You cannot select the checkbox for any of the default cancel reasons because the
system expects those reasons to be available to handle EDI order responses.
-
+[[acq_claiming]]
== Claiming ==
indexterm:[acquisitions,claiming]
-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.
+The Claiming interface enables you to create claim policies and specify the action(s) that users should take to claim items. Claim policies can be associated with a particular vendor or lineitems on a PO. When items are eligible for claiming, they will appear in _Acquisitions -> Claim Ready Items_. Currently, all claiming is manual and users will need to take an action based on the claim policy.
+
+image::media/claiming1.PNG[Claiming]
+[[acq_claim_policy]]
=== 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, go to _Administration -> Acquisitions Administration>Claiming_. The first tab in this interface is labeled _Claim Policies_. Claim Policies enables you to name the claim policy and specify the organization that owns it.
+
+. To create a claim policy, click _New Claim Policy_.
+
+. Enter a Claim Policy Name. No limits exist on the number of characters that can be entered in this field. Example: Overdue - 30 days or Brodart Shelf-ready
+
+. Enter a claim policy Description. No limits exist on the number of characters that can be entered in this field. Example: Materials overdue by 30 days.
+
+. 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 Short (Policy) Name codes that you created for your libraries in the organizational units tree (See Administration -> Server Administration -> Organizational Units).
+
+[NOTE] The rule of parental inheritance applies to this list.
-. 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).
-+
-[NOTE]
-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_.
+
+
+[[acq_claim_type]]
=== 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 _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).
-+
-[NOTE]
-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.
+. To create a Claim Type, go to the Claim Types tab and click _New Claim Type_.
+
+. Enter a Code and a Description. No limits exist on the number of characters that can be entered in these fields. Example: Past due, Damaged, Wrong Item, etc.
+
+. 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 Short (Policy) Name codes that you created for your libraries in the organizational units tree (See Administration -> Server Administration -> Organizational Units).
+
+[NOTE] The rule of parental inheritance applies to this list.
+
. Click _Save_.
+[[acq_claim_event_type]]
=== 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.
+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 create a Claim Event Type, go to the Claim Event Types tab and click _New 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. Example: Email, Phone call, etc.
+
+. 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.
+
+[NOTE] Currently, all claims are initiated by a user. The ILS cannot automatically claim an issue.
+
+. 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 Short (Policy) Name codes that you created for your libraries in the organizational units tree (See Administration -> Server Administration -> Organizational Units).
+
+[NOTE] The rule of parental inheritance applies to this list.
-. 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).
-+
-[NOTE]
-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.
-+
-[NOTE]
-Currently, all claims are initiated by a user. The ILS cannot automatically
-claim an issue.
-+
. Click _Save_.
+[[acq_claim_policy_action]]
=== Create a claim policy action ===
-The claim policy action enables you to specify how long a user should wait
-before claiming the item.
+The Claim Policy Action enables you to specify how long a user should wait before claiming the item or how long Evergreen should wait until the item appears on the Claim Ready Items list.
-. To access claim policy actions, click _Administration -> Acquisitions Administration ->
-Claim Policy Actions_.
+. To create a New Claim Policy Action, go to the Claim Policy Actions tab and click _New Claim Policy Action_.
-. Select an Action (Event Type) from the drop-down menu.
+. 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.
+. 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.
+. In the _Claim Policy ID_ field, select a claim policy from the drop-down menu.
. Click _Save_.
-[NOTE]
-You can create claim cycles by adding multiple claim policy actions to a claim
- policy.
-
-== Currency Types ==
+[[acq_currency]]
+== Currencies and Exchange Rates ==
indexterm:[acquisitions,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.
+Currency types can be created to represent the various currencies a library may use for purchasing and acquisitions. Currency types are applied to funds in the administrative module (Administration -> Acquisitions Administration -> Fund Administration -> Funds). 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.
+image::media/currency1.PNG[Currencies and Exchange Rates]
=== Create a currency type ===
-. To create a new currency type, click _Administration -> Acquisitions Administration ->
-Currency types_.
+. To create a new currency type, go to _Administration -> Acquisitions Administration -> Currencies and Exchange Rates_ and click _New Currency Type_.
-. Enter the currency code. No limits exist on the number of characters that can
-be entered in this field.
+. 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.
+. Enter the name of the currency type in the Currency Label field. No limits exist on the number of characters that can be entered in this field.
-. Click Save.
+. Click _Save_.
+image::media/currency2.PNG[Create a New Currency Type]
=== 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.
+. To edit a currency label, right-click 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.
+. Select the _Edit Selected_ action. The pop-up box will appear, and you can edit the Currency Label field. Currency Code is not editable
-. After making changes, click Save.
+. After making changes, click _Save_.
[NOTE]
-From the currency types interface, you can delete currencies that have never
-been applied to funds or used to make purchases.
+From the Currencies and Exchange Rates interface, you can delete currencies that have never been applied to funds or used to make purchases. Multiple delete is not available in this interface.
