Acquisitions Administration

To add a new cancel reason, click Administration → Acquisitions Administration → 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 Administration → 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 comprise 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.

Select the checkbox for the custom cancel reason that should be deleted.

Click the Delete Selected button.

To create a claim policy, click Administration → Acquisitions Administration → 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 Administration → Server Administration → Organizational Units).

Enter a description. No limits exist on the number of characters that can be entered in this field.

Click Save.

To create a claim type, click Administration → Acquisitions Administration → 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 Administration → Server Administration → Organizational Units).

Enter a description. No limits exist on the number of characters that can be entered in this field.

Click Save.

To access the claim event types, click Administration → Acquisitions Administration → 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 Administration → Server Administration → Organizational Units).

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.

Click Save.

To access claim policy actions, click Administration → Acquisitions Administration → 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.

To create a new currency type, click Administration → Acquisitions Administration → 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.

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.

Click Administration → Acquisitions Administration → Distribution Formulas.

Click New Formula.

Enter a Formula Name. No limits exist on the number of characters that can be entered in this field.

Choose a Formula Owner from the drop-down menu. The Formula Owner indicates the organizational units whose staff can use this formula. This menu is populated with the shortnames that you created for your libraries in the organizational units tree (See Administration → Server Administration → Organizational Units).

Ignore the Skip Count field which is currently not used.

Click Save.

Click New Entry.

Select an Owning Library from the drop-down menu. This indicates the branch that will receive the items. This menu is populated with the shortnames that you created for your libraries in the organizational units tree (See Administration → Server Administration → Organizational Units).

Select/enter any of the following copy details you want to predefine in the distribution formula.

In the Item Count field, enter the number of items that should be distributed to the branch. You can enter the number or use the arrows on the right side of the field.

Click Apply Changes. The screen will reload.

To view the changes to your formula, click Administration → Acquisitions Administration → Distribution Formulas. The item_count will reflect the entries to your distribution formula.

Contact your provider requesting the following information:

In Evergreen select Administration → Acquisitions Administration → EDI Accounts.

Click New Account. A pop-up will appear.

Fill in the following fields:

Click Save.

Click on the link in the Provider field.

Select the EDI account that has just been created from the EDI Default drop down menu.

Click Save.

To create a new exchange rate, click Administration → Acquisitions Administration → 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.

To create a new funding source, click Administration → Acquisitions Administration → 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 Administration → Server Administration → Organizational Units).

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.

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.

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.

To create a new fund, click Administration → Acquisitions Administration → 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 Administration → Server Administration → Organizational Units).

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 spend 95 percent of your funds, leaving a five percent balance in the fund, then you would enter 95 in the field. 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 spend 90 percent of your funds and be warned when the fund has only 10 percent of its balance remaining, then enter 90 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 fiscal 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. You should also check this box if you only want to roll over encumbrances into next year’s fund.

Click Save.

To access funds, click Administration → Acquisitions Administration → 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.

To access funds, click Administration → Acquisitions Administration → 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.

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.

To access the year end closeout of a fund, click Administration → Server Administration → Acquisitions → Funds.

Click Fund Propagation and Rollover.

Check the box adjacent to Perform Fiscal Year Close-Out Operation.

For funds that have the "Rollover" setting enabled, if you want to move the fund’s encumbrances to the next year without moving unspent money, check the box adjacent to Limit Fiscal Year Close-out Operation to Encumbrances.

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 1.

To create a new charge type, click Administration → Acquisitions Administration → Invoice Item Type.

Click New Invoice Item Type.

Create a code for the charge type. No limits exist on the number of characters that can be entered in this field.

Create a label. 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.

If items on the invoice were purchased with the monies in multiple funds, then you can divide the additional charge across funds. Check the box adjacent to Prorate→ if you want to prorate the charge across funds.

Click Save.

To create a new invoice payment method, click Administration → Acquisitions Administration → 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.

To create a line item alert, click Administration → Acquisitions Administration → 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 Administration → Server Administration → Organizational Units).

Click Save.

To create a new provider, click Administration → Acquisitions Administration → 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 Administration → Server Administration → Organizational Units).

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.

Add the default # of copies that are typically ordered through the provider. This number will automatically populate the line item’s Copies box on any PO’s associated with this provider. If another quantity is entered during the selection or ordering process, it will override this default. If no number is specified, the default number of copies will be zero.

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.

Enter a Provider Address, and click Save.

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. As an example, if you need to import the PO Name, you could set up an attribute definition by adding an XPath similar to:

code => purchase_order
xpath => //*[@tag="962"]/*[@code="p"]
Is Identifier => false

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, such as quantity ordered, fund, and estimated price.

Click invoices to access invoices associated with a provider.