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Sitka Evergreen Acquisitions User Manual

1. Click Update Setting Default copy location Context BPR ha Value On Order e Delete Setting Update Setting Confirm that the setting has updated correctly Irganization Unit Settings ontext Location BPR Indicates the setting is not inherited from the parent org unit at run time Edit Setting _ Context Value Edit Default copy location BPR On Order When bibliographic records and copies are loaded into the system through the acquisitions module the system will use this copy location as the default Items will not show in the catalogue until they are received and their copy location is updated Chapter 21 Acquisitions Module Additional Administrative Settings 289 The default copy location is only used by the system if the shelving location field is left blank during the ordering process On order items will not be OPAC invisible if an OPAC visible copy location is selected 21 4 Electronic Data Interchange EDI Many libraries use Electronic Data Interchange EDI accounts to send purchase orders and receive invoices from providers electronically In Evergreen users can setup EDI accounts and manage EDI messages in the admin module EDI messages and notes can be viewed in the acquisitions module Currently EDI for Sitka Evergreen has been set up to be used with the following providers e United Library Services e Please contact Sitka Support to inquire about using EDI with other vendors E
2. 3 From the drop down menu that appears select a cancel reason for which debits are kept Delayed Backordered Delayed Damaged Delayed Delivered but Lost Delayed Postpone Delayed Reprint under consideration 4 Click Cancel order Cancel Cancel order fh Reason Delayed Postpone F Cancel order 5 A pop up will appear asking you to confirm that you wish to cancel the purchase order Click OK JavaScript Application 2 Are you SURE you want to cancel this purchase order Chapter 7 Purchase Orders 82 6 The status of the purchase order becomes cancelled and all the line item bars change to blue and postpone has been added to each line Because the purchase order has been suspended rather than cancelled the funds are still encumbered Purchase Order cancelled Activated 7 6 15 2 03 PM ID 4985 Name Julynewfiction Prepayment Required No Activatable Activated Provider Fictional Bookstore FICB TEST Notes 0 Total Lineitems 4 EDI Messages 0 Total Estimated 40 00 History View Total Encumbered 40 00 Invoicing View Invoices 0 Create Invoice Link Invoice Total Spent 0 00 Cancel reason Title has been postponed Delayed Postpone Actions id Collection Code Fund Le la C Copies Owning Branch Copy Location Circ Modifier Distribution Formula oe OR Ly Apply to Selected Z Line Ite
3. Balance Combine stop Percent Canadian ult Fiction Tue J Tue re Ubu 491 F 1 Adult Fiction AFZSPA 2015 7SP A ae Ti 90 75 T Ti 2060 91 m2 AW aNFZSPA 2015 7SP A Canadian tye 90 75 Tii Ti 2609 144 Non Ficti Dollars Juvenile Canadian g 3a 2 JF ZSPA 2015 7SP A True True True 2915 80 Fiction Dollars m a Senle JNFZSP 2015 ZSP A e 90 75 True True 2500 00 Non Fiction Dollars l Chapter 17 Funds 227 3 Click Create Allocation Fund Details Create Allocation Transfer Money Y summary Allocations Debits Tags Name Code ey Type Adult Non Fiction ANF 2SPA CAN 4 Choose a funding source code from the drop down menu Fund Details Create Allocation Transfer Money Funding Source Amount Note 5 Enter the amount you would like to apply to the fund from the funding source 6 Enter a note This field is optional 7 Click Apply Fund Details Create Allocation Transfer Money Funding Source COF_ 5PA Amount 6 000 00 Note 17 4 Transfer Credit Between Funds The credits that you allocate to funds can be transferred between funds if desired The system tracks these transfers Chapter 17 Funds 228 Select Admin Acquisitions Funds Currency Types Distribution Formulas EDI Accounts EDI Messages Exchange Rates Fund Tags Admin Operator Change New Download Offline Patron List Offline Transaction Management A
4. 7 A suspended purchase order is resolved when all items on a purchase order arrive and are received 11 2 Cancelling and Suspending Line Items You can cancel or suspend line items that are in a state of on order Cancel a Line Item Suspend a Line Item Chapter 11 Cancel Suspend Acquisitions 138 Cancel a Line Item 1 Open a purchase order 2 Check the box es of the line item s you wish to cancel Purchase Order on order Activated 7 9 15 9 38 AM ID 5001 Prepayment Required No Name Octorder Activatable Activated Provider Fictional Bookstore FICB TEST Notes 0 Total Lineitems 2 EDI Messages 0 Total Estimated 30 00 History View Total Encumbered 30 00 Invoicing View Invoices 0 Create Invoic Total Spent 30 00 Cancel Cancel order Actlons opies Owning Branch Copy Location Collection Code Fund Circ Modifier Line Items Silas Marner the weaver of Raveloe ee Eliot George 1619 1580 1419646739 Pq Order Identifier ISBN 1419848739 146020 0 gt catalog worksheet requests view invoice s Silas Marner the weaver of Raveloe 4 rf Eliot George 1979 1660 1419649739 Order Identifier ISBN 1419849739 146021 0 catalog 4 worksheet order requests view Invoice s queue Direct Charges Taxes Fees etc There are no miscellanea attached fo this purchase order Chapter 11 Cancel Suspend Acquis
5. th The Penderwicks ees Birdsall Jeanne 9780440420477 Order Identifier ISBN 9780440420477 h 146019 0 gt catalog worksheet requests view invoice s Direct Charges Taxes Fees etc There are no miscellanea attached to this purchase order 8 The claimed items will appear in the top half of the pop up with link to their associated vouchers BUG These links work inconsistently Claims Against item The Penderwicks 146019 5P103751 Not recv d oe DAMAGED Show Voucher e 5P103750 Not recvd o DAMAGED Show Voucher Initiate New Claims O 7SP 103751 Not recvd C 7SP 103750 Not recvd Chapter 12 Claim Items 160 Manually Claim a Copy You can manually claim a copy any time after it has been ordered until it is received Line items that have been suspended can be claimed 2 Open your purchase order Click the Copies link on the line item containing the copy or copies you wish to claim w Line Items Mama dearest Hilderbrand Elin 9781451627114 2011 HACH 158 catalog worksheet Order August 9 Smith Jef 1960 Feb 27 97804397062932 1st Scholastic ed 2008 Graphi outlook E 152 catalog worksheet Onder A Haris ma s 9780451232236 c2011 Obsidian haifa 142 catalog 4 worksheet Order August 9 Click the Claim link adjacent to the copy you wish to claim Add Edit Items Retum item Count 110 Go Save Changes Cistnbution Formu
6. 1 Cataloging Acquisitions Booking General Search My Selection Lists New Brief Record Patron Requests MARC Federated Search Load Catalog Record IDs Load MARC Order Records Purchase Orders Create Purchase Order Claim Ready Items Open Invoices Create Invoice f a Chapter 4 Search the Acquisitions Module To access the searching interface select Acquisitions Purchase Orders 23 2 By default the search interface is set to search for on order purchase orders created by your ordering agency If this is the search you wish to perform click Search Acquisitions Search Search for purchase orders matching all of the following terms PO Ordering Agency S 7 BW PO State on order Add Search Term Search Tips e To search for purchase orders with a status other than on order simply replace on order with the status you wish to search e By default the PO Ordering Agency is the workstation the user is logged in at Multi branch systems with centralized ordering will need to update this to the location that is their actual ordering agency e Use the Purchase Order search fields to modify your search as needed Select Search Field Purchase Order PO Purchase Order ID PO Owner PO Creation Time PO Edit Time PO Provider PO State Ordering Agency Creator Editor Order Date Name Cancel Reason Prepayment Required
7. Start Previous Ne E Search Results Holdings Maintenance ZSP A Old Springfield Branch v Limit This Sub branch E Show Volumes F Showltems F Hide Empty Libs Consortial Total 12 A Location Barcode Volumes Copies Call Number Circulation Library Due Date Location Owning Library 4UNFEDERATED Unfederated 4ZSP A Old Springfield Branch 1 lt 1 gt 2 3 4ZSP Springfield Public Library 4 5 b ACQ103751 1 ACQ103751 4 See Adding Holdings to Title Records for further instructions Claims You can manually claim a copy any time after it has been ordered until it is received You can also claim copies that have been suspended 1 Open a purchase order Using the Actions menu on the line item select Actions gt Claims 0 existing lt Line Items Expand All Items Notes Actions The Penderwicks is Birdsall Jeanne 9780440420477 A L E Order identifier ISBN 9780440420477 z Expand Copies 2 Notes 1 M aeons Actions 146019 0 gt catalog 4 worksheet requests view invoice s Update Barcodes Holdings Maint g Direct Charges Taxes Fees etc There are no miscellanea attached to this purchase order View Histo 3 Check the boxes adjacent to the copies you wish to claim and click Claim Selected Claims Against item The Penderwicks 146019 Initiate New Claims 3P103751 Not recvd C ZSP103750 Not recvd Claim selected Chapt