+
+=== Exchange Rates ===
+
+indexterm:[acquisitions,exchange rates]
+
+Exchange rates define the rate of exchange between currencies. Evergreen will
+automatically calculate exchange rates for purchases.
+
+==== Create an exchange rate ====
+
+. To create an exchange rate, click on the _Manage Exchange Rates_ button associated with a specific Currency Type.
+
+. For that specific Currency Type, indicate the current exchange rate with the other configured currencies.
+
+. Click _Save_.
+image::media/currency3.PNG[Create a New Exchange Rate]
+
+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.
+
+[[acq_distribution_formulas]]
== Distribution Formulas ==
indexterm:[acquisitions,distribution formulas, templates]
=== Create a distribution formula ===
-. 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).
-+
-[NOTE]
-The rule of parental inheritance applies to this list.
-+
-. 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.
-* Copy Location
-* Fund
-* Circ Modifier
-* Collection Code
-. 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.
+. Go to _Administration -> Acquisitions Administration -> Distribution Formulas_.
-[NOTE]
-To edit the Formula Name, click the hyperlinked name of the formula in the top
-left corner. A pop-up box will enable you to enter a new formula name.
+. Click _New Distribution 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. TThe drop-down menu is controlled by permissions and you will see a list of org units that your user account has permission to create distribution formulas for.
+.
+
+[NOTE] The rule of parental inheritance applies to this list.
+
+. Next, start building the distribution formula by entering the following information:
+
+.. Owning Library: which library will receive the items. (required)
+
+.. Item Count: indicate the number of items that should be added to the lineitem for the Owning Library. (required)
+
+.. Optionally enter any of the following item details you want to predefine in the distribution formula:
+
+... Shelving Location: default shelving location for items when they are added to a purchase order. (optional, may be added in PO)
+
+... Fund: select the default purchasing fund. (optional, may be added in PO)
-=== Edit a distribution formula ===
+... Circ Modifier: select the default circulation modifier. (optional, may be added in PO)
-To edit a distribution formula, click the hyperlinked title of the formula.
+. Click _Add_ to add another row to the distribution formula. Add a row for each Owning Library that should be represented in the distribution formula.
+. Click _Save_ when the distribution formula is complete.
+
+image::media/distformula1.PNG[Create a New Distribution Formula]
+
+The Distribution Formula may now be applied to lineitems on a Purchase Order to streamline the ordering process.
+
+To edit an existing Distribution Formula, double-click on the line of the formula you want to edit. Alternatively, you can right-click on the line and select _Edit Selected_. To delete a Distribution Formula, right-click on the line you wish to delete and select _Delete Selected_. Multiple-delete is not available for Distribution Formulas.
+
+Please note that as part of the Angular Acquisitions work, the Skip Count field was removed since it is not actually used in the code.
+
+
+[[acq_edi]]
== Electronic Data Interchange ==
indexterm:[acquisitions,EDI,accounts]
indexterm:[EDI,accounts]
. Enter your library's SAN in the field labeled _SAN_.
. Click _Save_.
-image::media/enter-library-san-2.png[Enter Library SAN]
+image::media/library_san_angular.png[Enter Library SAN]
==== Entering a Provider's SAN ====
These steps need to be repeated for every provider with which EDI is used.
. In Evergreen select _Administration_ -> _Acquisitions Administration_ -> _Providers_.
-. Click the hyperlinked name of the provider you would like to edit.
+. Double click in the grid line of the provider you would like to edit.
+
-image::media/enter-provider-san-1.png[Enter Provider SAN]
+image::media/provider_san_ang_1.png[Enter Provider SAN]
-. Enter your provider's SAN in the field labeled _SAN_.
+. Scroll down to see the field labeled _SAN_ and enter your provider's SAN.
. Click _Save_.
+
-image::media/enter-provider-san-2.png[Enter Provider SAN]
+image::media/provider_san_ang_2.png[Enter Provider SAN]
=== Create an EDI Account ===
* Path
* Incoming Directory
* Provider's SAN
-
+* Account, Account Number, and Assigned Code if your Provider uses that information.
. In Evergreen select _Administration_ -> _Acquisitions Administration_ -> _EDI Accounts_.
-. Click _New Account_. A pop-up will appear.
+. Click _New EDI Account_. A pop-up will appear.
+
-image::media/create-edi-accounts-2.png[Create EDI Account]
+image::media/new_edi_account_ang.png[Create EDI Account]
. Fill in the following fields:
-* In the _Label_ field, enter a name for the EDI account.
+* In the _Label_ field, enter a name for the EDI account. This field is required.
+* In the _Provider_ field, select the Provider code from the dropdown. This field is required.
+* In the _Owner_ field, select the owning Organizational Unit from the dropdown. Multi-branch libraries should select their top level organizational unit.
+* In the _Account_ field, enter information supplied by your provider.
+* In the _Vendor Account Number_ field, enter information supplied by your provider.
+* In the _Vendor Assigned Code_ field, enter information supplied by your provider.
+* The _Last Activity_ updates automatically with any inbound or outbound communication.
