Subscription Acquisitions

Can a second invoice be added to a title which has already been paid or for which the order is closed (from using a Date Loaded or a Cancelation Segment)?

• First thing to know is that invoicelines can be created with link types of ORDER, ADJUST, or FUND
  • With a link type of ORDER or ADJUST, you have to enter the order ID and orderline number to which you are linking the invoice
  • With a link type of FUND, you have to enter a fund ID rather than an orderline
• Linking an invoiceline to a FUND is the most flexible because it doesn't matter if the order is open or closed because linking to the FUND does not directly affect the order. So you can link to a fund if the order has been closed using a cancelation segment or a date loaded. However, it is preferable to link to an order if possible. Linking to funds is necessary when the invoice is from the current fiscal year but the order is from a previous fiscal year.
• Linking invoicelines to the order using ADJUST is more flexible than using ORDER as the link.  ADJUST allows you to use negative numbers in the case of credits. You can also use ADJUST if the order has been closed using a Date Loaded. But if the order was canceled using a Cancelation Segment, then you cannot add an invoice using ADJUST or ORDER.
• Linking invoices to the order using ORDER only allows you to link one invoice to the order. If you try to add more than one invoice you get the error message: Too many copies invoiced
• If an order has been canceled using a Cancelation Segment, you can't add any invoices to it regardless of whether the invoice link type is ORDER or ADJUST.  Error says: Too many copies invoiced. But you can link the invoice to a FUND, usually using the fund that is in the orderline of the title to which the invoice is referring.

Can't delete a paid invoiceline--error message: Invoice line already paid--cannot be changed/removed.

• You have to reverse the payment to unpay it, then you can delete it.

When you cancel an order, is the fund disencumbered? (and when to use a Cancelation Segment versus Date Loaded)

• If the order is canceled by using a Cancelation Segment, the fund will be disencumbered.
  • Cancelation Segments are usually added if the order has not been paid and you do not expect that the order will be paid in that fiscal year.
• If the order is canceled by adding a Date Loaded, the fund will not be disencumbered.
  • Date Loaded is usually added if the order has been paid but you do not want the order to roll to the following fiscal year.

Can you pay an order without having an invoice?

• You can manually pay an order without having an invoice if the order has not been paid previously.  To do so, use Modify Order wizard, go to the Segment tab, enter an amount, change Date Paid from NEVER to a date, and Save Your Changes.
  • This is usually only done when you don't expect to have to pay for the order in the current fiscal year but you want the order to roll to the following fiscal year because you expect it to be paid in that next fiscal year.  So the amount you are usually paying is zero.  This keeps the order from coming up on reports that are designed to look for unpaid orders for the current fiscal year. 

In Sirsi, orderlines for large e-journal packages should have an Acquisitions Material Type of EJ-PACKAGE.  Also, the COVERAGE field in the orderline should start with EJ PACKAGE. These 2 pieces of information can be used in Sirsi to run reports that include the large EJ Packages.

Large e-journal package is loosely defined but for the most part it refers to packages that have more than approximately 20 titles. 

There are many smaller e-journal packages.  For those, the Acquisitions Material Type of E-Journal is used instead of EJ-PACKAGE.  The main title of the package (which is usually the membership or package title) will have a coverage note of EJ PARENT.  The other titles in the package will have coverage notes starting with EJ CHILD.

In Sirsi, the List Orders Lines acquisitions report can be used to list the large e-journal packages by selecting a Material Type of EJ-PACKAGE or by using the Extended Info field to select the COVERAGE field and the search term EJ PACKAGE. 

As of May 1, 2017 the results of both of these reports listed 36 copies. (I ran the reports and discovered that some titles either didn't have EJ-PACKAGE as the material type or didn't have EJ PACKAGE in the Coverage note. Also, some smaller packages had these designations but I removed the information from them because they are not large enough to be considered large e-journal packages. After making all of the corrections, the results listed 36 orderlines.)