Replace Contract Item Charge Schedules

The Replace Contract Item Charge Schedules task is used to replace charge schedules for contract items. Contract items to be processed are defined by their Asset Type.

If there are incorrect charge schedules for contract items which have been changed to an Active state, this task can be used to fix the charge schedules. However, the contract items must first be changed to a Preliminary state before using the Replace Contract Item Charge Schedules task. After the task is complete, the contract items states can be changed back to Active.

The Replace Contract Item Charge task can also be used to assign charge schedules to contract items that were initially configured without charge schedules.

Note: To use the Replace Contract Item Charge Schedules task, a user will need—at a minimum—View access for the Inventory.AssetGroup and Inventory.AssetType permissions.

Replace Contract Item Charge Schedules Considerations

•     Contract items must be in a Preliminary state for this task to be processed correctly. A user cannot replace charge schedules if charges have been generated for those contract items. 

•     Any previously defined charge schedules for a contract item will be removed and then replaced with the new charge schedules. The task performs a full replacement—not an addition—of charge schedules.

•     The Replace Contract Item Charge Schedules task cannot be used to change a contract item to have no assigned charge schedules (i.e. removing all charge schedules). Thus, at least one charge schedule must be selected to replace any existing charge schedules for the contract items.

Replace Contract Item Charge Schedules Settings

The Replace Contract Item Charge Schedules task contains the following settings:

•     Patron Selection: Select one of the following options to provide a list of patrons for the Replace Contract Item Charge Schedules task process:

o  Remote File Path: Enter the full directory path and file name (including extension) in the available field. For example:

c:/folder1/Patrons.txt

The imported file can be an ID List or a simple text file with only one record per line. The file must be stored on the Odyssey HMS/ResCenter server. It is not possible to import the file from a local workstation.

Notes: If a file path is defined for a scheduled task, the path is referenced each time the task runs. If the file’s data is updated (either manually edited or overwritten), the updated data will be used the next time the task is processed.

When creating or editing a task, ResCenter only verifies that the Remote File Path field is populated—not that the file exists—allowing a user to schedule a future task with a file that will be added later. If the file does not exist when the task runs, an error will be recorded in the Task History, and a failure email will be sent (if the task is configured with an email address).

o  Advanced Find: Click the Advanced Find button to use the Patron Advanced Find function to search for and select patrons to process with this task.

Note: When configuring an Advanced Find filter, the Max items to return field is set to 1,000, by default. CBORD recommends users increase this value if there’s a possibility that more than 1,000 patrons could be returned for this task.

•     Use Term Dates: If necessary, select a term from the drop-down menu to populate the Modify Contract Items used within section with the term’s start and end dates.

•     Modify Contract Items used within: Select a date range to define which contract items will be used for the charge schedule replacement. Charge schedules will be replaced for any contract items with a date range overlapping at any point with the defined date range.

•     Only Modify Contract Items with no Charge Schedule(s): Check this box to only update contract items without any attached charge schedules.

•     Asset Group and Asset Type: Select the contract item’s Asset Group, and then select the contract item’s Asset Type. Any applicable contract items based on this Asset Type will have charge schedules replaced.

•     Available Charge Schedules and Selected Charge Schedules: The Available Charge Schedules window displays all available charge schedules for the selected Asset Type. The Selected Charge Schedules window displays all selected charge schedules for the selected Asset Type. These are the Charge Schedules which will be used to replace any existed charge schedules for a contract item.

o  Select a charge schedule in the Available Charge Schedules window and click Add to move it to the Selected Charge Schedules window.

At least one charge schedule must be added to the Selected Charge Schedules window. The Replace Contract Item Charge Schedules task cannot be used to change a contract item to have no assigned charge schedules.

o  To remove a charge schedule from the Selected Charge Schedules window, select it and click Delete.

o  To view read-only details for a charge schedule in either window, select it and click View.

Note: When viewing details for a charge schedule, a new browser tab or window will be displayed.