QuickDOC

Workshop Materials 4/17/2008

# Introduction and Installation.

**[QDPortal]{.underline}**.

Available for downloading beginning July 10^th^, 2000, the first part of
**QuickDOC** was the **QDPortal** Program. **QDPortal** runs the session
on DOCLINE, automatically saving data, in text files, for later
importing into the QuickDOC database. The DOCLINE Web Interface
functions as the primary data entry form; QDPortal provides a dedicated
Web Browser wrapper for monitoring and recording DOCLINE activity as
entered on the Web-based DOCLINE interface. The latest version of
QDPortal is 1.1.3, which works with DOCLINE 3.2.5, introduced in
October, 2007.

QDPortal Installation Instructions are always at:
<http://nnlm.gov/quickdoc/InstallQDP.html>

**[QuickDOC]{.underline}**.

QuickDOC provides the database, searching and reporting functions. This
program works **with** the QDPortal Program, providing a gateway for the
raw data collected via QDPortal to be transferred to the Access 2000
style database, **QuickDOC.MDB**. Since QuickDOC manages the database
outside of Access, it's not necessary that Microsoft Access be located
on any machine using QuickDOC, although Access can provide additional
reporting for users accomplished with that software. The latest version
of QuickDOC is 2.1.8.

QuickDOC Installation Instructions are always at:
<http://nnlm.gov/quickdoc/InstallQD.html>

# Using QDPortal

## The Setup Screen

When you first install the QDPortal Program you\'ll be brought
immediately to the Setup Screen. (If you ever need to change any
information later, just click on the Setup button on the lower right of
the QDPortal Window.)

> ![](media/image1.png){width="4.540972222222222in"
> height="3.5409722222222224in"}

## On DOCLINE

Preferred default DOCLINE address is now: <https://docline.gov/>.

**Navigating on DOCLINE**. Since QDPortal is a dedicated DOCLINE
Browser, you\'ll **use the DOCLINE Menus and buttons for all
Navigation**, so there\'s no need for **Back** and **Forward** buttons,
etc., although you can always get to those functions, if truly
necessary, by right-clicking on any white space on the page to get the
**IE Context Menu.**

**DOCLINE Borrows**. There are a number of methods for borrowing items
on DOCLINE, and some of these are handled differently by QDPortal.

1.  **PubMed UI** -- Usually trouble-free.

2.  **MEDLINE UI** -- Also fairly straightforward, even for Old MEDLINE
    UIs.

3.  **Other UI** -- Ok if entered directly, copied and pasted (see
    Locator+ below).

4.  **PubMed Search** -- Can bring back the PubMed UI in most cases.

5.  **Locator+ Search** -- May require special handling to become Other
    UI, above.

6.  **Manual** -- Can be saved in Full Display, but often with some
    difficulty.

7.  **Loansome Doc Transfer** - Needs Lender LIBID entry to complete.

8.  **Requestor** -- LIBID change not supported in QuickDOC.

**PubMed UI Entry.** Multiple entries for each Patron, but how do we
handle differences in Referral Reason? CCL or CCG? NNA Date? One method
is described using the [Back]{.underline} choice on the [Context
Menu]{.underline} after [Full Display]{.underline}, and then
[Return]{.underline} on the [Short Display]{.underline} screen. Samples:
**14986747 14974624**

**MEDLINE UI Entry.** Same issues as above. Primarily used now for Old
MEDLINE entries. Samples: **65052705 65038192.**

**Other UI Entry.** NLM UI, ISSN, ISBN, OCLC or Jrnl Title Abbreviation.
If these entries are made directly, rather than using Locator+ to bring
them back automatically, then requests can be saved automatically. Of
course they'll still have the same multiple request issues as above.
Samples: **9606930 (NLM UI) 1420-3030 (ISSN).**

**PubMed Search.** Same issues as above for multiple requests for the
same Patron from the Clipboard. Otherwise no problem. Search:
**QuickDOC** or **Interlibrary loan.**

**Locator+ Search.** In some implementations of the IE browser, these
**cannot** be brought back automatically! The technical reason is that
the LD server is located on a different site than the DOCLINE server,
and certain Internet Explorer restrictions (for security purposes) won't
permit the automatic ability to save pages from those other than in the
domain of the initial entry (e.g., docline.gov). Either **[cut &
paste]{.underline}** or use the **[Save Locator+]{.underline}** button.
In **all** cases, even if your browser version supports using the
***DOCLINE Order*** button, you must use the **Full Display** to save.

**Manual entry.** Because these often don't contain a useful identifying
number, they can result in some guesses in the Journal Title field. A
missed Journal Title can be fixed in QuickDOC. Even more so than most
requests, a Manual Request should **always use Full Display**. \[While
Manual entries will work, best practice is **ALWAYS USE ISSN OR NLM UI
IF YOU HAVE ONE!**\]

**Loansome Doc Transfers.** Because the bib data is already in the
database, all we need here is the LIBID of the Lender.

**DOCLINE Lends**. QDPortal will record both the Batch and Single Update
methods.

**DOCLINE Receipts**. These always come Full Screen; use the **Print
Receipts** button. These are automatically saved by QDPortal after the
full page is loaded into the browser (at about the time the DOCLINE
"Acknowledged" message appears). A notice is always posted in the yellow
box at the top middle of the screen whenever QDPortal automatically
saves any DOCLINE transaction or when any action by the user may be
necessary. QDPortal also automatically saves any request displayed in
**DOCLINE Status/Cancel**, with the same message, so any lost
transactions can be retrieved here, so long as the record is retained in
DOCLINE (40 days?).

**DOCLINE Status/Cancel**. This function provides a quick way to
re-record an item that was missed in the original Import.

