1. Acquisitions –
Upgrade

2. Session Outline General Overview of GUI changes
Local currency definition
Budget administration
Order information – ISSN/ISBN validity checks
Create items for monograph order
Item price for monograph orders
Personal monograph orders – hold request creation
‘Print/Cancel’ Function
New & Cancelled Order Index
General Invoice & Line Item
Order Log
Serials Order Renewals
New ACQ permissions
Vendor address (z72) record structure
Acquisitions 12.3 – 14.2 Upgrade

3. General Features
12.3 – 14.2 Upgrade

4. UNICODE ALEPH Data (bibliographic + administrative) is stored in UTF-8
GUI client is UNICODE compatible
No need for character conversion for input and display
ALPHA loses most of its meaning
Acquisitions 12.3 – 14.2 Upgrade

5. All Modules - New Features
New Window design
Acquisitions 12.3 – 14.2 Upgrade

6. All Modules - New Features
Transaction log
Acquisitions 12.3 – 14.2 Upgrade

7. Navigation Window
The OPAC navigation window is now multi- BIB. A user can add a new BIB to the window by clicking the “Add to Nav Map” button in the Full window.
Two extra buttons were added to the Nav Map window:
Remove BIB
Delete BIB
Acquisitions 12.3 – 14.2 Upgrade

8. Navigation Window
The new architecture of the navigation window provides tools for catalog deduplication.
You can now “drag & drop” items, orders or subscriptions from one ADM record to another.
For example, you might do this when you need to move orders from duplicate BIB records.
Acquisitions 12.3 – 14.2 Upgrade

9. Navigation Window
Acquisitions 12.3 – 14.2 Upgrade

10. Navigation Window
Associated records are also moved. For example, when moving an order, items linked to this order are moved as well.
Loans, hold requests and photocopy requests are moved together with the items.
Acquisitions 12.3 – 14.2 Upgrade

11. Navigation Window
Delete bib allows you to remove bibliographic records after deduplication.
This function passes all cataloging checks and password controls.
Acquisitions 12.3 – 14.2 Upgrade

12. Retrieval - New Features
Get function has disappeared
Direct index (z11) still exists
Possible ways of retrieval are:
Find by direct
and
Browse by direct
Acquisitions 12.3 – 14.2 Upgrade

13. When in doubt...
Right click!
Acquisitions 12.3 – 14.2 Upgrade

14. Acquisitions 12.3 – 14.2 Upgrade

15. Local Currency
The Local Currency code is defined in aleph_start_505. For example:
setenv local_currency CAD
For the currency defined, the ratio is always (the currency table is never consulted).
The system does not allow you to add/replace/delete a ratio for the defined currency.
Acquisitions 12.3 – 14.2 Upgrade

16. Budget Information - Acquisitions
The new Budget Information window allows you to retrieve a budget or a group of budgets by:
budget code
wildcard search
budget group – including hierarchies
When the search retrieves a group of budgets, the Budget Summary includes all retrieved budgets as if they were one budget.
Acquisitions 12.3 – 14.2 Upgrade

17. Budget Information - Hierarchies
In the "Budget information" window there is a new filter
called "by budget hierarchy".
A new oracle table - Z760 defines the relationship between a budget and its parent.
If you fill in the name of a parent budget and click the "by budget hierarchy" radio button, the "Budget summary“ window will show info for the whole tree of budgets.
Acquisitions 12.3 – 14.2 Upgrade

18. Budget Information
Acquisitions 12.3 – 14.2 Upgrade

19. Budget Administration
Maximum over-encumbrance and Maximum over-expenditure can be expressed either as a sum or a percentage.
A new checkbox has been added to the Information Screen 2 tab of the Budget Information Window. If the box is checked, it means that the amounts written in the Max. over-enc. and Max. over-exp. fields will be taken as percentages of the allocation.
Acquisitions 12.3 – 14.2 Upgrade

20. Budget Administration
A new field, Z76-SW-ABSOLUTE-PERCENT, was added to the Z76-Budget Oracle table. The values are: A-absolute value or P-percent of allocation.
The Over-encumbrance and Over-expenditure fields on the Balance of Budget window are expressed as a sum or a percentage, accordingly.
Acquisitions 12.3 – 14.2 Upgrade

21. Budget Permissions A new flag in TAB10:
TAB10-BUDGET-ID-BY-PROXY This flag is used with Z76-ALLOWED and Z76-ADMINISTRATOR.
When this flag is set to “Yes”, instead of checking the Z76 ID in relation to the staff user Z66-USER-NAME, it will be checked against the Z66-USER-NAME of the proxy user, if one exists.
Acquisitions 12.3 – 14.2 Upgrade

