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.
282 Electronic Data Interchange
283 ~~~~~~~~~~~~~~~~~~~~~~~~~~~
284 indexterm:[acquisitions,EDI,accounts]
285 indexterm:[EDI,accounts]
287 Many libraries use Electronic Data Interchange (EDI) accounts to send purchase orders and receive invoices
288 from providers electronically. In Evergreen users can setup EDI accounts and manage EDI messages in
289 the admin module. EDI messages and notes can be viewed in the acquisitions module. See
290 also the <<_setting_up_edi_acquisitions,EDI Installation Instructions>>
291 because this is required for use of EDI.
293 Entering SANs (Standard Address Numbers)
294 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
296 For EDI to work your library must have a SAN and each of your providers must each supply you with their SAN.
298 A SAN (Standard Address Number) is a unique 7 digit number that identifies your library.
300 Entering a Library's SAN
301 ++++++++++++++++++++++++
303 These steps only need to be done once per library.
305 . In Evergreen select _Admin_ -> _Server Administration_ -> _Organizational Units_
306 . Find your library in the tree on the left side of the page and click on it to open the settings.
309 Multi-branch library systems will see an entry for each branch but should select their system's
310 top organization unit.
312 . Click on the _Address_ tab.
313 . Click on the _Mailing Address_ tab.
314 . Enter your library's SAN in the field labeled _SAN_.
317 image::media/enter-library-san-2.png[Enter Library SAN]
320 Entering a Provider's SAN
321 +++++++++++++++++++++++++
323 These steps need to be repeated for every provider with which EDI is used.
325 . In Evergreen select _Admin_ -> _Server Administration_ -> _Acquisitions_ -> _Providers_.
326 . Click the hyperlinked name of the provider you would like to edit.
328 image::media/enter-provider-san-1.png[Enter Provider SAN]
330 . Enter your provider's SAN in the field labeled _SAN_.
333 image::media/enter-provider-san-2.png[Enter Provider SAN]
335 Create an EDI Account
336 ^^^^^^^^^^^^^^^^^^^^^
338 CAUTION: You *must* create your provider before you create an EDI account for the provider.
340 . Contact your provider requesting the following information:
349 . In Evergreen select _Admin_ -> _Server Administration_ -> _Acquisitions_ -> _EDI Accounts_.
350 . Click _New Account_. A pop-up will appear.
352 image::media/create-edi-accounts-2.png[Create EDI Account]
354 . Fill in the following fields:
355 * In the _Label_ field, enter a name for the EDI account.
356 * In the _Host_ field, enter the requisite FTP or SCP information supplied by
357 your provider. Be sure to include the protocol (e.g. `ftp://ftp.vendorname.com`)
358 * In the _Username_ field, enter the username supplied by your provider.
359 * In the _Password_ field, enter the password supplied by your provider.
360 * Select your library as the _Owner_ from the drop down menu. Multi-branch libraries should select their top level organizational
362 * The _Last Activity_ updates automatically with any inbound or outbound communication.
363 * In the _Provider_ field, enter the code used in Evergreen for your provider.
364 * In the _Path_ field, enter the path supplied by your provider. The path indicates a directory on
365 the provider's server where Evergreen will deposit its outgoing order files.
368 If your vendor requests a specific file extension for EDI purchase orders,
369 such as `.ord`, enter the name of the directory, followed by a slash,
370 followed by an asterisk, followed by a period, followed by the extension.
371 For example, if the vendor requests that EDI purchase orders be sent to
372 a directory called `in` with the file extension `.ord`, your path would
375 * In the _Incoming Directory_ field, enter the incoming directory supplied by your provider. This indicates
376 the directory on the vendor’s server where Evergreen will retrieve incoming order responses and invoices.
379 Don't worry if your incoming directory is named `out` or `outgoing`.
380 From your vendor's perspective, this directory is outgoing, because
381 it contains files that the vendor is sending to Evergreen. However,
382 from Evergreen's perspective, these files are incoming.
384 image::media/create-edi-accounts-3.png[Create EDI Account]
387 . Click on the link in the _Provider_ field.
