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Staff Client Help v7.3 - v8.0

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2026-07-28 08:26:53 -04:00
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Staff Client Online Help/v7.5 - Staff Client Help/PolarisStaffHelp/Acquisitions/PAclaim/Cancel_a_title_from_the_Claim_Alert_List.htm
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<!DOCTYPE html>
<html xmlns:MadCap="http://www.madcapsoftware.com/Schemas/MadCap.xsd" lang="en-us" xml:lang="en-us" data-mc-search-type="Stem" data-mc-help-system-file-name="Default.xml" data-mc-path-to-help-system="../../../" data-mc-toc-path="Acquisitions |Claiming" data-mc-target-type="WebHelp2" data-mc-runtime-file-type="Topic" data-mc-preload-images="false" data-mc-in-preview-mode="false">
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</p>
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<h1><a name="XREF_11551_Canceling_a_title"></a>Cancel a Title from the Claim Alert List </h1>
<p><a name="kanchor3245"></a><a name="IX_canceling_purchase_order"></a><a name="kanchor3246"></a><a name="IX_line_items_from_the"></a>You can cancel titles that appear on the Claim Alert List, or you can select the <b>Auto cancel</b>&#160;option on the linked purchase order line item to cancel the title automatically after the claiming cycle is over. </p>
<p>To cancel a title from the Claim Alert List:</p>
<p class="NoteShade"><b>Tip:<br /></b>You can also cancel from the purchase order, the purchase order line item, or the purchase order line item segment.</p>
<ol>
<li value="1">Select <b>Acquisitions </b>&gt;<b> Claim Alert List</b> from the Polaris Shortcut Bar.</li>
<p>The Claim Alert List appears.</p>
<li value="2">Use one of the following options to cancel titles from the Claim Alert List:</li>
<ul type="disc">
<li>To cancel all the titles, select <b>Tools </b>&gt;<b> Cancel</b> from the menu bar.</li>
<li>To cancel multiple titles, select the title, right-click, and select <b>Cancel</b> from the context menu.</li>
<li>To cancel one title, right-click a specific title, and select <b>Cancel</b>&#160;from the context menu.</li>
</ul>
<p>A message asks if you want to cancel the selected titles.</p>
<li value="3">Click <b>Yes </b>to cancel the titles.</li>
</ol>
<p class="NoteShade"><b>Note:<br /></b>For more information, see <a href="../PAcancel/Canceling_Orders.htm#XREF_19544_Canceling_a">Canceling Orders</a>.</p>
</div>
</div>
<div id="footer">
<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2023 Innovative (Part of Clarivate)</a><![CDATA[
]]></div>
<div>Polaris Version <span class="mc-variable III_Variables.VersionNumber variable">7.5</span></div>
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<script type="text/javascript">/*<![CDATA[*/document.write("<a href='mailto:doccust@iii.com?subject=documentation%20feedback%20(Polaris staff client): "+document.title+"&body=Topic%20reference%20(for%20Innovative%20use%20only):%20"+location.pathname+"%0A%0APlease provide comments, report discrepancies, or suggest improvements for Innovative documentation. Your suggestions and corrections will be emailed to Innovative staff, who review them for future versions of the documentation. Thank you for your feedback.%0A%0APlease do not report technical or software issues here. Authorized staff at your organization should submit a service request for those issues.%0A%0AEnter%20your%20comments%20below:%0A%0A'>Send documentation feedback to Innovative</a>");
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Staff Client Online Help/v7.5 - Staff Client Help/PolarisStaffHelp/Acquisitions/PAclaim/Claim_a_segment_of_a_purchase_order_line_item.htm
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<!DOCTYPE html>
<html xmlns:MadCap="http://www.madcapsoftware.com/Schemas/MadCap.xsd" lang="en-us" xml:lang="en-us" data-mc-search-type="Stem" data-mc-help-system-file-name="Default.xml" data-mc-path-to-help-system="../../../" data-mc-toc-path="Acquisitions |Claiming" data-mc-target-type="WebHelp2" data-mc-runtime-file-type="Topic" data-mc-preload-images="false" data-mc-in-preview-mode="false">
