Administration Functions in the Acquisitions Module
The following documentation is intended for users who will be managing funds and providers, managing EDI accounts, and creating drop down menus for invoices and purchase orders. This
documentation will describe the purpose of each menu item in the Acquisitions menu in the Admin module and will present instructions for using each item. Front line processes are documented in The
Acquisitions Module. This document is intended for first time users of the Acquisitions module as well as those who are familiar with the module and need only a reference guide. The
contents of this document are ordered such that one who is new to the Acquisitions module could read through this document and set up the administrative portion of Acquisitions in Evergreen.
Currency Types
Currency types can be created and applied to funds in the administrative module.
When a fund is applied to a copy or line item for purchase, the item will be purchased in
the currency associated with that fund.
Create a currency type
To create a new currency type, click Admin → Server Administration → Acquisitions→ Currency types.
Enter the currency code. No limits exist on the number of characters that can be entered in this field.
Enter the name of the currency type in Currency Label field. No limits exist on the number of characters that can be entered in
this field.
Click Save.
Edit a currency type
To edit a currency type, click your cursor in the row that you want to edit. The row will turn blue.
Double-click. The pop-up box will appear, and you can edit the fields.
After making changes, click Save.
From the currency types interface, you can delete currencies that have never been applied to funds or used to make purchases.
Exchange Rates
Exchange rates define the rate of exchange between currencies. Evergreen will automatically calculate exchange rates for purchases.
Evergreen assumes that the currency of the purchasing fund is identical to the currency of the provider, but it provides for two unique
situations:
If the currency of the fund that is used for the purchase is different from the currency of the provider as listed in the provider
profile, then Evergreen will use the exchange rate to calculate the price of the item in the currency of the fund and debit the fund
accordingly.
When money is transferred between funds that use different currency types, Evergreen will automatically use the exchange rate to convert
the money to the currency of the receiving fund. During such transfers, however, staff can override the automatic conversion by providing
an explicit amount to credit to the receiving fund.
Create an exchange rate
To create a new exchange rate, click Admin → Server Administration → Acquisitions → Exchange Rates.
Click New Exchange Rate.
Enter the From Currency from the drop down menu populated by the currency types.
Enter the To Currency from the drop down menu populated by the currency types.
Enter the exchange Ratio.
Click Save.
Edit an Exchange Rate
Edit an exchange rate just as you would edit a currency type.
Funding Sources
Funding sources allow you to specify the sources that contribute monies to your fund(s). You can create as few or as many funding
sources as you need.
Create a funding source
To create a new funding source, click Admin → Server Administration → Acquisitions → Funding Source.
Enter a funding source name. No limits exist on the number of characters that can be entered in this field.
Select an owner from the drop down menu. The owner indicates the organizational unit(s) whose staff can use this funding source.
This menu is populated with the shortnames that you created for your libraries in the organizational units tree (See
Admin → Server Administration → Organizational Units).
The rule of parental inheritance applies to this list. For example, if a system is made the owner of a funding source,
then users with appropriate permissions at the branches within the system could also use the funding source.
Create a code for the source. No limits exist on the number of characters that can be entered in this field.
Select a currency from the drop down menu. This menu is populated from the choices in the Currency Types interface.
Click Save.
Allocate Credits to Funding Sources
Apply a credit to this funding source.
Enter the amount of money that the funding source contributes to the organization. Funding sources are not tied to fiscal
or calendar years, so you can continue to add money to the same funding source over multiple years, e.g. County
Funding. Alternatively, you can name funding sources by year, e.g. County Funding 2010 and County Funding 2011, and apply
credits each year to the matching source.
To apply a credit, click on the hyperlinked name of the funding source. The Funding Source Details will appear.
Click Apply credit.
Enter an amount to apply to this funding source.
Enter a note. This field is optional.
Click Apply.
Allocate credits to funds
If you have already set up your funds, then you can then click the Allocate to Fund button to apply credits from the
funding sources to the funds. If you have not yet set up your funds, or you need to add a new one, you can allocate
credits to funds from the funds interface. See section 1.2 for more information.
