1 = Acquisitions Administration =
5 == Acquisitions Settings ==
7 indexterm:[acquisitions,permissions]
9 Several setting in the Library Settings area of the Administration module pertain to
10 functions in the Acquisitions module. You can access these settings by clicking
11 _Administration -> 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
41 == Cancel/Delay reasons ==
43 indexterm:[acquisitions,purchase order,cancellation]
44 indexterm:[acquisitions,line item,cancellation]
46 The Cancel reasons link enables you to predefine the reasons for which a line
47 item or a PO can be cancelled. A default list of reasons appears, but you can
48 add custom reasons to this list. Applying the cancel reason will prevent the
49 item from appearing in a claims list and will allow you to cancel debits
50 associated with the purchase. Cancel reasons also enable you to delay
51 a purchase. For example, you could create a cancel reason of 'back ordered,' and
52 you could choose to keep the debits associated with the purchase.
54 === Create a cancel/delay reason ===
56 . To add a new cancel reason, click _Administration -> Acquisitions Administration ->
59 . Click _New Cancel Reason_.
61 . Select a using library from the drop-down menu. The using library indicates
62 the organizational units whose staff can use this cancel reason. This menu is
63 populated with the shortnames that you created for your libraries in the
64 organizational units tree (See Administration -> Server Administration -> Organizational
67 . Create a label for the cancel reason. This label will appear when you select a
68 cancel reason on an item or a PO.
70 . Create a description of the cancel reason. This is a free text field and can
71 comprise any text of your choosing.
73 . If you want to retain the debits associated with the cancelled purchase, click
74 the box adjacent to Keep Debits->
78 === Delete a custom cancel/delay reason ===
80 You can delete custom cancel reason.
82 . Select the checkbox for the custom cancel reason that should be deleted.
84 . Click the _Delete Selected_ button.
87 You cannot select the checkbox for any of the default cancel reasons because the
88 system expects those reasons to be available to handle EDI order responses.
93 indexterm:[acquisitions,claiming]
95 Currently, all claiming is manual, but the admin module enables you to build
96 claim policies and specify the action(s) that users should take to claim items.
98 === Create a claim policy ===
100 The claim policy link enables you to name the claim policy and specify the
101 organization that owns it.
103 . To create a claim policy, click _Administration -> Acquisitions Administration ->
105 . Create a claim policy name. No limits exist on the number of characters that
106 can be entered in this field.
107 . Select an org unit from the drop-down menu. The org unit indicates the
108 organizational units whose staff can use this claim policy. This menu is
109 populated with the shortnames that you created for your libraries in the
110 organizational units tree (See Administration -> Server Administration -> Organizational
114 The rule of parental inheritance applies to this list.
116 . Enter a description. No limits exist on the number of characters that can be
117 entered in this field.
120 === Create a claim type ===
122 The claim type link enables you to specify the reason for a type of claim.
124 . To create a claim type, click _Administration -> Acquisitions Administration ->
126 . Create a claim type. No limits exist on the number of characters that can be
127 entered in this field.
128 . Select an org unit from the drop-down menu. The org unit indicates the
129 organizational units whose staff can use this claim type. This menu is populated
130 with the shortnames that you created for your libraries in the organizational
131 units tree (See Administration -> Server Administration -> Organizational Units).
134 The rule of parental inheritance applies to this list.
136 . Enter a description. No limits exist on the number of characters that can be
137 entered in this field.
140 === Create a claim event type ===
142 The claim event type describes the physical action that should occur when an
143 item needs to be claimed. For example, the user should notify the vendor via
144 email that the library is claiming an item.
146 . To access the claim event types, click _Administration -> Acquisitions Administration ->
148 . Enter a code for the claim event type. No limits exist on the number of
149 characters that can be entered in this field.
150 . Select an org unit from the drop-down menu. The org unit indicates the
151 organizational units whose staff can use this event type. This menu is populated
152 with the shortnames that you created for your libraries in the organizational
153 units tree (See Administration -> Server Administration -> Organizational Units).
