1. v.16 eSeminar April 2004 Doron Greenshpan
Acquisitions
v.16 eSeminar
April 2004
Doron Greenshpan

2. Session Agenda v.15-v.16 Claims Order Log Action Log Messages
Budget Transfer
Arrival Message to the initiator of the order
Line Item Invoice Alert
Invoice Tax
EDI (brief review of new supported options)
v.14-v.15
[Separate index]

3. Claims Window Enhancement
The Claims pane enables you to create a new claim for an order, to register the vendor’s reply and to modify the details of a claim which is already registered.
The Claims window in v.16 combines two separate
windows from versions 14 and 15:
Send New Claim
Vendor’s Reply

4. Claims Window Enhancement
New Claims window:

5. Claims Window Enhancement
If you want to send a new claim or to re-send an existing one – mark the Send Claim checkbox.
To update a claim (without sending it) – do not check this field.
In the "Save Information" section you can determine whether to let the system update the "Expected Arrival Date" automatically, or to specify a date manually.

6. Claims Window Enhancement
Every time you create or modify a claim, the information, including claim date and text and vendor reply date and text, is recorded in the Order log (z71).
An additional log entry is written when the claim is actually sent. It includes the print format (chosen from the pull-down list) and the date.
Two fields added to z501:
z501-PRINT-DATE
z501-PRINT-FORMAT

7. Order Log Enhancement
A User Note can be added to the Order Transaction
Log’s system-generated note and inserted into the log
transaction.
User Note text is stored in Z71-DATA, between
<< >>, next to the System note.
z71_data System note <<User note>>

8. Arrival – Message to Order Initiator
Upon the FIRST arrival of an order a message can
be sent (by or printed letter) to the order’s initiator.
Set the “Action” field on the Order form to “Send Mail”:
02 z68_target \
03 approver_id
03 target_id
03 target_text Smith, John
03 target_flag M
The form used is: < acq-arrival-message.xsl >

9. Two-Way Budget Transfer
Two-way money transfer – a new node for this in the
Admin tab.

10. Two-Way Budget Transfer
The two transfer arrow buttons are enabled ONLY
when both budgets are valid, their information
is displayed AND the sum to transfer is greater
than zero.

11. Order Number Fields Renaming
Order Form - Additional Order No. The names of the following three fields were changed in the Order Form (2. General) tab:
Order Number 1  Order Number
Order Number 2  Additional Order No. 1
Order Number 3  Additional Order No. 2

12. Order Bar Search Options
New Features:
The Order Bar now includes different retrieval and search options that existed in previous versions:
- Get Order option
- Search functionality

13. Order Bar Search Options
The values of Order Bar now come from new “ORDER-SEARCH” entries of pc_tab_exp_field.lng (ADM library), as opposed to the Order Index that uses the “ACQ-INDEX-TYPE” menu:
ORDER-SEARCH L Order number ON
ORDER-SEARCH L Group order number GON
ORDER-SEARCH L Vendor reference RF
ORDER-SEARCH L BIB Sys No BIB-SYS
ORDER-SEARCH L ADM Sys No ADM -SYS
ORDER-SEARCH L BIB Title BIB-TIT
* in version 15.2 only ACQ-INDEX-TYPE entries existed

14. VAT in Invoices VAT can now be calculated per Line Items.
Additional Value Added Tax information can be added to
the General Invoices, Line Items and Budget Transactions of
type INV (invoice).
Z77: 02 Z77-VAT-PER-LINE
Z75: 02 Z75-I-VAT-AMOUNT
Z601: 02 Z601-VAT-SUM

15. VAT in Invoices General Invoice Z77-VAT-PER-LINE=N (checkbox is
unchecked - default):
VAT Amount of General Invoice (Z77-VAT-AMOUNT) is saved in a database.
VAT Amount of attached line items (Z75-I-TOTAL-AMOUNT) is calculated according to the VAT percent of the General Invoice.
“VAT Amount” and “VAT Percent” edit boxes can be edited.

16. VAT in Invoices
General Invoice Z77-VAT-PER-LINE=Y (checkbox is checked):
VAT Amount of General Invoice (Z77-VAT-AMOUNT) in the database is always zero
Calculated on the fly from VAT Amount of attached line items for display/print purposes
“VAT Amount” and “VAT Percent” edit box cannot be edited

17. VAT in Invoices Line Item - single line invoice:
When the General Invoice and the Line Item are created simultaneously (from the order),
Z77-VAT-PER-LINE is defaulted to “N” and
cannot be changed in the current window.
“VAT Amount” and “VAT Percent” edit box can be edited.

