1 Acquisitions Administration
2 ---------------------------
7 indexterm:[acquisitions,permissions]
9 Several setting in the Library Settings area of the Admin module pertain to
10 functions in the Acquisitions module. You can access these settings by clicking
11 _Admin -> Local Administration -> Library Settings Editor_.
13 * CAT: Delete bib if all copies are deleted via Acquisitions lineitem
14 cancellation - If you cancel a line item, then all of the on order copies in the
15 catalog are deleted. If, when you cancel a line item, you also want to delete
16 the bib record, then set this setting to TRUE.
17 * Allow funds to be rolled over without bringing the money along - enables you
18 to move a fund's encumbrances from one year to the next without moving unspent
19 money. Unused money is not added to the next year's fund and is not available
21 * Allows patrons to create automatic holds from purchase requests.
22 * Default circulation modifier - This modifier would be applied to items that
23 are created in the acquisitions module
24 * Default copy location - This copy location would be applied to items that are
25 created in the acquisitions module
26 * Fund Spending Limit for Block - When the amount remaining in the fund,
27 including spent money and encumbrances, goes below this percentage, attempts to
28 spend from the fund will be blocked.
29 * Fund Spending Limit for Warning - When the amount remaining in the fund,
30 including spent money and encumbrances, goes below this percentage, attempts to
31 spend from the fund will result in a warning to the staff.
32 * Rollover Distribution Formulae Funds - When set to true, during fiscal
33 rollover, all distribution formulae will update to use new funds.
34 * Set copy creator as receiver - When receiving a copy in acquisitions, set the
35 copy "creator" to be the staff that received the copy
36 * Temporary barcode prefix - Temporary barcode prefix for items that are created
37 in the acquisitions module
38 * Temporary call number prefix - Temporary call number prefix for items that are
39 created in the acquisitions module
42 ~~~~~~~~~~~~~~~~~~~~~~
44 indexterm:[acquisitions,purchase order,cancellation]
45 indexterm:[acquisitions,line item,cancellation]
47 The Cancel reasons link enables you to predefine the reasons for which a line
48 item or a PO can be cancelled. A default list of reasons appears, but you can
49 add custom reasons to this list. Applying the cancel reason will prevent the
50 item from appearing in a claims list and will allow you to cancel debits
51 associated with the purchase. Cancel reasons also enable you to delay
52 a purchase. For example, you could create a cancel reason of 'back ordered,' and
53 you could choose to keep the debits associated with the purchase.
55 Create a cancel/delay reason
56 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^
58 . To add a new cancel reason, click _Administration -> Server Administration ->
59 Acquisitions -> Cancel reasons_.
61 . Click _New Cancel Reason_.
63 . Select a using library from the drop-down menu. The using library indicates
64 the organizational units whose staff can use this cancel reason. This menu is
65 populated with the shortnames that you created for your libraries in the
66 organizational units tree (See Admin -> Server Administration -> Organizational
69 . Create a label for the cancel reason. This label will appear when you select a
70 cancel reason on an item or a PO.
72 . Create a description of the cancel reason. This is a free text field and can
73 comprise any text of your choosing.
75 . If you want to retain the debits associated with the cancelled purchase, click
76 the box adjacent to Keep Debits->
80 Delete a custom cancel/delay reason
81 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
83 You can delete custom cancel reason.
85 . Select the checkbox for the custom cancel reason that should be deleted.
87 . Click the _Delete Selected_ button.
90 You cannot select the checkbox for any of the default cancel reasons because the
91 system expects those reasons to be available to handle EDI order responses.
97 indexterm:[acquisitions,claiming]
99 Currently, all claiming is manual, but the admin module enables you to build
100 claim policies and specify the action(s) that users should take to claim items.
102 Create a claim policy
103 ^^^^^^^^^^^^^^^^^^^^^
105 The claim policy link enables you to name the claim policy and specify the
106 organization that owns it.
108 . To create a claim policy, click _Admin -> Server Administration ->
109 Acquisitions -> Claim Policies_.
110 . Create a claim policy name. No limits exist on the number of characters that
111 can be entered in this field.
