277.6 Order distribution lists[//]

Distribution lists are used to create multiple partial orders during the ordering process.  You can define distribution lists for commonly used ordering practices.  For example, in a centralised ordering environment, a book title might be ordered according to the following pattern:

Location            Quantity
BD                    5
CEN                 8
NOR                 3
EAST                2
WEST               7

You can define a distribution list consisting of many distribution lines.  Each distribution line includes the location, Ship To code, budget and quantity ordered.  During the ordering process, staff may choose to apply a distribution list to the order instead of adding partial orders one at a time.

After choosing the Order distribution lists option, an overview screen of the Order Distribution List codes is presented:

Options on the screen

New distribution list: click this icon to enter the code, name and a note for a new order distribution list:

Delete distribution list: click this icon to delete a list. You will be asked for confirmation.

Details distribution list: Selecting one of the distribution lists from the grid results in a detailed display of the selected list:

The detailed display includes a header area with the general information about the list and a grid area, displaying one line for each location distribution belonging to this list. A distribution line contains the following fields: destination code, shipto code, budget and quantity.

Add distribution line: to add lines to the list. The form for adding a new line is displayed. The system continues to prompt you to add new distribution lines until you press Cancel.

Modify distribution line: click on this icon if you wish to update the fields on a specific distribution line and a form similar to the one above is displayed.

Delete distribution line: to delete one or more distribution lines from the list.

Modify general data: use this icon if you wish to update the general information pertaining to the list.

277.7 User budget access lists[//]

User budget access lists allow you to restrict users to creating orders from a specific set of budgets.

By default, all users have no restrictions.  That is, when upgrading from a release previous to 2.4, or when adding a new user, all users will default to no restrictions.  So you must set up restrictions for users if required.

After choosing the User budget access lists option, you are presented with an overview screen of the USER BUDGET ACCESS LIST codes.

Options on the screen

New list: use this option to create a list for another user.

Login ID: a valid login ID

No budget restrictions: set this field if this user should be able to order from all budgets

Budget restrictions: if the user is only allowed to order using specific budgets, select the list of budgets

Modify list: select this option when you want to update the user's budget restrictions

If this user should have access to all budgets when ordering, set the No budget restrictions field. Otherwise, select which budgets this user should be able to use.

If specific budgets are selected, the user will only be able to order material using these budgets

Delete list: deletes the selected User budget access list

Show details:

277.8 User material type access lists[//]

You can set up the Acquisitions system so that individual members of staff are able to add, amend or cancel orders only for specific types of materials.

After choosing the User material type access lists, you are presented with an overview screen of the USER MATERIAL TYPE ACCESS LIST codes.

Selecting one of the items from the grid results in a detailed display of the selected list. The detailed display includes the NAME AND LIST OF ALLOWED MATERIAL TYPES for adding, updating and cancelling.

Options on the screen

New: use this icon to add users to the current list. Add information on all tabs (Adding, Updating, Cancelling)

Modify: this option is used to modify the permissions for the selected user.

Delete: to delete a user from the list.

This Acquisitions user is allowed to add orders for CDs and CD-ROMs only. If the user should be allowed to update all material types, set the No material types restrictions field and clear out any material types that you have added to the Material types restrictions field.

277.9 Receipt location lists[//]

These lists are meant to support the functionality for protecting receipt of items for locations other than the local location. This functionality also allows virtual switching of the workstation to a non-local location to allow receipting of non-local items subject to user permissions.

The receipting and invoicing of items ordered for any location will be controlled by use of “receipt location” lists. Each receipt location will have a number of lists containing “valid” locations for selected material types associated with it and only items ordered for these locations and material types may be received and invoiced. The lists will be used to “restrict” the view of copies to be received / invoiced during the receipting/invoicing process of the acquisitions process.

Note

If receipt location lists are not created the receipting and invoicing process will function normally, with no restrictions applied to the data displayed during the receipting and invoicing processes.

After choosing this option an overview screen will be displayed:

Options on the screen

New list: choose this option to add a new list. See section 277.9.1 for details.

Modify list (+): select a list and then this option to modify the location and/or material type information. See section 277.9.2 for details.

Modify general data (+): select a list and then this option to amend the description in the various languages.

Delete list (+): select a list and then this option to delete the list.

277.9.1 New receipt location list[//]

New list: choose this option to add a new list. After choosing this option an input form will be displayed:

Fields on the screen

User location: choose a valid location from the dropdown list.

List name: enter the name of the list.

List description: optionally enter descriptions of the list in various languages.

Next you must add the valid receiving locations and material types. See section 277.9.2 for details.

If you do not define any material type, but only locations, this implies a total restriction. If you do not add material types to orders, you must at least add the material type “!!!-undefined” to make the restriction by location work.

277.9.2 Modify receipt location list[//]

Modify list (+): select a list and then this option to modify the location and/or material type information. After choosing this option an overview screen will be displayed:

Options on the screen

Modify material types: use this option to add or delete material types. See section 277.9.1.1 for more details.

Add receiving locations: after choosing this option a list of valid locations will be presented. Choose one or more locations.

Delete receiving locations (+):select a receiving location and then this option to remove it from the list.

277.9.2.1 Modify material types[//]

Modify material types: use this option to add or delete material types. After choosing this option, the system will switch to the following screen:

Options on the screen

Add material types: after choosing this option a list of valid material types will be presented. Choose one or more material types.

Delete material types (+): select a material type and then this option to remove it from the list.

Note

If you do not define any material type, but only locations, this implies a total restriction. If you do not add material types to orders, you must at least add the material type “!!!-undefined” to make the restriction by location work.