No subject

that you wish to export.
</p>
</li>
<li>
<p>
Click Actions &#8594; Export Single Attribute List.
</p>
</li>
<li>
<p>
Choose the line item attribute that you would like to export from the drop down list of
attributes.
</p>
</li>
<li>
<p>
Click Export List.
</p>
</li>
<li>
<p>
Save the file to your computer.
</p>
</li>
<li>
<p>
Open the file. Choose a program to open the file. The following is an example of an ISBN in
a spreadsheet.
</p>
</li>
</ol></div>
</div>
</div>
<div class="sect1">
<h2 id="_funds">5. Funds</h2>
<div class="sectionbody">
<div class="paragraph"><p>You can apply a single fund or multiple funds to copies on a selection list or
purchase order.  You can change the fund that has been applied to an item at
any time on a selection list. You can change the fund that has been applied to
an item on a purchase order if the purchase order has not yet been activated.</p></div>
<div class="paragraph"><p>Funds can be applied to items from the Copies link that is located on a line
item. Funds can also be applied to copies by batch updating line items and
their attendant copies.</p></div>
<div class="sect2">
<h3 id="_apply_funds_to_individual_copies">5.1. Apply funds to individual copies</h3>
<div class="olist arabic"><ol class="arabic">
<li>
<p>
Click the Copies link on the line item.
</p>
</li>
<li>
<p>
To apply a fund to an individual item, click the drop down arrow in the Fund field.
</p>
<div class="admonitionblock">
<table><tr>
<td class="icon">
<div class="title">Note</div>
</td>
<td class="content">A yellow fund name indicates that the balance in the fund has dropped to the
warning percent that was entered in the admin module. A red fund name
indicates that the balance in the fund has dropped to the stop percent that was
entered in the admin module. Funds that have been closed out will no longer
appear on the drop down list.</td>
</tr></table>
</div>
</li>
<li>
<p>
To apply a fund to multiple items, see section 7 for more information.
</p>
</li>
</ol></div>
</div>
<div class="sect2">
<h3 id="_apply_funds_to_copies_via_batch_updates_to_line_items">5.2. Apply funds to copies via batch updates to line items</h3>
<div class="paragraph"><p>You can apply funds to all copies on a line item(s) from the Actions menu on
the selection list or the purchase order.</p></div>
<div class="olist arabic"><ol class="arabic">
<li>
<p>
Check the boxes of the line items with copies to which you would like to apply funds.
</p>
</li>
<li>
<p>
Click Actions &#8594;Apply Funds to Selected Items.
</p>
</li>
<li>
<p>
Select the fund that you wish to apply to the copies.
</p>
</li>
<li>
<p>
Click Submit.
</p>
</li>
</ol></div>
</div>
</div>
</div>
<div class="sect1">
<h2 id="_invoice_acquisitions">6. Invoice acquisitions</h2>
<div class="sectionbody">
<div class="paragraph"><p>You can create invoices for purchase orders, individual line items, and blanket
purchases. You can also link existing invoices to purchase orders. In 2.0, all
invoicing is manual.</p></div>
<div class="paragraph"><p>You can invoice items before you receive the items if desired. You can also
reopen closed invoices, and you can print all invoices.</p></div>
<div class="sect2">
<h3 id="_create_a_blanket_invoice">6.1. Create a blanket invoice</h3>
<div class="paragraph"><p>You can create a blanket invoice for purchases that are not attached to a
purchase order.</p></div>
<div class="olist arabic"><ol class="arabic">
<li>
<p>
Click Acquisitions &#8594; Create invoice.
</p>
</li>
<li>
<p>
Enter the invoice information in the top half of the screen. See section 6 .1 for more
information.
</p>
</li>
<li>
<p>
Select a charge type from the drop down menu.
</p>
</li>
<li>
<p>
Select a fund from the drop down menu.
</p>
</li>
<li>
<p>
Enter a Title/Description of the resource.
</p>
</li>
<li>
<p>
Enter the amount that you were billed.
</p>
</li>
<li>
<p>
Enter the amount that you paid.
