AFO 352 – Check temporary claim file
352.1 Introduction
AFO 352 controls the second phase of the print process for claims within serials administration, in particular two aspects:
·
the possibility of reviewing temporary output files (created via AFO 351);
·
‘approving’ a temporary output file and, as a result, copying it to a definitive output file, which can then be printed via AFO 353.
Temporary output files can be reviewed in the normal manner (claim by claim). The option for reviewing claims has been created for a number of reasons:
·
it allows the person responsible to perform a final check;
·
this final check enables the user to modify output files just before they are printed, which provides a manual intervention into the print process initiated automatically by the system.
In other words, this option increases the manageability as well as the ability to monitor the print process, and thus of the claim process in general: as such, the employees involved have the last word, rather than the system.
352.2 Managing temporary output files
After you start AFO 352, a survey screen appears with the temporary output files and the number of claims in each file:
Columns on the screen
Institution: This field contains the various output file types within the institution.
Status: This field contains the status of the output file, for example ‘Building finished’.
Date: This field contains the date on which the output file was created.
Time: This field contains the time at which the output file was created.
No. of records: This field contains the number of records in the file.
Options on the screen
:Select an output file and then select this option to display an overview of the output files. This option is explained in the following paragraph.
: Select this option to convert the temporary output files to definitive output files without checking or making modifications.
352.2.1 Displaying and modifying temporary print files
Once you have selected an output file from the overview screen followed by the option ‘Summary’, an overview of all claims in that output file appears:
Columns on the screen
Sub. no.: This field contains the number of the subscription.
Volume/Issue: This field contains the volume and the issue number.
Claim data: This field contains the data regarding type and number of the claim. See below for an explanation.
Supplier: This field contains the supplier for the serial.
Title: This field contains the title of the serial.
Options on the screen
:Select an issue and then select this option for additional data regarding this issue. The Modify issue form appears displaying details for this issue. For more information on the Modify issue form, please refer to section 311.3.2.1.
:Select one or more issues and then select this option to suppress a claim for this issue. The issue in question is not included in the definitive output file. However, if you create another temporary output file, this issue will again appear in the list.
: Select this option to print the list of issues displayed on the screen. The system then switches to the standard output procedure.
: Select this option to convert the temporary output file to a definitive output file.
: Select this option to suppress claims for all issues. The issues will not be included in the definitive output file.
:Select one or more issues and then select this option to revoke cancellation of the claim. The issue in question is again included in the definitive output file.
: Select this option to revoke the cancellation of all claims. The issues are again included in the definitive output file.
Note
If you have not yet printed (via AFO 353), the system will refuse to copy the temporary output file to the definitive file. If the system displays the message 'Previous list has not yet been printed', you must first print that output file via AFO 353.
Copying a temporary output file to a definitive output file takes place online and, depending on the size of the temporary file, takes one to several seconds.
Explanation of claim types
|
Clm1m |
Claim 1 for missing issues |
|
Clm1s |
Claim 1 for stagnant subscriptions |
|
Clm2m |
Claim 2 for missing issues |
|
Clm2s |
Claim 2 for stagnant subscriptions |
|
Clm3m |
Claim 3 for missing issues |
|
Clm3s |
Claim 3 for stagnant subscriptions |