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_GPLS">
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5 <title>The Acquisitions Module (from GPLS)</title>
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6 <abstract><para>This documentation is intended for users who will be performing front line
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7 processes in the acquisitions module. Documented functions include creating
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8 selection lists, creating and activating purchase orders, and receiving,
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9 invoicing, and claiming items. Administrative functions are documented in
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10 Administration Functions in the Acquisitions Module. This document is intended
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11 for first time users of the Acquisitions module as well as those who are
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12 familiar with the module and need only a reference guide. The contents of this
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13 document are alphabetized by topic.</para>
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17 <section id="_brief_records">
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18 <title>Brief Records</title>
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19 <simpara>Brief records are short bibliographic records with minimal information that are
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20 often used as placeholder records until items are received. Brief records can
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21 be added to selection lists or purchase orders and can be imported into the
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22 catalog. You can add brief records to new or existing selection lists. You can
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23 add brief records to new, pending or on-order purchase orders.</simpara>
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24 <section id="_add_brief_records_to_a_selection_list">
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25 <title>Add brief records to a selection list</title>
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26 <orderedlist numeration="arabic">
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29 Click Acquisitions → New Brief Record. You can also add brief records to
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30 an existing selection list by clicking the Actions menu on the selection list
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31 and choosing Add Brief Record.
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36 Choose a selection list from the drop down menu, or enter the name of a new selection list.
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41 Enter bibliographic information in the desired fields.
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51 <section id="_add_brief_records_to_purchase_orders">
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52 <title>Add brief records to purchase orders</title>
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53 <simpara>You can add brief records to new or existing purchase orders.</simpara>
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54 <orderedlist numeration="arabic">
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57 Open or create a purchase order. See section 13 for more information.
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62 Click Add Brief Record.
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67 Enter bibliographic information in the desired fields. Notice that the
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68 record is added to the purchase order that you just created.
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79 <section id="_cancel_suspend_acquisitions">
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80 <title>Cancel/suspend acquisitions</title>
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81 <simpara>You can cancel entire purchase orders, line items on the purchase orders, and individual copies
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82 that are attached to a line item. You can also use cancel reasons to suspend purchase orders,
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83 line items, and copies. For example, a cancel reason such as Delayed Publication, would
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84 indicate that the item will be purchased when the item is published. The purchase is, in effect,
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85 suspended rather than cancelled, but the state of the purchase order, line item, or copy would
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86 still become cancelled.</simpara>
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87 <section id="_cancel_suspend_copies">
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88 <title>Cancel/suspend copies</title>
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89 <simpara>You can cancel or suspend line items that are in a state of on order or pending order.</simpara>
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90 <orderedlist numeration="arabic">
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93 Select the Copies link.
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98 Click the Cancel link adjacent to the copy that you wish to cancel.
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103 Select a cancel reason from the drop down menu that appears, and click Cancel copy.
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108 <section id="_cancel_suspend_line_items">
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109 <title>Cancel/suspend line items</title>
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110 <simpara>You can cancel or suspend line items that are in a state of on order or pending order.</simpara>
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111 <orderedlist numeration="arabic">
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114 Check the boxes of the line items that you wish to cancel.
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119 Click Actions →Cancel Selected Lineitems.
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124 Select a cancel reason from the drop down menu. Choose the cancel reason,
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125 and click Cancel Line Items. The status of the line item is now cancelled.
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130 <section id="_cancel_suspend_purchase_orders">
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131 <title>Cancel/suspend purchase orders</title>
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132 <orderedlist numeration="arabic">
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135 Notice the Cancel column in the top half of the purchase order.
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140 Click the drop down arrow adjacent to Cancel order, and select a reason for
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141 cancelling the order.
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146 Click Cancel order. The state of the purchase order is cancelled.
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152 <section id="_claim_items">
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153 <title>Claim items</title>
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154 <simpara>Manual claiming of items can be accomplished in multiple ways, but electronic
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155 claiming is not available in the 2.0 release.</simpara>
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156 <simpara>You can apply claim policies to line items or individual copies. You also can
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157 use the default claim policy associated with your provider to claim items.</simpara>
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158 <section id="_apply_a_claim_policy">
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159 <title>Apply a claim policy</title>
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160 <simpara>You can apply a claim policy to an item in one of two ways: apply a claim
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161 policy to a line item when the item is created on the selection list or
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162 purchase order, or use the default claim policy associated with the provider on
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163 the purchase order. The default claim policy for a provider is established when
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164 the provider is created and will be used for claiming if no claim policy has
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165 been applied.</simpara>
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166 <orderedlist numeration="arabic">
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169 Open a selection list or purchase order. See section 13 for more information.
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174 Click the Actions drop down menu on the line item.
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179 Click Apply Claim Policy.
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184 A drop down menu of claim policies will appear. Choose a claim policy to
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185 apply to the line item. The claim policy will be applied to all items that have
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186 not been received or cancelled.
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196 <section id="_change_a_claim_policy">
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197 <title>Change a claim policy</title>
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198 <simpara>You can manually change a claim policy that has been applied to a line item.</simpara>
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199 <orderedlist numeration="arabic">
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202 Open a selection list or purchase order.
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207 Click the Actions drop down menu on the line item.
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212 Click Change Claim Policy.
