Introducing : template for

Introducing:
The Lawson Excel
template
for
Media Specialists
What is the Lawson Excel
Template?
The Lawson Excel Template is a
specially designed template that
can be used to create title lists for
books and AV materials that can
be uploaded into Lawson to create
purchase orders.
What are the advantages of using the
template instead of entering data directly
into Lawson?
Lawson does not allow for the use of
attached lists, therefore each title must be
entered into Lawson as a line item.
Vendors, which agree to provide this
service, may enter titles for you or you
may enter the titles yourself.
What are the advantages of using the
template instead of entering data directly
into Lawson?
Entering titles on the template takes less
time than entering titles into Lawson.
You do not need a Lawson account if you
use the Excel template to create book or
AV materials orders.
How does the template work with
Lawson?
The completed template can be uploaded
into Lawson to create Lawson book and
AV materials requisitions.
Library Technical Services will be
responsible for uploading the data.
Renaming and Saving Your
Template
You should save and rename your
template BEFORE you enter data into it.
Open the RQ10 Requisition Template in
Excel.
Go to the file menu and select SAVE AS.
Highlight the File name RQ10 Requisition
for Library.
Follow the directions to type a new name
for your file.
Naming your new file
The file name should be made up of the
school name, the vendor name, and the
date.
Example: Alafia Follett 2-16-04
Naming Other Files
Every file should be given a unique name.
If you create two order lists for the same vendor
on the same date, you should add a letter at the
end of the date.
Example: Alafia Follett 2-16-04 and Alafia
Follett 2-16-04A
Click Save to create a new file. The file will have
the name you typed in the File Name box. The
original template file, RQ10 Requisition for
Library, will still exist under its old name.
What do I do if I damage my
template?
You can download a copy of the RQ10
Requisition for Library Template from
IDEAS.
Log on to IDEAS and then open the Media
Specialists folder on the IDEAS desktop.
Next, open the Excel Lawson Template
folder.
The file and a copy of the manual will be
inside the folder for you to download.
Entering Data
The Lawson Excel template contains column
headings in rows 1 and 2 which MUST NOT
be changed or deleted.
The column headings in row 1 correspond to
specific fields in Lawson. For example, in
column A, row 1, the corresponding Lawson field
title is f4:REQUESTER.
The column headings in row 2 describe the
information which should be entered into cells in
that column. For example, in column A, row 2,
the field description is Site.
Entering Data Step-By-Step
Column A
f4:REQUESTER Site
The media specialist enters the school
site number into each cell of column A in
each row that has a book or video title
listed.
Quick Tip
Enter the site number for the first book or
video title only.
Then use the Excel Fill Down feature to fill
in the site number in the remaining cells.
The Fill Down command can be done after
all the titles have been entered.
Excel Fill Down Directions
Enter data into the first empty cell of the
column.
Click on the cell to select it.
Then with the mouse button still pressed,
drag the mouse down the column to
highlight the cells that need to be filled.
Click on the Edit Menu to select it.
Select Fill from the Edit Menu.
Select Down from the Fill Menu.
Column B R16:REQ-LOC
R=Ship To school
The media specialist enters the school site
number plus the letter R into each cell of
column B in each row that has a book or video
title listed.
(For example, if the school site number is 0041,
the media specialist enters 0041R.)
Enter the R as an upper case letter.
The R must be entered in order for the order to
ship to the school.
Quick Tip
Enter the site number plus the letter R for
the first book or video title only.
Then use the Excel Fill Down feature to fill in
the site number plus R in the remaining
cells.
The Fill Down can be done after all the titles
have been entered.
Column C f6:REQ NO
Assigned by Lawson
The media specialist DOES NOT enter
data into any cells in Column C.
The Lawson Requisition number is
assigned by the Lawson program and will
be added by Library Technical Services
when the requisition is created.
Column DF47:RQH-VENDOR NO
VENDOR NO
The media specialist enters the NAME of the
vendor in only one cell of column D.
Example: The media specialist enters the
vendor name once.
Library Technical Services enters the vendor
number when the requisition is created.
Example: Library Technical Services replaces
the vendor name with the vendor number.
Column E f111:PURCH-MAJOR
MANDATORY
The media specialist enters LIBR into
each cell of column E in each row that has
a book or video title listed.
This is a Mandatory field for Lawson so
the data MUST be entered.
Quick Tip
Enter LIBR for the first book or video title only.
Then use the Excel Fill Down feature to enter
LIBR in the remaining cells.
The Fill Down can be done after all the titles
have been entered.
Column F f133:LINE-COMMENTCODE PROCESSING CODE
MANDATORY
The media specialist enters a processing
code into each cell of column F that has a
book or video title listed.
This is a Mandatory field for the requisition
so the data MUST be entered.
