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Staff Client Online Help/v7.5 - Staff Client Help/PolarisStaffHelp/Serials/PSsubscriptions/Add_a_serial_holdings_record_to_a_subscription_record.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="Serials |Managing Subscriptions" 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_36043_Add_a_copy_to_a"></a>Add a Serial Holdings Record to a Subscription Record </h1>
<p><a name="kanchor3541"></a><a name="IX_adding_to_subscription"></a><a name="kanchor3542"></a><a name="IX_adding_serial_holdings"></a>After you have created a subscription record, you can add serial holdings records to the subscription record. To add a serial holdings record to a subscription record:</p>
<p class="NoteShade"><b>Tip:<br /></b>You can also add a serial holdings record to the subscription record by selecting <b>Tools, Add to Subscription Record</b>&#160;from the Serial Holdings Record workform. Then, select the subscription record from the Find Tool.</p>
<ol>
<li value="1">Select <b>View, Serial Holdings </b>on the Subscription Record workform.</li>
</ol>
<p class="indent2">The Serial Holdings view appears.</p>
<p class="indent2">
<img alt="SubsHoldvw.gif" style="width: 279.010pt;height: 204.357pt;margin-bottom: 0.000pt;" id="image2" src="SubsHoldvw.gif" />&#160;</p>
<ol data-mc-continue="true">
<li value="2">Click <img alt="AddCopybut.gif" style="margin-bottom: -3.000pt;width: 15;height: 16;" id="image3" src="AddCopybut_15x16.gif" /> to add a serial holdings record.</li>
</ol>
<p class="indent2">If only one serial holdings record is linked to the bibliographic record, the information from that serial holdings record appears in the Subscription Record workform. If multiple serial holdings records are linked to the bibliographic record, the serial holdings records are listed in a dialog box.</p>
<p class="indent2">
<img alt="SHRlist.gif" style="margin-bottom: 0.000pt;width: 285;height: 128;" id="image4" src="SHRlist_285x128.gif" />&#160;</p>
<ol data-mc-continue="true">
<li value="3"><span class="FM_StepNumber"><span style="word-spacing: normal;font: 6.0pt &quot;Times New Roman&quot;;">&#160;</span></span>If the Serial Holdings dialog box appears, select the serial holdings record that you want to add to the subscription record, and click <b>Select</b>. </li>
</ol>
<p class="indent2">The serial holdings record appears in the Holdings list.</p>
</div>
</div>
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<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/Serials/PSsubscriptions/Cancel_a_subscription.htm
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<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="Serials |Managing Subscriptions" 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_89499_Cancel_a"></a>Cancel a Subscription</h1>
<p><a name="kanchor1051"></a><a name="IX_printing_8"></a><a name="kanchor1052"></a><a name="IX_canceling_2"></a><a name="kanchor1053"></a><a name="IX_procedure_13"></a>To cancel a subscription:</p>
<ol>
<li value="1">Display the subscription that you want to cancel in the Subscription Record workform or the Subscription List workform.</li>
</ol>
<p class="NoteShade"><b>Note:<br /></b>For information on using filters to view subscriptions on the Subscription List workform, see <a href="../View_the_Subscription_List.htm#XREF_86095_View_the">View the Subscription List</a>.</p>
<ol data-mc-continue="true">
<li value="2">Do one of the following actions:<ul type="disc"><li>If you are canceling the subscription from the Subscription List workform, right-click the subscription you want to cancel, and select <b>Cancel </b>from the context menu.</li><li>If you are canceling the subscription from the Subscription Record workform, select <b>Tools, Cancel</b>.</li></ul></li>
</ol>
<p class="indent2">The Cancel Subscription dialog box appears.</p>
<ol data-mc-continue="true">
<li value="3">To update the linked serial holdings records to one of these statuses, select <b>Update linked serial holding records</b>, and select <b>Completed</b>&#160;or <b>Not Currently Received</b>.</li>
<li value="4">If there are purchase order line items linked to this subscription that you want to update to a status of Closed, select <b>Update linked purchase order line items</b>.</li>
<li value="5">Click <b>OK</b>.</li>
</ol>
<p class="indent2">The Print dialog box appears.</p>
<ol data-mc-continue="true">
<li value="6">Click <b>OK</b> to print the cancellation notice to send to the supplier.</li>
</ol>
<p class="indent2">When you cancel a subscription, the subscription status changes to cancelled, and you can change any linked serial holdings records’ statuses to completed or not currently received, and any linked purchase order line items to cancelled. If there are funds encumbered on the linked purchase order line item, the funds are disencumbered.</p>
<h4>Related Information</h4>
<ul type="disc">