* In the _Host_ field, enter the requisite FTP or SCP information supplied by
your provider. Be sure to include the protocol (e.g. `ftp://ftp.vendorname.com`)
* In the _Username_ field, enter the username supplied by your provider.
* In the _Password_ field, enter the password supplied by your provider.
-* Select your library as the _Owner_ from the drop down menu. Multi-branch libraries should select their top level organizational
- unit.
-* The _Last Activity_ updates automatically with any inbound or outbound communication.
-* In the _Provider_ field, enter the code used in Evergreen for your provider.
-* In the _Path_ field, enter the path supplied by your provider. The path indicates a directory on
-the provider's server where Evergreen will deposit its outgoing order files.
+* In the _Path_ field, enter the path supplied by your provider. The path indicates a directory on the provider's server where Evergreen will deposit its outgoing order files.
+
[TIP]
If your vendor requests a specific file extension for EDI purchase orders,
a directory called `in` with the file extension `.ord`, your path would
be `in/*.ord`.
+
-* In the _Incoming Directory_ field, enter the incoming directory supplied by your provider. This indicates
-the directory on the vendor’s server where Evergreen will retrieve incoming order responses and invoices.
+* In the _Incoming Directory_ field, enter the incoming directory supplied by your provider. This indicates the directory on the vendor’s server where Evergreen will retrieve incoming order responses and invoices.
+
[NOTE]
Don't worry if your incoming directory is named `out` or `outgoing`.
it contains files that the vendor is sending to Evergreen. However,
from Evergreen's perspective, these files are incoming.
+
-image::media/create-edi-accounts-3.png[Create EDI Account]
+* If your Provider requires the use of an Attributes set, check the box next to _Use EDI Attributes_ and select the correct Attributes set from the _EDI Attributes Set_ dropdown.
+image::media/new_edi_account_ang_2.png[Create EDI Account]
. Click _Save_.
-. Click on the link in the _Provider_ field.
-+
-image::media/create-edi-accounts-4.png[Create EDI Account]
-. Select the EDI account that has just been created from the _EDI Default_ drop down menu.
-+
-image::media/create-edi-accounts-5.png[Create EDI Account]
+[NOTE] If there are multiple EDI Accounts for your Provider, you may want to set a EDI Default, which can be done from the Provider interface.
-. Click _Save_.
+=== EDI Attribute Sets ===
-=== EDI Messages ===
+EDI Attribute Sets define the information that is sent to a vendor in EDI messages. Evergreen currently has stock EDI Attribute Sets for use with several materials vendors:
-indexterm:[EDI,messages]
-indexterm:[acquisitions,EDI,messages]
+* Baker & Taylor Default
+* Brodart Default
+* Ingram Default
+* Midwest Library Service
+* Midwest Tape Default
+* Recorded Books Default
+* ULS Default
+These stock EDI Attribute Sets can be modified depending on EDI configuration needs and customized EDI Attribute Sets can also be created.
-The EDI Messages screen displays all incoming and outgoing messages between the
-library and its providers. To see details of a particular EDI message,
-including the raw EDIFACT message, double click on a message entry. To find a
-specific EDI message, the Filter options can be useful. Outside the Admin
-interface, EDI messages that pertain to a specific purchase order can be
-viewed from the purchase order interface (See _Acquisitions -> Purchase Orders_).
+EDI Attribute Sets are linked to EDI Accounts in _Administration -> Acquisitions Administration -> EDI Accounts_.
-== Exchange Rates ==
+image::media/edi_attribute_sets_ang.png[EDI Attribute Sets]
-indexterm:[acquisitions,exchange rates]
+==== View or modify existing EDI Attribute Set configuration ====
-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.
+To view or modify an existing EDI Attribute Set:
-=== Create an exchange rate ===
+. Select the EDI Attribute Set row and go to the Actions menu or right-click to view the Actions menu and select _Edit Selected_.
+. The EDI Attribute Set editor will appear.
+. The Attribute Set Label will display the name of the EDI Attribute Set you are editing.
+. A list of attributes and their descriptions display. If the box next to the attribute is checked, the attribute will be included in the EDI Attribute Set and the information will be sent to the vendor via EDI order message when an order is placed in Evergreen.
+. Add or remove attributes from the set using the checkboxes and click _Save_.
-. To create a new exchange rate, click _Administration -> Acquisitions Administration ->
-Exchange Rates_.
+==== Create a new EDI Attribute Set ====
-. Click New Exchange Rate.
+To create a new EDI Attribute Set:
-. Enter the From Currency from the drop-down menu populated by the currency
-types.
+. Click _New EDI Attribute Set_.
+. Enter an Attribute Set Label to assign a name to the new attribute set. This may be the name of the vendor.
+. Check the box next to each attribute that you want to include in the EDI Attribute Set.
+. Click _Save_.
-. Enter the To Currency from the drop-down menu populated by the currency types.
+==== Clone an EDI Attribute Set ====
-. Enter the exchange Ratio.
+To clone an EDI Attribute Set:
+. Right click on the row of an Attribute Set.
+. Select _Clone Selected_.
+. Enter an Attribute Set Label to assign a new unique name to the cloned attribute set.