389 image::media/create-edi-accounts-4.png[Create EDI Account]
391 . Select the EDI account that has just been created from the _EDI Default_ drop down menu.
393 image::media/create-edi-accounts-5.png[Create EDI Account]
400 indexterm:[EDI,messages]
401 indexterm:[acquisitions,EDI,messages]
404 The EDI Messages screen displays all incoming and outgoing messages between the
405 library and its providers. To see details of a particular EDI message,
406 including the raw EDIFACT message, double click on a message entry. To find a
407 specific EDI message, the Filter options can be useful. Outside the Admin
408 interface, EDI messages that pertain to a specific purchase order can be
409 viewed from the purchase order interface (See _Acquisitions -> Purchase Orders_).
414 indexterm:[acquisitions,exchange rates]
416 Exchange rates define the rate of exchange between currencies. Evergreen will
417 automatically calculate exchange rates for purchases. Evergreen assumes that the
418 currency of the purchasing fund is identical to the currency of the provider,
419 but it provides for two unique situations: If the currency of the fund that is
420 used for the purchase is different from the currency of the provider as listed
421 in the provider profile, then Evergreen will use the exchange rate to calculate
422 the price of the item in the currency of the fund and debit the fund
423 accordingly. When money is transferred between funds that use different
424 currency types, Evergreen will automatically use the exchange rate to convert
425 the money to the currency of the receiving fund. During such transfers,
426 however, staff can override the automatic conversion by providing an explicit
427 amount to credit to the receiving fund.
429 Create an exchange rate
430 ^^^^^^^^^^^^^^^^^^^^^^^
432 . To create a new exchange rate, click _Admin -> Server Administration ->
433 Acquisitions -> Exchange Rates_.
435 . Click New Exchange Rate.
437 . Enter the From Currency from the drop-down menu populated by the currency
440 . Enter the To Currency from the drop-down menu populated by the currency types.
442 . Enter the exchange Ratio.
446 Edit an exchange rate
447 ^^^^^^^^^^^^^^^^^^^^^
449 Edit an exchange rate just as you would edit a currency type.
451 MARC Federated Search
452 ~~~~~~~~~~~~~~~~~~~~~
455 indexterm:[acquisitions,MARC federated search]
457 The MARC Federated Search enables you to import bibliographic records into a
458 selection list or purchase order from a Z39.50 source.
460 . Click _Acquisitions -> MARC Federated Search_.
461 . Check the boxes of Z39.50 services that you want to search. Your local
462 Evergreen Catalog is checked by default. Click Submit.
464 image::media/acq_marc_search.png[search form]
466 . A list of results will appear. Click the _Copies_ link to add copy information
467 to the line item. See <<line_item_features, Line Item Features>> for more
469 . Click the Notes link to add notes or line item alerts to the line item. See
470 <<line_item_features, Line Item Features>> for more information.
471 . Enter a price in the _Estimated Price_ field.
472 . You can save the line item(s) to a selection list by checking the box on the
473 line item and clicking _Actions -> Save Items to Selection List_. You can also
474 create a purchase order from the line item(s) by checking the box on the line
475 item and clicking _Actions -> Create Purchase Order_.
477 image::media/acq_marc_search-2.png[line item]
482 indexterm:[acquisitions,funds,tags]
484 You can apply tags to funds so that you can group funds for easy reporting. For
485 example, you have three funds for children's materials: Children's Board Books,
486 Children's DVDs, and Children's CDs. Assign a fund tag of 'children's' to each
487 fund. When you need to report on the amount that has been spent on all
488 children's materials, you can run a report on the fund tag to find total
489 expenditures on children's materials rather than reporting on each individual
494 . To create a fund tag, click _Admin -> Server Administration -> Acquisitions ->
496 . Click _New Fund Tag_. No limits exist on the number of characters that can be
497 entered in this field.
498 . Select a Fund Tag Owner from the drop-down menu. The owner indicates the
499 organizational unit(s) whose staff can use this fund tag. This menu is
500 populated with the shortnames that you created for your libraries in the
501 organizational units tree (See Admin -> Server Administration -> Organizational
505 The rule of parental inheritance applies to this list.
507 . Enter a Fund Tag Name. No limits exist on the number of characters that can be
508 entered in this field.
