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ACQUISITIONS

Chapter 4. SELECTION LISTS

   

 

Setting Defaults for Selection Lists

The Update Defaults function lets you specify the default values for vendor, item location, quantity, financial data, etc., that may be selectively applied to titles in a Selection List.

NOTE: When the Title Manage link is selected for a new Selection List, the Set Default Values for this Selection List screen displays automatically.

To set default values for Selection Lists:

NOTE: Unless otherwise specified, all fields are mandatory.

  1. On the Selection List Setup screen, click the Title Manage link for the desired Selection List.
    • The Title Management screen for the selected list displays.

Set Default Values for this Selection List Screen

Set Default Values for this Selection List Screen

  1. Click the Update Defaults button.
    • The Set Default Values for this Selection List screen displays. The screen is pre-filled with the currently specified default values for the Selection List.
  2. Click the Select link for the desired default Vendor.
    • The notation “Selected” is shown next to the currently selected vendor.
  3. Select the default library branch for which titles included in the Selection List will be ordered from the Branch menu.
  4. Select the default library location for which titles included in the Selection List will be ordered from the Location menu.
    • The Location menu lists all currently defined library locations for the library under which you logged in. Locations are defined through the Circulation Administration module (see the Circulation Administration User Guide for details).

    NOTE: In cases where location mapping has been defined (see MARC Location Mapping for details) and items are added to a Selection List through MARC Upload (see Uploading MARC Records for details), when location information included in an uploaded record matches a defined location map, the defined default library location will be ignored, and the mapped location will be used for the associated record.

  5. Specify the default quantity of items to be ordered for each title in the Selection List in the Quantity text box.
  6. Specify the default cost per item in the Price text box.
    • Specify the per item Price in dollars and cents; e.g., “12.95.” Do not include the dollar sign “$” when entering the item Price.
  7. Select the default fiscal year for which items will be ordered from the Fiscal Year menu.
    • The Fiscal Year menu lists all fiscal years for which at least one Fund Account exists (see Fund Account Maintenance for details).
  8. Select the default fund to be encumbered for items ordered through the Selection List from the Fund menu.
  9. Select the default material type for items ordered through the Selection List from the Material Type menu.
    • The Material Type menu lists all currently defined material types for your system. Material types are defined through the Circulation Administration module (see the Circulation Administration User Guide for details).

      NOTE: In cases where material type mapping has been defined (see MARC Material Type Mapping for details) and items are added to a Selection List through MARC Upload (see Uploading MARC Records for details), when material type information included in an uploaded record matches a defined material type map, the defined default material type will be ignored, and the mapped material type will be used for the associated record.

  10. Enter the prefix to be applied to orders generated from the Selection List in the Order Number Prefix text box.
  11. If desired, enter any notes to be included on orders generated from the Selection List in the Note text box. This field is optional.
  12. If the selected default Vendor applies a standard discount to orders submitted by your library, enter the discount amount (as a percentage) in the Discount (if known) text box.

    NOTE: If the discount amount is not known or a standard discount is not applied, enter ‘0’ in the Discount (if known) text box.

  13. Select the desired transmission for orders generated from the Selection List from the Order Transmission Method menu; EDI X.12, Printed Letter or Email.

    NOTE: Depending on the configuration of Acquisitions for your system, some options may not be available.

  14. Use the Create Bibliographic Records checkbox to indicate whether or not bibliographic records should be created for titles ordered from the Selection List.
    • A checkmark checkmark indicates bibliographic records will be created for titles ordered from the Selection List.
    • An empty checkbox checkbox indicates bibliographic records will not be created for titles ordered from the Selection List.
    • Clicking the checkbox repeatedly will toggle the checkbox on and off.
  15. Use the Create Holding Records checkbox to indicate whether or not holding records should be created for items ordered from the Selection List.
    • A checkmark checkmark indicates holding records will be created for items ordered from the Selection List.
    • An empty checkbox checkbox indicates holding records will not be created for items ordered from the Selection List.
    • Clicking the checkbox repeatedly will toggle the checkbox on and off.
  16. When all desired default values have been entered for the Selection List, click the Submit button to save your changes.
    • The Title Management screen for the Selection List displays.

    NOTE: If you omit required information when editing default values for the Selection List, an advisory message displays next to the required field(s) when you submit the form. Enter the necessary information, then click the Submit button to save your changes.