Acquisitions Status, Alert, and Error Messages

Throughout the Acquisitions module, system messages may display to guide you through the wizard processes.

Status Messages

Fund and vendor status messages are generated and displayed based on several library-defined settings in the fund or vendor record. The fund messages displays in the status bar. Messages such as these display every time the fund cycle or vendor cycle is modified or displayed.

FUND OVER ENCUMBERED/SPENT

VENDOR DEPOSIT OVER ENCUMBERED/SPENT

Alert Messages

Alert messages display when working with orders and distributions. The alert messages are generated and displayed based on the comparison of fields in the line item order and its segments. The order alert messages display in the message in the status bar. If there is something wrong with the order segments, this message displays every time the order is modified or displayed.

WARNING: SEGMENTS NOT CORRECTLY BALANCED

This message means that the funding and/or distribution segment totals do not agree with the number of copies ordered or the extended order price. The segment also displays alert messages, but these explain the specific problem.

Status Alert! ORDER IS OVER FUNDED

Status Alert! ORDER IS OVER DISTRIBUTED

Status Alert! ORDER IS UNDER FUNDED

Status Alert! ORDER IS UNDER DISTRIBUTED

In Order wizards, these messages display in the Unbalanced Segments window in the following manner.

The total quantity funded is greater than the quantity ordered.

The total quantity distributed is greater than the quantity ordered.

The total quantity funded is less than the quantity ordered.

The total quantity distributed is less than the quantity ordered.

The line item displays an alert message if multiple (open) orderlines are linked to the same title in the catalog.

Status Alert! TITLE ALREADY ON ORDER

In order wizards, a window displays to indicate that the title is already on order.

To be considered duplicates, the orderlines must be linked to the same title in the catalog, and the orderlines must have a holding distribution marked with a Date Loaded as NEVER. There may be a good reason that two or more open orderlines are linked to the same title.

For example, if volumes of a set must be ordered individually, all are linked to the title record for the set, but the orders are not duplicates.

If SirsiDynix Symphony responds with the following message, the whole order was already marked as “ready” before adding this line item.

ADDING TO EXISTING ORDER; ORDER ALREADY READY — NOTIFY VENDOR

In order wizards, this message displays in the status bar.

Order already ready — notify vendor if anything changed

The order may have already been mailed to the vendor as well. You may generate a purchase order that includes only this line item using the Print Purchase Orders report.

Distribution Alert Messages

The following messages display when working with distributions. If you see these messages even though the total quantity funded and the total quantity distributed are equal to the total quantity ordered, make sure that each distribution segment is associated with a specific fund segment. You cannot list multiple fund segments first, followed by multiple distribution segments.

ORDER IS OVER DISTRIBUTED

Displays if the number of copies ordered is less than the total number of copies (quantity) specified in the distribution segment(s). This message displays in WorkFlows wizards.

The total quantity distributed is greater than the quantity ordered.

ORDER IS UNDER DISTRIBUTED

Displays if the number of copies ordered is greater than the total number of copies (quantity) in the distribution segment(s). This message displays in WorkFlows wizards.

The total quantity distributed is less than the quantity ordered.

SEGMENT IS UNDER DISTRIBUTED

Displays if the number of funded copies in the funding segment is greater than the total number of copies (quantity) in that funding’s distribution segment(s). For example, if you have a funding segment for three copies, but you have a holding distribution for one copy and a user distribution for one copy, the distributed copies are short by one. Each time you work with the order record, you see this warning message. You would need to correct the distribution segments for that funding so there were three copies distributed, or change the number of Funded Copies from 3 to 2 for the existing funding. This message displays in WorkFlows wizards.

A funding/distribution pair has fewer items distributed than funded

SEGMENT IS OVER DISTRIBUTED

Displays if the number of funded copies in a funding segment is less than the total number of copies (quantity) in that funding’s distribution segment(s). For example, if you have a funding segment for one copy, but it has three holding distribution segments with one copy each, then there are two more copies distributed than funded. You would need to correct the distribution segments for that funding so there was only one copy distributed, or change the number of from 1 to 3 for the existing funding. This message displays in WorkFlows wizards.

A funding/distribution pair has more items distributed than funded

Error Messages

Error messages display for all types of acquisitions processes.

Fund Error Messages

The following messages display when working with funds.

