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Funds/Acquisitions/Serials defaults

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Discover settings and defaults that effect ordering, accounting and serials in OLIB.

Access OLIB defaults and edit settings

 Note: These are settings that affect the operation of OLIB as a whole and are only accessible to System Managers.

  1. In the Menu go to System Administration> OLIB Defaults.
  2. Click the Defaults record to display the details.
  3. Click modify record to make changes.

Available Funds/Acquisitions/Serials defaults

Streamline ordering workflow by also setting up these Default Reference Data Values. Acquisitions reference data can be configured in advance so that the ongoing operation of the ordering process is much quicker. Defaults can be set at various levels in OLIB, with the lowest level taking precedence

Field Description
Fund Accounting in Operation?

Set to Yes if you operate Funds. The value in this field influences what happens when you save an order item record. OLIB displays a message if you save an order item with a cost attached without first adding a Payment Account. If set to No, fund accounting is not in operation and OLIB does not display the message. You can set it at OLIB Defaults level or in Locations. The value in Locations will take precedence and applies to the logged in Location. If you have several Locations and they all want the same setting, apply the flag here in OLIB Defaults and leave the Locations flag blank.

Note that if an Order Item's total cost is 0.00 and you have not linked a Payment Account, the message is not displayed, even if you have fund accounting in operation.
Invoicing in Operation? This controls whether a completed order item which has not been invoiced should be archived or not. If you set this field to Yes, then orders with at least one completed or cancelled incomplete order item, will NOT be archived. If you set it to No then these orders will be archived. Note: you can also un-archive orders, order items and invoices if required.
Order Location

Specifies what the ordering location field should default to when a new order or order item record is created.

  • No default (i.e. the ordering location field will not default to anything)
  • User’s location (the ordering location field will default to the currently logged in user’s location)
  • Client location (the ordering location field will default to the Admin Client Location)

A specific location (the locations are listed alphabetically)
Supplier Default supplier can be set at this level or in Locations, Suppliers/Publishers, Supplier/Location.
Delivery Method How a supplier should physically supply ordered items. Can be set at this level or in Locations, Suppliers/Publishers, Supplier/Location.
Delivery Period (Days) The number of days after ordering that items are expected for delivery. This defaults into any new Supplier records.
Approval Period (Days) The number of days items are normally supplied on approval. This defaults into any new Supplier records.
 
Delivery Alert Period The delivery alert is sent to library staff when an item is getting close to its required by date. Enter a value in this field that is the number of days before the item is required that the library staff are notified of its' non arrival. This allows staff to e.g. chase the supplier, or consider buying from an alternative supplier etc...
Create Copies? Whether or not copies are created at check in. Can be set at this level or in Locations, Suppliers/Publishers, Supplier/Location.
Copy Category Default value set at the time of ordering - subsequently used in Circulation.
Copy Status
Account Default Payment Account if you use Funds. Can be set at this level or in Locations, Suppliers/Publishers, Supplier/Location.
Commit Check? A flag to enable/disable Funds Permissions on Orders.
Invoice Check? A flag to enable/disable Funds Permissions on Invoices.
Archive Orders After (Days) The period of time complete orders should be kept in the live acquisitions system before being archived. It is recommended this should not be set at less than 2 years (730 days).
Archive Invoices After (Days) The period of time complete invoices should be kept in the live acquisitions system before being archived. It is recommended this should not be set at less than 2 years (730 days).
Orders / Items / Invoices / Items - Audit Retention Period  

Enter a number to specify the number of days to retain audit trail data.

Alternatively, you can enter a negative value, to specify the number of audit trail records to retain per Order / Item / Invoice / Item.
Allow Copy Deletion With Order Items? Yes/No whether to stop copies linked to order items from being deleted. If set to Yes or null, deletion is allowed. This flag is also present in Locations.
Can Cancel Invoiced Orders? Yes/No whether invoiced orders can be cancelled.
Create Copy on Check in? By default OLIB creates issue copies on Check in; you can configure Create Copy on Check-In? to Yes or No at system level (OLIB Defaults) and Serial Copies level. For example you may have set to Yes at system level but set to No for some individual Serial Copy records.
Sort Other Issues Inversely?

Whether Other Issues on the Folio serial title details screen Issues tab are displayed in ascending or descending order.

Ascending is the default display. Effectively, this means that manually created issues (which are included in the Other Issues list) can be listed in chronological order or reverse chronological order.