8. 8 The line item will change to white and the status will update to cancelled Because the line item has been suspended rather than cancelled the funds for the line item are still encumbered Purchase Order on order Activated 7 9 15 9 38 AM ID 5001 Prepayment Required No Name Octorder Activatable Activated Provider Fictional Bookstore FICB TEST Notes 0 Total Lineitems 2 EDI Messages 0 Total Estimated 30 00 History View Total Encumbered 15 00 Invoicing View Invoices 0 Create Invoic Total Spent 30 00 Cancel Cancel order Actlons Copies Owning Branch Copy Location Collection Code Fund Cire Modifier Pe es B E 4x Line Items 1419849739 O O r A suspended line item is resolved when all copies of the item arrive and are received 11 3 Cancelling and Suspending Copies You can cancel or suspend copies that are in a state of on order Cancel a Copy Suspend a Copy Chapter 11 Cancel Suspend Acquisitions 144 Cancel a Copy 1 Open a purchase order 2 Click the Copies link on the line item containing the copy or copies you wish to cancel 7 Line Items THOR Ta Brad 9781476717128 2014 07 Atria Books AMA_ZSPA ACTO L WAR Order Identifier ISBN 9761476717128 154712 2 gt catalog 4 worksheet requests view et queue 3 Click the Cancel link adjacent to the copy you wish to cancel Copies must be cancelled individually Add Edit Items Return Item
9. Expand Copies 0 Notes 0 Actions v New Order Identifier ISBN 0679883886 Expand Notes 0 145988 0 gt catalog 4 worksheet requests R My many colored days by Dr Seuss illustrated by Steve Johnson with Lou Fancher Seuss 0679975977 1st ed c1996 Knopf native evergreen catalog eee ee re IN pies 0 Notes 0 Actions v New Order Identifier ISBN 0679975977 lig Expand 145989 0 gt catalog 4 worksheet requests Chapter 6 Add Records 60 9 a Save the line item s to a selection list by checking the box es adjacent to the desired line item s and selecting Actions Save Items to Selection List Search Results Actions x Actions Save items To Selecton List Mark Ready for Selector Mark Ready for Order Delete Selected ltems Add Brief Record Export Single Atinbute List P0 Create Purchase Order Add to Purchase Order Print Purchase Order View PO History Load Bibs and tems Cancel Selected Line tems Apply Claim Policy to Selected Line Items Mark Selected Line tems as Recered Un Receive Selected Line Items Create Invoice From Selected Line Items Link Selected Line tems to Invoice i k LOE ODE DELETE RECETE T AL E eae Either Save as Selection List and type in the name of a new selection list or Add to Selection List and type in the name of any existing selection list created by any user a
10. information regarding adding this module 1 1 Default Acquisitions Toolbar To assist with navigating through the acquisitions module a default acquisitions toolbar has been created and is available to all staff To select the acquisitions toolbar Chapter 1 An Introduction to Acquisitions 3 Select Admin gt Workstation Administration gt Toolbars Current Acq Operator Change New Download Offline Patron List Offline Transaction Management Acquisitions Local Administration Server Administration Copy Editor Copy Location Name First Workstation Administration External Text Editor Command Global Font and Sound Settings Hotkeys Printer Settings Editor Toggle Activity Meters User Permission Editor For developers Receipt Template Editor Server Add ons Set Search Preferences Current acq Icon Size cat Label Position circ Mode 2 Default Configure Toolbars None Clear Workstation Default Set Workstation Default to Current 2 The acquisitions toolbar will now display across the top of the staff client LGI Generel Search KEA Search Catalog b E My Selection Lists New Brief Record Load MARC Order Records All MARC Federated Search Create Invoice Create Purchase Order leg My 3 See Button Bar Toolbar for information on creating customized toolbars and setting a default toolbar Chapter 1 An Introduction to Acquisitions 4 Chapter 2 New in Evergree
11. s Be with Me ees Lynn J 9780062294784 2014 HarperCollins Publishers FICB TEST a iu Order ldentiher ISBN 3760062234784 146029 0 catalog 4 worksheet requests view invoice s queue k J Berenstain Bears Meet Santa Bear Berenstain Stan 9780394868606 1984 Random House Children s Books FICB TEST Order Identifier ISBN 9780394866806 146030 0 gt catalog 4 worksheet requests view invoice s queue 4 Click Apply to Selected Copies Owning Branch Copy Location Collection Code Fund Circ Modifier Distribution Formula F ZSPA 2015 OR A Apply Funds to Individual Copies Fund balance levels are indicated by colour A black fund name indicates that the fund has money to be spent A yellow fund name indicates that the balance in the fund has dropped to the warning percent for the fund A red fund name indicates that the balance in the fund has dropped to the stop percent for the fund Funds that have been closed out will no longer appear on the drop down list Owning Branch Shelving Location Collection Code Fund Circ Modifier BPR Stacks AF 2011 BOOK BPR Stacks AF 2011 7 BOOK CNF 2011 Direct Charges Taxes Fees etc REF 2011 There are no miscellanea attached fo this purchase order AF 2011 ANF 2011 YA 2011 ICF 2011 New Charge save New Charges F Chapter 9 Line Items 126 1 Open a selection list or purchase order 2
12. Clone Selected Merge Selected Creation Time Adult Fiction July Acqgpurchase BW 6 22 12 10 02 AM Adult Fiction September AcgpurchaseBW 6 22 12 10 20 AM Adult Fiction April AcgpurchaseBW 6 22 12 10 34 AM Your selection list will be deleted from the list Acquisitions Search Refresh Gnd New Selection List Clone Selected Merge Selected 7 Delete Selected vf Name Owner Creation Time Edit Time selector 8 8 11 5 30 PM 9 7 11 1 31 PM selector 3 3 11 5 00 PM 3 3 11 5 02 PM 5 7 Mark Ready for Selector This step is optional but may be useful to individual workflows After an item has been added to a selection list or purchase order it can be marked ready for the selector 1 Open the selection list or purchase order that contains the line items you would like to Mark Ready for Selector 2 If you wish to Mark Ready only selected list items check the boxes adjacent to those line items Selection list Test Create date 6 29 15 Last updated 6 29 15 Selector cburnsacqzspa Entry Count 4 Actions v x lt Line Items Expand All Items Notes Actions Status Zemi K Friendship Is Magic Volume 5 B Cook Katie 163140105X 2014 10 Idea and Design Works Publishing FIC_ZSPA a Order Identifier ISBN 163140105x Expand Copies 0 Notes 0 Actions BM is 145967 0 gt catalog 4 worksheet requests queue EY Home Style By City Ideas And Inspiration From Paris London New York Los Angele
13. HARPER Go Set a Watchman a 9780062409850 Order Identifier ISBN 9760062409650 3 The Locate Bib Record search box will appear By default the search box contains the item s the ISBN title and author Adjust your search terms if necessary identifierlisbn 9 750062409850 title Go Set a Watchman Search Chapter 9 Line Items 101 4 Click Search identifierlisbn 9780062409850 title Go Set a Watchman Search 5 Your result s will appear If there are no results you will return to the search screen identifierlisbn 9 780062409850 titke Go Set a Watchman Search View MARC Select View MARC Select rere Currently the brief bibliographic information does not appear This is a known bug Chapter 9 Line Items 102 6 Click View MARC to view the MARC record of your selection Click Hide to hide the MARC record identifierlisbn 9 780062409850 title Go Set a Watchman Search View MARC Select View MARC Select LDROO632cam a2200157a 4500 001 109696459 003 SITKA 006 150307s eng 020 fa 9780062409850 fc 34 99 020 Ta 0062409659 040 ta United Library Services 092 Ta ON ORDER 092 ta ON ORDER 092 ta ON ORDER 092 ta ON ORDER 092 ta ON ORDER 092 ta ON ORDER 092 Ta ON ORDER 1001 Ta Lee Harper 245 10 fa Go Set a Watchman 260 Tb Harper Collins Books Ic 01 0 2 520 Ta 500 ta Hardcover 901 ta WH106777201521014 tb System Local fc 109896459 ft biblio 7 If you are satisfied tha