22. Budget Permission
In order to transfer amounts from one budget to another, the user must be allowed to do this in both budgets.
(The user must be defined in both budgets as Z76-ADIMINISTRATOR-NAME or Z76-ALLOWED-NAME.)
If TAB10-BUDGET-ID-BY-PROXY is set to “Yes”, the above checks are performed for the proxy user (if one exists).
Acquisitions 12.3 – 14.2 Upgrade

23. Order Form - ISBN/ISSN
The ISBN/ISSN field has been added to the Order Information tab of the Order Form (Z68).
When a new order is being created, the system will automatically fill in the ISBN/ISSN number from the BIB record (USMARC 020/022 field, UNIMARC 010/011 and MAB 540/542 fields).
Acquisitions 12.3 – 14.2 Upgrade

24. Order Form - ISBN/ISSN
In case of multiple ISBN/ISSN, you may select the relevant value from an expand list.
Flag TAB10-CHECK-ORDER-ISBN has been added to TAB10-CHECK-ORDER-ISBN-ISSN Y/N, which means
that now ISSN can also be checked for validity.
Acquisitions 12.3 – 14.2 Upgrade

25. Create Items for Monograph Order
The system will create an item for each unit ordered according to an item checkbox with quantity & price tabs from the order form.
Acquisitions 12.3 – 14.2 Upgrade

26. Create Items for Monograph Order
The tab10 CREATE-ITEM-FORM-ORDER-M Y/N
determines the default value, which can be changed using the checkbox.
Acquisitions 12.3 – 14.2 Upgrade

27. Create Items for Monograph Order
tab36 - sets defaults for automatic opening of monograph-type items in Acquisitions.
Acquisitions 12.3 – 14.2 Upgrade

28. Create Items for Monograph Order
tab42 - Item process status automatically changes
(can be set in accordance with the order status changes).
Acquisitions 12.3 – 14.2 Upgrade

29. Create Items for Monograph Order
The Item collection can be modified by choosing the appropriate option from the pull-down box in the quantity & price tab of the order form.
Acquisitions 12.3 – 14.2 Upgrade

30. Item Price for Monograph Order
There is a new flag in tab 10:
TAB10-Z30-PRICE-FROM-ORDER Y/N.
If the flag is set to No, Z30-PRICE will never be created automatically, either from estimated price or from invoices.
If the flag is set to Yes, Z30-PRICE will be created as explained below.
Acquisitions 12.3 – 14.2 Upgrade

31. Item Price for Monograph Order
To compute the default price in the Item Record, the system divides the local price by the number of units ordered.
When the order is closed (CLS), the item price is calculated again:
All invoices assigned to this order are divided by the number of items.
Acquisitions 12.3 – 14.2 Upgrade

32. Item Form
Several changes have been made to the Item Form - General Information Tab:
The Order Number field gets the Order Index.
New field: Invoice Key.
Contains: Vendor Code/Invoice No./Invoice Line Item sequence.
New field: Invoice Note
Acquisitions 12.3 – 14.2 Upgrade

33. Order Form - Hold Request
When an order has a TARGET-ID (“User ID” is entered), a hold request is automatically created.
This applies only where the item's automatic creation flag is on and TARGET-DIRECT is off (I.e., the
“send directly” field is not checked).
tab37, hold request configuration, is consulted as usual.
The text should be more GUI oriented, with relevant Oracle fields in brackets beside the GUI field names.
A screen capture will help here.
Acquisitions 12.3 – 14.2 Upgrade

34. Order Form - Hold Request
If TARGET-DIRECT is on, a hold request is
not created, because the item will be sent
directly to the TARGET-ID address.
Acquisitions 12.3 – 14.2 Upgrade

35. Cancellation Letter
The ‘print/cancel’ button in the order list is displayed in the following screen:
This function enables printing order information, sending an
order or a cancellation note to the vendor.
Acquisitions 12.3 – 14.2 Upgrade

36. New & Cancelled Order Index
Acquisitions 12.3 – 14.2 Upgrade

37. New & Cancelled Order Index
The new index is accessed from: ACQ GUI Menu/Order/New and Cancelled Order Index.
It includes all orders whose Order Status is NEW, LC, VC or CNB.
Acquisitions 12.3 – 14.2 Upgrade

38. New & Cancelled Order Index
Users can delete an order or group of orders using “Delete”/“Delete All” buttons. Deletion depends on user authorization (tab_order_aut).
In the event of a Hold Request for the deleted order, a Delete Hold Request printout is produced by the system.
When deleting an order of type “M” (monographs) a warning appears if there were items created. Overriding this warning will delete all attached items with the deletion of the order.
A warning for deletion of attached claims will also appear when trying to delete an order. Overriding this warning will delete all attached claims.
Acquisitions 12.3 – 14.2 Upgrade

