Staff Client Help v7.0
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<meta content="circulation, public services, DQ2407050, Polaris user guide" name="search-keywords" /><title>Add the supplier’s address</title>
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Acquisitions/PAsuppliers/Add_supplier_address.htm">Open topic with navigation</a>
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<h1><a name="XREF_99037_Add_the_supplier_s"></a>Add the Supplier’s Address</h1>
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<p><a name="kanchor5723"></a><a name="IX_entering_in_a_supplier"></a><a name="kanchor5724"></a><a name="IX_entering_address"></a>You can add the supplier’s address information for sending orders, payments, or claims on the Orders, Payments, or Claims view of the Supplier workform. You can enter different addresses if the supplier has separate addresses for orders, payments, and claims. If the address is the same, you can enter it once and copy it to the other views.</p>
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<p>To add the supplier’s address information for sending orders, payments, and claims:</p>
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<p class="NoteShade"><b>Tip: <img alt="PAsuppliers00262.gif" style="margin-bottom: -4.500pt;width: 30;height: 28;" id="image3" src="PAsuppliers00262_30x28.gif" /><br /></b>Click to display the Orders view.</p>
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<ol>
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<li value="1">Create the supplier record (see <a href="Create_a_new_supplier_record.htm#XREF_64866_Create_a_supplier">Create a new supplier record</a>).</li>
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<li value="2">Select <b>View </b>><b> Orders</b> to display the Orders view.</li>
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<li value="3">Type the supplier’s name and street address in the <b>Send orders to</b> box.</li>
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</ol>
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<p class="NoteShade"><b>Tip:<br /></b>You can copy the address information from one view to another. See <a href="Copy_supplier_address.htm#XREF_78239_Copy_the_supplier">Copy the supplier’s address</a>.</p>
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<ol data-mc-continue="true">
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<li value="4">Select the country in the <b>Country</b> box.</li>
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</ol>
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<p class="NoteShade"><b>Note:<br /></b>The city, county, and state fields are filled in automatically from the postal code. If you have permission to modify the postal address (<b>Modify postal address fields)</b> you can enter the city, county, and state as well as the postal code.</p>
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<ol data-mc-continue="true">
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<li value="5">Type the postal code in the <b>Postal Code</b> box.</li>
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<li value="6">Type the contact person’s name in the <b>Contact</b> box.</li>
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<li value="7">Type the supplier’s e-mail address in the <b>Email address</b> box.</li>
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<li value="8">Type the supplier’s phone number in the <b>Phone no.</b> box.</li>
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<li value="9">Type the supplier’s fax number in the <b>Fax no. </b>box.</li>
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<li value="10"><a name="kanchor5725"></a><a name="IX_entering_discount"></a><a name="kanchor5726"></a><a name="IX_entering_supplier"></a>Type the discount percentage that the supplier offers your library in the <b>Discount applied</b> box.</li>
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</ol>
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<p class="NoteShade"><b>Note:<br /></b>This discount percentage is applied to all purchase orders using this supplier, but it can be changed in the purchase order. If you change the discount percentage in the supplier record and save the record, a message lists any linked purchase order templates and asks if you want to update the discount percentage in these templates. Click <b>Yes</b> to update all the linked templates.</p>
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<ol data-mc-continue="true">
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<li value="11">Enter the supplier’s address information for sending payments and claims on the<b> </b>Payments view and the Claims view using one of the following methods:<ul type="disc"><li>If the address is the same as the order address, click <b>Copy to</b>, and copy the order address to the payment or claims address. See <a href="Copy_supplier_address.htm#XREF_78239_Copy_the_supplier">Copy the supplier’s address</a>.</li><li>If the address is different from the order address, enter the new address.</li></ul></li>
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<li value="12">(Optional) If Polaris Acquisitions is integrated with a financial system, enter an identifying number of up to 30 characters in the <b>External ID </b>field.</li>
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<li value="13">Select<b> File </b>><b> Save</b> to save the record.</li>