14. ID 5001 Prepayment Required No Name Octorder Activatable Activated Provider Fictional Bookstore FICB TEST Notes 0 Total Lineitems 2 EDI Messages 0 Total Estimated 30 00 History View Total Encumbered 30 00 Invoicing View Invoices 0 Total Spent 30 00 Cancel Cancel order Actlons ef opies Owning Branch Copy Location Collection Code Fund Line Items Silas Marner the weaver of Raveloe ee Eliot George 1819 1880 1419848739 yy Order Identifier ISBN 1419848739 E 146020 0 gt catalog worksheet requests view Invoice s Suspend a Line Item 1 Open a purchase order Chapter 11 Cancel Suspend Acquisitions Create Invoic Circ Modifier 141 2 Check the box es of the line item s you wish to suspend Purchase Order on order Activated 7 9 15 9 38 AM ID 5001 Prepayment Required No Name Octorder Activatable Activated Provider Fictional Bookstore FICB TEST Notes 0 Total Lineitems 2 EDI Messages 0 Total Estimated 30 00 History View Total Encumbered 30 00 Invoicing _ View Invoices 0 Create Invoic Total Spent 0 00 Cancel Cancel order Actions hi opies Owning Branch Copy Location Collection Code Fund Circ Modifier Line Items i Silas Marner the weaver of Raveloe eC Eliot George 1819 1880 1419848739 146021 0 gt catalog 4 worksheet order requests view Invoice s queue Chapter 1
15. e Canadian Dollars e U S Dollars e European Euros e U K Pounds Sterling e Australian Dollars e New Zealand Dollars e German Duetsche Marks Curency Code Currency Label LI AUS Australian Dollar CAN Canadian Dollars C EUR European Euros GBP UK Pound Sterling GUILDER Dutch MARKS German Deutsche Marks CI NZD New Zealand Dollars C USD US Dollars Chapter 22 Acquisitions Module Sitka wide Defaults 298 If you require a currency type not listed here please follow the Guidelines for Submitting Suggestions for New Defaults 22 2 Exchange Rates Exchange rates define the rate of exchange between currencies Evergreen uses these exchange rates in several situations When the currency of the fund that is used for the purchase is different from the currency of the provider as listed in the provider s profile Evergreen will use the exchange rate and the estimated price to calculate the amount to encumber for 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 When money is allocated from a funding source to a fund that uses a different currency types Evergreen will automatically use the exchange rate to convert the money to the currency of the receiving fund Sitka Exchange Rate Defaults The mo
16. em 9780062409850 m Order Identifier ISBN 9780062409850 Expand Copies 0 Notes 0 146018 0 catalog 4 worksheet requests view invoice s 3 Enter the number of copies you would like to order into tem Count and click Go A line will be created for each copy Chapter 9 Line Items 106 4 The gray box is a batch update function Each field in this box corresponds to the columns below Owning Branch Copy Location Collection Code Fund Circ Modifier Callnumber X X hd Batch Update You can use the batch update for e Owning Branch e Copy Location e Collection Code e Fund e Circ Modifier e Call Number Enter your terms and click Batch Update The copies will update to reflect your choices Evergreen will populate the shelving location field with the default shelving location if this field is left blank 5 Distribution formulas tell Evergreen how many copies should be distributed to each location If desired select a distribution formula from the Distribution Formulas drop down list Click Apply This will populate the Owning Branch and Shelving Location fields for your copies Distribution Formulas can be created by Acquisitions Administrators see Distribution Formulas Distribution Formulas Apply Reset Formulas Adult Fiction Bestsellers 6 Leave the barcode field blank Evergreen will assign the copy a temporary barcode Owning Branch Copy Location Collection Code Fund Circ Modif
17. gt Jasper 9 9781443407519 Canceled Mot in stock Order Identifier ISBN 97814434 Canceled Out of business Canceled Out of pnnt 85421 0 catalog 6 worksheet Canceled Out of stock indefinitely dtii The marriage plot Canceled Overbudget Eugenides Jeffrey 9780307401861 Canceled Provider will not fill order v wit Oa Order Identifier ISBN 97803074 Canceled Publication canceled Canceled Quantity change 85430 0 catalog worksheet 1 eled Repriced Canceled Unauthonzed order Direct Charges Taxes Fees etc Canceled Wrong author There are no miscellanea attached fo this purchi Canceled Wrong edition E Canceled Wrong provider Canceled Wrong title Delayed Backordered Delayed Damaged Delayed Delivered but Lost Delayed Postpone Delayed Repnnt under consideration e The prefix also displays with the cancel reason on the line item 9791443407519 U The marriage plot Eugenides Jeffrey 9780307401861 E i Canceled O nif Order Identifier ISBN 9780307401861 E oa Seat totei Actos lit pe SU 85430 0 catalog 4 worksheet New 2 6 Selection List requests view invoice s queue 2 4 Support Cancellation and Receiving of Delayed Lineitems Line items marked as delayed can be canceled again in the using a Canceled cancel reason if the item become truly canceled as opposed to delayed Once an item is marked as truly can
18. v Amount Encumbrance Debit Type Origin Amount Origin Currency Create Time 4 2 35714285714286 False prorated_charge 2 35714285714286 Canadian Dollars 42 17 14 1 59 PM 2 95 False purchase 10 00 Canadian Dollars 12 17 14 1 58 PM 3 9 5 False purchase 10 00 Canadian Dollars 12 17 14 1 58 PM 4 95 False purchase 10 00 Canadian Dollars 12 17 14 1 58 PM 5 20 True purchase 20 Canadian Dollars 6 2 14 12 17 PM 6 20 True purchase 20 Canadian Dollars 6 2 14 12 17 PM 233 7 The Tags tab allows you to add and delete fund tags See Fund Tags for more information summary Allocations Debits Tags 17 6 Fund Tags You can apply tags to funds to allow you to group funds for easy reporting For example you could create a Fiction tag and add the tag to all your fiction funds Adult Fiction Young Adult Fiction and Children s Fiction You are then able to run reports that include all fiction funds rather than only reports on each separate fund Create a Fund Tag Add a Fund Tag Delete a Fund Tag Create a Fund Tag I Select Admin gt Acquisitions Fund Tags Operator Change New Download Offline Patron List Offline Transaction Management Currency Types Acquisitions Distribution Formulas Local Administration EDI Accounts Server Administration ED Messages Workstation Administration Exchange Rates Toggle Activity Meters Fund Tags User Permission Editor Funding Sources For developers Funds dii Providers Claim E
19. 14 4 Invoice Charges alie by Christie Agatha 1890 1976 Invoiced Paid Billed fi 14 50 ii 12 25 mii Per Copy 14 50 12 25 Paid 14 50 12 25 You can add additional charges to any invoice Possible charges include taxes and shipping fees as well as charges for items that are purchased without a purchase order such as a bulk book buy at a local bookstore See Invoice Item Type for a list of the charge types available Some charge types such as taxes are proratable This means when Prorate is clicked the system divides the amount being charged proportionally among the funds in use on the invoice based on how much is being spent out of each fund Add Charges to an Invoice Delete Charges from an Invoice Add Charges to an Invoice 1 Open an invoice 2 Click the Add Charge link Direct Charges Taxes Fees etc Charge Type FundTitle Description Billed Paid Delete Chapter 14 Invoices 198 gt 4 Choose the charge you would like to apply from the Charge Type drop down menu Charge Type Processing Fee Non library Item Serial Subscription Handling Charge Shipping Charge Harmonized Sales Tax Direct Purchase Using the drop down menu choose the fund from which payment for the charge will come Fund WL ABCD 2011 WL ADVD 2011 WL E 2011 WL JBCD 2011 WL JDVD 2011 WL JNF 2011 WL LP 2011 WL MMPK 2011 If the charge type selected is
20. E DIR Direct Purchase False E HND Handling Charge True E HST Harmonized Sales Tax True E TM Non ibrary Item False CO PRO Processing Fee False E PRO2 Processing Fee Prorate True T SUB Serial Subscription False SHP Shipping Charge True If you require an invoice item type not listed here please follow the Guidelines for Submitting Suggestions for New Defaults 22 6 Invoice Payment Methods Invoice payment methods are the ways you pay your providers for your purchases The Invoice Payment Methods appear as a drop down menu in the invoice payment method field on the invoice Sitka Invoice Payment Method Defaults The most common invoice payment methods have been set in the Acquisitions Module These are e American Express e Cash e Cheque e Credit Direct Billing Chapter 22 Acquisitions Module Sitka wide Defaults 304 e Draft e Debit e Electronic Funds Transfer e Mastercard e Paypal e VISA e Wire Transfer Name American Express Bank Draft Cash Cheque Credit Debit Direct Billing MasterCard VISA Wire Transfer If you require an invoice payment method not listed here please follow the Guidelines for Submitting Suggestions for New Defaults 22 Line Item MARC Attribute Definitions Line item attributes define the fields that Evergreen needs to extract from the bibliographic records that are in the acquisitions database to display in the catalogue These attributes also appear a