156 The rule of parental inheritance applies to this list.
158 . Enter a description. No limits exist on the number of characters that can be
159 entered in this field.
160 . If this claim is initiated by the user, then check the box adjacent to Library
164 Currently, all claims are initiated by a user. The ILS cannot automatically
169 === Create a claim policy action ===
171 The claim policy action enables you to specify how long a user should wait
172 before claiming the item.
174 . To access claim policy actions, click _Administration -> Acquisitions Administration ->
175 Claim Policy Actions_.
177 . Select an Action (Event Type) from the drop-down menu.
179 . Enter an action interval. This field indicates how long a user should wait
180 before claiming the item.
182 . In the Claim Policy ID field, select a claim policy from the drop-down menu.
187 You can create claim cycles by adding multiple claim policy actions to a claim
192 indexterm:[acquisitions,currency types]
194 Currency types can be created and applied to funds in the administrative module.
195 When a fund is applied to a copy or line item for purchase, the item will be
196 purchased in the currency associated with that fund.
200 === Create a currency type ===
202 . To create a new currency type, click _Administration -> Acquisitions Administration ->
205 . Enter the currency code. No limits exist on the number of characters that can
206 be entered in this field.
208 . Enter the name of the currency type in Currency Label field. No limits exist
209 on the number of characters that can be entered in this field.
215 === Edit a currency type ===
217 . To edit a currency type, click your cursor in the row that you want to edit.
218 The row will turn blue.
220 . Double click. The pop-up box will appear, and you can edit the fields.
222 . After making changes, click Save.
225 From the currency types interface, you can delete currencies that have never
226 been applied to funds or used to make purchases.
228 == Distribution Formulas ==
230 indexterm:[acquisitions,distribution formulas, templates]
232 Distribution formulas allow you to specify the number of copies that should be
233 distributed to specific branches. They can also serve as templates allowing you
234 to predefine settings for your copies. You can create and reuse formulas as
237 === Create a distribution formula ===
239 . Click _Administration -> Acquisitions Administration -> Distribution Formulas_.
240 . Click _New Formula_.
241 . Enter a Formula Name. No limits exist on the number of characters that can be
242 entered in this field.
243 . Choose a Formula Owner from the drop-down menu. The Formula Owner indicates
244 the organizational units whose staff can use this formula. This menu is
245 populated with the shortnames that you created for your libraries in the
246 organizational units tree (See Administration -> Server Administration -> Organizational
250 The rule of parental inheritance applies to this list.
252 . Ignore the Skip Count field which is currently not used.
255 . Select an Owning Library from the drop-down menu. This indicates the branch
256 that will receive the items. This menu is populated with the shortnames that you
257 created for your libraries in the organizational units tree (See _Administration ->
258 Server Administration -> Organizational Units_).
259 . Select/enter any of the following copy details you want to predefine in the
260 distribution formula.
265 . In the Item Count field, enter the number of items that should be distributed
266 to the branch. You can enter the number or use the arrows on the right side of
268 . Click _Apply Changes_. The screen will reload.
269 . To view the changes to your formula, click Administration ->
270 Acquisitions Administration -> Distribution Formulas. The item_count will reflect
271 the entries to your distribution formula.
274 To edit the Formula Name, click the hyperlinked name of the formula in the top
275 left corner. A pop-up box will enable you to enter a new formula name.
277 === Edit a distribution formula ===
279 To edit a distribution formula, click the hyperlinked title of the formula.
281 == Electronic Data Interchange ==
282 indexterm:[acquisitions,EDI,accounts]
283 indexterm:[EDI,accounts]
285 Many libraries use Electronic Data Interchange (EDI) accounts to send purchase orders and receive invoices
286 from providers electronically. In Evergreen users can setup EDI accounts and manage EDI messages in
287 the admin module. EDI messages and notes can be viewed in the acquisitions module. See
288 also the command line system administration manual, which includes some initial setup steps that are
289 required for use of EDI.
