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The Copies & Distribution tab allows you to define which library the copies are to go to when they are received. You can also specify an individual user to whom the item will be loaned when it arrives.

If you only have one library, this step may not be necessary.


When you click on the Copies & Distribution tab, the following screen opens:

What the screen shows

The top section shows the title and CID of the item being ordered.

The section in blue shows information about the main order:

  • the order number
  • the supplier

The main section of the page shows a line for each copy being ordered, based on the number of copies you specified in the Order Details screen. Most of the details will already be filled in, based on other details specified in the Order Details screen. This helps you to compete the order more quickly.

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Completing the copy details

For each copy, change or accept these as follows:


The Office where the copy will be located

If different from the default, select the Office from the drop-down list

The logged-in user's office

The Library where the copy will be located

If different from the default, select the Library from the drop-down list

The logged-in user's library

This relates to barcoding of the individual copies when they are received.

Note that you are able to change this setting for the whole order line or for the whole order


Select one of the following three options:

  • Auto (default) - this assigns a barcode to each received copy or journal issue automatically, as long as you have defined a barcode in Barcode Templates Maintenance
  • Manual - allows you to manually enter a barcode when the copies or journal issues are received
  • None - select this option if barcodes are not to be assigned to individual journal issues or copies. Note that if you select this option, you will not be able to loan the issues or copies to users.
As specified in Order Details
Loan Period:

The loan period for this copy

If different from the default, select the loan period from the drop-down list

The default loan period for this library

Optionally, select a user to whom the item will be loaned when it arrives.

Click on the icon in the Loan column:

The user search screen opens:

  1. Search for the user by UserID, first name or surname
  2. From the list of results, click Select next to the required user to select them
  3. Repeat these steps until you have added all the users to the list
  4. Click Complete Selection to finish

You are then returned to the order screen, with the selected names displayed:


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Adding more copies

You can add more copies, if you didn't specify enough in the Order Details screen.

Click the Add more copies button above the black header bar.

This adds one copy at a time: the new entry is added below the previous entries:

Amend the copy details as described above. 

You can change the priority of entries, so that if only some of the copies come in, they will be allocated in the order specified: click on the up or down arrows to do this.

Click Delete to delete a specific copy.

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Completing the Copies & Distribution information

When you have finished filling in the copy details, you have the following options:

Cancel this order lineClick the Cancel this order line button
Save this order line and then continue with itClick the Save this Order Line button and either stay on this screen for further editing or continue on to complete the order
Close order line

Click the Close Order Line button to close the order line without saving it. You are asked to confirm this:

If you click OK without having saved the order line first, you are taken back to the catalogue record you started from.

Continue with this order

Continue on the Continue to Costs & Accounts button, to go to the next stage.

It is a good idea to save the order line before continuing to the next stage.



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