1 <?xml version="1.0" encoding="UTF-8"?>
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2 <chapter xmlns="http://docbook.org/ns/docbook" xmlns:xi="http://www.w3.org/2001/XInclude"
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3 xmlns:xl="http://www.w3.org/1999/xlink" version="5.0" xml:id="acquisitions-module_admin_functions">
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5 <title>Administration Functions in the Acquisitions Module</title>
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6 <abstract>The following documentation is intended for users who will be managing funds and providers, managing EDI accounts, and creating drop down menus for invoices and purchase orders. This documentation will describe the purpose of each menu item in the Acquisitions menu in the Admin module and will present instructions for using each item. Front line processes are documented in The Acquisitions Module.
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7 This document is intended for first time users of the Acquisitions module as well as those who are familiar with the module and need only a reference guide. The contents of this document are ordered such that one who is new to the Acquisitions module
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8 could read through this document and set up the administrative portion of Acquisitions in Evergreen.</abstract>
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10 <section id="acq_admin_currency_types">
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11 <title>Currency Types</title>
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12 <simpara>Currency types can be created and applied to funds in the administrative module.
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13 When a fund is applied to a copy or line item for purchase, the item will be purchased in
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14 the currency associated with that fund.</simpara>
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15 <section id="acq_admin_create_a_currency_type">
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16 <title>Create a currency type</title>
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17 <orderedlist numeration="arabic">
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20 To create a new currency type, click Admin → Server Administration → Acquisitions→ Currency types.
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25 Enter the currency code. No limits exist on the number of characters that can be entered in this field.
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30 Enter the name of the currency type in Currency Label field. No limits exist on the number of characters that can be entered in
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41 <section id="acq_admin_edit_a_currency_type">
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42 <title>Edit a currency type</title>
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43 <orderedlist numeration="arabic">
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46 To edit a currency type, click your cursor in the row that you want to edit. The row will turn blue.
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51 Double-click. The pop-up box will appear, and you can edit the fields.
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56 After making changes, click Save.
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60 <note><simpara>From the currency types interface, you can delete currencies that have never been applied to funds or used to make purchases.</simpara></note>
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63 <section id="acq_admin_exchange_rates">
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64 <title>Exchange Rates</title>
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65 <simpara>Exchange rates define the rate of exchange between currencies. Evergreen will automatically calculate exchange rates for purchases.
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66 Evergreen assumes that the currency of the purchasing fund is identical to the currency of the provider, but it provides for two unique
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68 If the currency of the fund that is used for the purchase is different from the currency of the provider as listed in the provider
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69 profile, then Evergreen will use the exchange rate to calculate the price of the item in the currency of the fund and debit the fund
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71 When money is transferred between funds that use different currency types, Evergreen will automatically use the exchange rate to convert
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72 the money to the currency of the receiving fund. During such transfers, however, staff can override the automatic conversion by providing
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73 an explicit amount to credit to the receiving fund.</simpara>
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74 <section id="acq_admin_create_an_exchange_rate">
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75 <title>Create an exchange rate</title>
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76 <orderedlist numeration="arabic">
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79 To create a new exchange rate, click Admin → Server Administration → Acquisitions → Exchange Rates.
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84 Click New Exchange Rate.
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89 Enter the From Currency from the drop down menu populated by the currency types.
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94 Enter the To Currency from the drop down menu populated by the currency types.
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99 Enter the exchange Ratio.
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109 <section id="acq_admin_edit_an_exchange_rate">
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110 <title>Edit an Exchange Rate</title>
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111 <simpara>Edit an exchange rate just as you would edit a currency type. See section 1.2 for instructions.</simpara>
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114 <section id="acq_admin_funding_sources">
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115 <title>Funding Sources</title>
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116 <simpara>Funding sources allow you to specify the sources that contribute monies to your fund(s). You can create as few or as many funding
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117 sources as you need.</simpara>
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118 <section id="acq_admin_create_a_funding_source">
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119 <title>Create a funding source</title>
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120 <orderedlist numeration="arabic">
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123 To create a new funding source, click Admin → Server Administration → Acquisitions → Funding Source.
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128 Enter a funding source name. No limits exist on the number of characters that can be entered in this field.