514 indexterm:[acquisitions,funding sources]
516 Funding sources allow you to specify the sources that contribute monies to your
517 fund(s). You can create as few or as many funding sources as you need. These
518 can be used to track exact amounts for accounts in your general ledger. You can
519 then use funds to track spending and purchases for specific collections.
521 Create a funding source
522 ^^^^^^^^^^^^^^^^^^^^^^^
524 . To create a new funding source, click _Admin -> Server Administration ->
525 Acquisitions -> Funding Source_.
526 . Enter a funding source name. No limits exist on the number of characters that
527 can be entered in this field.
528 . Select an owner from the drop-down menu. The owner indicates the
529 organizational unit(s) whose staff can use this funding source. This menu is
530 populated with the shortnames that you created for your libraries in the
531 organizational units tree (See Admin -> Server Administration -> Organizational
535 The rule of parental inheritance applies to this list. For example, if a system
536 is made the owner of a funding source, then users with appropriate permissions
537 at the branches within the system could also use the funding source.
539 . Create a code for the source. No limits exist on the number of characters that
540 can be entered in this field.
541 . Select a currency from the drop-down menu. This menu is populated from the
542 choices in the Currency Types interface.
545 Allocate credits to funding sources
546 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
548 . Apply a credit to this funding source.
550 . Enter the amount of money that the funding source contributes to the
551 organization. Funding sources are not tied to fiscal or calendar years, so you
552 can continue to add money to the same funding source over multiple years, e.g.
553 County Funding. Alternatively, you can name funding sources by year, e.g. County
554 Funding 2010 and County Funding 2011, and apply credits each year to the
557 . To apply a credit, click on the hyperlinked name of the funding source. The
558 Funding Source Details will appear.
560 . Click _Apply Credit_.
562 . Enter an amount to apply to this funding source.
564 . Enter a note. This field is optional.
568 Allocate credits to funds
569 ^^^^^^^^^^^^^^^^^^^^^^^^^
571 If you have already set up your funds, then you can then click the Allocate to
572 Fund button to apply credits from the funding sources to the funds. If you have
573 not yet set up your funds, or you need to add a new one, you can allocate
574 credits to funds from the funds interface. See section 1.2 for more information.
576 . To allocate credits to funds, click _Allocate to Fund_.
578 . Enter the amount that you want to allocate.
580 . Enter a note. This field is optional.
584 Track debits and credits
585 ^^^^^^^^^^^^^^^^^^^^^^^^
587 You can track credits to and allocations from each funding source. These amounts
588 are updated when credits and allocations are made in the Funding Source
589 Details. Access the Funding Source Details by clicking on the hyperlinked name
590 of the Funding Source.
595 indexterm:[acquisitions,funds]
597 Funds allow you to allocate credits toward specific purchases. In the funds
598 interface, you can create funds; allocate credits from funding sources to funds;
599 transfer money between funds; and apply fund tags to funds. Funds are created
600 for a specific year, either fiscal or calendar. These funds are owned by org
601 units. At the top of the funds interface, you can set a contextual org unit and
602 year. The drop-down menu at the top of the screen enables you to focus on funds
603 that are owned by specific organizational units during specific years.
608 . To create a new fund, click _Admin -> Server Administration -> Acquisitions ->
610 . Enter a name for the fund. No limits exist on the number of characters that
611 can be entered in this field.
612 . Create a code for the fund. No limits exist on the number of characters that
613 can be entered in this field.
614 . Enter a year for the fund. This can be a fiscal year or a calendar year. The
615 format of the year is YYYY.
616 . Select an org unit from the drop-down menu. The org unit indicates the
617 organizational units whose staff can use this fund. This menu is populated with
618 the shortnames that you created for your libraries in the organizational units
619 tree (See Admin -> Server Administration -> Organizational Units).