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<h1><a name="XREF_24429_Claim_a_segment_of"></a>Claim a Segment of a Purchase Order Line Item</h1>
<p><a name="kanchor1960"></a><a name="IX_claiming_1"></a><a name="kanchor1961"></a><a name="IX_segments_of_purchase"></a>If you order multiple copies of a title but you receive fewer than you ordered, you can claim the copies that you did not receive. To claim a segment of a purchase order line item:</p>
<ol>
<li value="1">Open the Purchase Order Line Item workform.</li>
<p class="NoteShade"><b>Tip:<br /></b>Select the segment, and click <img src="RecSegbn_16x16.gif" class="imginline" alt="" style="width: 16;height: 16;" /> on the list toolbar.</p>
<li value="2">Right-click the line item segment for which you received less than the total quantity, and select <b>Receive.</b></li>
<p>The Line Item Segment Receiving dialog box appears.</p>
<li value="3">Type the number of copies received in the <b>Quantity received</b> box.</li>
<li value="4">Click <b>OK</b> to confirm that you want to receive the selected line item segment. If you receive less than the total quantity of copies for the segment, the segment is split. One segment shows the quantity received and the other shows the quantity still on order.</li>
<li value="5">Select <b>Tools </b>&gt;<b> Claim.</b></li>
<p>A message asks if you are sure you want to claim the items.</p>
<li value="6">Click <b>Yes</b>.</li>
<p>The copies that were not received are claimed, and the Claim workform appears.</p>
</ol>
</div>
</div>
<div id="footer">
<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2023 Innovative (Part of Clarivate)</a><![CDATA[
]]></div>
<div>Polaris Version <span class="mc-variable III_Variables.VersionNumber variable">7.5</span></div>
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<script type="text/javascript">/*<![CDATA[*/document.write("<a href='mailto:doccust@iii.com?subject=documentation%20feedback%20(Polaris staff client): "+document.title+"&body=Topic%20reference%20(for%20Innovative%20use%20only):%20"+location.pathname+"%0A%0APlease provide comments, report discrepancies, or suggest improvements for Innovative documentation. Your suggestions and corrections will be emailed to Innovative staff, who review them for future versions of the documentation. Thank you for your feedback.%0A%0APlease do not report technical or software issues here. Authorized staff at your organization should submit a service request for those issues.%0A%0AEnter%20your%20comments%20below:%0A%0A'>Send documentation feedback to Innovative</a>");
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Staff Client Online Help/v7.5 - Staff Client Help/PolarisStaffHelp/Acquisitions/PAclaim/Claim_a_single_line_from_a_purchase_order_line_item.htm
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<!DOCTYPE html>
<html xmlns:MadCap="http://www.madcapsoftware.com/Schemas/MadCap.xsd" lang="en-us" xml:lang="en-us" data-mc-search-type="Stem" data-mc-help-system-file-name="Default.xml" data-mc-path-to-help-system="../../../" data-mc-toc-path="Acquisitions |Claiming" data-mc-target-type="WebHelp2" data-mc-runtime-file-type="Topic" data-mc-preload-images="false" data-mc-in-preview-mode="false">
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<h1><a name="XREF_39510_Claim_a_single"></a>Claim a Single Line from a Purchase Order Line Item</h1>
<p><a name="kanchor5417"></a><a name="IX_claiming"></a><a name="kanchor5418"></a><a name="IX_purchase_order_line_item_6"></a>To claim a single purchase order line item:</p>
<p class="NoteShade"><b>Note:<br /></b>When you are claiming a line item, any segments with a status of closed, canceled, or received cannot be claimed.</p>
<ol>
<li value="1">Open the Purchase Order Line Item workform.</li>
<li value="2">Select <b>Tools </b>&gt;<b> Claim</b> from the menu bar.</li>
<p>A message asks if you want to claim the item.</p>
<li value="3">Click <b>Yes</b>.</li>
<p>The Claim workform appears. You can use the Claim workform to view an item’s claim history, enter a response from the supplier, or specify why an item was claimed.</p>
</ol>
</div>
</div>
<div id="footer">
<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2023 Innovative (Part of Clarivate)</a><![CDATA[