291 === Entering SANs (Standard Address Numbers) ===
293 For EDI to work your library must have a SAN and each of your providers must each supply you with their SAN.
295 A SAN (Standard Address Number) is a unique 7 digit number that identifies your library.
297 ==== Entering a Library's SAN ====
299 These steps only need to be done once per library.
301 . In Evergreen select _Administration_ -> _Server Administration_ -> _Organizational Units_
302 . Find your library in the tree on the left side of the page and click on it to open the settings.
305 Multi-branch library systems will see an entry for each branch but should select their system's
306 top organization unit.
308 . Click on the _Address_ tab.
309 . Click on the _Mailing Address_ tab.
310 . Enter your library's SAN in the field labeled _SAN_.
313 image::media/enter-library-san-2.png[Enter Library SAN]
316 ==== Entering a Provider's SAN ====
318 These steps need to be repeated for every provider with which EDI is used.
320 . In Evergreen select _Administration_ -> _Acquisitions Administration_ -> _Providers_.
321 . Click the hyperlinked name of the provider you would like to edit.
323 image::media/enter-provider-san-1.png[Enter Provider SAN]
325 . Enter your provider's SAN in the field labeled _SAN_.
328 image::media/enter-provider-san-2.png[Enter Provider SAN]
330 === Create an EDI Account ===
332 CAUTION: You *must* create your provider before you create an EDI account for the provider.
334 . Contact your provider requesting the following information:
343 . In Evergreen select _Administration_ -> _Acquisitions Administration_ -> _EDI Accounts_.
344 . Click _New Account_. A pop-up will appear.
346 image::media/create-edi-accounts-2.png[Create EDI Account]
348 . Fill in the following fields:
349 * In the _Label_ field, enter a name for the EDI account.
350 * In the _Host_ field, enter the requisite FTP or SCP information supplied by
351 your provider. Be sure to include the protocol (e.g. `ftp://ftp.vendorname.com`)
352 * In the _Username_ field, enter the username supplied by your provider.
353 * In the _Password_ field, enter the password supplied by your provider.
354 * Select your library as the _Owner_ from the drop down menu. Multi-branch libraries should select their top level organizational
356 * The _Last Activity_ updates automatically with any inbound or outbound communication.
357 * In the _Provider_ field, enter the code used in Evergreen for your provider.
358 * In the _Path_ field, enter the path supplied by your provider. The path indicates a directory on
359 the provider's server where Evergreen will deposit its outgoing order files.
362 If your vendor requests a specific file extension for EDI purchase orders,
363 such as `.ord`, enter the name of the directory, followed by a slash,
364 followed by an asterisk, followed by a period, followed by the extension.
365 For example, if the vendor requests that EDI purchase orders be sent to
366 a directory called `in` with the file extension `.ord`, your path would
369 * In the _Incoming Directory_ field, enter the incoming directory supplied by your provider. This indicates
370 the directory on the vendor’s server where Evergreen will retrieve incoming order responses and invoices.
373 Don't worry if your incoming directory is named `out` or `outgoing`.
374 From your vendor's perspective, this directory is outgoing, because
375 it contains files that the vendor is sending to Evergreen. However,
376 from Evergreen's perspective, these files are incoming.
378 image::media/create-edi-accounts-3.png[Create EDI Account]
381 . Click on the link in the _Provider_ field.
383 image::media/create-edi-accounts-4.png[Create EDI Account]
385 . Select the EDI account that has just been created from the _EDI Default_ drop down menu.