18. VAT in Invoices Budget Transaction INV - Z601-VAT-SUM:
Calculated from Z601-ACTIVE-SUM according to the VAT percent of the attached line item (Z75), regardless of the value (Z77-VAT-PER-LINE).
Cannot be edited
Used for:
- Budget balance calculation
- Calculation of “Invoice VAT Price”
and “Payment VAT Price” in budget
information – Transaction tab
- “Budget Summary” report (p_acq_16)

19. Line Item Invoice Alert
If the Actual Unit Price exceeds the Estimated Unit
Price by more than X percent – a non-recurring alert
message will be displayed. Example:
Actual Unit Price = Total Amount / Number of Units
Estimated Unit Price = Final Price / Number of Units

20. Line Item Invoice Alert
The calculations are made when creating a new invoice or modifying the existing one.
The maximum percent difference is determined by setting the value of the environment variable
max_unit_price_diff_percent in pc_server_defaults
For example:
setenv max_unit_price_diff_percent 10
The alert message is located in the file error_eng/ pc_acq_c0513.

21. EDI – New Supported Options
Outgoing Messages (from library to vendors):
- Purchase order (online and batch) - EDI message
type: ORDERS
- Order Cancellation (online) - EDI message type:
ORDCHG
- Order claims for Monographs (online and batch), Serials (online) and Standing orders (online) - EDI message type: OSTENQ
- Serial issues claims (online and batch) – EDI
message type: OSTENQ

22. EDI – New Supported Options
Incoming Messages (from vendors to the library):
- Serials and Monographs Invoice - EDI message type: INVOIC
- Orders/Claims response for Serials and Monographs - EDI message type: ORDRSP

23. Batch Services
Renew Order Encumbrances (acq-06) now produces a report with all renewed order encumbrances. Also, a preview report may be run first.
A new service, Update Vendor Code in Order and Subscription Records (acq-26), is used to update or replace the vendor code in order records (Z68) and subscription records (Z16). The service is useful when, for example, a vendor ceases operations or is merged with another vendor.

24. v.14-v.15

25. Session Agenda Orders Vendor - Order Units - Two-level Vendor
- Multi-order Process
- Order Index
- Order Log Filter
- Get Order
- Order’s Action
Vendor
- Two-level Vendor
- Additional Code Format
- Vendor Status Filter
- New Fields

26. Session Agenda Invoice Budget Batch Processes Object Codes
- Invoice Coverage Period
- Approval Dept. and No.
- Payment Status
Batch Processes
Budget
- User Permission
- Hierarchy
Limits
Groups
- Reassignment
- Balance Window
Object Codes

27. Order Units The Order Unit is an acquisition unit within the library.
It can be either:
A defined order unit - entered as a type 5 library in tab_sub_library.lng, or a normal sublibrary (workflow as before)
This depends on tab100:
use-order-unit Y/N

28. Order Units tab players: tab_sub_library.lng
ORDU1 5 USM50 L Ordering Unit 1
tab_sub_library_address.lng
tab10 46 tab10-use-order-unit Y/N
pc_tab_col.lng
Ex players:
tab_order_aut
user_function: ACQ/ORDER-SUB-LIB-AUTH

29. Order Units If use-order-unit=Y:
Order Unit is a new mandatory field in the
Order Form

30. Order Units - User’s Privileges
There is a new Order Units button in the User Privileges window, where you can set the user’s allowed order units.
The Order Unit Proxy field is used to redirect a user’s order unit privileges to another user.

31. Order Units Order Units buttons on both Vendor List and
Budget List windows (Z602) (alternative to the
Sublibraries button)
Order Unit filters in Acq-related batches
Order Unit in the Order Index
Depending on TAB10-USE-ORDER-UNIT setup:
the sublibrary address in GUI forms and batch
forms will be the Z68-ORDERING-UNIT address
and not the Z68-SUB-LIBRARY address

32. Multi-order Process Scenario:
A (public) library wishes to send multiple monograph orders based on imported publisher’s BIB data.
Solution:
Import data, batch create ADM records and orders, order all as one.

33. Multi-order Process Workflow:
Upload to the database a file of records received from a vendor.
Run the acq-24 service with the imported file to create ADMs and monograph orders.
Open the Multi-Order Index, search for multi-orders and select
requested titles.
Fill in the Multi Order Form and send the order to the vendor.
Fill in the Multi Item Form, defining how many copies are required for each title, and their sublibrary distribution (optional).
NOTE: either “1” copy for all titles, “2” copies for all, etc.