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217 A drop down menu of claim policies will appear. Choose a claim policy to apply to the line
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228 <section id="_claim_an_item">
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229 <title>Claim an item</title>
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230 <simpara>You can manually claim items at any time after the item has been ordered.</simpara>
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231 <orderedlist numeration="arabic">
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234 Open a purchase order.
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239 Click the Actions drop down menu on the line item.
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244 Click Claims. The number of existing claims appears in parentheses.
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249 A drop down menu of items to be claimed and possible claim actions appears.
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250 Check the boxes adjacent to the item that you want to claim and the action that
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251 you will take. You can claim items that have not been received or cancelled.
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256 Click Claim Selected.
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261 Select a claim type from the drop down menu. Entering a note is optional.
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271 The number of existing claims on the line item updates, and a claim voucher
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272 appears. The voucher can be printed and mailed to the vendor to initiate the
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278 <section id="_produce_a_list_of_claim_ready_items">
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279 <title>Produce a list of claim-ready items</title>
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280 <simpara>If an item has not been received and meets the conditions for claiming
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281 according to the item’s claim policy, then the item will be eligible for
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282 claiming. Evergreen can produce a list of items, by ordering branch, which is
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283 ready to be claimed. You can use this list to manually claim items from your
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284 provider.</simpara>
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285 <orderedlist numeration="arabic">
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288 Click Acquisitions →Claim-Ready Items.
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293 Choose a branch from the drop down menu to claim items that were ordered by this
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299 Any items that meet the conditions for claiming will appear.
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304 Check the box adjacent to the line items that you wish to claim. Click Claim selected items.
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309 Select a claim type from the drop down menu. Entering a note is optional.
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320 <section id="_export_single_attribute_list">
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321 <title>Export Single Attribute List</title>
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322 <simpara>You can export ISBNs, ISSNs, or UPCs as a file from the list of line item(s). A list of ISBNs, for
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323 example, could be uploaded to vendor websites when placing orders.</simpara>
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324 <orderedlist numeration="arabic">
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327 From a selection list or purchase order, check the boxes of the line items with attributes
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328 that you wish to export.
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333 Click Actions → Export Single Attribute List.
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338 Choose the line item attribute that you would like to export from the drop down list of
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349 Save the file to your computer.
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354 Open the file. Choose a program to open the file. The following is an example of an ISBN in
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360 <section id="_funds">
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361 <title>Funds</title>
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362 <simpara>You can apply a single fund or multiple funds to copies on a selection list or
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363 purchase order. You can change the fund that has been applied to an item at
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364 any time on a selection list. You can change the fund that has been applied to
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365 an item on a purchase order if the purchase order has not yet been activated.</simpara>
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366 <simpara>Funds can be applied to items from the Copies link that is located on a line
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367 item. Funds can also be applied to copies by batch updating line items and
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368 their attendant copies.</simpara>
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369 <section id="_apply_funds_to_individual_copies">
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370 <title>Apply funds to individual copies</title>
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371 <orderedlist numeration="arabic">
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374 Click the Copies link on the line item.
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379 To apply a fund to an individual item, click the drop down arrow in the Fund field.
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381 <note><simpara>A yellow fund name indicates that the balance in the fund has dropped to the
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382 warning percent that was entered in the admin module. A red fund name
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383 indicates that the balance in the fund has dropped to the stop percent that was
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384 entered in the admin module. Funds that have been closed out will no longer
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385 appear on the drop down list.</simpara></note>
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389 To apply a fund to multiple items, see section 7 for more information.
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394 <section id="_apply_funds_to_copies_via_batch_updates_to_line_items">
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395 <title>Apply funds to copies via batch updates to line items</title>
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396 <simpara>You can apply funds to all copies on a line item(s) from the Actions menu on
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397 the selection list or the purchase order.</simpara>
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398 <orderedlist numeration="arabic">
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401 Check the boxes of the line items with copies to which you would like to apply funds.
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406 Click Actions →Apply Funds to Selected Items.
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411 Select the fund that you wish to apply to the copies.
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422 <section id="_invoice_acquisitions">
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423 <title>Invoice acquisitions</title>
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424 <simpara>You can create invoices for purchase orders, individual line items, and blanket
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425 purchases. You can also link existing invoices to purchase orders. In 2.0, all
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426 invoicing is manual.</simpara>
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427 <simpara>You can invoice items before you receive the items if desired. You can also
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428 reopen closed invoices, and you can print all invoices.</simpara>
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429 <section id="_create_a_blanket_invoice">
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430 <title>Create a blanket invoice</title>
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431 <simpara>You can create a blanket invoice for purchases that are not attached to a
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432 purchase order.</simpara>
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433 <orderedlist numeration="arabic">
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436 Click Acquisitions → Create invoice.
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441 Enter the invoice information in the top half of the screen. See section 6 .1 for more
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447 Select a charge type from the drop down menu.
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452 Select a fund from the drop down menu.
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457 Enter a Title/Description of the resource.
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462 Enter the amount that you were billed.
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467 Enter the amount that you paid.
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472 Save the invoice. See section 6.1 for more information.
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477 <section id="_create_an_invoice_for_a_line_item">
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478 <title>Create an invoice for a line item</title>
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479 <simpara>See section 7.5.6 for details.</simpara>
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481 <section id="_create_an_invoice_for_a_purchase_order">
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482 <title>Create an invoice for a purchase order</title>
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483 <simpara>You can create an invoice for all of the line items on a purchase order. The
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484 only fields that are required to save the invoice are the Vendor Invoice ID and
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485 the number of items invoiced, billed, and paid for each line item. With the
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486 exception of fields with drop down menus, no limitations on the data that you
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487 enter exist.</simpara>
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488 <orderedlist numeration="arabic">
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491 Open a purchase order.
