Many libraries use a short library identifier for each branch as a "shorthand" within the Library System,(e.g. 01 or IR for the Inwood Regional Library, and 02 or CH for the Charles Town Community Library). To ensure the 3x5 distribution cards print appropriately, a short library identifier must be created in OSA. This setting is established on the Library Information page. Click Admin | Library Resources and select the library you want to update. Type the identifier in the Library Code field. Please note: this short identifier is not used anywhere in OSA, except to print on the 3x5 distribution card.
If an electronic invoice was successfully downloaded and parsed, but for some reason could not be added into OSA as a regular invoice, the error message in the Electronic Ordering Error Log Search Results will be displayed as a clickable link to the Electronic Invoice Details screen.
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Incomplete Invoice Totals: Previously, the totals for electronic invoices did not always reflect the discounted amount. This problem has been corrected.
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Graves Accent Character Causes X12 Errors: Previously, messages containing the Graves Accent character (
) were being rejected by some vendors. This problem has been corrected.
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Claims / Cancels Searches - Sort by List ID: Previously, when performing a Claims or Cancels search, and you elected to Sort by List ID, the search results would be sorted by Item Number instead. This problem has been corrected.
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Invoice and Packing Slip Numbers - Space Characters: Previously leading and trailing spaces were accepted by OSA when typing a new Invoice Number, or Packing Slip Number. This has changed. Leading and trailing space characters entered in a new Invoice or Packing Slip Number will now be ignored.
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Order History Report:
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Last Entry Missing: Previously, the Order History Report was not displaying the last entry on the report. This problem has been corrected.
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Expedited Processing: Revised internal processing methods have decreased the wait time for the Order History Report to display.
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Detailed Format / Unit Level Information: Previously, when the Detailed format was selected, the Order History Report was not displaying Unit Level information. This problem has been corrected.
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Items to Add to Invoice Searches - PO Number Option: Revised internal processing methods have decreased the wait time for the search results to display if the PO Number limiter is selected when searching for items to add to an invoice.
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Adding New X12 Capable Vendor - Customer ID Omitted: Previously, when adding a new X12 capable vendor from the global system vendor list on the Vendor Management screen OSA was not automatically populating the Customer ID field in the X12 settings section. This problem has been corrected.
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Numeric Searches Incomplete: Previously, with the exception of the ISBN option, when performing a numeric search of the Acq Orders/Lists database, an "Unknown Exception" error would occur, or OSA would not display the search results. This has been corrected.
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Illegal Characters / Character Interpretation: Certain characters caused errors or misinterpretation of the data. The following issues have been corrected:
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Tildes and Asterisks in Bibliographic data (X12 transmissions): Tildes (~) and Asterisks (*) are X12 control characters. OSA will now strip those characters from vendor names, titles, and other transmitted fields before sending electronic orders via the X12 protocol.
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Diacritics in Bibliographic Data: When CARL was set as the X12 Automation Vendor, the Distribution Report did not render the diacritics characters correctly.
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Ampersands in Invoice Number and Packing Slip Number: When ampersands (&) were present in an Invoice Number or a Packing Slip Number, Oracle errors were encountered, and the data was sometimes misinterpreted.
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Tilde in a Call Number: Previously, if a tilde (~) was entered in a Call Number box when adding Distribution / Quantity Information while editing list entries, or when creating or adding a Distribution Profile, OSA would not allow you to save the data. Now, if a tilde is encountered when OSA attempts to save the data, the following message will display: Please do not enter a tilde (~) in a Call Number field.
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Tilde in a Note: Previously, if a tilde was entered in a Note on the Item Detail page, the note would be saved, but would display as two notes, ending and starting where the tilde was encountered. Now, if OSA encounters a tilde when trying to save a note, it will respond with the following message: Please do not enter a tilde (~) in a note.
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Packing Slip / Invoice Number too Long: Previously, if more than 20 characters were entered as a Packing Slip or Invoice Number, OSA would respond with an Oracle error and the Packing Slip or Invoice would not be saved.
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Vendor Upload Configuration: Previously, if a field in the Vendor Upload Configuration form was changed, and the change included a leading zero, the change to that field would not be saved.
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Options for Checked Items not Available: Previously, if you were viewing a shared list where you only had permission to set the distribution information, and if you did not have any distribution profiles set up, you lost the ability to batch set the distribution information. The Options for Checked Items entry was not available. This problem has been corrected.