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<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.0</span></td>
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<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2021</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative Interfaces, Inc.</span></a></td>
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<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative Interfaces, Inc." alt="Send feedback to Innovative Interfaces, Inc."><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Long variable">Innovative Interfaces, Inc.</span></a></td>
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Acquisitions/PAsuppliers/Add_the_claiming_criteria_for_a_supplier.htm">Open topic with navigation</a>
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<h1><a name="XREF_22585_Adding_the"></a>Add the Claiming Criteria for a Supplier</h1>
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<p class="NoteShade"><b>Important:<br /></b>You must set up the claiming criteria in the supplier record before any items can be claimed.</p>
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<p><a name="kanchor5492"></a><a name="IX_setting_claiming_criteria"></a><a name="kanchor5493"></a><a name="IX_setting_claiming"></a>The claiming criteria in the supplier record are copied to the purchase order templates, purchase orders, and purchase order line items that use this supplier. You can change the claiming criteria in the purchase order template, purchase order, or purchase order line item. You can also set up suppliers for serials, and specify serials claiming options.</p>
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<p>To add the claiming criteria for the supplier.</p>
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<p class="NoteShade"><b>Note:<br /></b>For more information on claiming, see <a href="../PAclaim/Claiming.htm#XREF_19682_Claiming_Items">Claiming</a>.</p>
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<ol>
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<li value="1">Open the Supplier workform - Claims view.</li>
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<li value="2">Type the number (1-5) in the <b>Maximum claims </b>box to indicate the number of claims the library will submit to the supplier before canceling an ordered item.</li>
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<li value="3">In the <b>days after release/expected arrival</b> box, type the number of days between the time a purchase order line item is released to the time the first claim is generated.</li>
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</ol>
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<p class="indent2">If you are entering serials claiming criteria, enter the number of days between the time the serial issue is expected and the time the first claim is generated.</p>
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<ol data-mc-continue="true">
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<li value="4">Enter the claim cycle information as follows:<ol style="list-style-type: lower-alpha;"><li value="1">Type a number in the <b>1st claim</b> box to indicate the number of days that must pass after the first claim is generated before the second claim is generated.</li><li value="2">Type a number in the <b>2nd claim</b> box to indicate the number of days that must pass after the second claim is generated before the third claim is generated.</li><li value="3">Type a number in the <b>3rd claim</b> box to indicate the number of days that must pass after the third claim is generated before the fourth claim is generated.</li><li value="4">Type a number in the <b>4th claim</b> box to indicate the number of days that must pass after the fourth claim is generated before the fifth claim is generated. </li></ol></li>
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<li value="5">Select the <b>Cancel notice</b> box to generate a cancellation notice.</li>
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<li value="6">Select the <b>Claim notice</b> box to generate a claim notice.</li>
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<li value="7"><a name="kanchor5494"></a><a name="IX_setting_notice_method_in"></a>Select the method by which to send notices in the <b>Notice Method </b>box. This notice method is used if you specify Supplier Preference in the notices options in Polaris Administration.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Patron_Services_Admin/PDPnotices/Set_up_notification_methods_e-mail_options_and_export_location.htm#XREF_68419_Set_up_notice">Set up notification methods, e-mail options, and export location</a>.</MadCap:conditionalText></li>
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</ol>
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<p class="NoteShade"><b>Note:<br /></b>The cancellation information is not applicable for serials issues. You would cancel or not renew the entire subscription, not a specific issue. You can enter additional claiming information in the Serial Holdings Record.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Serials/PSclaim/Claiming_in_Serials.htm#XREF_38500">Claiming in Serials</a>.</MadCap:conditionalText></p>
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<ol data-mc-continue="true">