387 image::media/create-edi-accounts-5.png[Create EDI Account]
393 indexterm:[EDI,messages]
394 indexterm:[acquisitions,EDI,messages]
397 The EDI Messages screen displays all incoming and outgoing messages between the
398 library and its providers. To see details of a particular EDI message,
399 including the raw EDIFACT message, double click on a message entry. To find a
400 specific EDI message, the Filter options can be useful. Outside the Admin
401 interface, EDI messages that pertain to a specific purchase order can be
402 viewed from the purchase order interface (See _Acquisitions -> Purchase Orders_).
406 indexterm:[acquisitions,exchange rates]
408 Exchange rates define the rate of exchange between currencies. Evergreen will
409 automatically calculate exchange rates for purchases. Evergreen assumes that the
410 currency of the purchasing fund is identical to the currency of the provider,
411 but it provides for two unique situations: If the currency of the fund that is
412 used for the purchase is different from the currency of the provider as listed
413 in the provider profile, then Evergreen will use the exchange rate to calculate
414 the price of the item in the currency of the fund and debit the fund
415 accordingly. When money is transferred between funds that use different
416 currency types, Evergreen will automatically use the exchange rate to convert
417 the money to the currency of the receiving fund. During such transfers,
418 however, staff can override the automatic conversion by providing an explicit
419 amount to credit to the receiving fund.
421 === Create an exchange rate ===
423 . To create a new exchange rate, click _Administration -> Acquisitions Administration ->
426 . Click New Exchange Rate.
428 . Enter the From Currency from the drop-down menu populated by the currency
431 . Enter the To Currency from the drop-down menu populated by the currency types.
433 . Enter the exchange Ratio.
437 === Edit an exchange rate ===
439 Edit an exchange rate just as you would edit a currency type.
441 == MARC Federated Search ==
444 indexterm:[acquisitions,MARC federated search]
446 The MARC Federated Search enables you to import bibliographic records into a
447 selection list or purchase order from a Z39.50 source.
449 . Click _Acquisitions -> MARC Federated Search_.
450 . Check the boxes of Z39.50 services that you want to search. Your local
451 Evergreen Catalog is checked by default. Click Submit.
453 image::media/acq_marc_search.png[search form]
455 . A list of results will appear. Click the _Copies_ link to add copy information
456 to the line item. See <<line_item_features, Line Item Features>> for more
458 . Click the Notes link to add notes or line item alerts to the line item. See
459 <<line_item_features, Line Item Features>> for more information.
460 . Enter a price in the _Estimated Price_ field.
461 . You can save the line item(s) to a selection list by checking the box on the
462 line item and clicking _Actions -> Save Items to Selection List_. You can also
463 create a purchase order from the line item(s) by checking the box on the line
464 item and clicking _Actions -> Create Purchase Order_.
466 image::media/acq_marc_search-2.png[line item]
470 indexterm:[acquisitions,funds,tags]
472 You can apply tags to funds so that you can group funds for easy reporting. For
473 example, you have three funds for children's materials: Children's Board Books,
474 Children's DVDs, and Children's CDs. Assign a fund tag of 'children's' to each
475 fund. When you need to report on the amount that has been spent on all
476 children's materials, you can run a report on the fund tag to find total
477 expenditures on children's materials rather than reporting on each individual
482 . To create a fund tag, click _Administration -> Acquisitions Administration -> Fund Tags_.
483 . Click _New Fund Tag_. No limits exist on the number of characters that can be
484 entered in this field.
485 . Select a Fund Tag Owner from the drop-down menu. The owner indicates the
486 organizational unit(s) whose staff can use this fund tag. This menu is
487 populated with the shortnames that you created for your libraries in the
488 organizational units tree (See Administration -> Server Administration -> Organizational
492 The rule of parental inheritance applies to this list.
494 . Enter a Fund Tag Name. No limits exist on the number of characters that can be
495 entered in this field.
498 == Funding Sources ==
500 indexterm:[acquisitions,funding sources]
502 Funding sources allow you to specify the sources that contribute monies to your
503 fund(s). You can create as few or as many funding sources as you need. These
504 can be used to track exact amounts for accounts in your general ledger. You can
505 then use funds to track spending and purchases for specific collections.