21. From the drop down menu select the code of the destination fund 6 Add a note This field is optional 7 Click Transfer Fund Details Create Allocation Transfer Money i summary Allocations source amount Amount to transfer from 500 00 pent Total ID Name ANF ZSPA 2015 Adult Non Fiction dae Total Debits Total Spent eared Destination fund AF Z5PA 2015 S 2715 fen au T g49 1428571 70 857142857 30857142857 40 Note Transfer K 8 Click OK to the pop that appears to confirm that you are ready to commit the transfer The page at http training sitka bclibraries ca says ___ lll d Are you sure you re ready to commit this transfer 17 5 Track Balances and Expenditures The Fund Details screen allows you to track a fund s balance encumbrances and amount spent Chapter 17 Funds 230 I Select Admin gt Acquisitions Funds Operator Change New Download Offline Patron List Offline Transaction Management Currency Types Acquisitions Distribution Formulas Local Administration ED Accounts Server Administration EDI Messages Workstation Administration BAST SULI Toggle Activity Meters nania User Permission Editor Funding Sources Funds fs Providers For developers Claim Event Types Claim Policies Claim Policy Actions Claim Types Invoice Item Type Invoice Payment Method Cancel Reasons Line Itern Alerts Line Item MARC Attribute Definitions 2 If
22. Mark Ready for Order This step is optional but may be useful to some individual workflows After an item has been added to a selection list or purchase order you can mark it ready for order 1 Open the selection list or purchase order that contains the line items you would like to Mark Ready for Order 2 If you wish to Mark Ready for Order only selected list items check the boxes adjacent to those line items Selection list Order Sept 2015 Create date 7 6 15 Last updated 7 6 15 Selector cburnsacqzspa Entry Count 4 Actions v Line Items Expand All Items Notes Actions Status oor Eriendship Is Magic Volume 5 ta Cook Katie 163140105X 2014 10 Idea and Design Works Publishing FICB TEST FE Order Identifier ISBN 163140105X z Expand Copies 0 Notes 0 Actions pasaon 145999 0 catalog 4 worksheet requests queue A Home Style By City Ideas And Inspiration From Paris London New York Los Angeles And Copenhagen Magntorn Ida 145213717X 2014 09 Raincoast Books FICB TEST Order Identifier ISBN 145213717X Expand Copies 0 Notes 0 Actions Selector Ready 146000 0 gt catalog 4 worksheet requests queue Planet Cake Clever Creations For Kids Cutler Paris 1626860963 2014 07 Raincoast Books FICB TEST ea Order Identifier ISBN 1626860963 Expand Copies 0 Notes 0 Actions v Selector Ready 146001 0 gt catalog worksheet reques
23. Open your purchase order Using the Actions menu on the line item select Actions Claims 0 existing Line Items A The Penderwicks ast ot Birdsall Jeanne 9780440420477 o Order Identifier ISBN 9730440420477 146019 0 gt catalog 4 worksheet requests view invoice s Direct Charges Taxes Fees etc There are no miscellanea attached to this purchase order Check the boxes adjacent to the copies you wish to claim and click Claim Selected Claims Against item The Penderwicks 146019 Initiate New Claims 75P103751 Not recvd C ZSP103750 Not recv d Claim selected From the Claim Type drop down menu select the reason you are making the claim Claim type Not Claim PAST DUE E ee DAMAGED SHORT SHIPPED INCORRECT Expand All Items DUPLICATE Enter a note if you desire and click Claim Claim type DAMAGED Note icover is tom JP Chapter 12 Claim Items 159 6 The number of existing claims on the line item updates and a claim voucher appears BUG The voucher appears inconsistently The voucher can be printed and mailed to the provider to initiate the claim Line Items teh The Penderwicks eet Birdsall Jeanne 9780440420477 O ae Order Identifier ISBN 9780440420477 e 146019 0 gt catalog 4 worksheet requests wew invoice s 1 Once again use the Actions menu on the line item select Actions Claims X existing 4 Line Items
24. Provider Prepayment Required Cancel Chapter 2 New in Evergreen Version 2 8 7 Chapter 3 Recommended Workflows Adapted with permission from original material by the Evergreen Community Abstract Sitka Staff have put together the following recommended workflows for acquisitions Please contact Sitka Support regarding acquisitions workflow questions 3 1 Selection Using the Catalogue This workflow assumes that selectors have the cataloguing skills necessary to decide which bibliographic record is the best bibliographic record for the item to be purchased Selection 1 Selector uses a combination of e a line item and catalogue search e the View Place Order feature e the Load Catalogue Record Ids 2 The MARC Federated search is used to locate any records not found in the catalogue The MARC Federated search may also be used in place of a line item and catalogue search by only using the Evergreen catalogue as a search source 3 Selector adds the following to each line item on the selection list e estimated price e number of copies e notes e alerts e fund Purchasing 1 Purchaser retrieves the selection list and converts it to a purchase order 2 Purchaser checks that line items are complete and activates the purchase order 3 Purchaser or Cataloguer uses the Vandelay interface to import any records coming from outside the catal
25. SSS rrr 1 Browder Flt BW Dollars True 1 infogenctionaly Er b b 1234 3 0 Of o b54 1235 Falsa 1234567 www fictional 4 Make your changes in the top half of the Provider Details screen Active Code Currency Canadian Dollars Default Copies Default Claim Policy EDI Default Email info fictionalprovider com Fax Phone 675 654 1234 Holdings Tag 970 Owner BW Phone 875 654 1235 Prepayment Required Provider ID T59 Prowder Name Fictional Provider URL www fictionalprovider com Chapter 18 Providers 250 5 Click Save Active vi Code Currency Canadian Dollars Default Copies Default Claim Policy EDI Default Email infog fictionalprovider com Fax Phone 675 654 1234 Holdings Tag 970 Owner BW Phone 875 654 1235 Prepayment Required Provider ID T59 Prowder Name Fictional Provider SAN URL www newhctionalprovidercam Cancel Before a provider can be deleted any additional addresses contacts attribute definitions and holdings subfields must be deleted first You are then able to delete the provider on the Provider List page by checking the box adjacent to the provider s name and clicking Delete Selected You can only delete providers if no purchase orders have been assigned to them 18 5 Attribute Definitions Not currently in use by Sitka Libraries Your provider may include information that is specific to your organization in MARC tags You can specify the types of information that should be entered in enter
26. and the invoice is created Rather than recreate the invoice for purchase order 2 you simply link the purchase order to the invoice 1 Open a purchase order Chapter 14 Invoices 192 2 Click Link Invoice Purchase Order on order Activated 9 16 11 1 10 PM ID 9 Prepayment Required No Name PO2011009 Activatable No Provider Uni ibr ices Notes 0 Total Lineitems 20 EDI Messages 0 Total Estimated 468 00 History View Total Encumbered 456 00 Invoicing View Invoices 0 Create Invoice Link Invoice Y Total Spent 0 00 Cancel Cancel order 3 In the drop down that appears enter the invoice number of the invoice you would like to link the purchase order to Link Invoice Choose invoice Invoice 12345678 Provider Link 4 Enter the code for the provider This field will auto complete l Link Invoice A Choose invoice Invoice 12345678 5 Click Link Link Invoice nA Choose invoice Invoice 12345678 i Provider ULS 6 The invoice will open in the same tab and all the line items on the purchase order will be added to the invoice Chapter 14 Invoices 193 Link Multiple Line Items to an Existing Invoice Use the Link to Invoice for Selected Lineitems menu option to link multiple line items to an invoice that already exists in Evergreen For example an invoice may be made up of items from multiple purchase orders In
