Streamline ordering workflow by setting up these reference data defaults. 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:
For example, a default value for Payment Account at Supplier level will take precedence over Payment Account that might also be set at Locations level.
If you operate as a 'single-site' system for acquisitions, you can just set your defaults at the highest System-level (OLIB Defaults).
For each field listed in the table below, check what level you would like to set the default value at.
Fields | Comments | OLIB Defaults |
Admin Client Defaults |
Locations Domain |
Suppliers/ Pub Domains |
Supplier - Location |
Supplier - Media Type |
---|---|---|---|---|---|---|---|
Default order location |
Specifies what the ordering location should default to when a new order or order item is created.
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Supplier | Includes a No default option so that a location can stipulate that it does not want a default supplier even if a system-level default supplier is set for all other locations. If the location-level field were simply left blank rather than set to No default the system-level default supplier would be picked up for that location, which may not be required. | ||||||
Supplier reference | Enter * [star] at supplier/loc level to prevent a higher-level default from being picked up. (This is displayed as No default in the supplier/loc defaults list). Enter : [colon] to clear an existing supplier/loc default so that a higher-level default is picked up. | ||||||
Delivery method | Includes a No default option (except at system level) so that you can prevent a higher-level default from being picked up. Also includes a <NULL> option in supplier/locs to clear an existing supplier/loc default. | ||||||
Currency | Includes a No default option (except at system level) so that you can prevent a higher-level default from being picked up. Also includes a <NULL> option in supplier/locs to clear an existing supplier/loc default. |
For each field listed in the table below, check what level you would like to set the default value at.
Fields | Comments | OLIB Defaults |
Admin Client Defaults |
Locations Domain |
Suppliers/ Pub Domains |
Supplier - Location |
Supplier - Media Type |
---|---|---|---|---|---|---|---|
Create copy | Includes a No default option (except at system level) so that you can prevent a higher-level default from being picked up. Also includes a <NULL> option in supplier/locs to clear an existing supplier/loc default. | ||||||
Delivery period | Enter -99999 at supplier/loc level to prevent a higher-level default from being picked up. (This is displayed as No default in the supplier/loc defaults list). Enter -99998 to clear an existing supplier/loc default so that a higher-level default is picked up. | ||||||
Copy location | Defaults to the ordering location when a new order item record is created. | ||||||
Sub-location | Defaults from the selected copy location’s default sub-location. | ||||||
Shelf | Defaults from the selected copy location’s default shelf. | ||||||
Copy category | Includes a No default option (except at system level) so that you can prevent a higher-level default from being picked up. Also includes a <NULL> option in supplier/locs to clear an existing supplier/loc default. | ||||||
Copy status | Optionally select the Default Copy Status for all Copies created. This applies to the Location you are logged in as when cataloguing the Copies. Note this takes precedence over the Default Copy Status set in Admin Client Defaults. Includes a No default option (except at system level) so that you can prevent a higher-level default from being picked up. Also includes a <NULL> option in supplier/locs to clear an existing supplier/loc default. | ||||||
Payment account | Includes a No default option (except at system level) so that you can prevent a higher-level default from being picked up. Also includes a <NULL> option in supplier/locs to clear an existing supplier/loc default. Note that this is an Account rather than an Account Instance. Specifying an account rather than an account instance means that you won’t have to change your defaults when you roll over your account instances to the next financial period. Whilst placing the order, OLIB selects the 'current' Account Instance automatically (ie the one that covers the date on which the order is being placed). |
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Discount rate | |||||||
Can Cancel Invoiced Orders (Y/N) | Set to Yes if you want to be able to cancel an outstanding order item, even though an invoice has already been completed for it. The default behaviour - <NULL> or No, means that staff cannot cancel outstanding order items if an invoice has been completed for it. | ||||||
Tax rate | |||||||
Claim Sequence |
These defaults are for each Location for a given supplier. For example the Dawson Books defaults for the University Main Library; Dawson Books defaults for St. George's Library, and so on.
The OLIB interface allows for fast entry of the defaults for each Location:
Note: To modify existing Supplier/Location defaults, select your location in the Location field and set the fields that you want to change to the required values. Click >> on completion. Only the fields that you entered a value in will be changed in your location’s supplier/loc defaults record. If you leave a field blank, it will remain set to its previous value when you click the double-arrow button.
You can clear a field in your location's existing Supplier/Location defaults so that OLIB uses a higher level default. To do this, select the <NULL> value or some other special character as specified in the table above. Click >> on completion.
These options are available in many of the drop downs instead of choosing the reference data values.