SIRSI ACQUISITIONS REPORTS List Funded Order Lines

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SIRSI ACQUISITIONS REPORTS

List Funded Order Lines

Rev. 1 December 2006

ƒ The List Funded Order Lines report provides a list of titles ordered on each fund ID. ƒ Bibliographers can use this report for their assigned fund(s), including gift funds. ƒ This report does not reliably indicate whether a title has been paid for and/or received,

only that an order has been placed for it.

Step 1: Find the List Funded Order Lines Report... 1

Step 2: Set Report Parameters... 2

1. Basic tab... 2

2. Fund Selection tab... 3

3. Order Selection tab ... 4

4. Order Line Selection tab ... 5

Step 3 (Optional): Sort Report Data by Title, Amount or Order ID ... 6

Step 4 (Optional): Include a Total Title Cost in the Report... 6

Step 5: Retrieve & View Report ... 7

Retrieve a Report from the Finished Reports List ... 7

View / Email Report ... 9

Step 6: Delete Finished Reports... 10

Appendix: Schedule the Report ... 11

Template use:

All that needs to be changed on the List Funded Order Lines template is:

1. Report Name for ease of retrieval in Workflows (under the Basic tab, p2) 2. Fund Name (under the Fund Selection tab, p3)

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Step 1: Find the List Funded Order Lines Report

Click the ‘Schedule new Reports’ wizard on your toolbar.

Or, if the wizard does not appear on your toolbar:

‘Windows’ Theme

For those using one of the ‘Windows’ themes of Workflows rather than the ‘Basic’ as used in this document, ‘Schedule New Reports’ is in the Common Tasks of the Reports tab.

An alphabetical list of report templates should appear by default. The other reports and report templates that appear depend on your Workflows login.

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Step 2: Set Report Parameters

There are nine tabs under the List Funded Order Lines report: 1. Basic: optional fields

2. Fund Selection: required fields 3. Order Selection: required field

4. Order Line Selection: recommended field 5. Funding Selection

6. Sorting: optional fields, see Step 3 7. Grouping

8. Fund Order Options: optional fields, see Step 4 9. Print order information for funds

1. Basic tab

:

The ‘Report name’ defaults to “List Funded Order Lines”, it is strongly recommended that you change this to a more detailed name. This is the name that will appear on the “Finished Reports” list in WorkFlows.

Note that this ‘Report Name’ is not printed on the report. To change the title on a printed report, use the ‘Title’ field.

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2. Fund Selection tab

: contains three of the parameters that are required for the report: Library, Name, and Number of Cycles.

GADGET: provides options you can use in the text box.

Library: TECHSERV for all Fort Garry funds LAW for all Law Library funds

NJMHSL for all NJM and Hospital Library funds

Name: Select the GADGET beside the input box to lookup the fund name.

Search by Fund ID or Fund Name. Note that you must know the beginning of the fund ID or name: searching on “governors” will not produce the “Board Of Governors Recognition” fund.

You may scroll down the list, as well as page through lists. That is, once you’ve reached the end of the list shown, you can go to the next list by clicking the arrow.

Note that you could also type the exact name of the fund (case sensitive) in the text box.

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3. Order Selection tab

: click the GADGET at the ‘Fiscal cycle’ input box and set it to the equals sign and the fiscal year required. =2006

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4. Order Line Selection tab

: click the GADGET at the ‘Number of copies cancelled’ input box and set it to the equals sign and zero (=0) to remove any cancelled items from the report.

Optional, but recommended for removing cancelled items

This is all of the required criteria for the List Fund Ordered Lines report. • Click the ‘Run Now (b)’ button at the bottom of the screen – jump to Step 5. Or

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Step 3 (Optional): Sort Report Data by Title, Amount or Order ID

Before running the report, you may wish to sort the data. The default is to sort by Order ID.

Click the ‘Sorting’ tab.

Sort by:

Amount highest to lowest dollar Amount Order ID alphanumerically by Order ID Title alphabetically by Title

Step 4 (Optional): Include a Total Title Cost in the Report

Click the ‘Fund Order Options’ tab.

