1 Acquisitions Administration
2 ---------------------------
7 indexterm:[acquisitions,permissions]
9 Several setting in the Library Settings area of the Admin module pertain to
10 functions in the Acquisitions module. You can access these settings by clicking
11 _Admin -> Local Administration ->Library Settings Editor_.
13 * CAT: Delete bib if all copies are deleted via Acquisitions lineitem
14 cancellation - If you cancel a line item, then all of the on order copies in the
15 catalog are deleted. If, when you cancel a line item, you also want to delete
16 the bib record, then set this setting to TRUE.
17 * Allow funds to be rolled over without bringing the money along - enables you
18 to move a fund's encumbrances from one year to the next without moving unspent
19 money. Unused money is not added to the next year's fund and is not available
21 * Allows patrons to create automatic holds from purchase requests.
22 * Default circulation modifier - This modifier would be applied to items that
23 are created in the acquisitions module
24 * Default copy location - This copy location would be applied to items that are
25 created in the acquisitions module
26 * Fund Spending Limit for Block - When the amount remaining in the fund,
27 including spent money and encumbrances, goes below this percentage, attempts to
28 spend from the fund will be blocked.
29 * Fund Spending Limit for Warning - When the amount remaining in the fund,
30 including spent money and encumbrances, goes below this percentage, attempts to
31 spend from the fund will result in a warning to the staff.
32 * Rollover Distribution Formulae Funds - When set to true, during fiscal
33 rollover, all distribution formulae will update to use new funds.
34 * Set copy creator as receiver - When receiving a copy in acquisitions, set the
35 copy "creator" to be the staff that received the copy
36 * Temporary barcode prefix - Temporary barcode prefix for items that are created
37 in the acquisitions module
38 * Temporary call number prefix - Temporary call number prefix for items that are
39 created in the acquisitions module
41 Cancel/Suspend reasons
42 ~~~~~~~~~~~~~~~~~~~~~~
44 indexterm:[acquisitions,purchase order,cancellation]
45 indexterm:[acquisitions,line item,cancellation]
47 The Cancel reasons link enables you to predefine the reasons for which a line
48 item or a PO can be cancelled. A default list of reasons appears, but you can
49 add custom reasons to this list. Applying the cancel reason will prevent the
50 item from appearing in a claims list and will allow you to cancel debits
51 associated with the purchase. Cancel reasons also enable you to suspend or delay
52 a purchase. For example, you could create a cancel reason of 'back ordered,' and
53 you could choose to keep the debits associated with the purchase.
55 Create a cancel/suspend reason
56 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
58 . To add a new cancel reason, click _Administration -> Server Administration ->
59 Acquisitions -> Cancel reasons_.
61 . Click _New Cancel Reason_.
63 . Select a using library from the drop-down menu. The using library indicates
64 the organizational units whose staff can use this cancel reason. This menu is
65 populated with the shortnames that you created for your libraries in the
66 organizational units tree (See Admin -> Server Administration -> Organizational
69 . Create a label for the cancel reason. This label will appear when you select a
70 cancel reason on an item or a PO.
72 . Create a description of the cancel reason. This is a free text field and can
73 be comprised of any text of your choosing.
75 . If you want to retain the debits associated with the cancelled purchase, click
76 the box adjacent to Keep Debits->
83 indexterm:[acquisitions,claiming]
85 Currently, all claiming is manual, but the admin module enables you to build
86 claim policies and specify the action(s) that users should take to claim items.
91 The claim policy link enables you to name the claim policy and specify the
92 organization that owns it.
94 . To create a claim policy, click _Admin -> Server Administration ->
95 Acquisitions -> Claim Policies_.
96 . Create a claim policy name. No limits exist on the number of characters that
97 can be entered in this field.
98 . Select an org unit from the drop-down menu. The org unit indicates the
99 organizational units whose staff can use this claim policy. This menu is
100 populated with the shortnames that you created for your libraries in the
101 organizational units tree (See Admin -> Server Administration -> Organizational
105 The rule of parental inheritance applies to this list.
107 . Enter a description. No limits exist on the number of characters that can be
108 entered in this field.
114 The claim type link enables you to specify the reason for a type of claim.
116 . To create a claim type, click _Admin -> Server Administration -> Acquisitions
118 . Create a claim type. No limits exist on the number of characters that can be
119 entered in this field.