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<script type="text/javascript">/*<![CDATA[*/document.write("<a href='mailto:doccust@iii.com?subject=documentation%20feedback%20(Polaris staff client): "+document.title+"&body=Topic%20reference%20(for%20Innovative%20use%20only):%20"+location.pathname+"%0A%0APlease provide comments, report discrepancies, or suggest improvements for Innovative documentation. Your suggestions and corrections will be emailed to Innovative staff, who review them for future versions of the documentation. Thank you for your feedback.%0A%0APlease do not report technical or software issues here. Authorized staff at your organization should submit a service request for those issues.%0A%0AEnter%20your%20comments%20below:%0A%0A'>Send documentation feedback to Innovative</a>");
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Staff Client Online Help/v7.5 - Staff Client Help/PolarisStaffHelp/Acquisitions/PAclaim/Claim_all_items_on_a_purchase_order.htm
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<!DOCTYPE html>
<html xmlns:MadCap="http://www.madcapsoftware.com/Schemas/MadCap.xsd" lang="en-us" xml:lang="en-us" data-mc-search-type="Stem" data-mc-help-system-file-name="Default.xml" data-mc-path-to-help-system="../../../" data-mc-toc-path="Acquisitions |Claiming" data-mc-target-type="WebHelp2" data-mc-runtime-file-type="Topic" data-mc-preload-images="false" data-mc-in-preview-mode="false">
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<h1><a name="XREF_10631_Claim_all_items_on"></a>Claim All Items on a Purchase Order</h1>
<p>To claim all items on a purchase order:</p>
<ol>
<li value="1">In the Purchase Order workform, select <b>Tools </b>&gt;<b> Claim</b>.</li>
<p>A message asks if you want to claim all items in the purchase order.</p>
<li value="2">Select <b>Yes</b> to generate the Claim records.</li>
</ol>
</div>
</div>
<div id="footer">
<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2023 Innovative (Part of Clarivate)</a><![CDATA[
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Staff Client Online Help/v7.5 - Staff Client Help/PolarisStaffHelp/Acquisitions/PAclaim/Claim_items_from_the_Claim_Alert_List.htm
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<!DOCTYPE html>
<html xmlns:MadCap="http://www.madcapsoftware.com/Schemas/MadCap.xsd" lang="en-us" xml:lang="en-us" data-mc-search-type="Stem" data-mc-help-system-file-name="Default.xml" data-mc-path-to-help-system="../../../" data-mc-toc-path="Acquisitions |Claiming" data-mc-target-type="WebHelp2" data-mc-runtime-file-type="Topic" data-mc-preload-images="false" data-mc-in-preview-mode="false">
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<h1><a name="XREF_87277_Claim_items_from"></a>Claim Items from the Claim Alert List</h1>
<p class="NoteShade"><a name="kanchor5652"></a><a name="IX_backordered_or_returned"></a><a name="kanchor5653"></a><a name="IX_displaying_backordered"></a><a name="kanchor5654"></a><a name="IX_appearing_on_Claim_Alert_1"></a><a name="kanchor5655"></a><a name="IX_appearing_on_Claim_Alert"></a><b>Important:<br /></b>Items that already had a status of <b>Backordered</b> or <b>Returned</b> before claiming was set up will not appear on the Claim Alert List, since those items do not have a claim alert date.</p>
<p><a name="kanchor5656"></a><a name="IX_procedure_12"></a>To claim items that appear on the Claim Alert List:</p>
<p class="NoteShade"><a name="kanchor5657"></a><a name="IX_expanding_the_window_and"></a><b>Tips:<br /></b>Use the <b>Organizations</b> and <b>Status</b> boxes to filter the Claim Alert List. To expand the Claim Alert List window, drag the lower right-hand corner. To expand a column, drag the border of a column header.</p>
<ol>
<li value="1">Select <b>Acquisitions </b>&gt;<b> Claim Alert List</b> from the Polaris Shortcut Bar.</li>
<p>The Claim Alert List appears.</p>
<p class="NoteShade"><b>Note:<br /></b>The Claim Alert List shows purchase order line items that are eligible to be claimed. If you start from the Serials menu, you will see the serials issues or parts that are eligible to be claimed. You can also see the serials information if you change the record type in the Claim Alert List.</p>
<p>
