+++ /dev/null
-<?xml version="1.0" encoding="UTF-8"?>\r
-<chapter xmlns="http://docbook.org/ns/docbook" xmlns:xi="http://www.w3.org/2001/XInclude"\r
- xmlns:xl="http://www.w3.org/1999/xlink" version="5.0" xml:id="acquisitions-module_GPLS">\r
-<info>\r
- <title>The Acquisitions Module (from GPLS)</title>\r
- <abstract><para>This documentation is intended for users who will be performing front line\r
- processes in the acquisitions module. Documented functions include creating\r
- selection lists, creating and activating purchase orders, and receiving,\r
- invoicing, and claiming items. Administrative functions are documented in\r
- Administration Functions in the Acquisitions Module. This document is intended\r
- for first time users of the Acquisitions module as well as those who are\r
- familiar with the module and need only a reference guide. The contents of this\r
- document are alphabetized by topic.</para>\r
- </abstract>\r
-</info>\r
-<section id="_brief_records">\r
- <title>Brief Records</title>\r
- <simpara>Brief records are short bibliographic records with minimal information that are\r
- often used as placeholder records until items are received. Brief records can\r
- be added to selection lists or purchase orders and can be imported into the\r
- catalog. You can add brief records to new or existing selection lists. You can\r
- add brief records to new, pending or on-order purchase orders.</simpara>\r
- <simplesect>\r
- <title>Add brief records to a selection list</title>\r
- <procedure>\r
- <step><simpara>Click Acquisitions → New Brief Record. You can also add brief records to\r
- an existing selection list by clicking the Actions menu on the selection list\r
- and choosing Add Brief Record.</simpara></step>\r
- <step><simpara>Choose a selection list from the drop down menu, or enter the name of a new selection list.</simpara></step>\r
- <step><simpara>Enter bibliographic information in the desired fields.</simpara></step>\r
- <step><simpara>Click Save Record.</simpara></step>\r
- </procedure>\r
- </simplesect>\r
- <simplesect>\r
- <title>Add brief records to purchase orders</title>\r
- <simpara>You can add brief records to new or existing purchase orders.</simpara>\r
- <procedure>\r
- <step><simpara>Open or create a purchase order.</simpara></step>\r
- <step><simpara>Click Add Brief Record.</simpara></step>\r
- <step><simpara>Enter bibliographic information in the desired fields. Notice that the\r
- record is added to the purchase order that you just created.</simpara></step>\r
- <step><simpara>Click Save Record.</simpara></step>\r
- </procedure>\r
- </simplesect>\r
-</section>\r
-<section id="_cancel_suspend_acquisitions">\r
- <title>Cancel/suspend acquisitions</title>\r
- <simpara>You can cancel entire purchase orders, line items on the purchase orders, and individual copies\r
- that are attached to a line item. You can also use cancel reasons to suspend purchase orders,\r
- line items, and copies. For example, a cancel reason such as Delayed Publication, would\r
- indicate that the item will be purchased when the item is published. The purchase is, in effect,\r
- suspended rather than cancelled, but the state of the purchase order, line item, or copy would\r
- still become cancelled.</simpara>\r
- <simplesect>\r
- <title>Cancel/suspend copies</title>\r
- <simpara>You can cancel or suspend line items that are in a state of on order or pending order.</simpara>\r
- <procedure>\r
- <step><simpara>Select the Copies link.</simpara></step>\r
- <step><simpara>Click the Cancel link adjacent to the copy that you wish to cancel.</simpara></step>\r
- <step><simpara>Select a cancel reason from the drop down menu that appears, and click Cancel copy.</simpara></step>\r
- </procedure>\r
- </simplesect>\r
- <simplesect>\r
- <title>Cancel/suspend line items</title>\r
- <simpara>You can cancel or suspend line items that are in a state of on order or pending order.</simpara>\r
- <procedure>\r
- <step><simpara>Check the boxes of the line items that you wish to cancel.</simpara></step>\r
- <step><simpara>Click Actions →Cancel Selected Lineitems.</simpara></step>\r
- <step><simpara>Select a cancel reason from the drop down menu. Choose the cancel reason,\r
- and click Cancel Line Items. The status of the line item is now cancelled.</simpara></step>\r
- </procedure>\r
- </simplesect>\r
- <simplesect>\r
- <title>Cancel/suspend purchase orders</title>\r
- <procedure>\r
- <step><simpara>Notice the Cancel column in the top half of the purchase order.</simpara></step>\r
- <step><simpara>Click the drop down arrow adjacent to Cancel order, and select a reason for\r
- cancelling the order.</simpara></step>\r
- <step><simpara>Click Cancel order. The state of the purchase order is cancelled.</simpara></step>\r
- </procedure>\r
- </simplesect>\r
-</section>\r
-<section id="_claim_items">\r
- <title>Claim items</title>\r
- <simpara>Manual claiming of items can be accomplished in multiple ways, but electronic\r
- claiming is not available in the 2.0 release.</simpara>\r
- <simpara>You can apply claim policies to line items or individual copies. You also can\r
- use the default claim policy associated with your provider to claim items.</simpara>\r
- <simplesect>\r
- <title>Apply a claim policy</title>\r
- <simpara>You can apply a claim policy to an item in one of two ways: apply a claim\r
- policy to a line item when the item is created on the selection list or\r
- purchase order, or use the default claim policy associated with the provider on\r
- the purchase order. The default claim policy for a provider is established when\r
- the provider is created and will be used for claiming if no claim policy has\r
- been applied.</simpara>\r
- <procedure>\r
- <step><simpara>Open a selection list or purchase order.</simpara></step>\r
- <step><simpara>Click the Actions drop down menu on the line item.</simpara></step>\r
- <step><simpara>Click Apply Claim Policy.</simpara></step>\r
- <step><simpara>A drop down menu of claim policies will appear. Choose a claim policy to\r
- apply to the line item. The claim policy will be applied to all items that have\r
- not been received or cancelled.</simpara></step>\r
- <step><simpara>Click Save.</simpara></step>\r
- </procedure>\r
- </simplesect>\r
- <simplesect>\r
