipt Information To add a receipt the purchase order must have the status of Ordered Virtua gives you several options for receiving a selected line item
229. mode Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 269 11 3 4 Modifying the Ignore Until Date If you want to use a due date or reclaim date other than the date that the system automatically calculates and assigns to an Expected item or claim you must modify the Ignore Until date To modify the Ignore Until date 1 On the Reminders window Figure 11 4 highlight the desired reminder 2 Click the Ignore Until button The Set Ignore Until D ate dialog box Figure 11 6 appears CA Set Ignore Until Date hermes99 9 ME ES Select a radio button option or manually enter anew date in the new ignore until date Field Increment 1 day Increment 1 week Increment 2 weeks Increment 3 weeks Increment 4 weeks i Increment 1 month Original Ignore Until Date X New Ignore Until Date 3132002 Figure 11 6 Se Ignore U ntil D ate D ialog Box 3 Select a radio button that specifies the length of time to add to the original Ignore Until date OR In the New Ignore Until D ate field type or choose a new date PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 270 Acquisitions v 43 1 N ote If you set a new Ignore Until date e The new date must be equal to or greater than the current date e You will not be able to see the new Ignore Until date in the system until the actual date arrives and the reminder is displ
230. n the left mouse button and drag the edge of the window 8 2 1 1 Header Elements The elements on the left side of the header on the Select Invoices for Payment window are as follows Each element has its own specifications which we describe below Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 189 e Voucher ID A unique alphanumeric string up to 30 characters long that you are required to assign to the payment to save it and identify it for future reference Note that Voucher IDs are case sensitive e Vendor The name of the vendor you specified on the Voucher Request Y ou cannot edit this field If the vendor name is truncated on the window you can see the full name by passing your mouse cursor over the text and viewing a tooltip e Payment Date The date the payment is made By default it is the current date but you can edit it e Print File Prefix The name of the file that the software will use to print the payment voucher The default file is printvoucher utf but translated versions of the file may be available in the pull down list box e Accession N umber An optional field that can display a number Y our library can use this number for any purpose Virtua does not use it but the system does save it e Currency In order to pay eligible invoices all the invoices must reflect the same currency value If all the eligible invoices share the same currency this f
231. n this guide 2 4 3 Billing Shipping Information Tab The Billing Shipping Information tab of the Add Order window Figure 2 11 displays acquisitions address names and preferred methods for billing and shipping It also displays the vendor s preferred method for transmitting the order Ardd Mirim Creole Briet Bib Topy Ben reinem Date hem E Eat ten Ext Thir Winda C Repas Thig Funcion l mr seiy Proceed To irapipar D marei Proceed To Fepaipir C Rsh Order T Auo Pacek ties me coce Figure 2 11 A dd Order W indow Billing Shipping Information T ab Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 15 On the Billing Shipping Information tab you can find the following header elements e Billing Method The pull down list box contains the available methods for paying bills These methods are preset in Virtua and cannot be changed They are Courier default E mail Fax Mail and X 12 e Shipping Method The pull down list box contains a list of methods that a vendor might use to ship orders to your library The shipping methods are based on EDIFACT standard codes and descriptions In the vendor record you can specify those methods that you want to appear in this list box By default the system displays the first shipping method specified When no shipping method is specified in the vendor record the system displays No Specific Method which m
232. ncel the payment function e Click the Pay Cancel button Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 199 8 4 4 Applying Credits to Selected Invoices Y ou can expand credit information to view available credits or apply credits to a selected invoice under the following conditions e There are credits attached to the potential payment record e The credits use the specified currency and e The credits are not restricted so they can be applied to the selected invoice that has been paid 8 4 4 1 Expand Credits Function To view the credits that are available for the selected invoice 1 Highlight the invoice 2 Click the Expand Credits button directly under the display box The Apply Credits to Invoice window appears Figure 8 8 displaying the list of credits that are available to apply to the selected invoice once it is paid The top of the window displays Balance Information Y ou can resize this window to suit your needs PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 200 Acquisitions v 43 1 S Apply Credits to Invoice alance Information Payment 6 00 Payment Balance 6 00 Total Credit Amount 1 212 00 Total Applied Here 00 Total Applied 4 00 Credit Balance 1 212 00 Available Credits Credit ID Amount Applied Here Total Applied Balance ee o oo HE SC eno CS Apply Credit Apply Cancel Banc
233. ndor name pulled from the purchase order Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 113 6 2 1 2 PO Line Items List Box The PO Line Items list box on the Receipts window displays the ordered line items on the purchase order The information appears in labeled columns each of which can be expanded for easier viewing The columns are Line Line number taken from the purchase order N otes If purchase order notes exist for this line item this column will display an asterisk Vendor Title ID The optional ID number taken from the purchase order that the vendor has assigned to this particular item Title Title of the line item ordered If the item has no title the software displays No Title A vailable Location Location for which the item issue was ordered If multiple copies were ordered for multiple locations each location appears on a separate line in the display box Ordered Number of copies ordered as indicated on the purchase order O nly those items from the purchase order that qualify for receiving appear Received Number of copies received to date PO Line Status The status of the line item on the purchase order Condition Displays the condition of the item upon receipt as specified in the Edit Receipt Information dialog box If two copies of the item have different conditions the condition of each copy will display on a separate line 6 2 1 3 Co
234. ndow reappears with a refreshed Line Items box PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 50 Acquisitions v 43 1 5 On the Update Order window select another line item to edit OR Click the Save button to save your changes to the database 3 1 3 2 Deleting Line Items If you are updating a Monograph or Serial order before it has been transmitted you can delete order line items Caution Always check encumbrance and expenditure statuses before deleting a line item To do this 1 On the Order Line Editor note the name of the account and fiscal year for the line item Access Fund Accounts Setup 2 3 On the Account Management window find the account in question 4 Double click it to view the Encumbrance and Expenditure fields To delete an individual line item 1 Display the Update O rder window for the purchase order 2 Highlight the line item you want to delete and then click the D elete Item button N ote The D elete button is enabled only if the status of the line item is NOT Ordered Canceled or To Be Canceled Virtua displays a warning Figure 3 7 asking for confirmation Warming AN Do you really wank to remowe the line item From the order Figure 3 7 D dete W arning 3 Click the Yes button The system deletes the line item and refreshes the Update O rder window renumbering the remaining line items to reflect the deletion s Virtua ILS Integr
235. ng e Save your changes to the database by choosing a When Saving option and clicking the Save button 3 1 2 Updating Saved or Transmitted COG Orders Once aCOG order has been saved or transmitted you can update it Typically fora COG order your library has already received the physical item so you could be updating the order at status Approved to insert a new line item and then proceed to receipts e Ifthe COG order has been saved only and not transmitted the line item area on the Update O rder window will be inactive The Order D escription field will be available for editing The Transmit and Re open for Update radio button will be available as a When Saving option e Ifthe COG order has been transmitted the O rder D escription field on the Update Order window Figure 3 4 will be inactive The line item area will be active so you can copy insert delete and edit line items and add edit item reminders N ote Once you have transmitted a COG order you have the option to delete line items but we recommend that you cancel them instead using the O rder Cancel function see the section Canceling an Order or Order Line Items Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 47 4 ligedlate Creer HHE Orseres M rin Situs Total h Onder Dake Currency Type firen hates ir Eiin Prii File ereng ii Te Bee el ed ech Sih Deon Crore Beco
236. ns claims letter allows for an optional header that can consist of several lines or strings If you want to include a header in your letter type each line of the header in order starting with H eaderStrings1 as shown in Figure 10 2 BeginH eader Start the Header section here LinesD own Type a number that indicates the number of lines from the top of the page to leave blank before starting the header PercentO ver Type a number between 0 and 100 that indicates the percentage of the page from the left to leave blank before starting the header Alternatively type the word L et ustify C enter or R ight ustily HeaderStringsl Type the first line of your header here PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 242 Acquisitions v 43 1 HeaderStrings2 Type the second line of your header here N ote Y ou can have as many lines of HeaderString s as you want Y ou just need to start with 1 and continue numbering consecutively EndH eader End the Header section here 10 2 1 2 2 Vendor Information Figure 10 2 shows the Vendor section of the file You cannot edit the vendor name and address but you can specify the format of the address e Vendor name Pulled from the vendor record e Vendor address Pulled from the vendor record e Attention information Stored in the vendor record If this information is specified it will print on the purchase order after the vendor name and bef
237. nt of the line for example ISSN ISBN ISSN ISBN 0 10 5 The claim letter template file itself contains instructions on how to edit the file Instructions precede each section which we discuss below Y ou can identify the instructions by the double asterisks that precede each line in the file N ote In the following section we describe each element of the default claim letter template file engprintclaim utf and how to edit it We have captured the template file in three screens Figures 10 2 10 3 and 10 4 To make it easier for you to see the data elements that we describe we have removed all the editing instructions that are commented out in the file Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 241 10 2 1 2 Default Claim Letter Template First Screen 7 engprintclaim utf Notepad File Edit Format Help BeginHeader Lines Down 1 Percent Qver 20 Header Stnngs1 English Claim Letter Headersthngs2 secand optional header string Header stings3 Third optional header string End Header Beginvendor Lines Down 2 Percent Over 60 VendorFormat City Stateip Country Endvendor Begin Date Date Format d mmmn yyy Lines Down 2 Percent OQver 60 EndDate Begin Entit ID Lines Down 4 Percent Over 40 Entity D Claim ID Figure 10 2 D eault Claim L etter Template File engprintdaim utt 1 10 2 1 2 1 Header Information The Acquisitio
