In AFO 217 you can manually create a new potentials file. The most important options here are that the user needs to specify a target database for the orders created by the potentials, and a savelist needs to be selected. The titles from the savelist are loaded into the potentials file. It does not matter from which databases the savelist titles originate; they can be from multiple databases but still be in the same savelist. The potentials file created stores the mappings which state where the titles are now (savelist data) and where they need to go (target database for orders). This AFO 278 option for potentials profiles needs to be filled out so that each mapping gets the right conversion while turning selections into orders.
After choosing this option an overview screen will be displayed with profiles per database:
After selecting a profile the following form will be presented:
Select a profile form the dropdown list that will be used for copying. This profile will now show in the Use profile column:
After choosing this option an input form will be displayed:
Standing order import profile: select the profile that you created for the supplier that sent you the file containing standing order information (i.e. NBD/Biblion). This profile was set up previously using the Standing order profile option in AFO 278.
Input from file: locate the file that you want to import
First record: normally leave this set to the default of 1.
Last record: normally leave this set to the default of 99999 (unless you just want to load a few records).
After clicking , the system first checks to make sure that your profile settings are correct.
The system checks to make sure that the budget(s) defined in the profile (or in the order distribution list) are allowed to be used by this supplier. It also makes sure that if you have linked an order distribution list to your profile, that the list has valid distribution lines on it. If the system finds problems, the import is stopped and a report is produced.
If the system does not find problems the standard process screen is displayed.
Make sure that you leave the Start process button set to Online. Press OK to begin the load.
The system first imports and converts each record on the incoming file into an internal format using the Conversion profile linked to the Import profile in the Standing order import profile record. Each record is then loaded into the Acquisitions system as an order using information from the incoming file as well as the Standing order import profile record.
· For each converted record:
· The bibliographic record is filed into the production database (the database to file to is defined within the standard input/output profile defined in the Import profile field of the Standing order profile record for this supplier). Matching and merging is done based on the matching and merging profiles defined in the standard input/output profile defined in the Standing order profile – Import profile. Within the standard input/output profile definition (AFO 133), you have the ability to specify the savelist for matched and the savelist for unmatched records. These savelists are updated as the titles are processed.
· An order record is created for each title and one or more partial orders are created. If a distribution list was defined in the Standing order profile, a partial order will be created for each line on the list. If no distribution list is defined, the system uses the default information (budget, location, shipto and copies) from the Standing order profile record to create one partial order. If a field containing the number of copies is available from the incoming file (and it is non-zero), the system uses this number for the default number of copies. The price is taken from the incoming file, if available.
· It is also possible to set such fields as supplier reference number and external order number with data from the incoming file.
· The order type, tax percentage and discount percentage on the order is set based on the defaults defined in the Standing order profile record.
· The dispatch flag in the order is set based on the supplier attached to the order.
· The status of the order is automatically set to ‘Sent' based on the parameter setting in the Standing order profile record.
· The order is automatically received if the parameter is set in the Standing order profile or if the order type of the order is one that is set to have orders automatically received (i.e. Approvals).
Note
There is no checking for over-commitment of budgets during this process. This process will allow over-commitment of budgets.
Next a progress monitor will be displayed, listing the number of records being processed.
When the import is complete, the system displays a text file containing a summary of the orders that were loaded into the Acquisitions system.
Use this option to export details of orders from the Acquisitions module.
After choosing this option you are presented with an overview screen that may contain previous runs:
The system will only display the last 200 runs.
: This will start a new export run. Individual order header numbers , budgets or suppliers may be entered to restrict selection of records. Orders found to include any of the excluded budgets will be excluded. After this the system will switch to the standard form for scheduling processes (online, batch or memory).
: Select a previous run and then this option to view the details. See section 278.9.1.
: Select this option to specify which bibliographic details must be included for the various elements. See section 278.9.2.
: Select this option to view the format parameters. See section 278.9.3.