</p>
</li>
<li>
<p>
Save the invoice. See section 6.1 for more information.
</p>
</li>
</ol></div>
</div>
<div class="sect2">
<h3 id="_create_an_invoice_for_a_line_item">6.2. Create an invoice for a line item</h3>
<div class="paragraph"><p>See section 7.5.6 for details.</p></div>
</div>
<div class="sect2">
<h3 id="_create_an_invoice_for_a_purchase_order">6.3. Create an invoice for a purchase order</h3>
<div class="paragraph"><p>You can create an invoice for all of the line items on a purchase order. The
only fields that are required to save the invoice are the Vendor Invoice ID and
the number of items invoiced, billed, and paid for each line item. With the
exception of fields with drop down menus, no limitations on the data that you
enter exist.</p></div>
<div class="olist arabic"><ol class="arabic">
<li>
<p>
Open a purchase order.
</p>
</li>
<li>
<p>
Click Create Invoice.
</p>
</li>
<li>
<p>
Enter a Vendor Invoice ID. This number may be listed on the paper invoice sent from your
vendor.
</p>
</li>
<li>
<p>
Choose a Receive Method from the drop down menu.
</p>
<div class="admonitionblock">
<table><tr>
<td class="icon">
<div class="title">Note</div>
</td>
<td class="content">Only paper invoicing is available in the 2.0 release. Electronic invoicing
may be available in future releases.</td>
</tr></table>
</div>
</li>
<li>
<p>
The Provider is generated from the purchase order and is entered by default.
</p>
</li>
<li>
<p>
Enter a note.
</p>
</li>
<li>
<p>
Select a payment method from the drop down menu.
</p>
</li>
<li>
<p>
The Invoice Date is entered by default as the date that you create the invoice. You can
change the date by clicking in the field. A calendar drops down.
</p>
</li>
<li>
<p>
Enter an Invoice Type.
</p>
</li>
<li>
<p>
The Shipper defaults to the provider that was entered in the purchase order.
</p>
</li>
<li>
<p>
Enter a Payment Authorization.
</p>
</li>
<li>
<p>
The Receiver defaults to the branch at which your workstation is registered. You can
change the receiver by selecting an org unit from the drop down menu.
The bibliographic line items are listed in the next section of the invoice. Along with the title
and author of the line items is a summary of copies ordered, received, invoiced, claimed, and
cancelled. You can also view the amounts estimated, encumbered, and paid for each line item.
Finally, each line item has a line item ID and links to the selection list (if used) and the purchase
order.
</p>
</li>
<li>
<p>
Enter the number of items that were invoiced, the amount that the organization was billed,
and the amount that the organization paid.
</p>
</li>
<li>
<p>
You have the option to add charge types if applicable. Charge types are additional charges
that can be selected from the drop down menu. Common charge types include taxes and
handling fees.
</p>
</li>
<li>
<p>
You have three options for saving an invoice. You can click Save, which saves the changes
that you have made, but keeps the invoice open. You can click Save and Prorate, which
enables you to save the invoice and prorate any additional charges, such as taxes, across
funds, if multiple funds have been used to pay the invoice. You also can click Save and
Close. Choose this option when you have completed the invoice.
</p>
</li>
</ol></div>
<div class="admonitionblock">
<table><tr>
<td class="icon">
<div class="title">Note</div>
</td>
<td class="content">You can re-open a closed invoice by clicking the link, Re-open invoice. This link
appears at the bottom of a closed invoice.</td>
</tr></table>
</div>
</div>
<div class="sect2">
<h3 id="_link_an_existing_invoice_to_a_purchase_order">6.4. Link an existing invoice to a purchase order</h3>
<div class="paragraph"><p>You can use the link invoice feature to link an existing invoice to a purchase
order. For example, an invoice is received for a shipment with items on
purchase order #1 and purchase order #2.  When the invoice arrives, purchase
order #1 is retrieved, and the invoice is created. To receive the items on
purchase order #2, simply link the invoice to the purchase order. You do not
need to recreate it.</p></div>
<div class="olist arabic"><ol class="arabic">
<li>
<p>
Open a purchase order.