112 . Select an org unit from the drop-down menu. The org unit indicates the
113 organizational units whose staff can use this claim policy. This menu is
114 populated with the shortnames that you created for your libraries in the
115 organizational units tree (See Admin -> Server Administration -> Organizational
119 The rule of parental inheritance applies to this list.
121 . Enter a description. No limits exist on the number of characters that can be
122 entered in this field.
128 The claim type link enables you to specify the reason for a type of claim.
130 . To create a claim type, click _Admin -> Server Administration -> Acquisitions
132 . Create a claim type. No limits exist on the number of characters that can be
133 entered in this field.
134 . Select an org unit from the drop-down menu. The org unit indicates the
135 organizational units whose staff can use this claim type. This menu is populated
136 with the shortnames that you created for your libraries in the organizational
137 units tree (See Admin -> Server Administration -> Organizational Units).
140 The rule of parental inheritance applies to this list.
142 . Enter a description. No limits exist on the number of characters that can be
143 entered in this field.
146 Create a claim event type
147 ^^^^^^^^^^^^^^^^^^^^^^^^^
149 The claim event type describes the physical action that should occur when an
150 item needs to be claimed. For example, the user should notify the vendor via
151 email that the library is claiming an item.
153 . To access the claim event types, click _Admin -> Server Administration ->
154 Acquisitions -> Claim event type_.
155 . Enter a code for the claim event type. No limits exist on the number of
156 characters that can be entered in this field.
157 . Select an org unit from the drop-down menu. The org unit indicates the
158 organizational units whose staff can use this event type. This menu is populated
159 with the shortnames that you created for your libraries in the organizational
160 units tree (See Admin -> Server Administration -> Organizational Units).
163 The rule of parental inheritance applies to this list.
165 . Enter a description. No limits exist on the number of characters that can be
166 entered in this field.
167 . If this claim is initiated by the user, then check the box adjacent to Library
171 Currently, all claims are initiated by a user. The ILS cannot automatically
176 Create a claim policy action
177 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^
179 The claim policy action enables you to specify how long a user should wait
180 before claiming the item.
182 . To access claim policy actions, click _Admin -> Server Administration ->
183 Acquisitions ->Claim Policy Actions_.
185 . Select an Action (Event Type) from the drop-down menu.
187 . Enter an action interval. This field indicates how long a user should wait
188 before claiming the item.
190 . In the Claim Policy ID field, select a claim policy from the drop-down menu.
195 You can create claim cycles by adding multiple claim policy actions to a claim
201 indexterm:[acquisitions,currency types]
203 Currency types can be created and applied to funds in the administrative module.
204 When a fund is applied to a copy or line item for purchase, the item will be
205 purchased in the currency associated with that fund.
209 Create a currency type
210 ^^^^^^^^^^^^^^^^^^^^^^
212 . To create a new currency type, click _Admin -> Server Administration ->
213 Acquisitions -> Currency types_.
215 . Enter the currency code. No limits exist on the number of characters that can
216 be entered in this field.
218 . Enter the name of the currency type in Currency Label field. No limits exist
219 on the number of characters that can be entered in this field.
228 . To edit a currency type, click your cursor in the row that you want to edit.
229 The row will turn blue.
231 . Double click. The pop-up box will appear, and you can edit the fields.
233 . After making changes, click Save.
236 From the currency types interface, you can delete currencies that have never
237 been applied to funds or used to make purchases.
239 Distribution Formulas
240 ~~~~~~~~~~~~~~~~~~~~~
242 indexterm:[acquisitions,distribution formulas, templates]
244 Distribution formulas allow you to specify the number of copies that should be
245 distributed to specific branches. They can also serve as templates allowing you
246 to predefine settings for your copies. You can create and reuse formulas as
249 Create a distribution formula
250 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
252 . Click _Admin -> Server Administration -> Acquisitions ->Distribution
254 . Click _New Formula_.
255 . Enter a Formula Name. No limits exist on the number of characters that can be
256 entered in this field.
257 . Choose a Formula Owner from the drop-down menu. The Formula Owner indicates
258 the organizational units whose staff can use this formula. This menu is
259 populated with the shortnames that you created for your libraries in the
260 organizational units tree (See Admin -> Server Administration -> Organizational
264 The rule of parental inheritance applies to this list.
266 . Ignore the Skip Count field which is currently not used.