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<li value="8">Select <b>Auto cancel</b> to cancel purchase order line items automatically after the claim cycle is over.</li>
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<li value="9">Type a number in the <b>Cancel wait period</b> box to indicate the number of days to wait after the last claim is sent out before canceling items ordered from this supplier. </li>
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<li value="10">Select <b>File </b>><b> Save</b> to save the record.</li>
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</ol>
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<h4>Related Information</h4>
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<ul type="disc">
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<li><span class="FM_BulletHead">Enter claiming data on the Purchase Order workform</span> - 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>.</li>
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<li><span class="FM_BulletHead">Claiming monographic items</span> - See <a href="../PAclaim/Claiming.htm#XREF_19682_Claiming_Items">Claiming</a>.</li>
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<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.0</span></td>
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<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2021</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative Interfaces, Inc.</span></a></td>
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Acquisitions/PAsuppliers/Copy_a_supplier_record.htm">Open topic with navigation</a>
|
||||
</p>
|
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<div class="nocontent">
|
||||
<div class="MCBreadcrumbsBox_0 breadcrumbs" role="navigation" aria-label="Breadcrumbs" data-mc-breadcrumbs-divider=" > " data-mc-breadcrumbs-count="3" data-mc-toc="True"><span class="MCBreadcrumbsPrefix">You are here: </span>
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<h1><a name="kanchor4914"></a><a name="IX_copying_for_multiple"></a><a name="kanchor4915"></a><a name="IX_creating_for_multiple_1"></a><a name="XREF_26526_Copy_a_supplier"></a>Copy a Supplier Record</h1>
|
||||
<p>You can speed up the process of creating supplier records by copying information from one supplier record into another. Copying a supplier record saves steps when most of the supplier information is the same for the new supplier.</p>
|
||||
<p> To copy one supplier record to a new supplier record:</p>
|
||||
<ol>
|
||||
<li value="1">Open the Supplier workform.</li>
|
||||
<li value="2">Select<b> File </b>><b> New </b>from the Supplier workform menu bar.</li>
|
||||
</ol>
|
||||
<p class="indent2">The New Supplier Record dialog box appears.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="3">Click <b>Copy Existing Workform</b> to copy the information to a new supplier record.</li>
|
||||
</ol>
|
||||
<p class="indent2">A new Supplier workform opens with the copied information.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="4">Edit the new supplier record as needed.</li>
|
||||
<li value="5">Select <b>File </b>><b> Save</b> to save the new supplier record.</li>
|
||||
</ol>
|
||||
<p class="indent2"><b>The record was saved successfully</b> appears in the status bar.</p>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
|
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<col style="width: 50%;" />
|
||||
<col style="width: 50%;" />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.0</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2021</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative Interfaces, Inc.</span></a></td>
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</table>
|
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<table style="width: 100%;">
|
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<col />
|
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<tbody>
|
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<tr>
|
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<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative Interfaces, Inc." alt="Send feedback to Innovative Interfaces, Inc."><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Long variable">Innovative Interfaces, Inc.</span></a></td>
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Acquisitions/PAsuppliers/Copy_supplier_address.htm">Open topic with navigation</a>
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<div class="MCBreadcrumbsBox_0 breadcrumbs" role="navigation" aria-label="Breadcrumbs" data-mc-breadcrumbs-divider=" > " data-mc-breadcrumbs-count="3" data-mc-toc="True"><span class="MCBreadcrumbsPrefix">You are here: </span>
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<h1><a name="XREF_78239_Copy_the_supplier"></a>Copy the Supplier’s Address</h1>
|
||||
<p>When you enter the supplier’s address in one view on the Supplier workform, you do not need to enter the information again. Instead, you can copy the supplier’s address from one view (Orders, Payments, or Claims) to another. </p>
|
||||
<p class="KeepWithNext">To copy the supplier’s address from one view of the supplier record to another:</p>
|
||||
<ol>
|
||||
<li value="1">Open the Supplier workform.</li>
|
||||
<li value="2">Select <b>View </b>> and select <b>Orders</b>> <b>Payments</b> or <b>Claims</b> on the Supplier workform.</li>
|
||||
</ol>
|
||||
