FAQs: Modifying an Order

If you change the number of copies ordered, you must change the number of copies funded and the number of copies distributed in the funding and distribution segments. Otherwise, SirsiDynix Symphony displays the message “WARNING: SEGMENTS NOT CORRECTLY BALANCED.”

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If you enter more than one funding, you need to associate a distribution with that funding before adding a new funding. Even if the total quantities are balanced across all fundings and distributions, the individual fundings and distributions must be interlinked. If each funding is not immediately followed with distributions equaling the quantity of the funding, SirsiDynix Symphony displays the message “WARNING: SEGMENTS NOT CORRECTLY BALANCED.”

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Use the Requestor User ID field to record the user ID of the library staff selector, or, if the order is for supplies, the supervisor who authorized the purchase. Do not use this field for personal copies ordered for your library’s users, which will never be added to the catalog. Users for these orders should be identified with a User Distribution segment.

What orderline segments are associated with an orderline?

A segment is a special part of an orderline record. There are different kinds of segments, and each kind contains different fields. Segments are not only attached to the orderline record, but are also linked to each other.

The following types of segments are associated with an orderline.

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Funding

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Distribution

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Claims

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Cancellations

For more information, go to the Segments Overview topic.

How do I control the fields that display when modifying an Order?

The fields that display in the order record are controlled by Session Settings for acquisitions.

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If Order in Foreign Currencies is selected, the Currency and Exchange Rate fields appear.

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If Specify Discount in Order is selected, the Discount value appears.

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If Enter Requisition in Order is selected, the Requisition Number value appears.

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If Enter Requestor ID is selected, the Requestor User ID value appears.

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If Enter Extended Price is selected, the Extended Price value appears.

Orderline segment information is displayed according to Load, Pay, and Receive options selected in the wizard properties.

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When the Pay check box is selected, payments (which are linked to funding segments) display. The Date Paid and Amount fields are part of the pay segment. The display of Amount Invoiced and Number of Copies Invoiced fields is also controlled by the Pay check box if the orderline is linked to an invoice line.

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When the Load check box is selected, the Loaded field (which is linked to distribution segments) appears. This field may be updated as you edit the order, or it is automatically updated when the Add Ordered Items to Catalog wizard is used to load received copies.

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When the Receive check box is selected, the Date Received and Packing fields (which are linked to distribution segments) display. This field may be updated as you edit the order, or it is automatically updated when the Receive Orders wizard is used to receive copies.

Why am I getting a message that I cannot pay an order directly?

If the library uses invoice wizards to link vendor invoices to order records, then you cannot change the Date Paid and Amount fields to directly pay the order. When you use the Modify Order wizard (with the Pay property selected) on an invoice-linked orderline, SirsiDynix Symphony displays the following message.

ORDER LINE IS ALREADY LINKED TO INVOICE--CANNOT PAY DIRECTLY

The Amount Invoiced and Number of Copies invoiced fields display if the orderline is linked to an invoice line.

How can I automatically generate a claim segment while modifying an order?

On the Segments tab, use the Add a Claim tool to generate a claim segment. For more information, go to Add a Claim Tool (Acquisitions).

How can I automatically generate a cancellation segment while modifying an order?

On the Segments tab, use the Add a Cancellation tool to generate a cancellation segment. For more information, go to Add a Cancellation Tool.

When I try to create or edit an orderline, a message about the fund cycle not having library authorization for the library of the distribution holding code displays. What does this message mean?

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 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.