269 . Select an Owning Library from the drop-down menu. This indicates the branch
270 that will receive the items. This menu is populated with the shortnames that you
271 created for your libraries in the organizational units tree (See _Admin ->
272 Server Administration -> Organizational Units_).
273 . Select/enter any of the following copy details you want to predefine in the
274 distribution formula.
279 . In the Item Count field, enter the number of items that should be distributed
280 to the branch. You can enter the number or use the arrows on the right side of
282 . Click _Apply Changes_. The screen will reload.
283 . To view the changes to your formula, click Admin -> Server Administration ->
284 Acquisitions -> Distribution Formulas. The item_count will reflect the entries
285 to your distribution formula.
288 To edit the Formula Name, click the hyperlinked name of the formula in the top
289 left corner. A pop-up box will enable you to enter a new formula name.
291 Edit a distribution formula
292 ^^^^^^^^^^^^^^^^^^^^^^^^^^^
294 To edit a distribution formula, click the hyperlinked title of the formula.
296 Electronic Data Interchange
297 ~~~~~~~~~~~~~~~~~~~~~~~~~~~
298 indexterm:[acquisitions,EDI,accounts]
299 indexterm:[EDI,accounts]
301 Many libraries use Electronic Data Interchange (EDI) accounts to send purchase orders and receive invoices
302 from providers electronically. In Evergreen users can setup EDI accounts and manage EDI messages in
303 the admin module. EDI messages and notes can be viewed in the acquisitions module. See
304 also the <<_setting_up_edi_acquisitions,EDI Installation Instructions>>
305 because this is required for use of EDI.
307 Entering SANs (Standard Address Numbers)
308 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
310 For EDI to work your library must have a SAN and each of your providers must each supply you with their SAN.
312 A SAN (Standard Address Number) is a unique 7 digit number that identifies your library.
314 Entering a Library's SAN
315 ++++++++++++++++++++++++
317 These steps only need to be done once per library.
319 . In Evergreen select _Admin_ -> _Server Administration_ -> _Organizational Units_
320 . Find your library in the tree on the left side of the page and click on it to open the settings.
323 Multi-branch library systems will see an entry for each branch but should select their system's
324 top organization unit.
326 . Click on the _Address_ tab.
327 . Click on the _Mailing Address_ tab.
328 . Enter your library's SAN in the field labeled _SAN_.
331 image::media/enter-library-san-2.png[Enter Library SAN]
334 Entering a Provider's SAN
335 +++++++++++++++++++++++++
337 These steps need to be repeated for every provider with which EDI is used.
339 . In Evergreen select _Admin_ -> _Server Administration_ -> _Acquisitions_ -> _Providers_.
340 . Click the hyperlinked name of the provider you would like to edit.
342 image::media/enter-provider-san-1.png[Enter Provider SAN]
344 . Enter your provider's SAN in the field labeled _SAN_.
347 image::media/enter-provider-san-2.png[Enter Provider SAN]
349 Create an EDI Account
350 ^^^^^^^^^^^^^^^^^^^^^
352 CAUTION: You *must* create your provider before you create an EDI account for the provider.
354 . Contact your provider requesting the following information:
363 . In Evergreen select _Admin_ -> _Server Administration_ -> _Acquisitions_ -> _EDI Accounts_.
364 . Click _New Account_. A pop-up will appear.
366 image::media/create-edi-accounts-2.png[Create EDI Account]
368 . Fill in the following fields:
369 * In the _Label_ field, enter a name for the EDI account.
370 * In the _Host_ field, enter the requisite FTP or SCP information supplied by
371 your provider. Be sure to include the protocol (e.g. `ftp://ftp.vendorname.com`)
372 * In the _Username_ field, enter the username supplied by your provider.
373 * In the _Password_ field, enter the password supplied by your provider.
374 * Select your library as the _Owner_ from the drop down menu. Multi-branch libraries should select their top level organizational
376 * The _Last Activity_ updates automatically with any inbound or outbound communication.
377 * In the _Provider_ field, enter the code used in Evergreen for your provider.
378 * In the _Path_ field, enter the path supplied by your provider. The path indicates a directory on
379 the provider's server where Evergreen will deposit its outgoing order files.
