SIRSI ACQUISITIONS REPORTS List Funded Order Lines

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1 SIRSI ACQUISITIONS REPORTS List Funded Order Lines Rev. 1 December 2006 The List Funded Order Lines report provides a list of titles ordered on each fund ID. Bibliographers can use this report for their assigned fund(s), including gift funds. 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 Basic tab Fund Selection tab Order Selection tab 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 / Report... 9 Step 6: Delete Finished Reports Appendix: Schedule the Report 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) Optional: Fiscal Cycle (Order Selection tab, p4), default is 2006 Fiscal Cycle (2006/2007)

2 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. Click on List Funded Order Lines to highlight it and then click the Setup & Schedule button. 1

3 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. 2

4 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. Number of cycles: >0, if it does not appear automatically, click the GADGET to enter. 3

5 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 Note: =2006 for the fiscal year: between April 1, 2006 and March 31,

6 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 Set report options see Steps 3 and 4. 5

7 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 Order ID Title highest to lowest dollar Amount alphanumerically by Order ID 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. Click the Run Now (b) button at the bottom of the screen go to Step 5. 6

8 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 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 Windows Theme 7

9 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 ed. Tip: If you don t want to wait for the report to run, you can schedule it to be ed 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. 8

10 View / 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 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. 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 to Excel: save the as a.txt file, copy the contents (of the.txt file, not the mail.eml file), and paste into Excel. 9

11 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. SIRSI will then confirm the removal of the report(s). 10

12 Appendix: Schedule the Report The Schedule button, an alternative to the Run Now (b) button, provides you with a number of options: run the report automatically on a daily basis, or on a particular day each week or month, using the criteria that has been set; schedule the report to run later the same day; run the report ASAP (as soon as possible); 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 report: select to individual(s) and type in 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. What appears here depends on the selected schedule. The report will be saved to the Finished Reports storage area. If you are scheduling the report to be ed, 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. 11

13 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. Shows report information, not the actual report Use to resume a suspended report If running a report on a regular basis, please delete the finished reports from the Finished Reports wizard. Alternatively, schedule it to be ed and do not save it to the Finished Reports wizard. 12

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