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496 Click Create Invoice.
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501 Enter a Vendor Invoice ID. This number may be listed on the paper invoice sent from your
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507 Choose a Receive Method from the drop down menu.
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509 <note><simpara>Only paper invoicing is available in the 2.0 release. Electronic invoicing
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510 may be available in future releases.</simpara></note>
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514 The Provider is generated from the purchase order and is entered by default.
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524 Select a payment method from the drop down menu.
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529 The Invoice Date is entered by default as the date that you create the invoice. You can
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530 change the date by clicking in the field. A calendar drops down.
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535 Enter an Invoice Type.
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540 The Shipper defaults to the provider that was entered in the purchase order.
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545 Enter a Payment Authorization.
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550 The Receiver defaults to the branch at which your workstation is registered. You can
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551 change the receiver by selecting an org unit from the drop down menu.
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552 The bibliographic line items are listed in the next section of the invoice. Along with the title
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553 and author of the line items is a summary of copies ordered, received, invoiced, claimed, and
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554 cancelled. You can also view the amounts estimated, encumbered, and paid for each line item.
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555 Finally, each line item has a line item ID and links to the selection list (if used) and the purchase
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561 Enter the number of items that were invoiced, the amount that the organization was billed,
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562 and the amount that the organization paid.
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567 You have the option to add charge types if applicable. Charge types are additional charges
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568 that can be selected from the drop down menu. Common charge types include taxes and
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574 You have three options for saving an invoice. You can click Save, which saves the changes
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575 that you have made, but keeps the invoice open. You can click Save and Prorate, which
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576 enables you to save the invoice and prorate any additional charges, such as taxes, across
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577 funds, if multiple funds have been used to pay the invoice. You also can click Save and
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578 Close. Choose this option when you have completed the invoice.
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582 <note><simpara>You can re-open a closed invoice by clicking the link, Re-open invoice. This link
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583 appears at the bottom of a closed invoice.</simpara></note>
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585 <section id="_link_an_existing_invoice_to_a_purchase_order">
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586 <title>Link an existing invoice to a purchase order</title>
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587 <simpara>You can use the link invoice feature to link an existing invoice to a purchase
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588 order. For example, an invoice is received for a shipment with items on
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589 purchase order #1 and purchase order #2. When the invoice arrives, purchase
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590 order #1 is retrieved, and the invoice is created. To receive the items on
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591 purchase order #2, simply link the invoice to the purchase order. You do not
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592 need to recreate it.</simpara>
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593 <orderedlist numeration="arabic">
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596 Open a purchase order.
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601 Click Link Invoice.
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606 Enter the Invoice # and the Provider of the invoice to which you wish to link.
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616 <section id="_view_an_invoice">
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617 <title>View an invoice</title>
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618 <simpara>You can view an invoice in one of four ways: view open invoices; view invoices
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619 on a purchase order; view invoices by searching specific invoice fields; view
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620 invoices attached to a line item.</simpara>
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624 To view open invoices, click Acquisitions → Open invoices. This opens the Acquisitions
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625 Search screen. The default fields search for open invoices. Click Search.
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630 To view invoices on a purchase order, open a purchase order, and click the View Invoices
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631 link. The number in parentheses indicates the number of invoices that are attached to the
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637 To view invoices by searching specific invoice fields, see section 15.
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642 To view invoices for a line item, see section 7.5.10.
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648 <section id="_line_items">
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649 <title>Line Items</title>
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650 <simpara>Line items represent bibliographic records on a selection list or purchase
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651 order. One line item corresponds to one bibliographic record. Line items
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652 contain attributes, which are characteristics of the bibliographic record, such
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653 as ISBNs or Title. Line items also contain copy information, price information,
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654 and notes and alerts.</simpara>
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655 <section id="_add_alerts_to_a_line_item">
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656 <title>Add alerts to a line item</title>
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657 <simpara>Alerts are pop up messages that appear when an item is received. Alerts can be
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658 printed on the line item worksheet.</simpara>
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659 <orderedlist numeration="arabic">
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662 Click the Notes link on the line item.
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667 Click the New Alert drop down button.
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672 Choose an alert code from the drop down menu.
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677 Add additional comments if desired.
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682 Click Create. The alert will display on the screen.
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687 Click Return to return to the line item. When you return to the line item,
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688 a flag will appear to indicate that an alert is on the line item.
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693 <section id="_add_copies_to_a_line_item">
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694 <title>Add copies to a line item</title>
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695 <simpara>Use the Copies link to add copy information to a line item. You can add copies
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696 to line items on a selection list or a purchase order.</simpara>
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697 <orderedlist numeration="arabic">
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700 Click the Copies link on a line item.
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705 Enter the number of items that you want to order in Item Count, and click Go. The number
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706 of items that you want to order will display below.
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711 If desired, apply a Distribution Formula from the drop down list. Distribution formulas tell
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712 the ILS how many copies should be distributed to each location.
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717 The owning branch and shelving location populate with entries from the distribution
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718 formula. Click Apply.
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723 Look back at the top gray row of text boxes above the distribution formula. Each text box in
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724 this row corresponds to the columns below. Changes made here will be applied to all
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725 copies below. Click Batch Update.
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730 Click Save Changes.