39. General Invoice & Line Item
There is a new flag in TAB10:
CHECK-INVOICE-CURRENCY.
If this flag is set to “No”, it is possible to assign a currency which is not defined in the Vendor Currency list for General Invoice/ Line Item.
When the flag is set to “Yes”, only one of the Vendor’s currencies can be assigned and when registering a new vendor, at least one currency is mandatory.
Acquisitions 12.3 – 14.2 Upgrade

40. General Invoice & Line Item
An invoice can now be directly registered to an order, using the Invoice button on the Order List, without having to create a General Invoice first. The New button will open a form which creates a general invoice with a single item debit.
In this case, only invoice/shipment/receive dates and type/status/currency are registered in the General Invoice.
A new table: tab_invoice_display, allows editing of the scroll bar area that displays information about the General Invoice.
Acquisitions 12.3 – 14.2 Upgrade

41. General Invoice & Line Item
If the sum of all line items does not equal the amount of the General Invoice, the user will receive a warning when exiting from the invoice.
Acquisitions 12.3 – 14.2 Upgrade

42. General Invoice & Line Item
VAT recipient and VAT amount have been added to the General Invoice Form.
They are used to specify that VAT should be paid directly to the VAT recipient and not to the vendor. The calculated VAT percent is already part of the total amount.
Acquisitions 12.3 – 14.2 Upgrade

43. General Invoice & Line Item
The limit of 3000 invoices per vendor that could be displayed in the drop-down list has been removed. The number of invoices displayed will depend on the pc_server timeout setting.
The pc_server timeout may also determine whether a filtered list of orders will be retrieved in the Order Index.
If the amount in the Payment tab in the General Invoice form is left empty, but the Payment date field is filled and the Payment status is P (paid), the amount will be taken from the Total Amount field of the General Invoice.
Acquisitions 12.3 – 14.2 Upgrade

44. General Invoice & Line Item
You may now register on the Line Item Invoice a different vendor from the vendor on the Order Form. In such a situation, you will receive a warning message.
The first currency defined in the Vendor Currency list will be the default currency for a new General Invoice.
It is now possible to assign a currency that is not defined in the Vendor Currency list.
To enable this, set to “No” the new flag in tab10:
CHECK-INVOICE-CURRENCY.
Acquisitions 12.3 – 14.2 Upgrade

45. The Order Log
Each step of the acquisition process can be recorded in the Order Log (new Z71 oracle table).
Acquisitions 12.3 – 14.2 Upgrade

46. The Order Log tab45.lng - transaction types for the Order Log
Acquisitions 12.3 – 14.2 Upgrade

47. The Order Log Order log report (p_acq_22)
Generates a report containing information about orders.
It extracts information from the order log (Z71) and places it in the output file together with additional information, such as
document titles and isbn/issn codes.
Acquisitions 12.3 – 14.2 Upgrade

48. Serials Order Renewals - Encumbrances
Two procedures are used for renewing encumbrances for serials:
Open Annual Budgets (b-acq-05): opens the budgets for the coming year.
Renew Order Encumbrances for Serials (b-acq-06-b): encumbers the budget, using the budget year that suits the order, according to the budget period
(new Z68-SUBSCRIPTION-BUDGET-PERIOD).
The checkmark for Subscription Renew (and also Z68-SUBSCRIPTION-RENEW) has been deleted, since the functionality is now covered by the budget period.
Acquisitions 12.3 – 14.2 Upgrade

49. Serials Order Renewals -Encumbrances
In the Vendor tab of the Order form, the budget cycle (in full years) has to be set:
This means that this order will encumber a budget once every cycle (i.e., the process "Renew Order Encumbrance for Serials" will only apply to this title once every specified number of years).
Acquisitions 12.3 – 14.2 Upgrade

50. Serials Order Renewals - Encumbrances
When viewing the encumbrance window of the order (by clicking “Encumbrance” on the List of Orders window), all budgets that have been encumbered for this order are displayed. The non-active budgets are displayed in red, and the active budget(s) in green.
Acquisitions 12.3 – 14.2 Upgrade

51. Serials Order Renewals - Encumbrances
When an invoice is registered, the system takes the invoice date and searches for the budget that has suitable active dates (i.e., ‘from date’ is less than ‘invoice date’ and ‘to date’ is greater than ‘invoice date’).
If there is more than one budget that suits the current date, the budgets are displayed in a list, and the operator chooses the appropriate budget.
Acquisitions 12.3 – 14.2 Upgrade