Processing Codes
Code
LIB1
Description
LIB2
Process as per Hillsborough County Specifications + Mylar covers
LIB3
Process as per Hillsborough County Specifications + Mylar covers and Security Strips
LIB4
Process as per Hillsborough County Specifications + Security Strips
LIB5
Special Order – No Processing
LIB6
Process as per Hillsborough County Specifications + school name and barcode
number
LIB7
Process as per Hillsborough County Specifications + school name, barcode number,
and Security Strips
LIB8
Process as per Hillsborough County Specifications + Mylar covers, school name and
barcode number
LIB9
Process as per Hillsborough County Specifications + Mylar covers, school name,
barcode number and Security Strips.
Process as per Hillsborough County Specifications
Quick Tip
Enter the processing code for the first book or
video title only.
Do not fill down.
Reminder – Processing Charges
If the vendor charges for processing, then the
charges must be entered as the last line item
on your template.
Column G f 59:LINE-FC
A=Add
The media specialist enters the letter A
into each cell of column G that has a book
or video title listed.
The letter A allows Lawson to add the item
to the requisition.
Enter the A as an upper case letter.
Quick Tip
Enter the letter A for the first book or video
title only .
Then use the Excel Fill Down feature to
enter the letter A into the remaining cells.
The Fill Down can be done after all the
titles have been entered.
Column H f61:RLN –ITEM
TITLE (MUST BE ENTERED
WITHOUT COMMAS)
The media specialist or a vendor enters
one title per cell in column H.
WARNING
The titles MUST BE ENTERED
WITHOUT ANY PUNCTUATION OR
SYMBOLS.
Lawson will not except titles with
commas.
Column I
f62: QUANTITY
QUANTITY
The media specialist or the vendor
enters a quantity for each title in one cell
of column I.
Quick Tip
Use the Excel Fill Down feature to save time if
the same quantity is used for each title.
Enter the data only in one cell and then use Fill
Down to enter the same quantity into the
remaining cells.
Column J f63:UOM
UNIT OF MEASURE
The media specialist or the vendor enters the
unit of measure for each title.
Code
Description
EA
Each
ST
Set
Use EA for individual book
titles
Use ST for titles that can
only be ordered in sets.
Examples: encyclopedias
Quick Tip
The unit of measure must be only 2 letters &
must be in caps
Use the Excel Fill Down feature to save time if the
same Unit of Measure is used for each title.
Enter the data only in one cell and then use Fill
Down to enter the same UOM into the remaining
cells.
Column K f64:UNIT-COSTUNIT
COST
The media specialist or the vendor enters the
unit cost of one book or AV title per cell in
Column K.
DO NOT ENTER FREE ITEMS AS LINE ITEMS.
Free items are entered in the comments section
of the requisition by Library Technical Services.
WARNING ! DO NOT ENTER DOLLARS
SIGNS $$ OR COMMAS IN COLUMN K.
Reminder
Shipping Charges :If the vendor charges for
shipping, the charges must be entered as the first
line item on your template.
Processing Charges: If the vendor charges for
processing, the charges must be entered as the last
line item on your template.
Column L f66:DESCRIPTION
ITEM TYPE (BOOKS, VIDEOS,
ETC.)
The media specialist or the vendor enters the Item
Type of one book or AV title per cell in Column L
Item Types
Description
Shipping Charges
Library books
Use for freight charges
Use for library books
Videos
Use for videos and DVD’s
Sound recordings
Use for audio books and music
CD’s
Use for processing charges
Processing charges
Quick Tip
Use the Excel Fill Down feature to save time if
the same Item Type is used for each title.
Enter the data only in one cell and then use Fill
Down to enter the same Item Type into the
remaining cells.
Column M f68:VEN-ITEM
VENDOR ITEM # OR ISBN #
The media specialist or the vendor
enters the Vendor Item Number or the
ISBN # for each title.
Vendor Item Number -The number
assigned to the item by the vendor.
ISBN – (International Standard Book
Number) - a unique number assigned to a
book by the publisher.
Column N f 69:ACCNT-UNIT
SITE+PROJ+PROG+FUNC
The media specialist enters the accounting
units into Column N.
Enter one account code per cell for each title.
Quick Tip
Use the Excel Fill Down feature to save
time if the Accounting Unit is used for each
title.
Enter the data only in one cell and then use
Fill Down to enter the same data into the
remaining cells.
Site+Proj+Prog+Func
ex.0041 9999 610 6200
Accounting Unit
Description
Site=Site -The 4 digit school site number
Proj=Project -The 4 digit project number
assigned to this account
Prog=Program -The 3 digit program
number assigned to this account
Func=Function-The 4 digit function
number assigned to this account
Help Tip
Enter numerals only- No spaces or symbols
between numbers.
Lawson Accounting Unit Conversion Charts
are located in the appendix of the manual.
and from the Home menu of the Lawson
system.
Column O f70:ACCT
Object
The media specialist enters the 3 digit
object code into Column O. Enter one
object code per cell for each title.