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133 Select an owner from the drop down menu. The owner indicates the organizational unit(s) whose staff can use this funding source.
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134 This menu is populated with the shortnames that you created for your libraries in the organizational units tree (See
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135 Admin → Server Administration → Organizational Units).
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137 <literallayout class="monospaced">The rule of parental inheritance applies to this list. For example, if a system is made the owner of a funding source,
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138 then users with appropriate permissions at the branches within the system could also use the funding source.</literallayout>
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142 Create a code for the source. No limits exist on the number of characters that can be entered in this field.
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147 Select a currency from the drop down menu. This menu is populated from the choices in the Currency Types interface.
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157 <section id="acq_admin_allocate_credits_to_funding_sources">
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158 <title>Allocate Credits to Funding Sources</title>
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159 <orderedlist numeration="arabic">
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162 Apply a credit to this funding source.
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167 Enter the amount of money that the funding source contributes to the organization. Funding sources are not tied to fiscal
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168 or calendar years, so you can continue to add money to the same funding source over multiple years, e.g. County
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169 Funding. Alternatively, you can name funding sources by year, e.g. County Funding 2010 and County Funding 2011, and apply
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170 credits each year to the matching source.
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175 To apply a credit, click on the hyperlinked name of the funding source. The Funding Source Details will appear.
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180 Click Apply credit.
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185 Enter an amount to apply to this funding source.
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190 Enter a note. This field is optional.
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200 <section id="acq_admin_allocate_credits_to_funds">
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201 <title>Allocate credits to funds</title>
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202 <simpara>If you have already set up your funds, then you can then click the Allocate to Fund button to apply credits from the
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203 funding sources to the funds. If you have not yet set up your funds, or you need to add a new one, you can allocate
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204 credits to funds from the funds interface. See section 1.2 for more information.</simpara>
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205 <orderedlist numeration="arabic">
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208 To allocate credits to funds, click Allocate to Fund.
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213 Enter the amount that you want to allocate.
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218 Enter a note. This field is optional.
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228 <section id="acq_admin_track_debits_and_credits">
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229 <title>Track Debits and Credits</title>
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230 <simpara>You can track credits to and allocations from each funding source. These amounts are updated when credits and allocations are
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231 made in the Funding Source Details. Access the Funding Source Details by clicking on the hyperlinked name of the Funding Source.</simpara>
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234 <section id="acq_admin_fund_tags">
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235 <title>Fund Tags</title>
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236 <simpara>You can apply tags to funds so that you can group funds for easy reporting. For example, you have three funds for children’s materials: Children’s Board Books, Children’s DVDs, and Children’s CDs. Assign a fund tag of “children’s” to each fund.
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237 When you need to report on the amount that has been spent on all children’s materials,
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238 you can run a report on the fund tag to find total expenditures on children’s materials
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239 rather than reporting on each individual fund.</simpara>
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240 <section id="acq_admin_create_a_fund_tag">
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241 <title>Create a Fund Tag</title>
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242 <orderedlist numeration="arabic">
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245 To create a fund tag, click Admin → Server Administration → Acquisitions → Fund Tags.
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250 Click New Fund Tag. No limits exist on the number of characters that can be entered in this field.
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255 Select a Fund Tag Owner from the drop down menu. The owner indicates the organizational unit(s) whose staff can use this
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256 fund tag. This menu is populated with the shortnames that you created for your libraries in the organizational units tree
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257 (See Admin → Server Administration → Organizational Units).
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259 <note><simpara>The rule of parental inheritance applies to this list.</simpara></note>
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263 Enter a Fund Tag Name. No limits exist on the number of characters that can be entered in this field.
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274 <section id="acq_admin_funds">
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275 <title>Funds</title>
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276 <simpara>Funds allow you to allocate credits toward specific purchases. In the funds interface,
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277 you can create funds; allocate credits from funding sources to funds; transfer money
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278 between funds; and apply fund tags to funds.
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279 Funds are created for a specific year, either fiscal or calendar. These funds are owned
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280 by org units. At the top of the funds interface, you can set a contextual org unit and
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281 year. The drop down menu at the top of the screen enables you to focus on funds that
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282 are owned by specific organizational units during specific years.</simpara>
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283 <section id="acq_admin_create_a_fund">
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284 <title>Create a fund</title>
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285 <orderedlist numeration="arabic">
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288 To create a new fund, click Admin → Server Administration → Acquisitions → Funds.
