Subscription Acquisitions

Close Orders in Batch is a Custom report which we paid Sirsi 2 or 3 "points" to obtain.

After rolling subscriptions to the new fiscal year and making adjustments to orders, this report can be run to close the previous fiscal year orders by adding a load date.

It can also be used for standing orders to close orderlines that did not get updated with a load date when the item was received. However, it will not add a load date to the template orderline because template orderlines cannot be received, invoiced, paid, or loaded.

It could be used on basic orders as well but we usually add a load date for basic orders when the item is created.

Molly Thompson had created an API report which did the same thing as this report and it worked in FY2017 but we couldn't get it to work after that so we had to get this custom report from Sirsi.

In testing the report I found the following:

This report will add a load date to what it considers to be open orders which included paid orders but also for closed orders which includes  orders with a quantity ordered, funded, and distributed as zero and canceled orders which have a cancellation segment. However, the Quantity Loaded will only be updated for paid orders (and presumably unpaid orders that have a quantity on order, funded, and distributed of 1), but the Quantity Loaded is left at zero for canceled orders that have a cancellation segment or for orders without a cancellation segment but for which the quantity on order, funded, and distributed is zero (which can be set that way manually).

The load date will be set to the report run date unless there is a received date which will be used instead of the report run date. 

The reason it is important to have a Quantity Loaded of 1 is that when Molly’s original API report added a date loaded without updating the quantity loaded, we were unable to delete the bib record from the catalog. (However, canceled or orders with zero in the ordered, funded, and distributions can be deleted with zero in the Quantity Loaded.)

I ran the report on the FY2018 subscription orders in the production server and 2,386 orderlines were updated.

I also ran the report for the FY2011 and FY2018 standing orders in the production server. I plan to run the report for FY2002 through FY2017 with a few years at a time until completed which will close received orderlines. The template orderlines will not be deleted. However, there is another delivered report called Remove Selected Order Lines which I would like to explore for removing some of our older SO template orderlines.

The output when running the report is supposed to be an excel spreadsheet but I am unable to open the spreadsheets. Molly Thompson is looking into this problem--5/23/2019