120 . Select an org unit from the drop-down menu. The org unit indicates the
121 organizational units whose staff can use this claim type. This menu is populated
122 with the shortnames that you created for your libraries in the organizational
123 units tree (See Admin -> Server Administration -> Organizational Units).
126 The rule of parental inheritance applies to this list.
128 . Enter a description. No limits exist on the number of characters that can be
129 entered in this field.
132 Create a claim event type
133 ^^^^^^^^^^^^^^^^^^^^^^^^^
135 The claim event type describes the physical action that should occur when an
136 item needs to be claimed. For example, the user should notify the vendor via
137 email that the library is claiming an item.
139 . To access the claim event types, click _Admin -> Server Administration ->
140 Acquisitions -> Claim event type_.
141 . Enter a code for the claim event type. No limits exist on the number of
142 characters that can be entered in this field.
143 . Select an org unit from the drop-down menu. The org unit indicates the
144 organizational units whose staff can use this event type. This menu is populated
145 with the shortnames that you created for your libraries in the organizational
146 units tree (See Admin -> Server Administration -> Organizational Units).
149 The rule of parental inheritance applies to this list.
151 . Enter a description. No limits exist on the number of characters that can be
152 entered in this field.
153 . If this claim is initiated by the user, then check the box adjacent to Library
157 Currently, all claims are initiated by a user. The ILS cannot automatically
162 Create a claim policy action
163 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^
165 The claim policy action enables you to specify how long a user should wait
166 before claiming the item.
168 . To access claim policy actions, click _Admin -> Server Administration ->
169 Acquisitions ->Claim Policy Actions_.
171 . Select an Action (Event Type) from the drop-down menu.
173 . Enter an action interval. This field indicates how long a user should wait
174 before claiming the item.
176 . In the Claim Policy ID field, select a claim policy from the drop-down menu.
181 You can create claim cycles by adding multiple claim policy actions to a claim
187 indexterm:[acquisitions,currency types]
189 Currency types can be created and applied to funds in the administrative module.
190 When a fund is applied to a copy or line item for purchase, the item will be
191 purchased in the currency associated with that fund.
195 Create a currency type
196 ^^^^^^^^^^^^^^^^^^^^^^
198 . To create a new currency type, click _Admin -> Server Administration ->
199 Acquisitions -> Currency types_.
201 . Enter the currency code. No limits exist on the number of characters that can
202 be entered in this field.
204 . Enter the name of the currency type in Currency Label field. No limits exist
205 on the number of characters that can be entered in this field.
214 . To edit a currency type, click your cursor in the row that you want to edit.
215 The row will turn blue.
217 . Double click. The pop-up box will appear, and you can edit the fields.
219 . After making changes, click Save.
222 From the currency types interface, you can delete currencies that have never
223 been applied to funds or used to make purchases.
225 Distribution Formulas
226 ~~~~~~~~~~~~~~~~~~~~~
228 indexterm:[acquisitions,distribution formulas, templates]
230 Distribution formulas allow you to specify the number of copies that should be
231 distributed to specific branches. They can also serve as templates allowing you
232 to predefine settings for your copies. You can create and reuse formulas as
235 Create a distribution formula
236 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
238 . Click _Admin -> Server Administration -> Acquisitions ->Distribution
240 . Click _New Formula_.
241 . Enter a Formula Name. No limits exist on the number of characters that can be
242 entered in this field.
243 . Choose a Formula Owner from the drop-down menu. The Formula Owner indicates
244 the organizational units whose staff can use this formula. This menu is
245 populated with the shortnames that you created for your libraries in the
246 organizational units tree (See Admin -> Server Administration -> Organizational
250 The rule of parental inheritance applies to this list.
252 . Ignore the Skip Count field which is currently not used.
255 . Select an Owning Library from the drop-down menu. This indicates the branch
256 that will receive the items. This menu is populated with the shortnames that you
257 created for your libraries in the organizational units tree (See _Admin ->
258 Server Administration -> Organizational Units_).
259 . Select/enter any of the following copy details you want to predefine in the
260 distribution formula.
265 . In the Item Count field, enter the number of items that should be distributed
266 to the branch. You can enter the number or use the arrows on the right side of
268 . Click _Apply Changes_. The screen will reload.
269 . To view the changes to your formula, click Admin -> Server Administration ->
270 Acquisitions -> Distribution Formulas. The item_count will reflect the entries
271 to your distribution formula.