- <title>Change a claim policy</title>\r
- <simpara>You can manually change a claim policy that has been applied to a line item.</simpara>\r
- <procedure>\r
- <step><simpara>Open a selection list or purchase order.</simpara></step>\r
- <step><simpara>Click the Actions drop down menu on the line item.</simpara></step>\r
- <step><simpara>Click Change Claim Policy.</simpara></step>\r
- <step><simpara>A drop down menu of claim policies will appear. Choose a claim policy to apply to the line\r
- item.</simpara></step>\r
- <step><simpara>Click Save.</simpara></step>\r
- </procedure>\r
- </simplesect>\r
- <simplesect>\r
- <title>Claim an item</title>\r
- <simpara>You can manually claim items at any time after the item has been ordered.</simpara>\r
- <procedure>\r
- <step><simpara>Open a purchase order.</simpara></step>\r
- <step><simpara>Click the Actions drop down menu on the line item.</simpara></step>\r
- <step><simpara>Click Claims. The number of existing claims appears in parentheses.</simpara></step>\r
- <step><simpara>A drop down menu of items to be claimed and possible claim actions appears.\r
- Check the boxes adjacent to the item that you want to claim and the action that\r
- you will take. You can claim items that have not been received or cancelled.</simpara></step>\r
- <step><simpara>Click Claim Selected.</simpara></step>\r
- <step><simpara>Select a claim type from the drop down menu. Entering a note is optional.</simpara></step>\r
- <step><simpara>Click Claim.</simpara></step>\r
- <step><simpara>The number of existing claims on the line item updates, and a claim voucher\r
- appears. The voucher can be printed and mailed to the vendor to initiate the\r
- claim.</simpara></step>\r
- </procedure>\r
- </simplesect>\r
- <simplesect>\r
- <title>Produce a list of claim-ready items</title>\r
- <simpara>If an item has not been received and meets the conditions for claiming\r
- according to the item’s claim policy, then the item will be eligible for\r
- claiming. Evergreen can produce a list of items, by ordering branch, which is\r
- ready to be claimed. You can use this list to manually claim items from your\r
- provider.</simpara>\r
- <procedure>\r
- <step><simpara>Click Acquisitions →Claim-Ready Items.</simpara></step>\r
- <step><simpara>Choose a branch from the drop down menu to claim items that were ordered by this\r
- branch.</simpara></step>\r
- <step><simpara>Any items that meet the conditions for claiming will appear.</simpara></step>\r
- <step><simpara>Check the box adjacent to the line items that you wish to claim. Click Claim selected items.</simpara></step>\r
- <step><simpara>Select a claim type from the drop down menu. Entering a note is optional.</simpara></step>\r
- <step><simpara>Click Claim.</simpara></step>\r
- </procedure>\r
- </simplesect>\r
-</section>\r
-<section id="_export_single_attribute_list">\r
- <title>Export Single Attribute List</title>\r
- <simpara>You can export ISBNs, ISSNs, or UPCs as a file from the list of line item(s). A list of ISBNs, for\r
- example, could be uploaded to vendor websites when placing orders.</simpara>\r
- <procedure>\r
- <step><simpara>From a selection list or purchase order, check the boxes of the line items with attributes\r
- that you wish to export.</simpara></step>\r
- <step><simpara>Click Actions → Export Single Attribute List.</simpara></step>\r
- <step><simpara>Choose the line item attribute that you would like to export from the drop down list of\r
- attributes.</simpara></step>\r
- <step><simpara>Click Export List.</simpara></step>\r
- <step><simpara>Save the file to your computer.</simpara></step>\r
- <step><simpara>Open the file. Choose a program to open the file. The following is an example of an ISBN in\r
- a spreadsheet.</simpara></step>\r
- </procedure>\r
-</section>\r
-<section id="_funds">\r
-<title>Funds</title>\r
- <simpara>You can apply a single fund or multiple funds to copies on a selection list or\r
- purchase order. You can change the fund that has been applied to an item at\r
- any time on a selection list. You can change the fund that has been applied to\r
- an item on a purchase order if the purchase order has not yet been activated.</simpara>\r
- <simpara>Funds can be applied to items from the Copies link that is located on a line\r
- item. Funds can also be applied to copies by batch updating line items and\r
- their attendant copies.</simpara>\r
- <simplesect>\r
- <title>Apply funds to individual copies</title>\r
- <procedure>\r
- <step><simpara>Click the Copies link on the line item.</simpara></step>\r
- <step><simpara>To apply a fund to an individual item, click the drop down arrow in the Fund field.</simpara>\r
- <note><simpara>A yellow fund name indicates that the balance in the fund has dropped to the\r
- warning percent that was entered in the admin module. A red fund name\r
- indicates that the balance in the fund has dropped to the stop percent that was\r
- entered in the admin module. Funds that have been closed out will no longer\r
- appear on the drop down list.</simpara></note>\r
- </step>\r
- </procedure>\r
- </simplesect>\r
- <simplesect>\r
- <title>Apply funds to copies via batch updates to line items</title>\r
- <simpara>You can apply funds to all copies on a line item(s) from the Actions menu on\r
- the selection list or the purchase order.</simpara>\r
- <procedure>\r
- <step><simpara>Check the boxes of the line items with copies to which you would like to apply funds.</simpara></step>\r
- <step><simpara>Click Actions →Apply Funds to Selected Items.</simpara></step>\r
- <step><simpara>Select the fund that you wish to apply to the copies.</simpara></step>\r
- <step><simpara>Click Submit.</simpara></step>\r
- </procedure>\r
- </simplesect>\r
-</section>\r
-<section id="_invoice_acquisitions">\r
- <title>Invoice acquisitions</title>\r
- <simpara>You can create invoices for purchase orders, individual line items, and blanket\r
- purchases. You can also link existing invoices to purchase orders. In 2.0, all\r
- invoicing is manual.</simpara><simpara>You can invoice items before you receive the items if desired. You can also\r
- reopen closed invoices, and you can print all invoices.</simpara>\r
- <simplesect>\r
- <title>Create a blanket invoice</title>\r
- <simpara>You can create a blanket invoice for purchases that are not attached to a\r
