| • | What is fund library authorization? |
| • | What policy do I need to define to use fund library authorization? |
| • | Where is a fund library authorization defined? |
| • | How does the Library Authorization field in the fund cycle affect orders? |
| • | How is the library authorization of a fund cycle related to the library designation in a fund or an order? |
| • | Can I change the library authorization for a fund cycle while orderlines are associated with the fund cycle? |
| • | Can I vary the library authorization of a fund cycle from fiscal year to fiscal year? |
What is fund library authorization?
Fund library authorization provides a means to limit fund cycle purchasing to a library or list of libraries. A fund cycle can be used to purchase materials for a library only when the library is authorized in the fund cycle.
If a fund cycle is authorized for purchases for libraries A and B, it is not valid to pair the fund cycle with a holding code for library C. The fund cycle can only be paired with holding codes for libraries A and B.
What policy do I need to define to use fund library authorization?
The Fund Library Authorization policy in Acquisition Configuration defines the libraries for which a fund cycle can be used to order materials based on whether the fund cycle is authorized for the holding code library.
The specified libraries in a Fund Library Authorization policy are compared to the libraries of the holding codes to determine if the fund cycle is permitted to be used to order materials for a library. If a fund cycle or fund cycles can be used to order materials for only one library, or for multiple libraries, a Fund Library Authorization policy must be defined for every unique combination of libraries. At least one library must be specified in the Libraries field when creating a Fund Library Authorization policy. An empty Libraries field in the policy is invalid.
A Fund Library Authorization policy is not required to be defined for all libraries; an empty Library Authorization field in the fund cycle record indicates that the fund cycle is authorized for all libraries.
Where is a fund library authorization defined?
The Library Authorization field is in the fund cycle record. You can select a Fund Library Authorization policy in this field when you create a fund with the Add Fund wizard or Duplicate Fund wizard, when you edit a fund with the Modify Fund wizard, or when you add a fund cycle with the Add Fund Cycle wizard or Add Fund Cycle helper.
How does the Library Authorization field in the fund cycle affect orders?
The Library Authorization field can contain a Fund Library Authorization policy. A Fund Library Authorization policy lists one or more libraries.
When the Library Authorization field in the fund cycle record is empty, library authorization has no effect on orders. A fund cycle with an empty Library Authorization field can be used to purchase materials for any library.
When the Library Authorization field in the fund cycle contains a value, the fund cycle can be used to purchase materials for specified libraries only.
When segments are added to an orderline, or when orderline segments are edited, each fund cycle’s library authorizations are 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 following message displays.
This fund cycle does not have library authorization for the library of the distribution holding code.
The message lists the fund ID and the holding code name that did not pass validation. When the message window is closed, the insertion point will be placed in the first fund ID field that did not pass validation. An invalid fund cycle/holding code pair will not be saved.
How is the library authorization of a fund cycle related to the library designation in a fund or an order?
Funds and orders have a Library field that specifies ownership of fund records and order record. The Library fields in the fund and the order are both unrelated to the library authorization in the fund cycle.
The Library field in the fund and the order determine whether logins associated with particular libraries can display and/or maintain the fund records and order records.
The Library Authorization field in a fund cycle record relates to purchasing, and determines whether the fund cycle is earmarked for purchasing for some, but not all, library collections.
Can I change the library authorization for a fund cycle while orderlines are associated with the fund cycle?
Yes. If your user access allows you to use the Modify Fund wizard, you can edit the Library Authorization field in a fund cycle record at any time.
Existing orderlines will not be validated against the updated fund library authorization unless you add additional segments to the orderline, or you make changes to the fund ID/holding code.
Can I vary the library authorization of a fund cycle from fiscal year to fiscal year?
Yes. However, be mindful that if you edit the fund cycle’s library authorization, then roll over orders, the newly unauthorized combinations of fund cycle/holding code will not be preserved in orderlines in the new fiscal cycle.
Related topics
Fund Library Authorization Wizard
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