34. Multi-order Process
General ADM and Orders Creation (acq-24)

35. Multi-order Process
Multi Order Index
(Screen capture: v.15.2)

36. Multi-order Process I. Multi Order Form II. Multi Items Form
* New Acq Index: GON (Z68-ORDER-NUMBER-1)

37. Order Index New indexes: I2 (for Invoice No. then Vendor Code)
AVC (for Additional Vendor Code)
GON (Group Order Number)
OU (Order Unit)
Exact Starting Point checkbox

38. Order Log Filter
It is now possible to filter entries by Transaction Type.
New section in acq.ini saves/sets the Order Log filters
[General]
FilterLogger=

39. Order’s Action New field in Order Form: Approver ID (Z68-APPROVER-ID).
Can be used to indicate who approved an order.
The Send Directly checkbox has been replaced
by an expand-combo list and renamed as:
Action (Z68-TARGET-DIRECT).

40. Order’s Action The possible values of Action are: None - no action - N
Send Directly - D.
Create Hold Request - H (only for a monograph order).
Send mail - M.
These values are hard-coded and defined under ACQ_ TARGET_DIRECT of pc_tab_exp_field.lng.

41. Two-level Vendor Scenario:
The same vendor gives sublibraries different discounts.
Solution:
Two-level vendor records, with the lower-level ones
assigned to sublibraries (or order units).

42. Two-level Vendor * Depending on the TAB10-USE-ORDER-UNIT setup
Each vendor can now have two different types of records:
First-level record:
The generic vendor record, which is the default record with its Z70-VENDOR-CODE and an empty Z70-SUB- LIBRARY field.
Sub-level record:
Order unit or sublibrary*-specific record with the same Z70-VENDOR-CODE (as its generic record) and a unique Z70-SUB-LIBRARY field.
* Depending on the TAB10-USE-ORDER-UNIT setup

43. Two-level Vendor
Depending on tab100 setup, each vendor may have a new window where sub-level sublibraries/order units can be assigned.
Top-level
Sublibrary-level

44. Two-level Vendor tab100 switch: two-level-vendor Y/N
If the library uses order units*, the sub-levels will be based
on these. If not, they will be based on sublibraries.

45. Two-level Vendor New table: tab_vendor_sub_lib defines:
Which group of fields from the Z70 table will be taken from the generic (USM50) vendor record and will be read-only for the sub-level record (N in Column 2), and
Which group of fields can be set specifically for the sub-level vendor record (Y in Column 2). !
!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!-!
GENERAL Y
CONTACTS-NOTE N
ACCOUNTING Y
ORDER-DISPATCH Y
EDI N
MATERIAL-DELIVERY Y

46. Sub-Level User Permissions
New elements in user_function.lng:
Permission Y/N
VENDOR/SHOW No
VENDOR/UPDATE No
VENDOR/DELETE No
VENDOR/SUB-SHOW Yes
VENDOR/SUB-UPDATE Yes
VENDOR/SUB-DELETE Yes

47. Vendor Status Filter
In the Order form, when the Vendor List is opened, the Vendor Status filter now has multi-value options (e.g., you can specify that you want AC and Domestic, etc.).
The env FILTER_NA_VENDORS has been removed from pc_server_defaults.

48. Vendor Fields
There are now 5 fields for contacts on the vendor record:
Z70-CONTACT-1 - Z70-CONTACT-5
The Contact 1 field of the vendor is by default the new Contact field of the Order Form.
All five contact fields of the vendor record will be listed in a drop-down menu next to the Contact field of the Order Form.
New Cataloger field: Z70-CATALOGER

49. User’s Budget Permissions
Permission for budgets is no longer set in the budget
level (Z76) but rather in the user privileges level (new
Oracle table Z62). Click Budgets on the Staff
Privileges window, and You can specify budget
permissions per user:
Allocate
Transfer
Encumbrance
Expenditure

50. User’s Budget Permissions
Budget Proxy (Z66-BUDGET-PROXY) is a new field in the User Password Information screen. Use this field to redirect your budget authorization to another user.
Note: tab10 switch 46 BUDGET-ID-BY-PROXY is obsolete.
The Administrator Name field (Z76-ADMINISTRATOR- NAME) and ten fields of Allowed User (Z76-ALLOWED- NAME) have been removed from the Budget Information screen.

51. User’s Budget Permissions
New checkbox in Budget Filter: View Only Authorized Budgets. Check this field to display only budgets for which the user has at least one kind of permission.