**DOCLINE Serials Search**. The popup windows for limiting by State,
Region, etc., will need to be closed manually.

Popup windows have Maximize and Minimize buttons. The popup window is
also visible as an icon in the **Task Bar**, with the **binocular icon**
as its symbol, so that you can keep that window available (perhaps the
DOCLINE Help file, for example, during a shakedown period in DOCLINE
2.x) and switch back and forth between QDPortal and the popup by
clicking on the appropriate icon in the Task Bar.

> ![](media/image2.png){width="2.0416666666666665in" height="0.625in"}

**DOCLINE Institution & Loansome Doc Reports**. These aren't currently
used for much, but that could change once QDPortal and QuickDOC are
joined.

# Using QuickDOC

## The QuickDOC Setup Form

The QuickDOC Setup Form is similar to the QDPortal Setup Screen. Any
QDPortal values you've already entered should also appear here.

## Basic Functions

![](media/image3.png){width="5.9944444444444445in"
height="0.8791666666666667in"}

1.  **Import QDPortal.** How DOCLINE transactions are added to the
    database.

2.  **Borrow.** Searching and editing Borrow transactions.

3.  **Lend.** Searching and editing Lend transactions.

4.  **Add Borrow.** Adding non-DOCLINE Borrow transactions.

5.  **Add Lend.** Adding non-DOCLINE Lend transactions.

6.  **Local Billing.** Invoicing and payments by Patron, Dept or Cost
    Center.

7.  **Library Billing.** Invoicing and payments by Libraries, including
    EFTS.

8.  **Patron List.** Editing Patrons.

9.  **Libraries List.** Editing Libraries.

### Import from QDPortal.

To import requests, from either Receipts or Borrows, just click the
**Import QDPortal Toolbar button** or to choose **Import** from the
**File Menu**. If you use the Import QDPortal Tool then items are
imported in the following order:

1.  **Receipts** (file C:\\QDLoan\\**QDPLData.txt**)

2.  **Lend Updates** recorded on DOCLINE (C:\\QDLoan\\**LendUpdt.txt**)

3.  Lend Updates tried during last import but not found
    (C:\\QDLoan\\**SaveUpdt.txt**)

4.  Lend Updates tried twice before but not found
    (C:\\QDLoan\\**SaveUpd1.txt**)

5.  **Full Display Borrowed Items** (C:\\QDBorrow\\**QDPBData.txt**)

6.  **Short Display Borrowed Items** (C:\\QDBorrow\\**12345.txt** --
    numbers = 1^st^ Request Number)

7.  **Loansome Doc Receipts** (C:\\QDBorrow\\**QDPLDX.txt**)

8.  **Loansome Doc Updates** made on DOCLINE
    (C:\\QDBorrow\\**LDXUpdt.txt**)

9.  **Loansome Doc Transfers** on DOCLINE
    (C:\\QDBorrow\\**LDXTrfer.txt**)

10. **Cancels** made on DOCLINE (C:\\QDBorrow\\**Cancel.txt**)

**[Checking the results of a batch Import]{.underline}**. General
results of the import are posted on the right end of the Menu Bar.
**Latest Portal: Lend** lists the number of Receipts imported into the
database from the last QDPortal session. **Latest Portal: Borrow** lists
the number of Borrows added in the last Import QDPortal click. These
numbers should match the number of printouts you have. If either number
doesn't, use the printout to add the missing item using the **Add
Borrow** or **Add Lend** button, or use **DOCLINE Status/Cancel** to
re-import the item.

You can also check the latest batch by sorting the Requests Outstanding
or Items Received Grids in descending order to see today's imports at
the top.

**[Backups of QDPortal Imports.]{.underline}**

Backups of all DOCLINE imports are be saved in a central location.
Saving the backups to a folder located beneath the folder where the
database resides (which, in the case of a single, non-networked machine
running QuickDOC will be on the C: drive in any case) provides for
one-stop shopping in cases where you want to use these text files as
audit trails to see whether DOCLINE items and updates were truly
downloaded. It also keeps them on a server, if your QuickDOC.MDB
database is there, so that they're backed regularly along with the
database.

Assuming that the drive and folder where your QuickDOC.MDB database is
located is represented by the letters **DB:**, backup copies of most of
the saved text files are directed into a **\\BackImp** folder just
beneath folders **DB:\\QDBorrow** and **DB:\\QDLoan**. Backup copies
retain similar names to the files they back up, but with a prefix of
whatever the current year might be, so that they can be easily
identified and archived or deleted at some future date. The backup files
are (assuming the year is 2005):

**[Backup File Name]{.underline} [Backs Up]{.underline}
[Description]{.underline}**

**DB:\\QDBorrow\\BackImp\\2005BDat.txt QDPBData.txt** (**backup of Full
Display imports**)

**DB:\\QDBorrow\\BackImp\\2005LDX.txt QDPLDX.txt** (**backup of Loansome
Doc imports**)

**DB:\\QDBorrow\\BackImp\\2005SDat.txt 123456.txt** (**backup of Short
Display imports**)

**DB:\\QDBorrow\\BackImp\\2005LUpd.txt LDXUpdt.txt** (**backup of
Loansome Doc updates**)

**DB:\\QDLoan\\BackImp\\2005LDat.txt QDPLData.txt** (**backup of Lend
Receipt imports**)

**DB:\\QDLoan\\BackImp\\2005LUpd.txt LendUpdt.txt** (**backup of Lend
Update imports**)

The C:\\QDBorrow\\**LDXTrfer.txt** file (which contains the LIBID of the
Library to which the Loansome Doc request was transferred on DOCLINE)
isn't backed up at this time.