<li><span class="FM_BulletHead">Printing cancellation notices in batch</span>&#160;- Select <b>Batch Print, Cancellation Notices</b> from the Serials menu.</li>
<li><a name="kanchor1054"></a><a name="IX_specifying_notice_text"></a><span class="FM_BulletHead">Cancellation notice information</span>&#160;- The subscription cancellation notice text is set in the Polaris Administration Serials parameter <b>Notification: Subscription Cancellation Notice Text. </b>It includes the date of the cancellation notice; the subscription title, ISSN, and subscription identifier; the supplier’s name, address, phone number, and account number; the name, address, and phone number of the subscription’s owner. </li>
</ul>
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<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/Serials/PSsubscriptions/Copy_a_subscription_record.htm
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<h1><a name="XREF_13418_Copy_a"></a>Copy a Subscription Record </h1>
<p><a name="kanchor241"></a><a name="IX_subscription_records"></a><a name="kanchor242"></a><a name="IX_copying_2"></a>You can create a new subscription record by copying an existing subscription record. To copy a subscription record:</p>
<ol>
<li value="1">Display the subscription record in the Subscription workform.</li>
<li value="2">Select <b>File </b>&gt;<b> New</b> from the menu on the Subscription workform.</li>
<li value="3">The New Subscription Record dialog box appears.</li>
<li value="4">Choose one of the following options:<ul type="disc"><li>Select <b>Copy Existing Workform</b>&#160;if you want to copy the subscription information to the new subscription record.</li><li>Select <b>Clear Workform</b>&#160;if you want to create a new record with different subscription information.</li></ul></li>
</ol>
<p class="NoteShade"><b>Note:<br /></b>Any serial holdings records that are linked to the original subscription record are not linked to the new record.</p>
<ol data-mc-continue="true">
<li value="5">Continue entering the subscription information. See <a href="Create_a_subscription_record.htm#XREF_86507_Create_a">Create a subscription record</a>.</li>
</ol>
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Staff Client Online Help/v7.5 - Staff Client Help/PolarisStaffHelp/Serials/PSsubscriptions/Create_a_subscription_record.htm
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<h1><a name="XREF_86507_Create_a"></a>Create a Subscription Record </h1>
<p><a name="kanchor2686"></a><a name="IX_creating_31"></a>To create a subscription record:</p>
<ol>
<li value="1">Select <b>File </b>&gt;<b> New</b> from the Polaris Shortcut Bar.</li>
<li value="2">Select <b>Subscription Record</b> from the list.</li>
</ol>
<p class="indent2">A blank Subscription Record workform appears.</p>
<ol data-mc-continue="true">
<li value="3">Click <b>Find</b>&#160;next to the <b>Bib control </b>box, and use the Find Tool to select the bibliographic record for the subscription title.</li>
</ol>
<p class="indent2">
<img alt="newsubsrec.gif" style="width: 279.010pt;height: 204.357pt;margin-bottom: 0.000pt;" id="image0" src="newsubsrec.gif" />-</p>
<p class="indent2">The bibliographic information for the subscription title appears in the <b>Bib control</b>, <b>Title</b>&#160;and <b>ISSN</b> boxes.</p>
<ol data-mc-continue="true">
<li value="4">Select the library that controls this subscription in the <b>Owner</b> box.</li>
<li value="5">Clear the <b>Automatic Renewal</b>&#160;checkbox if you do not want the subscription to be renewed automatically.</li>
<li value="6">Click <b>Find</b>&#160;next to the <b>Supplier SAN</b>&#160;box, and use the Find Tool to search for and select the supplier for this subscription. </li>
</ol>
<p class="indent2">
<img alt="newsubsrecsupp.gif" style="width: 279.010pt;height: 204.357pt;margin-bottom: 0.000pt;" id="image1" src="newsubsrecsupp.gif" />&#160;</p>
<p class="indent2">The supplier name, account number, and SAN appear in the appropriate boxes. </p>
<ol data-mc-continue="true">
<li value="7">Type a name by which your library identifies this supplier, if applicable.</li>
<li value="8">Select the date when the subscription originally began in the <b>Original date</b> box.</li>
<li value="9">Select the date when the present subscription period began in the <b>Start date</b> box.</li>
<li value="10">Select the term for the subscription in the <b>Term</b> box.</li>
</ol>
<p class="indent2">The expiration date automatically appears in the <b>Expiration date</b> box.</p>
<p class="NoteShade"><b>Important:<br /></b>The payment method, fund, and subscription price are required if you choose to create purchase orders automatically upon renewal.</p>
<ol data-mc-continue="true">
<li value="11">Select the payment method for the subscription in the <b>Method</b> box.</li>
<li value="12">Select the fund that is being used for the subscription in the<b> Fund</b> box.</li>
<li value="13">Type the price of the subscription in the <b>Price</b> box.</li>