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Order Confirmation Screen Error: Previously, if the cursor focus was on the PO Number box, and the user pressed the Enter key, a message would display stating: This page is under construction. This problem has been corrected.
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Automatic MARC Upload Fails to Obtain Format or Price Data: Previously, when performing uploads from a vendor's FTP site, OSA was not retrieving data for the Format and Price fields properly. This problem has been corrected.
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Vendor Performance Report, Incorrect Data/Some Vendors Excluded: Previously, the data in the Items Claimed, Units Canceled, Average Cost, and Average Discount columns could be erroneous, and the report excluded Vendors who had no activity. This problem has been corrected.
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Long Notes on Distribution Report: Previously, long lines of text did not wrap around. This problem has been corrected.
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Distribution Report Oracle Error: Previously, when a user wanted to generate a Distribution Report, and searched for a list by List-ID, and if no list with that ID was found, an Oracle error was displayed. This problem has been corrected.
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MARC Records Containing Multiple 245 Fields Generate Multiple Orders: Previously, if a user uploaded a MARC record containing multiple 245 fields into an OSA selection list, when the list containing that record was ordered, a separate line item appeared on the purchase order for each 245 field that appeared in the MARC record. Also, the quantity ordered was the number of units specified by the user, multiplied by the number of 245 fields in the record. This problem has been corrected.
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Electronic Ordering Error Log: Previously, if a problem occurred in the attempt to connect to a vendor's FTP server to obtain acknowledgments or invoices, the error log would not display the name of the vendor involved. This problem has been corrected.
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Slow Search Results "When Searches Across all Libraries" is Unchecked: Previously, if a library system was not configured to Perform Searching and Duplicate Item Checking Across All Libraries (check box on the Library System Information page is not checked), when a user performed a search of the Acq Orders/Lists database, the search results would take a very long time to return. This problem has been corrected.
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Limiting Search Results by Library: Your Library System searches can now be configured to display results from all possible libraries, or be limited to include only results from the libraries where the user has access.
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Complete and Clear Item/Unit Status Information: The Item/Unit status codes have been changed from "letter codes" to "descriptive codes" to provide easier understanding of the item/unit status. For items that are both received and invoiced multiple statuses will display.
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Add a Note to Purchase Orders and Distribution Reports: You can now add an editable List Level Note that will be included in the printed (or electronic) Purchase Order or Distribution Report.
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Prioritize Items on a List: You can now assign a priority (1-5) to each item on a list, configure a sortable Priority column in the List Details screen, sort and sequence items on a purchase order by priority, and assign the same priority to multiple items on a list via the Options for Checked Items drop-down.
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Apply Personal Sort Preference to Viewed Lists: The Lists Summary Sort Options as set on the My Info - Personal Information form allow you to sort list displays by a specific column and in ascending or descending order. The Item View Sort Options allow you to set the same preferences to the List Item view.
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Easily Return to the Invoice or Packing Slip Summary page: You can now return to the Invoice or Packing Slip Summary page by clicking the underlined Invoice Number or Packing Slip Number in the title of the Search for Items To Add to This Invoice / Packing Slip search results page title.
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Map and Display Publication Date: The Configure MARC Upload form now includes the option to map and display the Publication Date (260c tag).
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Automatically Download Vendor Records: The Configure MARC Upload form also now includes the option to enable and configure the Automatic List Retrieval feature which periodically searches for and downloads vendors Suggestion lists or "carts" of MARC records. OSA creates a selection list from those records and assigns the list to the designated user for viewing under their My Lists display.
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Distribution Reports Display Incorrect Quantity: Previously, Distribution Reports were displaying the quantity received equal to the quantity ordered, even for a title in a list under construction. The report now displays only the quantity ordered rather than the actual quantity received.
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Purchase Order Numbers and Invoice Exports Filename Prefixes (Containing Non-Filename Characters) Will Not Upload Via FTP: Previously, OSA allowed users to input Non-Filename Characters when creating Purchase Order Numbers, and establishing Filename Prefixes under the Invoice Export Configuration. OSA will now only accept Numbers, Letters, Underscores, and Dashes for Purchase Order Numbers and Filename Prefixes.
