216.2.1 Detail lines[//]

Detail lines. Click this icon to show the current titles linked to this order or to add more titles to this order. The detail screen is shown:

This screen shows static information and a grid. The static information is protected and contains order number, order type, status, supplier and number of order lines. The grid contains the order line details and shows line number, brief bibliographic details, quantity ordered, received, invoiced, paid, average unit price, status and supplier notes.

Options on the screen

Search for New Title. Use this option to add another title to the order. The system will display the standard search screen. From this screen you can either search for an existing bibliographic record in the normal way or click the ‘New record' button to add a new bibliographic record.

To order an existing title perform a normal bibliographic search and select a record. Double click on the field ‘Order(s)' to add a partial order for this title. If there are existing orders the overview screen with orders for this title will be displayed (you do not have the option to look at or amend detail lines from this screen). You can add a partial order for this title in the normal way (see the help of AFO 211 for detailed information). When you have finished this, the order overview screen will be displayed.

In this case there will be an intermediate screen, prompting for additional order fields. Depending on settings in AFO 272 – Additional order fields, this input form may contain the following fields (either free text or authority controlled). See the Help for AFO 272 for more information.

Note

The field Binding type is associated with a corresponding field in the supplier record. The dropdown list will only contain binding types that are valid for the supplier selected on the main order.

You can also use the button Savelists on the search form. This will take you to the summary screen with all your savelists as in AFO 141. From here you can select a savelist and from the savelist you can select a title to place an order (see above). After placing the order you will be returned to the savelist screen. You can now select another title from the savelist, go back to the savelist summary and select another savelist or go back to the search form.

Select no.: Select a line and then this option to modify the line details. You will be presented with the overview screen of an individual order (see the help for AFO 211 for more information).

Unblock order: Select a line and then this option to release a blocked order (blocked status denoted by a "!" before the order line).
The systems asks,'Order has multiple lines. Do you want to release all lines on this order?'. If you click OK, all lines on the multi-title order will be released. If you click Cancel, only the selected line will be released.

Next screen. Click this icon to show additional information.

Select all: Inactive as long as order has not been printed. This option is related to global receiving. See section 216.3.

Deselect all: Inactive as long as order has not been printed. This option is related to global receiving. See section 216.3.

Select/deselect: This option is related to global receiving. Even though it always appears active, you cannot use it as long as order has not been printed. See section 216.3.

Receive selected titles: Inactive as long as order has not been printed. This option is related to global receiving. See section 216.3.

When clicking on the ‘Back' button from this screen you are taken back to the search screen “Search for a title to add to current order”. From here you can search for another title to order or you can click on the ‘Cancel' button which will take you back to the “Order detail multi summary” screen. You can decide at any moment to stop and continue at a later time. Order lines can be added to an unsent order by searching for the order header and then choosing to add more titles.

216.3 Global receiving[//]

AFO 216 also offers the ability to globally receive (and optionally invoice) multiple titles on a multi-title order without having to go to the detail screens for each title. The system offers the ability to select all titles, deselect all titles, toggle between select and deselect for specific titles one at a time. Once you have selected all of the titles that you want to receive, the “Receive selected titles” command is used to receive all outstanding copies of the selected titles. The system will prompt for an invoice number. If provided, each of the selected titles will be added to the invoice using the order price as the invoice price.

Note

If this option is used to receive, there is no prompting to create barcodes, trap for reservations, print routing slips, enter price, etc. All specific settings linked to an item (barcode, trap for reservations, print reservation slips, print routing slips, etc.) will be entered by selecting each title line by line. If the price must be modified, the modification must be done in the invoice detail line in AFO 231.

Options on the screen

Search for New Title. This option is no longer available once the order has been printed.

Select no.: Select a line and then this option to modify the line details. You will be presented with the overview screen of an individual order (see the help for AFO 211 for more information).

Unblock order: Select a line and then this option to release a blocked order (denoted by a "!" before the order line).

Next screen. Click this icon to show additional information.

Select all: when this option is chosen, a check mark  is added in front of each title on the order.

Deselect all: when this option is chosen, the check mark in front of each title is cleared.

Select/deselect: select a line and this option to toggle the check mark in front of a title on and off.

Receive selected titles: all outstanding copies of the selected titles will be received. The system prompts for confirmation:

If the Acquisitions system is configured with the invoice model (and the global options for receiving include invoicing) the system prompts for an invoice number.

You can leave the invoice number blank, however.

Note

If you are using Receipt location lists (defined via AFO 277), only copies belonging to the Receipt location's valid item locations and material types will be received.

When the ‘receive selected titles' action is complete, all selected titles will be completely received. If an invoice number was supplied, all received copies will be invoiced using the order price.

Note

The orders on the overview screen are listed chronologically (in order of placement). By clicking on the header of the Title column, you can sort them by title.