27. e Search fields in the categories of Line Item Selection List Invoice and Line Item Attribute may also be used to build a search e See Using the General Search for more general search tips 4 6 Searching for Invoices Search Tips The default invoice search allows you to quickly generate a list of open invoices This search can also easily be modified to search for invoices using other parameters Chapter 4 Search the Acquisitions Module 24 To access the searching interface select Acquisitions Open Invoices Cataloging Booking General Search My Selection Lists New Brief Record Patron Requests MARC Federated Search Load Catalog Record IDs Load MARC Order Records Purchase Orders Create Purchase Order Claim Ready Items Open Invoices Create Invoice 2 By default the search interface is set to search for open invoices created by your ordering agency If this is search you wish to perform click Search Acquisitions Search search for invoices matching all of the following terms Complete i bd Receiver X BW Add Search Term Search Tips e To search for closed invoices simply check the box adjacent to the Complete search field e By default the I Receiver is the workstation the user is logged in at Multi branch systems with centralized ordering will need to update this to the location that is their actual receiver e Search fields in the categories of Line Item Selection Li
28. tc c2011 300 ta 247 p 22 cm 504 ta Includes bibliographical references and index ta Questions parents have about vaccines General What are vaccines Why do we still need vaccines How do vaccines work How are vaccines made What steps do pharmaceutical companies go through to make vaccines Who recommends vaccines How do we know vaccines work Are vaccine preventable diseases really that bad Isn t it better to be naturally infected than immunized Are vaccines given in a one size fits all schedule Is there any harm in using an alternative schedule Why cant vaccines be combined to lessen the number of shots Why arent more vaccines given by mouth Can avoid vaccines by living a healthy lifestyle Why should trust a system that makes money for drug companies Should vaccines be mandated Is it my social responsibility to get vaccines Safety Are vaccines safe How do know if a problem is caused by verrinec What ewetame ara in nieces ta encire that vercinee ore cafo Haw da we bnew thot differant veerinoe can he awon at the came time Na tan 3 On the Record Queue screen you may click Matches to view the conflicting Evergreen records To view the existing full MARC record click View MARC The MARC record will be displayed in view mode Click Return once done Upon inspection if the matched record is a true match but a brief record you may mark the matched MARC
29. 4 worksheet Books Classics requests view invoice s queue Update Barcodes F l os Haldings Maint 7 Claims 0 existing View History i A ELEN EE La AMET Ine WEAVE OF KRA ta Eliot George 1619 1880 1419848799 Order Identifier ISBN 1419949739 44072 catalog amp worksheet Books Classics requests view invoice s queue OR Click view invoice s on the Line Item Line items Expand All items Notes Actions Status a The mill on the Floss G Eliot Eliot George 1819 1880 1452652546 2011 Tantor Audio l 44071 catalog 4 worksheet Books Classics requests wew meoice s queue Chapter 14 Invoices 204 3 Select the invoice you would like to display from the grid that appears The invoice will appear in the current tab Acquisitions Search Reveal Search Fom RefeshGrd Print Selected Invoices Back Next Filter vo Vendor Invoice O Recerver ide Invoice Date invoice Type Note Payment Method Recene Method M4 Ficres2a562 BW 6 2813 12 00 AM 14 8 Printing Invoices Invoices can be printed individually or as a batch from the search grid Select Acquisitions Open Invoices General Search My Selection Lists New Brief Record Patron Requests MARC Federated Search Load Catalog Record IDs Load MARC Order Records Purchase Orders Create Purchase Order Claim Ready Items Open Invoices Create Invoice 2 This opens the Acquisitions Search scree
30. Accounts for more information e In the E mail field enter the provider s e mail address e In the Fax Phone field enter the provider s fax number e If your provider enters holding data in MARC records enter 970 into the Holdings Tag field e In the Phone field enter the provider s phone number e If prepayment is required to purchase from this provider check the box adjacent to Prepayment Required e In the SAN field enter the seven digit Standard Address Number for your provider This field is required is EDI will be used with the provider e Inthe URL field enter the web address for the provider s website After you save the provider profile the screen reloads so that you can save additional information about the provider You can also access this Provider Details screen by clicking the hyperlinked name of the provider on the Providers screen The tabs on the Provider Details screen allow you to add a provider address provider contacts attribute definitions and holdings subfields You can also view invoices associated with the provider on the Provider Details screen 18 2 Add an Additional Address A provider s address appears on printed purchase orders for that provider Additional addresses can be added to the provider profile for providers with multiple offices 1 Open the provider you would like to add an address to 2 Click New Provider Address A pop up will appear Provider Address Prowder Contact Attnbute Defin
31. Back Next Formula Name Formula Owner ftem_count ae ae oa a oe a 6 BPR 2 Chapter 21 Acquisitions Module Additional Administrative Settings 279 3 At this screen you can add a new entry edit an existing entry using the drop down menus or delete an existing entry using the red X beside the entry you wish to delete If you click and hold the three dots you are able to reorder your list When using a distribution formula the system will start at the top of the list and work down the list until it runs out of copies For example if you are ordering five copies of a title and you apply a distribution formula with entries for seven branches 1 copy each only the first five branches will receive copies Non Fiction New Entry Apply Changes Owning Library Copy Location BW Adult Non Fiction Reference x BW Young Adult Ma Young Adult Non Fic New Entry Apply Changes 4 Click Apply Changes after you have made your changes Non Fiction New Entry Apply Changes Owning Library Copy Location x BW Adult Non Fiction X BW Young Adult Non Fiction X BW Reference New Entry Apply Changes Chapter 21 Acquisitions Module Additional Administrative Settings 280 Clone a Distribution Formula Select Admin Acquisitions gt Distribution Formulas Operator Change New Download Offline Patron List Offline Transaction Management Currency Types Acquisitions Distribution Formulas L
32. Bib Records Merged Imported 0 ACQ Copies Processed Debits Encumbered Real Copies Processed pload Complete Chapter 6 Add Records D If a Purchase Order as been created the available options will be View Purchase Order and View Import Queue File to Upload C Users Jennifer2 Documents Sitka Acquisitions AC Upload Lineitems Processed 1 Vandelay Records Processed 1 Bib Records Merged Imported 0 ACQ Copies Processed Debits Encumbered Real Copies Processed Upload Complete View Selection List View Import Queue For information on handling the Import Queue see Merging Records Using the Vandelay Interface 6 3 MARC Federated Search The MARC Federated Search enables you to import bibliographic records into a selection list or purchase order from a Z39 50 source l Select Acquisitions MARC Federated Search General Search My Selection Lists New Brief Record Patron Requests MARC Federated Search Load Catalog Record IDs Load MARC Order Records Purchase Orders Create Purchase Order Claim Ready Items Open Invoices Create Invoice Chapter 6 Add Records 52 2 Check the boxes of the Z39 50 services you wish to search The local Evergreen Catalogue is checked by default a Best practice is to always leave the Evergreen Catalogue checked This helps prevent duplicate records from being added to the catalogue Search Sources Evergreen Catalog _ ITSMARC LC Foreign _ ITSMAR
33. Cancel order Chapter 11 Cancel Suspend Acquisitions 136 3 From the drop down menu that appears select a cancel reason for which debits are kept Cancel Cancel order Canceled Account canceled Canceled Already delivered Canceled Already owned Canceled Canceled order Canceled Discontinued Canceled Duplicate oneolod Duni ste oro 4 Click Cancel order Cancel Cancel order Reason Delayed Postpone Cancel order 5 A pop up will appear asking you to confirm that you wish to cancel the purchase order Click OK Are you SURE you want to cancel this purchase order Chapter 11 Cancel Suspend Acquisitions 137 6 The status of the purchase order becomes cancelled and all the line item bars change to blue Because the purchase order has been suspended rather than cancelled the funds are still encumbered Purchase Order cancelled Activated 7 12 15 8 52 PM ID 5291 Prepayment Required No Name 5291 Activatable Activated Provider Amazon com AMA 5PA Notes 0 Total Lineitems EDI Messages 0 Total Estimated 370 00 History View Total Encumbered 70 00 Invoicing View Invoices 0 Create Invoice Total Spent 30 00 Cancel reason Title has been postponed Delayed Postpor Actlons opies Owning Branch Copy Location Collection Code Fund Circ Modifier PT a a FE i Line Items 9781476717128 TAYLOR i 9780525953982 na