- purchase order.</simpara>\r
- <procedure>\r
- <step><simpara>Click Acquisitions → Create invoice.</simpara></step>\r
- <step><simpara>Enter the invoice information in the top half of the screen. </simpara></step>\r
- <step><simpara>Select a charge type from the drop down menu.</simpara></step>\r
- <step><simpara>Select a fund from the drop down menu.</simpara></step>\r
- <step><simpara>Enter a Title/Description of the resource.</simpara></step>\r
- <step><simpara>Enter the amount that you were billed.</simpara></step>\r
- <step><simpara>Enter the amount that you paid.</simpara></step>\r
- <step><simpara>Save the invoice.</simpara></step>\r
- </procedure>\r
- </simplesect>\r
- <simplesect>\r
- <title>Create an invoice for a purchase order</title>\r
- <simpara>You can create an invoice for all of the line items on a purchase order. The\r
- only fields that are required to save the invoice are the Vendor Invoice ID and\r
- the number of items invoiced, billed, and paid for each line item. With the\r
- exception of fields with drop down menus, no limitations on the data that you\r
- enter exist.</simpara>\r
- <procedure>\r
- <step><simpara>Open a purchase order.</simpara></step>\r
- <step><simpara>Click Create Invoice.</simpara></step>\r
- <step><simpara>Enter a Vendor Invoice ID. This number may be listed on the paper invoice sent from your\r
- vendor.</simpara></step>\r
- <step><simpara>Choose a Receive Method from the drop down menu.</simpara>\r
- <note><simpara>Only paper invoicing is available in the 2.0 release. Electronic invoicing\r
- may be available in future releases.</simpara></note>\r
- </step>\r
- <step><simpara>The Provider is generated from the purchase order and is entered by default.</simpara></step>\r
- <step><simpara>Enter a note.</simpara></step>\r
- <step><simpara>Select a payment method from the drop down menu.</simpara></step>\r
- <step><simpara>The Invoice Date is entered by default as the date that you create the invoice. You can\r
- change the date by clicking in the field. A calendar drops down.</simpara></step>\r
- <step><simpara>Enter an Invoice Type.</simpara></step>\r
- <step><simpara>The Shipper defaults to the provider that was entered in the purchase order.</simpara></step>\r
- <step><simpara>Enter a Payment Authorization.</simpara></step>\r
- <step><simpara>The Receiver defaults to the branch at which your workstation is registered. You can\r
- change the receiver by selecting an org unit from the drop down menu.\r
- The bibliographic line items are listed in the next section of the invoice. Along with the title\r
- and author of the line items is a summary of copies ordered, received, invoiced, claimed, and\r
- cancelled. You can also view the amounts estimated, encumbered, and paid for each line item.\r
- Finally, each line item has a line item ID and links to the selection list (if used) and the purchase\r
- order.</simpara></step>\r
- <step><simpara>Enter the number of items that were invoiced, the amount that the organization was billed,\r
- and the amount that the organization paid.</simpara></step>\r
- <step><simpara>You have the option to add charge types if applicable. Charge types are additional charges\r
- that can be selected from the drop down menu. Common charge types include taxes and\r
- handling fees.</simpara></step>\r
- <step><simpara>You have three options for saving an invoice. You can click Save, which saves the changes\r
- that you have made, but keeps the invoice open. You can click Save and Prorate, which\r
- enables you to save the invoice and prorate any additional charges, such as taxes, across\r
- funds, if multiple funds have been used to pay the invoice. You also can click Save and\r
- Close. Choose this option when you have completed the invoice.</simpara></step>\r
- </procedure>\r
- <note><simpara>You can re-open a closed invoice by clicking the link, Re-open invoice. This link\r
- appears at the bottom of a closed invoice.</simpara></note>\r
- </simplesect>\r
- <simplesect>\r
- <title>Link an existing invoice to a purchase order</title>\r
- <simpara>You can use the link invoice feature to link an existing invoice to a purchase\r
- order. For example, an invoice is received for a shipment with items on\r
- purchase order #1 and purchase order #2. When the invoice arrives, purchase\r
- order #1 is retrieved, and the invoice is created. To receive the items on\r
- purchase order #2, simply link the invoice to the purchase order. You do not\r
- need to recreate it.</simpara>\r
- <procedure>\r
- <step><simpara>Open a purchase order.</simpara></step>\r
- <step><simpara>Click Link Invoice.</simpara></step>\r
- <step><simpara>Enter the Invoice # and the Provider of the invoice to which you wish to link.</simpara></step>\r
- <step><simpara>Click Link.</simpara></step>\r
- </procedure>\r
- </simplesect>\r
- <simplesect>\r
- <title>View an invoice</title>\r
- <simpara>You can view an invoice in one of four ways: view open invoices; view invoices\r
- on a purchase order; view invoices by searching specific invoice fields; view\r
- invoices attached to a line item.</simpara>\r
- <itemizedlist>\r
- <listitem><simpara>To view open invoices, click Acquisitions → Open invoices. This opens the Acquisitions\r
- Search screen. The default fields search for open invoices. Click Search.</simpara></listitem>\r
- <listitem><simpara>To view invoices on a purchase order, open a purchase order, and click the View Invoices\r
- link. The number in parentheses indicates the number of invoices that are attached to the\r
- purchase order.</simpara></listitem>\r
- </itemizedlist>\r
- </simplesect>\r
-</section>\r
-<section id="_line_items">\r
- <title>Line Items</title>\r
- <simpara>Line items represent bibliographic records on a selection list or purchase\r
- order. One line item corresponds to one bibliographic record. Line items\r
- contain attributes, which are characteristics of the bibliographic record, such\r
- as ISBNs or Title. Line items also contain copy information, price information,\r
- and notes and alerts.</simpara>\r
- <simplesect>\r
- <title>Add alerts to a line item</title>\r
- <simpara>Alerts are pop up messages that appear when an item is received. Alerts can be\r
- printed on the line item worksheet.</simpara>\r