274 To edit the Formula Name, click the hyperlinked name of the formula in the top
275 left corner. A pop-up box will enable you to enter a new formula name.
277 Edit a distribution formula
278 ^^^^^^^^^^^^^^^^^^^^^^^^^^^
280 To edit a distribution formula, click the hyperlinked title of the formula.
284 Many libraries use Electronic Data Interchange (EDI) accounts to order new
285 acquisitions. Users can set up EDI accounts and manage EDI messages in the admin
286 module. EDI messages and notes can be viewed in the acquisitions module. See
287 also the link:../installation/edi_setup.txt[EDI Installation Instructions]
288 because this is required for use of EDI.
290 The following fields are required to create an EDI account:
293 host, username, password, path, and incoming directory.
298 indexterm:[acquisitions,EDI,accounts]
299 indexterm:[EDI,accounts]
301 Create EDI Accounts to communicate electronically with providers.
303 . Create a label. The label allows you to differentiate between accounts for the
304 same provider. No limits exist on the number of characters that can be entered
306 . Enter a host. Your provider will provide you with the requisite FTP or SCP
308 . Enter the username that has been supplied by your provider.
309 . Enter the password that has been supplied by your provider.
310 . Enter account information. This field enables you to add a supplemental
311 password for entry to a remote system after log in has been completed. This
312 field is optional for the ILS but may be required by your provider.
313 . Select an owner from the drop-down menu. The owner indicates the
314 organizational units whose staff can use this EDI account. This menu is
315 populated with the shortnames that you created for your libraries in the
316 organizational units tree (See Admin -> Server Administration -> Organizational
320 The rule of parental inheritance applies to this list.
322 . The Last Activity updates automatically with any inbound or outbound
324 . Select a provider from the drop-down menu to whom this account belongs.
325 . Enter a path. The path indicates the remote location on the server from which
326 files are pulled in to the ILS.
327 . Enter the incoming directory. This directory indicates the location on your
328 local network to which the files download.
329 . Enter the vendor account number supplied by your provider.
330 . Enter the vendor account code supplied by your provider.
336 indexterm:[EDI,messages]
337 indexterm:[acquisitions,EDI,messages]
340 The EDI messages screen displays all incoming and outgoing messages between the
341 library and the vendor.
346 indexterm:[acquisitions,exchange rates]
348 Exchange rates define the rate of exchange between currencies. Evergreen will
349 automatically calculate exchange rates for purchases. Evergreen assumes that the
350 currency of the purchasing fund is identical to the currency of the provider,
351 but it provides for two unique situations: If the currency of the fund that is
352 used for the purchase is different from the currency of the provider as listed
353 in the provider profile, then Evergreen will use the exchange rate to calculate
354 the price of the item in the currency of the fund and debit the fund
355 accordingly. When money is transferred between funds that use different
356 currency types, Evergreen will automatically use the exchange rate to convert
357 the money to the currency of the receiving fund. During such transfers,
358 however, staff can override the automatic conversion by providing an explicit
359 amount to credit to the receiving fund.
361 Create an exchange rate
362 ^^^^^^^^^^^^^^^^^^^^^^^
364 . To create a new exchange rate, click _Admin -> Server Administration ->
365 Acquisitions -> Exchange Rates_.
367 . Click New Exchange Rate.
369 . Enter the From Currency from the drop-down menu populated by the currency
372 . Enter the To Currency from the drop-down menu populated by the currency types.
374 . Enter the exchange Ratio.
378 Edit an exchange rate
379 ^^^^^^^^^^^^^^^^^^^^^
381 Edit an exchange rate just as you would edit a currency type.
383 MARC Federated Search
384 ~~~~~~~~~~~~~~~~~~~~~
387 indexterm:[acquisitions,MARC federated search]
389 The MARC Federated Search enables you to import bibliographic records into a
390 selection list or purchase order from a Z39.50 source.
392 . Click _Acquisitions -> MARC Federated Search_.
393 . Check the boxes of Z39.50 services that you want to search. Your local
394 Evergreen Catalog is checked by default. Click Submit.
396 image::media/acq_marc_search.png[search form]
398 . A list of results will appear. Click the _Copies_ link to add copy information
399 to the line item. See <<line_item_features, Line Item Features>> for more
401 . Click the Notes link to add notes or line item alerts to the line item. See
402 <<line_item_features, Line Item Features>> for more information.
