7 Acquisitions allows you to order materials, track the expenditure of your
8 collections funds, track invoices and set up policies for manual claiming. In
9 this chapter, we're going to be describing how to use the most essential
10 functions of acquisitions in the Evergreen system.
12 When should libraries use acquisitions?
13 ---------------------------------------
14 * When you want to track spending of your collections budget.
15 * When you want to use Evergreen to place orders electronically with your
17 * When you want to import large batches of records to quickly get your on-order
18 titles into the system.
20 If your library simply wants to add on-order copies to the catalog so that
21 patrons can view and place holds on titles that have not yet arrived,
22 acquisitions may be more than you need. Adding those on-order records via
23 cataloging is a simpler option that works well for this use case.
25 Below are the basic administrative settings to be configured to get started
26 with acquisitions. At a minimum, a library must configure *Funding Sources*,
27 *Funds*, and *Providers* to use acquisitions.
32 Funding Sources (Required)
33 ~~~~~~~~~~~~~~~~~~~~~~~~~~
34 Funding sources allow you to specify the sources that contribute monies to your
35 fund(s). You can create as few or as many funding sources as you need. These
36 can be used to track exact amounts for accounts in your general ledger.
38 Example funding sources might be:
40 * A municipal allocation for your materials budget;
41 * A trust fund used for collections;
42 * A revolving account that is used to replace lost materials;
43 * Grant funds to be used for collections.
45 Funding sources are not tied to fiscal or calendar years, so you can continue
46 to add money to the same funding source over multiple years, e.g. County
47 Funding. Alternatively, you can name funding sources by year, e.g. County
48 Funding 2010 and County Funding 2011, and apply credits each year to the
51 . To create a funding source, select *Admin > Server Administration >
52 Acquisitions > Funding Source*. Click the *New Funding Source* button. Give
53 the funding source a name, an owning library, and code. You should also
54 identify the type of currency that is used for the fund.
55 . You must add money to the funding source before you can use it. Click the
56 hyperlinked name of the funding source and then click the *Apply Credit*
57 button. Add the amount of funds you need to add. The *Note* field is optional.
61 Funds allow you to allocate credits toward specific purchases. They typically
62 are used to track spending and purchases for specific collections. Some
63 libraries may choose to define very broad funds for their collections (e.g.
64 children's materials, adult materials) while others may choose to define more
65 specific funds (e.g. adult non-fiction DVDs for BR1).
67 If your library does not wish to track fund accounting, you can create one
68 large generic fund and use that fund for all of your purchases.
70 . To create a fund, select *Admin > Server Administration > Acquisitions >
71 Funds*. Click the *New Fund* button. Give the fund a name and code.
72 . The *Year* can either be the fiscal or calendar year for the fund.
73 . If you are a multi-branch library that will be ordering titles for multiple
74 branches, you should select the system as the owning *Org Unit*, even if this
75 fund will only be used for collections at a specific branch. If you are a
76 one-branch library or if your branches do their own ordering, you can select
77 the branch as the owning *Org Unit*.
78 . Select the *Currency Type* that will be used for this fund.
79 . You must select the *Active* checkbox to use the fund.
80 . Enter a *Balance Stop Percent*. The balance stop percent prevents you from
81 making purchases when only a specified amount of the fund remains. For example,
82 if you want to spend 95 percent of your funds, leaving a five percent balance
83 in the fund, then you would enter 95 in the field. When the fund reaches its
84 balance stop percent, it will appear in red when you apply funds to copies.
85 . Enter a *Balance Warning Percent*. The balance warning percent gives you a
86 warning that the fund is low. You can specify any percent. For example, if you
87 want to spend 90 percent of your funds and be warned when the fund has only 10
88 percent of its balance remaining, then enter 90 in the field. When the fund
89 reaches its balance warning percent, it will appear in yellow when you apply
91 . Check the *Propagate* box to propagate funds. When you propagate a fund, the
92 system will create a new fund for the following fiscal year with the same
93 parameters as your current fund. All of the settings transfer except for the
94 year and the amount of money in the fund. Propagation occurs during the fiscal
95 year close-out operation.
96 . Check the *Rollover* box if you want to roll over remaining encumbrances and
97 funds into the same fund next year. If you need the ability to roll over
98 encumbrances without rolling over funds, go to the *Library Settings Editor*
99 (*Admin > Local Administration > Library Settings Editor*) and set *Allow
100 funds to be rolled over without bringing the money along* to *True*.
101 . You must add money to the fund before you can begin using it. Click the
102 hyperlinked name of the fund. Click the *Create Allocation button*. Select a
103 *Funding Source* from which the allocation will be drawn and then enter an
104 amount for the allocation. The *Note* field is optional.
108 You can apply tags to funds so that you can group funds for easy reporting. For
109 example, you have three funds for children’s materials: Children's Board Books,
110 Children's DVDs, and Children's CDs. Assign a fund tag of children's to each
111 fund. When you need to report on the amount that has been spent on all
112 children's materials, you can run a report on the fund tag to find total
113 expenditures on children's materials rather than reporting on each individual
116 . To create a fund tag, select *Admin > Server Administration > Acquisitions >
117 Fund Tags*. Click the *New Fund Tag* button. Select a owning library and
118 add the name for the fund tag.