</p>
</li>
<li>
<p>
Click Link Invoice.
</p>
</li>
<li>
<p>
Enter the Invoice # and the Provider of the invoice to which you wish to link.
</p>
</li>
<li>
<p>
Click Link.
</p>
</li>
</ol></div>
</div>
<div class="sect2">
<h3 id="_view_an_invoice">6.5. View an invoice</h3>
<div class="paragraph"><p>You can view an invoice in one of four ways: view open invoices; view invoices
on a purchase order; view invoices by searching specific invoice fields; view
invoices attached to a line item.</p></div>
<div class="ulist"><ul>
<li>
<p>
To view open invoices, click Acquisitions &#8594; Open invoices. This opens the Acquisitions
Search screen. The default fields search for open invoices. Click Search.
</p>
</li>
<li>
<p>
To view invoices on a purchase order, open a purchase order, and click the View Invoices
link. The number in parentheses indicates the number of invoices that are attached to the
purchase order.
</p>
</li>
<li>
<p>
To view invoices by searching specific invoice fields, see section 15.
</p>
</li>
<li>
<p>
To view invoices for a line item, see section 7.5.10.
</p>
</li>
</ul></div>
</div>
</div>
</div>
<div class="sect1">
<h2 id="_line_items">7. Line Items</h2>
<div class="sectionbody">
<div class="paragraph"><p>Line items represent bibliographic records on a selection list or purchase
order. One line item corresponds to one bibliographic record. Line items
contain attributes, which are characteristics of the bibliographic record, such
as ISBNs or Title. Line items also contain copy information, price information,
and notes and alerts.</p></div>
<div class="sect2">
<h3 id="_add_alerts_to_a_line_item">7.1. Add alerts to a line item</h3>
<div class="paragraph"><p>Alerts are pop up messages that appear when an item is received. Alerts can be
printed on the line item worksheet.</p></div>
<div class="olist arabic"><ol class="arabic">
<li>
<p>
Click the Notes link on the line item.
</p>
</li>
<li>
<p>
Click the New Alert drop down button.
</p>
</li>
<li>
<p>
Choose an alert code from the drop down menu.
</p>
</li>
<li>
<p>
Add additional comments if desired.
</p>
</li>
<li>
<p>
Click Create. The alert will display on the screen.
</p>
</li>
<li>
<p>
Click Return to return to the line item. When you return to the line item,
a flag will appear to indicate that an alert is on the line item.
</p>
</li>
</ol></div>
</div>
<div class="sect2">
<h3 id="_add_copies_to_a_line_item">7.2. Add copies to a line item</h3>
<div class="paragraph"><p>Use the Copies link to add copy information to a line item. You can add copies
to line items on a selection list or a purchase order.</p></div>
<div class="olist arabic"><ol class="arabic">
<li>
<p>
Click the Copies link on a line item.
</p>
</li>
<li>
<p>
Enter the number of items that you want to order in Item Count, and click Go. The number
of items that you want to order will display below.
</p>
</li>
<li>
<p>
If desired, apply a Distribution Formula from the drop down list. Distribution formulas tell
the ILS how many copies should be distributed to each location.
</p>
</li>
<li>
<p>
The owning branch and shelving location populate with entries from the distribution
formula. Click Apply.
</p>
</li>
<li>
<p>
Look back at the top gray row of text boxes above the distribution formula. Each text box in
this row corresponds to the columns below. Changes made here will be applied to all
copies below. Click Batch Update.
</p>
</li>
<li>
<p>
Click Save Changes.
</p>
</li>
<li>
<p>
Click Return to return to the selection list or purchase order.
</p>
</li>
<li>
<p>
Add the item’s price to the line item in the Estimated Price field.
</p>
</li>
</ol></div>
</div>
<div class="sect2">
<h3 id="_add_notes_to_a_line_item">7.3. Add notes to a line item</h3>
<div class="paragraph"><p>Notes on line items can include any additional information that you want to add
to the line item. Notes can be internal or can be made available to providers.