: Select a previous run and then this option to recreate output files for a previous run.
: This will allow access to the export system level parameters. See section 278.9.4.
: Select a previous run and then this option to print a report. The system will switch to the standard form for generating output.
: Select this option to get a list of blocked orders. See section 278.9.5.
: Select a previous run and then this option to view the details.
This screen will display a warning icon against those records that generated an error.
: Select an order and then this option to view the details. This will take you to an AFO 211 screen.
: Select an order and the this option to remove and block the selected cancelled orders.
: Select an invoice and then this option to print the details. The system will switch to the standard form for generating output.
: Select this option to specify which bibliographic details must be included for the various elements. An input form will be displayed:
Define the bibliographic fields used as part of the output data by selecting them and moving them to the right hand side. You can change the order of fields by using the up and down arrows.
: Select this option to view the format parameters.
This screen shows the defined formats and also which of them is active. Only one format at a time can be active.
: Select a format and then this option to activate it.
: Select a format and then this option to enter/update the format parameters. See section 278.9.3.1.
: This will produce a test sequence of batch numbers.
: Select a format and then this option to enter/update the format parameters.
Prefix: Fixed value used as part of each batch number
Sequence type: Must be either numeric or alphanumeric.
· Alphanumeric sequences may consist of letters A-Z and numbers 0-9
· Numeric sequences must contain only numbers 0-9
Start value: Starting value for the batch reference sequence.
End value: Maximum value of batch reference sequence reached before the process resets the sequence back to the starting value.
Current value: This is the current value of the batch reference sequence. It would normally be set to the end value at time of installation so that the first run would use the start value as the batch reference and would change each time an export run takes place. A user may wish to preset or reset the value once several runs have taken place but probably not. Most likely time for a reset is at year end when they may want to start a fiscal year with batch numbers starting at 1 say.
Example
Start value = 1 End value = 52 Current value = 52
In use flag: Use to indicate if the batch reference sequence parameters are in use or not
The following fields apply to only the top batch reference level
Number of record per batch: Number of extracted record for each batch reference
New batch on change of supplier: If set this will cause a new batch to be started on change of supplier even if the maximum number of records in the batch has not been reached.
: This will allow access to the export system level parameters.
Enter the required details and click .
File names will include a file type mnemonic along with the acquisitions meta-institution to ensure uniqueness of output file names regardless of prefix, path and suffix.
Mnemonic File type
PO Orders
RC Receipts
CN Cancellations
Filename format
path prefix mnemonic meta-institution runid suffix
Example
/data/geac/prefixRCH09123.txt
Where
path /data/geac
prefix prefix
RC mnemonic for receipts
H09 meta institution
.txt suffix
The log file output will use the same file name construction except that the word “log” will appear after the runid element of the filename.
Example
/data/geac/prefixRCH09123.txt export file name
/data/geac/prefixRCH09123log.txt log file name
: Select this option to get a list of blocked orders. An overview screen will be displayed:
Select an order to view the details. This will take you to an AFO 211 screen.
Use this option to export details of individual receipts of orders from the Acquisitions module.
After choosing this option you are presented with an overview screen that may contain previous runs:
The system will only display the last 200 runs.
: This will start a new export run. Individual order header numbers , budgets or suppliers may be entered to restrict selection of records. Orders found to include any of the excluded budgets will be excluded. After this the system will switch to the standard form for scheduling processes (online, batch or memory).
: Select a previous run and then this option to view the details. See section 278.10.1.
: Select this option to view the format parameters. See section 278.10.2.
: Select a previous run and then this option to recreate output files for a previous run.
: This will allow access to the export system level parameters. See section 278.10.3.
: Select a previous run and then this option to print a report. The system will switch to the standard form for generating output.
: Select a previous run and then this option to view the details.
: Select an order and then this option to view the details. This will take you to an AFO 211 screen.
: Select an order and the this option to remove and block the selected cancelled orders.