To allocate credits to funds, click Allocate to Fund.
Enter the amount that you want to allocate.
Enter a note. This field is optional.
Click Apply.
Track Debits and Credits
You can track credits to and allocations from each funding source. These amounts are updated when credits and allocations are
made in the Funding Source Details. Access the Funding Source Details by clicking on the hyperlinked name of the Funding Source.
Funds
Funds allow you to allocate credits toward specific purchases. In the funds interface,
you can create funds; allocate credits from funding sources to funds; transfer money
between funds; and apply fund tags to funds.
Funds are created for a specific year, either fiscal or calendar. These funds are owned
by org units. At the top of the funds interface, you can set a contextual org unit and
year. The drop down menu at the top of the screen enables you to focus on funds that
are owned by specific organizational units during specific years.
Create a fund
To create a new fund, click Admin → Server Administration → Acquisitions → Funds.
Enter a name for the fund. No limits exist on the number of characters that can be entered in this field.
Create a code for the fund. No limits exist on the number of characters that can be entered in this field.
Enter a year for the fund. This can be a fiscal year or a calendar year. The format of the year is YYYY.
Select an org unit from the drop down menu. The org unit indicates the organizational units whose staff can use this fund. This menu is populated with the
shortnames that you created for your libraries in the organizational units tree (See Admin → Server Administration → Organizational Units).
The rule of parental inheritance applies to this list. See section
Select a currency type from the drop down menu. This menu is comprised of entries in the currency types menu. When a fund
is applied to a line item or copy, the price of the item will be encumbered in the currency associated with the fund.
Click the Active box to activate this fund. You cannot make purchases from this fund if it is not active.
Enter a Balance Stop Percent. The balance stop percent prevents you from making purchases when only a specified amount of the
fund remains. For example, if you want to leave a five percent balance in the fund, then you would enter 5 in the field.
You can also enter negative numbers to prevent over expenditure. When the fund reaches its balance stop percent, it will appear in
red when you apply funds to copies.
Enter a Balance Warning Percent. The balance warning percent gives you a warning that the fund is low. You can specify any percent. For example, if you want to be
warned when the fund has only 10 percent of its balance remaining, then enter 10 in the field. When the fund reaches its balance warning percent, it will appear in yellow when you
apply funds to copies.
Check the Propagate box to propagate funds. When you propagate a fund, the ILS will create a new fund for the following fisca
year with the same parameters as your current fund. All of the settings transfer except for the year and the amount of
money in the fund. Propagation occurs during the fiscal year close-out operation.
Check the Rollover box if you want to roll over remaining funds into the same fund next year.
Click Save.
Allocate Credits from Funding Sources to Funds
Credits can be applied to funds from funding sources using the fund interface. The
credits that you apply to the fund can be applied later to purchases.
To access funds, click Admin → Server Administration → Acquisitions → Funds.
Click the hyperlinked name of the fund.
To add a credit to the fund, click the Create Allocation tab.
Choose a Funding Source from the drop down menu.
Enter an amount that you want to apply to the fund from the funding source.
Enter a note. This field is optional.
Click Apply.
Transfer credits between funds
The credits that you allocate to funds can be transferred between funds if desired. In
the following example, you can transfer $500.00 from the Young Adult Fiction fund to
the Children’s DVD fund.
To access funds, click Admin → Server Administration → Acquisitions → Funds.
Click the hyperlinked name of the originating fund.
The Fund Details screen appears. Click Transfer Money.
Enter the amount that you would like to transfer.
From the drop down menu, select the destination fund.
Add a note. This field is optional.
Click Transfer.
Track Balances and Expenditures
The Fund Details allows you to track the fund’s balance, encumbrances, and amount
spent. It also allows you to track allocations from the funding source(s), debits, and
fund tags.
To access the fund details, click on the hyperlinked name of the fund that you
created.
The Summary allows you to track the following:
Balance – The balance is calculated by subtracting both items that have been
invoiced and encumbrances from the total allocated to the fund.
