Acquisitions and Serials in 2005 and beyond

Georgia FujikawaManager, Training Programs

Acquisitions in Release 2005

• New Features:– A "Claim All" option has been added to the Orders Claim

mode (optionally enabled via Login Manager).

– The purchase order queue will be scanned for duplicates before orders are sent.

– A new Print toolbar button is available in Send/Print modes for Purchase Orders and Claims. The Print button will now print the table in both Millennium Acquisitions and Serials.

Acquisitions in Release 2005

New Features cont.:

– It will be possible to override the default foreign currency exchange rate and provide a rate that will be applied just to the invoice being started.

– It will be possible to view and query invoices after posting. [IUG ballot item]

Acquisitions in 2005

Claim All Option

Claim All

Enabled in Login Manager

All claimable orders now in claim print queue

Acquisitions in 2005

Scanning the Purchase Order Queue for Duplicates

Eliminating Duplicates in PO Queue

The queue before adding a new order

An order is queued again

The second order is eliminated

Acquisitions in 2005

Printing the PO Queue & Browse

Printing the PO Queue and screens…

Acquisitions in 2005

Foreign Currency Exchange Rate “on the fly”

• By default, the currency used will be the currency selected in the Invoice Settings tab.

• If applicable, click the Use Currency drop-down menu and select a different currency to use for this invoice.

• To define a different currency rate than the one that displays next to the currency code, highlight the rate and enter a new rate. The system stores both the currency and rate you select in the invoice record.

Acquisitions in 2005

The Invoice Record

Invoice Records

Process invoice normally

Finish and post invoice normally

The invoice is saved during posting

Searchable in a new mode

Full invoice details are retained

Serials enhancements for 2005

• Allow an internal note field in addition to the regular note field for each checkin box.

• The ability to find/edit the item record associated with a particular checkin box (such as from the checkin box with a menu "Edit linked item record,") and vice versa.

• Allow users to create/edit the wording of checkin box status.

[All of these were IUG ballot items]

Staff note field in addition to the public note field for each checkin box

Note the public note content vs. the staff note, which results in the OPAC display . . .

Note that you can choose which of the two notes will display in staff mode

Find/edit the item record associated with a particular checkin box

Create/edit the wording of checkin box statuses

What does Release 2005 mean for my library?

• Non-Millennium, full character based systems will see no change, but will not be able to store or use the new invoice records

• Full Millennium systems with truncated main menus will see no change and will get the new records immediately

• Libraries using both Millennium and the character based functions will see a change to the main menu screens that will remove the“Ordering and Receiving Subsystem” line

Main menu on Release 2005 LE or Silver(variations are possible based on products owned)

Possible Main Menu on Release 2005

New submenu for functions still in Character based

Functions on new submenu

Important points for libraries to know

1. The change is not optional, and is not initiated by the library. It will happen as a result of the upgrade to the new release and be effective immediately after the upgrade

2. The structure of the stored invoice data has changed the record in a way that is similar to the checkin/holdings record changes of several years ago. The changes are not backward compatible.

3. The new invoice record will be a large help to libraries using multiple currencies, since the conversion rate and original invoice amount will be stored and retrievable

New Products

Acquisitions in 2005

Electronic Invoicing (EDIFACT)

Electronic Invoicing via EDIFACT

Normal posting and invoice record creation

Acquisitions in 2005

Inventory Express

Inventory Express

Bibliographic and order record created

Inventory Express

Duplicate checking is built in

Use existing bib for new order

Use existing bib for new order

Acquisitions in 2005

Web Works Selection Lists

WebWorks – Selection Lists

• Allows branch libraries to make purchase decisions using a web browser

– Includes book reviews and other content via WebBridge

Central library creates review files of titles for branch libraries to select: these are the “selection lists”

Selector chooses the appropriate “Selection List” – And then selects each title for further review

“Add Row” allows the selector to add a new location, fund and number of copies

WebWorks – Selection Lists

• Features:– Full customization of HTML page look and feel

• Uses library-defined cascading stylesheets

– Full customization of fields that display– Sorting by column headers– Integration with WebBridge for book reviews,

annotations, etc.– Adding locations and funds from the browse display– Search by location code from browse– Reverse sort of rows so the new row is always on top– Library control of review files that display in full list

• Available: Release 2005

Acquisitions in 2006 (Preliminary)

• New Features:– Order Acknowledgements (EDIFACT Orders only)– Custom Purchase Order and Claim forms

IUG Ballot Items:– Tickler for order records– Alert for duplicate invoices (based on invoice

number)– Automatic suppression of bib record with

cancellations– Export Fund Activity Report to spreadsheet

Serials in 2005

• New Features:– Staff Note. [IUG ballot item]– Access item record from checkin box. [IUG ballot item]– Custom Status Labels [IUG ballot item]

Serials in 2006 (Preliminary)

• New Features:– Custom Claim forms

IUG Ballot Items:– Allow “jump” when claiming by review file– Add a custom box color for UNAVAILABLE and OUT

OF PRINT– Allow a routee to be suspended from a routing list

Questions ?