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735 Click Return to return to the selection list or purchase order.
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740 Add the item’s price to the line item in the Estimated Price field.
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745 <section id="_add_notes_to_a_line_item">
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746 <title>Add notes to a line item</title>
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747 <simpara>Notes on line items can include any additional information that you want to add
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748 to the line item. Notes can be internal or can be made available to providers.
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749 Notes appear in a pop up box when an item is received. Notes can be printed on
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750 line item worksheets, which can be printed and placed in books for processing.</simpara>
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751 <orderedlist numeration="arabic">
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754 Click the Notes link on the line item.
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759 Click the New Note drop down button.
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769 You have the option to make this note available to your provider. Click the
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770 check box adjacent to Note is vendor-public.
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775 Click Create. The note will appear on the screen.
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780 Click Return to return to the line item. When you return to the line item,
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781 a number in parentheses adjacent to notes indicates how many notes are attached
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787 <section id="_cancel_a_line_item">
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788 <title>Cancel a line item</title>
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789 <simpara>For more information, see section 2.</simpara>
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791 <section id="_line_item_actions">
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792 <title>Line item actions</title>
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793 <section id="_apply_claim_policy">
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794 <title>Apply claim policy</title>
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795 <simpara>See section 3.1 for more information.</simpara>
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797 <section id="_claims">
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798 <title>Claims</title>
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799 <simpara>See section 3.3 for more information.</simpara>
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801 <section id="_holdings_maintenance">
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802 <title>Holdings maintenance</title>
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803 <simpara>After an item has been received, click Actions → Holdings Maintenance to edit
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804 holdings. The Holdings Maintenance screen opens in a new tab.</simpara>
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806 <section id="_link_to_invoice">
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807 <title>Link to invoice</title>
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808 <simpara>Use the Link to invoice menu item to link the line item to an invoice that
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809 already exists in the ILS.</simpara>
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810 <orderedlist numeration="arabic">
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813 Click Actions → Link to Invoice.
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818 A pop up box appears. Enter an invoice number.
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823 Enter a provider. The field will auto-complete.
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833 <section id="_mark_received">
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834 <title>Mark received</title>
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835 <simpara>See section 14.2 for more information.</simpara>
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837 <section id="_new_invoice">
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838 <title>New invoice</title>
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839 <simpara>See section 6 for more information.</simpara>
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841 <section id="_un_receive">
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842 <title>Un-receive</title>
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843 <simpara>See section 14.2 for more information.</simpara>
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845 <section id="_update_barcodes">
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846 <title>Update barcodes</title>
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847 <simpara>After an item has been received, click Actions → Update Barcodes to edit
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848 holdings. The Volume and Copy Creator screen opens in a new tab.</simpara>
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850 <section id="_view_history">
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851 <title>View history</title>
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852 <simpara>Click Actions → View history to view the changes that have occurred in the
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853 life of the line item.</simpara>
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855 <section id="_view_invoice">
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856 <title>View invoice</title>
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857 <simpara>Click Actions → View invoice to view any invoices that are attached to the line item.</simpara>
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860 <section id="_line_item_worksheet">
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861 <title>Line Item Worksheet</title>
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862 <simpara>The Line Item Worksheet was designed to be a printable sheet that contains
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863 details about the line item, including alerts and notes, and distribution of
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864 the copies. This worksheet could placed in a book that is sent to cataloging or
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865 processing.</simpara>
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866 <orderedlist numeration="arabic">
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869 From a selection list or purchase order, click the worksheet link on the line item.
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874 The line item worksheet appears.
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879 To print the worksheet, click the Print Page link in the top right corner.
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884 <section id="_link_line_items_to_the_catalog">
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885 <title>Link line items to the catalog</title>
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886 <simpara>You can link a MARC record or brief record on a selection list to the corresponding MARC record
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887 in the catalog. This may be useful for librarians who have a brief MARC record in their catalog
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888 and want to import a better record that is attached to their selection list. No collision detection
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889 exists when importing an item into the selection list or catalog, so the link to catalog option
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890 enables you to search for a matching record and link to it from the selection list or purchase
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891 order. When you import the record from the purchase order, the record will overlay the linked
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892 record in the catalog.</simpara>
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893 <orderedlist numeration="arabic">
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896 From the line item, click Link to catalog.
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901 In the text box that pops up, search terms, such as ISBN and title, are entered by default.
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911 Result(s) appear. Click the link to View MARC, or Select the record to link it to the record on
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912 the selection list or purchase order.
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917 The screen will reload, and the line item displays with a catalog link. The records are linked.
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923 <section id="_load_bib_records_and_items_into_the_catalog">
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924 <title>Load Bib Records and Items Into the Catalog</title>
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925 <simpara>You can load bib records and items into the catalog at three different locations in the
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926 acquisitions module.</simpara>
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930 You can import bib records and items (if holdings information is attached) when you upload
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931 MARC order records. Click Acquisitions → Load MARC Order Records and check the box
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932 adjacent to Load Bibs and Items into the ILS.
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937 You can import bib records and items into the catalog when you create a purchase order
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938 from a selection list. From the selection list, click Actions → Create Purchase Order. Check
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939 the box adjacent to Load Bibs and Items into the ILS to import the records into the catalog.
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944 You can import bib records and items into the catalog from a purchase order by clicking
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945 Actions → Load Bibs and Items.