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293 Enter a name for the fund. No limits exist on the number of characters that can be entered in this field.
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298 Create a code for the fund. No limits exist on the number of characters that can be entered in this field.
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303 Enter a year for the fund. This can be a fiscal year or a calendar year. The format of the year is YYYY.
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308 Select an org unit from the drop down menu. The org unit indicates the organizational units whose staff can use this fund. This menu is populated with the shortnames that you created for your libraries in the organizational units tree (See Admin → Server Administration → Organizational Units).
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310 <note><simpara>The rule of parental inheritance applies to this list. See section</simpara></note>
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314 Select a currency type from the drop down menu. This menu is comprised of entries in the currency types menu. When a fund
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315 is applied to a line item or copy, the price of the item will be encumbered in the currency associated with the fund.
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320 Click the Active box to activate this fund. You cannot make purchases from this fund if it is not active.
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325 Enter a Balance Stop Percent. The balance stop percent prevents you from making purchases when only a specified amount of the fund remains. For example, if you want to leave a five percent balance in the fund, then you would enter 5 in the field.
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326 You can also enter negative numbers to prevent over expenditure. When the fund reaches its balance stop percent, it will appear in red when you apply funds to copies.
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331 Enter a Balance Warning Percent. The balance warning percent gives you a warning that the fund is low. You can specify any percent. For example, if you want to be warned when the fund has only 10 percent of its balance remaining, then enter 10 in
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332 the field. When the fund reaches its balance warning percent, it will appear in yellow when you apply funds to copies.
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337 Check the Propagate box to propagate funds. When you propagate a fund, the ILS will create a new fund for the following fiscal year with the same parameters as your current fund. All of the settings transfer except for the year and the amount of
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338 money in the fund. Propagation occurs during the fiscal year close-out operation.
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343 Check the Rollover box if you want to roll over remaining funds into the same fund next year.
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353 <section id="acq_admin_allocate_credits_from_funding_sources_to_funds">
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354 <title>Allocate Credits from Funding Sources to Funds</title>
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355 <simpara>Credits can be applied to funds from funding sources using the fund interface. The
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356 credits that you apply to the fund can be applied later to purchases.</simpara>
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357 <orderedlist numeration="arabic">
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360 To access funds, click Admin → Server Administration → Acquisitions → Funds.
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365 Click the hyperlinked name of the fund.
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370 To add a credit to the fund, click the Create Allocation tab.
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375 Choose a Funding Source from the drop down menu.
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380 Enter an amount that you want to apply to the fund from the funding source.
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385 Enter a note. This field is optional.
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395 <section id="acq_admin_transfer_credits_between_funds">
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396 <title>Transfer credits between funds</title>
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397 <simpara>The credits that you allocate to funds can be transferred between funds if desired. In
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398 the following example, you can transfer $500.00 from the Young Adult Fiction fund to
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399 the Children’s DVD fund.</simpara>
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400 <orderedlist numeration="arabic">
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403 To access funds, click Admin → Server Administration → Acquisitions → Funds.
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408 Click the hyperlinked name of the originating fund.
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413 The Fund Details screen appears. Click Transfer Money.
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418 Enter the amount that you would like to transfer.
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423 From the drop down menu, select the destination fund.
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429 Add a note. This field is optional.
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439 <section id="acq_admin_track_balances_and_expenditures">
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440 <title>Track Balances and Expenditures</title>
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441 <simpara>The Fund Details allows you to track the fund’s balance, encumbrances, and amount
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442 spent. It also allows you to track allocations from the funding source(s), debits, and
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443 fund tags.</simpara>
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444 <orderedlist numeration="arabic">
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447 To access the fund details, click on the hyperlinked name of the fund that you
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453 The Summary allows you to track the following:
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455 <orderedlist numeration="loweralpha">
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458 Balance – The balance is calculated by subtracting both items that have been
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459 invoiced and encumbrances from the total allocated to the fund.