+. Check or uncheck boxes next to attributes to make changes to the Attribute Set.
. Click _Save_.
-=== Edit an exchange rate ===
-Edit an exchange rate just as you would edit a currency type.
+=== EDI Messages ===
-== MARC Federated Search ==
+indexterm:[EDI,messages]
+indexterm:[acquisitions,EDI,messages]
-indexterm:[acquisitions,MARC federated search]
+The EDI Messages screen displays all incoming and outgoing messages between the
+library and its providers. To see details of a particular EDI message,
+including the raw EDIFACT message, double click on a message entry. To find a
+specific EDI message, the Filter options can be useful. Outside the Admin
+interface, EDI messages that pertain to a specific purchase order can be
+viewed from the purchase order interface (See _Acquisitions -> Purchase Orders_).
-The MARC Federated Search enables you to import bibliographic records into a
-selection list or purchase order from a Z39.50 source.
-. Click _Acquisitions -> MARC Federated Search_.
-. Check the boxes of Z39.50 services that you want to search. Your local
-Evergreen Catalog is checked by default. Click Submit.
-+
-image::media/acq_marc_search.png[search form]
-+
-. A list of results will appear. Click the _Copies_ link to add copy information
-to the line item. See <<line_item_features, Line Item Features>> for more
-information.
-. Click the Notes link to add notes or line item alerts to the line item. See
-<<line_item_features, Line Item Features>> for more information.
-. Enter a price in the _Estimated Price_ field.
-. You can save the line item(s) to a selection list by checking the box on the
-line item and clicking _Actions -> Save Items to Selection List_. You can also
-create a purchase order from the line item(s) by checking the box on the line
-item and clicking _Actions -> Create Purchase Order_.
-
-image::media/acq_marc_search-2.png[line item]
-
-== Fund Tags ==
-
-indexterm:[acquisitions,funds,tags]
-
-You can apply tags to funds so that you can group funds for easy reporting. For
-example, you have three funds for children's materials: Children's Board Books,
-Children's DVDs, and Children's CDs. Assign a fund tag of 'children's' to each
-fund. When you need to report on the amount that has been spent on all
-children's materials, you can run a report on the fund tag to find total
- expenditures on children's materials rather than reporting on each individual
-fund.
-
-Create a Fund Tag
-
-. To create a fund tag, click _Administration -> Acquisitions Administration -> Fund Tags_.
-. Click _New Fund Tag_. No limits exist on the number of characters that can be
-entered in this field.
-. Select a Fund Tag Owner from the drop-down menu. The owner indicates the
-organizational unit(s) whose staff can use this fund tag. This menu is
-populated with the shortnames that you created for your libraries in the
-organizational units tree (See Administration -> Server Administration -> Organizational
-Units).
-+
-[NOTE]
-The rule of parental inheritance applies to this list.
-+
-. Enter a Fund Tag Name. No limits exist on the number of characters that can be
-entered in this field.
-. Click _Save_.
-== Funding Sources ==
-indexterm:[acquisitions,funding sources]
+[[acq_fund_admin]]
+== Fund Administration ==
-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. These
-can be used to track exact amounts for accounts in your general ledger. You can
- then use funds to track spending and purchases for specific collections.
+indexterm:[acquisitions,funds]
-=== Create a funding source ===
+Fund Administration provides a unified interface for configuring your funding sources, purchasing funds, and optional fund tags. To access Fund Administration, go to _Administration -> Acquisitions Administration -> Fund Administration_. This interface has three tabs: Funds, Funding Sources, and Fund Tags. Negative numbers in these interfaces are styled in red.
-. 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).
-+
-[NOTE]
-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 ===
+image::media/funds1.PNG[Fund Administration]
-. Apply a credit to this funding source.
+=== Funding Sources ===
-. 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.
+indexterm:[acquisitions,funding sources]
-. To apply a credit, click on the hyperlinked name of the funding source. The
-Funding Source Details will appear.
+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. These can be used to track exact amounts for accounts in your general ledger. You can then use funds to track spending and purchases for specific collections.
-. Click _Apply Credit_.
+Examples of funding sources are:
-. Enter an amount to apply to this funding source.
+* A municipal allocation for your materials budget;
+* A trust fund used for collections;
+* A revolving account that is used to replace lost materials;
+* Grant funds to be used for collections.
-. Enter a note. This field is optional.
+==== Create a funding source ====
-. Click _Apply_.
+To create a new funding source:
-=== Allocate credits to funds ===
+. Go to _Administration -> Acquisitions Administration -> Fund Administration_.
+. Go to the Funding Sources tab and click on _New Funding Source_.
+. Enter a funding source Name. No limits exist on the number of characters that can be entered in this field.
+. 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 Currencies and Exchange Rates interface.
+. 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 Short (Policy) Name codes that you created for your libraries in the organizational units tree (See Administration -> Server Administration -> Organizational Units).
+.. NOTE: 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.
+. Click _Save_.
-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.
+==== Allocate credits to funding sources ====
-. To allocate credits to funds, click _Allocate to Fund_.