238. nt window or the Invoice payment window as appropriate You can select all available credits or only certain credits to apply to the invoice or line item If you apply a credit to a particular invoice or invoice line item the credit amount decreases the payment total on the payment window You are not required to link a credit directly to a line item on the original purchase order or to an account We discuss the use of credits in detail in the chapter Working with Payment Vouchers in this guide 9 1 2 About Record Locking Virtua locks the credit record when a credit is being updated or deleted This means that if you try to access that same record during updating or deletion you will be permitted only to view it not edit it 9 2 Displaying the Add Credit Window To display the Add Credit window 1 On the Acquisitions toolbar click New Credit padi OR On the Virtua menu bar click Acquisitions choose Credits and then choose New The Add Credit Request dialog box appears Figure 9 1 PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 226 Acquisitions v 43 1 Add Credit Request Credit Type f Internal C Specific Credit Humber Figure 9 1 A dd Credit R equest D ialog Box 2 Choose the type of credit you want to add 3 Type the desired credit number N ote The credit number can be alphanumeric and up to 30 characters long Credit numbers are case sensitive w
239. ocation filter See Filter Acquisitions Records By Log in Location flag Virtua ILS Integrated Library System 288 Acquisitions v 43 1 M Manifestation record dragging and dropping from 25 Mask Record check box 58 masking records created for canceled orders 58 maximum number of claims 237 Maximum Number of Claims 277 exceeding 252 253 set in the vendor record 252 value set in the vendor record 253 Method of Payment field 145 modifying See updating Monograph orders deleting line items 45 elements of the Line Item Header Information tab 29 specifying distribution groups 71 transmission methods for 85 updating 43 44 47 N NBL See New Book List New Book List adding to 124 check box 118 124 generating a report from 124 New Book List parameter See Acquisitions List Flag parameter New Claim button 249 New Ignore Until Date field 269 New Vouchers icon 186 No Specific Method meaning of 15 Notepad 84 96 99 126 239 notes 43 adding to credit records 228 229 payments without invoices 217 purchase orders 17 adding to updated purchase orders 52 Notes button credits 228 229 invoice line items 146 invoices 146 Line Item Receipt Information window 120 payments 192 217 purchase orders 17 O OPAC Search window fig 19 order cancellations and system processes 63 Order Description field 6 8 not active after transmission 46 Virtua IL
240. ode 136 receipts line items 113 viewing 134 Receipts window fig 115 117 Add Update mode 112 after Express Receive 116 after Receive function 118 Condition values split 129 updated with receipts information 122 View mode 135 Receive button 113 Receive function 116 Receive Quantity field 151 received purchase order line items only displaying on invoices 141 149 receiving at the invoice stage 109 automatically 39 109 PROPRIETARY INFORMATION OF VTLSINC receivingreport utf 97 146 reclaim interval 237 253 record locking 141 169 181 225 230 233 reminders 43 See Also User defined reminders Acquisitions Expected 262 adding to orders from the Order Receipts or Claims window 274 adding to purchase order line items from the Order Receipts or Claims window 271 adding to updated purchase orders 51 adding User defined 267 270 automatic deletion of 277 Claim Expected 262 date range default 264 deleting manually 270 User defined 277 filtering by location 264 filtering searches 264 interaction with Acquisitions functions 277 link to orders 265 location 266 modifying the Ignore Until date 269 points of access 270 searching for 263 system generated 262 types of Acquisitions 262 types supported by Virtua 261 User defined 263 viewing 263 viewing from the Order Receipts or Claims window 271 working with 261 Remind
241. of the bibliographic record e Title Data is pulled from tag 130 a or 240 a or tag 245 a b h of the bibliographic record e Vendor Title ID Datais pulled from tag 941 b of the holdings record e Publication Statement D ata is pulled from tag 260 a b c of the bibliographic record e Series Data is pulled from tag 440 a n p v x tag 490 a v x or tag 830 a n p v of the bibliographic record Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 247 e Vendor Notes D ata is pulled from the vendor record e COG Description Data is pulled from the Description field on the COG purchase order record For each line below to the right of the equal sign type the label of the row followed by a comma then type a number representing the starting position of the label followed by a comma and then type a number representing the starting position of the data Below we use Author as an example where the label A uthor starts at the left margin and the data begins 12 positions from the left margin BeginT ableRows Author Author 0 12 Title Vendor Title ID Publication Statement Series Vendor N otes COG Descniption EndT ableRows N ote The delimiters BeginPostT able and EndPostT able which you see in the file Figure 12 4 are placeholders that currently have no function Do NOT delete them 10 2 1 4 2 Signature Figure 10 4 shows the
242. on bongiS A000 The farecendence of the age an exishentioket tremors of Figure 6 17 Line Item R ecapt Information W indow 2 Highlight the line item that you want to edit and then click the Modify button OR D ouble click the line item The Edit Receipt Information dialog box Figure 6 14 appears 3 Edit the available fields as needed see the section Using the Edit Receipt Information D ialog Box 4 Click the Save button The updated Line Item Receipt Information window becomes active o Click the Save button The updated Receipts window becomes active 6 Click the Save button Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 131 The receipt information is saved to the database 6 4 1 Updating Example Let s say that you want to update the receipt of each of three copies when only one copy was ordered Y ou have already received all three items but now you want to modify the receipt information to show the following statuses e Retumed for one copy e Accepted as Duplicate for the second copy and e Received Satisfactory for the third To do this first modify the current receipt of the three items and then add two new receipts Here s how to proceed 1 On the Line Item Receipt Information window Figure 6 18 highlight the line showing the receipt of the three items I ant ltem Recript information PO Nurn
243. on selected the Receipts window will display directly after the order is transmitted Otherwise to access the Receipts window e Display the Statuses tab of the View Bibliographic Record window in the O PAC and click the Add Update button in the Receipt Status Information area F igure 6 1 Hike H bhegingtet Heco bhaga 200 EEr ra tone nase i Order DVLaree Pairi Recap Siaha niormeaiio Pemeri Saus information ini T Iau r i ariy Da Faus keman ondion mi Order ID 1700 Dis Cirder Type Manogragh Panen Type Standard scanipcate view J ew EE Line Humber 1 Cedar iut Cweleradl revo Sate rion Cred Haus miomo Duny F Location Wien Pubis Library Prine tooo Thu j von I A eer oe eld Figure 6 1 V iew Bibliographic R ecord W indow Statuses T ab OR Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 111 e Use the Virtua toolbar icon or menu option as described below To display the Receipts window 1 On the Acquisitions toolbar click Add Update Receipts Fee OR On the Virtua menu bar click Acquisitions choose Receipts and then choose Add Update The Add Update Receipts Request dialog box appears Figure 6 2 Add Update Receipts Requ Mi Ea Order Mo Figure 6 2 A dd U pdate R ecaipts R equest D ialog Box 2 Inthe Order No field type the purchase order number Hint Y ou can find this number on the Status
244. on Claim Expected Reminders Acquisition User Defined Reminders Additional Location Date From 3 Figure 11 2 G eneral Reminders R equest W indow 2 Select the All Acquisitions Reminders radio button OR Filter your search by Acquisitions type by selecting a radio button for Expected Claim Expected or User defined 3 Filter your search by location by choosing a location in the Location pull down list box If you do not specify a location Virtua displays reminders for ALL locations 4 Filter your search by the Ignore Until date by choosing a date range If no Ignore Until date is specified for a reminder the software will use the Expected date or the Claim Expected date as appropriate Hint To activate the default system dates select the check boxes or click the down arrow in the date boxes Choose a date in both the From and To fields N ote e Ifyou do NOT filter your search by the Ignore Until date i e you do not specify a date range Virtua displays all Acquisitions reminders that have a due date less than or equal to the current date for the last 30 days only e To see upcoming reminders specify a date range that includes future dates 5 Click OK The Reminders window Figure 11 3 appears displaying all Acquisitions reminders according to the criteria you set Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 265
245. ons v 43 1 This renewed Serial order is an exact copy of the latest order for this subscription In other words if this is the third renewal generated for this purchase order then this is an exact copy of the second renewal 4 Edit the information on the renewed order as you would a new order The only function you cannot perform is inserting new line items 5 Delete or edit any line item as needed 6 Choose a When Saving radio button 7 Click the Save button The software displays the following Information dialog box Information Ca Purchase order renewed 1747 Figure 3 23 Information D ialog Box To complete the renewal transmit the order and process the vendor s invoice as you would any other invoice 3 6 Copying a Purchase Order 3 6 1 Overview There are at least two situations where it might be useful to duplicate a purchase order e When an order has been canceled and you want to resubmit it e When avendor is unable to fulfill an order and you want to submit it to another vendor To accommodate these situations Virtua provides a Copy purchase order function which you can access from two places Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 67 e The Acquisitions Orders drop down menu AND e The Update Order window Figure 3 4 or Figure 3 5 or the View Order window Figure 3 10 via the Copy button When you copy a purchase order
246. ore than one account 32 claim count 250 claim date calculation of 252 Claim Expected reminders 262 Claim ID on claim letter 243 claim interval 237 252 claim letters See also engprintclaim utf default example 238 default template file fig 1 241 default template file fig 2 244 default template file fig 3 246 designating number in sequence 243 editing 239 240 printing 238 254 255 translating 239 PROPRIETARY INFORMATION OF VTLSINC claiming aspects of 236 disallowed on the Add Order window 17 line items on orders 250 purchase orders 250 transmitted orders 52 236 claims 43 deleting 260 intervals for 237 issuing in batch 252 issuing individual 250 limits for 237 methods of transmission 236 237 254 processing in batch 252 running autoClaim exe 252 setting up the printed letter 238 system processes for 260 transmitting 253 all outstanding 259 individual e mail 256 individual print 254 viewing 248 viewing from the Reminders window 267 working with 236 Claims button 266 on Order Line Editor window 27 on purchase orders 17 Claims window aspects of 248 button descriptions 249 column descriptions 249 Claims window fig 248 251 252 256 259 reminders functionality 274 COG orders canceling 59 canceling line items 46 completing the order description 8 deleting 54 56 deleting line items 46 editing line items 3