Quick Tip
Use the Excel Fill Down feature to save time
if the same Object code is used for each
title.
Enter the data only in one cell and then use
Fill Down to enter the same Object Code
into the remaining cells.
Help Tip
Lawson Object Conversion Charts are located
in the appendix of the manual
and from the Home menu of the Lawson
system.
Column P f72:DIST-CO
Fund
The media specialist enters the three
digit Fund number. The Fund number is
referred to as COMPANY in the Lawson
system. In this Lawson field, Company
means the School District.
Quick Tip
Use the Excel Fill Down feature to save time if
the same Fund Number
is used for each title.
Enter the data only in one cell and then use Fill
Down to enter the same Fund Number into the
remaining cells
Help Tip
Lawson Fund Conversion Charts are located
in the appendix of the manual
and from the Home menu of the Lawson
system
Column Qf 108:OVERRIDE COST
Use Requisition Cost
The media specialist enters the letter Y in
each cell of Column Q that has a title.
Quick Tip
Enter the letter Y for the first book or video title
only.
Then use the Excel Fill Down feature to fill in the
letter Y in the remaining cells.
The Fill Down can be done after all the titles have
been entered.
Column R TOTAL LINE ITEM
CALCULATES TOTAL
The media specialist and the vendor do
not enter data into Column R. The line
item total is calculated automatically as the
quantity is entered into column I and the
unit price is entered into column K.
Column S RESERVED FOR
LIBRARY TECHNICAL SERVICES
USE
The media specialist and the vendor do
not enter data into Column S.
Column T Grand Total
The media specialist and the vendor DO
NOT ENTER data into Column T.
The grand total is calculated automatically
as line items are entered.
Copy and Pasting Data into the
Template
Recommended for Experienced Excel
users only!
Some vendors have websites that allow
you to create an online order list and then
export the list to Excel.
You can also use this procedure to copy
and paste data from other Excel files.
This is a multi-step process and should
only be done by experienced Excel users.
Directions for Copying and
Pasting Data
Prepare columns BEFORE you copy and
paste data into the corresponding column
on the template.
Only columns H, I, K, and M should be
copied and pasted into the template.
Preparing Data to Copy and Paste
Column H-Title (Must be listed without
Commas). See directions in the manual.
Column I-Quantity-No preparation should
be needed.
Column K-Unit cost- All dollar signs ($)
must be removed BEFORE the data is
pasted into Column K. See directions in
the manual.
Column M-Vendor Item # or ISBN #-No
preparation should be needed.
Copying and Pasting Data ,cont.
Format the data as described
Minimize the Excel file.
Open the template file and then minimize it.
Maximize the Excel file.
Select and copy the data (not including the column
heading).
Minimize the Excel file.
Maximize the template file.
Click in the first empty cell in the column where you want
to paste the data.
Go to the Edit Menu and select paste.
The data will be pasted into the cells of the column.
Repeat this procedure for each column to be copied and
pasted.
Templates Created by Media
Specialists
Once the template has been completed,
the file must be uploaded into the Lawson
system so a requisition can be created.
Only Library Technical Services can
upload the file.
Once the requisition is created, LTS will
email the requisition and PO # to you.
Directions for Sending
Completed Templates to Library
Technical Services
A special IDEAS account named Library
Template has been created.
Send all template files as attachments to
the Library Template address.
Follow instructions in the manual for
sending templates.
Templates Created By Vendors
for Media Specialists
Vendors on the Approved Library Vendor’s list
have been sent the RQ Requisition for Library
Template file and a copy of the Lawson
Template Manual.
Vendors that did not receive the template should
call Library Technical Services at 813-744-8013
to request the file.
Vendor Participation is Voluntary
A list of vendors that provide this service will be
posted in the Excel Lawson Template folder
which is located inside the Media Specialists
folder on the IDEAS desktop.
Directions for Working with
Vendors
The Media Specialist selects the titles to order.
The Media specialist contacts a participating vendor.
The vendor uses the directions in the Lawson Template
Manual to enter data into the following columns on the
template:
Column H -Title (Must be Listed Without Commas)
Column I-Quantity
Column J-Unit of Measure
Column K-Unit Cost
Column L-Item Type (Library Books, Videos, Sound
Recordings)
Column M-Vendor Item Number or ISBN
The Vendor sends the file to the media specialist as an
email attachment.
Directions for Working with
Vendors,cont.
The Media specialist uses the directions in the Lawson Template
Manual to enter data into the following columns on the vendor’s
template:
Column A-Site Number
Column B- Site Number+R
Column D-Vendor Name
Column E-LIBR
Column F-Processing Code
Column G-A = Add
Column N-Site+Project+Program+Function
Column O-Object Code
Column P-Fund Number
Column Q-Y
The Media Specialist follows the directions in the manual to send
the file to the Library Template address on IDEAS.
For more information:
Refer to your Lawson Excel manual, or
the Media Specialist folder on your
IDEAS desktop