507 === Create a funding source ===
509 . To create a new funding source, click _Administration -> Acquisitions Administration ->
511 . Enter a funding source name. No limits exist on the number of characters that
512 can be entered in this field.
513 . Select an owner from the drop-down menu. The owner indicates the
514 organizational unit(s) whose staff can use this funding source. This menu is
515 populated with the shortnames that you created for your libraries in the
516 organizational units tree (See Administration -> Server Administration -> Organizational
520 The rule of parental inheritance applies to this list. For example, if a system
521 is made the owner of a funding source, then users with appropriate permissions
522 at the branches within the system could also use the funding source.
524 . Create a code for the source. No limits exist on the number of characters that
525 can be entered in this field.
526 . Select a currency from the drop-down menu. This menu is populated from the
527 choices in the Currency Types interface.
530 === Allocate credits to funding sources ===
532 . Apply a credit to this funding source.
534 . Enter the amount of money that the funding source contributes to the
535 organization. Funding sources are not tied to fiscal or calendar years, so you
536 can continue to add money to the same funding source over multiple years, e.g.
537 County Funding. Alternatively, you can name funding sources by year, e.g. County
538 Funding 2010 and County Funding 2011, and apply credits each year to the
541 . To apply a credit, click on the hyperlinked name of the funding source. The
542 Funding Source Details will appear.
544 . Click _Apply Credit_.
546 . Enter an amount to apply to this funding source.
548 . Enter a note. This field is optional.
552 === Allocate credits to funds ===
554 If you have already set up your funds, then you can then click the Allocate to
555 Fund button to apply credits from the funding sources to the funds. If you have
556 not yet set up your funds, or you need to add a new one, you can allocate
557 credits to funds from the funds interface. See section 1.2 for more information.
559 . To allocate credits to funds, click _Allocate to Fund_.
561 . Enter the amount that you want to allocate.
563 . Enter a note. This field is optional.
567 === Track debits and credits ===
569 You can track credits to and allocations from each funding source. These amounts
570 are updated when credits and allocations are made in the Funding Source
571 Details. Access the Funding Source Details by clicking on the hyperlinked name
572 of the Funding Source.
576 indexterm:[acquisitions,funds]
578 Funds allow you to allocate credits toward specific purchases. In the funds
579 interface, you can create funds; allocate credits from funding sources to funds;
580 transfer money between funds; and apply fund tags to funds. Funds are created
581 for a specific year, either fiscal or calendar. These funds are owned by org
582 units. At the top of the funds interface, you can set a contextual org unit and
583 year. The drop-down menu at the top of the screen enables you to focus on funds
584 that are owned by specific organizational units during specific years.
586 === Create a fund ===
588 . To create a new fund, click _Administration -> Acquisitions Administration -> Funds_.
589 . Enter a name for the fund. No limits exist on the number of characters that
590 can be entered in this field.
591 . Create a code for the fund. No limits exist on the number of characters that
592 can be entered in this field.
593 . Enter a year for the fund. This can be a fiscal year or a calendar year. The
594 format of the year is YYYY.
595 . Select an org unit from the drop-down menu. The org unit indicates the
596 organizational units whose staff can use this fund. This menu is populated with
597 the shortnames that you created for your libraries in the organizational units
598 tree (See Administration -> Server Administration -> Organizational Units).
601 The rule of parental inheritance applies to this list. See section
603 . Select a currency type from the drop-down menu. This menu is comprised of
604 entries in the currency types menu. When a fund is applied to a line item or
605 copy, the price of the item will be encumbered in the currency associated with
607 . Click the Active box to activate this fund. You cannot make purchases from
608 this fund if it is not active.
609 . Enter a Balance Stop Percent. The balance stop percent prevents you from
610 making purchases when only a specified amount of the fund remains. For example,
611 if you want to spend 95 percent of your funds, leaving a five percent balance in
612 the fund, then you would enter 95 in the field. When the fund reaches its
613 balance stop percent, it will appear in red when you apply funds to copies.