382 If your vendor requests a specific file extension for EDI purchase orders,
383 such as `.ord`, enter the name of the directory, followed by a slash,
384 followed by an asterisk, followed by a period, followed by the extension.
385 For example, if the vendor requests that EDI purchase orders be sent to
386 a directory called `in` with the file extension `.ord`, your path would
389 * In the _Incoming Directory_ field, enter the incoming directory supplied by your provider. This indicates
390 the directory on the vendor’s server where Evergreen will retrieve incoming order responses and invoices.
393 Don't worry if your incoming directory is named `out` or `outgoing`.
394 From your vendor's perspective, this directory is outgoing, because
395 it contains files that the vendor is sending to Evergreen. However,
396 from Evergreen's perspective, these files are incoming.
398 image::media/create-edi-accounts-3.png[Create EDI Account]
401 . Click on the link in the _Provider_ field.
403 image::media/create-edi-accounts-4.png[Create EDI Account]
405 . Select the EDI account that has just been created from the _EDI Default_ drop down menu.
407 image::media/create-edi-accounts-5.png[Create EDI Account]
414 indexterm:[EDI,messages]
415 indexterm:[acquisitions,EDI,messages]
418 The EDI Messages screen displays all incoming and outgoing messages between the
419 library and its providers. To see details of a particular EDI message,
420 including the raw EDIFACT message, double click on a message entry. To find a
421 specific EDI message, the Filter options can be useful. Outside the Admin
422 interface, EDI messages that pertain to a specific purchase order can be
423 viewed from the purchase order interface (See _Acquisitions -> Purchase Orders_).
428 indexterm:[acquisitions,exchange rates]
430 Exchange rates define the rate of exchange between currencies. Evergreen will
431 automatically calculate exchange rates for purchases. Evergreen assumes that the
432 currency of the purchasing fund is identical to the currency of the provider,
433 but it provides for two unique situations: If the currency of the fund that is
434 used for the purchase is different from the currency of the provider as listed
435 in the provider profile, then Evergreen will use the exchange rate to calculate
436 the price of the item in the currency of the fund and debit the fund
437 accordingly. When money is transferred between funds that use different
438 currency types, Evergreen will automatically use the exchange rate to convert
439 the money to the currency of the receiving fund. During such transfers,
440 however, staff can override the automatic conversion by providing an explicit
441 amount to credit to the receiving fund.
443 Create an exchange rate
444 ^^^^^^^^^^^^^^^^^^^^^^^
446 . To create a new exchange rate, click _Admin -> Server Administration ->
447 Acquisitions -> Exchange Rates_.
449 . Click New Exchange Rate.
451 . Enter the From Currency from the drop-down menu populated by the currency
454 . Enter the To Currency from the drop-down menu populated by the currency types.
456 . Enter the exchange Ratio.
460 Edit an exchange rate
461 ^^^^^^^^^^^^^^^^^^^^^
463 Edit an exchange rate just as you would edit a currency type.
465 MARC Federated Search
466 ~~~~~~~~~~~~~~~~~~~~~
469 indexterm:[acquisitions,MARC federated search]
471 The MARC Federated Search enables you to import bibliographic records into a
472 selection list or purchase order from a Z39.50 source.
474 . Click _Acquisitions -> MARC Federated Search_.
475 . Check the boxes of Z39.50 services that you want to search. Your local
476 Evergreen Catalog is checked by default. Click Submit.
478 image::media/acq_marc_search.png[search form]
480 . A list of results will appear. Click the _Copies_ link to add copy information
481 to the line item. See <<line_item_features, Line Item Features>> for more
483 . Click the Notes link to add notes or line item alerts to the line item. See
484 <<line_item_features, Line Item Features>> for more information.
485 . Enter a price in the _Estimated Price_ field.
486 . You can save the line item(s) to a selection list by checking the box on the
487 line item and clicking _Actions -> Save Items to Selection List_. You can also
488 create a purchase order from the line item(s) by checking the box on the line
489 item and clicking _Actions -> Create Purchase Order_.