247. ore the vendor address BeginVendor Start the Vendor section here LinesD own Type the number of lines down from the header to leave blank before starting the vendor information PercentO ver Type a number between 0 and 100 that indicates the percentage of the page from the left to leave blank before starting the header Alternatively type the word L etJustify C enter or Right ustity VendorFormat Type the format of the address Four formats are available The allowable formats and examples of their printed equivalents are ZipCityStateCountry 24060 Blacksburg VA U S A ZipCityState 24060 Blacksburg VA CityStateZipCountry Blacksburg VA 24060 U S A CityStateZ ip Blacksburg VA 24060 E ndVendor End the Vendor section here 10 2 1 2 3 Date Figure 10 2 shows the date section of the file Y ou can specify the format of the date on the claim letter BeginD ate Start the D ate section here DateFormmat Type the format of the date d day mmmm month and yyyy or yy year LinesD own Type the number of lines down from the vendor address to leave blank before starting the date Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 243 PercentO ver Type a number between 0 and 100 that indicates the percentage of the page from the left to leave blank before starting the header Alternatively type the word L et ustify C enter or Right ustity EndDate End the D ate section
248. orrect tem Receipt Date 7A a003 Quantity Received k On Mew Book List E Print Receipt Slip When Saved E SAYE Cancel Figure 6 14 E dit R ecapt Information D ialog Box 3 Complete the fields as needed for one or more of the copies that match the criteria on this dialog box 4 Click the Save button The updated Receipts window displays the number of copies received that match the criteria you specified on the Edit Receipt Information dialog box 5 Repeat steps 1 4 for each additional received copy where you need to assign a different status or condition PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 128 Acquisitions v 43 1 To see the copies split out with their individual descriptions 1 On the Receipts window select the line item the receipt of which you just split 2 Click the Expand button The Line Item Receipt Information window appears Figure 6 15 displaying a separate line item for each copy received aI at ite Recoript infonmation borgi 00 Title On being create ord othe Quaint Pasture essays by ining Bnbbh Quanity Expected ioa TABOOS Coed Rem Reodued Satisfactory I LJ A Tages Danagad Rem Passed Mol Setietechory Oe ee E Figure 6 15 Line Item R ecapt Information W indow In addition if each copy has a different condition the PO Line Items list box on the Receipts window Figure 6 16 will display a separate line
249. otal Credit Amount 1 212 00 Total Applied Here 4 00 Total Applied 4 00 Credit Balance 1 212 00 Available Credits Credit ID Amount Applied Here Total Applied Balance Figure 8 14 A pply Credits to Invoice W indow 2 Review the Balance Information e Payment Amount paid on this voucher e Payment Balance The Payment minus the Total Applied Credits e Total Credit Amount Amount of credits available for use e Total Applied Here Amount of credits applied to the selected invoice line item during this add voucher request PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 214 Acquisitions v 43 1 e Total Applied Amount of credits applied to the whole invoice during this add voucher request e Credit Balance The Total Credit Amount minus the Total Applied 3 Select the specific credit s you want to apply and click the Apply Credit button OR To apply ALL the available credits click the Apply All button 4 Click OK to copy the credits to the Select Invoices for Payment Window To undo or cancel any credits you applied e Click the appropriate cancel button either Apply Cancel for a specific credit or Cancel All for all the credits 8 5 6 2 Apply Credits Function Y ou can apply credits directly to the whole paid invoice without expanding the credits to see the Apply Credits window To apply all available credits directly to the whole paid invoice e Click the Apply Credit
250. physically receive ordered line items Because of this Virtua provides a mechanism that lets you create transmit and update i e insert received line items on aCOG order in one uninterrupted workflow After transmission Virtua automatically reopens the order in Update mode Figure 2 15 For details about transmitting purchase orders see the chapter Sending Purchase Orders in this guide Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 23 ihpin Oria Figure 2 15 U pdate O rder W indow Catch A Il Order G roup At this point the View Bibliographic Record that is linked to the order via the O rder D escription displays the Statuses tab Figure 2 16 PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 24 Acquisitions v 43 1 avin Ribhiographec Record bongi9 00 HEA Pul tems mare Statuses Figure 2 16 V iew Bibliographic R ecord W indow Statuses T ab To insert a line item on a COG order 1 On the Update Order window click the Insert Item button 2 Follow the steps presented in the section Inserting O rder Line Items 2 5 3 Using the Drag and Drop Tool To insert an order description or a line item on the Add Order window you do not have to type bibliographic information Instead you can conveniently use the drag and drop tool After doing a search in the Virtua O PAC you can drag the bibliographic
251. possible are applied to the invoice Credit records with an expiration date closest to the current date are used first The software adjusts the Balance Information on the Select Invoices for Payment window accordingly 8 5 Working with Selected Expanded Invoices The Expand Invoice payment function gives you a way to specialize payment fora single invoice N ote Currently we recommend that you pay invoice header fees and taxes only when you are paying the whole invoice If your invoice involves no header fees and taxes feel free to pay invoice line items individually however here again we recommend that you pay the whole invoice line rather than paying line fees and or line taxes separately 8 5 1 Viewing a Selected Expanded Invoice To view an expanded invoice in order to specialize payment 1 On the Select Invoices for Payment window Figure 8 7 select the invoice you want to expand 2 Click the Expand Invoice button PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 202 Acquisitions v 43 1 The Invoice payment window appears Figure 8 9 displaying balance information for the invoice details of invoice and line fees and details of each line item on the invoice E meme BA Baker E Toho Balanca temation trenice Feas Lina Fass irmoica Tasas Line Tasas Priati Pad to Total io a l Belen 35 00 Preretucely Paid Ba i Py z l Paster pa Pay Arari 00 eed ex i I f
252. ppears Figure 10 12 PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 298 Acquisitions v 43 1 a no subject Composition File Edit View ngert Format Tools Communicator Help s2 s S Z Z des a S Send Quote Address Attach OUptons Spelling Save Print Security Stop ET pf peel ne orders sAdsbookstore_ com Subject dur order number 1776 Priority c Normal Variable Width fi 12 E A A A i Underline Cui Enelish Clam Letter ASA Bookstore 11 November 2004 Clam Ils Dear Vendor We kindly request that you send the following items which we have ordered but have not yet recerred LECH ISS HM ISBN Publisher No Editio Copy Descriptio ab 2001 44105 1575512645 PO 1776 Line 1 Title The delicate balance case studies in counseling and care management for older adults Publ Baltimore MD Health Professions Press 2001 look forward to a prompt reply to our request Thank you tor your cooperation Library Management i Al Netscape ES Figure 10 12 E mail Composition W indow 5 Ifyou did not complete the Send To and Subject fields on the E mail dialog box complete those field on the Composition window 6 Click the Send button The software confirms that the claim letter was queued for e mailing The Claims window reappears displaying the transmission date and the new claims status Transmitted Virtua ILS Integrated Library System PRO
253. r Cancel All for all the credits You can apply credits directly to the selected paid invoice line item without expanding the credits to see the Apply Credits window 8 5 4 2 Apply Credits Function To apply all available credits directly to the selected paid invoice line item 1 Highlight the paid invoice to which you want to apply credits 2 Click the Apply Credits button directly under the display box As many credits as possible are applied to the invoice line item Credit records with an expiration date closest to the current date are used first The software adjusts the Balance Information on the Invoice payment window accordingly Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 211 8 5 5 Paying on the Whole Invoice The Invoice payment window not only lets you pay a selected invoice line item but also the whole invoice To pay the whole invoice 1 Display the Invoice payment window Figure 8 12 fie feo Raker E Taal Figure 8 12 Invoice Payment W indow 2 Click the Pay Invoice button The software pays all line items in full and adjusts all calculation accordingly Figure 8 13 PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 212 Acquisitions v 43 1 E meme BA Baker E Toyo A hese gii bo ging wegeierian J F150 by Wei Eiri uiron bo Kathe eens hrean by T Cakes
254. r on the Add Invoice Request dialog box Previously we incorrectly stated that if you did not assign an invoice number the system would assign one for you e Wecorrected the documentation regarding the Auto Receive check box It is no longer displayed on the Add Invoice window If you want to invoice purchase order line items that have not yet been received you must put 0 in the Receive Quantity field on the Add Invoice Line Items window e We clarified the description of the Auto Receive function vs the Immediately Proceed to Invoices function e The Modify Credit Request dialog box was renamed Update Credit Request dialog box so we recaptured the figure to show the new title bar e We documented that a reminder can be no longer than 60 characters If you try to type a longer reminder a message will appear e We documented that once a purchase order number has been used you cannot reuse it There is no facility for resetting the purchase order number counter e We documented that the payment function does not let you distinguish between different types of purchase orders placed with a vendor Neither does it let you track statistical information for ONE library only in an environment where multiple libraries share vendor records e We updated section 5 2 About EDIFACT Functionality and the screen capture in section 5 4 5 Send Orders Summary for Transmission Method EDIFACT Virtua ILS Integrated Library System
255. r the value A tooltip will appear displaying the home currency value e Order Date Editable The order date is the date that the purchase order is initiated The default is the current day as set on your PC You can edit the date by typing in a new date or by clicking the down arrow in the Order D ate box to view and edit a drop down calendar The calendar displays the current month with a red circle around the current date Figure 2 10 Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 13 a March 2001 Sun Mon Tue Wed Thu Fri Sak 1 2 a 4 5 6 T g J 10 11 i3 i4 15 16 17 16 19 20 21 22 Z730 24 25 26 27 28 29 30 3l Figure 2 10 P O D ate Calendar Choose anew month and or year by clicking the left and right arrows at the top of the calendar Choose anew date by clicking the date on the calendar Virtua inserts the date in the O rder Date field e Currency Type E ditable The currencies available in the pull down list box derive from the Currencies parameter in the G lobal Settings of the Virtua Profiler The currency displayed is pulled from the vendor record If no currency value is specified in the vendor record the value defaults to the base currency of the system e Cancel Date Editable Appears on COG orders only The date the COG order will be canceled To enable the current default date click the check box To edit the date see the instruct