: Select an invoice and then this option to print the details. The system will switch to the standard form for generating output.
: Select this option to view the format parameters.
This screen shows the defined formats and also which of them is active. Only one format at a time can be active.
: Select a format and then this option to activate it.
: Select a format and then this option to enter/update the format parameters. See section 278.10.2.1.
: This will produce a test sequence of batch numbers.
: Select a format and then this option to enter/update the format parameters.
Prefix: Fixed value used as part of each batch number
Sequence type: Must be either numeric or alphanumeric.
· Alphanumeric sequences may consist of letters A-Z and numbers 0-9
· Numeric sequences must contain only numbers 0-9
Start value: Starting value for the batch reference sequence.
End value: Maximum value of batch reference sequence reached before the process resets the sequence back to the starting value.
Current value: This is the current value of the batch reference sequence. It would normally be set to the end value at time of installation so that the first run would use the start value as the batch reference and would change each time an export run takes place. A user may wish to preset or reset the value once several runs have taken place but probably not. Most likely time for a reset is at year end when they may want to start a fiscal year with batch numbers starting at 1 say.
Example
Start value = 1 End value = 52 Current value = 52
In use flag: Use to indicate if the batch reference sequence parameters are in use or not
The following fields apply to only the top batch reference level
Number of record per batch: Number of extracted record for each batch reference
New batch on change of supplier: If set this will cause a new batch to be started on change of supplier even if the maximum number of records in the batch has not been reached.
: This will allow access to the export system level parameters.
Enter the required details and click .
File names will include a file type mnemonic along with the acquisitions meta-institution to ensure uniqueness of output file names regardless of prefix, path and suffix.
Mnemonic File type
PO Orders
RC Receipts
CN Cancellations
Filename format
path prefix mnemonic meta-institution runid suffix
Example
/data/geac/prefixRCH09123.txt
Where
path /data/geac
prefix prefix
RC mnemonic for receipts
H09 meta institution
.txt suffix
The log file output will use the same file name construction except that the word “log” will appear after the runid element of the filename.
Example
/data/geac/prefixRCH09123.txt export file name
/data/geac/prefixRCH09123log.txt log file name
Use this option to export details of cancelled orders from the Acquisitions module.
After choosing this option you are presented with an overview screen that may contain previous runs:
The system will only display the last 200 runs.
: This will start a new export run. Individual order header numbers , budgets or suppliers may be entered to restrict selection of records. Orders found to include any of the excluded budgets will be excluded. After this the system will switch to the standard form for scheduling processes (online, batch or memory).
: Select a previous run and then this option to view the details. See section 278.11.1.
: Select this option to view the format parameters. See section 278.11.2.
: Select a previous run and then this option to recreate output files for a previous run.
: This will allow access to the export system level parameters. See section 278.11.3.
: Select a previous run and then this option to print a report. The system will switch to the standard form for generating output.
: Select a previous run and then this option to view the details.
: Select an order and then this option to view the details. This will take you to an AFO 211 screen.
: Select an order and the this option to remove and block the selected cancelled orders.
: Select an invoice and then this option to print the details. The system will switch to the standard form for generating output.
: Select this option to view the format parameters.
This screen shows the defined formats and also which of them is active. Only one format at a time can be active.
: Select a format and then this option to activate it.
: Select a format and then this option to enter/update the format parameters. See section 278.11.2.1.
: This will produce a test sequence of batch numbers.
: Select a format and then this option to enter/update the format parameters.
Prefix: Fixed value used as part of each batch number
Sequence type: Must be either numeric or alphanumeric.
· Alphanumeric sequences may consist of letters A-Z and numbers 0-9
· Numeric sequences must contain only numbers 0-9
Start value: Starting value for the batch reference sequence.
End value: Maximum value of batch reference sequence reached before the process resets the sequence back to the starting value.
