Maintaining Library Information

Using this page you can define and modify a library. Tell me more.

Select the “Maintain Library Information” link from the “Library” business component.

The “Maintain Library Information” page appears.

The system displays the following:

Date Format

The format in which the date is displayed in this page. This format is displayed as defined in the “User Preference” business component.

Enter the following details in the “Library Details” multiline:

Library #	A unique number identifying the library (Alphanumeric, 40). Mandatory.
Library Name	The name of the library (Alphanumeric, 50). Entry in this field is mandatory, if the library number is entered.
Library Category	Use the drop-down list box to select the category to which the library is associated. The system lists all the ‘Active’ quick codes that are of type “Library Category” as defined in the “Maintain Quick Codes” activity of the current business component. The system also lists all the in-active quick codes of type “Library Category”, that are associated to the existing library. Data selection in this field is mandatory, if the “Mandatory?” field is set as “Yes” and no default quick code is set in the “Maintain Quick Code” activity of the current business component. By default, the system displays the default quick code set in the “Maintain Quick codes” activity of the current business component.
Status	Use the drop-down list box to set the status of the library. The system lists the options “Active” and “Inactive”. The system displays “Active” by default, for a new library record.
Location	The location of the library (Alphanumeric, 40).
Address	The address of the library (Alphanumeric, 255).
Primary Contact Person	The name of the primary contact person of the library (Alphanumeric, 25). Mandatory. Ensure that the contact person entered here is mapped to a valid employee in the “Employee Information” business component. Help facility available.
Phone #	The contact number of the library (Alphanumeric, 70).
Fax #	The fax number of the library (Alphanumeric, 70).
Email	The e-mail address of the library (Alphanumeric, 70).

The system displays the following details:

Created By	The name of the login user who created the library record and updated information related to it.
Created Date	The date on which the library record was created.
Last Modified By	The name of the login user by whom the library information was last modified.
Last Modified Date	The date on which the library information was last modified.
Created At	The organization unit at which the user logged in the system for creating the library record.

Note: Ensure that atleast one row is selected in the multiline.

Click the “Maintain Library Information” pushbutton to create library record.

Note: Ensure that the selected record is in “Active” status.

Note: You cannot modify the library # of an existing library record.

Note: The system displays an error message, if any other concurrent user modifies the library information.

The system updates the Created Date with the current server date of the login OU and the Created By with the login user name.

To proceed carry out the following:

Select the “Identify Library In-charge” link, to define employee in-charge for the library.
Select the “Maintain Std. Distribution List” link, to create standard distribution list for the library.

Maintaining library information – An overview

This activity allows you to define a library. You can specify the details such as the library number, library name, the category to which it belongs and the address details. You can also modify the details of the library.

This page also allows you to define responsible employees for the library as library in-charge, and create standard distribution lists consisting of different user types like supplier, customer or employees.