256. ral Reminders Tasks to Perform from the Reminders Window Adding User defined Reminders from O ther Access Points Acquisitions Reminders and Automatic System Functions 11 1 Types of Reminders Virtua supports different types of reminders for different situations There are Two main types of reminders e Acquisitions reminders e Serials reminders For Acquisitions reminders there are three subtypes e Acquisitions Expected e Claim Expected e User defined When you view the Reminders window Figure 11 1 one column is labeled Type i e either A oquisitions or Serials and one is labeled Subtype i e E x pected Claim or U ser defined PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 262 Acquisitions v 43 1 Title Remarks Additional Info Type SubType Dake Location A Quantit Let Vera know when Wilson Library lamare Mti Delete Close Figure 11 1 Reminders W indow 11 1 1 Types of Acquisitions Reminders Virtua Acquisitions offers three types of reminders a Acquisitions Expected Reminders System generated for any one purchase order line item that has not been received by the due date which the system calculates when the order is transmitted The system derives the due date by adding the lead time the time expected for the vendor to fill the order to the current date The value for the lead time is stored in the vendor record Y ou can determ
257. raphic record of the item you want to insert e Delete Item Deletes the selected line item s If you delete the last line item on the purchase order and save the order the purchase order header is automatically deleted from the database e Edit Item Fora selected line item displays the Order Line Editor where you can edit information such as account copy and location 2 4 7 When Saving Options When you save the purchase order you can select one of four radio buttons to determine what happens next Exit This Window Repeat This Function Immediately Proceed to Invoices for Standard or Serial orders only Immediately Proceed To Receipts for Standard or Serial orders only Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 17 OR Transmit and Reopen for Update for COG orders only Y our selection is persistent meaning it will be the default selection in any future order function until it is changed For details see the section Saving a New Purchase Order in this guide 2 4 8 Order level Command Buttons Four buttons apply to the purchase order as a whole and are located at the bottom of the window These buttons are Notes Claims Save and Cancel e Notes Displays the Acquisitions Notes window where you can view and add notes directly attached to this purchase order as well as view priority notes that are indirectly attached to the purchase order i e note
258. rder line items appear on the Add Order window To display only RECEIVED purchase order line items e Set the Invoice Line Item Display parameter to display only received purchase order line items N ote Regardless of how this parameter is set if you jump directly from orders to invoices using the Immediately Proceed to Invoices function ALL purchase order line items whether received or not will be displayed If you are handling pro forma invoices where no purchase order line items are received in Virtua put 0 in the Quantity Received field on the Add Invoice Line Items window and save the invoice The software will update the receipts information on the Statuses tab on the View Bibliographic Record window 7 1 3 Record Locking Virtua locks the invoice record and the associated purchase order when an invoice is being updated or deleted This means that if you try to access that same record during updating or deletion you will be permitted only to view it not edit it 7 2 Displaying the Add Invoice Window PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 142 Acquisitions v 43 1 The Add Update Invoice Request dialog box will display automatically if you do EITHER of the following 1 From the Add Order window you save the purchase order having first selected the Immediately Proceed to Invoices radio button OR 2 From the Receipts window you save the receipt having first selected th
259. rders that were at the status To Be Canceled the message indicates that the status of the successfully transmitted order or line items has been change to Canceled Note that only those line items on the order that have been fully or partially canceled will print PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 94 Acquisitions v 43 1 5 4 5 Send Orders Summary for Transmission Method EDIFACT When EDIFACT is fully implemented orders assigned the transmission method of EDIFACT or EDIFACT and Print will appear on the Send Orders Summary window Figure 5 6 Notice that the column labeled Success displays Y es or No rather than an editable check box as on the the Send Order Summary for Print only orders ii Send Orders Summary borg19 3000 All orders have been sent Fany printable orders have failed to print please indicate this below Gy un checking them Press OK to mark all checked printable orders as Ordered SUCCESS Order Number Wendor Transmission Dawson EDIFACT delivered Figure 5 6 Send Orders Summary W indow The YES in the Success column means that the system has successfully translated the purchase order information into the EDIFACT format and has created an ED IFACT file e which contains all purchase order information required by EDIFACT including the shipping and billing address es e which resides on the server in a library specified directory such as edi ediP
260. redit to the database 1 Type or choose the appropriate information for the following data fields e Currency The code of the base currency used for this credit Typing the first letter of the code in the Currency field will display the code that is the closest match e Amount The amount of the credit in the base currency PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 228 Acquisitions v 43 1 e Fiscal Year Only open fiscal years are available in the pull down list box A fiscal year cannot be closed if any outstanding orders credits or payments exist Y our library can set up fiscal years in the Acquisitions parameters in the Virtua Profiler e Account Optional for a Specific Credit The account used to apply the credit at the time of payment N ote If you choose a specific account the credit will be available O NLY if all the line items on the payment voucher are being paid from that account If you complete the optional fields Order Number and Order Line Number on this credit record the accounts that appear in the Account pull down list box will be only those associated with the original order e Credit Status The status assigned to this credit System defined statuses are Incomplete Disallowed Hold Pending Investigation Valid for Use Fully Used and Expired e Create Date The default date for the credit is the current date but you can type or choose another e Last Modi
261. rintvoucher utf Apokea reckts CHF ca Ps Fs Prawi 2 5 EDI ul T To TIT TSF CHF CHF CHF 00 CHF 00 CH Eige CHF 00 THF 159 0 za iMa HF id CHF i HF OO CHF Oo CHF OO CHF OO CHF 14 22 7 iHz CHF E CHF JO THF 00 CHF 00 CHF 00 CHF OO HFL GS 2352 Io 5 4 00 pi sAn e PLE 00 5 48 F IGE 948 OOF ALLA JD Og LA a 464 Feed 1 1 12002 OM 50 CPF 0 HF 00 CHF oo CPF Oo CAF 00 MF 60 est none orz for 8 2 1 2 Balance Information The Balance Information is at the top right of the window The software calculates the balances for you Y ou cannot edit this information e If all the invoices share the same currency the balance fields will display current values when you display the window e fall the invoices do NOT share the same currency all the balance fields will be 0 Total The total amount including line and invoice fees and taxes of all the invoices sharing the selected currency Previous Paid The total amount previously paid for all the invoices sharing the selected currency This includes the amount previously paid on the invoice line items line fees invoice fees line taxes and invoice taxes Balance The amount due calculated by subtracting the Previous Paid amount from the T otal Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 191 Applied Credits The total amount of all the credits applied to the invoices s
262. rs 38 Serial orders and the Deposit Donation payment type 33 assigning locations 33 automatic creation of holdings records 5 canceling 59 deleting line items 45 editing enumeration information 34 35 line items 33 renewing 64 transmission method for 85 updating 43 44 47 use of subject codes 33 serial title not displaying in Update View modes 49 Serials Reminders icon 263 Series Statement on purchase order template 106 Set Ignore Until Date dialog box fig 269 shipping information See Billing Shipping Information tab Shipping Method field 15 Shipping Sent To field 15 Shipping Sent To field Order Line Editor 30 SISAC 86 specific credits 224 227 adding 227 Standing orders managing 39 Status field COG purchase orders 7 12 credits 228 229 invoices 144 Virtua ILS Integrated Library System Monograph Serial purchase orders 12 Status field Order Line Editor 30 statuses claim 249 purchase orders 12 receipt 123 Statuses parameter 30 151 Statuses tab View Bibliographic Record window 23 39 41 Statuses tab View Bibliographic Record window fig 24 Subject Code field Order Line Editor 29 subject codes examples of 30 role in deposits donations 33 setting up in the Virtua Profiler 33 use with serial orders 33 Subject Codes parameter 29 33 sublocations required for Serial orders 33 subscription dates recording 35 use of 35 Subscrip
263. s v 43 1 e Add Order window Billing Method Shipping Method Billing Sent To and Shipping Sent To e Order Line Editor Subject Code Main Location Sublocation and Account e Immediately Proceed to Invoices The system saves and transmits the still unreceived line items except in the case of aCOG order in Update mode on the current purchase order and automatically opens the Add Update Invoice Request dialog box All line items that were saved with a status of Approved will be automatically updated to a status of Ordered They will be displayed on the Add Invoice window with a status of Valid for Payment N ote Selecting the Auto Receive check box disables this radio button e Immediately Proceed to Receipts The system saves and transmits the current purchase order and automatically opens the Receipts window with data fields already populated N ote Selecting the Auto Receive check box disables this radio button e Transmit and Reopen for Update The system saves the current COG purchase order transmits it with default item distribution information and automatically reopens the window in Update mode for the addition of line items In addition to the When Saving options you have the option of flagging the order for special handling or an expedited workflow 2 7 2 Special Handling Options Upon Saving On the Add Order window below the When Saving options there are two check boxes Rush Order and Auto Rec
264. s Window 220 Figure 8 22 View from the Expand Invoice Button 221 Figure 8 23 Default Payment Voucher Template File printvoucher utf 223 Figure 9 1 Add Credit Request Dialog Box 226 Figure 9 2 Add Credit Internal Window 226 Figure 9 3 Add Credit Specific Window 227 Figure 9 4 Update Credit Request Dialog Box 230 Figure 9 5 Update Credit Specific Window 231 Figure 9 6 Update Credit Internal Window 231 Figure 9 7 View Credit Request Dialog Box 232 Figure 9 8 View Credit Window 233 Figure 9 9 Delete Credit Request Dialog Box 234 Figure 9 10 Delete CreditWindow 234 Figure 10 1 Default Claim Letter 238 Figure 10 2 Default Claim Letter Template File engprintclaim utf 1 __ 241 Figure 10 3 Claim Letter Template engprintclaim utf 2 244 Figure 10 4 Claim Letter Template engprintclaim utf 3 246 Figure 10 5 Claims Window 248 Figure 10 6 Claims Window 251 Figure 10 7 Claims Window 251 Figure 10 8 Print Claim Dialog Box 254 Figure 10 9 Claim Letter Printing Confirmation 233 Figure 10 10 Claims Window After Transmission 256 Figure 10 11 E mail Claims Records Dialog Box 257 Figure 10 12 E mail Composition Window 258 Figure 10 13 Claims Window After Transmission 259 Figure 11 1 Reminders Window 262 Figure 11 2 General Reminders Request Window 264 Figure 11 3 Reminders Window 265 Figure 11 4 Claims Window 267 Figure 11 5 Add Reminder Dialog Box 268 Figure 11 6 Set Ignore Until Date Dialog Box 269 Figure 11