+To apply a credit to a funding source:
-. Enter the amount that you want to allocate.
+. Select the funding source row and go to the Actions menu or right-click to view the actions menu and click _Apply Credit_.
+. 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 2021 and County Funding 2022, and apply credits each year to the matching source.
+. Enter a Note. This field is optional.
+. Enter an Effective Date and a Deadline Date for the credit.
+. Click _Save_ to apply the credit amount to the funding source.
-. Enter a note. This field is optional.
+image::media/allocate_credit_ang.png[Allocate Credits to Funding Source]
-. Click _Apply_.
+==== Allocate credits to funds ====
-=== Track debits and credits ===
+If you have already set up your funds, you can allocate money from a funding source to a fund.
-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.
+. Select the funding source row and go to the Actions menu or right-click to view the actions menu and click _Allocate to Fund_.
+. Select the Fund the money should be allocated to. Only active Funds will display in the dropdown.
+. Enter the Amount you want to allocate.
+. Enter a Note. This field is optional.
+. Click _Save_.
-== Funds ==
+image::media/allocate_credit_funds_ang.png[Allocate Credits to Funds]
-indexterm:[acquisitions,funds]
+==== Track debits and credits ====
-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.
+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.
-=== Create a fund ===
+To Access the Funding Source Details:
-. 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 funding source row and go to the Actions menu or right-click to view the actions menu and click _View Allocations_ or _View Credits_.
+. Either option will bring you to the Funding Source Details screen where you can select the Credits tab or Allocations tab to view a list of transactions.
+* View Credits
+
-[NOTE]
-The rule of parental inheritance applies to this list. See section
+image::media/view_credits_ang.png[View Credits]
++
+* View Allocations
++
+image::media/view_allocations_ang.png[View Allocations]
+
-. 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_.
-=== 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.
+=== Funds ===
-. To access funds, click _Administration -> Acquisitions Administration -> Funds_.
+indexterm:[acquisitions,funds]
-. Click the hyperlinked name of the fund.
+Funds allow you to allocate credits toward specific purchases. They typically are used to track spending and purchases for specific collections. Some libraries may choose to define very broad funds for their collections (e.g. children's materials, adult materials) while others may choose to define more specific funds (e.g. adult non-fiction DVDs for BR1).
-. To add a credit to the fund, click the Create Allocation tab.
+If your library does not wish to track fund accounting, you can create one large generic fund and use that fund for all of your purchases.
-. Choose a Funding Source from the drop-down menu.
+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.
-. Enter an amount that you want to apply to the fund from the funding source.
+Funds are created for a specific year, either fiscal or calendar, and are owned by an org unit or library. At the top of the funds interface, you can set a contextual org unit or library to view the associated funds. Within the grid display of funds you can filter by year to view the funds for a specific year only.
-. Enter a note. This field is optional.
+The Funds tab will give you a general overview of the configuration and status of your funds.
-. Click _Apply_.
+==== Create a fund ====
-=== Transfer credits between funds ===
+To create a new Fund:
-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.
+. Go to _Administration -> Acquisitions Administration -> Fund Administration_.
+. Go to the _Funds_ tab and click the _New Fund_ button.
+. Enter a Name for the fund. No limits exist on the number of charactersthat 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. The year entry is restricted to a range of 10 years before through 10 years after the current year.
+. 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 Short (Policy) Name codes that you created for your libraries in the organizational units tree (See Administration -> Server Administration -> Organizational Units).
+. Check the Active box to make this an active fund. You cannot make purchases from this fund if it is not active.
+. Select a Currency Type from the drop-down menu. This menu consists of entries Currencies and Exchange Rates interface. 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.
+. Check the Propagate box if you want to propagate funds during fiscal year close out procedures.
+.. 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 an equivalent fund during the next year.
+.. You should also check this box if you only want to roll over encumbrances into next year’s fund. Rollover occurs during the fiscal year close out operation.
+. 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.
+. Click _Save_.
-. To access funds, click _Administration -> Acquisitions Administration -> Funds_.
+image::media/funds2.PNG[Create a New Fund]
-. Click the hyperlinked name of the originating fund.
+==== Track balances and expenditures ====
-. The Fund Details screen appears. Click Transfer Money.
+The Fund Details Summary tab allows you to track a fund’s balance, encumbrances, and amount spent. It also allows you to track allocations from the funding source(s), debits, and fund tags.
-. Enter the amount that you would like to transfer.
+To access the fund details, click on the hyperlinked name of the fund that you created.
-. From the drop-down menu, select the destination fund.
+The Summary allows you to track the following:
+* Combined Balance - The balance is calculated by subtracting both items that have been invoiced and encumbrances from the total allocated to the fund.
+* Allocation Total - 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.
+* Debit Total - The total debits are calculated by adding the cost of items that have been invoiced and encumbrances.
+* Spent Total - The total spent is calculated by adding the cost of items that have been invoiced. It does not include encumbrances.
+*Encumbrance Total - The total encumbered is calculated by adding all encumbrances.
-. Add a note. This field is optional.
+image::media/funds3.PNG[Fund Details Summary]
-. Click _Transfer_.