<p class="indent2">The Orders, Payments, or Claims view appears.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="3">Click<b> Copy to</b>.</li>
|
||||
</ol>
|
||||
<p class="indent2">The Copy to context menu appears, listing the other views to which you can copy the address information.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="4">Choose one of the following options:<ul type="disc"><li>To copy the address to the Payments view, select <b>Payment Address</b>.</li><li>To copy the address to the Claims view, select <b>Claiming Address</b>.</li><li>To copy the address to the Orders view, select <b>Ordering Address</b>.</li><li>To copy the address to both of the other views, select <b>Both</b>.</li></ul></li>
|
||||
</ol>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="5">Select <b>File </b>><b> Save</b> to save the record.</li>
|
||||
</ol>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
|
||||
<col style="width: 50%;" />
|
||||
<col style="width: 50%;" />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.0</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2021</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative Interfaces, Inc.</span></a></td>
|
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|
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<table style="width: 100%;">
|
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<col />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative Interfaces, Inc." alt="Send feedback to Innovative Interfaces, Inc."><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Long variable">Innovative Interfaces, Inc.</span></a></td>
|
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</table>
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</body>
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</html>
|
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+103
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<!DOCTYPE html>
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||||
<div class="MCBreadcrumbsBox_0 breadcrumbs" role="navigation" aria-label="Breadcrumbs" data-mc-breadcrumbs-divider=" > " data-mc-breadcrumbs-count="3" data-mc-toc="True"><span class="MCBreadcrumbsPrefix">You are here: </span>
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<h1><a name="XREF_64866_Create_a_supplier"></a>Create a New Supplier Record</h1>
|
||||
<p>To create a new supplier record:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If you are creating a new supplier record for a vendor that uses a different currency from your base currency, see <a href="Set_up_a_supplier_record_for_a_foreign_vendor.htm#XREF_67069_Set_up_a_supplier">Set up a supplier record for a foreign vendor</a>.</p>
|
||||
<ol>
|
||||
<li value="1">Select <b>File </b>> <b>New</b>.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>You can also create a new supplier record by copying an existing record. See <a href="Copy_a_supplier_record.htm#XREF_26526_Copy_a_supplier">Copy a supplier record</a>.</p>
|
||||
<p class="indent2">The New dialog box appears.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="2">Select <b>Supplier Record</b> in the <b>Objects</b> box, and click <b>OK</b>.</li>
|
||||
</ol>
|
||||
<p class="indent2">The Supplier workform opens.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="3">Type the supplier’s name in the <b>Supplier name</b> box.</li>
|
||||
<li value="4"><a name="kanchor2690"></a><a name="IX_entering_alternative"></a><a name="kanchor2691"></a><a name="IX_entering_in_supplier"></a>Type an alternate supplier name in the <b>Alternative name</b> box.</li>
|
||||
<li value="5"><a name="kanchor2692"></a><a name="IX_see_SAN_1"></a><a name="kanchor2693"></a><a name="IX_entering_SAN_in_the"></a><a name="kanchor2694"></a><a name="IX_entering_a_supplier_s"></a><a name="kanchor2695"></a><a name="IX_see_SAN"></a>Type the seven-digit standard address number of the supplier in the <b>SAN</b> box.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Important:<br /></b>The SAN is required for EDI orders. If you select <b>Accepts EDI orders</b>, you cannot save the supplier record without the seven-digit SAN.<br /><a name="kanchor2696"></a><a name="IX_entering_for_Titles_to"></a><a name="kanchor2697"></a><a name="IX_entering_the_SAN_for"></a>If your library uses Polaris Titles to Go, the SAN number in the Supplier Record workform must match the profile set up in Polaris Administration.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Acquisitions_Admin/PDKacquire/Setting_Up_Titles_to_Go.htm#XREF_72362_Setting_Up_Title">Setting Up Titles to Go</a>.</MadCap:conditionalText><br /></p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>The SAN’s hyphen is for display only; it is not transmitted electronically.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="6"><a name="kanchor2698"></a><a name="IX_entering_account_numbers"></a><a name="kanchor2699"></a><a name="IX_entering_in_supplier_1"></a>Type the library’s account number (or SAN suffix) in the <b>Account no.</b> box.</li>
|
||||
<li value="7">Select the library that owns the account in the <b>Owner</b> box.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><a name="kanchor2700"></a><a name="IX_supplier_record_1"></a><a name="kanchor2701"></a><a name="IX_encumbrance_and"></a><a name="kanchor2702"></a><a name="IX_supplier_record"></a><b>Note: <br /></b>You can enter a dollar amount for the supplier, order, and line item encumbrance and expenditure limits in the appropriate boxes. This information is for reference only.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="8">If the supplier accepts EDI orders, enter the communications information.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="Enter_supplier_EDI_ordering_data.htm#XREF_66472_Enter_a_supplier_s">Enter the supplier’s EDI ordering data</a>.</MadCap:conditionalText></li>