Because more than one machine may now be feeding backups into one
central file, you may occasionally see messages noting that one of these
files is in use. Just wait a minute or two and try again; because these
backup files are populated directly during imports, in most cases this
will only take seconds to finish. (In cases where you're importing a
large batch of items\-\--e.g., you're using an old BackImp text file to
re-populate a database\-\--you'll probably want to keep all other users
offline in any case, since the operation you're performing is so
data-intensive.)

### Borrow

Lists of items requested are normally displayed in Grid format, showing
either current requests outstanding or those requests that have been
sent and received (the Backfile), according to whatever limits are set.
Searches can be limited by Date and by choices on the ribbon bars.

The **Requests Outstanding Grid** is normally the **first one shown**,
but you can toggle back and forth between Requests Outstanding and the
Backfile by clicking the ribbon button with the white background just
above the Search Box. In the Requests Outstanding Grid, the toggle
always reads **Go To ALL Borrow Items**, i.e., the reverse of where you
are.

![](media/image4.png){width="4.75in" height="1.4479166666666667in"}

The Requests Outstanding Grid is used to:

1.  Check that the day's imports are correct.

2.  Check daily to see whether items that should have arrived, haven't.

3.  Add/edit Local Borrowing information on each request, if necessary.

4.  Check for Notes specifying action on certain requests.
    **\[\<Ctrl\>\<End\> to add Note\]**

5.  Show in [red]{.underline} items borrowed more than 5 times in the
    current year.

6.  Show in [bright yellow]{.mark} **Rush** and **Urgent Patient Care**
    items first.

7.  Record **Pre-payments** by Patrons by clicking into the Chrg cell.

8.  Check-in requested items that have been received. **\[Batch, Status
    & Rec Date\]**

The **Borrow Item Backfile Grid** is the default grid shown when you
click the Borrow Toolbar, except on the first click in any QuickDOC
session. The Borrow Item Backfile grid shows **Go To Outstanding Only**
as the toggle.

![](media/image5.png){width="4.71875in" height="1.4375in"}

It uses a default set of dates for searching, usually the last six
months or the beginning of the year, whichever is greater. **Search
Dates** selected are displayed (in local date format) in the box just
above the Grid to the right, as well as in a Tool Tip when the mouse is
held over the **By Dates button**. The Backfile Grid is used to:

1.  Search the **QuickDOC.MDB database** by a variety of methods.

2.  Print some **quick reports**.

3.  Provide a quick gateway to **Patron**, **Dept**, **Library** and
    **Journal** records.

4.  Record **payments** made to Lending Libraries.

5.  Record Quick **Local Payments** by Patrons by clicking into the
    **Chrg** cell.

Other functions that can be accomplished in any of the Grids include:

1.  Editing of records.

2.  Quick record count by using the Record Selector buttons.

3.  Quick Journal Times Borrowed Report from Title field

4.  Multiple record deletes.

5.  Sorting (ascending or descending) on most columns.

6.  Global column changes**.**

7.  Showing hidden columns for verification purposes.

In all **Request Number searches**, whether made on the Requests
Outstanding Grid or the Borrow Item Backfile Grid, if a part of the
request number is entered in the Text Search Box, then **ALL records
that match that Request Number pattern and Search criterion (Containing,
Equals, etc.) are retrieved**, no matter what the date of the request
might be (except "Beginning With" searches, which always respect dates).

## Local Charges -- How and when are they computed?

The charges in the Patron and Dept columns are computed when the item is
checked in (Status changed to **Received**, using any of the check-in
methods), and are based on the **Local Charge Profiles** assigned to the
Patron and Department. If you want to assign a different **Patron
Charge** or **Department Charge**, wait until **AFTER check-in is
complete** and assign changes only to Received items. Otherwise any
changes you make may be overridden by the automatic calculation.

The final charge (which will appear in the undisplayed **BorrLocalCHRG**
column) isn't figured until the decision is made to generate an invoice,
or to mark an item internally as Paid. When the invoice is generated,
either the ChgAsPatron or ChgAsDept value is used, depending upon
whether a **Patron Invoice** or **Department Invoice** is printed.

When an item is marked as Paid (with no Invoice having been generated),
the charge assigned is determined by which of the **Local Status
Choices** is used: **PaidPt** (i.e., **Paid As Patron**) uses
ChgAsPatron and **PaidDp** (**Paid As Dept**) uses ChgAsDept.

## Lending Library Charges -- How and when are they computed?

Unlike Local Charges, which are calculated only when the item is
received, the Library charge is calculated, based on the **Library
Charge Profile** of the Library to which it is first sent, on first
import into Requests Outstanding. It isn\'t automatically re-calculated
thereafter unless either the **Delivery Method**, **Rush** value, or
Library **LIBID** is changed. If you change a Library's Charge Profile,
the new designation will take effect only on new requests; existing
charges will be unchanged.

## Advanced Borrow Functions

### Borrow Log Files (in the DB:\\QDBorrow folder)

**LDUpFail.txt** This is an audit file to check for reasons why the
update to a Loansome Doc Record didn't succeed.

**NoLDSave.txt** This is an audit file to check for reasons why a
Loansome Doc Receipt couldn't be added to the tblBorrowItems Table in
the QuickDOC.MDB Database.

**NoLDXUpd.txt** This report lists Loansome Doc Updates saved in
QDPortal that didn't find a record in the database to update. Print this
out periodically and delete it. The report can then be used, if
necessary, to add the item to the database, assuming the bibliographic
data is available, but anything not filled can be ignored. Oftentimes,
the record is there now, but wasn't in the db at the time of the update,
and can be manually updated from the report.

**NoSave.txt** This is an audit file to check for reasons why a Borrow
couldn't be added to the tblBorrowItems Table in the QuickDOC.MDB
Database.