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949 <note><simpara>If you have not loaded bib records and items into the catalog before you activate
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950 a purchase order, then the ILS will automatically import the bib records and
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951 items into the catalog when you activate the purchase order.</simpara></note>
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953 <section id="_load_catalog_record_ids">
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954 <title>Load Catalog Record IDs</title>
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955 <simpara>The Load Catalog Record IDs function enables you to create line items from a
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956 list of catalog records whose record IDs are saved in a CSV file.</simpara>
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957 <simpara>This would be useful if you want to batch order copies of items that your
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958 organization already owns. For example, you run a copy/hold ratio report to
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959 identify how many copies you have available compared to the number of holds
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960 that are on your Hot Fiction display. You decide that you want to order an
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961 extra copy of six titles. Your copy/hold ratio report includes the record ID of
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962 each title. You can save the record IDs into a CSV file, upload the file into
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963 the ILS, and create a purchase order for the items.</simpara>
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964 <orderedlist numeration="arabic">
\r
967 Create a CSV file with the record ID of each catalog record in the first
\r
968 column of the spreadsheet. You can create this CSV file from a spreadsheet
\r
969 generated by a report, as suggested in the aforementioned example. You can also
\r
970 copy and paste record IDs from the catalog record into the CSV file.
\r
972 <note><simpara>Record IDs are auto-generated digits associated with each record. They are
\r
973 found in the Record Summary that appears at the top of each record.</simpara></note>
\r
977 Save the CSV file to your computer.
\r
982 Click Acquisitions → Load Catalog Record IDs.
\r
987 Click Load More Terms.
\r
992 The screen will display the number of terms (record IDs) that have been loaded.
\r
997 Click Retrieve Records. The records will appear as line items to which you can add copies,
\r
998 notes, and pricing information. Use the Actions menu to save these items to a selection list or
\r
1004 <section id="_load_marc_order_records">
\r
1005 <title>Load MARC Order Records</title>
\r
1006 <simpara>The Load MARC Order Records screen enables you to upload MARC records that have been
\r
1007 saved on your computer into the ILS. You can add the records to a selection list and/or to a
\r
1008 purchase order. You can both create and activate purchase orders in one step from this
\r
1009 interface. Also, from this interface, you can load bibs and items into the catalog.</simpara>
\r
1010 <orderedlist numeration="arabic">
\r
1013 Click Acquisitions → Load MARC Order Records
\r
1018 If you want to upload the MARC records to a new purchase order, then click the check box
\r
1019 adjacent to Create Purchase Order.
\r
1024 If you want to activate the purchase order at the time of creation, then click the check box
\r
1025 adjacent to Activate Purchase Order.
\r
1030 If you want to load bibs and items into the catalog, then click the check box adjacent to
\r
1031 Load Bibs and Items into the ILS.
\r
1036 Enter the name of the Provider. The text will auto-complete.
\r
1041 Select an org unit from the drop down menu. The context org unit is the org unit that
\r
1042 "owns" the bib record. You should select a physical location rather than a political or
\r
1043 administrative org unit as the context org unit. For example, the Smith County Library
\r
1044 System is funding purchase of a copy of Gone with the Wind. The system owns the bib
\r
1045 record, but it cannot receive the physical item. The acquisitions librarian will choose a
\r
1046 physical branch of that system, a processing center or an individual branch, to receive the
\r
1052 If you want to upload the records to a selection list, you can select a list from the drop down
\r
1053 menu, or type in the name of the selection list that you want to create.
\r
1058 Click Browse to search for the file of bibliographic records.
\r
1068 A summary of the items that have been processed will appear.
\r
1073 Click the links that appear to view the purchase order or the selection list.
\r
1078 <section id="_marc_federated_search">
\r
1079 <title>MARC Federated Search</title>
\r
1080 <simpara>The MARC Federated Search enables you to import bibliographic records into a selection list or
\r
1081 purchase order from a Z39.50 source.</simpara>
\r
1082 <orderedlist numeration="arabic">
\r
1085 Click Acquisitions → MARC Federated Search.
\r
1090 Check the boxes of Z39.50 services that you want to search. Your local Evergreen Catalog is
\r
1091 checked by default. Click Submit.
\r
1096 A list of results will appear. Click the Copies link to add copy information to the line item.
\r
1097 See section 7 for more information.
\r
1102 Click the Notes link to add notes or line item alerts to the line item. See section 7 for more
\r
1108 Enter a price in the Estimated Price field.
\r
1113 You can save the line item(s) to a selection list by checking the box on the line item and
\r
1114 clicking Actions →Save Items to Selection List. You can also create a purchase order from
\r
1115 the line item(s) by checking the box on the line item and clicking Actions → Create
\r
1121 <section id="_patron_requests">
\r
1122 <title>Patron Requests</title>
\r
1123 <simpara>The patron requests interface will allow you to view requests that patrons make
\r
1124 via the OPAC. The functionality for OPAC requests is not currently available
\r
1125 in the native Evergreen interface, so the screen remains blank in 2.0.</simpara>
\r
1127 <section id="_purchase_orders">
\r
1128 <title>Purchase Orders</title>
\r
1129 <simpara>You can create a purchase order from a selection list, a batch upload of MARC
\r
1130 order records, the View/Place Orders link in the catalog, or results from a
\r
1131 MARC Federated Search. For more information on creating purchase orders using
\r
1132 these methods, see sections 16, 10, 17, and 11. You can also create blanket
\r
1133 purchase orders to which you can add brief records or generic charges and fees.</simpara>
\r
1134 <section id="_activate_a_purchase_order">
\r
1135 <title>Activate a purchase order</title>
\r
1136 <simpara>Before you can active a purchase order, the following criteria must be met:</simpara>
\r
1137 <orderedlist numeration="arabic">
\r
1140 The field, Activate Order?, is located in the top half of the purchase order. The answer
\r
1141 adjacent to this field must be Yes.