403 . Enter a price in the _Estimated Price_ field.
404 . You can save the line item(s) to a selection list by checking the box on the
405 line item and clicking _Actions -> Save Items to Selection List_. You can also
406 create a purchase order from the line item(s) by checking the box on the line
407 item and clicking _Actions -> Create Purchase Order_.
409 image::media/acq_marc_search-2.png[line item]
414 indexterm:[acquisitions,funds,tags]
416 You can apply tags to funds so that you can group funds for easy reporting. For
417 example, you have three funds for children's materials: Children's Board Books,
418 Children's DVDs, and Children's CDs. Assign a fund tag of 'children's' to each
419 fund. When you need to report on the amount that has been spent on all
420 children's materials, you can run a report on the fund tag to find total
421 expenditures on children's materials rather than reporting on each individual
426 . To create a fund tag, click _Admin -> Server Administration -> Acquisitions ->
428 . Click _New Fund Tag_. No limits exist on the number of characters that can be
429 entered in this field.
430 . Select a Fund Tag Owner from the drop-down menu. The owner indicates the
431 organizational unit(s) whose staff can use this fund tag. This menu is
432 populated with the shortnames that you created for your libraries in the
433 organizational units tree (See Admin -> Server Administration -> Organizational
437 The rule of parental inheritance applies to this list.
439 . Enter a Fund Tag Name. No limits exist on the number of characters that can be
440 entered in this field.
446 indexterm:[acquisitions,funding sources]
448 Funding sources allow you to specify the sources that contribute monies to your
449 fund(s). You can create as few or as many funding sources as you need. These
450 can be used to track exact amounts for accounts in your general ledger. You can
451 then use funds to track spending and purchases for specific collections.
453 Create a funding source
454 ^^^^^^^^^^^^^^^^^^^^^^^
456 . To create a new funding source, click _Admin -> Server Administration ->
457 Acquisitions -> Funding Source_.
458 . Enter a funding source name. No limits exist on the number of characters that
459 can be entered in this field.
460 . Select an owner from the drop-down menu. The owner indicates the
461 organizational unit(s) whose staff can use this funding source. This menu is
462 populated with the shortnames that you created for your libraries in the
463 organizational units tree (See Admin -> Server Administration -> Organizational
467 The rule of parental inheritance applies to this list. For example, if a system
468 is made the owner of a funding source, then users with appropriate permissions
469 at the branches within the system could also use the funding source.
471 . Create a code for the source. No limits exist on the number of characters that
472 can be entered in this field.
473 . Select a currency from the drop-down menu. This menu is populated from the
474 choices in the Currency Types interface.
477 Allocate credits to funding sources
478 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
480 . Apply a credit to this funding source.
482 . Enter the amount of money that the funding source contributes to the
483 organization. Funding sources are not tied to fiscal or calendar years, so you
484 can continue to add money to the same funding source over multiple years, e.g.
485 County Funding. Alternatively, you can name funding sources by year, e.g. County
486 Funding 2010 and County Funding 2011, and apply credits each year to the
489 . To apply a credit, click on the hyperlinked name of the funding source. The
490 Funding Source Details will appear.
492 . Click _Apply Credit_.
494 . Enter an amount to apply to this funding source.
496 . Enter a note. This field is optional.
500 Allocate credits to funds
501 ^^^^^^^^^^^^^^^^^^^^^^^^^
503 If you have already set up your funds, then you can then click the Allocate to
504 Fund button to apply credits from the funding sources to the funds. If you have
505 not yet set up your funds, or you need to add a new one, you can allocate
506 credits to funds from the funds interface. See section 1.2 for more information.
508 . To allocate credits to funds, click _Allocate to Fund_.
510 . Enter the amount that you want to allocate.
512 . Enter a note. This field is optional.
516 Track debits and credits
517 ^^^^^^^^^^^^^^^^^^^^^^^^
519 You can track credits to and allocations from each funding source. These amounts
520 are updated when credits and allocations are made in the Funding Source
521 Details. Access the Funding Source Details by clicking on the hyperlinked name
522 of the Funding Source.
527 indexterm:[acquisitions,funds]
529 Funds allow you to allocate credits toward specific purchases. In the funds
530 interface, you can create funds; allocate credits from funding sources to funds;
531 transfer money between funds; and apply fund tags to funds. Funds are created
532 for a specific year, either fiscal or calendar. These funds are owned by org
533 units. At the top of the funds interface, you can set a contextual org unit and
534 year. The drop-down menu at the top of the screen enables you to focus on funds
535 that are owned by specific organizational units during specific years.
