Providers are vendors. You can create a provider profile that includes contact
information for the provider, holdings information, invoices, and other
information.
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To create a new provider, click Admin → Server Administration →
Acquisitions → Providers.
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Enter the provider name.
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Create a code for the provider. No limits exist on the number of characters
that can be entered in this field.
Select an owner from the drop-down menu. The owner indicates the
organizational units whose staff can use this provider. This menu is populated
with the shortnames that you created for your libraries in the organizational
units tree (See Admin → Server Administration → Organizational Units).
Note
The rule of parental inheritance applies to this list.
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Select a currency from the drop-down menu. This drop-down list is populated by
the list of currencies available in the currency types.
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A provider must be active in order for purchases to be made from that
provider. To activate the provider, check the box adjacent to Active. To
deactivate a vendor, uncheck the box.
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Add the default # of copies that are typically ordered through the provider.
This number will automatically populate the line item’s Copies box on any PO’s
associated with this provider. If another quantity is entered during the
selection or ordering process, it will override this default. If no number is
specified, the default number of copies will be zero.
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Select a default claim policy from the drop-down box. This list is derived
from the claim policies that can be created
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Select an EDI default. This list is derived from the EDI accounts that can be
created.
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Enter the provider’s email address.
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In the Fax Phone field, enter the provider’s fax number.
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In the holdings tag field, enter the tag in which the provider places holdings
data.
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In the phone field, enter the provider’s phone number.
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If prepayment is required to purchase from this provider, then check the box
adjacent to prepayment required.
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Enter the Standard Address Number (SAN) for your provider.
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Enter the web address for the provider’s website in the URL field.
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Click Save.
Add contact and holdings information to providers
After you save the provider profile, the screen reloads so that you can save
additional information about the provider. You can also access this screen by
clicking the hyperlinked name of the provider on the Providers screen. The tabs
allow you to add a provider address and contact, attribute definitions, and
holding subfields. You can also view invoices associated with the provider.
Enter a Provider Address, and click Save.
Note
Required fields for the provider address are: Street 1, city, state, country,
post code. You may have multiple valid addresses.
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Enter the Provider Contact, and click Save.
Your vendor may include information that is specific to your organization in
MARC tags. You can specify the types of information that should be entered in
each MARC tag. Enter attribute definitions to correlate MARC tags with the
information that they should contain in incoming vendor records. Some technical
knowledge is required to enter XPath information. As an example, if you need to
import the PO Name, you could set up an attribute definition by adding an XPath
similar to:
code => purchase_order
xpath => //*[@tag="962"]/*[@code="p"]
Is Identifier => false
where 962 is the holdings tag and p is the subfield that contains the PO Name.
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You may have entered a holdings tag when you created the provider profile. You
can also enter holdings subfields. Holdings subfields allow you to
specify subfields within the holdings tag to which your vendor adds holdings
information, such as quantity ordered, fund, and estimated price.
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Click invoices to access invoices associated with a provider.
Edit a provider just as you would edit a currency type.
You can delete providers only if no purchase orders have been assigned to them.
