Fields to print on Purchase Order form

This option allows you to specify the fields to print on purchase orders. Standard purchase order forms have a ten-line area for printing bibliographic information, instructions to vendors, and local instructions. This area is divided into three sections; the library can specify which fields print in each of these three sections. Fields can come from bibliographic and order records. The system determines what prints on other areas of the form.

The library can also specify the height of the form and whether certain codes should print on the form. For further information, see Printing Purchase Orders.

Claim Form Fields

In addition to purchase orders, your library can also specify the fields for order claim/cancellation letters forms and serial issue claim forms. See Fields to print on Claim form and Fields to print on Serial issue claim form, respectively, for more information.

When you select this option, the system displays a screen similar to the following:

Fields to print on Purchase Order form

1 > Top section of standard or Title/Descrip of multi-title.....BtapF11F14
2 > Middle section (Order data)....................................F14F5Ov
3 > Bottom section (Additional Order data).............................O1z
4 > Print location and codes (on line 11 of form)......................YES
5 > Height of Purchase Order form........................................3
___________________________________________________________________________
 Key a number or
 S > SHOW what is printed on purchase orders & claims
 R > RETURN to acquisitions menu
 Choose one (1-5,S,R)

Specifying Fields in the Top, Middle, and Bottom Sections

These menu options allow you to specify which fields print in the top, middle and bottom sections of the form.

1 > Top section or Title/Description of multi-title (Bibliographic data)

2 > Middle section (Order data)

3 > Bottom section (Additional Order data)

The data entry screen for each of these settings contains instructions on what can be entered and how to enter it. For example if you select 2 > Middle section (Order data) the following screen displays:

Fields to print on Purchase Order form

Middle section (Order data)
Current Fields: F14F5F11F15Ov

Enter a record type identifier ('B' for Bibliographic or 'O' for Order) fol-
lowed by a list of variable-length field tag(s) valid for that record type.
Or enter the fixed-length field identifier ('F') followed by a number:
        'F5'  for the COPIES field from the Order record
        'F11' for the FORM field from the Order record
        'F14' for the ORD NOTE field from the Order record
        'F15' for the ORD TYPE field from the Order record
The order of entry determines the order in which the fields will print
(e.g., OvfF14F5 for VEN NOTE, VEN TITLE #, ORD NOTE, COPIES).
Note: The total number of fields in the list cannot exceed 10.

New list of field tags:

Multiple-title Purchase Orders

If you selected the "Multi Titles on one Form" setting in the PO Printing Format Acquisitions Option, you can define the fields that print in the Title/Description element by choosing the "Top section or Title/Description of multi-title" setting for this option. A separate Title/Description element prints for each title on the purchase order and consists of bibliographic and order record information. See Purchase Orders Using the Multi-Titles Format for detailed information on this format.

If you have enabled Print Templates for purchase orders, the system also uses this setting for the Title/Description element in the print template.

Note that the other settings in the Fields to print on Purchase Order form option are not used by the system for multiple-title purchase orders (whether they are generated using Print Templates functionality or not).

When a form is printed, the fields print next to each other (a new line is not started for each field) and in the same order that they are entered here. If a specified field does not exist in a particular record, the system skips it and goes on to the next field. If the specified fields for a section require more space than is available, the system prints as much as will fit. When indicating the fields that are to print:

Specify variable-length fields by entering a capital letter representing the record type plus one or more lower case one-letter tags (e.g., 'a' for the AUTHOR field, 't' for TITLE field, etc.). To indicate the record type enter:
- 'B' -- Fields from bibliographic record
- 'O' -- Fields from order record
- 'C' -- Fields from checkin record
- 'V' -- Fields from attached record (order or checkin record, as appropriate) if the attached record exists, or, from the bibliographic record if there is no attached record
Examples: BtOiBap for TITLE, IDENTITY (order record), AUTHOR, IMPRINT
For order and checkin records, the tag '1' can be entered to indicate the multiple LOCATIONS fields. (Be aware that the letter 'l' and the number '1' can look very much alike on some displays.)
Specify fixed-length fields by entering a capital 'F' plus a number. The following fixed-length fields can be entered:
- "F5" for the COPIES field from the order record
- "F11" for the FORM field from the order record
- "F14" for the ORD NOTE field from the order record
- "F15" for the ORD TYPE field from the order record
- "F38" for the COPIES field from the checkin record

Example: F14F5 for the ORD NOTE and COPIES fields from the order record.

Notes

The system beeps if you enter a field twice or enter a field which is not valid for the record type you specified.
Fixed-length and variable-length fields can be specified in any of the three sections of a form (i.e., top, middle, or bottom), even if the data entry screen does not suggest them.
When printing, if both the top and middle sections are very long for a particular purchase order, claim or serial issue claim, the bottom section might not print.
If you wish to print fixed-length fields other than the ones listed above, contact Innovative.

Printing Location and Codes

To print locations and codes, choose:

4 > Print location and codes (on line 11 of form)

If you select "YES", the system prints the LOCATION, CODE1, CODE2, CODE3, and CODE4 fields from the order record on line 11 of the form.

If you select "NO", line 11 is left blank.

Specifying Height

Note

The system uses this option only if your library prints on the standard single-title Purchase Order Forms. This option is not used for multiple-title purchase orders or if you chose the Single Title, Portrait setting in the PO printing format option.

To specify whether the purchase order form is 3" or 3-½" high, choose:

5 > Height of Purchase Order form

Standard Innovative purchase order and claim forms are 3 inches high and fit in a window envelope with the window one-half inch from the bottom of the envelope. Alternately, you can choose to print on forms that are 3-½ inches high and fit window envelopes with the window 1 inch from the bottom of the envelope. The 3-½ inch form provides three extra lines at the bottom of the form. No system information prints on these extra lines. You can have the printing company that produces the form add pre-printed information, such as your library's name and address, in this area.

If your library begins using stock of a different height, be sure to change the height setting for all affected forms (e.g., order claims and serials claims).

Viewing the Fields and Their Order

To view a summary screen showing the fields that currently print purchase orders and the order in which they print, choose:

S > SHOW what is printed on purchase orders and claims

The record type associated with the field appears in parentheses after the field name. Note that this screen also shows what fields print on claim/cancellation letters and serials claim forms.

FIELDS PRINTED ON PURCHASE ORDER FORMS                
               PURCHASE ORDER     CLAIM/CANCEL LETTER SERIALS CLAIM LETTER

Top Line          RECORD #           RECORD #           RECORD #

Top Block         TITLE(Bib)         TITLE(Bib)         TITLE(Chk)
                  AUTHOR(Bib)        AUTHOR(Bib)        IDENTITY(Chk)
                  IMPRINT(Bib)       IMPRINT(Bib)       AUTHOR(Bib)
                  EDITION(Bib)       EDITION(Bib)       EDITION(Chk)
                  SERIES(Bib)        SERIES(Bib)        IMPRINT(Chk)
                  OLD ORDER #(Order) OLD ORDER #(Order)    --

Middle Block      ORD NOTE(Order)    ORD NOTE(Order)    COPIES(Chk)
                  COPIES(Order)      COPIES(Order)      VEN. ID #(Chk)
                  VEN. ID #(Order)   RENEWAL(Order)     VEN. NOTE(Chk)
                  VEN. NOTE(Order)   ORD TYPE(Order)       --
                  INT. NOTE(Order)   VEN. NOTE(Order)      --
___________________________________________________________________________
  F > FORWARD
  R > RETURN to previous menu
  Choose one (F,R)