265. s belonging to records associated with the purchase order If notes exist the button will display an asterisk For details see the G amp ting Started with V irtua A oquisitions G uide e Claims Since you cannot claim a new or an empty purchase order this button is disabled on the Add Order window e Save Saves the purchase order to the database e Cancel Cancels your data entries on the order and closes the Add Order window 2 4 9 Check Boxes Two check boxes give you a way of flagging the order for special handling or an expedited workflow These are e Rush Order e Auto Receive For details see the section Saving a New Purchase Order in this guide PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 18 Acquisitions v 43 1 2 5 Inserting Order Line Items The process of inserting a purchase order line item on the Add Order window is the same whether you are adding a Monograph Serials or COG order The only thing that is different is the workflow If you are adding a COG order you will be inserting line items after you save and transmit the order see the section Workflow for COG Orders Inserting purchase order line items involves two or three steps depending on whether a bibliographic record for the title already exists in the database The steps are 1 Displaying the List of Titles window or the View Bibliographic Record for the purchase order line item you want to ins
266. s button at the bottom of the Invoice payment window As many credits as possible are applied to the invoice Credit records with an expiration date closest to the current date are used first The software adjusts the Balance Information on the Invoice Items for Payment window accordingly 8 5 7 Exiting the Invoice Payment Window After you have completed tasks on the Invoice payment window you will exit and return to the Select Invoices for Payment window where you can choose another invoice to expand or choose to save the payment Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 215 To exit the Invoice payment window e Click OK The software does the following e Copies the entries from the Invoice payment window to the Select Invoices for Payment window e Closes the Invoice payment window e Re enables the Select Invoices for Payment window 8 6 Creating a Payment Voucher without Invoices So far our discussion has focused on creating a payment voucher with invoices But Virtua also lets you create a payment voucher without invoices To create a payment voucher without invoices 1 On the Virtua menu bar click Acquisitions choose Vouchers and then choose New The Create Voucher Request dialog box appears Figure 8 15 Create Voucher Request borg 19 1900 Vendor Mame Create From Available Invoices Figure 8 15 Create V oucher R equ
267. s in the Acquisitions parameters in the Virtua Profiler In addition you can set a default value such as Received Satisfactorily which will appear automatically in the Status field Virtua provides a number of preset receipt statuses which we list below but your library will want to define its own and add them in the Profiler Not Received Received Satisfactorily Received Not Satistactorily Referred to a Supervisor Hold Pending Investigation Requesting Permission to Return Returned Accepted as D uplicate Referred to a Librarian When you receive an item with the receipt status of Returned the system will not count that item in the Received amount 6 3 4 2 Assigning a Condition For every purchase order line item you can assign a Condition to indicate a special type status or condition of receipt Y our library can define Condition values in the Acquisitions parameters in the Virtua Profiler The first condition in the list of conditions that your library defines will serve as the default value Virtua provides a number of preset Conditions but your library will want to define its own and add them in the Profiler There is no limit to the number of Conditions your library can define Those defined will appear in the pull down list box on the Edit Receipt Information dialog box Figure 6 12 PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 124 Acquisitions v 43 1 Sample Conditions Correct It
268. s list box Figure 6 5 the Received column indicates the number received and the Condition column indicates the default condition upon receipt PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 116 Acquisitions v 43 1 T Aleceiple segi 5 000 Entana art aral ee ieee Figure 6 5 Recaipts W indow A fter E xpress R ecave F unction 6 3 2 Using the Receive Function Use the Receive function when you want to receive each item directly but you also want to be able to edit one or more default values To add a receipt directly using the Receive function 1 Display the Receipts window for the desired purchase order F igure 6 6 Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 117 Figure 6 6 Recaipts W indow 2 Select the line item that you want to receive 3 Click the Receive button Virtua performs a check to see if any of the received items have been requested If there is a request against an item that is being received the system will issue a pop up message to notify you The Edit Receipt Information dialog box Figure 6 7 appears displaying default values Status Receipt Date On Mew Book List Print Receipt Slip When Saved Figure 6 7 E dit R ecapt Information D ialog Box 4 Accept the default receipt information PROPRIETARY INFORMATION OF VTLSINC Condition Correct tem vi 4200
269. s payment function lets you create a new payment voucher or view an existing one that contains a list of invoices eligible for payment and belonging to a specified vendor After viewing the invoices you can select one or more invoices that have the same currency pay them and save the payment under a specified voucher ID Once saved payment vouchers can be viewed but not modified or deleted Currently when you save a print voucher Virtua automatically displays a Print Voucher dialog box so you can print the voucher You can remain on the Payment window adding payments or viewing vouchers until you choose to exit the payment function To do payment transactions you must have the proper permissions as defined in the Virtua Profiler N ote Currently the payment function does not let you distinguish between different types of purchase orders placed with a vendor Neither does it let you track statistical information for ONE library only in an environment where multiple libraries share vendor records PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 186 Acquisitions v 43 1 8 1 1 Support for Repetitive and Integrated Workflows Virtua supports repetitive and integrated workflows If your library assigns a staff member to perform only one step repeatedly in the payment process Virtua can accommodate your setup Virtua supports workflows that expedite the acquisitions process by eliminating the need to rekey
270. ssages 5 3 Transmitting Orders from the Order Window Virtua gives you a way of transmitting a newly created purchase order directly and automatically from the Add Order window To transmit a purchase order from the Add Order window Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 87 1 On the Add Order window select the Immediately Proceed to Receipts radio button or Immediately Proceed to Invoices radio button at the bottom of the window OR In the case of aCOG order select the Transmit and Re open for Update radio button 2 Click the Save button The software will send the current order automatically using the transmission method specified in the vendor record and displayed on the Bill Shipping Information tab of the Add Order window e Ifthe transmission method is print the Print dialog box Figure 5 2 appears e Ifthe transmission method is e mail the E mail Records dialog box Figure 5 3 appears with the Send To field automatically populated with either the order e mail address or default e mail address as stored in the vendor record For Monograph and Serial orders keep in mind that if you select the Exit this Window radio button and click the Save button you lose the opportunity to transmit the order from the Add Order window Y ou can however re open the order in Update mode make changes to the order and then save and transmit the order
271. t OR If you want to pay for the order from more than one account type the percent of the total cost that you want to charge to this specific fund account Y ou can type a percentage using up to two decimal places N ote When you type a percentage the software automatically calculates the amount based on the unit price and displays it in the Amount column in the display box The amount may vary slightly from the amount that is actually encumbered due to rounding Add or delete account information as required see the sections below N ote The Fund Code field at the bottom of the Account Information tab is not editable The value if one exists is pulled from the Fund Code field on the Account screen in the Account Management module 2 6 1 2 1 Charging a Line Item to More Than One Account On the Account Information sub tab you can spread the cost of one line item over more than one account For example if you spread the cost equally over three accounts two accounts would pay 33 33 percent and one would pay 33 34 percent If you choose to use multiple accounts each account will appear on its own line in the summary display box on the sub tab To charge an item to more than one account Virtua ILS Edit the information that appears by default for the first account The edited account information appears in the display box Click the Add Account button The system automatically adds a set of default account values
272. t File field purchase orders 13 Print File Prefix for payments 193 194 216 print files available for purchase orders 96 Print Receipt Slip check box 118 Print Receipt Slip When Saved check box 124 Print transmission method purchase order 15 85 Print Voucher dialog box 185 printing canceled orders 93 claim letters 254 255 copy of transmitted order 95 distribution information 81 payment vouchers 217 purchase orders 87 88 91 receipt reports 146 receipt slips 124 PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 289 viewed payment vouchers 221 printvoucher utf 97 223 editing 222 priority purchase order header notes indication of 113 pro forma invoices handling 141 Publication Statement on purchase order template 105 purchase order header information system checks upon saving 40 purchase order letter default example 98 editing details See also engmoprintpo utf working with 96 purchase order letter templates editing data elements 100 editing overview 99 location of 96 97 read only upon installation 99 rules for overwriting 97 tips for editing 99 types available 96 use of 97 purchase order line items See line items on orders purchase order number assigning 3 finding 111 length of 3 no way to reset 3 purchase orders adding 2 line items 18 notes to 17 adding editing notes in Update mode 52 adding editing reminders in
