FAQs: Working with Distribution Segments
What are distribution segments?
A distribution segment allows the library to define the eventual destination of funded copies. Ordered material may be assigned a library holding code or may be routed to an external agency or user. Distribution segments belong to a funding segment. Several distribution segments can belong to a single funding segment. All distribution segments contain ship, number of copies, date received, and packing fields.
There are three kinds of distribution segments.
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Holding Distribution – Allows you to designate the location to which the copies should be distributed. A holding distribution segment additionally contains Holding Code and Loaded fields. |
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User Distribution – Allows you to specify a user ID for sending the received materials to a designated department or person. A user distribution segment additionally contains User ID and Delivered fields. |
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Multi-Volume Distribution – Allows you to receive partial sets by volume or part name. A multi-volume distribution always belongs to another distribution segment, either a user distribution or a holding distribution. The multi-volume distribution segments are typically generated automatically by SirsiDynix Symphony when a partial order of volumes is received. A multi-volume distribution segment additionally contains a parts field. When you receive a multi-part set, the names of parts received must be noted in the received field. You must also type the unreceived volumes for the volume distribution for unreceived issues in the orderline to be properly created. |
How do I add an orderline with a simple holding distribution?
Most small libraries will order copies from a single fund with a single distribution. In fact, the default segment created for new orders supports this funding/distribution scenario.
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Click the Segments tab for an orderline, and the default Funding/Distribution segment appears. The default values were defined in the create order wizard properties. |
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Accept the default Fund ID value, or select a different value, if desired. |
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Accept the default Holding Code value, or select a different value, if desired. |
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Accept the default Funded Quantity and Distributed Quantity values of ALL. |
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Click Add Orderline and proceed with the order. |
How do I add an orderline with a simple basic user distribution?
To create a simple single user distribution
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Click the Segments tab for an orderline, and the default Funding/Distribution segment appears. |
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Select the default segment, and click the Delete a Segment tool. |
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Click the Add a Funding/Distribution Cluster(s) tool. |
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In the Add a Funding/Distribution Cluster(s) window, type 1 for the Number of Fundings and select Single Funding in the Funding list. |
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Type 1 for the Number of Distributions Per Funding and select User Distribution in the Distribution list. |
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In the Funded Quantity field, type ALL. |
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Accept the default Funded Quantity and Distributed Quantity values of ALL. |
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Click Add Orderline, and proceed with the order. |
How do I distribute one orderline’s copies to multiple locations or users?
Often, libraries buy two copies of the same title, one for general shelving and one for the Reference area.
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On the Orderline tab, verify the Unit Price for the items, such as $75.00, and the Quantity is 2. |
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Click the Segments tab, and select the funding/distribution segment you want to modify in the Segment tree. |
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Click the Delete a Segment tool, and the funding/distribution segment will be removed. |
Note: When modifying existing segments, be certain to remove the entire segment cluster (all related fundings/distributions).
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Click the Add a Funding/Distribution Cluster tool. |
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In the Number of Fundings field, type 1. |
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In the Funding list, select Single Funding. |
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Type 2 for Number of Distributions Per Funding and select Holding Distribution in the Distribution list. |
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In the segment editor pane, use the gadget to select a Fund ID, such as GENERAL. |
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Type 2 in Funded Quantity field. |
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Select a Holding Code from the list, such as GREENSTKS, and type 1 in the Distributed Quantity field. |
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For the second distribution, select a Holding Code from the list, such as GREENREF, and type 1 in the Distributed Quantity field. |
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Click Add Orderline (or Save Your Changes if modifying an order) and proceed with the order. |
How do I distribute an orderline to only one location if it is split among multiple funds?
In the following example, you are purchasing a $600.00 reference book for the Reference Department and splitting the cost, by amount, between two funds.
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On the Orderline tab, verify that the Unit Price is $600.00 and the Quantity is 1. |
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Click the Segments tab, and select the funding segment you want to modify in the Segment tree. |
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Click the Delete a Segment tool, and the funding will be removed. |
Note: When modifying existing segments, be certain to remove the entire segment cluster (all related fundings/distributions).
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Click the Add a Funding/Distribution Cluster tool. |
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In the Number of Fundings field, type the number of funds to share the cost. For example, type 2. |
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In the Funding list, select Multiple Funding. |
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Type 2 for the Number of Splits per Funding and, for this example, select Amount split from the Split Funding list. |
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Type 1 for Number of Distributions Per Funding and select Holding Distribution from the Distribution list. |
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In the segment editor pane, in the Funded Copies box, type 1. |
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Using the gadget, select a Fund ID for the first fund. Type the Amount for this fund, such as $400.00. |
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Select a Fund ID for the second fund and leave the Amount value as REST. |
Note: You are required to designate one fund as a “REST” fund. A fund with this designation will absorb any increases in costs as items are received and invoiced.
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Select the Holding Code from the list, such as Reference, and type 1 in the Distributed Quantity field. |
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Click Add Orderline (or Save Your Changes if modifying an order) and proceed with the order. |
How do I distribute multiple copies to one location if purchased from multiple funds?
Libraries often buy multiple copies of a title, but from different funds, even though they are for the same library or department.
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On the Orderline tab, verify the Unit Price for the items, such as $75.00, and the Quantity is 2. |
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Click the Segments tab, and select the funding/distribution segment you want to modify in the Segment tree. |
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Click the Delete a Segment tool, and the funding/distribution segment will be removed. |
Note: When modifying existing segments, be certain to remove the entire segment cluster (all related fundings/distributions).
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Click the Add a Funding/Distribution Cluster tool. |
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In the Number of Fundings field, type 2. |
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In the Funding list, select Single Funding. |
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Type 1 for Number of Distributions Per Funding and select Holding Distribution from the Distribution list. |
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In the segment editor pane, use the gadget to select a Fund ID for the first funding/distribution, such as GENERAL. |
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Type 1 in Funded Quantity field. |
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Select a Holding Code from the list, such as GREENSTKS, and type 1 in the Distributed Quantity field. |
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For the second funding/distribution, use the gadget to select a Fund ID, such as GRANTS, and type 1 in the Funded Quantity box. |
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Select a Holding Code from the list, such as GREENSTKS, and type 1 in the Distributed Quantity box. |
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Click Add Orderline (or Save Your Changes if modifying an order) and proceed with the order. |
When I try to create or edit an orderline, a message about the fund cycle not having library authorization for the library of the distribution holding code displays. What does this message mean?
In multilibrary systems that use the Fund Library Authorization policy, each fund cycle‘s library authorization is compared to the holding code library in the associated holding distribution(s). The library of each holding code must be present in the fund cycle’s library authorization. When the holding code library is not authorized in the associated fund cycle, the following message displays.
This fund cycle does not have library authorization for the library of the distribution holding code.The message lists the fund ID and the holding code name that did not pass validation. When the message window is closed, the insertion point will be placed in the first fund ID field that did not pass validation. An invalid fund cycle/holding code pair will not be saved.
Note Library authorization is done only for holding distributions. Library authorization is not used for user distributions.
Related topics
FAQs: Working with Orderline Segments