491 image::media/acq_marc_search-2.png[line item]
496 indexterm:[acquisitions,funds,tags]
498 You can apply tags to funds so that you can group funds for easy reporting. For
499 example, you have three funds for children's materials: Children's Board Books,
500 Children's DVDs, and Children's CDs. Assign a fund tag of 'children's' to each
501 fund. When you need to report on the amount that has been spent on all
502 children's materials, you can run a report on the fund tag to find total
503 expenditures on children's materials rather than reporting on each individual
508 . To create a fund tag, click _Admin -> Server Administration -> Acquisitions ->
510 . Click _New Fund Tag_. No limits exist on the number of characters that can be
511 entered in this field.
512 . Select a Fund Tag Owner from the drop-down menu. The owner indicates the
513 organizational unit(s) whose staff can use this fund tag. This menu is
514 populated with the shortnames that you created for your libraries in the
515 organizational units tree (See Admin -> Server Administration -> Organizational
519 The rule of parental inheritance applies to this list.
521 . Enter a Fund Tag Name. No limits exist on the number of characters that can be
522 entered in this field.
528 indexterm:[acquisitions,funding sources]
530 Funding sources allow you to specify the sources that contribute monies to your
531 fund(s). You can create as few or as many funding sources as you need. These
532 can be used to track exact amounts for accounts in your general ledger. You can
533 then use funds to track spending and purchases for specific collections.
535 Create a funding source
536 ^^^^^^^^^^^^^^^^^^^^^^^
538 . To create a new funding source, click _Admin -> Server Administration ->
539 Acquisitions -> Funding Source_.
540 . Enter a funding source name. No limits exist on the number of characters that
541 can be entered in this field.
542 . Select an owner from the drop-down menu. The owner indicates the
543 organizational unit(s) whose staff can use this funding source. This menu is
544 populated with the shortnames that you created for your libraries in the
545 organizational units tree (See Admin -> Server Administration -> Organizational
549 The rule of parental inheritance applies to this list. For example, if a system
550 is made the owner of a funding source, then users with appropriate permissions
551 at the branches within the system could also use the funding source.
553 . Create a code for the source. No limits exist on the number of characters that
554 can be entered in this field.
555 . Select a currency from the drop-down menu. This menu is populated from the
556 choices in the Currency Types interface.
559 Allocate credits to funding sources
560 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
562 . Apply a credit to this funding source.
564 . Enter the amount of money that the funding source contributes to the
565 organization. Funding sources are not tied to fiscal or calendar years, so you
566 can continue to add money to the same funding source over multiple years, e.g.
567 County Funding. Alternatively, you can name funding sources by year, e.g. County
568 Funding 2010 and County Funding 2011, and apply credits each year to the
571 . To apply a credit, click on the hyperlinked name of the funding source. The
572 Funding Source Details will appear.
574 . Click _Apply Credit_.
576 . Enter an amount to apply to this funding source.
578 . Enter a note. This field is optional.
582 Allocate credits to funds
583 ^^^^^^^^^^^^^^^^^^^^^^^^^
585 If you have already set up your funds, then you can then click the Allocate to
586 Fund button to apply credits from the funding sources to the funds. If you have
587 not yet set up your funds, or you need to add a new one, you can allocate
588 credits to funds from the funds interface. See section 1.2 for more information.
590 . To allocate credits to funds, click _Allocate to Fund_.
592 . Enter the amount that you want to allocate.
594 . Enter a note. This field is optional.
598 Track debits and credits
599 ^^^^^^^^^^^^^^^^^^^^^^^^
601 You can track credits to and allocations from each funding source. These amounts
602 are updated when credits and allocations are made in the Funding Source
603 Details. Access the Funding Source Details by clicking on the hyperlinked name
604 of the Funding Source.
609 indexterm:[acquisitions,funds]
611 Funds allow you to allocate credits toward specific purchases. In the funds
612 interface, you can create funds; allocate credits from funding sources to funds;
613 transfer money between funds; and apply fund tags to funds. Funds are created
614 for a specific year, either fiscal or calendar. These funds are owned by org
615 units. At the top of the funds interface, you can set a contextual org unit and
616 year. The drop-down menu at the top of the screen enables you to focus on funds
617 that are owned by specific organizational units during specific years.
622 . To create a new fund, click _Admin -> Server Administration -> Acquisitions ->
624 . Enter a name for the fund. No limits exist on the number of characters that
625 can be entered in this field.
626 . Create a code for the fund. No limits exist on the number of characters that
627 can be entered in this field.