273. t edit information in the Group column Library column or Distributed column Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 77 4 2 1 4 Quantities The Quantities area displays the following values e Total Ordered The number of copies ordered for the line item as specified either in the Copies field on the Line Item Header Information tab or in the column labeled Ordered in the List of Libraries area e Total Received The number of copies of the item that have already been received At the purchase order stage this field will have the value 0 zero and will be grayed out e Total Distributed Displays the number of copies that have been distributed to library locations after being received At the purchase order stage this field will have the value 0 zero and will be grayed out 4 2 1 5 Command Buttons The Add Distributions G roup window contains two command buttons e Save Saves the values recorded on this window and returns you to the Order Line Editor e Cancel Cancels any values recorded on this window and closes the window 4 3 Viewing or Updating Distribution Groups As with other aspects of a purchase order distribution groups are available for viewing and updating Y ou can update distribution groups for a line item as long as the order has not been transmitted To view distribution groups 1 Display the View Order window 2 Highlight the line it
274. t the new purchase order is valid and that the canceled line items have not been fully received Decreases the encumbrance totals for all accounts by the amount of the line items canceled Understands that if only O NE line item exists on the order and it is canceled or if ALL the line items on the order are canceled the entire purchase order will be canceled Displays a message informing you of the successful cancellation of either the purchase order or line item Displays canceled line items on the purchase order but NOT on the invoice 3 4 6 Transmitting a Canceled Order After you cancel a purchase order or order line item you need to notify the vendor of the cancellation To do this transmit the canceled order To transmit a canceled order 1 On the Virtua menu bar click Acquisitions choose Orders and then choose Send Orders The Send Orders dialog box appears Figure 3 20 PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 64 Acquisitions v 43 1 S Send Orders borg19 3000 OX Pit amoet f Al Outstanding Yendo C Single Order C By Vendor C By Date Fitter by Location Transmit Canceled Orders Cancel C Rush Orders Figure 3 20 Send Orders D ialog Box Transmit C anceled O rders 2 Select the check box Transmit Canceled O rders 3 Click the Send button Using the vendor s preferred transmission method Virtua transmits all orders and or all line
275. tag of the bibliographic record for the purchase order line item e Additional Information The associated purchase order number and if appropriate the purchase order line number For a User defined reminder that is not associated with a purchase order or purchase order line item such as a Serial reminder this field will be blank e Reminder Type Whether Acquisitions or Serials PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 206 Acquisitions v 43 1 Reminder Subtype Whether Acquisitions Expected Claim Expected or User defined Date The Ignore Until date Location The location where the title is held For a User defined reminder that is not associated with a purchase order or purchase order line item this field will be blank Quantity The number of items associated with the title For a User defined reminder that is not associated with a purchase order or purchase order line item this field will be blank If more reminders are listed than can fit in the window a scroll bar will appear You can adjust the width of any column by clicking on the column separator holding down the mouse key and pulling the cursor to the right 11 2 2 2 Command Buttons The Reminders window displays five command buttons Claims Displays the Claim window for the purchase order or purchase order line item linked to the selected reminder Add Reminder Displays the Add Reminder window where you can crea
276. tal The total amount of fees or taxes Previous Paid The total amount of fees or taxes that was previously paid Pay Amount The total payment due for the fees or taxes i e the Total minus the Balance The value initially stands at 0 and changes as fees or taxes are paid Applied Credits The total amount of all the credits applied to the fees not yet available for tax es The value initially stands at 0 and changes as credits are applied Balance The Balance minus the Pay Amount The initial value of the Balance which represents the Total minus the Previous Paid amount changes as fees or taxes are paid 8 5 2 3 Buttons on the Invoice Line Fees and Invoice Line Taxes Tabs Expand Credits Displays the Apply Credits to Invoice Fees or Apply Credits to Line Item Fees as appropriate window with the list of credits that can be applied to the selected fees not yet available for taxes The button is enabled only if a the selected fees exist b the fees have been paid during this add voucher request and c credits exist that can be applied towards the fees Eligible credits either have no account limitations or use the same account and the same currency as the selected fees The Payment Invoice window is disabled while the Payment Credits window is open Apply Credits Applies the available credits to the selected fees not yet available for tax es Credits with the expiration date closest to the current date are used first The
277. te a User defined reminder for the purchase order line item highlighted or selected on the Reminders window Hint The first reminder is always selected by default Ignore Until Displays the Set Ignore Until D ate dialog box where you can set a new Ignore Until date or modify the original Ignore Until date Delete D eletes the selected reminder Close Closes the Reminders window and automatically saves any changes If no line item is selected the Ignore Until and D elete buttons are disabled 11 3 Tasks to Perform from the Reminders Window When reminders are listed on the Reminders window you can perform six tasks View claim information if available for a selected purchase order line item Add a User defined reminder associated with a selected purchase order line item Access the associated purchase order in View mode by double clicking a reminder Modity the original Ignore Until date via increments Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 267 e Set a New Ignore Until Date e Delete aselected reminder We discuss each of these aspects in more detail below 11 3 1 Viewing Claim Information To view claim information from the Reminders window 1 Highlight the line item for which you want to view claims Figure 11 4 Be Reminders venus59 1900 Ox Location n si 6f2002 John L Espley Library 0 dd Reminder Ignore Until Delet
278. the software find and highlight the line item for you 6 In the Selected Line Item Invoice Info section edit the Invoice Unit Price field as needed N ote e The PO line unit price is stated in the currency of the PO line currency The Invoice Unit Price field displays the same PO line unit price but in the currency of the invoice e The edited invoice unit price might be significantly higher than the price on the purchase order The software can notify you if the price is too high to be acceptable Here s how Via the Invoice Price Variance Threshold parameter in the Virtua Profiler your library can set a threshold percentage which Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 151 represents the disparity between the invoice unit price and the price of the line item on the purchase order When the percentage is exceeded your library can determine if the software will notify you on screen Via the same parameter your library can also decide to allow you to override the notification or not For details see the V irtua Profiler A oquisitions Parameters U ser s G uide 7 Edit the Invoice Quantity field and Receive Quantity field as needed N ote If no quantity has been received within Virtua Acquisitions you can put 0 in the Receive Quantity field 8 Edit the Invoice Status field as needed N ote Y our library has defined the invoice statuses for your library in the
279. ting that the order cannot be deleted only canceled Figure 3 12 You cannot delete the purchase order because it has already been transmitted It can only be canceled Do you want to view the purchase order ss Figure 3 12 E rror M essage Otherwise the D elete O rder window appears Figure 3 13 At this point the system locks the order record so that no one can modify it while you are in the process of deleting it PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 56 Acquisitions v 43 1 keinin Orden BHEE Order hunter 1777 Order Tine ATL Vendio Fen Gongayy inc Paman Typ eris Cader Hirie oain Ea ppg irran Salus pris T Eag iris bale 1112 Cure Ti WED ME a rann f asen G a ier Saving i E Thir hindia i Fepam This Funcion i ERE aT Figure 3 13 D dee O rder W indow 4 Click the D elete button or press Enter The system deletes the order from the database and automatically disencumbers funds associated with the order 3 3 1 Deleting a Purchase Order from the Update Order Window On the Update O rder window you can delete every line item on a Monograph or Serial order and thereby delete the entire order Note that you CANNOT delete a COG order in this way To delete a purchase order by deleting all the line items 1 Display the Update O rder window for a Monograph or Serial order Figure 6 38 2 Highlight the first line item that you want to d
280. tion Juvenile Reference History Literature and Bibliographies Status Displays the status of the item which is pulled from the Order window Other statuses as defined by your library in the Statuses parameter in the Virtua Profiler are available in the pull down list box As the order progresses in the workflow the status of the item changes which may influence the status of the purchase order itself For example once an Approved purchase order is transmitted the status of each line item as well as the status of the purchase order itself becomes Ordered N ote Once the status of the purchase order is Ordered To Be Canceled or Canceled you cannot edit any line item information except claims Shipping Sent To If the Filter Acquisitions Records By Log in Location setting Acquisitions Basic O ptions parameter is selected lists only those acquisitions address names associated with the current log in location O therwise lists ALL the acquisitions address names set up in the Acquisitions Addresses parameter This field lets you select a shipping address for this purchase order line item that is different from the shipping address for the purchase order Location optional for a M onograph or COG order If the Filter Acquisitions Records By Log in Location setting Acquisitions Basic O ptions parameter is selected lists the log in location for the session and all the sublocations belonging to that location Otherwise lists A
281. tion again Insert line items creating a brief bibliographic record for the line item if needed see the section Inserting O rder Line Items Edit line items see the section Editing O rder Line Item Information Select a When Saving option see the section About the When Saving O ptions If appropriate select an option for special handling for the order such as Rush Order or Auto Receive see the section Special Handling O ptions Upon Saving Click the Save button The order is saved to the database In addition if the order is for a serial a holdings record is automatically created for each serial line item The Holdings tab on the View Bibliographic Record window will display a new line item for the serial The location of the record will be the sublocation specified in the Order Line Editor and instead of a copy number the system will display ON ORDER PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 6 Acquisitions v 43 1 2 3 Adding Order Information for COGs A COG order is either a Monographic Set Planned Order or Standing Order Adding order information fora COG order is alittle different than adding order information for a Monograph or Serial order There are some differences between the Add Order window fora COG order such as a Monographic Set Figure 2 4 and the Add Order window for a Monograph or Serial Figure 2 3 On the COG order
