FAQs: Using Acquisition Group Reports Effectively

Acquisitions > FAQs for the Acquisitions Module > FAQs: Using Acquisition Group Reports Effectively

FAQs: Using Acquisition Group Reports Effectively

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What type of information can I get from reports?

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Are there any reports that need to be run regularly?

What type of information can I get from reports?

The Acquisition Group of reports contains the full complement of list and count reports for every acquisitions record. These different types of information can be listed and counted.

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Any vendor and vendor cycle

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Any fund and fund cycle

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Any order and orderline

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Any distribution, funding, claim, or cancel orderline segment

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Any invoice and invoice line, also available by payment check number

Many list reports contain output option tabs that allow you to control the printed information. If the report does not give you the desired results, customize the result by selecting and clearing particular print options.

Are there any reports that need to be run regularly?

A few reports that perform special functions that need to be set up and run regularly. It is important to set up a regular schedule for reports that perform valuable acquisitions processes that modify a variety of records automatically.

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Print Ready Purchase Orders — Schedule this report to automatically produce printed order requests for orderlines that have been updated with a date ready as part of the order staff’s ordering process for marking an order as finished. This report, if the count as notice sent value is selected, also updates the date mailed. The schedule you use will depend on the volume of orders you typically place in a day or week.

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Create Late Order Claims — Schedule this report to automatically update orderlines which have passed the date to claim by creating claim segments for the late material. This report does not generate the claims to send to the vendor, however. According to your library’s policy, you may select to also regularly schedule the Vendor Acquisition Claim report to generate the notices for late material.

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Update Vendor Average — If your library keeps performance information about vendors, this report should be run frequently to keep the vendor’s performance information up-to-date.

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Update Discount Prices — If your library uses discount tables for vendors, this report should be run any time the vendor’s discount table is updated.

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Update Order Exchange Rates and Update Invoice Exchange Rates — If your library uses exchange rate tables, these reports should be run every time the exchange table is updated.

End of Fiscal Cycle Reports

At the end of each fiscal cycle, your library can run rollover reports to get ready for the new fiscal cycle.

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Rollover Fund Cycles and Rollover Vendor Cycles — These rollover reports should be run first so that orders can be created or moved into the new cycle.

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Rollover Basic Orders, Rollover Dated Orders, and Rollover Recurring Orders — These reports may be run as directed to carry existing orders in the new fiscal cycle.

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Remove Selected Order Lines — This report needs to be run to remove single order types from the previous cycle after the single orders are rolled over to avoid “title already on order” messages when working with the new order.