- <procedure>\r
- <step><simpara>Click the Notes link on the line item.</simpara></step>\r
- <step><simpara>Click the New Alert drop down button.</simpara></step>\r
- <step><simpara>Choose an alert code from the drop down menu.</simpara></step>\r
- <step><simpara>Add additional comments if desired.</simpara></step>\r
- <step><simpara>Click Create. The alert will display on the screen.</simpara></step>\r
- <step><simpara>Click Return to return to the line item. When you return to the line item,\r
- a flag will appear to indicate that an alert is on the line item.</simpara></step>\r
- </procedure>\r
- </simplesect>\r
- <simplesect>\r
- <title>Add copies to a line item</title>\r
- <simpara>Use the Copies link to add copy information to a line item. You can add copies\r
- to line items on a selection list or a purchase order.</simpara>\r
- <procedure>\r
- <step><simpara>Click the Copies link on a line item.</simpara></step>\r
- <step><simpara>Enter the number of items that you want to order in Item Count, and click Go. The number\r
- of items that you want to order will display below.</simpara></step>\r
- <step><simpara>If desired, apply a Distribution Formula from the drop down list. Distribution formulas tell\r
- the ILS how many copies should be distributed to each location.</simpara></step>\r
- <step><simpara>The owning branch and shelving location populate with entries from the distribution\r
- formula. Click Apply.</simpara></step>\r
- <step><simpara>Look back at the top gray row of text boxes above the distribution formula. Each text box in\r
- this row corresponds to the columns below. Changes made here will be applied to all\r
- copies below. Click Batch Update.</simpara></step>\r
- <step><simpara>Click Save Changes.</simpara></step>\r
- <step><simpara>Click Return to return to the selection list or purchase order.</simpara></step>\r
- <step><simpara>Add the item’s price to the line item in the Estimated Price field.</simpara></step>\r
- </procedure>\r
- </simplesect>\r
- <simplesect>\r
- <title>Add notes to a line item</title>\r
- <simpara>Notes on line items can include any additional information that you want to add\r
- to the line item. Notes can be internal or can be made available to providers.\r
- Notes appear in a pop up box when an item is received. Notes can be printed on\r
- line item worksheets, which can be printed and placed in books for processing.</simpara>\r
- <procedure>\r
- <step><simpara>Click the Notes link on the line item.</simpara></step>\r
- <step><simpara>Click the New Note drop down button.</simpara></step>\r
- <step><simpara>Enter a note.</simpara></step>\r
- <step><simpara>You have the option to make this note available to your provider. Click the\r
- check box adjacent to Note is vendor-public.</simpara></step>\r
- <step><simpara>Click Create. The note will appear on the screen.</simpara></step>\r
- <step><simpara>Click Return to return to the line item. When you return to the line item,\r
- a number in parentheses adjacent to notes indicates how many notes are attached\r
- to the item.</simpara></step>\r
- </procedure>\r
- </simplesect>\r
- <simplesect>\r
- <title>Holdings maintenance</title>\r
- <simpara>After an item has been received, click Actions → Holdings Maintenance to edit\r
- holdings. The Holdings Maintenance screen opens in a new tab.</simpara>\r
- </simplesect>\r
- <simplesect>\r
- <title>Link to invoice</title>\r
- <simpara>Use the Link to invoice menu item to link the line item to an invoice that\r
- already exists in the ILS.</simpara>\r
- <procedure>\r
- <step><simpara>Click Actions → Link to Invoice.</simpara></step>\r
- <step><simpara>A pop up box appears. Enter an invoice number.</simpara></step>\r
- <step><simpara>Enter a provider. The field will auto-complete.</simpara></step>\r
- <step><simpara>Click Link.</simpara></step>\r
- </procedure>\r
- </simplesect>\r
- <simplesect>\r
- <title>Update barcodes</title>\r
- <simpara>After an item has been received, click Actions → Update Barcodes to edit\r
- holdings. The Volume and Copy Creator screen opens in a new tab.</simpara>\r
- </simplesect>\r
- <simplesect>\r
- <title>View history</title>\r
- <simpara>Click Actions → View history to view the changes that have occurred in the\r
- life of the line item.</simpara>\r
- </simplesect>\r
- <simplesect>\r
- <title>View invoice</title>\r
- <simpara>Click Actions → View invoice to view any invoices that are attached to the line item.</simpara>\r
- </simplesect>\r
- <simplesect>\r
- <title>Line Item Worksheet</title>\r
- <simpara>The Line Item Worksheet was designed to be a printable sheet that contains\r
- details about the line item, including alerts and notes, and distribution of\r
- the copies. This worksheet could placed in a book that is sent to cataloging or\r
- processing.</simpara>\r
- <procedure>\r
- <step><simpara>From a selection list or purchase order, click the worksheet link on the line item.</simpara></step>\r
- <step><simpara>The line item worksheet appears.</simpara></step>\r
- <step><simpara>To print the worksheet, click the Print Page link in the top right corner.</simpara></step>\r
- </procedure>\r
- </simplesect>\r
- <simplesect>\r
- <title>Link line items to the catalog</title>\r
- <simpara>You can link a MARC record or brief record on a selection list to the corresponding MARC record\r
- in the catalog. This may be useful for librarians who have a brief MARC record in their catalog\r
- and want to import a better record that is attached to their selection list. No collision detection\r
- exists when importing an item into the selection list or catalog, so the link to catalog option\r
- enables you to search for a matching record and link to it from the selection list or purchase\r
- order. When you import the record from the purchase order, the record will overlay the linked\r
- record in the catalog.</simpara>\r
- <procedure>\r
- <step><simpara>From the line item, click Link to catalog.</simpara></step>\r
- <step><simpara>In the text box that pops up, search terms, such as ISBN and title, are entered by default.</simpara></step>\r
- <step><simpara>Click Search.</simpara></step>\r
- <step><simpara>Result(s) appear. Click the link to View MARC, or Select the record to link it to the record on\r
