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Millennium Acquisitions - Release 2006 Training Manual

Table of Contents

Overview
	Introduction and General Information
	Logging in to Millennium Acquisitions	1-1
	Millennium Acquisitions Modes	1-3
	Terminology	1-4
	Workflow Options	1-5
	Fixed Fields in an Order Record	1-5
	Variable Fields in an Order Record	1-7
	Fixed Fields in a Vendor Record	1-8
	Variable Fields in a Vendor Record	1-9
	Fixed Fields in an Invoice Record	1-9
	Variable Fields in an Invoice Record	1-10
	Posting	1-10

Funds
	Maintaining Fund Accounts
	Funds	2-1
	Creating an External Fund File	2-1
	Creating Fund Records	2-3
	Adding Appropriations and Adjusting Fund Balances	2-4
	Fund Hierarchies	2-5
	Deleting a Fund	2-7
	Finding Funds that Match you Criteria	2-8
	Accounting Reports for Funds	2-8
	Fund Activity Report for All Funds	2-12
	Exporting the Fund Activity Report	2-14
	Funds out of Balance	2-16

Vendors
	Maintaining Vendor Records
	Creating a Claim Cycle Table	3-1
	Deleting a Claim Cycle Table	3-4
	Vendor Codes	3-5
	Creating and Editing a Vendor Record	3-6
	Retrieving a Vendor Record	3-7
	Adding a Vendor Group	3-8
	Deleting a Vendor Group	3-9
	Preparing for Electronic Ordering	3-9
	Vendor SAN Table	3-11
	Fields Sent to the Vendor in an EDIFACT Order	3-14

Ordering
	Finding a Bib Record for Your Order
	Creating Orders in Millennium	4-1
	Searching the Catalog	4-1
	Displaying Search Results	4-3
	Limiting Searches	4-4
	Viewing a Bibliographic Record	4-5
	Fixed Fields in the Bibliographic Record	4-6
	Using ITSMARC	4-6
	Creating an Order Req Record	4-12
	Order Req Template Steps	4-12
	Creating and Modifying Order Records
	Viewing an Order Record	4-16
	Adding an Order to an Existing Bibliographic Record	4-16
	Creating an Order Record	4-18
	Order Record Template Steps	4-19
	Inserting a Variable Field	4-25
	Editing a Variable Field	4-26
	Deleting a Variable Field	4-26
	Other Editing Functions	4-27
	Creating Temporary Substitution Phrases	4-28
	Printing and Sending a Purchase Order	4-29
	Sending Purchase Orders Electronically	4-31
	Creating Orders on a Vendor Web Site	4-31
	Order Follow Up
	Order Acknowledgements	4-36
	Order Confirmation Possible Error Messages	4-40
	Claiming and Canceling Orders	4-41
	Claiming or Canceling a Specific Order	4-41
	Searching for Claimable Records	4-43
	Canceling an Order Upon Vendor Notification	4-45
	Printing Claims and Cancellations	4-48
	Serials and Standing Orders	4-50
	Charging a Single Copy to Multiple Funds	4-51

Receiving and Invoicing
	Receiving Orders
	Receiving Orders	5-1
	Retrieving an Order to Receive	5-1
	Verify the bib Record with the Item in Hand	5-2
	Transferring an Order to Another Bib	5-3
	Receiving and Creating Items	5-6
	Receiving Serials	5-8
	Receiving an Order Without Creating items	5-9
	Invoicing
	Selecting an Invoice Session	5-10
	Entering an Invoice	5-12
	Retrieving an Order Record for an Invoice	5-12
	Entering Invoice Amounts	5-14
	Cancel Entering an Invoice	5-15
	Finishing an Invoice	5-15
	Suspending Invoice Processing	5-18
	Creating X Records	5-19
	Creating Y Records	5-20
	Credit Memos	5-21
	Credit Memos and Encumbrances	5-21
	Posting a Session	5-22
	Retrieving an Invoice	5-25
	Electronic Invoicing	5-28

Reports
	Millennium Reports
	Printing Reports or Sending Reports to Email	6-1
	Added Items Report	6-2
	Fund Activity Report	6-2
	Running the Fund Activity Report for a Single Fund	6-3
	Running the Fund Activity Report for All Funds	6-4
	Exporting the Fund Activity Report	6-5
	Funds out of Balance	6-7
	Posting Reports	6-9
	Posting Status Reports	6-9
	Encumbrance Register	6.9
	Invoice Register	6-10
	Invoice Summary	6-11
	Posting Register	6-11
	Vendor Statistics	6-12
	Running a Vendor Statistics Report	6-12
	Vendor Activity Report	6-15
	Vendor Performance Report	6-18
	Copy Vendor Statistics to Vendor Records	6-21
	Web Management Reports
	Web Management Reports for Acquisitions	6-21
	Web Management Fund Reports	6-22
	Downloading Web Management Fund Reports to Excel	6-25
	Web Management Vendor Reports	6-27

Year End
	Fiscal Close
	Selecting a Fiscal Close Method	7-1
	Overiew of Steps for Fiscal Close	7-1
	When to Run Fiscal Close	7-3
	Pre Fiscal Close Checklist	7-4
	Post Fiscal Close Checklist	7-4
	Fiscal Close Walkthrough Using Method 1	7-5

Appendices
	Appendix A - EDIFACT Contact Information for Specific Vendors
	Appendix B - Summary of Fiscal Closing Methods
	Appendix C - Create List Examples
	Appendix D - Checklist for Acquisitions Modules
	Appendix E - Acquisitions Setup Request
	Appendix F - Designing Fund Codes
	Appendix G - Midwest Tapes Batch Downloading

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