622 The rule of parental inheritance applies to this list. See section
624 . Select a currency type from the drop-down menu. This menu is comprised of
625 entries in the currency types menu. When a fund is applied to a line item or
626 copy, the price of the item will be encumbered in the currency associated with
628 . Click the Active box to activate this fund. You cannot make purchases from
629 this fund if it is not active.
630 . Enter a Balance Stop Percent. The balance stop percent prevents you from
631 making purchases when only a specified amount of the fund remains. For example,
632 if you want to spend 95 percent of your funds, leaving a five percent balance in
633 the fund, then you would enter 95 in the field. When the fund reaches its
634 balance stop percent, it will appear in red when you apply funds to copies.
635 . Enter a Balance Warning Percent. The balance warning percent gives you a
636 warning that the fund is low. You can specify any percent. For example, if you
637 want to spend 90 percent of your funds and be warned when the fund has only 10
638 percent of its balance remaining, then enter 90 in the field. When the fund
639 reaches its balance warning percent, it will appear in yellow when you apply
641 . Check the Propagate box to propagate funds. When you propagate a fund, the ILS
642 will create a new fund for the following fiscal year with the same parameters
643 as your current fund. All of the settings transfer except for the year and the
644 amount of money in the fund. Propagation occurs during the fiscal year close-out
646 . Check the Rollover box if you want to roll over remaining funds into the same
647 fund next year. You should also check this box if you only want to roll over
648 encumbrances into next year's fund.
651 Allocate credits from funding sources to funds
652 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
654 Credits can be applied to funds from funding sources using the fund interface.
655 The credits that you apply to the fund can be applied later to purchases.
657 . To access funds, click _Admin -> Server Administration -> Acquisitions ->
660 . Click the hyperlinked name of the fund.
662 . To add a credit to the fund, click the Create Allocation tab.
664 . Choose a Funding Source from the drop-down menu.
666 . Enter an amount that you want to apply to the fund from the funding source.
668 . Enter a note. This field is optional.
672 Transfer credits between funds
673 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
675 The credits that you allocate to funds can be transferred between funds if
676 desired. In the following example, you can transfer $500.00 from the Young Adult
677 Fiction fund to the Children's DVD fund.
679 . To access funds, click _Admin -> Server Administration -> Acquisitions ->
682 . Click the hyperlinked name of the originating fund.
684 . The Fund Details screen appears. Click Transfer Money.
686 . Enter the amount that you would like to transfer.
688 . From the drop-down menu, select the destination fund.
690 . Add a note. This field is optional.
694 Track balances and expenditures
695 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
697 The Fund Details allows you to track the fund's balance, encumbrances, and
698 amount spent. It also allows you to track allocations from the funding
699 source(s), debits, and fund tags.
701 . To access the fund details, click on the hyperlinked name of the fund that you
704 . The Summary allows you to track the following:
706 . Balance - The balance is calculated by subtracting both items that have been
707 invoiced and encumbrances from the total allocated to the fund.
708 . Total Allocated - This amount is the total amount allocated from the Funding
710 . Spent Balance - This balance is calculated by subtracting only the items that
711 have been invoiced from the total allocated to the fund. It does not include
713 . Total Debits - The total debits are calculated by adding the cost of items
714 that have been invoiced and encumbrances.
715 . Total Spent - The total spent is calculated by adding the cost of items that
716 have been invoiced. It does not include encumbrances.
717 . Total Encumbered - The total encumbered is calculated by adding all
724 indexterm:[acquisitions,funds,reports]
725 indexterm:[reports,funds]
727 A core source, Fund Summary, is available in the reports interface. This
728 core source enables librarians to easily run a report on fund activity. Fields
729 that are accessible in this interface include Remaining Balance, Total
730 Allocated, Total Encumbered, and Total Spent.
733 image::media/Core_Source_1.jpg[Core_Source1]
740 Edit a fund just as you would edit a currency type.
742 Perform fiscal year close-out operation
743 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
745 indexterm:[acquisitions,funds,fiscal rollover]
747 The Fiscal Year Close-Out Operation allows you to deactivate funds for the
748 current year and create analogous funds for the next year. It transfers
749 encumbrances to the analogous funds, and it rolls over any remaining funds if
750 you checked the rollover box when creating the fund.