- the selection list or purchase order.</simpara></step>\r
- <step><simpara>The screen will reload, and the line item displays with a catalog link. The records are linked.</simpara></step>\r
- </procedure>\r
- </simplesect>\r
-</section>\r
-<section id="_load_bib_records_and_items_into_the_catalog">\r
- <title>Load Bib Records and Items Into the Catalog</title>\r
- <simpara>You can load bib records and items into the catalog at three different locations in the\r
- acquisitions module.</simpara>\r
- <itemizedlist>\r
- <listitem><simpara>You can import bib records and items (if holdings information is attached) when you upload\r
- MARC order records. Click Acquisitions → Load MARC Order Records and check the box\r
- adjacent to Load Bibs and Items into the ILS.</simpara></listitem>\r
- <listitem><simpara>You can import bib records and items into the catalog when you create a purchase order\r
- from a selection list. From the selection list, click Actions → Create Purchase Order. Check\r
- the box adjacent to Load Bibs and Items into the ILS to import the records into the catalog.</simpara></listitem>\r
- <listitem><simpara>You can import bib records and items into the catalog from a purchase order by clicking\r
- Actions → Load Bibs and Items.</simpara></listitem>\r
- </itemizedlist>\r
- <note><simpara>If you have not loaded bib records and items into the catalog before you activate\r
- a purchase order, then the ILS will automatically import the bib records and\r
- items into the catalog when you activate the purchase order.</simpara></note>\r
-\r
- <simplesect>\r
- <title>Load Catalog Record IDs</title>\r
- <simpara>The Load Catalog Record IDs function enables you to create line items from a\r
- list of catalog records whose record IDs are saved in a CSV file.</simpara><simpara>This would be useful if you want to batch order copies of items that your\r
- organization already owns. For example, you run a copy/hold ratio report to\r
- identify how many copies you have available compared to the number of holds\r
- that are on your Hot Fiction display. You decide that you want to order an\r
- extra copy of six titles. Your copy/hold ratio report includes the record ID of\r
- each title. You can save the record IDs into a CSV file, upload the file into\r
- the ILS, and create a purchase order for the items.</simpara>\r
- <procedure>\r
- <step><simpara>Create a CSV file with the record ID of each catalog record in the first\r
- column of the spreadsheet. You can create this CSV file from a spreadsheet\r
- generated by a report, as suggested in the aforementioned example. You can also\r
- copy and paste record IDs from the catalog record into the CSV file.</simpara>\r
- <note><simpara>Record IDs are auto-generated digits associated with each record. They are\r
- found in the Record Summary that appears at the top of each record.</simpara></note>\r
- </step>\r
- <step><simpara>Save the CSV file to your computer.</simpara></step>\r
- <step><simpara>Click Acquisitions → Load Catalog Record IDs.</simpara></step>\r
- <step><simpara>Click Load More Terms.</simpara></step>\r
- <step><simpara>The screen will display the number of terms (record IDs) that have been loaded.</simpara></step>\r
- <step><simpara>Click Retrieve Records. The records will appear as line items to which you can add copies,\r
- notes, and pricing information. Use the Actions menu to save these items to a selection list or\r
- purchase order.</simpara></step>\r
- </procedure>\r
- </simplesect>\r
- <simplesect>\r
- <title>Load MARC Order Records</title>\r
- <simpara>The Load MARC Order Records screen enables you to upload MARC records that have been\r
- saved on your computer into the ILS. You can add the records to a selection list and/or to a\r
- purchase order. You can both create and activate purchase orders in one step from this\r
- interface. Also, from this interface, you can load bibs and items into the catalog.</simpara>\r
- <procedure>\r
- <step><simpara>Click Acquisitions → Load MARC Order Records</simpara></step>\r
- <step><simpara>If you want to upload the MARC records to a new purchase order, then click the check box\r
- adjacent to Create Purchase Order.</simpara></step>\r
- <step><simpara>If you want to activate the purchase order at the time of creation, then click the check box\r
- adjacent to Activate Purchase Order.</simpara></step>\r
- <step><simpara>If you want to load bibs and items into the catalog, then click the check box adjacent to\r
- Load Bibs and Items into the ILS.</simpara></step>\r
- <step><simpara>Enter the name of the Provider. The text will auto-complete.</simpara></step>\r
- <step><simpara>Select an org unit from the drop down menu. The context org unit is the org unit that\r
- "owns" the bib record. You should select a physical location rather than a political or\r
- administrative org unit as the context org unit. For example, the Smith County Library\r
- System is funding purchase of a copy of Gone with the Wind. The system owns the bib\r
- record, but it cannot receive the physical item. The acquisitions librarian will choose a\r
- physical branch of that system, a processing center or an individual branch, to receive the\r
- item.</simpara></step>\r
- <step><simpara>If you want to upload the records to a selection list, you can select a list from the drop down\r
- menu, or type in the name of the selection list that you want to create.</simpara></step>\r
- <step><simpara>Click Browse to search for the file of bibliographic records.</simpara></step>\r
- <step><simpara>Click Upload.</simpara></step>\r
- <step><simpara>A summary of the items that have been processed will appear.</simpara></step>\r
- <step><simpara>Click the links that appear to view the purchase order or the selection list.</simpara></step>\r
- </procedure>\r
- </simplesect>\r
- <simplesect>\r
- <title>MARC Federated Search</title>\r
- <simpara>The MARC Federated Search enables you to import bibliographic records into a selection list or\r
- purchase order from a Z39.50 source.</simpara>\r
- <procedure>\r
- <step><simpara>Click Acquisitions → MARC Federated Search.</simpara></step>\r
- <step><simpara>Check the boxes of Z39.50 services that you want to search. Your local Evergreen Catalog is\r
- checked by default. Click Submit.</simpara></step>\r