</ol>
<p class="NoteShade"><b>Note:<br /></b>The Copy Quantity information appears when there are serial holdings records associated with this subscription record. </p>
<ol data-mc-continue="true">
<li value="14">If applicable, type renewal instructions and notes in the <b>Instructions and Notes</b> boxes.</li>
<li value="15">Add serial holdings records to the record (see <a href="Add_a_serial_holdings_record_to_a_subscription_record.htm#XREF_36043_Add_a_copy_to_a">Add a serial holdings record to a subscription record</a>).</li>
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<h1><a name="XREF_35765_Managing"></a>Managing Subscriptions</h1>
<p><a name="kanchor4252"></a><a name="IX_overview_78"></a><a name="kanchor4253"></a><a name="IX_overview_77"></a>Subscription Records are optional in Polaris. You can use subscription records if your library wants to track renewals or create purchase orders automatically when subscriptions are renewed. You can renew and cancel subscriptions without creating subscription records, but there will be no automatic tracking or reporting capabilities. </p>
<p><a name="kanchor4254"></a><a name="IX_purpose_of"></a>A subscription record is a central location for information related to one or more copies (serial holdings records) of a subscription, including the renewal term, status, start date, and expiration date. A subscription record is linked to a bibliographic record and one or more serial holdings records. Once you have set up subscription records for all the subscriptions your library has, you can manage (view, renew, cancel) your subscriptions from the Subscriptions List.</p>
<p><a name="kanchor4255"></a><a name="IX_reporting"></a>If you use subscription records, you can print reports that show the types of serials titles your library subscribes to and the cost of these subscriptions. These reports can assist you in making decisions about renewing or cancelling your library’s subscriptions.<MadCap:conditionalText data-mc-conditions="Primary.Online"> For more information, see <a href="../../Polaris_Basics/PIreports/Serials_Reports.htm#Serials">Serials Reports</a>.</MadCap:conditionalText></p>
<p>See also:</p>
<ul type="disc">
<li>
<p class="FM_Task"><a href="Create_a_subscription_record.htm#XREF_86507_Create_a">Create a subscription record </a>
</p>
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<p class="FM_Task"><a href="Add_a_serial_holdings_record_to_a_subscription_record.htm#XREF_36043_Add_a_copy_to_a">Add a serial holdings record to a subscription record </a>
</p>
</li>
<li>
<p class="FM_Task"><a href="Copy_a_subscription_record.htm#XREF_13418_Copy_a">Copy a subscription record </a>
</p>
</li>
<li>
<p class="FM_Task"><a href="../View_the_Subscription_List.htm#XREF_86095_View_the">View the Subscription List</a>
</p>
</li>
<li>
<p class="FM_Task"><a href="Renew_a_subscription_from_the_subscription_record.htm#XREF_79788_Renew_a">Renew a subscription from the subscription record</a>
</p>
</li>
<li>
<p class="FM_Task"><a href="Renew_subscriptions_from_Subscription_List.htm#XREF_99559_Renew_a">Renew subscriptions from Subscription List</a>
</p>
</li>
<li>
<p class="FM_Task"><a href="Cancel_a_subscription.htm#XREF_89499_Cancel_a">Cancel a subscription</a>
</p>
</li>
<li>
<p class="FM_Task"><a href="Reopen_a_subscription.htm#XREF_92023_Reopen_a">Reopen a subscription </a>
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<h1><a name="XREF_79788_Renew_a"></a>Renew a Subscription from the Subscription Record</h1>
<p>The subscription renewal process can automatically create purchase orders if your organization has set this option in Polaris Administration<MadCap:conditionalText data-mc-conditions="Primary.Online"> (see <a href="../../Serials_Admin/PDKserial/Setting_Up_Subscriptions.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Setting Up Subscriptions</span></a>).</MadCap:conditionalText> </p>
<p>To renew a subscription from the Subscription Record workform:</p>
<p class="NoteShade"><a name="kanchor1131"></a><a name="IX_creating_an_invoice_1"></a><a name="kanchor1132"></a><a name="IX_renewing_without_using"></a><a name="kanchor1133"></a><a name="IX_without_using"></a><b>Note:<br /></b>If you are not using subscription records, you can simply extend the subscription end date by typing a new date in the <b>End date</b>&#160;box in the publication pattern in the Serial Holdings Record, generate more issues, and receive them. See <a href="../PSsetup/Specify_the_publication_pattern_for_a_serial_title.htm#XREF_17193_Specify_the">Specify the publication pattern for a serial title</a>. You can use an invoice with one line item to indicate the expenditure for the renewal. </p>
<ol>
<li value="1"><a name="kanchor1134"></a><a name="IX_from_the_subscription"></a>Display the subscription in the Subscription Record workform:</li>