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464 Total Allocated – This amount is the total amount allocated from the Funding
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470 Spent Balance – This balance is calculated by subtracting only the items that
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471 have been invoiced from the total allocated to the fund. It does not include
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477 Total Debits – The total debits are calculated by adding the cost of items that
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478 have been invoiced and encumbrances.
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483 Total Spent – The total spent is calculated by adding the cost of items that
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484 have been invoiced. It does not include encumbrances.
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489 Total Encumbered – The total encumbered is calculated by adding all
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497 <section id="acq_admin_edit_a_fund">
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498 <title>Edit a Fund</title>
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499 <simpara>Edit a fund just as you would edit a currency type.</simpara>
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501 <section id="acq_admin_perform_year_end_closeout_operation">
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502 <title>Perform Year End Closeout Operation</title>
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503 <simpara>The Year End Closeout Operation allows you to deactivate funds for the current year
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504 and create analogous funds for the next year. It transfers encumbrances to the
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505 analogous funds, and it rolls over any remaining funds if you checked the rollover box
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506 when creating the fund.</simpara>
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507 <orderedlist numeration="arabic">
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510 To access the year end closeout of a fund, click Admin → Server Administration →
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511 Acquisitions → Funds.
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516 Click Fund Propagation and Rollover.
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521 Check the box adjacent to Perform Fiscal Year Close-Out Operation.
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526 Notice that the context org unit reflects the context org unit that you selected at
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527 the top of the Funds screen.
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532 If you want to perform the close-out operation on the context org unit and its child
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533 units, then check the box adjacent to Include Funds for Descendant Org Units.
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538 Check the box adjacent to dry run if you want to test changes to the funds before
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539 they are enacted. Evergreen will generate a summary of the changes that would
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540 occur during the selected operations. No data will be changed.
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550 Evergreen will begin the propagation process. Evergreen will make a clone of each
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551 fund, but it will increment the year by .
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557 <section id="acq_admin_providers">
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558 <title>Providers</title>
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559 <simpara>Providers are vendors. You can create a provider profile that includes contact
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560 information for the provider, holdings information, invoices, and other information.</simpara>
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561 <section id="acq_admin_create_a_provider">
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562 <title>Create a provider</title>
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563 <orderedlist numeration="arabic">
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566 To create a new provider, click Admin → Server Administration →Acquisitions →
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572 Enter the provider name.
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577 Create a code for the provider. No limits exist on the number of characters that can
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578 be entered in this field.
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583 Select an owner from the drop down menu. The owner indicates the organizational units whose staff can use this provider. This menu is populated with the shortnames that you created for your libraries in the organizational units tree (See Admin → Server Administration → Organizational Units).
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585 <note><simpara>The rule of parental inheritance applies to this list. See section .1
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586 for more information.</simpara></note>
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590 Select a currency from the drop down menu. This drop down list is populated by the
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591 list of currencies available in the currency types.
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596 A provider must be active in order for purchases to be made from that provider. To
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597 activate the provider, check the box adjacent to Active. To deactivate a vendor,
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603 Select a default claim policy from the drop down box. This list is derived from the
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604 claim policies that can be created
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609 Select an EDI default. This list is derived from the EDI accounts that can be created.
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614 Enter the provider’s email address.
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619 In the Fax Phone field, enter the provider’s fax number.
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624 In the holdings tag field, enter the tag in which the provider places holdings data.
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629 In the phone field, enter the provider’s phone number.
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634 If prepayment is required to purchase from this provider, then check the box
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635 adjacent to prepayment required.
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640 Enter the Standard Address Number (SAN) for your provider.
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645 Enter the web address for the provider’s website in the URL field.
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655 <section id="acq_admin_add_contact_and_holdings_information_to_providers">
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656 <title>Add contact and holdings information to providers</title>
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657 <simpara>After you save the provider profile, the screen reloads so that you can save additional
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658 information about the provider. You can also access this screen by clicking the
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659 hyperlinked name of the provider on the Providers screen. The tabs allow you to add a
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660 provider address and contact, attribute definitions, and holding subfields. You can also
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661 view invoices associated with the provider.</simpara>
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662 <orderedlist numeration="arabic">
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665 Enter a Provider Address, and click Save.