540 . To create a new fund, click _Admin -> Server Administration -> Acquisitions ->
542 . Enter a name for the fund. No limits exist on the number of characters that
543 can be entered in this field.
544 . Create a code for the fund. No limits exist on the number of characters that
545 can be entered in this field.
546 . Enter a year for the fund. This can be a fiscal year or a calendar year. The
547 format of the year is YYYY.
548 . Select an org unit from the drop-down menu. The org unit indicates the
549 organizational units whose staff can use this fund. This menu is populated with
550 the shortnames that you created for your libraries in the organizational units
551 tree (See Admin -> Server Administration -> Organizational Units).
554 The rule of parental inheritance applies to this list. See section
556 . Select a currency type from the drop-down menu. This menu is comprised of
557 entries in the currency types menu. When a fund is applied to a line item or
558 copy, the price of the item will be encumbered in the currency associated with
560 . Click the Active box to activate this fund. You cannot make purchases from
561 this fund if it is not active.
562 . Enter a Balance Stop Percent. The balance stop percent prevents you from
563 making purchases when only a specified amount of the fund remains. For example,
564 if you want to spend 95 percent of your funds, leaving a five percent balance in
565 the fund, then you would enter 95 in the field. When the fund reaches its
566 balance stop percent, it will appear in red when you apply funds to copies.
567 . Enter a Balance Warning Percent. The balance warning percent gives you a
568 warning that the fund is low. You can specify any percent. For example, if you
569 want to spend 90 percent of your funds and be warned when the fund has only 10
570 percent of its balance remaining, then enter 90 in the field. When the fund
571 reaches its balance warning percent, it will appear in yellow when you apply
573 . Check the Propagate box to propagate funds. When you propagate a fund, the ILS
574 will create a new fund for the following fiscal year with the same parameters
575 as your current fund. All of the settings transfer except for the year and the
576 amount of money in the fund. Propagation occurs during the fiscal year close-out
578 . Check the Rollover box if you want to roll over remaining funds into the same
579 fund next year. You should also check this box if you only want to roll over
580 encumbrances into next year's fund.
583 Allocate credits from funding sources to funds
584 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
586 Credits can be applied to funds from funding sources using the fund interface.
587 The credits that you apply to the fund can be applied later to purchases.
589 . To access funds, click _Admin -> Server Administration -> Acquisitions ->
592 . Click the hyperlinked name of the fund.
594 . To add a credit to the fund, click the Create Allocation tab.
596 . Choose a Funding Source from the drop-down menu.
598 . Enter an amount that you want to apply to the fund from the funding source.
600 . Enter a note. This field is optional.
604 Transfer credits between funds
605 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
607 The credits that you allocate to funds can be transferred between funds if
608 desired. In the following example, you can transfer $500.00 from the Young Adult
609 Fiction fund to the Children's DVD fund.
611 . To access funds, click _Admin -> Server Administration -> Acquisitions ->
614 . Click the hyperlinked name of the originating fund.
616 . The Fund Details screen appears. Click Transfer Money.
618 . Enter the amount that you would like to transfer.
620 . From the drop-down menu, select the destination fund.
622 . Add a note. This field is optional.
626 Track balances and expenditures
627 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
629 The Fund Details allows you to track the fund's balance, encumbrances, and
630 amount spent. It also allows you to track allocations from the funding
631 source(s), debits, and fund tags.
633 . To access the fund details, click on the hyperlinked name of the fund that you
636 . The Summary allows you to track the following:
638 . Balance - The balance is calculated by subtracting both items that have been
639 invoiced and encumbrances from the total allocated to the fund.
640 . Total Allocated - This amount is the total amount allocated from the Funding
642 . Spent Balance - This balance is calculated by subtracting only the items that
643 have been invoiced from the total allocated to the fund. It does not include
645 . Total Debits - The total debits are calculated by adding the cost of items
646 that have been invoiced and encumbrances.
647 . Total Spent - The total spent is calculated by adding the cost of items that
648 have been invoiced. It does not include encumbrances.