34. Claim vouchers contain the following information e Claim Type Claim Reason e Title and Author of item e Event Type The action to be performed by the library to claim the item e Event Date The date the item was claimed in Evergreen e Order Date The date the purchase order for the item was activated e Expected receive date Not currently functional e Initiated by The name of the staff member who manually claimed the item in Evergreen e Barcode In most cases this will be a temporary system generated barcode e Fund The name of the fund being used to purchase the item Claim Voucher Print Claim 54 PAST DUE Against Marrying off Mother and other stories e Event type PHONE Library initiated Event date 2011 10 11T11 35 50 0700 Order date 201 1 09 16T13 20 23 0700 Expected receive date Initiated by Learner Astute Barcode BPR164 Fund WL AF 2011 1 Open a purchase order 2 Click the Copies link on the line item containing the copy or copies you wish to view the claim voucher for ean Estimated Status Price Eile Cat KECHIN E TIEF athe Jda iE Durrell Gerald 1925 1995 1994 Vancouver B C Library Semices Branch wpl on order 12 00 341 catalog worksheet Bug 810030 2 x PO2011008 Chapter 12 Claim Items 164 3 Click the Claim link adjacent to any of the copies Add Edit Items Retum Item Count 4 Go Save Changes Distribution Formulas 7 Apply Reset Form
35. Collection Code Collection Code Reset Formulas Click the Copies link on the line item containing the copy or copies you wish to suspend 154712 2 gt catalog 4 worksheet requests view invoice s queue Chapter 11 Cancel Suspend Acquisitions Fund Circ Modifier Fund Circ Modifier AF ZSPA 2015 bax 147 3 Click the Cancel link adjacent to the copy you wish to suspend Copies must be suspended individually Add Edit Items s Return ltem Count 1 Go Save Changes Distribution Formulas Apply Reset Formulas Owning Branch Copy Location Collection Code Fund Cire Modifier Owning Branch Copy Location Collection Code Fund Circ Modifier SP A 5P Fiction AF ZSPA 2015 box From the drop down menu that appears select a cancel reason for which debits are kept See Sitka Cancel Reason Defaults for which cancel reasons keep debits Delayed Backordered Delayed Damaged Delayed Delivered but Lost Delayed Postpone Delayed Reprint under consideration 5 Click Cancel copy Reason Delayed Postpone Cancel Copy A pop up will appear asking you to confirm that you wish to cancel the copy Click OK a Are you SURE you want to cancel this copy Canca _ Chapter 11 Cancel Suspend Acquisitions 148 8 The status of the copy becomes cancelled The line item bar will only change to blue and have a status of cancelled if all copies for the line item have been cancelled B
36. Count 4 Go Save Changes Distribution Formulas Apply Reset Formulas Owning Branch Copy Location Collection Code Fund Circ Modifier Owning Branch Copy Location Collection Code Fund Circ Modifier SP A 5P Fiction AF ZSPA 2015 box Chapter 11 Cancel Suspend Acquisitions 145 4 From the drop down menu that appears select a cancel reason d No longer needed ed Not Accepted Not found Not in process Not in stock d Out of business ed Out of print Out of stock indefinitely Batch Update Barcode Notes Receiver oP109454 Mark Received Cancel 5 Click Cancel copy Reason Canceled Duplicate Cancel Copy 6 A popup will appear asking you to confirm that you wish to cancel the copy Click OK Q Are you SURE you want to cancel this copy Chapter 11 Cancel Suspend Acquisitions 146 7 The status of the copy becomes cancelled The line item bar will only change to white and have a status of cancelled if all copies for the line item have been cancelled The funds for the particular copy will no longer be encumbered Add Edit Items s Return Distribution Formulas Owning Branch Copy Location Copy Location Owning Branch ZSP Fiction SP A Suspend a Copy 1 Open a purchase order 2 x Line Items BRAD Act of War A Thriller THOR Thor Brad 9781476717128 2014 07 Atria Books AMA_ZSPA L WAR Order identifier ISBN 9781476717128 ltem Count 1 50
37. Edit Items ltem Count 2 Go Save Changes Distribution Formulas Apply Owning Branch Copy Location Collection Code E E Owning Branch ZSP A Copy Location gt Collection Code gt Ke SP A Direct Charges Taxes Fees etc There are no miscellanea attached to this purchase order New Charge Save New Charges Chapter 9 Line Items Reset Formulas Fund ANF ZSPA 20 Fund ANF Z5PA 20 ANF Z5PA 20 Reset Formulas Fund ANF Z5PA 20 Fund ANF Z5PA 20 ANF Z5PA 20 Circ Modifier e e Circ Modifier e e e e Circ Modifier 7 e Circ Modifier E 128 Update Funds on Line Items via the Batch Updater The fund in use for all copies on a line item can be updated at any time using the Line Item Batch Updater on a purchase order It is not currently possible to update the fund for individual copies on a line item It is only possible to update the fund for all copies on a line item at once 1 Open a purchase order 2 Check the box es of the line item s for which you would like to update the fund Copies Owning Branch Copy Location Collection Code Fund Circ Modifier Line Items lt Amulet 6 Escape from Lucien i Kibuishi Kazu 9780545433150 2014 Scholastic Incorporated FICB TEST Order Identifier ISBN 9780545433150 146028 0 catalog 4 worksheet requests view Invoice s queue EFF Be with M
38. Generation 1452135134 2014 08 Raincoast Books FIC_ZSPA C ERES Order Identifier ISBN 1452135134 lt 145970 0 gt catalog 4 worksheet requests queue Expand Copies 0 Notes 0 Actions v Selector Ready 5 8 Convert a Selection List to a Purchase Order When a selection list is finished it can be converted to a purchase order through the Actions menu It is possible to convert particular line items on a selection list into a purchase order rather than converting the entire selection list 1 Open the selection list that you would like to convert to a purchase order 2 Select Actions Create Purchase Order Selection list New Books July 2013 Create date 6 22 13 Last updated 6 22 13 Selector AcgadminBw Entry Count 7 Actions Actions Save ltems To Selection List Mark Ready for Selector Mark Ready for Order Delete Selected Items Add Brief Record Export Single Attnbute List pP0 Create Purchase Order Add to Purchase Order Print Purchase Order View PO History Load Bibs and tems Cancel Selected Line tems Apply Claim Policy to Selected Line Items Mark Selected Line tems as Received Un Receive Selected Line items Create Invoice From Selected Line Items Link Selected Line Items to Invoice 3 A pop up box will appear Ordering Agency Name optional Provider Prepayment Required All Line Items Selected Line Items Import Bibs and Cr
39. Invoice Payment Method Cancel Reasons Line Item Alerts Line Item MARC Attribute Definitions Chapter 17 Funds 222 2 Click New Fund rm i Wau a a 3 Print Page New Fund Delete Selected Fund Propagation amp Rollover 7 Refresh 3 Fill in the fields Name Code Year Org Unit Currency Type Active Balance Stop Percent Balance Warning Percent Propagate Rollover Cancel e Enter a Name for the fund There is no limit to the number of characters that can be entered in this field e Create a unique Code for the fund There is no limit to the number of characters that can be entered in this field e Enter a year for the fund This can be a fiscal year or a calendar year The format of the year is YYYY e Select an org unit from the drop down menu The org unit indicates the organizational unit s whose staff can use this fund In a multi branch system funds may be set to the top organizational unit the organizational units for branches or a combination e Select a Currency Type from the drop down 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 e Check the Active box to activate this fund You cannot make purchases from an inactive fund e 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 y