<img style="margin-bottom: 0.000pt;width: 452;height: 305;" src="ClaimAlertList_452x305.gif" alt="" />
</p>
<p class="NoteShade"><b>Tip:<br /></b>Click <img src="ClaimBut_16x16.gif" class="imginline" alt="" style="width: 16;height: 16;" /> on the menu bar to claim all items, or click this icon in the list bar to claim selected line items.<br /><br /></p>
<li value="2">Right-click the item or items for which you want to send a claim to the supplier, and select <b>Claim</b> from the context menu. Or, select <b>Tools </b>&gt;<b> Claim</b> from the menu bar to claim all the items in the list. When you claim a purchase order line item, segments that have a status of closed, canceled, or received are not claimed.</li>
<p>A claim record is created for each item you selected.</p>
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<h1><a name="XREF_34557_Claim_one_or"></a>Claim Line Items from a Purchase Order</h1>
<p>You can claim one or multiple line items from the Purchase Order workform, Line Items view. You can also claim a single line item from the Purchase Order Line Item workform.</p>
<p class="NoteShade"><b>Tip:<br /></b>To keep your place in the list and retain your sort order, select <span style="font-weight: bold;">Edit </span>&gt;<span style="font-weight: bold;"> Lock List View</span> or click <img alt="locklisticon.gif" style="margin-bottom: -5.500pt;width: 21;height: 26;" id="image2" src="locklisticon_21x26.gif" />.When you update line items with the list view locked, the changes do not appear in the list view until you uncheck the Lock List View option or refresh the list. <span style="font-weight: bold;">List view locked</span> is displayed in the status bar when this option is on.<br />Click <img alt="refreslstvwbtn.gif" style="margin-bottom: 0.000pt;width: 25;height: 23;" id="image3" src="refreslstvwbtn_25x23.gif" />&#160;to refresh the list. After you refresh the list, your updates to the line items appear, and the list view is resorted.</p>
<p>To claim one or more items in a purchase order:</p>
<ol>
<li value="1">Open the Purchase Order workform - Line Items view.</li>
<li value="2">Select the line or lines to claim.</li>
<li value="3">Right-click, and select <b>Claim</b> from the context menu.</li>
<p>A message asks if you want to claim the items you selected.</p>
<li value="4">Click <b>Yes</b> to continue claiming the item or items you selected.</li>
<p>Claim records are generated for the items claimed.</p>
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<h1><a name="XREF_19682_Claiming_Items"></a>Claiming</h1>
<p><a name="kanchor5376"></a><a name="IX_described_60"></a>Claiming is the process of notifying the supplier that items were ordered but not received as expected. For example, you might claim an item in the following situations:</p>
<ul>
<li>The library was billed for an item it ordered but did not receive.</li>
<li>The library did not receive an ordered item within a specified period of time, and no notice arrived from the supplier warning that the item would be late.</li>
<li>The item was received damaged.</li>
</ul>
<p class="NoteShade"><b>Tip:<br /></b>You can also claim serial issues or <a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">standing order<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>An order placed with a vendor or the publisher directly for all publications in a series, all volumes in a set, or all publications of a single publisher.</span></a> parts that were not received as expected. For information on claiming serials issues or parts,<MadCap:conditionalText data-mc-conditions="Primary.Online"> see <a href="../../Serials/PSclaim/Claim_issues_parts_from_the_Claim_Alert_List.htm#XREF_29098_Claim_issues_parts">Claim issues/parts from the Claim Alert List</a>.</MadCap:conditionalText></p>
<p>To claim an item, you set up the claiming information in the supplier record. See <a href="../PAsuppliers/Add_the_claiming_criteria_for_a_supplier.htm#XREF_22585_Adding_the">Add the claiming criteria for a supplier</a>. This information is copied to purchase orders using this supplier. You can add more claiming intervals or change the claiming information on the Purchase Order workform. See <a href="../PAorder/Add_or_change_claiming_information_for_an_order.htm#XREF_59792_Add_or_change_the">Add or change claiming information for an order</a>.</p>