649 . Total Encumbered - The total encumbered is calculated by adding all
656 indexterm:[acquisitions,funds,reports]
657 indexterm:[reports,funds]
659 A core source, Fund Summary, is available in the reports interface. This
660 core source enables librarians to easily run a report on fund activity. Fields
661 that are accessible in this interface include Remaining Balance, Total
662 Allocated, Total Encumbered, and Total Spent.
665 image::media/Core_Source_1.jpg[Core_Source1]
672 Edit a fund just as you would edit a currency type.
674 Perform fiscal year close-out operation
675 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
677 indexterm:[acquisitions,funds,fiscal rollover]
679 The Fiscal Year Close-Out Operation allows you to deactivate funds for the
680 current year and create analogous funds for the next year. It transfers
681 encumbrances to the analogous funds, and it rolls over any remaining funds if
682 you checked the rollover box when creating the fund.
684 . To access the year end closeout of a fund, click Admin -> Server
685 Administration -> Acquisitions -> Funds.
687 . Click _Fund Propagation and Rollover_.
689 . Check the box adjacent to _Perform Fiscal Year Close-Out Operation_.
691 . For funds that have the "Rollover" setting enabled, if you want to move the
692 fund's encumbrances to the next year without moving unspent money, check the
693 box adjacent to _Limit Fiscal Year Close-out Operation to Encumbrances_.
696 The _Limit Fiscal Year Close-out Operation to Encumbrances_ will only display
697 if the _Allow funds to be rolled over without bringing the money along_ Library
698 Setting has been enabled. This setting is available in the Library Setting
699 Editor accessible via _Administration_ -> _Local Administration_ -> _Library
702 image::media/Fiscal_Rollover1.jpg[Fiscal_Rollover1]
704 . Notice that the context org unit reflects the context org unit that you
705 selected at the top of the Funds screen.
707 . If you want to perform the close-out operation on the context org unit and its
708 child units, then check the box adjacent to Include Funds for Descendant Org
711 . Check the box adjacent to dry run if you want to test changes to the funds
712 before they are enacted. Evergreen will generate a summary of the changes that
713 would occur during the selected operations. No data will be changed.
717 . Evergreen will begin the propagation process. Evergreen will make a clone of
718 each fund, but it will increment the year by 1.
723 indexterm:[acquisitions,invoices]
725 Invoice menus allow you to create drop-down menus that appear on invoices. You
726 can create an invoice item type or invoice payment method.
731 The invoice item type allows you to enter the types of additional charges that
732 you can add to an invoice. Examples of additional charge types might include
733 taxes or processing fees. Charges for bibliographic items are listed separately
734 from these additional charges. A default list of charge types displays, but you
735 can add custom charge types to this list. Invoice item types can also be used
736 when adding non-bibliographic items to a purchase order. When invoiced, the
737 invoice item type will copy from the purchase order to the invoice.
739 . To create a new charge type, click _Admin -> Server Administration ->
740 Acquisitions -> Invoice Item Type_.
742 . Click _New Invoice Item Type_.
744 . Create a code for the charge type. No limits exist on the number of characters
745 that can be entered in this field.
747 . Create a label. No limits exist on the number of characters that can be
748 entered in this field. The text in this field appears in the drop-down menu on
751 . If items on the invoice were purchased with the monies in multiple funds, then
752 you can divide the additional charge across funds. Check the box adjacent to
753 Prorate-> if you want to prorate the charge across funds.
757 Invoice payment method
758 ^^^^^^^^^^^^^^^^^^^^^^
760 The invoice payment method allows you to predefine the type(s) of invoices and
761 payment method(s) that you accept. The text that you enter in the admin module
762 will appear as a drop-down menu in the invoice type and payment method fields on
765 . To create a new invoice payment method, click _Admin -> Server Administration
766 -> Acquisitions -> Invoice Payment Method_.
768 . Click _New Invoice Payment Method_.
770 . Create a code for the invoice payment method. No limits exist on the number of
771 characters that can be entered in this field.
773 . Create a name for the invoice payment method. No limits exist on the number of
774 characters that can be entered in this field. The text in this field appears in
775 the drop-down menu on the invoice.
779 Payment methods can be deleted from this screen.
783 [[line_item_features]]
785 indexterm:[acquisitions,line items]
787 Line item alerts are predefined text that can be added to line items that are on
788 selection lists or purchase orders. You can define the alerts from which staff
789 can choose. Line item alerts appear in a pop-up box when the line item, or any
790 of its copies, are marked as received.