282. tionRenewalAction Orders function 64 System Management Acquisitions User s Guide 253 T taxes appearance on payments 203 205 applying to invoice headers 165 invoice line items 167 calculation of 164 166 168 deleting from invoices 168 encumbrance of 164 updating on invoices 168 working with on invoices 164 Taxes button invoice line items 146 invoices 146 Taxes parameter 164 taxes vs fees 153 164 templates claim letter 239 distribution receipt 82 83 84 payment voucher 223 purchase order letters 13 96 97 99 receipt slip 125 222 receiving report 146 Title on purchase order template 105 Title Selection List 1 18 tooltips use in viewing home currency value 12 use in viewing long vendor names 11 189 220 Total Distributed field 74 PROPRIETARY INFORMATION OF VTLSINC Total field payment vouchers 190 203 purchase orders 12 Total Ordered field 74 Total Price field Order Line Editor 29 Total Received field 74 Trans Method field purchase order 15 transaction log logging credit transactions 224 228 logging purchase order updates 51 logging purchase orders 42 logging receipt deletions 136 transmission methods claims 249 254 display of 88 purchase orders 15 85 87 default 92 stored in the vendor record 15 86 Transmit Claim button 249 Transmit and Reopen for Update radio button 6 7 17 38 Transmit Canceled Orders check box
283. top of the window displays Balance Information Y ou can resize this window to suit your needs a Apply Credits to Invoices Balance Information Payment 108 00 Payment Balance 108 00 Total Credit Amount 125 00 Total Applied Here p 00 Total Applied 00 Credit Balance f1 25 00 Available Credits Credit ID Applied Here Total Applied Balance PEPIN Wt EANGE Cancel Figure 8 6 A pply C redits to Invoices W indow 2 Review the Balance Information e Payment Amount paid on this voucher e Payment Balance Total Applied Credits subtracted from the Payment amount e Total Credit Amount Amount of credits available for use Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 197 e Total Applied Here Amount of credits applied to the selected invoice during this add voucher request e Total Applied Amount of credits applied to all the invoices during this add voucher request e Credit Balance Total Applied subtracted from Total Credit Amount 3 Select the specific credit you want to apply and click the Apply Credit button nn all the available credits click the Apply All button 4 Click OK to copy the credits to the Select Invoices for Payment window To undo or cancel any credits you applied e Click the appropriate cancel button either Apply Cancel for a specific credit or Cancel All for all the credits 8 4 2 2 Apply Credits Fun
284. tributed columns 4 4 2 1 Working with distributionprint utf The printout of the distribution information contains a combination of receipt and purchase order data The text is stored in the file distributionprint utf F igure 4 10 which serves as a default template The file resides in the Virtua directory Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 83 ii distributionprint utf Notepad ioi x File Edt Format Help Begin Table Rows OrderID Order ID 0 19 Line Mumber Line Mumber 0 19 Ttle Ttle 0 19 BibID Bib ID 0 19 ISBM ISBNMASSN 0 19 VendorName Vendor 0 19 ReceiptDate Receipt Date 0 19 Condition Condition 0 19 Status Status 0 19 QOnMBlL On Mew Book List 0 19 VendorNotes Vendor Motes 0 19 End Table Rows Prints information before the table Begin Pre Table End Pre Table Begin Table Columns Grouphame Group Mame O 30 Library Wame Library Mame 31 54 Amount Ordered Order Quantity 6575 Amount Disthibuted Distributed Quantity 76 95 End Table Columns 4 Al 2 Figure 4 10 D efault D istribution R ecapt T emplate File The default fields of the default template file shown in Figure 4 10 will generate a distribution receipt that looks like this PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 84 Acquisitions v 43 1 Order ID 1777 Line N umber 1 Title Stonewall Jackson and the Americ
285. ult Purchase O rder L etter Template File 1 5 5 4 1 Header Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 101 The purchase order allows for an optional header Figure 5 9 that can consist of several lines or strings If you want to include a header in your letter type each line in order starting with H eaderStrings1 BeginH eader LinesD own Type a number that indicates the number of lines from the top of the page to leave blank before starting the header PercentO ver Type a number between 0 and 100 that indicates the percentage of the page from the left to leave blank before starting the header Alternatively type the word L et ustify C enter or Right ustity HeaderStringsl Type the first line of your header here HeaderStrings2 Type the second line of your header here N ote Y ou can have as many lines of HeaderString s as you want Y ou just need to start with 1 and continue numbering consecutively EndH eader 5 5 4 2 Vendor Information You cannot edit the vendor name and address but you can specify the format of the address see below e Vendor Name Pulled from the vendor record e Vendor Address Pulled from the vendor record e Attention information Pulled the vendor record If this information is specified it will print on the purchase order after the vendor name and before the vendor address BeginVendor LinesD own Type the n
286. umber of lines down from the header to leave blank before starting the vendor information PercentO ver Same as for the header VendorFommat Type the format of the address Four formats are available The allowable formats and examples of their printed equivalents are ZipCityStateCountry 24060 Blacksburg VA U S A ZipCityState 24060 Blacksburg VA CityStateZipCountry Blacksburg VA 24060 U S A CityStateZ ip Blacksburg VA 24060 EndVendor PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 102 Acquisitions v 43 1 5 5 4 3 Date Y ou can specify the format of the date on the purchase order letter F igure 5 9 BeginD ate DateFormat Type the format of the date d day mmmm month and yyyy or yy year LinesD own Type the number of lines down from the vendor address to leave blank before starting the date PercentO ver Same as for the header EndDate 5 5 4 4 Entity ID The Entity ID Figure 5 9 is the label for the purchase order number which the system prints on the letter automatically The label can be in any language In our example of a purchase order letter the label is Order ID BeginE ntityID LinesD own Type the number of lines down from the date to leave blank before starting the entity ID PercentO ver Same as for the header EntityID Type a label for the order number such as Order ID EndEntityID Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC
287. ure 3 9 V iew PO Request D ialog Box Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 53 2 Type the number of the purchase order you want to view 3 Click the Retrieve button or press Enter The View Order window appears F igure 3 10 displaying all the line items associated with the purchase order including line items with the status of Canceled Although line items with the status Canceled and To Be Canceled will appear the T otal field in the purchase order header will NOT include the cost of those items ere erter Crier Flier ivi Order Tate Tariy Orire My rier Sas prs Total 25 0 Onder Date iiA tito Creole Brief Bib mn E Bi SF e peers i Ek Thar Wirda C Rapsa Ther Function O r s Proceed To krericar D areais Proceed To Fecapir Figure 3 10 V iew Order W indow 3 2 1 Viewing Order Line Items To view the data elements of an order line item 1 On the View Order window highlight the desired line item and then click the View button PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 54 Acquisitions v 43 1 The Order Line Editor window appears 2 Review the data elements on all sub tabs and then click OK The View Order window becomes the active window again 3 Click the Close button 3 3 Deleting a Purchase Order Once a purchase order is created Virtua lets you delete it as long as you have NOT
288. ut a selected invoice e On the Display Voucher window click the Expand Invoice button An invoice detail window appears Figure 8 22 Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 221 9197 7Invoice 1977 Total Paid 231 00 Invoice Fees Paid a 00 Order Tite Line Amount Paid Line Fees Paid Total Paid 1977 1 The experience of landscape J Ja 58 00 00 455 00 Flaubert s landscape descriptions 51 00 Landscape in the works of Marcel 46 00 Landscape natural beauty and 68 00 Figure 8 22 V iew from the E x pand Invoice Button e To view alist of credits applied to the voucher click the Expand Credits button which will be enabled only if credits have been applied e To view notes linked to the voucher click the Notes button which will be enabled and displayed with an asterisk only if notes are available To print the voucher you are viewing 1 On the Virtua menu bar click File 2 Choose Print The Print Voucher dialog box appears Figure 8 18 The voucher that prints here will contain the same information as the voucher that prints after you save a payment voucher except that any credit information will be summarized rather than detailed PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 222 Acquisitions v 43 1 8 9 Customizing Printed Payment Vouchers Currently Virtua automatically displ
289. ver LeftIustity ISBN ISBN 1I55N IsbnissnPercentover Left Justify YendorName Vendor Vendor NamePer centoyer Leftiustity RecejptDate Receipt Date RecetptDatePercentoyver Lettijustity Location Location LocationPercentover Left Justify Conditian conditian ConditionPer centoyver LeftIJustity Status Status StatusPercentoyer Leftiustity OnNBL on Mew Book List Vendor NotesPercentoyer LeftIustity Figure 6 13 D efault R ecapt Slip T emplate F ile To edit the receipt slip template file use an editor that supports Unicode such as Windows 2000 Notepad For information about editing utf files see the section Working with Purchase O rder Letter Templates in this guide Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 127 6 3 6 Splitting the Receipt of a Line Item If you need to assign different receipt values such as status or condition to different copies of a received title you can do so by splitting the receipt of the line item To do this you must receive each copy separately and assign different information to the individual copies via the Edit Receipt Information dialog box To split the copies of a line item 1 On the Receipts window highlight the desired line item 2 Click the Receive button The Edit Receipt Information dialog box appears Figure 6 14 A Edit Receipt Information borgl 3 3000 Status N ot Re ceived Condition C
290. w 10 3 1 Aspects of the Claims Window The Claims window lists the claims sorted by claim date that have been issued The claims listed may be linked to a holdings record or a specific issue depending on your point of access to the Claims window If there are more claims than can be displayed on the window a scroll bar will appear Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 249 Y ou can resize the Claims window to suit your needs Just place your mouse cursor at the boundary of the window When the cursor changes to a horizontal arrow hold down the left mouse button and drag the edge of the window 10 3 1 1 Columns e No label Displays the number of the claim in the list which you can highlight to select the claim e Creation Date The date the claim was created e Status Status of claim either Created or Transmitted If you have not printed the claim its status is Created If you have printed the claim its status is Transmitted e Transmission Method The vendor s preferred method such as print save or e mail which is pulled from the vendor record e Transmission Date The date the status changed from Created to Transmitted If the claim status is Created this field is blank 10 3 1 2 Command Buttons In View mode only the Close button is active N ew Claim Creates a new claim Reminders Lets you add a User defined reminder Delete Deletes the se