Current value: This is the current value of the batch reference sequence. It would normally be set to the end value at time of installation so that the first run would use the start value as the batch reference and would change each time an export run takes place. A user may wish to preset or reset the value once several runs have taken place but probably not. Most likely time for a reset is at year end when they may want to start a fiscal year with batch numbers starting at 1 say.
Example
Start value = 1 End value = 52 Current value = 52
In use flag: Use to indicate if the batch reference sequence parameters are in use or not
The following fields apply to only the top batch reference level
Number of record per batch: Number of extracted record for each batch reference
New batch on change of supplier: If set this will cause a new batch to be started on change of supplier even if the maximum number of records in the batch has not been reached.
: This will allow access to the export system level parameters.
Enter the required details and click .
File names will include a file type mnemonic along with the acquisitions meta-institution to ensure uniqueness of output file names regardless of prefix, path and suffix.
Mnemonic File type
PO Orders
RC Receipts
CN Cancellations
Filename format
path prefix mnemonic meta-institution runid suffix
Example
/data/geac/prefixRCH09123.txt
Where
path /data/geac
prefix prefix
RC mnemonic for receipts
H09 meta institution
.txt suffix
The log file output will use the same file name construction except that the word “log” will appear after the runid element of the filename.
Example
/data/geac/prefixRCH09123.txt export file name
/data/geac/prefixRCH09123log.txt log file name
This option will allow the user to “load” a file containing the snapshot budget figures taken from the finance office system. This data will not be validated during the loading process. The file name and date of loading will also be stored along with the budget accounting figures.
After choosing this option you are presented with an overview screen that may contain previous imports:
: This will start a new import run. See section 278.12.1.
: Select a previous run and then this option to view the details. See section 278.12.2.
: Select a file and then this option to delete it. The system will ask for confirmation.
: Select an imported file and then this option to print a report. The system will switch to the standard form for generating output.
: This will allow access to the export system level parameters. See section 278.12.3.
: This will start a new import run. The following input form is displayed:
Enter the file name (excluding the path) that requires loading. The system defaults to C:\temp for the correct file, but you can change this with the parameters option.
The data loaded from the in-coming file will not be validated as such. Each in-coming record will be validated to ensure that each record has the correct number of fields and that the amount fields contain only numeric characters.
If the filename entered can not be found the following message will be displayed.
Note
The budget codes in the imported file may match existing budget codes on the system, but do not have to. The imported budget details are not directly related to the budgets shown in AFO 243. There are no links between them. The import is purely for convenience as a way of displaying the financial system view of any funding that they are using. Normally the budget codes should "match".
General information:
· ASCII
· tab delimited fields
· <CR> at end of each record
· price: decimal notation is a “dot”
· date notation: yyyymmdd
Record layout
Field name |
Type |
Description |
Code |
Alphanumeric |
Fund account budget code |
Name |
Alphanumeric |
Fund account name |
Allocation |
Monetary |
Total fund allocation |
Commitment |
Monetary |
Current total outstanding orders committed amount |
Expenditure |
Monetary |
Current total received orders spent amount |
Extract Date |
Date |
Extraction date for these figures |
Notes |
Alphanumeric |
Free format note field |
Note
The login user name and system date will be loaded in addition to the actual data fields taken from the file.
All loaded fiscal data files will be available for display by selecting the the option AFO 243). on the budget summary screen (in
: Select a previous run and then this option to view the details.
From this screen you can print the imported file. The system will switch to the standard form for generating output. This will result in the same a report as choosing the option on the overview screen.
: This will allow access to the export system level parameters. The following input form will be displayed:
Here you can specify the path name for the files to be imported.
· Document control - Change History
Version |
Date |
Change description |
Author |
|
1.0 |
July 2008 |
Creation |
|
|
2.0 |
May 2009 |
added Mapping for standing orders; renumbered chapters |
|
|
3.0 |
March 2010 |
New options for Multi-tile orders and Minimum selections, potentials processing |
|
|