4 Acquisitions allows you to order materials, track the expenditure of your
5 collections funds, track invoices and set up policies for manual claiming. In
6 this chapter, we're going to be describing how to use the most essential
7 functions of acquisitions in the Evergreen system.
9 When should libraries use acquisitions?
10 ---------------------------------------
11 * When you want to track spending of your collections budget.
12 * When you want to use Evergreen to place orders electronically with your
14 * When you want to import large batches of records to quickly get your on-order
15 titles into the system.
17 If your library simply wants to add on-order copies to the catalog so that
18 patrons can view and place holds on titles that have not yet arrived,
19 acquisitions may be more than you need. Adding those on-order records via
20 cataloging is a simpler option that works well for this use case.
22 Below are the basic administrative settings to be configured to get started
23 with acquisitions. At a minimum, a library must configure *Funding Sources*,
24 *Funds*, and *Providers* to use acquisitions.
29 Funding Sources (Required)
30 ~~~~~~~~~~~~~~~~~~~~~~~~~~
31 Funding sources allow you to specify the sources that contribute monies to your
32 fund(s). You can create as few or as many funding sources as you need. These
33 can be used to track exact amounts for accounts in your general ledger.
35 Example funding sources might be:
37 * A municipal allocation for your materials budget;
38 * A trust fund used for collections;
39 * A revolving account that is used to replace lost materials;
40 * Grant funds to be used for collections.
42 Funding sources are not tied to fiscal or calendar years, so you can continue
43 to add money to the same funding source over multiple years, e.g. County
44 Funding. Alternatively, you can name funding sources by year, e.g. County
45 Funding 2010 and County Funding 2011, and apply credits each year to the
48 . To create a funding source, select *Admin > Server Administration >
49 Acquisitions > Funding Source*. Click the *New Funding Source* button. Give
50 the funding source a name, an owning library, and code. You should also
51 identify the type of currency that is used for the fund.
52 . You must add money to the funding source before you can use it. Click the
53 hyperlinked name of the funding source and then click the *Apply Credit*
54 button. Add the amount of funds you need to add. The *Note* field is optional.
58 Funds allow you to allocate credits toward specific purchases. They typically
59 are used to track spending and purchases for specific collections. Some
60 libraries may choose to define very broad funds for their collections (e.g.
61 children's materials, adult materials) while others may choose to define more
62 specific funds (e.g. adult non-fiction DVDs for BR1).
64 If your library does not wish to track fund accounting, you can create one
65 large generic fund and use that fund for all of your purchases.
67 . To create a fund, select *Admin > Server Administration > Acquisitions >
68 Funds*. Click the *New Fund* button. Give the fund a name and code.
69 . The *Year* can either be the fiscal or calendar year for the fund.
70 . If you are a multi-branch library that will be ordering titles for multiple
71 branches, you should select the system as the owning *Org Unit*, even if this
72 fund will only be used for collections at a specific branch. If you are a
73 one-branch library or if your branches do their own ordering, you can select
74 the branch as the owning *Org Unit*.
75 . Select the *Currency Type* that will be used for this fund.
76 . You must select the *Active* checkbox to use the fund.
77 . Enter a *Balance Stop Percent*. The balance stop percent prevents you from
78 making purchases when only a specified amount of the fund remains. For example,
79 if you want to spend 95 percent of your funds, leaving a five percent balance
80 in the fund, then you would enter 95 in the field. When the fund reaches its
81 balance stop percent, it will appear in red when you apply funds to copies.
82 . Enter a *Balance Warning Percent*. The balance warning percent gives you a
83 warning that the fund is low. You can specify any percent. For example, if you
84 want to spend 90 percent of your funds and be warned when the fund has only 10
85 percent of its balance remaining, then enter 90 in the field. When the fund
86 reaches its balance warning percent, it will appear in yellow when you apply
88 . Check the *Propagate* box to propagate funds. When you propagate a fund, the
89 system will create a new fund for the following fiscal year with the same
90 parameters as your current fund. All of the settings transfer except for the
91 year and the amount of money in the fund. Propagation occurs during the fiscal
92 year close-out operation.
93 . Check the *Rollover* box if you want to roll over remaining encumbrances and
94 funds into the same fund next year. If you need the ability to roll over
95 encumbrances without rolling over funds, go to the *Library Settings Editor*
96 (*Admin > Local Administration > Library Settings Editor*) and set *Allow
97 funds to be rolled over without bringing the money along* to *True*.
98 . You must add money to the fund before you can begin using it. Click the
99 hyperlinked name of the fund. Click the *Create Allocation button*. Select a
100 *Funding Source* from which the allocation will be drawn and then enter an
101 amount for the allocation. The *Note* field is optional.
105 You can apply tags to funds so that you can group funds for easy reporting. For
106 example, you have three funds for children’s materials: Children's Board Books,
107 Children's DVDs, and Children's CDs. Assign a fund tag of children's to each
108 fund. When you need to report on the amount that has been spent on all
109 children's materials, you can run a report on the fund tag to find total
110 expenditures on children's materials rather than reporting on each individual
113 . To create a fund tag, select *Admin > Server Administration > Acquisitions >
114 Fund Tags*. Click the the *New Fund Tag* button. Select a owning library and
115 add the name for the fund tag.