614 . Enter a Balance Warning Percent. The balance warning percent gives you a
615 warning that the fund is low. You can specify any percent. For example, if you
616 want to spend 90 percent of your funds and be warned when the fund has only 10
617 percent of its balance remaining, then enter 90 in the field. When the fund
618 reaches its balance warning percent, it will appear in yellow when you apply
620 . Check the Propagate box to propagate funds. When you propagate a fund, the ILS
621 will create a new fund for the following fiscal year with the same parameters
622 as your current fund. All of the settings transfer except for the year and the
623 amount of money in the fund. Propagation occurs during the fiscal year close-out
625 . Check the Rollover box if you want to roll over remaining funds into the same
626 fund next year. You should also check this box if you only want to roll over
627 encumbrances into next year's fund.
630 === Allocate credits from funding sources to funds ===
632 Credits can be applied to funds from funding sources using the fund interface.
633 The credits that you apply to the fund can be applied later to purchases.
635 . To access funds, click _Administration -> Acquisitions Administration -> Funds_.
637 . Click the hyperlinked name of the fund.
639 . To add a credit to the fund, click the Create Allocation tab.
641 . Choose a Funding Source from the drop-down menu.
643 . Enter an amount that you want to apply to the fund from the funding source.
645 . Enter a note. This field is optional.
649 === Transfer credits between funds ===
651 The credits that you allocate to funds can be transferred between funds if
652 desired. In the following example, you can transfer $500.00 from the Young Adult
653 Fiction fund to the Children's DVD fund.
655 . To access funds, click _Administration -> Acquisitions Administration -> Funds_.
657 . Click the hyperlinked name of the originating fund.
659 . The Fund Details screen appears. Click Transfer Money.
661 . Enter the amount that you would like to transfer.
663 . From the drop-down menu, select the destination fund.
665 . Add a note. This field is optional.
669 === Track balances and expenditures ===
671 The Fund Details allows you to track the fund's balance, encumbrances, and
672 amount spent. It also allows you to track allocations from the funding
673 source(s), debits, and fund tags.
675 . To access the fund details, click on the hyperlinked name of the fund that you
678 . The Summary allows you to track the following:
680 . Balance - The balance is calculated by subtracting both items that have been
681 invoiced and encumbrances from the total allocated to the fund.
682 . Total Allocated - This amount is the total amount allocated from the Funding
684 . Spent Balance - This balance is calculated by subtracting only the items that
685 have been invoiced from the total allocated to the fund. It does not include
687 . Total Debits - The total debits are calculated by adding the cost of items
688 that have been invoiced and encumbrances.
689 . Total Spent - The total spent is calculated by adding the cost of items that
690 have been invoiced. It does not include encumbrances.
691 . Total Encumbered - The total encumbered is calculated by adding all
695 === Fund reporting ===
697 indexterm:[acquisitions,funds,reports]
698 indexterm:[reports,funds]
700 A core source, Fund Summary, is available in the reports interface. This
701 core source enables librarians to easily run a report on fund activity. Fields
702 that are accessible in this interface include Remaining Balance, Total
703 Allocated, Total Encumbered, and Total Spent.
706 image::media/Core_Source_1.jpg[Core_Source1]
712 Edit a fund just as you would edit a currency type.
714 === Perform fiscal year close-out operation ===
716 indexterm:[acquisitions,funds,fiscal rollover]
718 The Fiscal Year Close-Out Operation allows you to deactivate funds for the
719 current year and create analogous funds for the next year. It transfers
720 encumbrances to the analogous funds, and it rolls over any remaining funds if
721 you checked the rollover box when creating the fund.
723 . To access the year end closeout of a fund, click Administration -> Server
724 Administration -> Acquisitions -> Funds.
726 . Click _Fund Propagation and Rollover_.