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667 <note><simpara>Required fields for the provider address are: Street 1, city, state,
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668 country, post code. You may have multiple valid addresses.</simpara></note>
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672 Enter the Provider Contact, and click Save.
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677 Your vendor may include information that is specific to your organization in MARC
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678 tags. You can specify the types of information that should be entered in each MARC
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679 tag. Enter attribute definitions to correlate MARC tags with the information that
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680 they should contain in incoming vendor records. Some technical knowledge is
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681 required to enter XPath information.
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686 You may have entered a holdings tag when you created the provider profile. You
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687 can also enter holdings subfields. Holdings subfields allow you to specify subfields
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688 within the holdings tag to which your vendor adds holdings information.
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693 Click invoices to access invoices associated with a provider.
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698 <section id="acq_admin_edit_a_provider">
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699 <title>Edit a provider</title>
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700 <simpara>Edit a provider just as you would edit a currency type.</simpara>
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701 <note><simpara>You can delete providers only if no purchase orders have been assigned
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702 to them.</simpara></note>
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705 <section id="acq_admin_edi">
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707 <simpara>Many libraries use Electronic Data Interchange (EDI) accounts to order new acquisitions.
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708 In Evergreen 2.0, users can set up EDI accounts and manage EDI messages in the admin
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709 module. EDI messages and notes can be viewed in the acquisitions module.</simpara>
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710 <note><simpara>The following fields are required to create an EDI account: host,
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711 username, password, path, and incoming directory.</simpara></note>
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712 <section id="acq_admin_edi_accounts">
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713 <title>EDI Accounts</title>
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714 <simpara>Create EDI Accounts to communicate electronically with providers.</simpara>
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715 <orderedlist numeration="arabic">
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718 Create a label. The label allows you to differentiate between accounts for the same
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719 provider. No limits exist on the number of characters that can be entered in this
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725 Enter a host. Your provider will provide you with the requisite FTP or SCP
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731 Enter the username that has been supplied by your provider.
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736 Enter the password that has been supplied by your provider.
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741 Enter account information. This field enables you to add a supplemental password
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742 for entry to a remote system after log in has been completed. This field is optional
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743 for the ILS but may be required by your provider.
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748 Select an owner from the drop down menu. The owner indicates the organizational
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749 units whose staff can use this EDI account. This menu is populated with the
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750 shortnames that you created for your libraries in the organizational units tree (See
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751 Admin → Server Administration → Organizational Units).
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753 <note><simpara>The rule of parental inheritance applies to this list. See section .1 for
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754 more information.</simpara></note>
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758 The Last Activity updates automatically with any inbound or outbound
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764 Select a provider from the drop down menu to whom this account belongs.
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769 Enter a path. The path indicates the remote location on the server from which files
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770 are pulled in to the ILS.
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775 Enter the incoming directory. This directory indicates the location on your local
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776 network to which the files download.
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781 Enter the vendor account number supplied by your provider.
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786 Enter the vendor account code supplied by your provider.
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796 <section id="acq_admin_edi_messages">
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797 <title>EDI Messages</title>
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798 <simpara>The EDI messages screen displays all incoming and outgoing messages between the
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799 library and the vendor.</simpara>
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802 <section id="acq_admin_claiming">
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803 <title>Claiming</title>
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804 <simpara>Evergreen 2.0 provides minimal claiming functionality. Currently, all claiming is manual,
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805 but the admin module enables you to build claim policies and specify the action(s) that
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806 users should take to claim items.</simpara>
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807 <section id="acq_admin_create_a_claim_policy">
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808 <title>Create a claim policy</title>
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809 <simpara>The claim policy link enables you to name the claim policy and specify the organization
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810 that owns it.</simpara>
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811 <orderedlist numeration="arabic">
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814 To create a claim policy, click Admin → Server Administration → Acquisitions →
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820 Create a claim policy name. No limits exist on the number of characters that can be
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821 entered in this field.
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826 Select an org unit from the drop down menu. The org unit indicates the
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827 organizational units whose staff can use this claim policy. This menu is populated
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828 with the shortnames that you created for your libraries in the organizational units
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829 tree (See Admin → Server Administration → Organizational Units).