### Exporting Data from QuickDOC.MDB Tables

The Export choice is found on the **File Menu**. It will not be enabled
unless you have populated the Grid with a number of records. The records
contained in the set meeting your search criteria will be the set
exported.

Once the Grid is populated, click the **File** Menu, **Export** and
**Borrowed Items** to effect the Export. The export process will
transfer only those items you\'ve chosen to a comma-delimited text file
named after the database table, in this case **Borrowed.txt**, always
located in a folder called **\\Export** just beneath your database
location. It will also export commonly associated files, as indicated
below:

> **[Grid]{.underline}** **[Export FileNames]{.underline}**
> **[Description]{.underline}**
>
> Lend Item Backfile Loaned.txt Individual items
>
> Libs.txt Libraries
>
> LibGrps.txt Library Groups
>
> Library Billing LibBills.txt Individual items
>
> Libs.txt Libraries
>
> LibGrps.txt Library Groups
>
> Borrow Item Backfile Borrowed.txt Individual items
>
> Libs.txt Libraries
>
> LibGrps.txt Library Groups
>
> Patrons.txt Patrons
>
> Depts.txt Departments
>
> Local Billing LBilling.txt Individual items
>
> Libs.txt Libraries
>
> LibGrps.txt Library Groups
>
> Patrons.txt Patrons
>
> Depts.txt Departments

### Lend

As with Borrow, Lend includes two Grids, Items Received and Lend Item
Backfile.

The **Items Received Grid** is shown first each session, after which
clicking the Lend button brings you to the Backfile. The Items Received
Grid is used to:

1.  Check that the day's imports are correct.

2.  Check daily to see that items that should have been updated, have
    been.

3.  Show in [bright yellow]{.mark} **Rush** and **Urgent Patient Care**
    items first.

The **Lend Item Backfile Grid** shows the searchable backfile, with
functions similar to the Borrow Item Backfile Grid, discussed above.

## Advanced Lend Functions

### Lend Log Files (in the DB:\\QDLoan folder)

The import process will try three times to update an item marked
Received in the Lend Items file to reflect the action taken on DOCLINE.
After each unsuccessful update attempt, an entry is made in the file
DB:\\QDLoan\\**UpdtFail.log**. This **Update Failed Log**, which can be
opened using Notepad, can be useful in diagnosing database update
problems and bottlenecks. A typical entry might be:

> Log Update Message after successful Update of ReqNo: 7031315
>
> Fill Date: 28-May-02 Status = N
>
> Update Message saved:
>
> Item Receipt record for 7031315 not found in database.

After the third try at updating the Receipt in the database, the update
information is moved to the Orphan Update File
(DB:\\QDLoan\\**OrphUpdt.txt**). As a note of explanation as to why the
last attempt failed, an entry will be made in the **Orphan Update Audit
file**, DB:\\QDLoan\\NoUpdt.txt, containing as much information about
the transaction as possible. A typical entry might be:

> Moved to the Orphan Update File (update these manually and delete the
> file DB:\\QDLoan\\OrphUpdt.txt
>
> DOCLINE Requests Updated -- Feb 14, 2003
>
> 9001884FilledAriel
>
> Last Error message reported from database operation:
>
> Item Receipt record for 9001884 not found in database.

The message above indicates that, for whatever reason, the original
Receipt never made it to the database and should probably be entered
manually (or re-import using DOCLINE's Status/Cancel function if the
item is still available there). This audit file can be deleted after
printing, once the appropriate actions have been taken to add the
missing item.

**[OrphUpdt.txt File]{.underline}**. After the three tries, if an update
is still unsuccessful, the update items are moved to the Orphan Update
file, indicating that you might want to add these requests manually
since, by definition, these are items not found in the database and may
therefore represent missing items (not imported properly, for whatever
reason). You can check for the presence of an **OrphUpdt.txt** file
under the **Utilities Menu**.

### Local Preferences Form

Local Preferences can be registered on the Local Preferences form,
reached through Setup on the Menu Bar, then Set Local Preferences. The
Local Preferences form has five Tabs:

1.  The **General Tab** includes various DOCLINE, **EFTS** and other
    local choices;

2.  The **Addresses Tab** sets different **Remit To Address** values for
    Library and Local **Billing Addresses**, as well as other
    information appearing on Invoices;

3.  The **DOCLINE Fields Tab** specifies which **fields of the Patron
    Record you want to send to DOCLINE** and in what order you want to
    send them;

4.  The **Billing Prefs Tab** sets different values for various items
    relating to **Library and Local Invoices;**

5.  The **Email Tab** is a placeholder for future additions to the
    program.

### Reports

There are 31 built-in reports in QuickDOC, 23 for Borrow functions and 8
for Lend. In addition, by exporting records into Excel or Access, you
can create your own customized reports using those programs. In
addition, there are a number of Reports that can be called up directly
from the Borrow and Lend Grids. Check QuickDOC Help Contents under
"QuickDOC Reports."

### Add Borrow

Selected with the Toolbar **Add Borrow button**, or from the Menu Bar
under Add New, and Borrow, this form adds a record to the Borrow Item
backfile. It can be a **Non-DOCLINE item** or an **item not successfully
captured through QDPortal**. The Add Borrow Item Form also includes
access to the **Libraries List**, for selecting the Borrowing Library,
the **Patrons List**, for selecting a Patron, as well as a **[Journal
Titles List](#JournalTitles)** (which is searchable by Title, ISSN or
NLM UI), which can also be used for incremental data entry. You can also
use the **Down Arrow key** to locate the Library (or Patron or Journal
Title) and the **Enter key** to choose the highlighted selection and
transfer the information to the Add Borrow Items form.