\r
1146 Each line item must contain an estimated price. If the Activate Order? field in the top half
\r
1147 of the purchase order reads, No: The lineitem has no price (ACQ_LINEITEM_NO_PRICE),
\r
1148 then simply enter a price in the estimated price field, tab out of the field, and click Reload.
\r
1152 <simpara>When the above criteria have been met, proceed with the following:
\r
1153 . Look at the Activate Order? field in the top half of the purchase order. Click the
\r
1154 hyperlinked Activate Order. When you activate the order, the bibliographic records and
\r
1155 copies will be imported into the catalog, and the funds associated with the purchases will be
\r
1156 encumbered.</simpara>
\r
1158 <section id="_add_brief_records_to_a_purchase_order">
\r
1159 <title>Add brief records to a purchase order</title>
\r
1160 <simpara>To add brief records to a purchase order, see section 2.2 for more information.
\r
1161 You can add brief records to new or existing purchase orders.</simpara>
\r
1163 <section id="_add_charges_taxes_fees_or_discounts_to_a_purchase_order">
\r
1164 <title>Add charges, taxes, fees, or discounts to a purchase order</title>
\r
1165 <simpara>You can add charges, taxes, fees, or discounts to a purchase order. These
\r
1166 additional charges will be reflected in the amounts that are estimated and
\r
1167 encumbered on the purchase order.</simpara>
\r
1168 <orderedlist numeration="arabic">
\r
1171 Open or create a purchase order.
\r
1181 Select a charge type from the drop down menu.
\r
1186 Select a fund from the drop down menu.
\r
1191 Enter a Title/Description, Author, and Note if applicable.
\r
1196 Enter an estimated cost.
\r
1201 Add another new charge, or click Save New Charges.
\r
1205 <note><simpara>Discounts are not consistently supported in the 2.0 release.</simpara></note>
\r
1207 <section id="_add_notes_to_a_purchase_order">
\r
1208 <title>Add notes to a purchase order</title>
\r
1209 <simpara>You can add notes to each purchase order. These can be viewed by staff and/or
\r
1210 by the provider. By default, notes are only visible to staff.</simpara>
\r
1211 <orderedlist numeration="arabic">
\r
1214 Open a purchase order.
\r
1219 In the top half of the purchase order, you see a Notes field. The number of notes that are
\r
1220 attached to the purchase order is hyperlinked in parentheses next to the Notes field.
\r
1225 Click the hyperlinked number.
\r
1235 Enter the note. If you wish to make it available to the provider, click the check box adjacent
\r
1236 to Note is vendor-public.
\r
1247 <section id="_cancel_suspend_a_purchase_order">
\r
1248 <title>Cancel/Suspend a purchase order</title>
\r
1249 <simpara>To cancel or suspend a purchase order, see section 2.1.</simpara>
\r
1251 <section id="_create_a_purchase_order">
\r
1252 <title>Create a purchase order</title>
\r
1253 <orderedlist numeration="arabic">
\r
1256 Click Acquisitions → Create Purchase Order.
\r
1261 A pop-up box appears. Select an owning library from the drop down menu.
\r
1266 Enter a provider in the box. The text will auto complete.
\r
1271 Check the box adjacent to Prepayment Required.
\r
1281 The purchase order has been created. You can now create a new charge type or add a brief
\r
1286 <note><simpara>The Total Estimated is the sum of the prices. The Total Encumbered is the total
\r
1287 estimated that is encumbered when the purchase order is activated. The Total
\r
1288 Spent column automatically updates when the items are invoiced.</simpara></note>
\r
1290 <section id="_mark_ready_for_order">
\r
1291 <title>Mark ready for order</title>
\r
1292 <simpara>After an item has been added to a selection list or purchase order, you can mark it ready for
\r
1293 order. This step is optional but may be useful to individual workflows.</simpara>
\r
1294 <orderedlist numeration="arabic">
\r
1297 If you want to mark part of a selection list ready for selector, then you can check the box(es)
\r
1298 of the line item(s) that you wish to mark ready for selector. If you want to mark the entire
\r
1299 list ready for selector, then skip to step 2.
\r
1304 Click Actions → Mark Ready for Order.
\r
1309 A pop up box will appear. Choose to mark the selected line items or all line items.
\r
1319 The screen will refresh. The line item will be highlighted gray, and the status will change to
\r
1325 <section id="_name_a_purchase_order">
\r
1326 <title>Name a purchase order</title>
\r
1327 <simpara>A new purchase order is given the purchase order ID as a default name. However,
\r
1328 you can change that name to any grouping of letters or numbers. You can reuse
\r
1329 purchase order names as long as a name is never used twice in the same year.</simpara>
\r
1330 <orderedlist numeration="arabic">
\r
1333 Open or create a purchase order.
\r
1338 The Name of the purchase order is in the top left column of the purchase order. The
\r
1339 hyperlinked number is an internal ID number that Evergreen has assigned.