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831 <note><simpara>The rule of parental inheritance applies to this list. See section .1 for
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832 more information.</simpara></note>
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836 Enter a description. No limits exist on the number of characters that can be entered
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847 <section id="acq_admin_create_a_claim_type">
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848 <title>Create a claim type</title>
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849 <simpara>The claim type link enables you to specify the reason for a type of claim.</simpara>
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850 <orderedlist numeration="arabic">
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853 To create a claim type, click Admin → Server Administration → Acquisitions →
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859 Create a claim type. No limits exist on the number of characters that can be entered
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865 Select an org unit from the drop down menu. The org unit indicates the
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866 organizational units whose staff can use this claim type. This menu is populated
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867 with the shortnames that you created for your libraries in the organizational units
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868 tree (See Admin → Server Administration → Organizational Units).
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870 <note><simpara>The rule of parental inheritance applies to this list. See section .1 for an
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871 explanation.</simpara></note>
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875 Enter a description. No limits exist on the number of characters that can be entered
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886 <section id="acq_admin_create_a_claim_event_type">
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887 <title>Create a claim event type</title>
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888 <simpara>The claim event type describes the physical action that should occur when an item
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889 needs to be claimed. For example, the user should notify the vendor via email that the
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890 library is claiming an item.</simpara>
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891 <orderedlist numeration="arabic">
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894 To access the claim event types, click Admin → Server Administration →
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895 Acquisitions →Claim event type.
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900 Enter a code for the claim event type. No limits exist on the number of characters
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901 that can be entered in this field.
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906 Select an org unit from the drop down menu. The org unit indicates the
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907 organizational units whose staff can use this event type. This menu is populated
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908 with the shortnames that you created for your libraries in the organizational units
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909 tree (See Admin → Server Administration → Organizational Units).
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911 <note><simpara>The rule of parental inheritance applies to this list.</simpara></note>
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915 Enter a description. No limits exist on the number of characters that can be entered
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921 If this claim is initiated by the user, then check the box adjacent to Library Initiated.
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923 <note><simpara>Currently, all claims are initiated by a user. The ILS cannot automatically
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924 claim an issue.</simpara></note>
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933 <section id="acq_admin_create_a_claim_policy_action">
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934 <title>Create a claim policy action</title>
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935 <simpara>The claim policy action enables you to specify how long a user should wait before
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936 claiming the item.</simpara>
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937 <orderedlist numeration="arabic">
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940 To access claim policy actions, click Admin → Server Administration → Acquisitions
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941 →Claim Policy Actions.
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946 Select an Action (Event Type) from the drop down menu.
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951 Enter an action interval. This field indicates how long a user should wait before
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957 In the Claim Policy ID field, select a claim policy from the drop down menu.
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966 <note><simpara>You can create claim cycles by adding multiple claim policy actions to a
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967 claim policy.</simpara></note>
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970 <section id="acq_admin_invoice_menus">
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971 <title>Invoice menus</title>
\r
972 <simpara>Invoice menus allow you to create drop down menus that appear on invoices. You can
\r
973 create an invoice item type or invoice payment method.</simpara>
\r
974 <section id="acq_admin_invoice_item_type">
\r
975 <title>Invoice item type</title>
\r
976 <simpara>The invoice item type allows you to enter the types of additional charges that you can
\r
977 add to an invoice. Examples of additional charge types might include taxes or
\r
978 processing fees. Charges for bibliographic items are listed separately from these
\r
979 additional charges. A default list of charge types displays, but you can add custom
\r
980 charge types to this list.
\r
981 Invoice item types can also be used when adding non-bibliographic items to a purchase
\r
982 order. When invoiced, the invoice item type will copy from the purchase order to the
\r
984 <orderedlist numeration="arabic">
\r
987 To create a new charge type, click Admin → Server Administration → Acquisitions
\r
988 → Invoice Item Type.
\r
993 Click New Invoice Item Type.
\r
998 Create a code for the charge type. No limits exist on the number of characters that
\r
999 can be entered in this field.
\r
1004 Create a label. No limits exist on the number of characters that can be entered in
\r
1005 this field. The text in this field appears in the drop down menu on the invoice.
\r
1010 If items on the invoice were purchased with the monies in multiple funds, then you
\r
1011 can divide the additional charge across funds. Check the box adjacent to Prorate? if
\r
1012 you want to prorate the charge across funds.
