Deleting Item, Copy, or Bib Records when Canceling or Undoing Orders and Receipts
You can choose whether to delete item, copy, and bib records when you cancel an order, undo an order, or undo a receipt. For Horizon to prompt you to delete any of these records, the records must meet these conditions:
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The records were created in Acquisitions. |
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The records were not modified from outside of Acquisitions. |
When Horizon creates an item, copy, or bib record in Acquisitions, Horizon marks the record as “Acquisitions-controlled.” If the record meets the two previously mentioned conditions, then Horizon prompts you to delete all eligible records when you cancel an order, undo an order, or undo a receipt.
Effects
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Horizon deletes all item, copy, or bib records for the title you choose that are eligible for deletion. |
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No records are left unattached. If any item, copy, or bib record is attached to another record that is not under Acquisitions control, then Horizon deletes only the records that are under Acquisitions control. (For example, if a bib record that is under Acquisitions control has a copy record that is not under Acquisitions control attached to it, then Horizon will not delete the bib record if you choose to delete records. However, if the item record is under Acquisitions control and has not been modified outside of Acquisitions, then Horizon will delete the item record if you choose to delete records.) |
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If there are records that are not Acquisitions-created or have been modified outside Acquisitions, then Horizon does not delete those records. |
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Horizon changes the Acquisition status to reflect any changes when you undo a receipt. |
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For cancelled purchase orders, if your library creates one copy and item record for all your items, then you may want to be aware of the results of these steps: |
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In Cataloging, find a copy or bib record that Acquisitions created. |
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Add a copy record for the bib record. |
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Add an item record for the copy record. |
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In Acquisitions, cancel the order for the title. |
The result is that the item record that was attached to the Cataloging-created copy record might become attached to an Acquisitions-created copy record for the same title. This means you may have a copy record with two item records attached.
To delete item, copy, or bib records when canceling or undoing orders
and receipts
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Do one of these options: |
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Undo the receipt for the PO line item you want. (For specific steps, see Undoing a Receipt.) |
After you click OK to undo an order or receipt or cancel an order, Horizon prompts you to delete the Acquisitions-created records, if any.
Note: Horizon will not prompt you to delete any records if the records were not created in Acquisitions or if the records were modified from outside Acquisitions after Horizon created them.
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If Horizon prompts you to delete any bibliographic information, do one of these options: |
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If you want to delete all of the eligible records, click Yes and continue with the next step. |
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If you do not want to delete any of the eligible records, click No. Skip the rest of this task. (Horizon does not delete any records.) |
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Do one of these options: |
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If you are sure you want to delete all of the eligible records, click Yes. |
Horizon deletes all records that were created in Acquisitions and not modified from outside Acquisitions. If the bib record still remains because it does not meet the requirements for deletion, Horizon displays the message “No items at any location” in the status position.
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If you do not want to delete any of the eligible records, click No. |
Horizon does not delete any records and changes the status to “On Order.”
Note: If you deleted a bib record and the record is open in Cataloging or Searching, refresh the screen, and Horizon will no longer display the record.
If you highlighted multiple lines, Horizon prompts you to delete the records for the next line you chose.
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If Horizon displays another line, repeat steps 2 and 3 for each line you highlighted. |
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