FUND ALREADY EXISTS

Displays if the fund ID you tried to use for a new master fund is already assigned to an existing fund. When duplicating a fund record, the new fund ID and the existing fund ID must be different. You cannot duplicate a fund record over the same fund record.

FUND CYCLE ALREADY EXISTS

Displays if you tried to create a fund cycle record that already exists for the fund ID and specified fiscal cycle.

FUND CYCLE NOT FOUND

Displays if there is no fund cycle record for the specified fiscal cycle, although a master fund record exists for the specified fund ID.

FUND NOT FOUND

Displays if there is no fund that matches the ID you typed.

FUND OVER ENCUMBERED/SPENT (FUND ID)

Displays in the following situations.

RECORD UPDATED; FUND OVER ENCUMBERED/SPENT (FUND ID)

Displays if both the Block Over Encumbrance flag and the Block Over Expenditure flag of the selected fund are set to No, and you try to adjust the Budget Amount field such that the fund becomes overencumbered or overspent, the warning message displays. The fund ID in the message is the ID of the affected fund. Modifications to the fund are saved.

HAS ORDERS—CANNOT REMOVE

Displays if you try to remove a fund against which orders have been placed.

LINKED TO PAID INVOICES—CANNOT REMOVE

Displays if you try to remove a fund linked to a paid invoice line.

Vendor Error Messages

The following messages display when working with vendors.

VENDOR ALREADY EXISTS

Displays if the vendor ID you tried to use for a new vendor is already assigned to an existing vendor. When duplicating a vendor record, the new vendor ID and the existing vendor ID must be different. You cannot duplicate a vendor record over the same vendor record.

VENDOR CYCLE ALREADY EXISTS

Displays if you tried to create a vendor cycle record that already exists for the vendor ID and specified fiscal cycle.

VENDOR CYCLE NOT FOUND

Displays if there is no vendor cycle record for the specified fiscal cycle, although a master vendor record exists for the specified vendor ID.

VENDOR NOT FOUND

Displays if there is no vendor record matching the vendor ID, name, or account number you typed.

HAS ORDERS—CANNOT REMOVE

Displays if you try to remove a vendor cycle with which orders have been placed.

VENDOR HAS INVOICE(S)—CANNOT REMOVE

Displays if you try to remove a master vendor linked to a master invoice.

VENDOR IN USE IN SERIAL CONTROL—CANNOT REMOVE

Displays if the vendor is used in one or more serial control records. The vendor must be removed from the serial control records or the serial control records must be removed before the vendor can be removed.

THE VENDOR TAX EXEMPTION CONFLICTS WITH OTHER VENDOR TAX FIELDS

Displays if the Tax Exempt Vendor check box is selected in the Vendor Information tab, and the Tax Paid to Vendor check box and/or the Tax Included in Invoice Line Amounts check box is also selected.

If the Tax Exempt Vendor check box is selected, the Tax Paid to Vendor check box and the Tax Included in Invoice Line Amounts check box must be cleared because they do not apply to a vendor who supplies ordered materials that are exempt from taxes.

If the Tax Exempt Vendor check box is cleared (meaning the materials ordered from the vendor are subject to taxes), then the Tax Paid to Vendor check box and/or the Tax Included in Invoice Line Amounts check box can be selected.

Order Error Messages

The following messages display when working with orders.

ORDER ALREADY EXISTS

Displays if the order ID you tried to use for a new order is already assigned to an existing order in the current fiscal cycle.

ORDER BLOCKED FOR VENDOR

Displays if the vendor ID you tried to assign to a new order is set to prevent any ordering. Look at the master vendor record to see why you cannot create an order to this vendor.

ORDER BLOCKED FOR FUND CYCLE

Displays if the fund ID you tried to use to fund the copies being ordered is set to prevent any ordering. Look at the master fund cycle record to see why you cannot fund orders.

ORDER NOT FOUND

Displays if there is no order that has the ID, fiscal cycle, and line number you typed.

WARNING: SEGMENTS NOT CORRECTLY BALANCED

Displays if there is something wrong with the orderline segments. These are the most common circumstances.

ORDER HAS BEEN PAID—CANNOT REMOVE ORDER

Displays if one of the orders you are trying to remove has been paid. You must remove payment before removing the order.

ORDER HAS BEEN INVOICED—CANNOT REMOVE ORDER

Displays once an orderline has been linked to an invoice line, because the order line item cannot be removed. You must unlink the orderline and invoice line by modifying the invoice.