752 . To access the year end closeout of a fund, click Admin -> Server
753 Administration -> Acquisitions -> Funds.
755 . Click _Fund Propagation and Rollover_.
757 . Check the box adjacent to _Perform Fiscal Year Close-Out Operation_.
759 . For funds that have the "Rollover" setting enabled, if you want to move the
760 fund's encumbrances to the next year without moving unspent money, check the
761 box adjacent to _Limit Fiscal Year Close-out Operation to Encumbrances_.
764 The _Limit Fiscal Year Close-out Operation to Encumbrances_ will only display
765 if the _Allow funds to be rolled over without bringing the money along_ Library
766 Setting has been enabled. This setting is available in the Library Setting
767 Editor accessible via _Administration_ -> _Local Administration_ -> _Library
770 image::media/Fiscal_Rollover1.jpg[Fiscal_Rollover1]
772 . Notice that the context org unit reflects the context org unit that you
773 selected at the top of the Funds screen.
775 . If you want to perform the close-out operation on the context org unit and its
776 child units, then check the box adjacent to Include Funds for Descendant Org
779 . Check the box adjacent to dry run if you want to test changes to the funds
780 before they are enacted. Evergreen will generate a summary of the changes that
781 would occur during the selected operations. No data will be changed.
785 . Evergreen will begin the propagation process. Evergreen will make a clone of
786 each fund, but it will increment the year by 1.
791 indexterm:[acquisitions,invoices]
793 Invoice menus allow you to create drop-down menus that appear on invoices. You
794 can create an invoice item type or invoice payment method.
799 The invoice item type allows you to enter the types of additional charges that
800 you can add to an invoice. Examples of additional charge types might include
801 taxes or processing fees. Charges for bibliographic items are listed separately
802 from these additional charges. A default list of charge types displays, but you
803 can add custom charge types to this list. Invoice item types can also be used
804 when adding non-bibliographic items to a purchase order. When invoiced, the
805 invoice item type will copy from the purchase order to the invoice.
807 . To create a new charge type, click _Admin -> Server Administration ->
808 Acquisitions -> Invoice Item Type_.
810 . Click _New Invoice Item Type_.
812 . Create a code for the charge type. No limits exist on the number of characters
813 that can be entered in this field.
815 . Create a label. No limits exist on the number of characters that can be
816 entered in this field. The text in this field appears in the drop-down menu on
819 . If items on the invoice were purchased with the monies in multiple funds, then
820 you can divide the additional charge across funds. Check the box adjacent to
821 Prorate-> if you want to prorate the charge across funds.
825 Invoice payment method
826 ^^^^^^^^^^^^^^^^^^^^^^
828 The invoice payment method allows you to predefine the type(s) of invoices and
829 payment method(s) that you accept. The text that you enter in the admin module
830 will appear as a drop-down menu in the invoice type and payment method fields on
833 . To create a new invoice payment method, click _Admin -> Server Administration
834 -> Acquisitions -> Invoice Payment Method_.
836 . Click _New Invoice Payment Method_.
838 . Create a code for the invoice payment method. No limits exist on the number of
839 characters that can be entered in this field.
841 . Create a name for the invoice payment method. No limits exist on the number of
842 characters that can be entered in this field. The text in this field appears in
843 the drop-down menu on the invoice.
847 Payment methods can be deleted from this screen.
851 [[line_item_features]]
853 indexterm:[acquisitions,line items]
855 Line item alerts are predefined text that can be added to line items that are on
856 selection lists or purchase orders. You can define the alerts from which staff
857 can choose. Line item alerts appear in a pop-up box when the line item, or any
858 of its copies, are marked as received.
860 Create a line item alert
861 ^^^^^^^^^^^^^^^^^^^^^^^^
863 . To create a line item alert, click _Administration -> Server Administration ->
864 Acquisitions -> Line Item Alerts_.
866 . Click _New Line Item Alert Text_.
868 . Create a code for the text. No limits exist on the number of characters that
869 can be entered in this field.