<p>If an item has not been received in the specified amount of time after being ordered, it appears on the Claim Alert List. An automatic nightly process identifies purchase order line items that are eligible to be claimed.</p>
<p class="NoteShade"><b>Important:<br /></b>You must set up claiming criteria in the Supplier record before items will appear on the Claim Alert List. Items that already had a status of <b>Backordered</b>&#160;or <b>Returned</b>&#160;before claiming was set up will not appear on the Claim Alert List, since those items do not have a claim alert date.</p>
<p>When you claim an item for the first time from the Claim Alert List, it is removed from the list, and a claim record is generated. The same item appears on the Claim Alert List again if it still has not been received in the specified time after the first claim was generated. This process continues until the maximum number of claims have been generated. When you claim an item, a claim notice is generated and you can send the notice to the supplier. You must set up the claiming notices with the message and contact information in Polaris Administration.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Acquisitions_Admin/PDKacquire/Set_claim_cancellation_notice_defaults.htm#XREF_88647_Set_claim_defaults">Set claim/cancellation notice defaults</a>.</MadCap:conditionalText></p>
<p>See also:</p>
<ul type="disc">
<li><a href="Claim_items_from_the_Claim_Alert_List.htm#XREF_87277_Claim_items_from">Claim items from the Claim Alert List</a>
</li>
<li><a href="Claim_all_items_on_a_purchase_order.htm#XREF_10631_Claim_all_items_on">Claim all items on a purchase order</a>
</li>
<li><a href="Claim_line_items_from_a_purchase_order.htm">Claim line items from a purchase order</a>
</li>
<li><a href="Claim_a_single_line_from_a_purchase_order_line_item.htm#XREF_39510_Claim_a_single">Claim a single line from a purchase order line item</a>
</li>
<li><a href="Claim_a_segment_of_a_purchase_order_line_item.htm#XREF_24429_Claim_a_segment_of">Claim a segment of a purchase order line item</a>
</li>
<li><a href="Stop_a_claim.htm#XREF_75399_Stop_a_claim">Stop a claim</a>
</li>
<li><a href="Cancel_a_title_from_the_Claim_Alert_List.htm#XREF_11551_Canceling_a_title">Cancel a title from the Claim Alert List</a>
</li>
<li><a href="View_and_enter_an_items_claim_information.htm">View and enter an item's claim information</a>
</li>
<li><a href="Print_claim_notices.htm#XREF_52892_Print_claim_notices">Print claim notices</a>
</li>
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<h1><a name="XREF_52892_Print_claim_notices"></a>Print Claim Notices</h1>
<p><a name="kanchor2806"></a><a name="IX_printing_acquisitions"></a><a name="kanchor2807"></a><a name="IX_printing_claim"></a>You can print claim notices for the titles your library is claiming. Polaris generates a notice for each supplier with one or more claimed titles. There are two types of notices: the Initial claim notice that includes all the titles being claimed for the first time, and the Claim notice that includes all the titles already claimed.</p>
<p>To generate claim notices for the titles your library is claiming from suppliers:</p>
<p class="NoteShade"><b>Note:<br /></b>To include claimed items for a particular supplier, the <b>Claim notice</b>&#160;checkbox must be selected on the Supplier Record workform&#160;-&#160;Claims view.</p>
<ol>
<li value="1">Select <b>Utilities </b>&gt;<b> Reports and Notices</b> on the Polaris Shortcut Bar.</li>
<p>The Polaris Reports dialog box appears.</p>
<li value="2">Select <b>Notices </b>&gt;<b> Acquisitions</b> &gt; <b>Claim Notices</b>.</li>
<p>The Report Wizard dialog box appears.</p>
<p>
<img style="margin-bottom: 0.000pt;width: 329;height: 270;" src="reportsetupwiz_329x270.gif" alt="" />
</p>
<li value="3">Select the organization(s) that sent the claim notices.</li>
<p>Select <b>Branch</b> &gt; <b>Library</b> &gt; or <b>System </b>in the Return Address box to specify the address to use for the claim notice.</p>