MORE COPIES RECEIVED THAN DISTRIBUTED

Displays if the distribution segment(s) in the order record contain fewer total copies than the number ordered and funded. This imbalance must be corrected before receiving can take place.

ORDER LINE OVER DISTRIBUTED—CANNOT RECEIVE ORDER

Displays if the distribution segment(s) in the order record contain more total copies more than the number ordered. This imbalance must be corrected before receiving can take place.

ORDER LINE OVER FUNDED—CANNOT RECEIVE/INVOICE ORDER

Displays if the total number of funded copies in the orderline record is more than the number of copies ordered. This imbalance must be corrected before receiving or invoicing can take place.

ORDER LINE UNDER FUNDED—CANNOT RECEIVE/INVOICE ORDER

Displays if the total number of funded copies in the orderline record is less than the number of copies ordered. This imbalance must be corrected before receiving or invoicing can take place.

TOO MANY COPIES RECEIVED

Displays if the number of copies marked as received exceeds the number of copies expected.

DISTRIBUTION ALREADY LOADED

Displays if somebody else loaded the specified holding distribution into the catalog between the time you selected an orderline to load in the catalog, and the time you pressed OK in the Link Order Line Holdings to Title wizard.

INVALID HOLDING CODE—CANNOT LOAD DISTRIBUTION

Displays if you are trying to load an orderline that contains holding distribution(s) with blank or invalid holding codes. Call numbers and copies cannot be created using the Link Order Line Holdings to Title wizard if the holding code field is not correctly filled in.

NO ORDER FOUND

Displays if you specified an existing call number for the Link Order Line Holdings to Title wizard that is not linked to any open (unloaded) orderlines.

FUND OVER ENCUMBERED/SPENT

Displays if the Block Over Encumbrance check box is selected for a fund, and you try to modify the fund cycle that has reached or exceed its percent encumbrance allowed level. Changes to the fund are not saved.

RECORD UPDATED; FUND OVER ENCUMBERED/SPENT

Displays if the Block Over Encumbrance check box is cleared for a fund, and a fund cycle reaches or exceeds its percent encumbrance allowed level. Modifications to the fund are saved.

THIS FUND CYCLE DOES NOT HAVE LIBRARY AUTHORIZATION FOR THE LIBRARY OF THE DISTRIBUTION HOLDING CODE

Displays when the holding code library is not authorized in the associated fund cycle. In multilibrary systems that use the Fund Library Authorization policy, each fund cycle‘s library authorization is compared to the holding code library in the associated holding distribution(s). The library of each holding code must be present in the fund cycle’s library authorization. When the holding code library is not authorized in the associated fund cycle, the message displays. You are required to correct the orderline; an invalid fund cycle/holding code pair cannot be saved.

Invoice Error Messages

The following messages display when working with invoices.

ORDER LINE HAS BEEN PAID DIRECTLY—CANNOT LINK TO INVOICE

Displays if one or more funding segments of the orderline has been paid directly when the order was created or edited. Once this has been done, you cannot link that line item to an invoice and invoice line.

ORDER LINE OVER FUNDED—CANNOT RECEIVE/INVOICE ORDER

Displays if the total number of funded copies in the orderline record is more than the number of copies ordered. This imbalance must be corrected before receiving or invoicing can take place.

ORDER LINE UNDER FUNDED—CANNOT RECEIVE/INVOICE ORDER

Displays if the total number of funded copies in the orderline record is less than the number of copies ordered. This imbalance must be corrected before receiving or invoicing can take place.

TOO MANY COPIES INVOICED

Displays if you are trying to invoice an orderline for more copies than are on order (but not already invoiced).

INVOICE LINE ALREADY EXISTS, DUPLICATE NOT ALLOWED

Displays if you tried to create or modify an invoice line number to one already used on the invoice. Each invoice line must be identified uniquely on its invoice. For example, you cannot have two lines on the same invoice called “line:SHIPPING.” You can have a line called “SHIPPING1” and a line called “SHIPPING2,” or you may have two “SHIPPING” lines on two different invoices.

INVOICE LINE NOT FOUND

Displays if there is no line on the specified invoice that matches the line number you typed.

INVOICE NOT FOUND

Displays if the invoice you are trying to edit or display has not been created with the invoice ID specified.