52. Budget Hierarchy
Budget hierarchy, at two or more levels, may be used for
display in batch reports and for GUI display. A new
checkbox is in the Budget Information window.
If HIST-2004 and LIT-2004 each had $100 expenditure, their
‘parent’ budget, HUM-2004, will display $200 expenditure.
Invoice Report (acq-10)
General Retrieval Form (b-acq-02-01)
Budget Summary (b-acq-16)
List of Orders per Budget (b-acq-17)

53. Budget Limits
The Max. Over Encumbrance can also be set to Max. Under Encumbrance:
Example: if balance=$100, then Enc/exp stops at $90.
New field Z76-max-over-sign:
For ‘Over’: Z76-max-over-sign=D
For ‘Under’: Z76-max-over-sign=C

54. Budget Groups
Instead of one menu for all five fields of Budget Group, there are now five menus.
In order to support this change the previous menu BUDGET-GROUP in pc_tab_exp_field.lng has been replaced by the following five new menus:
BUDGET-GROUP-1
BUDGET-GROUP-2
BUDGET-GROUP-3
BUDGET-GROUP-4
BUDGET-GROUP-5

55. Budget Reassignment
Create is a new button in the Budget List of Invoice. It
re-executes budget creation from an order's
encumbrance.
If budget creation from encumbrance fails, a message
window details all errors. For example: Budget creation
fails when the budget's object code does not match the
Line Item's object code.

56. Balance Window The Balance of a budget can be displayed from:
Encumbrance window
Budget List of Invoice window

57. Object Codes Object code (Z76-OBJECT-CODE 0-19) is a new field in
the Budget Information window. It can be used to create
a hierarchy within a budget and to classify expenditures.
One or more object code/s can be assigned to a budget.
Up to 20 codes may be defined in the OBJECT-CODE
menu of pc_tab_exp_field.lng.

58. Object Codes tab100 use-object-code Y/N
N – object code is not mandatory
Y – Object code must be assigned to the Line Item
Invoice and must match the assigned budget's object codes.

59. Object Codes
When the use of object codes is mandatory, a budget code must also be assigned to each line item invoice (Z75-I-OBJECT-CODE) and there is a check to see if there is a match between the invoice object code and the assigned budget’s object code.
If there is no match between the object codes, the INV budget transaction will fail.

60. Object Codes The division of a budget’s amounts
among object codes is reflected
in the following:
Budget Summary window - screen and printout
Budget Transaction Form - For INV (Invoice) transactions
Invoice Report (acq-10) - the report divides the budget and
invoice amounts among the object codes

61. Invoice Coverage Period
Invoice coverage period (Z75-I-DATE-FROM and Z75-I-DATE-TO) can now be defined in the invoice line item of serial orders and standing orders.
If the Check Subs. Date Overlap field (Z75-I-DATE- RANGE) is checked, then the From/To Date fields are mandatory and the coverage period will be checked against other invoice line items of the same order to make sure there is no date overlap.
The default value is set in acq.ini:
[Invoice]
SubscriptionDateRangeCheck=Y

62. Approval Department and Number
Two new fields in General Invoice-Payment Tab:
Approval Department
(Z77-APPROVAL-DEPARTMENT)
Approval Number
(Z77-APPROVAL-NUMBER)

63. Approval Department
Approval Department is defined in ACQ_APPROVAL_DEPARTM of pc_tab_exp_field.lng.
An improved batch Invoice Report (acq-10) enables you to retrieve/process general invoices by the approval department.
The default value for the Approval Department field can be set in acq.ini:
[Invoice]
ApprovalDep=APPROVAL 1

64. Approval Number The Approval Number can be manually assigned by a user
or by running the Invoice Report (acq-10).
When the approval number is assigned by running acq-
10, the number is taken from a Util/G/2 new counter:
last-invoice-app-no.

65. Payment Status
New table tab48.lng defines a General Invoice Payment Status (Z77-P-STATUS).
The library can define its own payment status by adding to this table (e.g. “Assumed Paid” status).
The old pc_tab_exp_field.lng menu: ACQ_PAYMENT_STATUS is obsolete.
tab100 TAB10-INVOICE-PAYMENT-STATUS which used to handle default payment status is now obsolete.

66. Payment Status – tab48.lng
1.Invoice payment status
2.Which status is the default for new Gen. Invoices
3.Will a General Invoice with this status be frozen?
4.User authorization (user_function)to use for this status
5.Payment status text
!-!-!-!!!!!!!!!!!!!!!!!!!!-!!!!!!!!!!!!!!!!!
N Y N Not ready to be paid
R N N INVOICE-HEAD-P-S-R Ready to be paid
Y N Y INVOICE-HEAD-P-S-Y Payment authorization given
P N Y INVOICE-HEAD-P-S-P Paid
A N Y INVOICE-HEAD-P-S-P Assumed Paid

67. Other Invoice Goodies
Maximum number of line items (Z75s) per Invoice (Z77)
which used to be 150, is now
A button to change Invoice Number.
When an invoice is registered to a non-active vendor, you now receive a warning.

68. Batch Processes
One batch for rebuilding Acq, ILL (both outgoing and incoming) indexes (b-acq-04).
Improved Invoice Report (acq-10):
Assigning Approval Numbers to invoices
Changing Status of retrieved invoices