\r
1344 To change this number, click on the hyperlinked ID.
\r
1349 Enter a new purchase order number in the pop up box.
\r
1359 <section id="_print_purchase_orders">
\r
1360 <title>Print purchase orders</title>
\r
1361 <simpara>You can print a purchase order from the purchase order screen. If you add a
\r
1362 note to a line item, the note will only appear in the Notes column on the
\r
1363 printed purchase order if you make the note vendor-public. Currently, no notes
\r
1364 appear in the Notes to the Vendor section of the printed purchase order.</simpara>
\r
1365 <orderedlist numeration="arabic">
\r
1368 Open a purchase order.
\r
1373 Click Actions → Print Purchase Order.
\r
1378 <section id="_receive_a_purchase_order">
\r
1379 <title>Receive a purchase order</title>
\r
1380 <simpara>See section 14.1 for more information on receiving a purchase order.</simpara>
\r
1382 <section id="_split_order_by_line_items">
\r
1383 <title>Split order by line items</title>
\r
1384 <simpara>You can create a purchase order with multiple line items, and then split the
\r
1385 purchase order so that each line item is on separate purchase orders.</simpara>
\r
1386 <simpara>When a purchase order is in the status of pending, a link to split order by
\r
1387 Lineitems appears in the bottom left corner of the top half of the screen.</simpara>
\r
1388 <orderedlist numeration="arabic">
\r
1391 Click Split Order by Lineitems.
\r
1396 A pop up box will confirm that you want to split the purchase order. Click OK to continue.
\r
1401 The items will display by default as a virtual combined purchase order. Future
\r
1402 enhancements will allow you to activate the purchase order for each item from this screen.
\r
1407 <section id="_view_on_order_purchase_orders">
\r
1408 <title>View On-Order Purchase Orders</title>
\r
1409 <simpara>You can view a list of on-order purchase orders by clicking Acquisitions –> Purchase Orders. The
\r
1410 ordering agency defaults to the branch at which your workstation is registered. The state of the
\r
1411 purchase order defaults to on-order.</simpara>
\r
1412 <simpara>You can add more search terms by clicking Add Search Term. Search terms are ANDed together.
\r
1413 Click Search to begin your search.</simpara>
\r
1414 <simpara>If you want to expand or change your search of purchase orders, you can choose other criteria
\r
1415 from the drop down menus. See section 15 for more information.</simpara>
\r
1417 <section id="_view_edi_messages_on_a_purchase_order">
\r
1418 <title>View EDI messages on a purchase order</title>
\r
1419 <simpara>You can view electronic messages from your vendor about a specific purchase order.</simpara>
\r
1420 <orderedlist numeration="arabic">
\r
1423 Open a purchase order.
\r
1428 In the top half of the purchase order, you see an EDI Messages field. The number of
\r
1429 messages that are attached to the purchase order is hyperlinked in parentheses next to the
\r
1430 EDI Messages field.
\r
1435 Click the hyperlinked number to view the messages.
\r
1440 <section id="_view_purchase_order_history">
\r
1441 <title>View Purchase Order History</title>
\r
1442 <simpara>In the top half of the purchase order, you can view the history of the purchase
\r
1443 order. Click the View link in the History field.</simpara>
\r
1446 <section id="_receiving">
\r
1447 <title>Receiving</title>
\r
1448 <simpara>You can receive and un-receive entire purchase orders, line items, and
\r
1449 individual copies. You can receive items before or after you invoice items.</simpara>
\r
1450 <section id="_receive_un_receive_copies">
\r
1451 <title>Receive/un-receive copies</title>
\r
1455 To receive copies, click the Copies link on the line item, and click the Mark Received link
\r
1456 adjacent to each copy.
\r
1461 To un-receive copies, click the Copies link on the line item, and click the Un-Receive link
\r
1462 adjacent to each copy.
\r
1467 <section id="_receive_un_receive_line_items">
\r
1468 <title>Receive/un-receive line items</title>
\r
1472 To receive a line item, click the Actions → Mark Received link on the line item.
\r
1477 To un-receive a line item, click the Actions → Un-receive link on the line item.
\r
1482 <section id="_receive_un_receive_purchase_orders">
\r
1483 <title>Receive/un-receive purchase orders</title>
\r
1487 To receive a purchase order, click Actions →Mark Purchase Order as Received. The
\r
1488 purchase order will have a state of received.
\r
1493 To un-receive a purchase order, click Actions →Un-Receive Purchase Order. The purchase
\r
1494 will have a state of on order.
\r
1500 <section id="_searching">
\r
1501 <title>Searching</title>
\r
1502 <simpara>In the acquisitions module, you can search line items, line items and catalog
\r
1503 records, selection lists, purchase orders, and invoices. To access the
\r
1504 searching interface, click Acquisitions → General Search.</simpara>
\r
1505 <note><simpara>Users may wish to begin their acquisitions process by searching line items
\r
1506 and catalog records. This ensures that they do not purchase an item that the
\r
1507 library already owns or is on another selection list or purchase order.</simpara></note>
\r
1508 <orderedlist numeration="arabic">
\r
1511 Choose the object that you would like to search from the drop down menu.
\r
1516 Next, refine your search by choosing the specific fields that you would like to search. Click
\r
1517 Add Search Term to add more fields. Search terms are ANDed together. Click the red X at
\r
1518 the end of each row to delete search terms. Some search terms will be disabled depending
\r
1519 on your choice of items to search.