- <step><simpara>A list of results will appear. Click the Copies link to add copy information to the line item.</simpara></step>\r
- <step><simpara>Click the Notes link to add notes or line item alerts to the line item.</simpara></step>\r
- <step><simpara>Enter a price in the Estimated Price field.</simpara></step>\r
- <step><simpara>You can save the line item(s) to a selection list by checking the box on the line item and\r
- clicking Actions →Save Items to Selection List. You can also create a purchase order from\r
- the line item(s) by checking the box on the line item and clicking Actions → Create\r
- Purchase Order.</simpara></step>\r
- </procedure>\r
- </simplesect>\r
-</section>\r
-<section id="_patron_requests">\r
- <title>Patron Requests</title>\r
- <simpara>The patron requests interface will allow you to view requests that patrons make\r
- via the OPAC. The functionality for OPAC requests is not currently available\r
- in the native Evergreen interface, so the screen remains blank in 2.0.</simpara>\r
-</section>\r
-<section id="_purchase_orders">\r
- <title>Purchase Orders</title>\r
- <simpara>You can create a purchase order from a selection list, a batch upload of MARC\r
- order records, the View/Place Orders link in the catalog, or results from a\r
- MARC Federated Search. You can also create blanket\r
- purchase orders to which you can add brief records or generic charges and fees.</simpara>\r
- <simplesect>\r
- <title>Activate a purchase order</title>\r
- <simpara>Before you can active a purchase order, the following criteria must be met:</simpara>\r
- <procedure>\r
- <step><simpara>The field, Activate Order?, is located in the top half of the purchase order. The answer\r
- adjacent to this field must be Yes.</simpara></step>\r
- <step><simpara>Each line item must contain an estimated price. If the Activate Order? field in the top half\r
- of the purchase order reads, No: The lineitem has no price (ACQ_LINEITEM_NO_PRICE),\r
- then simply enter a price in the estimated price field, tab out of the field, and click Reload.</simpara></step>\r
- </procedure><simpara>When the above criteria have been met, proceed with the following:\r
- . Look at the Activate Order? field in the top half of the purchase order. Click the\r
- hyperlinked Activate Order. When you activate the order, the bibliographic records and\r
- copies will be imported into the catalog, and the funds associated with the purchases will be\r
- encumbered.</simpara>\r
- <note><simpara>You can add brief records to new or existing purchase orders.</simpara></note>\r
- </simplesect>\r
- <simplesect>\r
- <title>Add charges, taxes, fees, or discounts to a purchase order</title>\r
- <simpara>You can add charges, taxes, fees, or discounts to a purchase order. These\r
- additional charges will be reflected in the amounts that are estimated and\r
- encumbered on the purchase order.</simpara>\r
- <procedure>\r
- <step><simpara>Open or create a purchase order.</simpara></step>\r
- <step><simpara>Click New charge.</simpara></step>\r
- <step><simpara>Select a charge type from the drop down menu.</simpara></step>\r
- <step><simpara>Select a fund from the drop down menu.</simpara></step>\r
- <step><simpara>Enter a Title/Description, Author, and Note if applicable.</simpara></step>\r
- <step><simpara>Enter an estimated cost.</simpara></step>\r
- <step><simpara>Add another new charge, or click Save New Charges.</simpara></step>\r
- </procedure>\r
- <note><simpara>Discounts are not consistently supported in the 2.0 release.</simpara></note>\r
- </simplesect>\r
- <simplesect>\r
- <title>Add notes to a purchase order</title>\r
- <simpara>You can add notes to each purchase order. These can be viewed by staff and/or\r
- by the provider. By default, notes are only visible to staff.</simpara>\r
- <procedure>\r
- <step><simpara>Open a purchase order.</simpara></step>\r
- <step><simpara>In the top half of the purchase order, you see a Notes field. The number of notes that are\r
- attached to the purchase order is hyperlinked in parentheses next to the Notes field.</simpara></step>\r
- <step><simpara>Click the hyperlinked number.</simpara></step>\r
- <step><simpara>Click New Note.</simpara></step>\r
- <step><simpara>Enter the note. If you wish to make it available to the provider, click the check box adjacent\r
- to Note is vendor-public.</simpara></step>\r
- <step><simpara>Click Create.</simpara></step>\r
- </procedure>\r
- </simplesect>\r
- <simplesect>\r
- <title>Create a purchase order</title>\r
- <procedure>\r
- <step><simpara>Click Acquisitions → Create Purchase Order.</simpara></step>\r
- <step><simpara>A pop-up box appears. Select an owning library from the drop down menu.</simpara></step>\r
- <step><simpara>Enter a provider in the box. The text will auto complete.</simpara></step>\r
- <step><simpara>Check the box adjacent to Prepayment Required.</simpara></step>\r
- <step><simpara>Click Save.</simpara></step>\r
- <step><simpara>The purchase order has been created. You can now create a new charge type or add a brief\r
- record.</simpara></step>\r
- </procedure>\r
- <note><simpara>The Total Estimated is the sum of the prices. The Total Encumbered is the total\r
- estimated that is encumbered when the purchase order is activated. The Total\r
- Spent column automatically updates when the items are invoiced.</simpara></note>\r
- </simplesect>\r
- <simplesect>\r
- <title>Mark ready for order</title>\r
- <simpara>After an item has been added to a selection list or purchase order, you can mark it ready for\r
- order. This step is optional but may be useful to individual workflows.</simpara>\r
- <procedure>\r
- <step><simpara>If you want to mark part of a selection list ready for selector, then you can check the box(es)\r
- of the line item(s) that you wish to mark ready for selector. If you want to mark the entire\r
- list ready for selector, then skip to step 2.</simpara></step>\r
- <step><simpara>Click Actions → Mark Ready for Order.</simpara></step>\r
- <step><simpara>A pop up box will appear. Choose to mark the selected line items or all line items.</simpara></step>\r
- <step><simpara>Click Go.</simpara></step>\r
- <step><simpara>The screen will refresh. The line item will be highlighted gray, and the status will change to\r
- order-ready.</simpara></step>\r