<li value="4">Select dates in the <b>Start Date</b> and <b>End Date</b> boxes to specify the date range for the claims.</li>
<li value="5">Click <b>Submit</b>.</li>
<p>The Claim Notice pdf appears in Adobe Reader.</p>
<p>
<img style="margin-bottom: 0.000pt;width: 315;height: 230;" src="claimnot_315x230.gif" alt="" />&#160;</p>
<li value="6">Click <b>Print</b> on the Adobe Reader toolbar to print the claim notice.</li>
</ol>
<h4>Related Information</h4>
<ul type="disc">
<li>Claim messages and contact information&#160;-<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Acquisitions_Admin/PDKacquire/Set_claim_cancellation_notice_defaults.htm#XREF_88647_Set_claim_defaults">Set claim/cancellation notice defaults</a>.</MadCap:conditionalText></li>
<li><a name="kanchor2808"></a><a name="IX_reports_10"></a><a name="XREF_17716_Claims_Ready_for"></a>Claims Ready for Cancellation Report -<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Polaris_Basics/PIreports/Acq_Reports.htm#Acquisit">Acquisitions Reports</a>.</MadCap:conditionalText></li>
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<h1><a name="XREF_75399_Stop_a_claim"></a>Stop a claim</h1>
<p><a name="kanchor4908"></a><a name="IX_stopping"></a>If you have claimed an item and decide not to initiate another claim for that item, you can stop the claim process from the Purchase Order Line Item workform. (You cannot stop a claim from the Claim Alert List or from the Claim workform.) When you stop a claim, the transaction is posted in the History view of the Claim workform.</p>
<p>To stop a claim:</p>
<ol>
<li value="1">Open the Purchase Order Line Item workform.</li>
<li value="2">Select <b>Tools </b>&gt;<b> Stop Claim</b>.</li>
<p>The claiming process is stopped.</p>
</ol>
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<h1><a name="XREF_36680_Enter_claim"></a>View and Enter an Item’s Claim Information</h1>
<p><a name="kanchor4564"></a><a name="IX_printing_claim_notices"></a><a name="kanchor4565"></a><a name="IX_entering_notes_and"></a><a name="kanchor4566"></a><a name="IX_viewing_claim_history"></a>When an item has been claimed, a claim record is created. You can use the claim record to view an item’s claim history, to enter a response from the supplier, or to specify why the item was claimed. You can also enter notes regarding the claim, print a claim notice, and include a reminder flag on the claim alert list.</p>
<p>To view an item’s claim history, and enter claim information on the Claim workform:</p>
<ol>
<li value="1">Display the claim record in the Claim workform.</li>
<p>The Claim workform appears with the Claim History view displayed.</p>
<li value="2">You can do the following tasks using the Claim workform:<ul type="disc"><li>If you want a claim notice to be printed, select the <b>Print on notice</b>&#160;checkbox. When this box is checked, a claim notice is automatically generated for the item, and you can print the notice. See <a href="Print_claim_notices.htm#XREF_52892_Print_claim_notices">Print claim notices</a>.</li><li>If you want a reminder flag to appear next to this item on the Claim Alert List, select the <b>Reminder</b>&#160;checkbox. The flag indicates that the item was claimed.</li><li>If the supplier has responded to the claim, type the response from the supplier in the <b>Response</b> box.</li><li>Select the reason this item was claimed in the <b>Reason</b> box.</li></ul><ul type="disc"><li>If you want a claim notice to be printed, select the <b>Print on notice</b>&#160;checkbox. When this box is checked, a claim notice is automatically generated for the item, and you can print the notice. See <a href="Print_claim_notices.htm#XREF_52892_Print_claim_notices">Print claim notices.</a></li><li>If you want a reminder flag to appear next to this item on the Claim Alert List, select the <b>Reminder</b>&#160;checkbox. The flag indicates that the item was claimed.</li><li>If the supplier has responded to the claim, type the response from the supplier in the <b>Response</b> box.</li><li>Select the reason this item was claimed in the <b>Reason</b> box.</li></ul></li>
<li value="3">Select <b>File </b>&gt;<b> Save</b>.</li>
</ol>
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