40. Item Title Quantity Unit Price Line Total Notes 2642 9781410461452 Thankless in death J D Robb 1 9 99 9 99 Subtotal 9 99 Total Line Item Count 1 7 11 View On Order Purchase Orders Search Tips The default purchase order search allows you to quickly generate a list of on order purchase orders This search can also easily be modified to search for purchase orders using other parameters To access the searching interface select Acquisitions Purchase Orders Cataloging Acquisitions Booking General Search My Selection Lists New Brief Record Patron Requests MARC Federated Search Load Catalog Record IDs Load MARC Order Records Purchase Orders Create Purchase Order 21 Claim Ready Items Open Invoices Create Invoice Chapter 7 Purchase Orders 84 By default the search interface is set to search for on order purchase orders created by your ordering agency If this is the search you wish to perform click Search Acquisitions Search Search for purchase orders matching all of the following terms PO Ordering Agency BW PO State on order Add Search Term 7 12 Receiving and Un Receiving Purchase Orders Receive a Purchase Order In the event that all items on a purchase order arrive together it is possible to receive the entire purchase order at once It is also possible to receive a line item and to receive a copy Open your purchase order Click the checkmark
41. Profile Merge Using EXISTING Ri X Load Items for Imported Records a File to Upload e Create a new Upload Queue o Do not use or slash or backslash in the import queue name e Select SitkaMatch from the Record Match Set drop down menu Chapter 6 Add Records 50 e Select Merge Using Existing Record from the Merge Profile drop down menu e Select provider from the Record Source drop down menu Check the box for Import Non Matching Records to automatically import MARC records from the file if they are not already in the Sitka catalogue e Check the box for Merge On Best Match b If your provider supplies holding information in the 970 tag you can check the box to Load Items for Imported Records Load Items for Imported Records If not imported at this time items will be imported when the purchase order is activated 4 Click Browse to search for the file of bibliographic records saved on your computer Locate the desired file and and open it File to Upload Browse Upload 5 Click Upload A summary of the items that have been processed will appear File to Upload C Users Jennifer2 Documents Sitka Acquis itions AC Browse_ Upload 6 Ifa Selection List as been created the available options will be View Selection List and View Import Queue File to Upload C Users Jennifer2 Documents sitka Acquisitia ns AC Browse_ Upload Lineittems Processed 1 Vandelay Records Processed 1
42. Publication Postponed for which debits are kept indicates Chapter 9 Line Items 116 that the item will still be purchased when published The funds remain encumbered for the purchase while the line item has the status of cancelled Cancel a Line Item Suspend a Line Item Cancel a Line Item 1 Open a purchase order 2 Check the box es of the line item s you wish to cancel Purchase Order on order Activated 7 9 15 9 38 AM ID 5001 Prepayment Required No Name Octorder Activatable Activated Provider Fictional Bookstore FICB TEST Notes 0 Total Lineitems 2 EDI Messages 0 Total Estimated 30 00 History View Total Encumbered 30 00 Invoicing View Invoices 0 Create Invoice Link Invoice Total Spent 0 00 Cancel Cancel order v Actions v Copies Owning Branch Copy Location Collection Code Fund Circ Modifier Distribution Formula X v ly vy OR v Apply to Selected lt Line Items Expand All Items Notes Actions Status Sem a Silas Marner the weaver of Raveloe Eliot George 1819 1880 1419848739 ia Order Identifier ISBN 1419848739 Expand Copies 1 Notes 0 Actions On Order 15 00 146020 0 catalog 4 worksheet requests view invoice s Silas Marner the weaver of Raveloe 4 i Eliot George 1819 1880 1419849739 o Order Identifier ISBN 1419849739 Expand Copies 1 Notes 0 Actions On Order 15 00 146021 0 catalog 4 worksheet order requests view inv
43. Save and Clear to save the invoice and open a blank invoice 4 For information on linking additional line items to the invoice see Populating Invoices 5 For information on adding charges to the invoice see Add Charges to an Invoice 6 For information on receiving line items through an invoice see Receive Line Items From an Invoice 7 For information on other invoice options and features see the other sections in this chapter Create an Invoice From a Purchase Order You can create an invoice containing all of the line items on a purchase order 1 Open a purchase order 2 Click Create Invoice Purchase Order on order Activated 6 27 13 5 49 PM ID 1749 Prepayment Required Name 1 749 Activatable Provider Fictional Provider FIC Notes Total Lineitems 7 EDI Messages Total Estimated 523 64 History Total Encumbered 502 64 Invoicing View Invoices 0 Create Invoice Link Invoice Total Spent 30 00 Cancel Cancel order 3 Anew invoice will open in the same tab Chapter 14 Invoices 184 4 Fill in the top section of the invoice See Invoice Details for guidelines on filling in this information Vendor Invoice ID Invoice Date 2013 06 28 Receive Method Paper Invoice Type Provider FIC Shipper Note Payment Auth Payment Method Recewer 5 The Bibliographic Items section of the invoice will list all of the line items from the purchase order along with information pertaining to each line item Bib
44. Total Lineitems 0 EDI Messages 0 View Total Estimated 0 00 History Total Encumbered 0 00 Total Spent 0 00 Allow activation with zero copy lineitems Add Brief Record Direct Charges Taxes Fees etc There are no miscellanea attached to this purchase order New Charge save New Charges 3 Enter bibliographic information in the desired fields and click Save Record New Brief Record Adding to Purchase Order 4956 Title of work Feet of Clay Author of work Pratchett Terry Language of work English Pagination 414 p ISBN 9780552142373 ISSN Price Identifier Publisher Publication Date Edition UPC Local Notes Library Bound Inc Order Specific tem Number Save Record Chapter 6 Add Records 46 4 Anew line item appears on your purchase order Copies will be automatically added to the line item if you have set a default number of copies for the provider Purchase Order pending ID 4986 Prepayment Required No Name 2992 Activatable No The lineitem has no price ACQ_LINEITEM_NO_PRICE Provider Fictional Bookstore FICB TEST Notes 0 Total Lineitems 1 EDI Messages 0 Total Estimated 0 00 History View Total Encumbered 0 00 Total Spent 0 00 Allow activation with fal zero copy lineitems Actions v Copies Owning Branch Copy Location Collection Code Fund Circ Modifier Distribution Formula X v z y OR vy Apply to Selected j Estimated x Line Items Expand All Items Notes Ac
45. Year 2015 h Refresh Balance Combine Stop Percent F 1 Adult Fiction AF ZSPA 2015 7SP A Teg True 90 75 True True 2060 91 Adult Canadian 2 Non Fiction ANFZSPA 2015 7SP A rae True 90 75 True True 9609 14 p gge JFZSPA 2015 7SP A Canadian Tue True True 2915 80 Fiction Dollars m ee ane JNF ZSP 2015 7SP A Canadian Tue 90 75 True True 2500 00 Non Fiction Dollars aia Chapter 17 Funds 236 3 Click on the Tags tab Fund Details Create Allocation Transfer Money Y Summary Allocations Debits Tags Add Tag 4 Click Add Tag Fund Details Greate locais alanen Summary Allocations Debits Tags 5 Select the tag from the drop down menu and click Add Fund Details Create Allocation Transfer Money Summary Allocations Debits Tags Chapter 17 Funds 237 Delete a Fund Tag Select Admin gt Acquisitions Funds Famin Operator Change Mew Download Offline Patron List Offline Transaction Management Currency Types Acquisitions Distribution Formulas Local Administration ED Accounts Server Administration EDI Messages Workstation Administration Saana nos Toggle Activity Meters Ped Tag User Permission Editor Funding Sources For developers Funds gt Providers Claim Event Types Claim Policies Claim Policy Actions Claim Types Invoice Item Type Invoice Payment Method Cancel Reasons Line Item Alerts Line Item MARC A
46. a Line Item Mark Received allows you to receive particular line items on a purchase order Line items must have the status of on order for this function to work 1 Open a purchase order 2 Check the box es of the line item s you wish to receive Actions Copies Owning Branch Copy Location Collection Code Fund Circ Modifier x Line Items A deadly yam Sefton Maggie M2520 7072 i Order Identifier ISEN 025207072 x 44711 gt catalog 4 worksheet New Books August requests view irwoicela queue sty The well of lost plots i fs Fforde Jasper 0670032891 2003 Viking a Order Identifier SBN 0670032891 7 st requests view invoices queue ALn RLH ILE SEES 44713 gt catalog worksheet New Books August requests wew invoicels queue T OR Distribution Formula Apply to Selected Expand All items Notes Actions Expand Copiesi4 Notesi0 Actons Expand Copiesi4 Notes 0 Actons Expand Copiesi4 Notesi0 Actions 3 Using the main Actions menu select Actions Mark Selected Line Items as Received Actions Save items To Select Mark Ready for Selecto Mark Ready for Order Delete Selected ems Add Brief Record Export Single Attnbute List Lreate Purchase Order Add to Purchase Order Print Purchase Order View PO History Load Bibs and Items Cancel Selected Line tems Un Receive Selected Line ltems Create Invoice Fro