\r
1023 <section id="acq_admin_invoice_payment_method">
\r
1024 <title>Invoice payment method</title>
\r
1025 <simpara>The invoice payment method allows you to predefine the type(s) of invoices and
\r
1026 payment method(s) that you accept. The text that you enter in the admin module will
\r
1027 appear as a drop down menu in the invoice type and payment method fields on the
\r
1028 invoice.</simpara>
\r
1029 <orderedlist numeration="arabic">
\r
1032 To create a new invoice payment method, click Admin → Server Administration →
\r
1033 Acquisitions → Invoice Payment Method.
\r
1038 Click New Invoice Payment Method.
\r
1043 Create a code for the invoice payment method. No limits exist on the number of
\r
1044 characters that can be entered in this field.
\r
1049 Create a name for the invoice payment method. No limits exist on the number of
\r
1050 characters that can be entered in this field. The text in this field appears in the drop
\r
1051 down menu on the invoice.
\r
1061 <section id="acq_admin_distribution_formulas">
\r
1062 <title>Distribution Formulas</title>
\r
1063 <simpara>Distribution formulas allow you to specify the number of copies that should be
\r
1064 distributed to specific branches. You can create and reuse formulas as needed.</simpara>
\r
1065 <section id="acq_admin_create_a_distribution_formula">
\r
1066 <title>Create a distribution formula</title>
\r
1067 <orderedlist numeration="arabic">
\r
1070 Click Admin → Server Administration → Acquisitions →Distribution Formulas.
\r
1075 Click New Formula.
\r
1080 Enter a Formula Name. No limits exist on the number of characters that can be
\r
1081 entered in this field.
\r
1086 Choose a Formula Owner from the drop down menu. The Formula Owner indicates
\r
1087 the organizational units whose staff can use this formula. This menu is populated
\r
1088 with the shortnames that you created for your libraries in the organizational units
\r
1089 tree (See Admin → Server Administration → Organizational Units).
\r
1091 <note><simpara>The rule of parental inheritance applies to this list. See section .1 for
\r
1092 more information.</simpara></note>
\r
1096 Ignore the Skip Count field. It has no purpose in 2.0.
\r
1111 Select an Owning Library from the drop down menu. This indicates the branch that
\r
1112 will receive the items. This menu is populated with the shortnames that you created
\r
1113 for your libraries in the organizational units tree (See Admin → Server
\r
1114 Administration → Organizational Units).
\r
1119 Select a Shelving Location from the drop down menu.
\r
1124 In the Item Count field, enter the number of items that should be distributed to the
\r
1125 branch. You can enter the number or use the arrows on the right side of the field.
\r
1130 Click Apply Changes. The screen will reload.
\r
1135 To view the changes to your formula, click Admin → Server Administration →
\r
1136 Acquisitions → Distribution Formulas. The item_count will reflect the entries to
\r
1137 your distribution formula.
\r
1141 <note><simpara>To edit the Formula Name, click the hyperlinked name of the formula in
\r
1142 the top left corner. A pop up box will enable you to enter a new formula
\r
1143 name.</simpara></note>
\r
1145 <section id="acq_admin_edit_a_distribution_formula">
\r
1146 <title>Edit a distribution formula</title>
\r
1147 <simpara>To edit a distribution formula, click the hyperlinked title of the formula.</simpara>
\r
1150 <section id="acq_admin_line_item_features">
\r
1151 <title>Line item features</title>
\r
1152 <simpara>Line item alerts are predefined text that can be added to line items that are on selection
\r
1153 lists or purchase orders. You can define the alerts from which staff can choose. Line
\r
1154 item alerts appear in a pop up box when the line item, or any of its copies, are marked
\r
1155 as received.</simpara>
\r
1156 <section id="acq_admin_create_a_line_item_alert">
\r
1157 <title>Create a line item alert</title>
\r
1158 <orderedlist numeration="arabic">
\r
1161 To create a line item alert, click Administration → Server Administration →
\r
1162 Acquisitions → Line Item Alerts.
\r
1167 Click New Line Item Alert Text.
\r
1172 Create a code for the text. No limits exist on the number of characters that can be
\r
1173 entered in this field.