INVOICE ALREADY EXISTS

Displays when modifying an invoice if the invoice ID you typed in the new invoice ID field of is already in the database.

INVOICE AND ORDER VENDOR MISMATCH

Displays if the vendor ID specified in the invoice record and the vendor ID in the linked order record must be the same.

INVOICE ID NOT UNIQUE—VENDOR ID IS REQUIRED

Displays if the invoice ID you typed is not sufficient to uniquely identify the invoice among all others. You must supply the vendor ID as well. The combination of these two IDs will then uniquely identify the invoice.

INVOICE IS UNDER LINKED—CANNOT PROCESS PRORATION

Displays if an invoice line is under linked when it has insufficient order or fund information, but is identified as an ORDER, ADJUST, or FUND linked line. Proration cannot be done until the linkage has been made.

INVOICE LINE ALREADY PAID—CANNOT BE CHANGED/REMOVED

Displays once an invoice line has been paid. That paid line cannot be edited or removed, except to change the date paid and the check number.

INVOICE NEEDS PRORATION—CANNOT PROCESS PAY INVOICE

Displays if you tried to pay a line(s) on an invoice that contains one or more un-prorated lines (lines with link Copy Prorated, Line Prorated, or PRICE_PROR). The invoiced amount for the prorated line must be distributed before the invoice line can be paid. To correct the condition, modify the invoice by changing the proration option from No to Yes.

INVOICE MUST BE PRORATED BEFORE DATE LOCKED CAN BE SPECIFIED

Displays if you tried to set a date locked but have not prorated the invoice first.

INVOICE MUST BE PRORATED BEFORE DATE READY CAN BE SPECIFIED

Displays if you tried to set a date ready but have not prorated the invoice first.

INVOICE LINE UNDER LINKED

Displays if you tried to pay an invoice line that has no order or fund information, but is identified as an ORDER, ADJUST, or FUND linked line.

FUND NOT FOUND (ERROR CALCULATING TAX LINES)

Displays if you select the Calculate Invoice Taxes Automatically check box in the Session Settings wizard for Acquisitions, and specify a default tax fund that does not exist or is overencumbered. This message can display only if the Invoice Tax feature is configured.

PLEASE VERIFY INVOICE TAX LINE EXEMPTIONS

Displays if you change the selected Tax Structure policy on an invoice. This message can display only if the Invoice Tax feature is configured. When the tax structure policy is changed, the invoice tax lines are automatically changed to reflect the new tax structure. In each invoice tax line, the tax exempt fields are set to Exempt or Standard, according to the tax exemptions set in the newly-selected tax structure. You must verify each invoice line and manually change the tax exempt status, if necessary.

THE VENDOR TAX EXEMPTION CONFLICTS WITH OTHER VENDOR TAX FIELDS

Displays if the Tax Exempt Vendor check box is selected in the Invoice tab, and the Tax Paid to Vendor check box and/or the Tax Included in Invoice Line Amounts check box is also selected.

If the Tax Exempt Vendor check box is selected, the Tax Paid to Vendor check box and the Tax Included in Invoice Line Amounts check box must be cleared because they do not apply to a vendor who supplies ordered materials that are exempt from taxes.

If the Tax Exempt Vendor check box is cleared (meaning the materials ordered from the vendor are subject to taxes), then the Tax Paid to Vendor check box and/or the Tax Included in Invoice Line Amounts check box can be selected.

WARNING: THE DIFFERENCE BETWEEN ORDER PRICE AND INVOICE PRICE EXCEEDS THE THRESHOLD

Displays when the difference between the amount invoiced for an item and the discounted price of the item (from the orderline) exceeds the threshold set in the Session Settings wizard for Acquisitions. If the Warn When the Difference Between Invoice Amount and Order Amount Exceeds % and $ check box is selected in the session settings, and a threshold is specified, warnings can display when invoice lines are validated in the following circumstances.

Note: Invoice lines that use the ADJUST link type are not validated for amount differences. Refer to the Session Settings Wizard: Acquisitions topic for more information.

WARNING: THE QUANTITY INVOICED IS GREATER THAN THE QUANTITY RECEIVED

Displays when the total quantity invoiced is greater than the quantity received on the orderline, if the Warn When the Invoice Quantity Exceeds the Received Quantity check box is selected in the Session Settings wizard for Acquisitions. Warnings can display when invoice lines are validated in the following circumstances.

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