871 . Create a description for the text. No limits exist on the number of characters
872 that can be entered in this field.
874 . Select an owning library from the drop-down menu. The owning library indicates
875 the organizational units whose staff can use this alert. This menu is populated
876 with the shortnames that you created for your libraries in the organizational
877 units tree (See Admin -> Server Administration -> Organizational Units).
881 Line item MARC attribute definitions
882 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
884 Line item attributes define the fields that Evergreen needs to extract from the
885 bibliographic records that are in the acquisitions database to display in the
886 catalog. Also, these attributes will appear as fields in the New Brief Record
887 interface. You will be able to enter information for the brief record in the
888 fields where attributes have been defined.
893 Providers are vendors. You can create a provider profile that includes contact
894 information for the provider, holdings information, invoices, and other
900 . To create a new provider, click _Admin_ -> _Server Administration_ ->
901 _Acquisitions_ -> _Providers_.
903 . Enter the provider name.
905 . Create a code for the provider. No limits exist on the number of characters
906 that can be entered in this field.
908 . Select an owner from the drop-down menu. The owner indicates the
909 organizational units whose staff can use this provider. This menu is populated
910 with the shortnames that you created for your libraries in the organizational
911 units tree (See Admin -> Server Administration -> Organizational Units).
914 The rule of parental inheritance applies to this list.
916 . Select a currency from the drop-down menu. This drop-down list is populated by
917 the list of currencies available in the currency types.
919 . A provider must be active in order for purchases to be made from that
920 provider. To activate the provider, check the box adjacent to Active. To
921 deactivate a vendor, uncheck the box.
923 . Add the default # of copies that are typically ordered through the provider.
924 This number will automatically populate the line item's _Copies_ box on any PO's
925 associated with this provider. If another quantity is entered during the
926 selection or ordering process, it will override this default. If no number is
927 specified, the default number of copies will be zero.
929 . Select a default claim policy from the drop-down box. This list is derived
930 from the claim policies that can be created
932 . Select an EDI default. This list is derived from the EDI accounts that can be
935 . Enter the provider's email address.
937 . In the Fax Phone field, enter the provider's fax number.
939 . In the holdings tag field, enter the tag in which the provider places holdings
942 . In the phone field, enter the provider's phone number.
944 . If prepayment is required to purchase from this provider, then check the box
945 adjacent to prepayment required.
947 . Enter the Standard Address Number (SAN) for your provider.
949 . Enter the web address for the provider's website in the URL field.
953 Add contact and holdings information to providers
954 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
956 After you save the provider profile, the screen reloads so that you can save
957 additional information about the provider. You can also access this screen by
958 clicking the hyperlinked name of the provider on the Providers screen. The tabs
959 allow you to add a provider address and contact, attribute definitions, and
960 holding subfields. You can also view invoices associated with the provider.
962 . Enter a Provider Address, and click Save.
965 Required fields for the provider address are: Street 1, city, state, country,
966 post code. You may have multiple valid addresses.
968 . Enter the Provider Contact, and click Save.
970 . Your vendor may include information that is specific to your organization in
971 MARC tags. You can specify the types of information that should be entered in
972 each MARC tag. Enter attribute definitions to correlate MARC tags with the
973 information that they should contain in incoming vendor records. Some technical
974 knowledge is required to enter XPath information. As an example, if you need to
975 import the PO Name, you could set up an attribute definition by adding an XPath
978 ------------------------------------------------------------------------------
979 code => purchase_order
980 xpath => //*[@tag="962"]/*[@code="p"]
981 Is Identifier => false
982 ------------------------------------------------------------------------------
984 where 962 is the holdings tag and p is the subfield that contains the PO Name.
987 . You may have entered a holdings tag when you created the provider profile. You
988 can also enter holdings subfields. Holdings subfields allow you to
989 specify subfields within the holdings tag to which your vendor adds holdings
990 information, such as quantity ordered, fund, and estimated price.
992 . Click invoices to access invoices associated with a provider.
997 Edit a provider just as you would edit a currency type.
999 You can delete providers only if no purchase orders have been assigned to them.