\r
1178 Create a description for the text. No limits exist on the number of characters that can
\r
1179 be entered in this field.
\r
1184 Select an owning library from the drop down menu. The owning library indicates the
\r
1185 organizational units whose staff can use this alert. This menu is populated with the
\r
1186 shortnames that you created for your libraries in the organizational units tree (See
\r
1187 Admin → Server Administration → Organizational Units).
\r
1199 <section id="acq_admin_line_item_marc_attribute_definitions">
\r
1200 <title>Line Item MARC Attribute Definitions</title>
\r
1201 <simpara>Line item attributes define the fields that Evergreen needs to extract from the
\r
1202 bibliographic records that are in the acquisitions database to display in the catalog.
\r
1203 Also, these attributes will appear as fields in the New Brief Record interface. You will be
\r
1204 able to enter information for the brief record in the fields where attributes have been
\r
1205 defined.</simpara>
\r
1207 <section id="acq_admin_cancel_suspend_reasons">
\r
1208 <title>Cancel/Suspend reasons</title>
\r
1209 <simpara>The Cancel reasons link enables you to predefine the reasons for which a line item or a
\r
1210 PO can be cancelled. A default list of reasons appears, but you can add custom reasons
\r
1212 Applying the cancel reason will prevent the item from appearing in a claims list and will
\r
1213 allow you to cancel debits associated with the purchase.
\r
1214 Cancel reasons also enable you to suspend or delay a purchase. For example, you could
\r
1215 create a cancel reason of “back ordered,” and you could choose to keep the debits
\r
1216 associated with the purchase.</simpara>
\r
1217 <section id="acq_admin_create_a_cancel_suspend_reason">
\r
1218 <title>Create a cancel/suspend reason</title>
\r
1219 <orderedlist numeration="arabic">
\r
1222 To add a new cancel reason, click Administration → Server Administration →
\r
1223 Acquisitions → Cancel reasons.
\r
1228 Click New Cancel Reason.
\r
1233 Select a using library from the drop down menu. The using library indicates the
\r
1234 organizational units whose staff can use this cancel reason. This menu is populated
\r
1235 with the shortnames that you created for your libraries in the organizational units
\r
1236 tree (See Admin → Server Administration → Organizational Units.)
\r
1241 Create a label for the cancel reason. This label will appear when you select a cancel
\r
1242 reason on an item or a PO.
\r
1247 Create a description of the cancel reason. This is a free text field and can be
\r
1248 comprised of any text of your choosing.
\r
1253 If you want to retain the debits associated with the cancelled purchase, click the box
\r
1254 adjacent to Keep Debits?
\r
1265 <section id="acq_admin_acquisitions_permissions_in_the_admin_module">
\r
1266 <title>Acquisitions Permissions in the Admin module</title>
\r
1267 <simpara>Several setting in the Library Settings area of the Admin module pertain to functions in
\r
1268 the Acquisitions module. You can access these settings by clicking Admin → Local
\r
1269 Administration →Library Settings Editor.</simpara>
\r
1273 CAT: Delete bib if all copies are deleted via Acquisitions lineitem cancellation – If
\r
1274 you cancel a line item, then all of the on order copies in the catalog are deleted. If,
\r
1275 when you cancel a line item, you also want to delete the bib record, then set this
\r
1281 Default circulation modifier – This modifier would be applied to items that are
\r
1282 created in the acquisitions module
\r
1287 Default copy location – This copy location would be applied to items that are
\r
1288 created in the acquisitions module
\r
1293 Fund Spending Limit for Block - When the amount remaining in the fund, including
\r
1294 spent money and encumbrances, goes below this percentage, attempts to spend
\r
1295 from the fund will be blocked.
\r
1300 Fund Spending Limit for Warning - When the amount remaining in the fund,
\r
1301 including spent money and encumbrances, goes below this percentage, attempts to
\r
1302 spend from the fund will result in a warning to the staff.
\r
1307 Temporary barcode prefix - Temporary barcode prefix for items that are created in
\r
1308 the acquisitions module
\r
1313 Temporary call number prefix - Temporary call number prefix for items that are
\r
1314 created in the acquisitions module
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projects / working / Evergreen.git / blob