119 . To apply a fund tag to a fund, select *Admin > Server Administration >
120 Acquisitions > Funds*. Click on the hyperlinked name for the fund. Click the
121 *Tags* tab and then click the *Add Tag* button. Select the tag from the
129 Providers are the vendors from whom you order titles.
131 . To add a provider record, select *Admin > Server Administration >
132 Acquisitions > Providers*.
133 . Enter information about the provider. At a minimum, you need to add a
134 *Provider Name*, *Code*, *Owner*, and *Currency*. You also need to select the
135 *Active* checkbox to use the provider.
137 Distribution Formulas (Optional)
138 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
139 If you are ordering for a multi-branch library system, distribution formulas
140 are a useful way to specify the number of copies that should be distributed to
141 specific branches and copy locations.
143 . To create a distribution formula, select *Admin > Server Administration >
144 Acquisitions > Distribution Formulas*. Click the *New Formula* button. Enter
145 the formula name and select the owning library. Ignore the *Skip Count* field.
146 . Click *New Entry*. Select an Owning Library from the drop down menu. This
147 indicates the branch that will receive the items.
148 . Select a Shelving Location from the drop down menu.
149 . In the Item Count field, enter the number of items that should be distributed
150 to that branch and copy location. You can enter the number or use the arrows on
151 the right side of the field.
152 . Keep adding entries until the distribution formula is complete.
154 Helpful acquisitions Library Settings
155 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
156 There are several acquisitions Library Settings available that will help with
157 acquisitions workflow. These settings can be found at *Admin > Local
158 Administration > Library Settings Editor*.
160 * Default circulation modifier - Automatically applies a default circulation
161 modifier to all of your acquisitions copies. Useful if you use a specific
162 circulation modifier for on-order copies.
163 * Default copy location - Automatically applies a default copy location (e.g.
164 On Order) to acquisitions copies.
165 * Temporary barcode prefix - Applies a unique prefix to the barcode that is
166 automatically generated during the acquisitions process.
167 * Temporary call number prefix - Applies a unique prefix to the start of the
168 call number that is automatically generated during the acquisitions process.
170 Preparing for order record loading
171 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
172 If your library is planning to upload order records in a batch, you need to add
173 some information to your provider records so that Evergreen knows how to map
174 the copy data contained in the order record.
176 . Retrieve the record for the provider that has supplied the order records by
177 selecting *Admin > Server Administration > Acquisitions > Providers*. Click on
178 the hyperlinked Provider name.
179 . In the top frame, add the MARC tag that contains your holdings data in the
180 *Holdings Tag* field (this tag can also be entered at the time you create the
182 . To map the tag's subfields to the appropriate copy data, click the *Holding
183 Subfield* tab. Click the *New Holding Subfield* button and select the copy
184 data that you are mapping. Add the subfield that contains that data and click
187 image::media/order_record_loading.png[]
189 . If your vendor is sending other data in a MARC tag that needs to be mapped to
190 a field in acquisitions, you can do so by clicking the Attribute Definitions
191 tab. As an example, if you need to import the PO Name, you could set up an
192 attribute definition by adding an XPath similar to:
194 ------------------------------------------------------------------------------
195 code => purchase_order
196 xpath => //*[@tag="962"]/*[@code="p"]
197 Is Identifier => false
198 ------------------------------------------------------------------------------
200 where 962 is the holdings tag and p is the subfield that contains the PO Name.
202 Preparing to send electronic orders from Evergreen
203 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
204 If your library wants to transmit electronic order information to a vendor, you
205 will need to configure your server to use EDI. You need to install the EDI
206 translator and EDI scripts on your server by following the instructions in the
207 command line system administration manual.
209 Configure your provider's EDI information by selecting *Admin > Server
210 Administration > Acquisitions > EDI Accounts*. Give the account a name in the
213 . *Host* is the vendor-assigned FTP/SFTP/SSH hostname.
214 . *Username* is the vendor-assigned FTP/SFTP/SSH username.
215 . *Password* is the vendor-assigned FTP/SFTP/SSH password.
216 . *Account* This field enables you to add a supplemental password for
217 entry to a remote system after log in has been completed. This field is
218 optional for the ILS but may be required by your provider.
219 . *Owner* is the organizational unit who owns the EDI account
220 . *Last Activity* is the date of last activity for the account
221 . *Provider* is a link to the codes for the Provider record.
222 . *Path* is the path on the vendor’s server where Evergreen will deposit its
223 outgoing order files.
224 . *Incoming Directory* is the path on the vendor’s server where Evergreen
225 will retrieve incoming order responses and invoices.
226 . *Vendor Account Number* is the Vendor assigned account number.
227 . *Vendor Assigned Code* is usually a sub-account designation. It can be used
228 with or without the Vendor Account Number.
230 You now need to add this *EDI Account* and the *SAN* code to the provider's record.
232 . Select *Admin > Server Administration > Acquisitions > Providers*.
233 . Click the hyperlinked Provider name.
234 . Select the account you just created in the *EDI Default* field.
235 . Add the vendor-provided SAN code to the *SAN* field.
237 The last step is to add your library's SAN code to Evergreen.
239 . Select *Admin > Server Administration > Organizational Units*.
240 . Select your library from the organizational hierarchy in the left pane.
241 . Click the *Addresses* tab and add your library's SAN code to the *SAN* field.