628 . Enter a year for the fund. This can be a fiscal year or a calendar year. The
629 format of the year is YYYY.
630 . Select an org unit from the drop-down menu. The org unit indicates the
631 organizational units whose staff can use this fund. This menu is populated with
632 the shortnames that you created for your libraries in the organizational units
633 tree (See Admin -> Server Administration -> Organizational Units).
636 The rule of parental inheritance applies to this list. See section
638 . Select a currency type from the drop-down menu. This menu is comprised of
639 entries in the currency types menu. When a fund is applied to a line item or
640 copy, the price of the item will be encumbered in the currency associated with
642 . Click the Active box to activate this fund. You cannot make purchases from
643 this fund if it is not active.
644 . Enter a Balance Stop Percent. The balance stop percent prevents you from
645 making purchases when only a specified amount of the fund remains. For example,
646 if you want to spend 95 percent of your funds, leaving a five percent balance in
647 the fund, then you would enter 95 in the field. When the fund reaches its
648 balance stop percent, it will appear in red when you apply funds to copies.
649 . Enter a Balance Warning Percent. The balance warning percent gives you a
650 warning that the fund is low. You can specify any percent. For example, if you
651 want to spend 90 percent of your funds and be warned when the fund has only 10
652 percent of its balance remaining, then enter 90 in the field. When the fund
653 reaches its balance warning percent, it will appear in yellow when you apply
655 . Check the Propagate box to propagate funds. When you propagate a fund, the ILS
656 will create a new fund for the following fiscal year with the same parameters
657 as your current fund. All of the settings transfer except for the year and the
658 amount of money in the fund. Propagation occurs during the fiscal year close-out
660 . Check the Rollover box if you want to roll over remaining funds into the same
661 fund next year. You should also check this box if you only want to roll over
662 encumbrances into next year's fund.
665 Allocate credits from funding sources to funds
666 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
668 Credits can be applied to funds from funding sources using the fund interface.
669 The credits that you apply to the fund can be applied later to purchases.
671 . To access funds, click _Admin -> Server Administration -> Acquisitions ->
674 . Click the hyperlinked name of the fund.
676 . To add a credit to the fund, click the Create Allocation tab.
678 . Choose a Funding Source from the drop-down menu.
680 . Enter an amount that you want to apply to the fund from the funding source.
682 . Enter a note. This field is optional.
686 Transfer credits between funds
687 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
689 The credits that you allocate to funds can be transferred between funds if
690 desired. In the following example, you can transfer $500.00 from the Young Adult
691 Fiction fund to the Children's DVD fund.
693 . To access funds, click _Admin -> Server Administration -> Acquisitions ->
696 . Click the hyperlinked name of the originating fund.
698 . The Fund Details screen appears. Click Transfer Money.
700 . Enter the amount that you would like to transfer.
702 . From the drop-down menu, select the destination fund.
704 . Add a note. This field is optional.
708 Track balances and expenditures
709 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
711 The Fund Details allows you to track the fund's balance, encumbrances, and
712 amount spent. It also allows you to track allocations from the funding
713 source(s), debits, and fund tags.
715 . To access the fund details, click on the hyperlinked name of the fund that you
718 . The Summary allows you to track the following:
720 . Balance - The balance is calculated by subtracting both items that have been
721 invoiced and encumbrances from the total allocated to the fund.
722 . Total Allocated - This amount is the total amount allocated from the Funding
724 . Spent Balance - This balance is calculated by subtracting only the items that
725 have been invoiced from the total allocated to the fund. It does not include
727 . Total Debits - The total debits are calculated by adding the cost of items
728 that have been invoiced and encumbrances.
729 . Total Spent - The total spent is calculated by adding the cost of items that
730 have been invoiced. It does not include encumbrances.
731 . Total Encumbered - The total encumbered is calculated by adding all
738 indexterm:[acquisitions,funds,reports]
739 indexterm:[reports,funds]
741 A core source, Fund Summary, is available in the reports interface. This
742 core source enables librarians to easily run a report on fund activity. Fields
743 that are accessible in this interface include Remaining Balance, Total
744 Allocated, Total Encumbered, and Total Spent.
747 image::media/Core_Source_1.jpg[Core_Source1]
754 Edit a fund just as you would edit a currency type.
756 Perform fiscal year close-out operation
757 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
759 indexterm:[acquisitions,funds,fiscal rollover]
761 The Fiscal Year Close-Out Operation allows you to deactivate funds for the
762 current year and create analogous funds for the next year. It transfers
763 encumbrances to the analogous funds, and it rolls over any remaining funds if
764 you checked the rollover box when creating the fund.
