At the top of the Acquisitions Module, click on Tools. There are three areas where you can set up preferences: Defaults, Preferences, and Workflows. Below are recommendations on how to set up yours.
In the default section, you may set up defaults that will automatically
set fields when do certain tasks, like create purchase orders and
invoices. Although you may set these fields to best suit your workflow
and habits, here are a few suggestions.
1. Purchase Order tab – Setting the Order Site, Ship To, and Bill To to Technical Services Dept. will eliminate the need to enter these each time you create a purchase order. If most of the type of purchase orders you are creating are Firm Orders, select the Firm Order option under Order Type. (An option for a Serials Ordering Specialist would be Continuation.) The rest of the field don’t need to be filled in unless you always use a particular vendor, say BNA.
2. Line Item tab – At KSUL we rarely use this default. A possible way to use this box would be to fill in the Requestor box, if you have a large stack of orders that Jane Doe in the Chemistry Department would like to see when they are cataloged. NOTE: If you use this, DON’T forget to wipe out the information when you no longer have items that Jane Doe would like to see.
3. Line Item Copies/Funds tab – This is VERY useful if you have a large stack of orders that are going to the same location and are being charged to the same fund code. Often the acquisitions staff will separate the orders by fund code so that they may process them in batches and thus take advantage of this wonderful feature. In this example all the items added to the purchase order will automatically have a location of main, show one copy ordered, have a Ship To of Technical Services, and be charged to the Puvill Spanish Lit Plan fund under the FY2003 ledger.
NOTE: If you want to change this set of defaults you MUST click the clear button first to erase these defaults. If you DON’T, you will end up ordering TWO copies of the book under two different fund codes/locations, as in the following example. To get rid of all defaults set up under this category, click on Clear All at the bottom of the window.
4. Invoice tab – Normally KSUL receives invoices from so many different vendors that setting up defaults in this section is counterproductive. Use you best judgment.
5. Vendor tab – KSUL uses quite a number of different vendors. Setting up defaults in this area may be counterproductive. Use your best judgment.
6. Fund tab – This feature is only used if you wish to set overcommittment/overexpenditure rules for each fund. KSUL has never used this feature.
7. Ledger tab – This feature is only used if you wish to set overcommittment/overexpenditure rules for each ledger. KSUL has never used this feature.
1. Colors and Fonts tab – This allows you to set up font size and color schemes to help you work. These visual clues help you notice the differences between the status of different line items and are very useful in doing clean-up work or problem resolution. It is useful if ALL acquisitions staff have set up a similar color schema so that when working together, all information is presented in the same way (excluding fonts which some people need larger and some don’t). Use your best judgement.
2. List Bar tab – This allows you to set up a default workspace. What this means is that each time you open the Acquisitions Module, the search that you use the most frequently will be the workspace that automatically appears. For most acquisitions staff the Purchase Order search screen is the best place to start. The Listbar Appearance allows you to customize your workspace and the position box will make the sidebar appear on the right or left side or not be displayed at all. In all cases, use your best judgement.
3. Sounds and Animation tab – Again this is an opportunity to make aesthetic changes to the Acquisitions Module that include having sound or using transitions. Use your best judgment.
1. Searching tab – This workflow allows you to set the default search screen that will automatically appear when you so various types of searching, i.e. purchase order, invoice, ledgers, etc. The following example is how the Acquisitions Librarian has her preferences set. Based on your personal work flow, set the default searches that suit you best. Under the section labeled Bibliographic Staff Searching/Import is it ESSENTIAL that you check the boxes in front of Retain Last Search and Automatic Truncation for Non keyword Searches. Also the Character Set Mapping for Import MUST be set to OCLC.
2. Line Items tab – This workflow allows you to see what actions have been taken against a line item, such as system cancellation, system claim, etc. Place a check in the box in front of Show Line Item Relations and check the circle in front of and all the boxes underneath Show Marks/Claims. This feature is VERY helpful in doing problem resolution. Also the box in front of Prompt for Actual Price while Invoicing should be checked to facilitate the receiving of newly purchased items.
3. Approve Processing tab – The only workflow under this tab is routinely used during acquisitions work processes and that needs to be performed every time is the Check for Duplicates function. The rest are optional, depending on workflow.
4. Serials Check-in tab – This workflow is designed for individuals who check-in periodicals. If this applies to you, ask the Serials Manager what the best settings would be.
5. Claim Processing tab – This workflow is designed for individuals who process claims. If this applies to you, ask the Serials Manager what the best settings would be.
6. Item Creation tab – This workflow allows for the automatic creation of item records from purchase orders, invoices and serial check-in.