Total Allocated – This amount is the total amount allocated from the Funding
Source.
Spent Balance – This balance is calculated by subtracting only the items that
have been invoiced from the total allocated to the fund. It does not include
encumbrances.
Total Debits – The total debits are calculated by adding the cost of items that
have been invoiced and encumbrances.
Total Spent – The total spent is calculated by adding the cost of items that
have been invoiced. It does not include encumbrances.
Total Encumbered – The total encumbered is calculated by adding all
encumbrances.
Edit a Fund
Edit a fund just as you would edit a currency type.
Perform Year End Closeout Operation
The Year End Closeout Operation allows you to deactivate funds for the current year
and create analogous funds for the next year. It transfers encumbrances to the
analogous funds, and it rolls over any remaining funds if you checked the rollover box
when creating the fund.
To access the year end closeout of a fund, click Admin → Server Administration →
Acquisitions → Funds.
Click Fund Propagation and Rollover.
Check the box adjacent to Perform Fiscal Year Close-Out Operation.
Notice that the context org unit reflects the context org unit that you selected at
the top of the Funds screen.
If you want to perform the close-out operation on the context org unit and its child
units, then check the box adjacent to Include Funds for Descendant Org Units.
Check the box adjacent to dry run if you want to test changes to the funds before
they are enacted. Evergreen will generate a summary of the changes that would
occur during the selected operations. No data will be changed.
Click Process.
Evergreen will begin the propagation process. Evergreen will make a clone of each
fund, but it will increment the year by .
Providers
Providers are vendors. You can create a provider profile that includes contact
information for the provider, holdings information, invoices, and other information.
Create a provider
To create a new provider, click Admin → Server Administration →Acquisitions →
Providers.
Enter the provider name.
Create a code for the provider. No limits exist on the number of characters that can
be entered in this field.
Select an owner from the drop down menu. The owner indicates the organizational units whose staff can use this provider. This menu is populated with the shortnames
that you created for your libraries in the organizational units tree (See Admin → Server Administration → Organizational Units).
The rule of parental inheritance applies to this list. See section .1
for more information.
Select a currency from the drop down menu. This drop down list is populated by the
list of currencies available in the currency types.
A provider must be active in order for purchases to be made from that provider. To
activate the provider, check the box adjacent to Active. To deactivate a vendor,
uncheck the box.
Select a default claim policy from the drop down box. This list is derived from the
claim policies that can be created
Select an EDI default. This list is derived from the EDI accounts that can be created.
Enter the provider’s email address.
In the Fax Phone field, enter the provider’s fax number.
In the holdings tag field, enter the tag in which the provider places holdings data.
In the phone field, enter the provider’s phone number.
If prepayment is required to purchase from this provider, then check the box
adjacent to prepayment required.
Enter the Standard Address Number (SAN) for your provider.
Enter the web address for the provider’s website in the URL field.
Click Save.
Add contact and holdings information to providers
After you save the provider profile, the screen reloads so that you can save additional
information about the provider. You can also access this screen by clicking the
hyperlinked name of the provider on the Providers screen. The tabs allow you to add a
provider address and contact, attribute definitions, and holding subfields. You can also
view invoices associated with the provider.
Enter a Provider Address, and click Save.
Required fields for the provider address are: Street 1, city, state,
country, post code. You may have multiple valid addresses.
Enter the Provider Contact, and click Save.
Your vendor may include information that is specific to your organization in MARC
tags. You can specify the types of information that should be entered in each MARC
tag. Enter attribute definitions to correlate MARC tags with the information that
they should contain in incoming vendor records. Some technical knowledge is
required to enter XPath information.
You may have entered a holdings tag when you created the provider profile. You
can also enter holdings subfields. Holdings subfields allow you to specify subfields
within the holdings tag to which your vendor adds holdings information.
Click invoices to access invoices associated with a provider.
Edit a provider
Edit a provider just as you would edit a currency type.
You can delete providers only if no purchase orders have been assigned
to them.
EDI
Many libraries use Electronic Data Interchange (EDI) accounts to order new acquisitions.