116 . To apply a fund tag to a fund, select *Admin > Server Administration >
117 Acquisitions > Funds*. Click on the hyperlinked name for the fund. Click the
118 *Tags* tab and then click the *Add Tag* button. Select the tag from the
126 Providers are the vendors from whom you order titles.
128 . To add a provider record, select *Admin > Server Administration >
129 Acquisitions > Providers*.
130 . Enter information about the provider. At a minimum, you need to add a
131 *Provider Name*, *Code*, *Owner*, and *Currency*. You also need to select the
132 *Active* checkbox to use the provider.
134 Distribution Formulas (Optional)
135 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
136 If you are ordering for a multi-branch library system, distribution formulas
137 are a useful way to specify the number of copies that should be distributed to
138 specific branches and copy locations.
140 . To create a distribution formula, select *Admin > Server Administration >
141 Acquisitions > Distribution Formulas*. Click the *New Formula* button. Enter
142 the formula name and select the owning library. Ignore the *Skip Count* field.
143 . Click *New Entry*. Select an Owning Library from the drop down menu. This
144 indicates the branch that will receive the items.
145 . Select a Shelving Location from the drop down menu.
146 . In the Item Count field, enter the number of items that should be distributed
147 to that branch and copy location. You can enter the number or use the arrows on
148 the right side of the field.
149 . Keep adding entries until the distribution formula is complete.
151 Helpful acquisitions Library Settings
152 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
153 There are several acquisitions Library Settings available that will help with
154 acquisitions workflow. These settings can be found at *Admin > Local
155 Administration > Library Settings Editor*.
157 * Default circulation modifier - Automatically applies a default circulation
158 modifier to all of your acquisitions copies. Useful if you use a specific
159 circulation modifier for on-order copies.
160 * Default copy location - Automatically applies a default copy location (e.g.
161 On Order) to acquisitions copies.
162 * Temporary barcode prefix - Applies a unique prefix to the barcode that is
163 automatically generated during the acquisitions process.
164 * Temporary call number prefix - Applies a unique prefix to the start of the
165 call number that is automatically generated during the acquisitions process.
167 Preparing for order record loading
168 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
169 If your library is planning to upload order records in a batch, you need to add
170 some information to your provider records so that Evergreen knows how to map
171 the copy data contained in the order record.
173 . Retrieve the record for the provider that has supplied the order records by
174 selecting *Admin > Server Administration > Acquisitions > Providers*. Click on
175 the hyperlinked Provider name.
176 . In the top frame, add the MARC tag that contains your holdings data in the
177 *Holdings Tag* field (this tag can also be entered at the time you create the
179 . To map the tag's subfields to the appropriate copy data, click the *Holding
180 Subfield* tab. Click the *New Holding Subfield* button and select the copy
181 data that you are mapping. Add the subfield that contains that data and click
184 image::media/order_record_loading.png[]
186 . If your vendor is sending other data in a MARC tag that needs to be mapped to
187 a field in acquisitions, you can do so by clicking the Attribute Definitions
188 tab. As an example, if you need to import the PO Name, you could set up an
189 attribute definition by adding an XPath similar to:
191 ------------------------------------------------------------------------------
192 code => purchase_order
193 xpath => //*[@tag="962"]/*[@code="p"]
194 Is Identifier => false
195 ------------------------------------------------------------------------------
197 where 962 is the holdings tag and p is the subfield that contains the PO Name.
199 Preparing to send electronic orders from Evergreen
200 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
201 If your library wants to transmit electronic order information to a vendor, you
202 will need to configure your server to use EDI. You need to install the EDI
203 translator and EDI scripts on your server by following the instructions in the
204 Evergreen 2.3 documentation.
205 (http://docs.evergreen-ils.org/2.3/_installation.html)
207 Configure your provider's EDI information by selecting *Admin > Server
208 Administration > Acquisitions > EDI Accounts*. Give the account a name in the
211 . *Host* is the vendor-assigned FTP/SFTP/SSH hostname.
212 . *Username* is the vendor-assigned FTP/SFTP/SSH username.
213 . *Password* is the vendor-assigned FTP/SFTP/SSH password.
214 . *Account* is the vendor-assigned account number associated with your
216 . *Owner* is the organizational unit who owns the EDI account
217 . *Last Activity* is the date of last activity for the account
218 . *Provider* is a link to the codes for the Provider record.
219 . *Path* is the path on the vendor’s server where Evergreen will send its
221 . *Incoming Directory* is the path on the vendor’s server where incoming .epo
223 . *Vendor Account Number* is the Vendor assigned account number.
224 . *Vendor Assigned Code* is usually a sub-account designation. It can be used
225 with or without the Vendor Account Number.
227 You now need to add this *EDI Account* and the *SAN* code to the provider's record.
229 . Select *Admin > Server Administration > Acquisitions > Providers*.
230 . Click the hyperlinked Provider name.
231 . Select the account you just created in the *EDI Default* field.
232 . Add the vendor-provided SAN code to the *SAN* field.
234 The last step is to add your library's SAN code to Evergreen.
236 . Select *Admin > Server Administration > Organizational Units*.
237 . Select your library from the organizational hierarchy in the left pane.
238 . Click the *Addresses* tab and add your library's SAN code to the *SAN* field.