USER ADMINISTRATION
Chapter 2. MANAGING USERS
Modifying Acquisitions Permissions
When you add a new user and assign Acquisitions Staff permissions (see Adding a User for details), or when you click the Acquisitions Permissions link on the Edit User Accounts screen (see Editing User Accounts for details), the Acquisitions Permissions screen displays. The Acquisitions Permissions screen shows the Acquisitions permissions currently granted to the user. You may grant or deny additional permissions as desired.
Acquisitions Permissions Screen
To modify Acquisitions Permissions:
- The Acquisitions Permissions screen shows a listing of all
submenus, features and functions available through the Acquisitions
menu. Click the Expand Submenu icon
next to a submenu name to view a hierarchical listing of all features and
functions available within the associated submenu. (Click the Collapse
Submenu icon
next to the submenu name to close the listing.)- Permissions granted to the current user are indicated by a checkmark
next
to the permission name.
- Permissions granted to the current user are indicated by a checkmark
- Use the checkboxes associated with each submenu, feature and function to
grant or deny access to the function.
- A checkmark
indicates the user is granted the associated permission.
- An empty checkbox
indicates the
user is denied the associated permission. - Clicking a checkbox repeatedly will toggle it on and off.
NOTE: To grant a user access to a feature or function within a given submenu, you must select the checkbox for the associated submenu. When you select the checkbox for a submenu, the checkboxes for all features and functions within the submenu are selected automatically.
- A checkmark
- Use the definitions below to determine whether a permission should be granted or denied for a given user.
| Permission | Definition |
|---|---|
| Selection Lists | Allows the user to create lists of titles that can be referenced during ordering. |
| Order | Allows the user to view the Order submenu. User may be selectively granted permissions for the following functions: |
|
Place Order |
Allows the user to create a new order for items, encumber funds, and specify distribution. |
|
Edit Order |
Allows the user to edit an “in process” order prior to transmission to the vendor. |
|
Order Cancel |
Allows the user to generate cancellation letters for order placed through the Acquisitions module, and mark items cancelled by the vendor. |
|
Order Status |
Allows the user to you view the Order Detail Entry screen for a selected order. |
|
Add Orders to Batch |
Allows the user to add orders to the batch file for subsequent printing and/or automatic transmission. |
|
Print Purchase Orders |
Allows the user to print purchase orders for “paper” delivery, and view purchase orders sent via email or X.12 EDI transmission. |
| Receive | Allows the user to “check in” (indicate receipt of) an item from a vendor. |
| Claiming | Allows the user to view the Claiming submenu. User may be selectively granted permissions for the following functions: |
|
Extract Claims |
Allows the user to identify orders containing items that have not been received within a specified number of days of placing the order. |
|
Review Claims |
Allows the user to review items for which claims will be generated and print claim letters for items being claimed. |
| File Maintenance | Allows the user to view the File Maintenance submenu. User may be selectively granted permissions for the following functions: |
|
Vendor Maintenance |
Allows the user to create and maintain vendor records for each vendor from which you will acquire materials. |
|
MARC Location Mapping |
Allows the user to map locations data contained in MARC records to be uploaded to a Selection List to the appropriate location/collections used by your library. |
|
MARC Material Type Mapping |
Allows the user to map material type data contained in MARC records to be uploaded to a Selection List to the appropriate material types used by your library. |
|
Letter Maintenance |
Allows the user to create and maintain text for the Order Letter, Claim Letter and Cancel Letter. |
|
Routing Slip Management |
Allows the user to enable the generation and printing of Routing Slips during receiving, and specify the content of the Routing Slips. |
|
Library Profiles Maintenance |
Allows the user to create and maintain a Library Profile for each branch of your library. |
|
Foreign Currency Maintenance |
Allows the user to define and maintain currency exchange rates for foreign currency. |
|
Branch Distribution Lists |
Allows the user to create and maintain distribution lists for received items. |
|
Billing Address |
Allows the user to create one or more billing addresses. |
|
Acquisitions Configuration |
Allows the user to specify the default fiscal year used by the Acquisitions module, and create and maintain passwords to access the fund edit and invoice edit features. |
| Financial Management | Allows the user to view the Financial Management submenu. User may be selectively granted permissions for the following functions: |
|
Invoice & Payments |
Allows the user to process invoices and payments related to your library’s acquisition functions. |
|
Fund Account Maintenance |
Allows the user to create separate budget accounts into which your library's acquisitions budget for a given fiscal year may be distributed. |
|
Fund Categories |
Allows the user to distribute your library's acquisitions budget, for a specified period, among one or more fund categories. |
|
Clone All Funds |
Allows the user to “clone” (duplicate) all existing funds from a selected prior fiscal year into a selected new fiscal year. |
|
Fund Transfer |
Allows the user to perform a direct transfer of dollar amounts from one fund to another. |
| Run Reports | Allows the user to view the Run Reports submenu. User may be selectively granted permissions for the following functions: |
|
Run Reports |
Allows the user to generate statistical reports related to your library's acquisitions activities. |
|
View Reports |
Allows the user to view reports generated through the Actuations module. |
|
EDI Doc Report |
Allows the user to generate a listing that summarizes EDI messages sent from or received by the Acquisitions system during a specified time period. |
| About AGent | THIS FUNCTION IS OBSOLETE |
- When all desired submenus, feature and functions have been selected, click the Submit button to submit your changes to Acquisitions Permissions.