766 . To access the year end closeout of a fund, click Admin -> Server
767 Administration -> Acquisitions -> Funds.
769 . Click _Fund Propagation and Rollover_.
771 . Check the box adjacent to _Perform Fiscal Year Close-Out Operation_.
773 . For funds that have the "Rollover" setting enabled, if you want to move the
774 fund's encumbrances to the next year without moving unspent money, check the
775 box adjacent to _Limit Fiscal Year Close-out Operation to Encumbrances_.
778 The _Limit Fiscal Year Close-out Operation to Encumbrances_ will only display
779 if the _Allow funds to be rolled over without bringing the money along_ Library
780 Setting has been enabled. This setting is available in the Library Setting
781 Editor accessible via _Administration_ -> _Local Administration_ -> _Library
784 image::media/Fiscal_Rollover1.jpg[Fiscal_Rollover1]
786 . Notice that the context org unit reflects the context org unit that you
787 selected at the top of the Funds screen.
789 . If you want to perform the close-out operation on the context org unit and its
790 child units, then check the box adjacent to Include Funds for Descendant Org
793 . Check the box adjacent to dry run if you want to test changes to the funds
794 before they are enacted. Evergreen will generate a summary of the changes that
795 would occur during the selected operations. No data will be changed.
799 . Evergreen will begin the propagation process. Evergreen will make a clone of
800 each fund, but it will increment the year by 1.
805 indexterm:[acquisitions,invoices]
807 Invoice menus allow you to create drop-down menus that appear on invoices. You
808 can create an invoice item type or invoice payment method.
813 The invoice item type allows you to enter the types of additional charges that
814 you can add to an invoice. Examples of additional charge types might include
815 taxes or processing fees. Charges for bibliographic items are listed separately
816 from these additional charges. A default list of charge types displays, but you
817 can add custom charge types to this list. Invoice item types can also be used
818 when adding non-bibliographic items to a purchase order. When invoiced, the
819 invoice item type will copy from the purchase order to the invoice.
821 . To create a new charge type, click _Admin -> Server Administration ->
822 Acquisitions -> Invoice Item Type_.
824 . Click _New Invoice Item Type_.
826 . Create a code for the charge type. No limits exist on the number of characters
827 that can be entered in this field.
829 . Create a label. No limits exist on the number of characters that can be
830 entered in this field. The text in this field appears in the drop-down menu on
833 . If items on the invoice were purchased with the monies in multiple funds, then
834 you can divide the additional charge across funds. Check the box adjacent to
835 Prorate-> if you want to prorate the charge across funds.
839 Invoice payment method
840 ^^^^^^^^^^^^^^^^^^^^^^
842 The invoice payment method allows you to predefine the type(s) of invoices and
843 payment method(s) that you accept. The text that you enter in the admin module
844 will appear as a drop-down menu in the invoice type and payment method fields on
847 . To create a new invoice payment method, click _Admin -> Server Administration
848 -> Acquisitions -> Invoice Payment Method_.
850 . Click _New Invoice Payment Method_.
852 . Create a code for the invoice payment method. No limits exist on the number of
853 characters that can be entered in this field.
855 . Create a name for the invoice payment method. No limits exist on the number of
856 characters that can be entered in this field. The text in this field appears in
857 the drop-down menu on the invoice.
861 Payment methods can be deleted from this screen.
865 [[line_item_features]]
867 indexterm:[acquisitions,line items]
869 Line item alerts are predefined text that can be added to line items that are on
870 selection lists or purchase orders. You can define the alerts from which staff
871 can choose. Line item alerts appear in a pop-up box when the line item, or any
872 of its copies, are marked as received.
874 Create a line item alert
875 ^^^^^^^^^^^^^^^^^^^^^^^^
877 . To create a line item alert, click _Administration -> Server Administration ->
878 Acquisitions -> Line Item Alerts_.
880 . Click _New Line Item Alert Text_.