- </procedure>\r
- </simplesect>\r
- <simplesect>\r
- <title>Name a purchase order</title>\r
- <simpara>A new purchase order is given the purchase order ID as a default name. However,\r
- you can change that name to any grouping of letters or numbers. You can reuse\r
- purchase order names as long as a name is never used twice in the same year.</simpara>\r
- <procedure>\r
- <step><simpara>Open or create a purchase order.</simpara></step>\r
- <step><simpara>The Name of the purchase order is in the top left column of the purchase order. The\r
- hyperlinked number is an internal ID number that Evergreen has assigned.</simpara></step>\r
- <step><simpara>To change this number, click on the hyperlinked ID.</simpara></step>\r
- <step><simpara>Enter a new purchase order number in the pop up box.</simpara></step>\r
- <step><simpara>Click OK.</simpara></step>\r
- </procedure>\r
- </simplesect>\r
- <simplesect>\r
- <title>Print purchase orders</title>\r
- <simpara>You can print a purchase order from the purchase order screen. If you add a\r
- note to a line item, the note will only appear in the Notes column on the\r
- printed purchase order if you make the note vendor-public. Currently, no notes\r
- appear in the Notes to the Vendor section of the printed purchase order.</simpara>\r
- <procedure>\r
- <step><simpara>Open a purchase order.</simpara></step>\r
- <step><simpara>Click Actions → Print Purchase Order.</simpara></step>\r
- </procedure>\r
- </simplesect>\r
- <simplesect>\r
- <title>Split order by line items</title>\r
- <simpara>You can create a purchase order with multiple line items, and then split the\r
- purchase order so that each line item is on separate purchase orders.</simpara><simpara>When a purchase order is in the status of pending, a link to split order by\r
- Lineitems appears in the bottom left corner of the top half of the screen.</simpara>\r
- <procedure>\r
- <step><simpara>Click Split Order by Lineitems.</simpara></step>\r
- <step><simpara>A pop up box will confirm that you want to split the purchase order. Click OK to continue.</simpara></step>\r
- <step><simpara>The items will display by default as a virtual combined purchase order. Future\r
- enhancements will allow you to activate the purchase order for each item from this screen.</simpara></step>\r
- </procedure>\r
- </simplesect>\r
- <simplesect>\r
- <title>View On-Order Purchase Orders</title>\r
- <simpara>You can view a list of on-order purchase orders by clicking Acquisitions –> Purchase Orders. The\r
- ordering agency defaults to the branch at which your workstation is registered. The state of the\r
- purchase order defaults to on-order.</simpara><simpara>You can add more search terms by clicking Add Search Term. Search terms are ANDed together.\r
- Click Search to begin your search.</simpara><simpara>If you want to expand or change your search of purchase orders, you can choose other criteria\r
- from the drop down menus.</simpara>\r
- </simplesect>\r
- <simplesect>\r
- <title>View EDI messages on a purchase order</title>\r
- <simpara>You can view electronic messages from your vendor about a specific purchase order.</simpara>\r
- <procedure>\r
- <step><simpara>Open a purchase order.</simpara></step>\r
- <step><simpara>In the top half of the purchase order, you see an EDI Messages field. The number of\r
- messages that are attached to the purchase order is hyperlinked in parentheses next to the\r
- EDI Messages field.</simpara></step>\r
- <step><simpara>Click the hyperlinked number to view the messages.</simpara></step>\r
- </procedure>\r
- </simplesect>\r
- <simplesect>\r
- <title>View Purchase Order History</title>\r
- <simpara>In the top half of the purchase order, you can view the history of the purchase\r
- order. Click the View link in the History field.</simpara>\r
- </simplesect>\r
-</section>\r
-<section id="acquisitions_receiving">\r
- <title>Receiving</title>\r
- <simpara>You can receive and un-receive entire purchase orders, line items, and\r
- individual copies. You can receive items before or after you invoice items.</simpara>\r
- <simplesect>\r
- <title>Receive/un-receive copies</title>\r
- <itemizedlist>\r
- <listitem><simpara>To receive copies, click the Copies link on the line item, and click the Mark Received link\r
- adjacent to each copy.</simpara></listitem>\r
- <listitem><simpara>To un-receive copies, click the Copies link on the line item, and click the Un-Receive link\r
- adjacent to each copy.</simpara></listitem>\r
- </itemizedlist>\r
- </simplesect>\r
- <simplesect>\r
- <title>Receive/un-receive line items</title>\r
- <itemizedlist>\r
- <listitem><simpara>To receive a line item, click the Actions → Mark Received link on the line item.</simpara></listitem>\r
- <listitem><simpara>To un-receive a line item, click the Actions → Un-receive link on the line item.</simpara></listitem>\r
- </itemizedlist>\r
- </simplesect>\r
- <simplesect>\r
- <title>Receive/un-receive purchase orders</title>\r
- <itemizedlist>\r
- <listitem><simpara>To receive a purchase order, click Actions →Mark Purchase Order as Received. The\r
- purchase order will have a state of received.</simpara></listitem>\r
- <listitem><simpara>To un-receive a purchase order, click Actions →Un-Receive Purchase Order. The purchase\r
- will have a state of on order.</simpara></listitem>\r
- </itemizedlist>\r
- </simplesect>\r
-</section>\r
-<section id="acquisitons_searching">\r
- <title>Searching</title>\r
- <simpara>In the acquisitions module, you can search line items, line items and catalog\r
- records, selection lists, purchase orders, and invoices. To access the\r
- searching interface, click Acquisitions → General Search.</simpara>\r
- <note><simpara>Users may wish to begin their acquisitions process by searching line items\r
- and catalog records. This ensures that they do not purchase an item that the\r
- library already owns or is on another selection list or purchase order.</simpara></note>\r
- <procedure>\r
- <step><simpara>Choose the object that you would like to search from the drop down menu.</simpara></step>\r
- <step><simpara>Next, refine your search by choosing the specific fields that you would like to search. Click\r
- Add Search Term to add more fields. Search terms are ANDed together. Click the red X at\r