|
||||
<li value="9"><a name="kanchor2703"></a><a name="IX_general_notes"></a><a name="kanchor2704"></a><a name="IX_supplier_record_2"></a>Type notes for this supplier in the <b>General</b> box. You can enter up to 400 characters in this field.</li>
|
||||
<li value="10"><a name="kanchor2705"></a><a name="IX_entering_in_supplier_2"></a><a name="kanchor2706"></a><a name="IX_entering_information_for"></a><a name="kanchor2707"></a><a name="IX_entering_plan_in"></a><a name="kanchor2708"></a><a name="IX_entering_information_in_6"></a>Type plan information in the <b>Plan</b> note box if your library has an approval or blanket purchasing arrangement with this supplier. You can enter up to 400 characters in this field.</li>
|
||||
<li value="11">Add the supplier’s address information (see <a href="Add_supplier_address.htm#XREF_99037_Add_the_supplier_s">Add the supplier’s address</a>).</li>
|
||||
<li value="12">Add the claiming criteria for this supplier (see <a href="Add_the_claiming_criteria_for_a_supplier.htm#XREF_22585_Adding_the">Add the claiming criteria for a supplier</a>).</li>
|
||||
<li value="13">Select <b>File </b>><b> Save</b> to save the record.</li>
|
||||
</ol>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
|
||||
<col style="width: 50%;" />
|
||||
<col style="width: 50%;" />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.0</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2021</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative Interfaces, Inc.</span></a></td>
|
||||
</tr>
|
||||
</tbody>
|
||||
</table>
|
||||
<table style="width: 100%;">
|
||||
<col />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative Interfaces, Inc." alt="Send feedback to Innovative Interfaces, Inc."><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Long variable">Innovative Interfaces, Inc.</span></a></td>
|
||||
</tr>
|
||||
</tbody>
|
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</table>
|
||||
</body>
|
||||
</html>
|
||||
+94
@@ -0,0 +1,94 @@
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<h1><a name="XREF_67708_Creating_and"></a>Creating, Copying, and Deleting Supplier Records</h1>
|
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<p>You can create new supplier records from the Polaris Shortcut Bar or by copying an existing supplier record displayed in the Supplier workform. Supplier records can be deleted only if they are not linked to any purchase orders or invoices.</p>
|
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<p>See also:</p>
|
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|
||||
<li><a href="Create_a_new_supplier_record.htm" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Create a New Supplier Record</span></a>
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<li><a href="Enter_supplier_EDI_ordering_data.htm" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Enter the supplier’s EDI ordering data</span></a>
|
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|
||||
<li><a href="Add_supplier_address.htm" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Add the Supplier’s Address</span></a>
|
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<li><a href="Copy_supplier_address.htm" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Copy the Supplier’s Address</span></a>
|
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<li><a href="Add_the_claiming_criteria_for_a_supplier.htm" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Add the Claiming Criteria for a Supplier</span></a>
|
||||
</li>
|
||||
<li><a href="Copy_a_supplier_record.htm" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Copy a Supplier Record</span></a>
|
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</li>
|
||||
<li><a href="Set_up_a_supplier_record_for_a_foreign_vendor.htm" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Set up a supplier record for a foreign vendor</span></a>
|
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</li>
|
||||
<li><a href="Update_the_currency_exchange_rate_for_a_foreign_currency.htm" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Update the currency exchange rate for a foreign currency</span></a>
|
||||
</li>
|
||||
<li><a href="Delete_a_supplier_record.htm" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Delete a Supplier Record</span></a>
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<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.0</span></td>
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<h1>Delete a Supplier Record</h1>
|
||||
<p>If a supplier record is not linked to any purchase orders or invoices, the record can be deleted. To delete a supplier record:</p>
|
||||
<ol>
|
||||
<li value="1">Use the Find Tool to search for the supplier record.</li>
|
||||
</ol>
|
||||
<p class="indent2">The Find Tool search results lists the supplier record(s).</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="2">Do one of the following tasks:<ul type="disc"><li>Select the record in the Find Tool results list, right-click, and select <b>Delete</b>.</li><li>Double-click the record to open it, and select <b>File </b>><b> Delete</b> on the Supplier Record workform menu.</li></ul></li>