An attempt will be made to automatically format data entered for
**Citation information**, etc., so that keyboard data entry can be as
efficient as possible. In general, the following rules obtain:

1.  You can retrieve the **last entry made in any text box** during the
    current session by pressing \<**F3**\>.

2.  Lender and Patron entries are made from the appropriate List. For
    **Lender last entry** and **Patron last entry**, first press the
    **left arrow key** to exit the list, then press \<**F3**\>.

> ![](media/image6.png){width="4.790972222222222in" height="1.15625in"}

3.  The Dept box is always filled with the Dept filed with the Patron.

4.  Entries with Combo Boxes respond to typed entries by travelling down
    the list of choices.

5.  ISSN and Title boxes present a list matching the first three letters
    typed and then travel down that list for each additional letter
    typed. Press Enter when the correct item is reached.

6.  Lender Charge and Local (Patron/Dept) Charge boxes are completed
    with the default charge filed for that Delivery Method in the
    Lending Library and Patron record specified.

7.  The Max Cost box is automatically given whatever value is entered in
    the Charge text box.

8.  Date fields and Combo Boxes retain the values from the previous
    entry as defaults.

9.  **All citation information (including Month) can be typed in lower
    case** and QuickDOC will attempt to reformat after you press Enter
    for that field (you can press the Up Arrow, or Shift-Tab, to return
    to a previous field if the automatic format is not to your liking).

10. When typing in page numbers, if you press the dash (-) after the
    **Start Page** the cursor will jump directly to the **End Page**.

11. The **Print Copy Checkbox** will retain its last value (True or
    False) from session to session.

12. The Alt-A **accelerator key** will work to simulate a click of the
    Add Record button from anywhere on the form.

There are **function keys in Add Borrow Data Entry Fields** that may
help with data entry when entering multiple records.

The **\<F3\>** Function Key will Restore the Previous Entry in this
field.

The **\<F5\>** Function Key will Clear this field.

The **function keys in Add Borrow Date Fields** have specific duties:

The **\<F3\>** Function Key will enter Today's Date.

The **\<F4\>** Function Key will display the Calendar (useful if your
hand is on the keyboard, not the mouse).

The **\<F5\>** Function Key will Clear the field.

### Add Lend

Selected with the Toolbar **Add Lend button**, or from the Menu Bar
under Add New, and Lend, this form adds a record to the Lend Item
backfile. Functions on this form are similar to the Add Borrow form
described above.

### Patrons List

Selected with the Toolbar **Patrons List button**, or from the Menu Bar
under Lookup, and Patrons, this form gives access to the Patron records
in the database. The Patrons List also pops up in other places, such as
when you\'re adding a new Borrowed Item, or when searching by Patron in
the Local Billing Grid, so that the Patron can be chosen from the list.

The list shows the Patrons in your file alphabetically **by Last Name**,
which is the default sort order. Start typing the first few letters of
the Last Name to jump ahead on the list, or use either the Down Arrow
key or the Page Down key or the scroll bar at the right of the list to
navigate further. (the **None Record**, by the way, is a place saver for
No Patron, and can be used in records where the Patron name is
unimportant, or when you want to delete a Patron record while the Patron
you want to delete still has backfile activity in the database. The
horizontal scroll bar at the bottom will expose the Cost Center column
of the list if you drag it to the right. If you hold the cursor over any
entry that is wider than the column width, a tool tip will appear with
the full name visible.

The **Edit Patron button** gives access to full Patron information, on
the **Patron Information Form**, which has Tabs for General,
Communications, Charges and Miscellaneous information.

The **Transfer Activity** button is a quick way to **Merge Patron
Records.**

The **Local Addresses form** is available from either the Patron
Information form or the Department Information form by clicking the
**Edit Local Address button** on the General Tab. Because addresses for
Patrons and Departments are often identical, it makes sense to save this
information once and assign it to individual Patrons or Departments
rather than repeat it for each Patron or Dept record.

### Libraries List

Selected with the Toolbar **Libraries List button**, or from the Menu
Bar under Lookup, and Libraries, this form gives access to the Library
records in the database. Like the Patrons List, the Libraries List also
pops up in other places, such as when you\'re adding a new Item, so that
the Library can be chosen from the list.

You can **search the Libraries List** for specific matching entries by
clicking on one of the search buttons. You can search the **LIBID**
column (which should always match the NLM LIBID if there is one), the
**Institution** column, and the **OCLC Code** column. When you click the
appropriate button, an input box will pop up. Enter any amount of
characters you want matched. You can **sort** the Institution or LIBID
columns in ascending or descending order by clicking on the header at
the top of the column.

The **Library Information Form** consists of five tabbed forms,
**General**, **Address**, **Communications**, **Charges** and
**Groups**, located by clicking on the Tabs at the top of the form or by
pressing Enter (or the Down Arrow) in the last control on the previous
form, except on the Groups Tab, which is the last Tab visible. Pressing
an Up Arrow from the topmost control of any form except the General Tab
will move back to the previous Tab.

To **transfer activity** from one library record to another, use the
following steps:

1.  Compare the old Library record to the new, adding any unique data
    from the old record to the new record on the appropriate Tab.

2.  Edit the old record, changing the General Code field to match the
    new code and pressing Enter.

3.  A message box will appear (as illustrated here for a transfer from
    MAUNEN to MAUBET):

> ![](media/image7.png){width="3.5722222222222224in" height="2.125in"}

4.  Click Yes if you want to move all activity in the database now
    assigned to MAUNEN to the MAUBET record and delete the MAUNEN
    record.

5.  Click No if you want to move all activity in the database now
    assigned to MAUNEN to the MAUBET record but keep the MAUNEN record
    for future use.

6.  Click Cancel to back out of the entire deal.

If you choose either 4 or 5, above, all the activity assigned to MAUNEN
in any table within QuickDOC.MDB will be assigned to MAUBET. This is a
quick way to **Merge Library Records**.