728 . Check the box adjacent to _Perform Fiscal Year Close-Out Operation_.
730 . For funds that have the "Rollover" setting enabled, if you want to move the
731 fund's encumbrances to the next year without moving unspent money, check the
732 box adjacent to _Limit Fiscal Year Close-out Operation to Encumbrances_.
735 The _Limit Fiscal Year Close-out Operation to Encumbrances_ will only display
736 if the _Allow funds to be rolled over without bringing the money along_ Library
737 Setting has been enabled. This setting is available in the Library Setting
738 Editor accessible via _Administration_ -> _Local Administration_ -> _Library
741 image::media/Fiscal_Rollover1.jpg[Fiscal_Rollover1]
743 . Notice that the context org unit reflects the context org unit that you
744 selected at the top of the Funds screen.
746 . If you want to perform the close-out operation on the context org unit and its
747 child units, then check the box adjacent to Include Funds for Descendant Org
750 . Check the box adjacent to dry run if you want to test changes to the funds
751 before they are enacted. Evergreen will generate a summary of the changes that
752 would occur during the selected operations. No data will be changed.
756 . Evergreen will begin the propagation process. Evergreen will make a clone of
757 each fund, but it will increment the year by 1.
761 indexterm:[acquisitions,invoices]
763 Invoice menus allow you to create drop-down menus that appear on invoices. You
764 can create an invoice item type or invoice payment method.
766 === Invoice item type ===
768 The invoice item type allows you to enter the types of additional charges that
769 you can add to an invoice. Examples of additional charge types might include
770 taxes or processing fees. Charges for bibliographic items are listed separately
771 from these additional charges. A default list of charge types displays, but you
772 can add custom charge types to this list. Invoice item types can also be used
773 when adding non-bibliographic items to a purchase order. When invoiced, the
774 invoice item type will copy from the purchase order to the invoice.
776 . To create a new charge type, click _Administration -> Acquisitions Administration ->
779 . Click _New Invoice Item Type_.
781 . Create a code for the charge type. No limits exist on the number of characters
782 that can be entered in this field.
784 . Create a label. No limits exist on the number of characters that can be
785 entered in this field. The text in this field appears in the drop-down menu on
788 . If items on the invoice were purchased with the monies in multiple funds, then
789 you can divide the additional charge across funds. Check the box adjacent to
790 Prorate-> if you want to prorate the charge across funds.
794 === Invoice payment method ===
796 The invoice payment method allows you to predefine the type(s) of invoices and
797 payment method(s) that you accept. The text that you enter in the admin module
798 will appear as a drop-down menu in the invoice type and payment method fields on
801 . To create a new invoice payment method, click _Administration ->
802 Acquisitions Administration -> Invoice Payment Method_.
804 . Click _New Invoice Payment Method_.
806 . Create a code for the invoice payment method. No limits exist on the number of
807 characters that can be entered in this field.
809 . Create a name for the invoice payment method. No limits exist on the number of
810 characters that can be entered in this field. The text in this field appears in
811 the drop-down menu on the invoice.
815 Payment methods can be deleted from this screen.
817 == Line Item Features ==
818 [[line_item_features]]
820 indexterm:[acquisitions,line items]
822 Line item alerts are predefined text that can be added to line items that are on
823 selection lists or purchase orders. You can define the alerts from which staff
824 can choose. Line item alerts appear in a pop-up box when the line item, or any
825 of its copies, are marked as received.
827 === Create a line item alert ===
829 . To create a line item alert, click _Administration -> Acquisitions Administration ->
832 . Click _New Line Item Alert Text_.
834 . Create a code for the text. No limits exist on the number of characters that
835 can be entered in this field.
837 . Create a description for the text. No limits exist on the number of characters
838 that can be entered in this field.