\r
1524 After you have added search term(s), click Search or click the Enter key. A list of results
\r
1530 If you want to edit your search, click the Reveal Search button in the top right corner of the
\r
1531 results screen to display your search.
\r
1536 <section id="_selection_lists">
\r
1537 <title>Selection Lists</title>
\r
1538 <simpara>Selection lists allow you to create, manage, and save lists of items that you
\r
1539 may want to purchase. To view your selection list, click Acquisitions → My
\r
1540 Selection Lists. Use the general search to view selection lists created by
\r
1541 other users.</simpara>
\r
1542 <section id="_create_a_selection_list">
\r
1543 <title>Create a selection list</title>
\r
1544 <simpara>Selection lists can be created in four areas within the module. Selection lists can be created
\r
1545 when you Add Brief Records, Upload MARC Order Records, or find records through the MARC
\r
1546 Federated Search. In each of these interfaces, you will find the Add to Selection List field.
\r
1547 Enter the name of the selection list that you want to create in that field.
\r
1548 Selection lists can also be created through the My Selection Lists interface:</simpara>
\r
1549 <orderedlist numeration="arabic">
\r
1552 Click Acquisitions → My Selection Lists.
\r
1557 Click the New Selection List drop down arrow.
\r
1562 Enter the name of the selection list in the box that appears.
\r
1572 <section id="_add_items_to_a_selection_list">
\r
1573 <title>Add items to a selection list</title>
\r
1574 <simpara>You can add items to a selection list in one of three ways: add a brief record
\r
1575 (section 2); upload MARC order records (section 10); add records through a
\r
1576 federated search (section 11); or use the View/Place Orders menu item in the
\r
1577 catalog (section 17). See the sections listed in parentheses for more
\r
1578 information on each of these methods.</simpara>
\r
1580 <section id="_clone_selection_lists">
\r
1581 <title>Clone selection lists</title>
\r
1582 <simpara>Cloning selection lists enables you to copy one selection list into a new
\r
1583 selection list. You can maintain both copies of the list, or you can delete the
\r
1584 previous list.</simpara>
\r
1585 <orderedlist numeration="arabic">
\r
1588 Click Acquisitions → My Selection Lists.
\r
1593 Check the box adjacent to the list that you want to clone.
\r
1598 Click Clone Selected.
\r
1603 Enter a name into the box that appears, and click Clone.
\r
1608 <section id="_merge_selection_lists">
\r
1609 <title>Merge selection lists</title>
\r
1610 <simpara>You can merge two or more selection lists into one selection list.</simpara>
\r
1611 <orderedlist numeration="arabic">
\r
1614 Click Acquisitions → My Selection Lists.
\r
1619 Check the boxes adjacent to the selection lists that you want to merge, and click Merge
\r
1625 Choose the Lead Selection List from the drop down menu. This is the list to which the items
\r
1626 on the other list(s) will be transferred.
\r
1636 <section id="_delete_selection_lists">
\r
1637 <title>Delete selection lists</title>
\r
1638 <simpara>You can delete selection lists that you do not want to save. You will not be able to retrieve
\r
1639 these items through the General Search after you have deleted the list. You must delete all line
\r
1640 items from a selection list before you can delete the list.</simpara>
\r
1641 <orderedlist numeration="arabic">
\r
1644 Click Acquisitions → My Selection Lists.
\r
1649 Check the box adjacent to the selection list(s) that you want to delete.
\r
1654 Click Delete Selected.
\r
1659 <section id="_mark_ready_for_selector">
\r
1660 <title>Mark Ready for Selector</title>
\r
1661 <simpara>After an item has been added to a selection list or purchase order, you can
\r
1662 mark it ready for selector. This step is optional but may be useful to
\r
1663 individual workflows.</simpara>
\r
1664 <orderedlist numeration="arabic">
\r
1667 If you want to mark part of a selection list ready for selector, then you can check the box(es)
\r
1668 of the line item(s) that you wish to mark ready for selector. If you want to mark the entire
\r
1669 list ready for selector, then skip to step 2.
\r
1674 Click Actions → Mark Ready for Selector.
\r
1679 A pop up box will appear. Choose to mark the selected line items or all line items.
\r
1689 The screen will refresh. The marked line item(s) will be highlighted pink, and the status
\r
1690 changes to selector-ready.
\r
1695 <section id="_convert_selection_list_to_purchase_order">
\r
1696 <title>Convert selection list to purchase order</title>
\r
1697 <simpara>Use the Actions menu to convert a selection list to a purchase order.</simpara>
\r
1698 <orderedlist numeration="arabic">
\r
1701 From a selection list, click Actions → Create Purchase Order.
\r
1706 A pop up box will appear.
\r
1711 Select the ordering agency from the drop down menu.
\r
1716 Enter the provider.
\r
1721 Check the box adjacent to prepayment required if prepayment is required.
\r
1726 Choose if you will add All Lineitems or Selected Lineitems to your purchase order.
\r
1731 Check the box if you want to Import Bibs and Create Copies in the catalog.
\r
1742 <section id="_view_place_orders">
\r
1743 <title>View/Place Orders</title>
\r
1744 <orderedlist numeration="arabic">
\r
1747 Open a bib record.
\r
1752 Click Actions for this Record → View/Place Orders.
\r
1757 Click Add to Selection List, or click Create Purchase Order.
\r
1762 See sections 13 and 16 for instructions to proceed.
\r
projects / working / Evergreen.git / blob