Although there's no built-in **Libraries List Report**, it's possible to
construct one of your own in the following way:

1.  Click Lend (or Borrow) and search the Lend Item (or Borrow Item)
    Backfile for ANY value (it doesn\'t matter, as long as SOMETHING
    shows up in the Grid).

2.  Then click File on the Menu Bar, then Export. This will export
    whatever values you selected in Lend (or Borrow), but Export will
    also ALWAYS export the complete Libraries Table into a file called
    **Libs.txt** in the Export folder just beneath wherever your
    database is located.

3.  You can then import this .txt file into Excel (or other program) and
    decide then how to format the fields, which fields to include or
    exclude, and how to print it.

### Local Billing

Selected with the Toolbar **Local Billing button**, or from the Menu Bar
under Local Billing, this provides invoicing and payment tracking for
Patrons, Departments or Cost Centers.

Before printing Invoices for the first time (and whenever you need to
make changes to any of the Invoice boilerplate information thereafter),
check under the **Setup** Menu for **Set Local Preferences**, which
contains values for items normally printed on an Invoice and other
choices for Local Billing.

Choose the Local Billing Button on the Tool Bar to get to the **Local
Billing Grid**.

This Grid shows Local Billing-related information, including Paid Date
and the Invoice Number related to each item. When you select the Local
Billing Grid, an additional criterion on Charge \<\> 0.00 is applied, so
that the **Local Billing Grid won\'t include FREE items**. It is a list
of items with either PatChrg \> 0.00 or DepChrg \> 0.00 that have been
received. No items where both the Patron and Dept Charges are Free will
be included; these must be edited in the Locals Sub-Grid of the Borrow
Items Backfile Grid, if they are incorrectly set to 0.00. Better yet,
properly setting the **Local Charge Profile** for this Patron will
automatically compute and display the proper charge when the item is
Received.

The **Print Patron Invoice** button (was Create Patron Invoice before
version 2.1.2) creates an Invoice for the Patron selected. Before you
can create a Patron Invoice from the Grid, however, you need to first
select the Patron to Invoice by clicking the **Search By Patron** ribbon
button and choosing the Patron from the **Patrons List**.

The resulting list will include **ALL Items** for that Patron during the
period specified, but only those with **Local Status equal to Open** and
**CHRGAsPatron greater than 0.00** will be included in the Invoice.

**Patron Invoice Numbers** are created as follows: First, a P identifies
it as a Patron bill. Then the actual Patron Number is used, to identify
it with that patron. After a space, a formatted **four-digit number** is
added, the numbers running from 0001 to 9999. A typical Patron Invoice
Number is **P1234 0002** where 1234 is the Patron Number of the Patron
being invoiced. **Department** Invoice Numbers begin with a D and the
first five digits of the Department Abbreviation. **Cost Center
reports/invoices** are essentially Department Invoices, but are sorted
by Cost Center and have invoice numbers that begin with a C rather than
a D. Then the first five digits of the Cost Center are used.

**HTML Copies of Invoices** will use the same Invoice Number, and are
saved automatically in the Export folder located just beneath wherever
the QuickDOC.MDB database is located. The filename used will be PInv
plus the last four digits for Patrons, DInv for Departments, and CInv
for Cost Centers. Invoice **P1234 0002** will be found under filename
**PInv0002** in the Export folder.

You can **Reprint a single Invoice** for any invoice listed in the
**Invoice Column** on the Local Billing Grid by **clicking once on the
Invoice cell to be reprinted**, then clicking the \'**Reprint**\'
Button.

To **Delete an Invoice**, click once in the LocalInvoice column of the
Local Billing Grid, the **To Pmts** button will appear just above the
Grid. Use this button both to delete (or post) payments and to delete
the Invoice listed in the LocalInvoice column. **If there is a payment
posted to the Invoice, you must first delete the payment before deleting
the Invoice**.

You can **Rerun a batch** of Patron, Department or Cost Center Invoices
just printed by using the Global Change function on the Local Status
column to reset all the invoiced items back to Open.

**Batch Invoice Printing** is available from the Local Billing Menu on
the Menu Bar. Use this method to print a regular monthly Invoice run.
Invoices can be printed to **Print Preview**, in order to get an idea as
to what will be generated, or to any **Printer** that shows up in your
list of Printers. Local Invoices can also be printed with up to 5 copies
on each run.

#### How Items are Selected to be included in an Invoice:

1.  The item must have a Patron or Dept **Local Charge** other than 0.00

2.  **Local Status** must read **Open**.

3\. The item should have been received and checked in within the dates
selected.

### Local Payments

#### From the Local Billing Menu Bar Choice

**Patron Payment By Invoice Number** is the default when arriving for
Payments from the Local Billing Menu**.** All unpaid Patron Invoices
(along with choices for Deposit Account and Credit) are listed in the
Invoice Number Dropdown Combo Box.

#### From the Invoice column on the Local Billing Grid

You can also pay an Invoice from the Local Billing Grid, by clicking on
the Invoice to pay in the Grid\'s **LocalInvoice column** and then the
**\'To Pmts\'** button. This is sometimes faster if the Grid is open
anyway, and it will automatically locate the Invoice information you
want.

You can record a **quick** payment by changing the Local Status column
on the Local Billing Grid directly, editing it from Open to either
**PaidPt** (for Patron Payment) or PaidDp (for Department or Cost Center
Payment). The \'**Paid On**\' column will be changed automatically to
Today\'s Date, if left blank, or it can also be changed before
filing\-\--using either the calendar dropdown or by entering the date
correctly\-\--to the correct date for that payment.

### Library Billing

Selected with the Toolbar **Library Billing button**, or from the Menu
Bar under Billing, EFTS this provides invoicing and payment tracking for
Libraries.