840 . Select an owning library from the drop-down menu. The owning library indicates
841 the organizational units whose staff can use this alert. This menu is populated
842 with the shortnames that you created for your libraries in the organizational
843 units tree (See Administration -> Server Administration -> Organizational Units).
847 === Line item MARC attribute definitions ===
849 Line item attributes define the fields that Evergreen needs to extract from the
850 bibliographic records that are in the acquisitions database to display in the
851 catalog. Also, these attributes will appear as fields in the New Brief Record
852 interface. You will be able to enter information for the brief record in the
853 fields where attributes have been defined.
857 Providers are vendors. You can create a provider profile that includes contact
858 information for the provider, holdings information, invoices, and other
861 === Create a provider ===
863 . To create a new provider, click _Administration_ -> _Acquisitions Administration_ ->
866 . Enter the provider name.
868 . Create a code for the provider. No limits exist on the number of characters
869 that can be entered in this field.
871 . Select an owner from the drop-down menu. The owner indicates the
872 organizational units whose staff can use this provider. This menu is populated
873 with the shortnames that you created for your libraries in the organizational
874 units tree (See Administration -> Server Administration -> Organizational Units).
877 The rule of parental inheritance applies to this list.
879 . Select a currency from the drop-down menu. This drop-down list is populated by
880 the list of currencies available in the currency types.
882 . A provider must be active in order for purchases to be made from that
883 provider. To activate the provider, check the box adjacent to Active. To
884 deactivate a vendor, uncheck the box.
886 . Add the default # of copies that are typically ordered through the provider.
887 This number will automatically populate the line item's _Copies_ box on any PO's
888 associated with this provider. If another quantity is entered during the
889 selection or ordering process, it will override this default. If no number is
890 specified, the default number of copies will be zero.
892 . Select a default claim policy from the drop-down box. This list is derived
893 from the claim policies that can be created
895 . Select an EDI default. This list is derived from the EDI accounts that can be
898 . Enter the provider's email address.
900 . In the Fax Phone field, enter the provider's fax number.
902 . In the holdings tag field, enter the tag in which the provider places holdings
905 . In the phone field, enter the provider's phone number.
907 . If prepayment is required to purchase from this provider, then check the box
908 adjacent to prepayment required.
910 . Enter the Standard Address Number (SAN) for your provider.
912 . Enter the web address for the provider's website in the URL field.
916 === Add contact and holdings information to providers ===
918 After you save the provider profile, the screen reloads so that you can save
919 additional information about the provider. You can also access this screen by
920 clicking the hyperlinked name of the provider on the Providers screen. The tabs
921 allow you to add a provider address and contact, attribute definitions, and
922 holding subfields. You can also view invoices associated with the provider.
924 . Enter a Provider Address, and click Save.
927 Required fields for the provider address are: Street 1, city, state, country,
928 post code. You may have multiple valid addresses.
930 . Enter the Provider Contact, and click Save.
932 . Your vendor may include information that is specific to your organization in
933 MARC tags. You can specify the types of information that should be entered in
934 each MARC tag. Enter attribute definitions to correlate MARC tags with the
935 information that they should contain in incoming vendor records. Some technical
936 knowledge is required to enter XPath information. As an example, if you need to
937 import the PO Name, you could set up an attribute definition by adding an XPath
940 ------------------------------------------------------------------------------
941 code => purchase_order
942 xpath => //*[@tag="962"]/*[@code="p"]
943 Is Identifier => false
944 ------------------------------------------------------------------------------
946 where 962 is the holdings tag and p is the subfield that contains the PO Name.
949 . You may have entered a holdings tag when you created the provider profile. You
950 can also enter holdings subfields. Holdings subfields allow you to
951 specify subfields within the holdings tag to which your vendor adds holdings
952 information, such as quantity ordered, fund, and estimated price.
954 . Click invoices to access invoices associated with a provider.
956 === Edit a provider ===
958 Edit a provider just as you would edit a currency type.
960 You can delete providers only if no purchase orders have been assigned to them.