In Evergreen 2.0, users can set up EDI accounts and manage EDI messages in the admin
module. EDI messages and notes can be viewed in the acquisitions module.
The following fields are required to create an EDI account: host,
username, password, path, and incoming directory.
EDI Accounts
Create EDI Accounts to communicate electronically with providers.
Create a label. The label allows you to differentiate between accounts for the same
provider. No limits exist on the number of characters that can be entered in this
field.
Enter a host. Your provider will provide you with the requisite FTP or SCP
information.
Enter the username that has been supplied by your provider.
Enter the password that has been supplied by your provider.
Enter account information. This field enables you to add a supplemental password
for entry to a remote system after log in has been completed. This field is optional
for the ILS but may be required by your provider.
Select an owner from the drop down menu. The owner indicates the organizational
units whose staff can use this EDI account. This menu is populated with the
shortnames that you created for your libraries in the organizational units tree (See
Admin → Server Administration → Organizational Units).
The rule of parental inheritance applies to this list.
The Last Activity updates automatically with any inbound or outbound
communication.
Select a provider from the drop down menu to whom this account belongs.
Enter a path. The path indicates the remote location on the server from which files
are pulled in to the ILS.
Enter the incoming directory. This directory indicates the location on your local
network to which the files download.
Enter the vendor account number supplied by your provider.
Enter the vendor account code supplied by your provider.
Click Save.
EDI Messages
The EDI messages screen displays all incoming and outgoing messages between the
library and the vendor.
Claiming
Evergreen 2.0 provides minimal claiming functionality. Currently, all claiming is manual,
but the admin module enables you to build claim policies and specify the action(s) that
users should take to claim items.
Create a claim policy
The claim policy link enables you to name the claim policy and specify the organization
that owns it.
To create a claim policy, click Admin → Server Administration → Acquisitions →
Claim Policies.
Create a claim policy name. No limits exist on the number of characters that can be
entered in this field.
Select an org unit from the drop down menu. The org unit indicates the
organizational units whose staff can use this claim policy. This menu is populated
with the shortnames that you created for your libraries in the organizational units
tree (See Admin → Server Administration → Organizational Units).
The rule of parental inheritance applies to this list.
Enter a description. No limits exist on the number of characters that can be entered
in this field.
Click Save.
Create a claim type
The claim type link enables you to specify the reason for a type of claim.
To create a claim type, click Admin → Server Administration → Acquisitions →
Claim types.
Create a claim type. No limits exist on the number of characters that can be entered
in this field.
Select an org unit from the drop down menu. The org unit indicates the
organizational units whose staff can use this claim type. This menu is populated
with the shortnames that you created for your libraries in the organizational units
tree (See Admin → Server Administration → Organizational Units).
The rule of parental inheritance applies to this list.
Enter a description. No limits exist on the number of characters that can be entered
in this field.
Click Save.
Create a claim event type
The claim event type describes the physical action that should occur when an item
needs to be claimed. For example, the user should notify the vendor via email that the
library is claiming an item.
To access the claim event types, click Admin → Server Administration →
Acquisitions →Claim event type.
Enter a code for the claim event type. No limits exist on the number of characters
that can be entered in this field.
Select an org unit from the drop down menu. The org unit indicates the
organizational units whose staff can use this event type. This menu is populated
with the shortnames that you created for your libraries in the organizational units
tree (See Admin → Server Administration → Organizational Units).
The rule of parental inheritance applies to this list.
Enter a description. No limits exist on the number of characters that can be entered
in this field.
If this claim is initiated by the user, then check the box adjacent to Library Initiated.
Currently, all claims are initiated by a user. The ILS cannot automatically
claim an issue.
Click Save.
Create a claim policy action
The claim policy action enables you to specify how long a user should wait before
claiming the item.
To access claim policy actions, click Admin → Server Administration → Acquisitions
→Claim Policy Actions.
Select an Action (Event Type) from the drop down menu.
Enter an action interval. This field indicates how long a user should wait before
claiming the item.