+From this interface, you can also Transfer Money between Funds and Create an Allocation to a Fund from a Funding Source.
-=== Track balances and expenditures ===
+==== Allocate credits from funding sources to funds ====
-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.
+Credits can be applied to funds from funding sources. The credits that you apply to the fund can be applied later to line items on purchase orders.
-. To access the fund details, click on the hyperlinked name of the fund that you
-created.
+. When viewing the Fund Details of a specific fund, click on _Create Allocation_.
+. 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 _Save_.
+. The amount specified will be moved from the Funding Source to the Fund and you will see this reflected in the Allocation Total in the Fund Details Summary tab and in the Allocations tab.
-. The Summary allows you to track the following:
+image::media/allocate_to_fund_ang.png[Allocate to Fund]
-. 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.
+==== Transfer money between funds ====
+The money that you allocate to funds can be transferred between funds if desired. In the following example, you can transfer $500.00 from the Adult Fiction fund to the Juvenile fund.
-=== Fund reporting ===
+. When viewing the Fund Details of a specific fund, click _Transfer Money_.
+. From the drop-down menu, select the Destination Fund.
+. Enter the Amount that you would like to transfer.
+. Add a Note. This field is optional.
+. Click _Transfer_.
+. The amount specified will be moved between the Funds and you will see this reflected in the Allocation Total in the Fund Details Summary tab and in the Transfers tab.
-indexterm:[acquisitions,funds,reports]
-indexterm:[reports,funds]
+image::media/transfer_funds_ang.png[Transfer Funds]
-A core source, Fund Summary, is available in the reports interface. This
-core source enables librarians to easily run a report on fund activity. Fields
-that are accessible in this interface include Remaining Balance, Total
-Allocated, Total Encumbered, and Total Spent.
+NOTE: If the source fund has allocations from multiple funding sources, the fund transfer function will sometimes split the transfer allocation between the funding sources.
+==== Perform fiscal year close out operation
-image::media/Core_Source_1.jpg[Core_Source1]
+The Fiscal Propagation and Rollover 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.
+image::media/propagate_rollover_ang.png[Propagate and Rollover]
+To perform the year end closeout of funds:
-=== Edit a fund ===
+. Go to _Administration -> Acquisitions Administration -> Fund Administration_.
+. Click _Fund Propagation and Rollover_.
+. Verify the Context Org Unit for the close out operation.
+. Select the Year that you want to close out.
+. Include funds from descendant Org Units: check this box if you want to include funds owned by descendant org units of the Context Org Unit.
+. Fund Propagation: This will happen automatically when _Process_ is clicked, if the Fund’s Propagate setting is enabled.
+. Perform Fiscal Year Close-Out: check this box to move encumbrances and unspent funds to the analogous fund for the next fiscal year. It will also deactivate funds for the selected fiscal year. Evergreen will only move encumbrances and unspent funds if the Rollover setting is enabled for a fund.
+.. Limit Fiscal Year Close-Out to Encumbrances: check this box if only encumbered funds should be moved to the analogous fund for the next fiscal year. Unspent funds will not be carried forward to the next fiscal year. This setting will only display if the ‘Allow funds to be rolled over without bringing the money along’ Library Setting has been enabled. This setting is available in the Library Setting Editor accessible via Administration -> Local Administration -> Library Settings Editor.
+. Dry Run: check this box 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.
-Edit a fund just as you would edit a currency type.
+image::media/acq_fy_closeout.png[Fiscal Year Closeout]
-=== Perform fiscal year close-out operation ===
-indexterm:[acquisitions,funds,fiscal rollover]
+=== Fund Tags ===
-The Fiscal Year Close-Out 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.
+You can apply tags to funds so that you can group funds for easy reporting. For example, you have three funds for children’s materials: Children’s Board Books, Children’s DVDs, and Children’s CDs. Assign a fund tag of 'children’s' to each fund. When you need to report on the amount that has been spent on all children’s materials, you can run a report on the fund tag to find total expenditures on children’s materials rather than reporting on each individual fund.
-. To access the year end closeout of a fund, click Administration -> Server
-Administration -> Acquisitions -> Funds.
+==== Create a Fund Tag ====
-. Click _Fund Propagation and Rollover_.
+To create a fund tag:
-. Check the box adjacent to _Perform Fiscal Year Close-Out Operation_.
+. Go to _Administration -> Acquisitions Administration -> Fund Administration_.
+. Select the _Fund Tags_ tab.
+. Click _New Fund Tag_. No limits exist on the number of characters that can be entered in this field.
+. Enter a Fund Tag Name. No limits exist on the number of characters that can be entered in this field.
+. Select a Fund Tag Owner from the drop-down menu. The owner indicates the organizational unit(s) whose staff can use this fund tag. This menu is populated with the Short (Policy) Name codes that you created for your libraries in the organizational units tree (See Administration->Server Administration->Organizational Units).
+. Click _Save_.
-. 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_.