291. window aspects of 75 76 Add Invoice Line Items window fig 149 150 Add Invoice Request dialog box fig 142 Add Invoice window aspects of 144 buttons 146 displaying 141 header elements 144 order line information 145 Add Invoice window fig 139 144 148 displaying invoice fees 156 displaying line fees 159 177 inserted line items 152 Add Order window aspects of 9 Billing Shipping Information tab elements of 14 buttons 16 COG fig 6 Create Brief Bib button 16 item level buttons 16 Line Items list box 15 Monograph or Serial fig 5 non editable header elements of 11 Order Header Information tab elements of 11 order level buttons 17 Add Order window fig Billing Shipping Information tab 14 Catch all Order Group 9 copied purchase order 69 displaying a line item 21 header 4 11 Order Header Information tab 10 Renewal 66 Add PO Request dialog box accessing 2 completing 3 Add PO Request dialog box fig 3 Add Reminder button 266 Add Reminder dialog box 268 Add Reminder dialog box fig 273 276 Add Title Selection List window 58 Add Update Invoice Request dialog box fig 138 Add Update Receipts Request dialog box fig 111 adding accounts on the Account Information sub tab 32 COG order line items 22 fees to invoices 153 internal credits to the database 229 invoice header fees 153 invoice line item fees 156 Virtua ILS Integrated Li
292. window and enter a new vendor on the invoice e Depending on the setting of the Invoice Line Item Display parameter the window will display either 1 ALL the line items from the purchase order that have a status of Valid for Payment or Partially Valid for Payment and that have NOT yet been fully invoiced or 2 only RECEIVED purchase order line items 3 Inthe Line Number field type a line number if you want to display a specific purchase order line item only 4 Click the Request button The appropriate purchase order line items appear in the display box Figure 7 5 The first line item in the list box is selected for you and all information for that PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 150 Acquisitions v 43 1 line item is displayed on the right side of the window in the Selected Line Item Info section Of Adi maa Lane lems migla SN he deigis balance cass studies micouneeing YES nd care mensgemerd for oker ecules J ected by Berd ingerscl Deyton and Rud Carpi oaeerch SBM ISSN Figure 7 5 A dd Invoice L ine Items W indow 5 Select the line item for which you want to edit invoice information N ote If the list of line items is long you may want to use the Search ISBN ISSN feature to find the desired item The Search ISBN ISSN button is enabled only if there are line items in the display box To search by ISBN ISSN click the button type the control number and let
293. wing actions e If appropriate prompts you that the purchase order was added to the database Figure 2 26 Information Ci Purchase order added 1947 i Figure 2 26 Information Purchase Order A dded e Checks for duplicate purchase order IDs If it finds a duplicate ID it will display a message Figure 2 27 so that you can enter a new order ID or accept a system assigned ID Order Number Request Key Error Document already exists Enter a new order ID or leave it blank to let the server assign ane to you Order Humber Figure 2 27 Order N umber R equest D ialog Box e Checks that all required fields on the order are complete fit finds an incomplete or empty required field such as the Shipping Sent To or Billing Sent To field it will display an Error message Figure 2 28 and keep the Order window open so that you can add the information Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 41 Error x Please complete the purchase order header information Figure 2 28 Purchase Order E rror M essage e For distribution enabled monograph orders checks whether a distribution group for the each line item is specified fit finds you have not chosen a distribution group it will display a Confirm dialog box Figure 2 29 and keep the Order window open so that you can add the information Tou have not chosen a distribution group for
294. wo different levels of an invoice header level and line item level e The value of a discount applied to the invoice as a whole will appear in the Invoice Discount field in the header of the Add Invoice window e The value of a discount applied to an invoice line item will appear in the Discount column in the Invoice O rder Line Information display area The software applies discounts before it calculates taxes and assesses fees for either the invoice as a whole or specified invoice line items Header discounts are distributed proportionally among the line items and subtracted from the price that is encumbered for each line Line item discounts are figured into the price that is encumbered for that line PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 160 Acquisitions v 43 1 7 3 4 1 Applying an Invoice Header Discount To apply a discount to the whole invoice 1 On the Add Invoice window click the Invoice Discount button The Invoice Discount dialog box appears Figure 7 15 invoice Discounts borg19 3 BETES Discount Amount Discount 5AP No SAF code specified Post Cancel Figure 7 15 Invoice D iscounts D ialog Box 2 Specify a discount percent by selecting the Discount Percent check box and typing a percentage in the text box 3 Specify a discount amount by selecting the Discount Amount check box and typing an amount in the text box N ote If you choose to set both a
295. x appears Figure 9 7 View Credit Request Credit Number Figure 9 7 V iew Credit R equest D ialog Box 2 Type the credit number of the desired record Hint The credit number is case sensitive 3 Click the Request button or press Enter The View Credit window appears Figure 9 8 displaying the contents of the credit record Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC E View Credit Credit ID Credit Type Amount Fiscal Year Account Credit Status Create Date Last Modified Date Expiration Date Vendor Order Number Order Line Number Acquisitions v 43 1 233 alll Specific 15 00 001 Monographs Incomplete 4j6z001 4j62001 12 21 2001 Academic Book Center Mokes Figure 9 8 V iew Credit W indow 4 Add notes if desired by clicking the Notes button 5 Click OK 9 7 Deleting a Credit Record Y ou can delete a credit record once it is in the database But you CANNOT delete a credit record whose funds have been applied or have been partially applied When you choose the D elete Credit function the software locks the credit record so that it cannot be modified by other users To delete a credit record that meets the criteria for deletion 1 On the Virtua menu bar click Acquisitions choose Credits and then choose D elete The D elete Credit Request dialog box appears Figure 9 9 PROPRIETARY INFORMATION OF VTLSINC
296. y Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 175 Tipit rere URGES Wel ey tim i Eag Vek for Paster p00 his i A piena hesto o kimani 124100 1 aao Wait Pasme gn f00 4o Figure 7 25 U pdate Invoice W indow Invoice F ees D isplayed 7 4 3 2 Updating Invoice Line item Fees To update an invoice line item fee 1 On the Update Invoice window highlight the line item associated with the fee you want to update Click the Line Fees button The Line Fees dialog box appears Figure 7 26 PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 176 Acquisitions v 43 1 A Line Fees SAP Mo SAP Code Specified Figure 7 26 Line Fees D ialog Box 3 Highlight the line you want to edit and then click the Edit button The Line Fee Modification dialog box appears 4 Modify the value in the Amount field and then click the Post button 5 On the Line Fees dialog box click the Save button The Update Invoice window Figure 7 27 becomes active displaying an updated line fee in the Fee Total column for the selected line item The software automatically adjusts the Invoice T otal accordingly Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 177 7 ligeciate mrar Mil E Fae 1777 Vendor Dirar Feos Miei AAA Eik rie Mee of Payer Jus til For Payreeri kwit Dale Lines Tahal pe 50
297. you in the Vendor name field 3 Click the Request button The Add or Update Invoice window appears Figure 6 27 displaying all the valid line items for the associated purchase order N ote that if no items were received for a given line item the line item can still appear on the Invoice window but the value in the column labeled Qty Quantity will be 0 7 Adal invoece a A Fr Te gs oF DES Thaer Leaner Figure 6 27 A dd Invoice W indow PROPRIETARY INFORMATION OF VTLSINC Virtua ILS Integrated Library System 140 Acquisitions v 43 1 7 Working with Invoices vendor and link them to the associated purchase orders In this chapter we discuss all aspects of working with invoices We provide step by step instructions for adding updating viewing and deleting invoices and invoice line items In addition we discuss invoice fees taxes and discounts l he invoicing function lets you record invoices as they are received from a This chapter covers the following topics Introduction Displaying the Add Invoice Window Adding an Invoice Updating an Invoice Viewing an Invoice Deleting an Invoice Saving an Invoice 7 1 Introduction Virtua provides an invoice function that offers libraries a variety of options regarding workflows display of information and application of adjustments such as fees discounts and taxes 7 1 1 Support for Repetitive and Integrated Workflows Virtua supports rep
298. you select the Immediately Proceed to Receipts radio button the software transmits the order automatically and displays the Receipts window immediately e Ifyou select the Immediately Proceed to Invoices radio button the software transmits the order automatically sets the status of the line items to Ordered and displays the Add Update Invoice Request dialog box immediately Receipts are not updated until you save the invoice e Ifyou select the Auto Receive check box the software sets the status of the line items to Ordered saves the order and automatically populates receipt information on the Statuses tab on the View Bibliographic Record window with default values On the Receipts window if your library assigns a staff member to perform only one step repeatedly in the receipts process Virtua can accommodate your setup When you save a receipt you have the choice of e Exiting the window Exit This Window The system saves the receipt and closes the window e Repeating the same function Repeat This Function The system saves the receipt and displays the Receipts Request dialog box in the same mode as the current receipt That is if the current receipt is in Add Update mode the new receipt will open in Add Update mode e Proceeding to the invoice function Immediately Proceed to Invoices The system saves the receipt and displays the Invoices window Whichever option you choose it will persist as the selected value until
299. ystem 218 Acquisitions v 43 1 2 Click OK The Print Voucher dialog box appears Figure 8 18 toucher Opies Number of copies Selected Records coat Figure 8 18 Print V oucher D ialog Box 3 Select the number of copies you want and click OK The payment voucher prints If the payment you save and print is a partial payment only the next time you issue a new voucher for this vendor the line item for any previously paid invoice will NOT appear and a new balance will appear on the payment window 8 8 Viewing a Payment Voucher Virtua also lets you view payment vouchers and then print them To view and pay an existing voucher 1 On the Virtua menu bar click Acquisitions choose Vouchers and then choose View The View Voucher Request dialog box appears Figure 8 19 Virtua ILS Integrated Library System PROPRIETARY INFORMATION OF VTLSINC Acquisitions v 43 1 219 View Youcher Request Voucher ID Figure 8 19 V iew V oucher R equest D ialog Box Type the Voucher ID Click the Request button MoDa For a voucher with invoices the Display Voucher window appears Figure 8 20 displaying information about paid invoices Y ou can resize this window to suit your needs ADisplay Youcher venusi2734 l 0 x ayment Information voucher ID voul Vendor Academic Book Center Hoke een Payment Date ofSi2001 Total Applied Credits Print File

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