Create order

An order consists of a collection of material orders. For each record in the material selection list, you can create one or more order lines, which are ultimately sent as an order.

Create orders

1. Go to ”Acquisition” > ”Material selection”.
2. Select a material selection list
3. Click a record in the table. You can now enter order details. If you want to see information about the record, you can click the Cicero-ID at the top of the page.

You now have the option to add:

• Order note: A note about the record that is only relevant for the order in question.
• Bibliographic record note: A note that is saved on the bibliographic record and is therefore shown when further orders of the same record are made at a later point.
• Mark for discard: If the configuration is enabled, materials from earlier editions of the record will be marked for discard when the new materials are received.

You can then create order lines by clicking "Create order line" at the bottom of the page. If you want to order for more than one placement, you must create an order line for each placement.

Special notes:

• If you select a placement where there are currently no materials, this will be shown under the "Branch" field.
• If you select a placement where all current materials have a floating group, and you have not selected a floating group, this will be shown under the "Floating group" field. (Note that the check of current materials only looks at materials that have been received, and not ordered materials).

Order line templates

You can work more efficiently with order lines by saving an order line as a template that you can reuse going forward.

Create template:

1. Fill in an order line
2. Click "Save as template". This opens a window with information from the order line.
3. Give the template a name
4. Edit the content of the template if necessary before it is saved
   • It is possible to specify several branches under a template's placement details. If this is the case, an order line will be created per branch when you create order lines based on the template (see below).

Create order line from template:

1. Click "Create from template" at the bottom of the order page for a bibliographic record

2A. Select one of the suggested templates, after which an order line is created.

• Templates are only suggested if you have marked one or more templates as favorites. When you create a template, it is automatically marked as a favorite. Alternatively, you can mark a template as a favorite under "Search template".

2B. Click "Search templates"

3. Enter information about the template you are looking for via the search criteria and click "Search"

4. Select a list, after which an order line is created. If the template has specified several branches, an order line will be created per branch.

You can edit a template by clicking the edit icon , and select/deselect a template as a favorite by clicking the favorite icon .

Pseudo orders

With pseudo orders, central libraries can suggest orders to other agencies. Pseudo orders must be configured in Cicero LMS and can then be created as follows:

1. Click ”Create pseudo order line”
2. Fill in the fields. The codes used for the branch and sub-location fields are agreed between Biblioteksmedier and the central libraries.

When the order is sent, it is sent to the selected supplier, which then sends order suggestions to the other central libraries via Valg+.

Order suggestions are received at the other central libraries as material selection lists, which are imported just like other material selection lists. Each library must then send the order in the usual way.

Send order

When you have created the desired order lines, the number of materials and the price will be shown in the material selection table.

⚠️ Please note that ”Unit price” is based on any supplier agreement selected for the material selection list, while ”Subtotal” and ”Total incl. VAT” are calculated based on the supplier agreements selected on the order lines.

You can select ”Filter by branch” to only show order lines for a specific branch in the table. However, all order lines will be included when the order is sent.

You can also enable the "Show records with order lines" toggle if you only want to see order lines that have associated order lines.

When all the desired order lines have been created, send the order by clicking ”Send order”.

Temporary material numbers

When the order is sent, all the materials you have ordered are created with temporary material numbers in the system. This means that patrons can reserve the materials before they are received. The materials can be recognized by their status (e.g. ordered or in delivery), as well as by their material number. All temporary material numbers have the same structure: A<number>.