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Display in PAC Option "After Items Have Been Received": Previously, if a user selected After Items Have Been Received as a Display In PAC option, the item was not sent to the PAC until it was actually invoiced. Also, after the item was received, the After items Have Been Received option continued to be available on the Display In PAC drop-down in the item details page. This problem has been corrected. Items will now display in PAC after being received, but have not yet been invoiced and the After Items Have Been Received option will no longer display after an item has been received.
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Separate Invoicing / Receiving - Order History Report Error: Previously, the Order History Report was not including units that were on completed packing slips and had not been invoiced in the total for Units Received. Additionally, any unit that had been invoiced was included in the total for Units Received regardless of whether or not it had actually been received. This problem has been corrected. The correct number of units that have been received will now be displayed.
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Separate Invoicing / Receiving - Item Details Screen Oracle Error: Previously, if one or more units had been received, an attempt to claim, cancel, or return units from the item details screen caused the following error: "ORA-01403: no data found." This problem has been corrected.
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Separate Invoicing / Receiving - Item Not Marked As Shipment Complete: Previously, if an item contained one or more invoiced units at the time a packing slip was completed for other units of the item, then the units received on the packing slip would not change to the status Received/Shipment Complete (formerly "PC"). This problem has been corrected.
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Invoicing / Receiving - Invoiced units receive status not clear: Previously, if combined invoicing and receiving was in effect and if a unit for an item had been added to an invoice, the invoicing status overrode the receive status, so that the librarian could not tell if the unit had been received when viewing it on the Item Details screen. That problem has been corrected. If a unit has been received, that status will display in the Distribution/Quantity information. If separate invoicing/receiving is in effect, the system will also display the packing slip number.
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Combined Invoicing / Receiving - Cannot Receive a Returned Item Until it is Invoiced: Previously, the user was not able to receive a returned item unless they invoiced the item first (or invoiced the item at the time they received it). This problem has been corrected. A returned item can now be received without first being invoiced.
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Combined Invoicing / Receiving - Invoicing After Receiving May Cause Wrong Unit To Be Invoiced: Previously, if an item contained multiple units and a user received only some of the units, and then later tried to invoice the units, OSA would invoice the units that were not received instead of the units that were received. This problem has been corrected. The process now works as follows at the time invoicing occurs: 1) Units that have already been received on this invoice will be invoiced first, 2) If un-invoiced units still remain, any units that have not been received on any invoice will be invoiced next, 3) If un-invoiced units still remain, any units that have been received on OTHER invoices will be invoiced last.
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Combined Invoicing / Receiving - When Receiving Without Invoicing, Receive Status Is Not Set: Previously, if items were received on an invoice but were not actually invoiced, then the unit status and item statuses were not being set to Received (Old RN). The end user could not tell that any units had been received without viewing the invoice. This problem has been corrected. The statuses will now be set to Received.
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Clicking on Link Within Framed Window Causes Error: Previously, during OSA operations that opened a separate framed window that contained the small TLC banner and a Close option, and also included a link, clicking that link would cause the error, The page cannot be found. This problem has been corrected.
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User Administration Rights Can Be Revoked From All Users: Previously, if only one user had the permission User Management - Maintain Users, that user was able to remove the permission from his own user account, so that no users had administration rights. This problem has been corrected. When a user attempts to remove their own Maintain Users permission an alert message will display advising the user to confirm their action. If the only user with this permission attempts to remove their Maintain Users permission a message will display advising the changes cannot be saved.
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Ordering - Workaround for Unapproved Library Systems: Previously, registered but unapproved users could exercise OSA functionality through the Pending Orders option. This problem has been corrected.
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Ordering - Incorrect Item Status Shown: Previously, immediately after a list was ordered, when the parent screen was automatically refreshed, it displayed the items on the list as Encumbered rather than On Order even though the correct status was On Order (Old "O"). This problem has been corrected.
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Orders With Apostrophes or Quotation Marks in Invoice and Packing Slip Numbers cause errors: Previously, if an Invoice or Packing Slip number contained an apostrophe or quote character, OSA processing would display errors. This problem has been corrected.
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Training characters in Price cause Parse error when Adding Record To List: Previously, if a user attempted to add a record to a selection list, and the record had extraneous trailing information after the price, the operation would fail and display the following error message: VUSCurrency::qvSetAmount(): Parse error." This problem has been corrected.