- the end of each row to delete search terms. Some search terms will be disabled depending\r
- on your choice of items to search.</simpara></step>\r
- <step><simpara>After you have added search term(s), click Search or click the Enter key. A list of results\r
- appears.</simpara></step>\r
- <step><simpara>If you want to edit your search, click the Reveal Search button in the top right corner of the\r
- results screen to display your search.</simpara></step>\r
- </procedure>\r
-</section>\r
-<section id="acquisitons__selection_lists">\r
- <title>Selection Lists</title>\r
- <simpara>Selection lists allow you to create, manage, and save lists of items that you\r
- may want to purchase. To view your selection list, click Acquisitions → My\r
- Selection Lists. Use the general search to view selection lists created by\r
- other users.</simpara>\r
- <simplesect>\r
- <title>Create a selection list</title>\r
- <simpara>Selection lists can be created in four areas within the module. Selection lists can be created\r
- when you Add Brief Records, Upload MARC Order Records, or find records through the MARC\r
- Federated Search. In each of these interfaces, you will find the Add to Selection List field.\r
- Enter the name of the selection list that you want to create in that field.\r
- Selection lists can also be created through the My Selection Lists interface:</simpara>\r
- <procedure>\r
- <step><simpara>Click Acquisitions → My Selection Lists.</simpara></step>\r
- <step><simpara>Click the New Selection List drop down arrow.</simpara></step>\r
- <step><simpara>Enter the name of the selection list in the box that appears.</simpara></step>\r
- <step><simpara>Click Create.</simpara></step>\r
- </procedure>\r
- </simplesect>\r
- <simplesect>\r
- <title>Add items to a selection list</title>\r
- <simpara>You can add items to a selection list in one of three ways: add a brief record; upload MARC order records; add records through a\r
- federated search; or use the View/Place Orders menu item in the\r
- catalog.</simpara>\r
- </simplesect>\r
- <simplesect>\r
- <title>Clone selection lists</title>\r
- <simpara>Cloning selection lists enables you to copy one selection list into a new\r
- selection list. You can maintain both copies of the list, or you can delete the\r
- previous list.</simpara>\r
- <procedure>\r
- <step><simpara>Click Acquisitions → My Selection Lists.</simpara></step>\r
- <step><simpara>Check the box adjacent to the list that you want to clone.</simpara></step>\r
- <step><simpara>Click Clone Selected.</simpara></step>\r
- <step><simpara>Enter a name into the box that appears, and click Clone.</simpara></step>\r
- </procedure>\r
- </simplesect>\r
- <simplesect>\r
- <title>Merge selection lists</title>\r
- <simpara>You can merge two or more selection lists into one selection list.</simpara>\r
- <procedure>\r
- <step><simpara>Click Acquisitions → My Selection Lists.</simpara></step>\r
- <step><simpara>Check the boxes adjacent to the selection lists that you want to merge, and click Merge\r
- Selected.</simpara></step>\r
- <step><simpara>Choose the Lead Selection List from the drop down menu. This is the list to which the items\r
- on the other list(s) will be transferred.</simpara></step>\r
- <step><simpara>Click Merge.</simpara></step>\r
- </procedure>\r
- </simplesect>\r
- <simplesect>\r
- <title>Delete selection lists</title>\r
- <simpara>You can delete selection lists that you do not want to save. You will not be able to retrieve\r
- these items through the General Search after you have deleted the list. You must delete all line\r
- items from a selection list before you can delete the list.</simpara>\r
- <procedure>\r
- <step><simpara>Click Acquisitions → My Selection Lists.</simpara></step>\r
- <step><simpara>Check the box adjacent to the selection list(s) that you want to delete.</simpara></step>\r
- <step><simpara>Click Delete Selected.</simpara></step>\r
- </procedure>\r
- </simplesect>\r
- <simplesect>\r
- <title>Mark Ready for Selector</title>\r
- <simpara>After an item has been added to a selection list or purchase order, you can\r
- mark it ready for selector. This step is optional but may be useful to\r
- individual workflows.</simpara>\r
- <procedure>\r
- <step><simpara>If you want to mark part of a selection list ready for selector, then you can check the box(es)\r
- of the line item(s) that you wish to mark ready for selector. If you want to mark the entire\r
- list ready for selector, then skip to step 2.</simpara></step>\r
- <step><simpara>Click Actions → Mark Ready for Selector.</simpara></step>\r
- <step><simpara>A pop up box will appear. Choose to mark the selected line items or all line items.</simpara></step>\r
- <step><simpara>Click Go.</simpara></step>\r
- <step><simpara>The screen will refresh. The marked line item(s) will be highlighted pink, and the status\r
- changes to selector-ready.</simpara></step>\r
- </procedure>\r
- </simplesect>\r
- <simplesect>\r
- <title>Convert selection list to purchase order</title>\r
- <simpara>Use the Actions menu to convert a selection list to a purchase order.</simpara>\r
- <procedure>\r
- <step><simpara>From a selection list, click Actions → Create Purchase Order.</simpara></step>\r
- <step><simpara>A pop up box will appear.</simpara></step>\r
- <step><simpara>Select the ordering agency from the drop down menu.</simpara></step>\r
- <step><simpara>Enter the provider.</simpara></step>\r
- <step><simpara>Check the box adjacent to prepayment required if prepayment is required.</simpara></step>\r
- <step><simpara>Choose if you will add All Lineitems or Selected Lineitems to your purchase order.</simpara></step>\r
- <step><simpara>Check the box if you want to Import Bibs and Create Copies in the catalog.</simpara></step>\r
- <step><simpara>Click Submit.</simpara></step>\r
- </procedure>\r
- </simplesect>\r
-</section>\r
-<section id="acquisitons_view_place_orders">\r
- <title>View/Place Orders</title>\r
- <procedure>\r
- <step><simpara>Open a bib record.</simpara></step>\r
- <step><simpara>Click Actions for this Record → View/Place Orders.</simpara></step>\r
- <step><simpara>Click Add to Selection List, or click Create Purchase Order.</simpara></step>\r
- </procedure>\r
-</section>\r
-</chapter>\r
projects / Evergreen-DocBook.git / blobdiff