Specifying Library Addresses

Your library may have one or more addresses, depending on the number of locations you have. You can assign a separate address for each library location.

A location’s address records are used for notices and for Acquisitions purposes. Each location may have up to five address records, one for each “usage.” For some locations, one address record may suffice for all five usages. For some, multiple address records may be useful. (For example, you may define a separate address for billing purposes in order to include special directions, such as “Attention: Accounting Department” or a specific name.)

Here are the ways Horizon groups addresses:

Types of Addresses. Addresses in Horizon can be the physical, billing, shipping, or return address.
Default Shipping and Billing Addresses. Each location has a default address for each type. The default is the address used in most cases. (For example, if most items ordered through Acquisitions are shipped to the main location’s office, that office address would be the default shipping address.) You can set up other addresses for items shipped to other areas of the location.
Multiple Addresses of the Same Type. Each library can have more than one address for the same purpose. (For example, each library location can have several shipping addresses, one for each department that orders items at a university.)

Here is an illustration of addresses assigned to locations:

To specify library addresses

View: location
Process: Administration\System Setup\Location Parameters

In these fields, do the following:

Field

Action

Code

Enter a code that identifies the address.

This code can contain up to seven characters.

Description

Enter a description of the address.

Name

Enter the name of the person or a position title. (Leave this field empty if there is no person or department name as the addressee.)

Lines 1, 2, 3, 4

Enter the address in the Line fields.

You can enter the address in any format. Horizon prints the address exactly as you enter it here. If you want to include a fax or phone number with the address, enter it on any line.

Usage

An address may have more than one purpose. (For example, if a location has two separate addresses, one for billing and one for shipping, you would have two entries in the Addresses group—each with the appropriate box marked.)

Choose an option that specifies the purpose or use of the address:

Physical. Mark this box to use the street address where borrowers visit. This should be the address of the physical location of this library branch.
Return. Mark this box to use the address printed on notices if the Print Return Address box on the location record is marked. (For more information, see Setting Up a Location Record.)

Note: If you specify more than one address for your library in the location record, the address code with the first letter closest to the start of the alphabet and marked as a return address will always print as the return address on notices.

Billing. Mark this box to use an address, other than the default billing address, that you can choose to bill to while you are in Acquisitions. This is the address to which vendors should send bills for materials ordered by this location.
Shipping. Mark this box to use an address other than the default shipping address that you can choose to ship to while you are in Acquisitions.
Claiming. Mark this box to use the address printed on claims for Acquisitions and Serials. If there is no claiming address type for a location, Horizon prints the default shipping address on claims.
Def Billing. Mark this box to use the default billing address that appears on POs printed from Acquisitions.
Def Shipping. Mark this box to use the default shipping address that appears on POs printed from Acquisitions.

Important: You can have only one address per usage for each location. In other words, only one address at a location should have “Billing” selected. If your library has a location that uses more than one address for billing (for example, your periodicals have a different “Billing” address from the other materials you acquire for your library), talk to your Library Consultant or Customer Relations Manager.

EAN

Enter the European Article Number if your library uses electronic ordering for European transactions.

The number or code comes from the vendor.

SAN

Enter the Standard Address Number if your library uses electronic ordering. (Leave this field empty if your library does not use electronic ordering.)

Email

Enter the e-mail address that you want to use as the “from” address for this location when sending notices.

(For more information on setting up e-mail information for your library, see “Setting Up Email Notification” in the “Defining Notices, Invoices, and Reminders” section of the Circulation Setup Guide.)

Phone

Enter the telephone number assigned to this location.

Reply To Address

Enter the e-mail address where you want to receive this location’s e-mail replies when sending notices.

Note: You set up a reply to address in this field only if you are overriding default e-mail settings for notices. (For more information, see “Setting Up Email Notification” in the “Defining Notices, Invoices, and Reminders” section of the Circulation Setup Guide.)

BCC Address

If you always want to send a blind copy of the e-mail messages that this location sends, enter the address that should receive the copy when sending notices.

Note: You set up a blind copy address in this field only if you are overriding default e-mail settings for notices. (For more information, see “Setting Up Email Notification” in the “Defining Notices, Invoices, and Reminders” section of the Circulation Setup Guide.)

Note

Enter information that you want printed on any external correspondence, such as claims or notices.

For example, you could specify circulation desk business hours for notices.

 


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