Acquisitions Workflow Permissions

Acquisitions permissions define who can create, access, and work with acquisitions records and functions. Some tasks require additional permissions, such as Cataloging permissions to work with bibliographic records. Each organization can specify which groups, workstations, or staff are allowed to work with records and control processes. For general information about setting permissions in Polaris, see the Polaris Administration Guide, "Granting Permissions."

The following table lists acquisitions tasks, the Polaris permissions required to do the tasks, the administrative levels at which they can be set, and the subsystems where the permissions are located.

Note:
The following permissions are required to modify Polaris Administration profiles and parameters:
Access administration: Allow
Modify parameters: Allow
Modify profiles: Allow
For more information, see Administration Workflow Permissions.

Manage the Acquisitions Budget Permissions
Workflow Required Permissions Administration Explorer Security Location

Define fund categories

Access acquisitions: Allow

System - Acquisitions

Access Administration: Allow

System - Acquisitions

Modify donation fund category table: Allow

System - Acquisitions

Add a fiscal year to Polaris

Access acquisitions: Allow

System - Acquisitions

Fiscal years: Create

Branch - Acquisitions

Change a fiscal year

Access acquisitions: Allow

System - Acquisitions

Fiscal years: Access

Branch - Acquisitions

Fiscal years: Modify

Branch - Acquisitions

Delete fiscal year records

Access acquisitions: Allow

System - Acquisitions

Fiscal years: Access

Branch - Acquisitions

Fiscal years: Delete

Branch - Acquisitions

Add a fund record

Access acquisitions: Allow

System - Acquisitions

Fiscal years: Access

Branch - Acquisitions

Funds: Create

Branch - Acquisitions

Delete fund records

Access acquisitions: Allow

System - Acquisitions

Funds: Access

Branch - Acquisitions

Funds: Delete

Branch - Acquisitions

Maintain fund account information

Access acquisitions: Allow

System - Acquisitions

Funds: Access

Branch - Acquisitions

Funds: Modify

Branch - Acquisitions

Transfer money between funds

Access acquisitions: Allow

System - Acquisitions

Funds: Access

Branch - Acquisitions

Funds: Modify

Branch - Acquisitions

Funds: Transfer money between funds

System - Acquisitions

 

Select Material Permissions
Workflow Required Permissions Administration Explorer Security Location

Select Material Permissions

Create and manage selection lists for the organization, including titles added by other selectors, and copy the selection lists to purchase orders.

Add a title that is not in the Polaris database. From the Selection List Line Item workform, search for the title in external databases using Z39.50, and create a provisional bibliographic record.

Funds: Modify

System - Acquisitions

Funds: Transfer money between funds

Library - Acquisitions

Selection lists: Create

Library - Acquisitions

Selection lists: Modify

Library - Acquisitions

Selection lists: Approve/Reject

Library - Acquisitions

Selection lists: Delete

Library - Acquisitions

Access cataloging subsystem: Allow

System - Acquisitions

Bibliographic records: Access

System, Library, Branch - Cataloging

Cataloging record sets: Access

System, Library, Branch - Cataloging

Cataloging record sets: Create

System, Library, Branch - Cataloging

Cataloging record sets: Modify

System, Library, Branch - Cataloging

Purchase orders: Access

Branch - Acquisitions

Purchase orders: Create

Branch - Acquisitions

Purchase orders: Modify

Branch - Acquisitions

Bibliographic records: Create
Create a bib record from Acquisitions and Serials: Allow

System, Library, Branch - Cataloging
System - Acquisitions

Create and modify selection lists, selection list line items, and segments. Do Z39.50 searches from a selection list line item, and create provisional records.

Access acquisitions: Allow

Selection lists: Access

Selection lists: Create

Selection lists: Modify

Bibliographic records: Access
Bibliographic records: Create

Create a bib record from Acquisitions and Serials: Allow

System - Acquisitions

Library - Acquisitions

Library - Acquisitions

System, Library, Branch - Cataloging

System, Library, Branch - Cataloging

System - Acquisitions

 

Merge selection lists

Access acquisitions: Allow

System - Acquisitions

Selection lists: Access

Library - Acquisitions

Selection lists: Modify

Library - Acquisitions

Selection lists: Delete

Library - Acquisitions

Rename selection lists

Access acquisitions: Allow

System - Acquisitions

Selection Lists: Access

Library - Acquisitions

Selection Lists: Modify

Library - Acquisitions

Delete selection lists

Access acquisitions: Allow

System - Acquisitions

Selection Lists: Access

Library - Acquisitions

Selection Lists: Delete

Library - Acquisitions

Modify a selection list line item’s status

Access acquisitions: Allow

System - Acquisitions

Selection Lists: Access

Library - Acquisitions

Selection Lists: Modify

Library - Acquisitions

Approve or reject selection list line items

Access acquisitions: Allow

System - Acquisitions

Selection Lists: Access

Library - Acquisitions

Selection Lists: Modify

Library - Acquisitions

Selection Lists: Approve/Reject

Library - Acquisitions

Work with selection list line item segments.