|
||||
</ol>
|
||||
<p class="indent2">If the record is not linked to any purchase orders or invoices, it is deleted. If the record is linked to any purchase orders or invoices, a message appears and you are prevented from deleting the supplier record.</p>
|
||||
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<h1><a name="XREF_66472_Enter_a_supplier_s"></a>Enter the supplier’s EDI ordering data</h1>
|
||||
<p><a name="kanchor4349"></a><a name="IX_See_EDI"></a>If the supplier accepts purchase orders via Electronic Data Interchange (EDI) and your library wants to send orders electronically to this supplier, the supplier record must contain the correct EDI ordering information.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Acquisitions_Admin/PDKacquire/Setting_Up_EDI_Ordering.htm#XREF_27654_Steps_to_Set_Up">Prepare for EDI Ordering</a> for a list of the information you need to get from the supplier.</MadCap:conditionalText></p>
|
||||
<p class="NoteShade"><a name="kanchor4350"></a><a name="IX_implementing_with_a"></a><a name="kanchor4351"></a><a name="IX_implementing_ASN"></a><b>Important:<br /></b>If you are implementing ASN processing with a supplier to whom you have previously sent EDI orders, before you select the <b>ASN Shipments</b> check box in the Supplier record, make sure the <b>Hold partial shipment invoices </b>are created for the day ASN processing will begin by following these steps:<br /><br />- Ask the supplier the exact date when they will start producing ASN files.<br /><br />- In the morning of the day the ASN processing will begin, wait until the Polaris EDIAgent has run and all remaining EDI invoices for that supplier have been created automatically. If your library does not process partial EDI invoices separately (the <b>Hold partial shipments</b> box is unchecked in the <b>EDI Invoice Defaults </b>profile) go to Step 4 of the procedure below.<br /><br />- If the <b>Hold partial shipment</b> box is checked in the<b> EDI Invoice Defaults</b> profile for your library organization, go to the Process EDI Invoice workform as soon as the EDIAgent runs, and create the invoices for this supplier. See <a href="../PAinv/Process_EDI_invoices_for_partial_shipments.htm#XREF_77703_Process_EDI">Process EDI invoices for partial shipments</a>. <br /><br /></p>
|
||||
<p>To enter information for a supplier that accepts EDI orders:</p>
|
||||
<ol>
|
||||
<li value="1">Open the Supplier workform.</li>
|
||||
<li value="2"><a name="kanchor4352"></a><a name="IX_setting_up_for_EDI_orders"></a><a name="kanchor4353"></a><a name="IX_setting_up_supplier"></a>Select the <b>EDI orders</b> check box.</li>
|
||||
<li value="3">The other selections in the Communications frame are active when you select the <b>EDI orders</b> check box, and the required fields are in bold type.</li>
|
||||
<p>
|
||||
<img alt="" style="width: 312.252pt;height: 238.095pt;margin-bottom: 0.000pt;" id="" src="SupplierEDIon.gif" />
|
||||
</p>
|
||||
<p class="NoteShade"><b>Important:<br /></b>If you select <b>EDI orders</b>, you cannot save the Supplier record without the supplier’s seven-digit standard address number (SAN) in the <b>SAN</b> box. See<MadCap:conditionalText data-mc-conditions="Primary.Online,Primary.Hidden"> <a href="Create_a_new_supplier_record.htm">Create a new supplier record</a></MadCap:conditionalText>.</p>
|
||||
<li value="4">Select one of the following options, if applicable:</li>
|
||||
<ul>
|
||||
<li>If your library and the supplier have an agreement whereby the supplier provides shelf-ready cataloging services, select the <b>Enriched EDI orders</b> check box.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Enriched EDI includes cataloging services offered by the vendor, such as branch stickers on books and other materials, fully-cataloged MARC records, and 852 or 949 tags in the bibliographic records that automatically create item records. The type of services and the costs vary according to vendor. For more information, see <a href="../PAorder/Importing_and_Ordering_Processes.htm#XREF_11377_Enriched_EDI">Enriched EDI Orders and Shelf-Ready Items</a>.</p>
|
||||
<ul>
|
||||
<li>If the supplier provides an advanced shipping notice, select <b>ASN Shipments</b>.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If the<b> ASN Shipments</b> box is checked, EDI invoices are not created automatically. See <a href="../PAreceive/Receive_using_the_Advanced_Shipping_Notice_ASN.htm#XREF_91690_Receive_Using_the">Receive using the Advanced Shipping Notice (ASN)</a>.</p>
|
||||
<li value="5">Select <b>Account #</b> or <b>SAN/SAN Suffix</b> to indicate the address or profile ID. Your Polaris Site Manager will confirm this information.</li>
|
||||
<li value="6">Type the FTP address in the <b>FTP Address </b>box.</li>
|
||||
<li value="7">Type the File Transfer Protocol (FTP) username in the <b>Username </b>box.</li>
|
||||
<li value="8">Type the FTP password in the <b>Password </b>box.</li>
|
||||
<p class="NoteShade"><b>Note:<br /></b>The password does not appear when you type it.</p>
|
||||
<li value="9">Type the directory for the purchase order acknowledgment and invoice in the <b>POA/INV directory </b>box.</li>
|
||||
<li value="10">Type the directory for the purchase order in the <b>PO directory </b>box.</li>
|
||||
