Serials Control Training for Mcgill University

ALEPH 500 version 12.2

Serials Control Training for McGill University

Notices & Reports

By Susan Marshall

November 1-3, 1999

Introduction

There are several reports, notices and forms available to enhance the workflow of the Acquisitions Department. In the following presentation, I will indicate the template form’s name, the purpose, the source and the probable initiator.

Letters & Slips

Some Forms are printed automatically as you work, depending on your setups. These forms are created individually, order or function by order or function. These will be referred to in this document as online. These could include: order, item and claims slips or letters. budget and currency reports and processes.

Other Forms are created from the WEB Services or may even be created automatically on a regular basis through the services of your System Librarian. They are created as batch programs (including order slips). These will be referred to in this document as WEB services. These forms could include: orders, claims notices, and cancellations.

[Note to System Librarian: these templates are found in /alephn/u50_5/mgu01/form_eng].

File / batch program Name / Description / Purpose / Source / Initiator / Notes /
acq-m-order-info-00
(Examples 1 & 2) / Detailed order information for monograph without actually ordering. / Online / ACQ Staff / With Print button from ‘Order Index’ & from ‘Order List’ of monograph order without ordering
acq-order-slip-00
(Examples 3 & 4) / Letter to order or cancel from vendor / Online / ACQ Staff / Individually, with print button from Order List’ by choosing print or cancel choice
acq-s-order-info-00
(Example 5) / Detailed order information for serial without actually ordering. / Online / ACQ Staff / With Print button from ‘Order Index’ & from ‘Order List’ of serial order without ordering

Reports

Reports are primarily run from the Web Services menu.

File / batch program Name / Description / Purpose / Source / Initiator / Notes /
Claim Report and Letters for Monograph Orders
p_acq_12 / Enables you to produce a report listing monographs that have not yet arrived, and to produce claim letters to be sent to the vendor. / WEB Services / ACQ Staff / acq-order-claim-00-00
Send list of orders to a vendor
p_acq_14 / Enables you to send a letter to a vendor that contains a list of orders / WEB Services / ACQ Staff / acq-order-list-00
Claim Report for Standing Orders
p_cir_11_nn.lng / Creates a report of standing orders for which volumes have not been received by the "maximum number of arrival days." This information may then be used to send claims to vendors. Claim letters may be sent manually by using the Acquisitions GUI. / WEB services / ACQ Staff
Open Annual Budgets (step1)
p_acq_05 / Enables you to create new annual budgets for those budgets defined as "annual" and using the name format "code-YEAR" (e.g., Books-1997). / WEB services / System Librarian / The system will create new budgets having the same code and will add a new suffix for the new year.
Transfer Remaining Balance (Step 2)
p_acq_07 / Enables you to transfer the funds remaining in the annual budgets at the end of the year to the new year's annual budgets. (The status of the "old" budget will then be changed to NA, non-active.) / WEB services / System Librarian / Before running this function, you must first run "Open Annual Budgets."
Renew Order Encumbrances (Step 3)
p_acq_06 / Checks for annual budgets that have been encumbered for each order. If the encumbrance for the order is still active (e.g., invoices are incomplete), the encumbrance will be assigned to the next year's budget. / WEB services / System Librarian / Before running this function, you must first run "Open Annual Budgets."
Update local price of budget transaction
p_acq_08 / Enables you to update the local price of a budget transaction. / WEB services / System Librarian
Deactivate Encumbrance
p_acq_09 / goes through all of the orders and the invoices received for them. For each order that has received all of its invoices, the Active Sum of the Encumbrance (which shows how much of the Encumbrance is still outstanding), is set to zero. This, in effect, deactivates the Encumbrance. / WEB services / System Librarian
or script / In addition, the system checks the active dates of all budgets and for those budgets that are inactive, the Encumbrance is set to zero.
Run weekly or monthly
Budget Summary
p_acq_16 / produces a report that summarizes the budgets meeting your selection criteria / WEB services / The report includes the allocations, transfers, encumbrances, invoices not paid, payments, estimated & actual balance and the maximum over-commitments and over-expenditures set for the budget. (budget-details-00)
List of Orders Per Budget
p_acq_17 / Prints a list of all orders for which the selected budget has been encumbered. / WEB services
Currency Report
p_acq_01 / Enables you to print a report that shows the dates on which ratios were assigned to currencies, and the actual ratios assigned. / WEB services
Upload Currency Ratios
p_acq_20 / Enables you to upload currency ratios. / WEB services / You must have a valid data file in the library's files directory named currency.dat.
Invoice Report
p_acq_10 / Enables you to change the payment status of invoices from "R" (Ready to be paid) to "Y" (Payment authorization given) or "P" (Paid) and to produce a report showing the invoices that were changed. / WEB services / This report may then be given to the appropriate authority to ensure that payment is made. (invoice-report-00)
Rebuild Order/Request Index
p_acq_04 / Enables you to rebuild the order index file. / WEB services / The index file will be deleted and re-created by reading all order records
Partially-filled Orders
p_acq_02 / Enables you to retrieve the record numbers of acquisition orders that were only partially filled by the vendor. / WEB Services / ACQ Staff
Monograph Orders - Status "New"
p_acq_02 / Enables you to retrieve record numbers of "new" acquisition orders for monographs. / WEB Services / ACQ Staff
Print Acquisition Records / Enables you to save in a file or print out acquisitions records that have been found using one of the functions that retrieve acquisitions record numbers. / WEB Services / Systems Librarian
No Invoice / Retrieves record numbers of acquisition orders for which an invoice has not been received. / WEB Services / ACQ Staff
Order Status
p_acq_02 / Enables you to retrieve record numbers for orders having the status of your choice / WEB Services / ACQ Staff
Order Cancelled by Vendor
p_acq_02 / Enables you to retrieve record numbers for orders that have been cancelled by the vendor. / WEB Services / ACQ Staff
General Retrieval Form
p_acq_02 / Enables you to retrieve the record numbers of acquisitions orders according to a number of different filters of your choice. . / WEB Services / Systems Librarian / An output file will be created that lists record numbers without the detailed information for each record.

Serials

File / batch program Name / Description / Purpose / Source / Initiator / Notes /
Print Serials Claim Report
p_serial_04 / Enables you to save in a file or print out a claim list for serials. / WEB services
Print Serials Claim Letters
p_serial_44 / Enables you to save in a file or print out claim letters for serials. / WEB services / (batch-serial-claim-letter-00)
Print Arrived Issues
p_serial_06 / Enables you to create a report listing the serials that have arrived within the period that you define. / WEB services
User's Routing Lists
p_serial_07 / Enables you to create a report listing the serials that are routed to each user. / The report is sorted by user.
Letters to Routing List Members
p_serial_08 / Enables you to send a letter to each member of every routing group, telling him which titles are being circulated in all the routing groups to which he belongs.
Open Publication Schedules
p_serial_10 / enables you to open a new, complete Publication Schedule for all serials having an issue date on, or later than, the date you specify.
Delete Publication Schedules
p_serial_10 / enables you to delete "old" publication cycles for serials whose ADM record numbers are included in the Input File
Open Expected Issues
p_serial_11 / automatically "opens" all expected issues for a given range of dates (as is also done manually using the "Open all" button on the Publication schedule screen).
Open Expected Issues - new
p_serial_13 / enables you to open a new, complete Publication Schedule for all serials having an issue date on, or later than, the date you specify.

Rev. 10/17/99 Serial 12.2 MGU notices train.doc