ALEPH

Workflows - Acquisitions

Budgets

= Allocations, ILC vs ALC.
= Implications for FY rollover
= Options to use Initial Allocations and for FCLA to load once set by the libraries
= Object Codes and validation
= What reports are needed?
= Annual Budgets

Vendors

= Currently 5398 vendor records
= EDI setup in the vendor record
= EDI Load Log: select log number and print

Orders

= Through vendors website? Email, EDI?
= Approvals?
= EDI vs Oasis/EOCRs
= Bulk Arriving new in V.20
= Vendor record loading with order info in 980 and 981 fields, p_file_96
= Status, closing (CLS) and the monies become an expenditure once invoice status is P-Paid.
= Claiming?

PDA/DDA Projects?

= Joint FSU/UF PDA with Coutts, main and law libraries

Invoicing

Hold Request Client setup

In order for the Hold Slip to print automatically, you must have the following selection in your client.
In the Circ Client, Aleph - Options - Setup Return Options
The "Print Return Receipt - Transfer" is optional.

Blocks

Overdue Blocks

There are 3 distinct overdue blocks that can be applied in ALEPH. These blocks work independently from one another. You can choose any combination of these to apply for your institution, but they will apply (or not) for ALL of your institution.

Block if single item overdue AND X notices have been sent
1. There is a setting that defines an item as "overdue" when it is past due, and 1 or more overdue notices have been sent.

FAMU Reclamation Project

FAMU Reclamation Project

    •Florida A&M University OCLC Symbols included in this project
  • FCM -  FLORIDA A&M UNIV, TALLAHASSEE, FL 32307-4700, United States
  • FAMLW -  FLORIDA A&M UNIV COL OF LAW, ORLANDO, FL 32801-1733, United States
    • Aleph sublibrary/location codes mapping to OCLC symbols
  •  
    •Statuses to exclude:
  • STA DELETED
  • STA ACQ-CREATED
  • STA CIRC-CREATED
  • STA ITEM-CREATED
  • STA SUPPRESSED
  • STA PROVISIONAL
    •Special vendor sets to exclude:
  • Serials Solutions (wtk=sersol*)
  • Coutts PDA (wtk=pdacoutts*)
  • Gale Virtual Reference Library (wtk=gvrl*)

All Orders For A Vendor and Date Range*

Report area: 
Acquisitions Reports
Report Type: 
ARROW Report
Description: 

This report lists both open and closed orders for a given date range. The default fields are Order Number, Vendor Code, Title, Budget, Order Status, Encumbered/Invoiced Amount and Amount Type. Additional fields can be selected for inclusion.

Sample Report:
all-orders-vendor-date-range.png

Report URL: 

http://arrow.fcla.edu/reports/f?p=145:94

Print.ini for Jobs created "on the fly"

Each module (acq, cat, circ, UBorrow-ILL) has a Print.ini file. The notices listed in the Print.ini are primarily the notices, or reports that are printed when some action is taken in the client, for example Loan/Return Receipts or Hold Slips/letters.

Let's use Loan Receipts as an example:
Some libraries want to automatically email Loan Receipts. To do so, they would edit the Print.ini file located in C:\AL500XX_TEST20\Circ\tab, and modify the following line:

LoanReceipt 00 N M loanrcpt.prn
That "M" tells the pc that if you whenever the Loan Receipt is triggered, send the file to the patron as an email.

How do I get notices/reports to Email or Print Automatically?

Answer: 

You control how you want the notices or reports to be processed so that it will fit in with the workflow at your library.

Notices or Reports can be printed or emailed automatically based on the settings you have entered on the Print.ini file.

There are two basic types of Print.ini files:
1. Jobs created "on the fly"

2. Jobs that are run, usually at regular intervals, on the server

How do I create a Print ID?

The Print ID is setup on the PC at your library. It is "attached" to a print daemon, which can be thought of as a mini-server, that runs on the PC and "talks" to the Aleph server.

The Print ID you use must match the Print ID on the notices and reports that are run on the server, so be sure to coordinate with FCLA on the Print ID name.

The notices/reports are run on the server and will have that Print ID added to the end of the filename. The server will "tell" the Print Daemon running on your PC that a notice/report has a matching Print ID. The Print Daemon will pickup the notice/report and either send it the Default printer, Email it or Both, depending on the setup you have in the print.ini.

To setup a Print ID to the following:

Why are Reserves (short-term loan) items sometimes due the next morning?

Answer: 

Aleph will adjust the due hour for items due within a 24 hour time period to the closing time, if before midnight.

If the item "would" be due after the 24hour time period, (midnight), the due hour will be adjusted to the opening hour of the next day.

Ex 1: Adjust to Closing
Your library closes at 8pm. A patron checks out a 3-hour loan item any time after 6pm. The item would normally be due after 9pm, but since closing is at 8pm the due hour will be adjusted the closing hour of 8pm.

Ex 2: Adjust to Opening the next day
Your library closes at midnight. A patron checks out a 3-hour loan item any time after 9pm. The item would normally be due after midnight, but since midnight is after the 24hour time period, the due hour will be calculated as the opening hour of the next day.

Staff will need to be aware of this, and manually adjust the due hour at the time of the loan.

This issue has been reported as an enhancement request to the vendor, but has not yet been chosen.