52. Serials Order Renewals - Encumbrances
This would apply when you have active dates that cover more than a 12 month period. Often, libraries set up their budgets in this manner (i.e., active for 18 months, although the budget is actually only for 12 months), in order to be able to encumber a budget in advance and to continue charging to a budget after the year has ended.
Acquisitions 12.3 – 14.2 Upgrade

53. Serials Order Renewals - End of Year Procedures
b-acq-05
b-acq-06-b
b-acq-07
Acquisitions 12.3 – 14.2 Upgrade

54. Subscription Renewal Letters (p-acq-22)
This function enables you to send a letter to a vendor that contains a list of serials subscriptions and/or standing orders to be renewed.
Acquisitions 12.3 – 14.2 Upgrade

55. Subscription Renewal Letters (p-acq-22)
- The batch runs on orders of type S (serials) and/or
type O (standing orders) with an order status of
SV (sent to vendor) and checks the Renewal
Date against the from-to date period (as
defined in this batch).
- If there is a match, the order is included in the
letter and the order's "Renewal Date" is updated in
relation to the "Budget Cycle".
- If the system determines that the new "Renewal Date" is later
than the "Subscription end" date, then this specific order is
not included in this batch.
Acquisitions 12.3 – 14.2 Upgrade

56. User Authorization
New ACQ authorizations in user_function.<lng>:
ORDER-SUB-LIB-AUTH
This lets you block all order-related operations (update, arrival, claim, budget, invoice).
A library can choose how to control its orders:
Either by sub-library control
(user permission: ORDER-SUB-LIB-AUTH)
Or by order group control
(ORDER-NUMBER-2 / tab_order_aut).
You cannot combine these two options.
Acquisitions 12.3 – 14.2 Upgrade

57. Vendor Addresses Acquisitions 12.3 – 14.2 Upgrade
Four new vendor address fields (optional):
Z72-VENDOR-CITY
Z72-VENDOR-STATE
Z72-VENDOR-POSTAL-CODE
Z72-VENDOR-COUNTRY
Two new vendor EDI field (optional):
EDI type
EDI code
Acquisitions 12.3 – 14.2 Upgrade

58. Vendor Addresses New related flag in tab10:
53 TAB10-VENDOR-STRUCTURED-ADDR
If ‘Y’, the Vendor Addresses Form will show
only 3 lines of Vendor Address and the 4 new
fields will appear below them. For printing,
these 4 lines in Z72 replace the last 100
characters of Z72-VENDOR-ADDRESS.
If ‘N’, 5 edit fields for Vendor Address will be
shown as before, rather than the 4 new fields.
Acquisitions 12.3 – 14.2 Upgrade

59. Reports and Templates
Many additions have been made to templates. Please check the WebGuide for additional information
A new table exists to configure addresses in Acquisitions printouts. This allows you to use different addresses for the same library for different purposes.
Acquisitions 12.3 – 14.2 Upgrade

60. Permissions
Permission is now required to modify an order with a status other than “NEW”.
Displaying a budget balance is now sub-library sensitive for permissions.
Display Transaction list requires appropriate permissions.
Transferring between budgets now requires permission in both budgets.
Quick Cataloging is a new Acquisitions permission.
Acquisitions 12.3 – 14.2 Upgrade

61. Acquisitions module changes
Order index list:
There is a new button to “clear filters”.
The “Rush” filter has been changed from a check box to a drop-down list:
Blank for all orders, Y or N.
The “Refresh” button is now labeled as “Search now”.
Acquisitions 12.3 – 14.2 Upgrade

62. Acquisitions module changes
There is a new “Item Process Status” utility.
The Price field on the Item form (tab 2) can now be edited.
Order Status can be saved as a default.
File menu has 3 new choices:
Delete Item defaults, Delete Copy (subscription) defaults, Delete Order defaults.
The Budget Name now appears on the Budget List.
Quick Cataloging is now available in Acquisitions with its own template.
Acquisitions 12.3 – 14.2 Upgrade

63. Acquisitions module changes
There is a new Order Log Transaction type “98” to allow the user to manually record a vendor response without a prior claim.
Order Log Transaction type “97” has been added to automatically store any vendor reply to a claim.
Codes for Invoice Type and Invoice Status are no longer hard-coded. They may be any codes up to 3 characters.
Acquisitions 12.3 – 14.2 Upgrade

64. Acquisitions module changes
A pop-up window is now displayed in Acquisitions when registering the Arrival of a “Rush order” line item
AND
when a Library Note is attached to the order.
Acquisitions 12.3 – 14.2 Upgrade