Modifying Fields with Multiple Copies or Funds

For records with multiple attached records, you can assign a different location and/or fund to each attached record when you modify the following fields:

• LOCATION in bibliographic, checkin, order, and program records
• COPIES in order and checkin records
• FUND in order records

As a result, the system assigns a value of MULTI to the LOCATION or FUND fixed-length field. In addition, the system creates a LOCATIONS variable-length field that displays each location or a FUNDS variable-length field that displays each fund. If applicable, the system updates the COPIES fixed-length field.

The LOCATIONS field contains the location code for each location assigned to the record. The number of copies at a specific location does not appear.

The FUNDS field contains the fund code for each fund assigned to the record. Each fund has a #Copies field associated with it. If a fund's #Copies is greater or less than one, it is shown in parentheses.

LOCATIONS and FUNDS variable-length fields display codes and are not affected by the setting for fixed-length field display mode (codes, descriptions, or both).

To modify LOCATION fields in bibliographic, order, checkin, or program records, COPIES fields in order or checkin records, or FUND fields in order records:

1. With the record open in the editor, double-click the field or choose Edit | Edit Field from the menu. The system displays the Edit Data dialog box, which contains the multi-field editor.
2. In the Location field, enter a valid location value. To select a location value from a list of valid values, double-click the Location field.
3. In the Fund field, enter a valid fund value or select a fund from the list of valid values. (This column is not present for all record types.) To view a fund, put the cursor anywhere in the fund's row and choose the View Fund button.
4. Enter the number of copies in the # Copies column. (This column is not present for all record types.) The default is '1'. You can enter a percentage (e.g., "50%") for single-copy, multi-fund orders. Make sure the total of all copies equals 100%.
5. To add a Multiselection Group, choose Add Group. To create a new row, choose Add Row; to delete a row, choose Remove Row. (Note that the system does not enable you to delete the first row or any shaded rows, which represent copies that have already been paid.) To delete all rows except the first row or any shaded rows, choose Clear All.

6. To submit the values and close the multi-field editor, choose OK (or Next if you are creating a new record from a template). To close the dialog box without saving any changes, choose Cancel.

See also:

Modifying Fixed-Length Fields