-+
-[NOTE]
-The _Limit Fiscal Year Close-out Operation to Encumbrances_ will only display
-if the _Allow funds to be rolled over without bringing the money along_ Library
-Setting has been enabled. This setting is available in the Library Setting
-Editor accessible via _Administration_ -> _Local Administration_ -> _Library
-Settings Editor_.
-+
-image::media/Fiscal_Rollover1.jpg[Fiscal_Rollover1]
+image::media/fund_tags_ang_1.png[Create a Fund Tag]
-. Notice that the context org unit reflects the context org unit that you
-selected at the top of the Funds screen.
+==== Add a Fund Tag to a Fund ====
-. 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.
+To add a fund tag to a specific fund:
-. 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.
+. Go to the _Funds_ tab in the Fund Administration screen.
+. Click on the _Name_ of the Fund you want to add the fund tag to.
+. The Fund Details screen will appear. Click on the _Tags_ tab.
+. Select a fund tag from the drop down menu and click _Add Tag_.
+.. You may add multiple tags to a fund.
+.. You will see a toast in the lower right of the screen confirming that a tag has been added.
+. To remove a tag, click the trash can icon next to the tag. You will see a toast in the lower right corner of the screen confirming that the tag has been removed.
+. Click _Close_.
-. Click _Process_.
+image::media/fund_tags_ang_2.png[Apply Tag to Fund]
+
+=== Fund Reporting ===
+
+indexterm:[acquisitions,funds,reports]
+
+A core source, Fund Summary, is available in the reports interface. This core source enables librarians to easily run a report on fund activity. Fields that are accessible in this interface include Remaining Balance, Total Allocated, Total Encumbered, and Total Spent.
-. Evergreen will begin the propagation process. Evergreen will make a clone of
-each fund, but it will increment the year by 1.
== Invoice menus ==
interface. You will be able to enter information for the brief record in the
fields where attributes have been defined.
+[[acq_providers]]
== 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 _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).
-+
-[NOTE]
-The rule of parental inheritance applies to this list.
-+
-. 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.
-
-=== 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.
-+
-[NOTE]
-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. 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
-------------------------------------------------------------------------------
-+
-where 962 is the holdings tag and p is the subfield that contains the PO Name.
-
-
-. 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.
-
-=== 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.
-
+Providers in the Evergreen Acquisitions module represent the vendors or providers from which the library purchases materials. Purchase orders and invoices in Evergreen are linked to a Provider account.
+
+The Providers interface in the Acquisitions module allows libraries to create accounts for each provider or vendor from which they purchase materials. Provider accounts can be accessed by going to Administration -> Acquisitions Administration -> Providers. They can also be searched by going to Acquisitions -> Provider Search.
+
+image::media/provider_search.png[Provider search]
+
+[[create_provider]]
+=== Create a Provider Account ===
+
+To create a new Provider Account, follow one of the paths listed above to retrieve the Providers interface.
+
+. In the upper right hand corner, select *New Provider* and fill in the relevant information for your new provider account.
+.. _Provider Name_: assign a name to the provider (required)
+.. _Code_: assign a code to the provider (required)
+.. _Currency_: assign a currency to the provider account. Currencies are configured in Acquisitions Administration -> Currency Types. (required)
+.. _Default Claim Policy_: assign a default claim policy to be applied to purchase orders created with this provider. Claim policies are set up in Acquisitions Administration. (optional)
+.. _Default # Copies_: assign a default number of copies to be automatically created for each line item in purchase orders created with this provider. (optional)
+.. _EDI Default_: assign the EDI Account to be used on purchase orders created with this provider. EDI Accounts can be set up from within the Provider record or from Acquisitions Administration->EDI Accounts. (optional)
+.. _Owner_: assign the org unit that will use this provider account. This field will default to the org unit of the workstation you are logged in at. (required)
+.. _URL_: add a URL associated with the provider (optional). URLs must include the prefix, such as http:// or https:// in order to link correctly.
+.. _SAN_: assign the provider’s SAN. (required if using EDI ordering)
+.. _Prepayment Required_: indicate if prepayment is required for orders with this provider. (optional)
+. Select *Save*.
++
+image::media/new_provider.png[Create a new provider]
++
+. The new Provider account will appear. On the left hand side of the screen, you will see a summary of the account. In the main screen there will be several tabs.
+.. _Provider_: this tab contains the information from the New Provider form, as well as fields for additional contact information such as Phone, Fax, and Email. Information in this tab is editable if you have appropriate permissions.
+.. _Addresses_: this tab allows you to add or edit one or more addresses associated with the provider. Select *New Provider Address* to add an address. Addresses can be edited or deleted from the Actions menu. .
+.. _Contacts_: this tab allows you to add or edit one or more contacts with the provider account. Select *New Provider Contact* to add a contact. Contacts can be edited or deleted from the Actions menu. Highlighting a contact will bring up a grid for *Contact Addresses*. Here you can add, edit, and delete addresses associated with the contact.
+.. _Attribute Definitions_: this tab allows you to configure custom vendor specific tags that you might want to display in the Acquisitions module.
+.. _Holdings Definitions_: if your library receives holdings data embedded in order records, this tab can be used to designate the MARC tag that will contain the holdings data and create a mapping that tells Evergreen which subfields will contain item level data.