Check the box beside ‘Totals for each primary group’.

Remember, it is possible that some titles in the report will not yet have been paid.

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Step 5: Retrieve & View Report

On average, an acquisitions report should take a few minutes to complete. You have the option of retrieving the report shortly after its completion, or at a later time.

Retrieve a Report from the Finished Reports List

If you have recently run the report, click the ‘Display Finished Reports’ button on the confirmation message that appears after running.

Click ‘Display Finished Reports’ to retrieve your report from the reports storage area.

Alternatively, to retrieve the report at a later time, click the ‘Close’ button after running the report. Your report will not be lost; it will be placed in the reports storage area. When ready to view or email the report, click the ‘Finished Reports’ wizard on your toolbar.

Or, if the wizard does not appear on your toolbar:

‘Finished Reports’ wizard: Use to retrieve reports from storage

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There may be a number of reports in the Finished Reports list, as shown below. Recall that, unless you gave your report a distinctive name, it may only be identifiable by the time it was run.

If your report does not appear on the list, click the black hat icon to refresh the list.

If your report has not yet appeared, click the black hat icon to refresh the list of reports.

Find your report by the time it was run

Once your report appears in the ‘Finished Reports’ list it can be viewed or emailed.

Tip: If you don’t want to wait for the report to run, you can schedule it to be emailed to you. Set the timing at ASAP so that once it is ready it will be sent to you. Alternatively, you can schedule the report to run on a regular basis or at a specific time – see appendix.

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View / Email Report

SIRSI sends reports automatically to WordPad unless you have redirected reports to Word.

Click on your report to highlight it, and then click the ‘View’ or ‘Email’ button.

View

You may wish to un-check the box beside ‘View log’ as it provides information about the running of the report, not about the fund. If you included a description of the report in the “Basic” tab (Step 2.1), it would be included in the log.

Excel: If you wish to view or use the report in Excel, it is important to not select the ‘Format report’ option.

Email

To enter more than one address, use the GADGET.

• Print or save the report from WordPad or Word. Or

• Copy the report contents and paste into Excel.

o If copying an email to Excel: save the email as a .txt file, copy the contents (of the .txt file, not the mail .eml file), and paste into Excel.

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Step 6: Delete Finished Reports

In the ‘Finished Reports’ list click the ‘Remove…’ button.

A ‘Remove Selected Reports’ screen will appear. Select the reports which you would like to remove.

A confirmation screen will appear.

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Appendix: Schedule the Report

The ‘Schedule’ button, an alternative to the ‘Run Now (b)’ button, provides you with a number of options:

ƒ run the report automatically on a daily basis, or on a particular day each week or month, using the criteria that has been set;

ƒ schedule the report to run later the same day; ƒ run the report ASAP (as soon as possible);

ƒ email the report to yourself or another individual ASAP or at the scheduled time. Schedule:

Select the option that you desire, and complete the date and time criteria as appropriate.

Printing/Distribution:

Note: the ‘Send to printer’ option might not be configured to print to a library printer.

To email report: select ‘Email to individual(s)’and type in email addresses - to enter more than one address, use the GADGET. Check the box to ‘Save to Finished Reports Wizard’ if you want

to be able to view the report at a later time.

Click ‘Schedule’.

The report will be saved to the ‘Finished Reports’ storage area. If you are scheduling the report to be emailed, you have the option of not saving it. If you are scheduling the report to run on a regular basis, do not save to the Finished Reports Wizard unless you will regularly delete the finished reports.

Do not format the report if you will export it to Excel. What appears here

depends on the selected schedule.

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Select the ‘Scheduled Reports’ wizard to view the status of a scheduled report.

If the wizard does not appear on your toolbar: ‘Windows’ Theme

From this screen you may modify, copy, remove, or suspend the scheduled report.

Use to resume a suspended report Shows report information,

not the actual report

If running a report on a regular basis, please delete the finished reports from the Finished Reports wizard. Alternatively, schedule it to be emailed and do not save it to the Finished Reports

Figure

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References

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