In the Claim Policy ID field, select a claim policy from the drop down menu.
Click Save.
You can create claim cycles by adding multiple claim policy actions to a
claim policy.
Invoice payment method
The invoice payment method allows you to predefine the type(s) of invoices and
payment method(s) that you accept. The text that you enter in the admin module will
appear as a drop down menu in the invoice type and payment method fields on the
invoice.
To create a new invoice payment method, click Admin → Server Administration →
Acquisitions → Invoice Payment Method.
Click New Invoice Payment Method.
Create a code for the invoice payment method. No limits exist on the number of
characters that can be entered in this field.
Create a name for the invoice payment method. No limits exist on the number of
characters that can be entered in this field. The text in this field appears in the drop
down menu on the invoice.
Click Save.
Line item features
Line item alerts are predefined text that can be added to line items that are on selection
lists or purchase orders. You can define the alerts from which staff can choose. Line
item alerts appear in a pop up box when the line item, or any of its copies, are marked
as received.
Create a line item alert
To create a line item alert, click Administration → Server Administration →
Acquisitions → Line Item Alerts.
Click New Line Item Alert Text.
Create a code for the text. No limits exist on the number of characters that can be
entered in this field.
Create a description for the text. No limits exist on the number of characters that can
be entered in this field.
Select an owning library from the drop down menu. The owning library indicates the
organizational units whose staff can use this alert. This menu is populated with the
shortnames that you created for your libraries in the organizational units tree (See
Admin → Server Administration → Organizational Units).
Click Save.
Line Item MARC Attribute Definitions
Line item attributes define the fields that Evergreen needs to extract from the
bibliographic records that are in the acquisitions database to display in the catalog.
Also, these attributes will appear as fields in the New Brief Record interface. You will be
able to enter information for the brief record in the fields where attributes have been
defined.
Cancel/Suspend reasons
The Cancel reasons link enables you to predefine the reasons for which a line item or a
PO can be cancelled. A default list of reasons appears, but you can add custom reasons
to this list.
Applying the cancel reason will prevent the item from appearing in a claims list and will
allow you to cancel debits associated with the purchase.
Cancel reasons also enable you to suspend or delay a purchase. For example, you could
create a cancel reason of “back ordered,” and you could choose to keep the debits
associated with the purchase.
Create a cancel/suspend reason
To add a new cancel reason, click Administration → Server Administration →
Acquisitions → Cancel reasons.
Click New Cancel Reason.
Select a using library from the drop down menu. The using library indicates the
organizational units whose staff can use this cancel reason. This menu is populated
with the shortnames that you created for your libraries in the organizational units
tree (See Admin → Server Administration → Organizational Units.)
Create a label for the cancel reason. This label will appear when you select a cancel
reason on an item or a PO.
Create a description of the cancel reason. This is a free text field and can be
comprised of any text of your choosing.
If you want to retain the debits associated with the cancelled purchase, click the box
adjacent to Keep Debits?
Click Save.
Acquisitions Permissions in the Admin module
Several setting in the Library Settings area of the Admin module pertain to functions in
the Acquisitions module. You can access these settings by clicking Admin → Local
Administration →Library Settings Editor.
CAT: Delete bib if all copies are deleted via Acquisitions lineitem cancellation – If
you cancel a line item, then all of the on order copies in the catalog are deleted. If,
when you cancel a line item, you also want to delete the bib record, then set this
setting to TRUE.
Default circulation modifier – This modifier would be applied to items that are
created in the acquisitions module
Default copy location – This copy location would be applied to items that are
created in the acquisitions module
Fund Spending Limit for Block - When the amount remaining in the fund, including
spent money and encumbrances, goes below this percentage, attempts to spend
from the fund will be blocked.
Fund Spending Limit for Warning - When the amount remaining in the fund,
including spent money and encumbrances, goes below this percentage, attempts to
spend from the fund will result in a warning to the staff.
Temporary barcode prefix - Temporary barcode prefix for items that are created in
the acquisitions module
Temporary call number prefix - Temporary call number prefix for items that are
created in the acquisitions module