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Electronic Invoicing - Invoice Total Miscalculation: Previously, if a user Ordered a list containing multiple units per item, on the invoice details, the Invoice Total would be the sum of the unit cost multiplied by one unit rather than the sum of the cost multiplied by the total units. Also, if the vendor included special credits, the credits would be added to the invoice total rather than subtracted. This problem has been corrected.
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Reopening Closed Packing Slip Causes Error: Previously, if a user reopened a closed packing slip, unit statuses that were Packing Slip Complete remained in that status instead of changing to Received. This problem has been corrected.
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Searching For Items To Add To Packing Slip Via List Name causes Oracle error: Previously, if a user searched for items to add to a packing slip via List Name, and if there were items on a list with that name, which could be added to the packing slip, the system would display an Oracle error.
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Vendor Or Publisher Performed Searches cause Oracle Error: Previously, when a vendor or publisher attempted to perform a search, the system would display an Oracle error. This problem has been corrected.
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Canceled Items Marked Invoiced: Previously, when an electronic invoice arrived for an item that had been canceled, with zero quantity for each line item, the item status would change from Cancelled to Invoiced. This problem has been corrected.
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Share Lists by review level: Lists may now be shared with other users on a review level basis.
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View Invoice Amount and Total on list details screen: The List Details screen now includes columns for the Invoice Number (Invoice #), and Total Price Paid (Total Price Pd.), and a new field labeled, Total Invoiced in the list information heading.
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Cancel Titles from List View: When viewing the List Details screen, The Options for Checked Items drop-down list now contains a Cancel option for items with a Status of O (Ordered), or CS (Claim Notice Printed).
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Modified Cancel and Claims Process: Previously an item had to be claimed before it could be cancelled. The Cancel process has been changed so that Cancels can now be completed independently of Claims.
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Duplicate LCCN matching now performed the same as Exact Title matching: When two records match by LCCN or exact title, they will be flagged as duplicates only if one of the MARC records contains no ISBN, AND one of the records contains no UPC.
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Price and format population when uploading: Changes to processing have been made so that the Price and Format fields are populated based upon the upload configuration. Please note that vendor format data will be used in the case where there is no ISBN match to TLC OSA data.
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Increased Processing Efficiency: Improvements have been made to reduce the number of server calls required.
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Tooltip asterisk reminder replaced by "light bulb" icon: A light bulb has replaced the asterisk to indicate a "tooltip" is available on mouseover. For example, when an integrated institution performs a search and the result includes a record in Libary•Solution· that contains multiple ISBNs, the light bulb icon now displays instead of the asterisk. A mouseover of the tooltip icon displays additional helpful information.
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Asterisk in PO Number on Ordered List transmission causes system hang: Previously, if a user ordered a list that was to be transmitted to an X12 vendor, and the user included an asterisk in the PO Number, the OSA software would not strip the character appropriately. This problem has been corrected.
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Acknowledgments Display In Ascending Rather Than Descending Order: Previously when a user clicked the item number for a particular item and there were multiple acknowledgments for that item, the items displayed in ascending order by date, rather than in descending order, even though the header at the top of the screen says Most recent shown first. The display has been corrected to show the items in "descending" order in this situation.
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Orphaned text displays: Instead of a search form, the following string of characters (#ITEMHOLDINGSSEARCH) displayed on the Distribution Profile Setup and the Add New Item to list pages. The display has been corrected.
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Invoice errors: Previously in some situations when Viewing Line Items on an Invoice, the following error displayed: VUSCurrency::qvSetAmount():Parse error: This error occurred when: 1) The library system was set up for combined invoicing and receiving, 2) An item on the invoice had a quantity of 0 invoiced but at least one received, and 3) The user clicked the View Line Items button from the Invoice Summary screen. This problem has been corrected.
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Electronic Invoices Containing TXI Segments Were Rejected: Previously, vendors who sent TXI segments in their invoices would get rejected. OSA did not support that segment and rejected those invoices with a parse error in the FTP error log. OSA now supports the TXI segment and adds the amount of tax supplied in that segment as a special charge on the OSA invoice.
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Changing "My Database Preferences" for a Vendor caused an error: Previously, when trying to modify database preferences for a Vendor, the following error was displayed: TOATPACServerSession::qvRun : Unknown Exception. This problem has been corrected.