<li value="11">Type the file extension for the purchase order in the <b>PO file extension </b>box.</li>
|
||||
<li value="12">Select <b>File > Save</b>.</li>
|
||||
</ol>
|
||||
<h4>Related Information</h4>
|
||||
<ul>
|
||||
<li><span style="font-weight: bold;">Setting up EDI ordering </span>- To communicate with a supplier via EDI, you must first contact the vendor and get specific information to enter in Polaris.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Acquisitions_Admin/PDKacquire/Setting_Up_EDI_Ordering.htm#XREF_27654_Steps_to_Set_Up">Prepare for EDI Ordering</a>.</MadCap:conditionalText><![CDATA[ ]]></li>
|
||||
<li><span class="FM_BulletHead">Polaris EDIAgent</span> - The Polaris EDIAgent is an SQL job that scans the supplier’s FTP server for files in the library’s directory, retrieves the files, and saves them in the Polaris database.<MadCap:conditionalText data-mc-conditions="Primary.Online"> For more information, see <a href="../../Acquisitions_Admin/PDKacquire/Setting_Up_EDI_Ordering.htm#XREF_26964_About_the_Polaris">About the Polaris EDIAgent Job</a>.</MadCap:conditionalText></li>
|
||||
<li><span style="font-weight: bold;">Sending an EDI order</span> - See <a href="../PAorder/Transmit_a_purchase_order_electronically.htm#XREF_63675_Transmit_a">Transmit a purchase order electronically</a>.</li>
|
||||
<li><span style="font-weight: bold;">Sending enriched EDI orders and receiving shelf-ready items overview</span> - See <a href="../PAorder/Importing_and_Ordering_Processes.htm#XREF_11377_Enriched_EDI">Enriched EDI Orders and Shelf-Ready Items</a>.</li>
|
||||
<li><span class="FM_BulletHead">Electronic Purchase Order Acknowledgment</span> - You can generate the Electronic Purchase Order Acknowledgment from the <b>Utilities</b> menu.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Polaris_Basics/PIreports/Acq_Reports.htm#Acquisit">Acquisitions Reports</a>.</MadCap:conditionalText></li>
|
||||
<li><span class="FM_BulletHead">Receiving the EDI invoice </span>- The EDI invoice is created automatically in Polaris from the supplier’s EDI invoice data. For more information, see <a href="../PAinv/Review_automatic_EDI_invoices.htm#XREF_96912_Review_automatic">Review automatic EDI invoices</a>.</li>
|
||||
<li><span class="FM_BulletHead">Receiving via the Advanced Shipping Notice (ASN)</span> - See <a href="../PAreceive/Receive_using_the_Advanced_Shipping_Notice_ASN.htm#XREF_91690_Receive_Using_the">Receive using the Advanced Shipping Notice (ASN)</a>.<![CDATA[ ]]></li>
|
||||
</ul>
|
||||
</div>
|
||||
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|
||||
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Acquisitions/PAsuppliers/Set_up_a_supplier_record_for_a_foreign_vendor.htm">Open topic with navigation</a>
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<h1><a name="XREF_67069_Set_up_a_supplier"></a>Set up a supplier record for a foreign vendor</h1>
|
||||
<p><a name="kanchor1763"></a><a name="IX_setting_up_foreign_1"></a><a name="kanchor1764"></a><a name="IX_setting_up_foreign"></a>If you order materials from a vendor that uses a different currency from your country’s base (default) currency, you can select the currency in the Supplier record.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>The currency must be enabled in the Currencies policy table in Polaris Administration.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Acquisitions_Admin/PDKacquire/Add_or_enable_a_foreign_currency.htm#XREF_85851_Enter_the_foreign">Add or enable a foreign currency</a>.</MadCap:conditionalText></p>
|
||||
<p>To set up a supplier record for a foreign vendor.</p>
|
||||
<p class="NoteShade"><a name="kanchor1765"></a><a name="IX_searching_using_currency"></a><a name="kanchor1766"></a><a name="IX_searching_for_suppliers"></a><b>Tip:<br /></b>You can search for suppliers, purchase orders, and invoices by currency code. Select <b>Currency Code</b> in the <b>Limit by</b> box in the Find Tool and select the code.</p>
|
||||
<ol>
|
||||
<li value="1">Select <b>File </b>><b> New </b>><b> Supplier Record</b> and enter the foreign vendor’s information in the Supplier workform. See <a href="Create_a_new_supplier_record.htm#XREF_64866_Create_a_supplier">Create a new supplier record</a>.</li>
|
||||
<li value="2">Select the foreign currency in the <b>Currency</b> box.</li>
|
||||
<p>
|
||||
<img style="margin-bottom: 0.000pt;width: 394;height: 300;" src="supplierreccurrency_394x300.gif" alt="" />
|
||||
</p>
|
||||
<li value="3">Save the Supplier record.</li>
|
||||
<p>When a foreign supplier is used, the amounts in the Purchase Order, Invoice, Purchase Order Line Item, and Invoice Line Item workforms are displayed in the foreign vendor’s currency, along with the currency code. For example, on the Orders view of the Purchase Order workform, the order total displays <b>Order (CAD)</b> for orders placed with a Canadian supplier, if this is not your base currency.</p>
|
||||
<p>
|
||||
<img style="width: 143.458pt;height: 34.611pt;margin-bottom: 0.000pt;" src="poforeign.gif" alt="" /> </p>
|
||||
<li value="4">However, when transactions are posted to the fund, the amount is converted to your base currency based on the currency exchange rate. See <a href="Update_the_currency_exchange_rate_for_a_foreign_currency.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Update the currency exchange rate for a foreign currency</span></a>. For more information about transactions, see <a href="../PAbudget/Managing_Funds.htm#XREF_59026_Fund_Transactions">Fund Transactions</a>.</li>