QuickDOC can be used to manage Monthly (or other periodic) billing by
**Invoice**, by **EFTS**, by **IFM** (a system run by **OCLC** for OCLC
items), by **Deposit Account** or by **individual request** payment.

Suggested steps are as follows:

1.  Open the **Library Billing Grid** and set the dates for the period
    to be billed.

2.  Click the **Search By Status of Request** ribbon button to search
    **Filled items** only.

3.  If you have Libraries with **reciprocal agreements** or other
    creative financial arrangements, you can process these first, either
    by

    a.  changing the charge to 0.00, or

    b.  clicking into the **Status** Field (currently set to 'Filled'),
        exposing the **To Pmts** button, which will allow you to post
        the payment with Payment Method **Credit**, or

    c.  whichever other method you use to make these ineligible for EFTS
        Uploads or Invoices.

4.  If you have items that will be paid by **IFM**, check those next.

    a.  Click the IFM Header and choose Sort Descending to put all IFM
        eligible items at the top;

    b.  Make sure **EFTS = No** for all those that will be paid by IFM
        (items with EFTS = Yes and IFM = Yes will be included in any
        intervening EFTS Upload, although not on Invoices);

    c.  Change the IFM value to No for any IFM item you want to bill by
        Invoice or EFTS.

5.  If you have items to be billed through **EFTS**, check those next.

    a.  Click the **Show EFTS Upload Items** ribbon button and set
        **Equal To TRUE** to see the items from that period that will be
        included in an EFTS Upload File; scan to be sure that the
        charges are appropriate;

    b.  If you have time, also check the same with the value set **Not
        Equal To True**, to see the items that will NOT be included; in
        some cases you may wish to change the charge or the EFTS value
        if it hasn't been set properly. In most cases, if you sort by
        Borrower after getting this list, any anomalies will stand out
        amidst that Library's other activity.

    c.  All the items in the EFTS Not Equal to True list will be either
        **Free** (never to be billed), **IFM = Yes** (waiting to be paid
        by IFM), or **ready for Invoicing**.

6.  Run the **Create EFTS Upload File** process, which will change the
    status of those to Uploaded.

7.  Run Invoices for that month.

The **Library Billing Grid**, because it automatically screens out FREE
items, makes searching and editing a bit less complicated for preparing
Invoices and EFTS Uploads, but be sure to check **Also Show 0.00 Items**
checkbox periodically for items mistakenly filed as FREE. Clicking on a
cell in the Borrower Column of any Grid will expose the **To Libs**
button, where a Library\'s charge may be quickly edited, so that future
requests are filed with the proper charge.

Like Local Invoices, Library Invoices can be printed in batch from the
Billing, EFTS Menu Bar choice, or for single Libraries on the Library
Billing Grid.

#### How Items are Selected to be included in an Invoice:

1.  The item must have a **Charge** (or Credit) other than 0.00

2.  **EFTS** must be **No**.

3.  **IFM** must be **No**.

4.  **Status** must read **Filled**.

**Library Invoice Numbers** are created using the Borrowing Library's
**LIBID**, a **space**, and a formatted **four-digit number** running
from 0001 to 9999. A typical Library Invoice Number is **MAUMGH 0002**.
(Invoice Numbers for EFTS Uploads are equal to the EFTS Upload File
Name.)

The Billing, EFTS Menu Bar choice also includes a **Report of Library
Invoices Outstanding**. This report includes all invoices generated
during the period specified that have not been paid, or have received
only partial payment.

### *Payments as Borrower on Billing, EFTS Menu*

Version 2.1.4 added a new Payments as Borrower choice to the Billing,
EFTS Menu.

> ![](media/image8.png){width="1.7708333333333333in"
> height="1.6770833333333333in"}

This choice brings up the **Payments To Lenders (and EFTS)** form. In
previous versions, this form was only accessible from the **Borrow Items
Backfile Grid**, by clicking into the **Chrg** field and then clicking
the **To Pmts** button at the upper right.

### *Entering EFTS Deposits*

This new method of access is intended primarily to facilitate entry of
**EFTS Deposits**, so that QuickDOC can produce the new **EFTS
Activity** and **EFTS Balances** Reports. Enter an **EFTS Deposit** by
using **Payment Type Deposit** and **Payment Method EFTS**. If you are
an EFTS Library, these will be your default settings whenever the form
is brought up from the Billing, EFTS Menu. As a further step to indicate
that you want this deposit to be applied to your EFTS account, type in
**efts** as the **Pmt or Request Number**.

![](media/image9.png){width="5.853472222222222in"
height="3.8430555555555554in"}

**EFTSUP** is the Library Record devoted to EFTS activity. Enter the
amount of the Deposit and any identifying information in the **Amount
This Payment** and **Payment Notes** fields, respectively. Clicking the
**Add button** files this record in the **tblBorrDeposits Table** of the
QuickDOC.MDB database.

You can also use this form to enter a **Lending Library Deposit
Account** with a specific Library (which will be, almost certainly, a
non-EFTS Library, since you won't need such a thing with a Library that
uploads its Lending activity charges to EFTS). For Library Deposits, use
Payment Type Deposit, Payment Method anything but EFTS, and the LIBID of
the Library (instead of EFTSUP) in the **Paid to** box.

### Criteria for inclusion in an EFTS Upload File

As with Invoices, there are certain criteria that determine whether an
item is included in an EFTS Upload file.

1.  **Borrower** must be an **EFTS Library** (its EFTS Payment Supported
    checkbox, on the Charges Tab of the Library record, should be
    checked).

```{=html}
<!-- -->
```
1.  **Your Library** must be an **EFTS Library** (your EFTS Payment
    Supported checkbox should be checked).