+... Select *New Holdings Subfield* to create a new mapping.
+... The values supported are:
+.... Quantity (required)
+.... Estimated price (required for PO activation when loading records)
+.... Owning library (required for PO activation when loading records)
+.... Fund code (required for PO activation when loading records)
+.... Circulation modifier (required for PO activation when loading records)
+.... Copy Location
+.... Note
+.... Collection Code
+.... Call number (Evergreen can generate a placeholder call number)
+.... Barcode (Evergreen can generate a placeholder barcode)
+... Existing definitions can be edited and deleted from the Actions menu.
+.. _EDI_: this tab can be used to create an EDI account that will be used with this provider account. Select *New EDI Account* to add a new EDI account. In order to be used, the EDI account needs to be set in the *EDI Default* field in the Provider account. This can be done from the Provider tab or through the Actions menu on the EDI tab. EDI accounts can also be edited or deleted from the Actions menu. Only one EDI account can be set as a default.
+.. _Invoices_: this tab will display invoices associated with this Provider account.
+.. _POs_: this tab will display purchase orders associated with this Provider account.
+
+image::media/provider_detail.png[Provider detail]
+
+[[delete_provider]]
+=== Delete a Provider Account ===
+
+To delete a Provider account:
+
+. From the Providers interface, select an account to view the account details.
+.. It is not possible to delete a Provider account from the search results screen.
+. The Delete Provider button on the left-hand side of the screen will become active when viewing the account details. Select *Delete Provider*.
+.. The Provider cannot be deleted if it has Invoices, Line Items, or Purchase Orders attached to it.
+
+[[provider_searc]]
+=== Provider Search ===
+
+The Provider Search interface allows you to search for acquisitions provider accounts that have been created in your Evergreen system. Providers can be searched by a variety of criteria including Name, Code, Owning Library, and Contact information. The search will default to all Providers owned at the workstation’s Organizational Unit. The Search form can be shown or hidden using the toggle button on the upper-right.
+
+The Provider Search will limit values in the Organizational Unit Selector to those locations where the user has one or more of the permissions VIEW_PROVIDER, ADMIN_PROVIDER, or MANAGE_PROVIDER.
+
+image::media/provider_search_results.png[Provider search results]
+
+The search results consist of Provider accounts. Single-click on a row to view the Provider while leaving the search form visible. Double-click on a row to view the Provider and hide the search form.
+
+Provider accounts contain several sub-tabs with information pertaining to the account:
+
+. _Provider_: this tab contains basic information about the account, as well as fields for additional contact information such as Phone, Fax, and Email.
+. _Addresses_: this tab allows you to add one or more addresses associated with the provider. Select *New Provider Address* to do so.
+. _Contacts_: this tab allows you to associate one or more contacts with the provider account. Select *New Provider Contact* to do so.
+.. Provider Contact now includes an option to mark a Contact as *Primary*. A primary contact will have special styling in the Provider Summary area.
+.. Only one Contact per Provider may be marked as Primary.
+.. A Contact may be set or unset as Primary via the Actions Menu in the Contacts grid.
+. _Attribute Definitions_: this tab allows you to configure custom vendor specific tags that you might want to display in the Acquisitions module.
+. _Holdings Definitions_: if your library receives holdings data embedded in order records, this tab can be used to create the mapping to tell Evergreen which subfields will contain item level data.
+.. Select *New Holdings Subfield* to create a new mapping.
+.. The values supported are:
+... Quantity (required)
+... Estimated price (required for PO activation when loading records)
+... Owning library (required for PO activation when loading records)
+... Fund code (required for PO activation when loading records)
+... Circulation modifier (required for PO activation when loading records)
+... Copy Location
+... Note
+... Collection Code
+... Call number (Evergreen can generate a placeholder call number)
+... Barcode (Evergreen can generate a placeholder barcode)
+. _EDI_: this tab can be used to create an EDI account that will be used with this provider account. If an EDI account is marked as Default in this tab, it will set the EDI Default field in the Provider main tab. Only one EDI account can be marked as Default.
+. _Invoices_: this tab will display invoices associated with this Provider account.
+. _POs_: this tab will display purchase orders associated with this Provider account.
+
+[[acq_display_improvements]]
+=== Display Improvements ===
+
+As part of transitioning the General Search interface to Angular, several changes have been made to improve the display and usability of the module:
+
+. Fields that are associated with controlled vocabularies will display the controlled values in both the search terms and filters for easy selection. These fields include:
+.. Owner
+.. Active
+.. Prepayment Required
+. Column headers for the search results can be clicked on to sort the results by the column. The columns will sort alphabetically or by date as appropriate for the data type.
+. Using the column actions to filter or sort search results will execute a new search using the original search parameters. If any un-executed changes are made to the search parameters between the initial search submission and any changes to the filters, the new search parameters will be executed upon filtering.
+. Dropdown menus for the search fields will retrieve a maximum of 100 rows at a time.
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projects / evergreen-equinox.git / commitdiff
