Create & edit material selection lists

A material selection list is a list used in connection with the acquisition of materials. The list consists of a number of bibliographic records, on which you can create one or more order lines. This page explains how you can work with material selection lists in general, and how to add bibliographic records to the lists.

Creating order lines and sending orders is described under Create order.

Create material selection list

You can create new material selection lists in 2 ways; either from the ”Material selection” tab (described below) or while you select records for the material selection list (described under ”Add records to material selection list”).

1. Go to ”Acquisition” > ”Material selection”.
2. Click ”Create list” 
3. Fill in the relevant information:
   • Name: required
   • Branch: filled in if the list is targeted at a specific branch
   • Deadline: filled in if there is a deadline for sending the order
   • Supplier + supplier agreement: Filled in if unit prices should appear on the material selection list. The selected supplier and supplier agreement will also be pre-filled when order lines are created. Please note that the prices shown may differ from the actual prices if other supplier agreements have been selected on the order lines.
4. Click ”Create”. The list is created and displayed on the page.

Add records to material selection list

1. Go to ”Catalogue” > ”Bibliographic records”.
2. Search for and select one or more records that you want to add to a material selection list.
   • 💡 Remember to turn off the ”Holdings” filter in the search criteria if you want to add new records that are not in your current holdings.
3. Click ”Add to material selection list”.
   • The records are now placed on a temporary list. The number of records in the list is shown on the button in the bottom right corner.
   • 
4. Repeat steps 2-3 until you have selected all the records you want to add.
5. Click ”Select material selection list” to see an overview of the records you have selected.
6. From the overview you can do the following:
   • Select the material selection list you want to add the records to, and click ”Add to list”.
     • By default, only lists created within the last 2 months are shown. By selecting "Include lists older than 2 months", the list is expanded so you can choose between all open lists.
     • If you select ”Create empty list”, you can create a new material selection list and then add the records to the list.
   • Click ”Clear” to clear the list of selected records.
   • Click ”Cancel” to close the overview and add more records.

Edit and copy material selection list

1. Go to ”Acquisition” > ”Material selection”.
2. Select the desired material selection list.
3. Click the edit icon in the table. You now have the option to edit, copy or delete the list.

• Edit: In addition to editing the values you specified when creating the list, you can also change the list's status. Bibliographic records can still be added to an "Open" list, whereas bibliographic records cannot be added to a "Published" list.
• Copy: At the bottom of the edit window, you can click "Copy". You can then choose which branches the list should be copied to, which status the new lists should have, and specify whether order lines should be copied along. The order lines' location information regarding "Branch" is automatically changed to the relevant branch when copying.
• Delete: At the bottom of the edit window, you can click "Delete", after which the list is deleted.

Filtering material selection lists

If the desired material selection list is not in the list, or if you want to limit the number of material selection lists, you can try changing the filtering of the list by changing the filter settings to the right of the material selection list selector. You can change the filtering of lists based on the following:

• Status
  • Open: Shows lists where an order has NOT been sent, and to which bibliographic records can still be added.
  • Published: Shows lists where an order has NOT been sent, but to which bibliographic records can no longer be added.
  • Closed: Shows lists where an order HAS been sent.
• Branch
• Supplier
• Creation date
  • By default, lists created in the last 2 months are shown.