792 Create a line item alert
793 ^^^^^^^^^^^^^^^^^^^^^^^^
795 . To create a line item alert, click _Administration -> Server Administration ->
796 Acquisitions -> Line Item Alerts_.
798 . Click _New Line Item Alert Text_.
800 . Create a code for the text. No limits exist on the number of characters that
801 can be entered in this field.
803 . Create a description for the text. No limits exist on the number of characters
804 that can be entered in this field.
806 . Select an owning library from the drop-down menu. The owning library indicates
807 the organizational units whose staff can use this alert. This menu is populated
808 with the shortnames that you created for your libraries in the organizational
809 units tree (See Admin -> Server Administration -> Organizational Units).
813 Line item MARC attribute definitions
814 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
816 Line item attributes define the fields that Evergreen needs to extract from the
817 bibliographic records that are in the acquisitions database to display in the
818 catalog. Also, these attributes will appear as fields in the New Brief Record
819 interface. You will be able to enter information for the brief record in the
820 fields where attributes have been defined.
825 Providers are vendors. You can create a provider profile that includes contact
826 information for the provider, holdings information, invoices, and other
832 . To create a new provider, click _Admin_ -> _Server Administration_ ->
833 _Acquisitions_ -> _Providers_.
835 . Enter the provider name.
837 . Create a code for the provider. No limits exist on the number of characters
838 that can be entered in this field.
840 . Select an owner from the drop-down menu. The owner indicates the
841 organizational units whose staff can use this provider. This menu is populated
842 with the shortnames that you created for your libraries in the organizational
843 units tree (See Admin -> Server Administration -> Organizational Units).
846 The rule of parental inheritance applies to this list.
848 . Select a currency from the drop-down menu. This drop-down list is populated by
849 the list of currencies available in the currency types.
851 . A provider must be active in order for purchases to be made from that
852 provider. To activate the provider, check the box adjacent to Active. To
853 deactivate a vendor, uncheck the box.
855 . Add the default # of copies that are typically ordered through the provider.
856 This number will automatically populate the line item's _Copies_ box on any PO's
857 associated with this provider. If another quantity is entered during the
858 selection or ordering process, it will override this default. If no number is
859 specified, the default number of copies will be zero.
861 . Select a default claim policy from the drop-down box. This list is derived
862 from the claim policies that can be created
864 . Select an EDI default. This list is derived from the EDI accounts that can be
867 . Enter the provider's email address.
869 . In the Fax Phone field, enter the provider's fax number.
871 . In the holdings tag field, enter the tag in which the provider places holdings
874 . In the phone field, enter the provider's phone number.
876 . If prepayment is required to purchase from this provider, then check the box
877 adjacent to prepayment required.
879 . Enter the Standard Address Number (SAN) for your provider.
881 . Enter the web address for the provider's website in the URL field.
885 Add contact and holdings information to providers
886 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
888 After you save the provider profile, the screen reloads so that you can save
889 additional information about the provider. You can also access this screen by
890 clicking the hyperlinked name of the provider on the Providers screen. The tabs
891 allow you to add a provider address and contact, attribute definitions, and
892 holding subfields. You can also view invoices associated with the provider.
894 . Enter a Provider Address, and click Save.
897 Required fields for the provider address are: Street 1, city, state, country,
898 post code. You may have multiple valid addresses.
900 . Enter the Provider Contact, and click Save.
902 . Your vendor may include information that is specific to your organization in
903 MARC tags. You can specify the types of information that should be entered in
904 each MARC tag. Enter attribute definitions to correlate MARC tags with the
905 information that they should contain in incoming vendor records. Some technical
906 knowledge is required to enter XPath information. As an example, if you need to
907 import the PO Name, you could set up an attribute definition by adding an XPath
910 ------------------------------------------------------------------------------
911 code => purchase_order
912 xpath => //*[@tag="962"]/*[@code="p"]
913 Is Identifier => false
914 ------------------------------------------------------------------------------
916 where 962 is the holdings tag and p is the subfield that contains the PO Name.
919 . You may have entered a holdings tag when you created the provider profile. You
920 can also enter holdings subfields. Holdings subfields allow you to
921 specify subfields within the holdings tag to which your vendor adds holdings
922 information, such as quantity ordered, fund, and estimated price.
924 . Click invoices to access invoices associated with a provider.
929 Edit a provider just as you would edit a currency type.
931 You can delete providers only if no purchase orders have been assigned to them.