Notes appear in a pop up box when an item is received. Notes can be printed on
line item worksheets, which can be printed and placed in books for processing.</p></div>
<div class="olist arabic"><ol class="arabic">
<li>
<p>
Click the Notes link on the line item.
</p>
</li>
<li>
<p>
Click the New Note drop down button.
</p>
</li>
<li>
<p>
Enter a note.
</p>
</li>
<li>
<p>
You have the option to make this note available to your provider. Click the
check box adjacent to Note is vendor-public.
</p>
</li>
<li>
<p>
Click Create. The note will appear on the screen.
</p>
</li>
<li>
<p>
Click Return to return to the line item. When you return to the line item,
a number in parentheses adjacent to notes indicates how many notes are attached
to the item.
</p>
</li>
</ol></div>
</div>
<div class="sect2">
<h3 id="_cancel_a_line_item">7.4. Cancel a line item</h3>
<div class="paragraph"><p>For more information, see section 2.</p></div>
</div>
<div class="sect2">
<h3 id="_line_item_actions">7.5. Line item actions</h3>
<div class="sect3">
<h4 id="_apply_claim_policy">7.5.1. Apply claim policy</h4>
<div class="paragraph"><p>See section 3.1 for more information.</p></div>
</div>
<div class="sect3">
<h4 id="_claims">7.5.2. Claims</h4>
<div class="paragraph"><p>See section 3.3 for more information.</p></div>
</div>
<div class="sect3">
<h4 id="_holdings_maintenance">7.5.3. Holdings maintenance</h4>
<div class="paragraph"><p>After an item has been received, click Actions &#8594; Holdings Maintenance to edit
holdings. The Holdings Maintenance screen opens in a new tab.</p></div>
</div>
<div class="sect3">
<h4 id="_link_to_invoice">7.5.4. Link to invoice</h4>
<div class="paragraph"><p>Use the Link to invoice menu item to link the line item to an invoice that
already exists in the ILS.</p></div>
<div class="olist arabic"><ol class="arabic">
<li>
<p>
Click Actions &#8594; Link to Invoice.
</p>
</li>
<li>
<p>
A pop up box appears. Enter an invoice number.
</p>
</li>
<li>
<p>
Enter a provider. The field will auto-complete.
</p>
</li>
<li>
<p>
Click Link.
</p>
</li>
</ol></div>
</div>
<div class="sect3">
<h4 id="_mark_received">7.5.5. Mark received</h4>
<div class="paragraph"><p>See section 14.2 for more information.</p></div>
</div>
<div class="sect3">
<h4 id="_new_invoice">7.5.6. New invoice</h4>
<div class="paragraph"><p>See section 6 for more information.</p></div>
</div>
<div class="sect3">
<h4 id="_un_receive">7.5.7. Un-receive</h4>
<div class="paragraph"><p>See section 14.2 for more information.</p></div>
</div>
<div class="sect3">
<h4 id="_update_barcodes">7.5.8. Update barcodes</h4>
<div class="paragraph"><p>After an item has been received, click Actions &#8594; Update Barcodes to edit
holdings. The Volume and Copy Creator screen opens in a new tab.</p></div>
</div>
<div class="sect3">
<h4 id="_view_history">7.5.9. View history</h4>
<div class="paragraph"><p>Click Actions &#8594; View history to view the changes that have occurred in the
life of the line item.</p></div>
</div>
<div class="sect3">
<h4 id="_view_invoice">7.5.10. View invoice</h4>
<div class="paragraph"><p>Click Actions &#8594; View invoice to view any invoices that are attached to the line item.</p></div>
</div>
</div>
<div class="sect2">
<h3 id="_line_item_worksheet">7.6. Line Item Worksheet</h3>
<div class="paragraph"><p>The Line Item Worksheet was designed to be a printable sheet that contains
details about the line item, including alerts and notes, and distribution of
the copies. This worksheet could placed in a book that is sent to cataloging or
processing.</p></div>
<div class="olist arabic"><ol class="arabic">
<li>
<p>