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Open-ended standing orders

Learn how to process open-ended standing orders in OLIB.

The Multi-Volume Standing Order (MVSO) functionality can be used for processing items in an open-ended order, for all publications in a series (each will usually have their own title and a relationship to the parent title) or loose-leafs that are published in no pattern. Re- subscription is not relevant to this functionality.

Order the “parent” MVSO Title

Create the order in the normal way.

Click the New link under the Order Items field to launch the Order Items Standard Layout

(with the new MV sheet) to create your order item.

 Note: You cannot use the quick entry Add Order Item button shown in the screen above when placing standing orders.

As you are placing a standing order – navigate to the Main (MV) sheet of the layout.

In this case an open-ended standing order is required for all the publications of the Downend Folk House. A dummy title must be created.

Click on the Search link under the title field and search for the title.

Click on New Record to create the dummy title.

Save and close this record to link it back to the order item.

Choose the Multi-Vol Order Type of Multi-Volume Standing Order

The subscription Start Date and Subscription End Date, plus date First Issue Due fields are not relevant to MVSOs.

The Part Media Type field is a mandatory field. The media type of Books is acceptable. Do NOT choose Looseleaf part.

The complete Order item should look like this:

If you intend to pay for items received under this subscription to be paid for from your default account then navigate to the Financial Details sheet of the layout.

Do not set an Item Price, just click on the Add Payout Accounts button.

Save the order item record back to the order and make the order outstanding.

Save the order and this will make the order item outstanding as well.

Check in an MVSO

Launch an Order Items search as normal and search for the order item. Use the Outstanding order items search to find the order item – which is the parent record.

Select the record and choose Check In from the list of Other Actions

 Note: Do not use the Automatic Check-in.

The first time an MVSO is checked in change the check-in layout to Check in Multi-Vol. This layout can be made the default layout by clicking the Yellow Star icon.

Select the one outstanding Issue and select Create Manual Issue.

 Note:  Do not check in this “parent “, as it is needed for creating later manual issues.

A cataloguing form now displays with the dummy title – replace this title with the actual title of the item received.

Save the record and navigate back to the check-in screen using the breadcrumb trail.

It will appear along with the “parent” title.

Select the item for check-in and choose Check In from the list of Actions. You can also choose the Automatic Check In option here if required.

Enter the number received in the No. To Check In field and click on your tab key (or move the cursor to any other field – the check in record will update.

The copy will now be created and can be barcoded at this point (or left until after cataloguing is complete).

If you navigate back along the breadcrumb trail to the multi-volume check in record you can see that this issue is now complete and that the ‘dummy title’ is still present in the Outstanding Issues field.

In OLIB Web the title record for Downend Folk House publications displays as follows:

How does this look in WebView?

A Title search is carried out for Downend Folk House publications.

There are 2 hits as the second represents the title from which the manual issues are created. Click on the record without the dash at the end and you will see titles contained within.

Invoice an MVSO

For many open-ended standing orders invoices are sent with each part / publication. Create a new invoice record as normal and add the Supplier.

Click on the New link below the Invoice Items field.

Click on the Search link to find the part of invoicing. Change the search to Multi Volume Parts for Invoicing from the list of other searches.

Search for the title to be invoiced.

Select the part to be invoiced and insert it back to the record using the Insert.

At this stage ONLY enter the Total Cost – Do NOT enter the Item price or alter the No to Invoice field.

The Account Instance was added when the parent publication was created. Click on Save and Close to link the invoice item back to the invoice.

If there are no other items to add to this invoice – set it to Complete.