(This set of permissions allows the user to add, modify, and delete selection list line item segments for the branches at which this permission was granted.)

Access acquisitions: Allow

System - Acquisitions

Selection Lists: Access

Library - Acquisitions

Selection List Line Item Segments: Create, modify, delete

Branch - Acquisitions

Bulk add titles to selection lists from record sets

Access acquisitions: Allow

System - Acquisitions

Selection Lists: Access

Library - Acquisitions

Selection Lists: Modify

Library - Acquisitions

Bibliographic records: Access

System, Library, Branch - Cataloging

Access cataloging subsystem: Allow

System, Library, Branch - Cataloging

Cataloging record sets: Access

System, Library, Branch - Cataloging

Cataloging record sets: Create

System, Library, Branch - Cataloging

Cataloging records sets: Modify

System, Library, Branch - Cataloging

Copy selection list line items to a selection list

Access acquisitions: Allow

System - Acquisitions

Selection Lists: Access

Library - Acquisitions

Selection Lists: Modify

Library - Acquisitions

Copy selection list line items to a new or existing purchase order

Access acquisitions: Allow

System - Acquisitions

Selection Lists: Access

Library - Acquisitions

Selection Lists: Modify

Library - Acquisitions

Purchase orders: Access

Branch - Acquisitions

Purchase orders: Modify

Branch - Acquisitions

Manage Supplier Records Permissions

(Supplier records are available from the Serials and Acquisitions menus on the Polaris Shortcut Bar, but the permissions for Suppliers are available under Serials in the Polaris Administration Explorer Security folder.)

Add a supplier record to Polaris

Access serials: Allow

System - Serials

Suppliers: Create

Library - Serials

Delete supplier records

Access serials: Allow

System - Serials

Suppliers: Access

Branch - Serials

Suppliers: Delete

Branch - Serials

Maintain the information in existing supplier records

Access serials: Allow

System - Serials

Suppliers: Access

Branch - Serials

Suppliers: Modify

Branch - Serials

Suppliers: Modify postal address fields

System - Serials

Maintain Link to Supplier Databases Table Permissions

Add and remove suppliers from the Link to Supplier Databases table

Access administration: Allow

System - Acquisitions

Modify links to supplier databases table: Allow

System - Acquisitions

Order Materials Permissions

Create new purchase orders and add titles to existing purchase orders

Access acquisitions: Allow

System - Acquisitions

Purchase orders: Create

Purchase orders: Modify

Branch - Acquisitions

Branch - Acquisitions

Funds: Access

Branch - Acquisitions

Suppliers: Access

Branch - Acquisitions

Add line items to a purchase order. Add a title without a bib in the database by doing a Z39.50 search.

Access acquisitions: Allow

System - Acquisitions

Purchase orders: Access

Branch - Acquisitions

Purchase orders: Modify

Branch - Acquisitions

Bibliographic records: Access

System, Library, Branch - Cataloging

Bibliographic records: Create

System, Library, Branch - Cataloging

Create a bib record from acquisitions and serials: Allow

System - Acquisitions

Modify a bib record from acquisitions and serials: Allow

System - Acquisitions

Selection Lists: Access

Branch - Acquisitions

Funds: Access

Branch - Acquisitions

Bulk add titles to purchase orders

Access acquisitions: Allow

System - Acquisitions

Purchase orders: Access

Branch - Acquisitions

Access Cataloging subsystem: Allow

System - Cataloging

Cataloging record sets: Access

System, Library, Branch - Cataloging

Use ‘own’ cataloging record sets: Allow

System, Library, Branch- Cataloging

Purchase orders: Modify

Branch

Bibliographic records: Access

System, Library, Branch - Cataloging

Funds: Access

Branch - Acquisitions

Express importing: Allow

System, Library, Branch - Cataloging

Remove unused purchase orders

Access acquisitions: Allow

System - Acquisitions

Purchase orders: Access

Branch - Acquisitions

Purchase orders: Delete

Branch - Acquisitions

Release purchase orders

Access acquisitions: Allow

System - Acquisitions

Purchase orders: Access

Branch - Acquisitions

Purchase orders: Modify

Branch - Acquisitions

Purchase orders: Release, receive, cancel, close PO

Branch - Acquisitions

Purchase orders: Release order exceeding fund encumbrance limits

Branch - Acquisitions

Purchase orders: Release order resulting in negative fund free balance

Branch - Acquisitions

Modify a bib record from acquisitions and serials: Allow

(This permission allows user to change only the Display in PAC setting in bibliographic records.)

System - Acquisitions

Create item records when material is ordered

Access acquisitions: Allow

System - Acquisitions

Create and delete item records from acquisitions and serials: Allow

System - Acquisitions

Print purchase orders to mail or fax to supplier

Access acquisitions: Allow

System - Acquisitions

Print purchase orders: Allow

Branch - Acquisitions

Send purchase orders electronically via EDI

Access acquisitions: Allow

System - Acquisitions

Purchase orders: Access

Branch - Acquisitions

Purchase orders: Send electronic purchase orders

Branch - Acquisitions

Receive Materials Permissions

Receive purchase orders and create invoices.
Receive from an invoice.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Check in shelf-ready items and receive purchase order line items using the Check In Shelf-Ready Materials workform.