882 . Create a code for the text. No limits exist on the number of characters that
883 can be entered in this field.
885 . Create a description for the text. No limits exist on the number of characters
886 that can be entered in this field.
888 . Select an owning library from the drop-down menu. The owning library indicates
889 the organizational units whose staff can use this alert. This menu is populated
890 with the shortnames that you created for your libraries in the organizational
891 units tree (See Admin -> Server Administration -> Organizational Units).
895 Line item MARC attribute definitions
896 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
898 Line item attributes define the fields that Evergreen needs to extract from the
899 bibliographic records that are in the acquisitions database to display in the
900 catalog. Also, these attributes will appear as fields in the New Brief Record
901 interface. You will be able to enter information for the brief record in the
902 fields where attributes have been defined.
907 Providers are vendors. You can create a provider profile that includes contact
908 information for the provider, holdings information, invoices, and other
914 . To create a new provider, click _Admin_ -> _Server Administration_ ->
915 _Acquisitions_ -> _Providers_.
917 . Enter the provider name.
919 . Create a code for the provider. No limits exist on the number of characters
920 that can be entered in this field.
922 . Select an owner from the drop-down menu. The owner indicates the
923 organizational units whose staff can use this provider. This menu is populated
924 with the shortnames that you created for your libraries in the organizational
925 units tree (See Admin -> Server Administration -> Organizational Units).
928 The rule of parental inheritance applies to this list.
930 . Select a currency from the drop-down menu. This drop-down list is populated by
931 the list of currencies available in the currency types.
933 . A provider must be active in order for purchases to be made from that
934 provider. To activate the provider, check the box adjacent to Active. To
935 deactivate a vendor, uncheck the box.
937 . Add the default # of copies that are typically ordered through the provider.
938 This number will automatically populate the line item's _Copies_ box on any PO's
939 associated with this provider. If another quantity is entered during the
940 selection or ordering process, it will override this default. If no number is
941 specified, the default number of copies will be zero.
943 . Select a default claim policy from the drop-down box. This list is derived
944 from the claim policies that can be created
946 . Select an EDI default. This list is derived from the EDI accounts that can be
949 . Enter the provider's email address.
951 . In the Fax Phone field, enter the provider's fax number.
953 . In the holdings tag field, enter the tag in which the provider places holdings
956 . In the phone field, enter the provider's phone number.
958 . If prepayment is required to purchase from this provider, then check the box
959 adjacent to prepayment required.
961 . Enter the Standard Address Number (SAN) for your provider.
963 . Enter the web address for the provider's website in the URL field.
967 Add contact and holdings information to providers
968 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
970 After you save the provider profile, the screen reloads so that you can save
971 additional information about the provider. You can also access this screen by
972 clicking the hyperlinked name of the provider on the Providers screen. The tabs
973 allow you to add a provider address and contact, attribute definitions, and
974 holding subfields. You can also view invoices associated with the provider.
976 . Enter a Provider Address, and click Save.
979 Required fields for the provider address are: Street 1, city, state, country,
980 post code. You may have multiple valid addresses.
982 . Enter the Provider Contact, and click Save.
984 . Your vendor may include information that is specific to your organization in
985 MARC tags. You can specify the types of information that should be entered in
986 each MARC tag. Enter attribute definitions to correlate MARC tags with the
987 information that they should contain in incoming vendor records. Some technical
988 knowledge is required to enter XPath information. As an example, if you need to
989 import the PO Name, you could set up an attribute definition by adding an XPath
992 ------------------------------------------------------------------------------
993 code => purchase_order
994 xpath => //*[@tag="962"]/*[@code="p"]
995 Is Identifier => false
996 ------------------------------------------------------------------------------
998 where 962 is the holdings tag and p is the subfield that contains the PO Name.
1001 . You may have entered a holdings tag when you created the provider profile. You
1002 can also enter holdings subfields. Holdings subfields allow you to
1003 specify subfields within the holdings tag to which your vendor adds holdings
1004 information, such as quantity ordered, fund, and estimated price.
1006 . Click invoices to access invoices associated with a provider.
1011 Edit a provider just as you would edit a currency type.
1013 You can delete providers only if no purchase orders have been assigned to them.