|
||||
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<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.0</span></td>
|
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<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2021</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative Interfaces, Inc.</span></a></td>
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<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative Interfaces, Inc." alt="Send feedback to Innovative Interfaces, Inc."><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Long variable">Innovative Interfaces, Inc.</span></a></td>
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<h1>Setting Up <a name="XREF_88531_Supplier_Records"></a>Supplier Records</h1>
|
||||
<p><a name="kanchor1400"></a><a name="IX_See_supplier_records"></a><a name="kanchor1401"></a><a name="IX_overview_57"></a>Supplier records store information about each supplier’s account with your library. Your library can add, change, and delete supplier records as needed. If your library is part of a consortium using the same Polaris installation, and multiple libraries contract with the same supplier, each library creates a supplier record with a separate account number for the same supplier.</p>
|
||||
<p>A supplier record contains the supplier name, alternate name, contact person, account information, Standard Address Number (SAN), telephone numbers, mailing addresses, instructions, electronic access information, currency (either base or foreign), and notes. Any Polaris record that specifies a supplier, such as a purchase order, uses information from the supplier record.</p>
|
||||
<p>Your library can analyze the performance of suppliers and see the amounts encumbered and expended by supplier using standard Polaris Acquisitions reports, available under <b>Utilities </b>><b> Reports </b>><b> Acquisitions</b>.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Polaris_Basics/PIreports/Acq_Reports.htm#Acquisit">Acquisitions Reports</a>.</MadCap:conditionalText></p>
|
||||
<p class="NoteShade"><b>Note: </b>Supplier records can be accessed from <b>Serials</b> or <b>Acquisitions</b> on the Polaris Shortcut Bar. In Polaris Administration, permissions for supplier records are under <b>Serials</b>.</p>
|
||||
<p>See also:</p>
|
||||
<p><a href="Creating_Copying_and_Deleting_Supplier_Records.htm#XREF_67708_Creating_and">Creating, Copying, and Deleting Supplier Records</a>
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<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.0</span></td>
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<h1><a name="XREF_21514_Update_the"></a>Update the currency exchange rate for a foreign currency</h1>
|
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<p><a name="kanchor2575"></a><a name="IX_updating_exchange_rates"></a><a name="kanchor2576"></a><a name="IX_updating"></a>You can change the exchange rate for currencies other than the default currency if you have the permission <b>Adjust currency exchange rates: Allow</b>.</p>
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<p class="NoteShade"><b>Note:<br /></b>The currency must be enabled in the Currencies policy table in Polaris Administration before you can update the exchange rate.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Acquisitions_Admin/PDKacquire/Add_or_enable_a_foreign_currency.htm#XREF_85851_Enter_the_foreign">Add or enable a foreign currency</a>.</MadCap:conditionalText></p>
|
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<p>To change the exchange rate for a foreign currency:</p>
|
||||
<ol>
|
||||
<li value="1">Select <b>Utilities </b>><b> Acquisitions Processing </b>><b> Update Currency Exchange Rates</b>.</li>
|
||||
<p>The Update Currency Exchange Rates dialog box appears.</p>
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<p>
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<img style="margin-bottom: 0.000pt;width: 238;height: 120;" src="updateexchrate_238x120.gif" alt="" />
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</p>
|
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<li value="2">Select the organization for which you want to update the currency exchange rate in the <b>Organization</b> box.</li>
|
||||
<li value="3">Select the currency to update in the <b>Currency</b> box.</li>
|
||||
<li value="4">Type the exchange rate in the <b>Rate</b> box.</li>
|
||||
<li value="5">The <b>Last modified date</b> and <b>By</b> box display the date and time the currency rate was updated and your user name. These fields cannot be modified.</li>
|
||||
<li value="6">Click <b>Save</b>.</li>
|
||||
<p>The exchange rate is saved. When transactions are posted to the fund, the system uses the new exchange rate to convert the amount to your base currency.</p>
|
||||
</ol>
|
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<h4>Related Information</h4>
|
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<p>The Currency Exchange Rates report lists updates to any foreign currency’s exchange rate.<MadCap:conditionalText data-mc-conditions="Primary.Online"> For more information, see <a href="../../Polaris_Basics/PIreports/Acq_Reports.htm#Acquisit">Acquisitions Reports</a>.</MadCap:conditionalText></p>
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