Access acquisitions: Allow

System - Acquisitions

Invoices: Access

Branch - Acquisitions

Invoices: Create

Branch - Acquisitions

Invoices: Modify

Branch - Acquisitions

Bibliographic records: Access

System, Library, Branch - Cataloging

Purchase orders: Access

Branch - Acquisitions

Suppliers: Access

Branch - Acquisitions

Purchase orders: Print workslips

Branch - Acquisitions

Funds: Access

Branch - Acquisitions

Purchase orders: Release, receive, cancel, close PO

Branch - Acquisitions

Purchase orders: Undo receipt

Branch - Acquisitions

Access cataloging subsystem: Allow

System - Cataloging

Check in shelf-ready materials: Allow

(Only this permission and Access acquisitions: Allow are required to use the Check In Shelf-ready Materials workform.)

System - Acquisitions

Receive cartons of materials by scanning (or entering) the barcode on the outside of the box.

Receive ASN Shipments: Allow

System - Acquisitions

Claim Ordered Items Permissions

Claim items when shipments are processed and materials did not arrive as expected

Access acquisitions: Allow

System - Acquisitions

Purchase orders: Access

Branch - Acquisitions

Purchase orders: Modify

Branch - Acquisitions

Purchase orders: Access

Branch - Acquisitions

Claim record: Create

Branch - Acquisitions

Claim from the Claim Alert List

Access acquisitions: Allow

System - Acquisitions

Purchase orders: Access

Branch - Acquisitions

Purchase orders: Modify

Branch - Acquisitions

Claim record: Access

Branch - Acquisitions

Claim record: Create

Branch - Acquisitions

Claim alert list: Access

System - Acquisitions

Maintain claim records

Access acquisitions: Allow

System - Acquisitions

Purchase orders: Access

Branch - Acquisitions

Purchase orders: Modify

Branch - Acquisitions

Claim record: Access

Branch - Acquisitions

Claim record: Create

Branch - Acquisitions

Claim record: Modify

Branch - Acquisitions

Claim record: Delete

Branch - Acquisitions

Print from Claim Alert List

Access acquisitions: Allow

System - Acquisitions

Claim alert list: Access

System - Acquisitions

Cancel Ordered Items Permissions

Cancel purchase orders

Access acquisitions: Allow

System - Acquisitions

Purchase orders: Access

Branch - Acquisitions

Purchase orders: Modify

Branch - Acquisitions

Purchase orders: Release, receive, cancel, close PO

Branch - Acquisitions

Claim record: Access

Branch - Acquisitions

Claim record: Modify

Branch - Acquisitions

Claim record: Delete

Branch - Acquisitions

Claim alert list: Access

System - Acquisitions

Delete canceled purchase orders

Access acquisitions: Allow

System - Acquisitions

Purchase orders: Access

Branch - Acquisitions

Purchase orders: Modify

Branch - Acquisitions

Delete cancelled purchase orders: Allow

Branch - Acquisitions

Remove unused purchase orders

Access acquisitions: Allow

System - Acquisitions

Purchase orders: Access

Branch - Acquisitions

Purchase orders: Delete

Branch - Acquisitions

Invoice Materials Permissions

Create invoices

Access acquisitions: Allow

System - Acquisitions

Invoices: Access

Branch - Acquisitions

Invoices: Create

Branch - Acquisitions

Pay, undo payment, credit, or adjust invoices

Access acquisitions: Allow

System - Acquisitions

Invoices: Access

Branch - Acquisitions

Invoices: Adjust

Branch - Acquisitions

Invoices: Modify

Branch - Acquisitions

Invoices: Pay, Undo payment, Credit

Branch - Acquisitions

Invoices: Print vouchers

Branch - Acquisitions

Invoices: Pay invoice exceeding fund expenditure limits (allows user to exceed the expenditure limits and the fund free balance)

Branch - Acquisitions

Delete invoices

Access acquisitions: Allow

System - Acquisitions

Invoices: Access

Branch - Acquisitions

Invoices: Modify

Branch - Acquisitions

Invoices: Delete

Branch - Acquisitions

Link invoices

Access acquisitions: Allow

System - Acquisitions

Invoices: Access

Branch - Acquisitions

Invoices: Modify

Branch - Acquisitions

Generate EDI invoices for partial shipments

Process EDI Invoices: Allow

System - Acquisitions

Manage Foreign Currencies Permissions

Add or modify a currency in the Currencies policy table

Modify currencies table: Allow (Administration permission)

System - Acquisitions

Access tables: Allow (Administration permission)

System - Acquisitions

Adjust the currency exchange rate

Adjust currency exchange rates: Allow

System, Library - Acquisitions

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