<li value="2">Select <b>Tools, Renew</b> from the Subscription Record menu.<ul><li>If the Polaris Administration Serials parameter <b>Create Purchase Order at subscription renewal </b>is set to <b>Yes,</b>&#160;the Renew Subscriptions dialog box appears with the <b>Create POs at Subscription Renewal</b>&#160;box checked. The <b>Order at</b>&#160;library is set to the default library. Click <b>Continue</b>&#160;to renew the subscription. For information on setting this parameter,<MadCap:conditionalText data-mc-conditions="Primary.Online"> see <a href="../../Serials_Admin/PDKserial/Set_up_subscriptions.htm#XREF_59895_Set_automatic">Set up subscriptions</a>.</MadCap:conditionalText></li><li>If the <b>Create Purchase Order at subscription renewal parameter</b>&#160;is set to <b>No</b>, the dialog box does not appear.</li></ul></li>
</ol>
<p class="NoteShade"><a name="kanchor1135"></a><a name="IX_without_automatic"></a><b>Tip:<br /></b>You can clear the checkbox to renew the subscription without creating a purchase order.</p>
<p class="indent2">The subscription is renewed. If your library chooses to create purchase orders upon renewal, a new purchase order is created with one line item per subscription record. The line item contains a segment for each unique combination of destination and collection from the subscription record’s linked serial holdings records. If a purchase order was previously linked to this subscription record, the previous purchase order is closed.</p>
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<h1><a name="XREF_99559_Renew_a"></a>Renew Subscriptions from Subscription List</h1>
<p><a name="kanchor2602"></a><a name="IX_from_subscription_list"></a><a name="kanchor2603"></a><a name="IX_renewing_from_the"></a><a name="kanchor2604"></a><a name="IX_renewing_a_subscription"></a>To renew subscriptions from the Subscription List:</p>
<ol>
<li value="1">Select <b>Serials </b>&gt;<b> Subscription List</b> from the Polaris Shortcut Bar.</li>
</ol>
<p class="indent2">The Subscriptions List appears.</p>
<ol data-mc-continue="true">
<li value="2">Set the view of the Subscription List to display the subscriptions you want to renew. See <a href="../View_the_Subscription_List.htm#XREF_86095_View_the">View the Subscription List</a>.</li>
<li value="3">Choose one of the following options:<ul type="disc"><li>To renew one or multiple subscriptions, select the subscriptions in the list, right-click, and select <b>Renew</b>&#160;from the context menu. </li><li>To renew all the subscriptions in the list, display the subscriptions that you want to renew using the filters, and select <b>Tools </b>&gt;<b> Renew All</b>&#160;from the Subscription List menu.</li></ul></li>
</ol>
<p class="indent2">The Renew Subscriptions dialog box appears. </p>
<p class="indent2">The <b>Create POs at Subscription Renewal</b>&#160;box is checked if the parameter <b>Create Purchase Order at subscription renewal </b>is set to <b>Yes</b>&#160;in Polaris Administration<MadCap:conditionalText data-mc-conditions="Primary.Online"> (see <a href="../../Serials_Admin/PDKserial/Set_up_subscriptions.htm#XREF_59895_Set_automatic">Set up subscriptions</a>).</MadCap:conditionalText> The <b>Order at</b>&#160;library is set to the default library.</p>
<p class="NoteShade"><b>Note:<br /></b>You can clear the checkbox to renew the subscriptions without creating a purchase order.</p>
<ol start="4">
<li value="4">Click <b>Continue </b>to renew the subscriptions.</li>
</ol>
<p class="indent2">The subscriptions are renewed, and the purchase orders are created, if you selected this option. </p>
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Staff Client Online Help/v7.5 - Staff Client Help/PolarisStaffHelp/Serials/PSsubscriptions/Reopen_a_subscription.htm
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<h1><a name="XREF_92023_Reopen_a"></a>Reopen a Subscription </h1>
<p><a name="kanchor722"></a><a name="IX_reopening"></a><a name="kanchor723"></a><a name="IX_subscription"></a>To reopen a canceled subscription:</p>
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<li value="1">Open the canceled subscription in the Subscription Record workform.</li>
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<p class="NoteShade"><b>Tip:<br /></b>You can also reopen a canceled subscription from the Find Tool results list or from the Subscription List. Right-click the subscription, and select <b>Reopen from the context menu.</b></p>
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<li value="2">Select <b>Tools, Reopen.</b></li>
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<p class="indent2">The Reopen Subscription dialog box appears.</p>
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<li value="3">To update the subscription holdings records, click <b>Update serial holdings records</b>, and select the status in the <b>Status</b> box.</li>
<li value="4">Click <b>Continue</b>&#160;to reopen the subscription. </li>
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