2.  The item must have a **Charge** (or Credit) other than 0.00

3.  **EFTS** must be **Yes** on the item record.

4.  **Status** must read **Filled**.

5.  The item must have been **Acted Upon during the time period in
    question.**

If any one of these criteria is not met, the item won\'t be included in
the upload.

When an EFTS user has been charged in error during a previous upload,
the error is fixed by **adding a credit to the next EFTS upload file**.
The easiest way to accomplish this is to first find the item for which
you want to register a credit on the Lend Item Backfile Grid. If you
double-click into the Request Number field and right-click on it, the
request number will be selected. Choose **Copy** from the Context Menu
that appears after the right click. Then click the Add New choice on the
Menu Bar to get the **Lend Credit** choice. The Lend Credit choice will
bring up the **Add Credit** form. Right-click in the \"**Request Number
To Search**\" box and choose **Paste** and press **Enter**. This process
**automatically fills in the required fields with information from the
original request** (the EFTS Credit Amount defaults to a credit for
whatever the actual charge was on the original request). The Acted Date
for this Credit Item will default to **Today's Date**, so that it will
be included with other items in the EFTS Upload for the current month.

## OCLC Import Function

Version 2.1.8 includes the ability to import items from the OCLC
end-of-month reports for both Borrows and Lends. Because we don't have
the same control over the format of fields as we enjoy in DOCLINE
requests (where NLM controls the format), we have additional
responsibilities in the OCLC Import function. In order to use the OCLC
Import feature, you must:

1.  Be a user of OCLC and receive reports in the **Excel** format;

2.  Have **Microsoft Excel installed** on the machine on which you're
    doing the Import;

3.  Save the Excel file(s) to the **Import folder**, located just
    beneath wherever your QuickDOC.MDB database is located (usually on a
    shared drive or just beneath the QuickDOC Program folder on the C:
    drive if you're using just one machine to run QuickDOC).

4.  Be prepared to choose new **OCLC Libraries** from a list (or to
    create them using a specific format for OCLC-only libraries) during
    import. Once a library is created, or an OCLC symbol is assigned to
    an existing library, then the OCLC Import function won't need to
    stop again the next time that library is encountered.

5.  Be prepared to choose the **OCLC Patron Name** from a list if the
    Last Name, First Name on the OCLC item doesn't match that in the
    Patrons Table. Also try to use the same Dept abbreviation on OCLC
    that you use in QuickDOC, since that also improves the odds of
    getting an accurate match on the Patron without your having to
    choose from the list each time.

6.  Be prepared to do a brief inspection after each import to catch any
    anomalies that might occur. In particular, you will want to check:

    a.  The **Title field**, to be sure that it contains a Journal (or
        Monograph) Title. Occasionally, libraries seem to leave this
        field blank, assuming that you'll identify the title from other
        fields, or else it's skipped in the report for some other
        reason\-\--look for Titles with **(None)** in the cell after
        import;

    b.  The **Article Author** and **Article Title** fields are both
        contained in the **OCLC Article (Citation) field**, separated by
        a colon, a single quote, or some other character. If we can
        standardize on the **colon** as our separator for Borrows, and
        encourage those who borrow from us to do the same, it will make
        parsing this field much more accurate, but in the end we can't
        entirely control the format used by other libraries;

    c.  QuickDOC Import will use the **OCLC Ship Via** column to infer
        **Delivery Method**, but since there is no equivalent column for
        Lends, it will use a default, which may need to be edited if the
        actual Delivery Method is different from the default;

    d.  The **Number of Pages field** kept for Borrows, which may be
        used for Copyright Clearance Center payments; QuickDOC computes
        this automatically from the Pages part of the citation, be sure
        to use the normative 223-33 or 223-233 when creating your Borrow
        requests (as opposed to 223-EOA or similar shortcuts).

### *Stop to Select Library Record.*

First of all, the Import process will ALWAYS stop if it doesn't find an
**OCLC Symbol** in the **tblLibs** Table of the **QuickDOC.MDB**
database. It will show you three pieces of information:

1.  The **text of the request** so far, in the yellow box in the middle
    of the form;

2.  A **suggested OCLC LIBID** in a text box at the left; and

3.  A list of 7235 **DOCLINE Libraries**, sorted by Institution.

![](media/image10.png){width="5.995833333333334in"
height="3.720833333333333in"}

Once the list of DOCLINE Libraries is displayed, you can use the Scroll
Bar to move down the list, but a better choice is to just **start typing
the Institution Name** (Bellevue Pub Libr, above). As you can see, by
the time we've typed **'belle'** it's clear that **Bellevue Public
Library** isn't on the list. Not too surprising.

### *Patron Importing*

Patron importing is a bit more challenging than Library importing, since
there can be so many variations. In DOCLINE, QuickDOC uses a distinct
**Patron Number** (you'll see it in \[brackets\] on the printed request)
to identify the exact patron record involved. In the OCLC Patron
matching process there is no easy way to do it. So we basically try to
match the **LastName**, **FirstName** and **Department**, to be sure of
a match. If one of the three doesn't match, then you'll see a **Select
Patron List** similar to the **Select Library List**. This is to ensure
that we don't create duplicate Patron records. If you see the correct
patron on the list, you can select that record to assign this request to
that Patron.

![](media/image11.png){width="5.99375in" height="3.7083333333333335in"}

Assuming we want to assign this request to Augustus White, you would
**double-click** (not just click, as the box above states) his line to
bring his information over to the **Accept Patron Box** on the left.

Many more examples and screen shots are available in QuickDOC Help,
under OCLC Import Function.

[Subscribe to QuickDOC-L]{.underline} at:

<http://list.umassmed.edu/read/about/?forum=quickdoc-l>

My email address is:

<jay@bidmc.harvard.edu>