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ASP errors in vendor section of OSA: Previously the Manage Inventory section of the Vendor Corner in OSA was responding with an error when the user tried to: delete items, download items, or Hide items (Don't show). This problem has been corrected.
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Delete Invoice - Delete Is Not Un-Receiving: Previously if a customer was using combined invoicing/receiving and if the customer deleted an invoice that contained received items, the items remained received (status RN) even after the invoice was deleted. Then, if the customer created a new invoice he would not be able to receive the items on that new invoice. The customer would not be able to un-receive the items unless he created an invoice with the same invoice number as the invoice he deleted. This problem has been corrected.
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Invoices: Previously, the vendor stored at the item level was out of sync with the vendor that was stored at the title level. When a user tried to add one of these items to an invoice, the item would not be added. This has been corrected.
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Acquisition Orders/Lists Database is Searchable when No User is Logged In: The Acq Orders/Lists database is no longer searchable unless the user is logged in.
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Invoice Error: The error Vendor code not specified, was received when creating an invoice via the completed shipment queue. This has been fixed.
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Users were able to Submit Other People's Lists for Review without Appropriate Permissions: This is now only allowed if the user has the Submit Lists In Own Library For Review permission set.
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Acknowledgments with Null Unit Prices Fail: Previously, when a vendor sent an acknowledgment containing no unit price in one of the line items, the FTP error log showed a VUSCurrency::qvParse error and the acknowledgment was not processed. This has been corrected.
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Adding Items to a List from Brodart: Some Brodart records contained an inconsistent format in the price field causing users to get the error Cannot add record(s) to list VUSCurrency::qvSetAmount(): Parse error. OSA now forces consistency to correct this error.
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PO Acknowledgments: The error Acknowledgments Fail To Parse With ORA-02291 in the error log - ORA-02291: integrity constraint (SILVER.ACPOACKPOFOR) violated - parent key not found appears in the FTP error log and acknowledgments failed to process. The problem causing this error has been corrected.
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Electronic Invoices Awaiting Review Shows Invoices from other Institutions: The Electronic Invoices Awaiting Review queue now displays the electronic invoices for libraries only if a user has permission.
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Apostrophes: Users can now search for words that contain apostrophes as they are no longer stripped from the search term process.
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Duplicate Checking for "Own Library" now Working Correctly: Previously, when the option Perform Duplicate Item Checking Across all Libraries was not selected OSA would continue to perform the check for duplicates for all libraries versus the user's own library environment. This has been corrected and OSA will now search only for duplicates in the libraries where the user has permission.
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Electronic Invoices: Previously, the page down button was not functioning properly which resulted in an error to display regarding Incomplete Search Parameters. This has been corrected and an error will no longer display.
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Electronic Order Acknowledgment from Vendor via X12: Vendors can now be configured to provide order acknowledgements electronically.
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Electronic Invoicing from Vendors via X12: OSA now has the ability to process electronic invoices transmitted from a vendor via X12.
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Ability to a canceled order to another vendor: The feature identifies titles that are on back order, canceled, or out of print. The flagged items are processed nightly and made available to the user who can then the orders to an alternate vendor.
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Ability to Set Binding by using a pull down option: On the Item Details screen, the Format field now includes a drop-down list of binding options.
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Export Invoice in Extensible Markup Language (XML) Format: Invoices can now be exported in the XML format for use with other financial systems data.
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Reports - Orders Entered Today: The Order History Search dialog has been modified to allow searches for a single date, or a ranges of dates.
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Reports - Ordered But Not Received: The Order History Search dialog Status drop-down list now includes the option Ordered / Not Received.
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Reports - Fund History Report: This report will now only display the funds to which the logged-in user has access.
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Reports - Fund Summary Report: OSA will now display only the funds the user has been granted access to instead of displaying all funds.
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Duplicate Order Detection: OSA now has the option to perform duplicate checking for all libraries, or for only the local library. Local duplicate checking requires at least one copy to be present in the distribution/quantity information in order for a record to be a duplicate.
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Limit Libraries By User: The new Libraries tab on the User Configuration dialog allows the Administrator to choose which libraries will be available for use by the logged-in user on the "Library" drop-down controls that appear on the Item Details page and the Options for Checked Items section of the Item Titles page.