47. a Provider Providers must be created in the acquisitions module before users can create purchase orders for providers I Select Admin gt Acquisitions Providers Operator Change New Download Offline Patron List Offline Transaction Management Currency Types Acquisitions Distribution Formulas Local Administration ED Accounts Server Administration EDI Messages Workstation Administration Exchange Rates Toggle Activity Meters Fund Tags User Permission Editor Funding Sources For developers Funds pers Providers Claim Event Types Claim Policies Claim Policy Actions Claim Types Invoice Item Type Invoice Payment Method Cancel Reasons Line Item Alerts Line Item MARC Attribute Definitions 2 Click New Provider Debug Print Page New Provider Delete Selected Chapter 18 Providers 240 3 Fill in the fields Information on specific fields is available in the Provider Profile Provider Context Org Unit BW Back Next Filter Provider Name Code Owner Currency Active Default Copies Default Claim Policy EDI Default Email Fax Phone Haldings Tag Phone Prepayment Required SAN URL Cancel Chapter 18 Providers 241 4 Click Save Context Org Unit BW Back Next Filter Provider Name Fictional Provider Code FIC Owner BW Currency Canadian Dollars Active ff Default Copies 1 Default Claim Policy EDI Default Email info fictionalprovider com Fax Phone 075 654
48. a Purchase Order You can add brief records to a new or existing purchase order 1 Open or create a purchase order 2 Click the Add Brief Record button Purchase Order pending ID 4956 Prepayment Required No 99 Fictional Bookstore FICB TEST Total Lineitems 0 0 00 0 00 0 00 Name Activatable Yes Actwate Order Activate Without Loading Items Provider Notes 0 EDI Messages 0 Total Estimated History View Total Encumbered Total Spent Allow activation with zero copy lineitems Add Brief Record Direct Charges Taxes Fees etc There are no miscellanea attached to this purchase order New Charge save New Charges Chapter 7 Purchase Orders 73 3 Enter bibliographic information in the desired fields and click Save Record New Brief Record Adding to Purchase Order 4956 Title of work Feet of Clay Author of work Pratchett Terry Language of work English Pagination 414 p ISBN 9780552142373 ISSN Price Identifier Publisher Publication Date Edition UPC Local Notes Library Bound Inc Order Specific tem Number Save Record 4 Anew line item appears on your purchase order Purchase Order pending ID 4986 Prepayment Required No Name 2992 Activatable No The lineitem has no price ACQ_LINEITEM_NO_PRICE Provider Fictional Bookstore FICB TEST Notes 0 Total Lineitems 1 EDI Messages 0 Total Estimated 0 00 History View Total Encumbered 0 00 Tota
49. aoaeeals 5 5 Merge Selection Lists Two or more selection lists can be merged into one list This function can also be used to re name selection lists To rename a selection list merge it into a new list that has the new name Select Acquisitions My Selection Lists General Search My Selection Lists New Brief Record Patron Requests MARC Federated Search Load Catalog Record IDs Load MARC Order Records Purchase Orders Create Purchase Order Claim Ready Items Open Invoices Create Invoice Chapter 5 Selection Lists 31 2 Check the boxes adjacent to the selection lists that you would like to merge together and click Merge Selected Acquisitions Search Merge Selected _ Refresh Grid New Selection List Clone Selected 6 22 12 10 02 AM 6 22 12 10 20 AM 6 22 12 10 28 AM Adult Fiction July Adult Fiction September Adult Fiction More July Choose the Lead Selection List from the drop down menu This is the list to which the items on the other list s will be transferred Acquisitions Search Refresh Grid New Selection List Clone Selected Name Owner Adult Fiction July AcqpurchaseBW We Adult Fiction September AcqpurchaseBVy OE VTS Adult Fiction More July AcgadminBW 6 22 12 10 26 AM 6 22 12 10 26 AM Gl ejs K tad a J I l Click Merge Acquisitions Search Refresh Grid New Selection List Merge Selected Delete Selected Choose the Lead Selection
50. attached to the correct full record in the database It is possible that there may be some false matches such as if the ISBN is entered incorrectly on the purchase order but these should be caught when the items arrive and are catalogued 8 Click Submit Upload to Queue Or create a new queue Queue Name Record Match Set sitkaMatch Merge Profile Merge Using Existing Rec Import Non Matching Records i Record Source ocle Merge On Exact Match 901c Merge On Single Match Merge On Best Match af Best Single Match Minimum Quality Ratio 0 0 New Record Quality Quality of Best Match Insufficient Quality Fall Through Profile z Submit 9 You can see the record that the line item has attached holdings to by clicking on the catalog link on the line item 8 3 Merging Records Using the Vandelay Interface 1 Click View Import Queue 2 The table will tell you what records have been automatically imported if you selected Import Non Matching Records and what records have found a match in the database and were not automatically imported R3 Export Records Ga Import Records Ga InspectQueue 3 Record Display Attributes G3 Merge Overlay Profiles amp Record Match Sets G4 Holdings Import Profiles Queue 062915 Queue Actions Queue Summary Queue Filters Import Selected Records Records in Queue 49 Limit to Records with Matches Import All Records Records Imported 49 Limit to Non Imported Records View Import Items Reco
51. between funds and apply fund tags to funds Funds are created for a specific year either fiscal or calendar These funds are owned by organizational units Library systems with multiple branches can set a contextual organizational unit and year at the top of the funds interface The drop down menus at the top of the screen enable you to focus on funds that are owned by specific branches during specific years 17 1 Create a Fund Funds should be created for every budget you wish to track For some libraries this may be a fund per individual collection Other libraries may only use one fund for all purchasing Libraries may want to create funds specifically for non bibliographic purchases such as processing supplies or for other charges such as charges for MARC records Multi branch libraries may have a single set of funds for their entire system a set of funds for each branch or may use a combination of funds at the branch and system levels I Select Admin gt Acquisitions Funds Operator Change New Download Offline Patron List Offline Transaction Management Currency Types Acquisitions Distribution Formulas Local Administration ED Accounts Server Administration EDI Messages Workstation Administration aT Ie Toggle Activity Meters Fund Tags User Permission Editor Funding Sources Funds Ts Providers For developers Claim Event Types Claim Policies Claim Policy Actions Claim Types Invoice Item Type
52. boxes to select any additional copies you wish to claim and then click Claim selected Claims Against item Encounters with animals 340 Initiate New Claims WI BPR108 Not recvd E BPR109 Not recvd E BPR110 Not recv d E BPR111 Not recvd 7 From the Claim Type drop down menu select the reason you are making the claim Batch Update 8 Enter a note if you desire and click Claim Claim type PAST DUE Note Chapter 12 Claim Items 157 9 Claim vouchers for the claimed items will appear Click OK to print out your vouchers These vouchers can be mailed to the provider to initiate claims E Print to file Copies Number of copies 1 2 PI 0 B Go Forward Total Lineitems 20 Total Estimated 3960 00 Total Encumbered 3864 00 Total Spent 30 00 Encounters with animals by Durrell Gerald 1925 1995 4 Ordered 0 Received 0 Invoiced 1 Claimed 0 Cancelled Estimated 48 00 Encumbered 48 00 Paid 0 00 340 x PO2011008 9 16 11 Bug 810030 2 12 3 Manual Claiming Items can be manually claimed at any time Manual claiming can be done for both line items and individual copies Manually Claim a Line Item Manually Claim a Copy Chapter 12 Claim Items 158 Manually Claim a Line Item You can manually claim a line item any time after it has been ordered until it is received Line items that have been suspended can be claimed l 2 2 4 5
53. cancel reasons are set to keep the debits when the purchase order is cancelled For example a cancel reason such as Publication Postponed for which debits are kept indicates that the item will still be purchased when published The funds remain encumbered for the purchases while the purchase order line item or copy has the status of cancelled If a hold has been placed for an item that is subsequently cancelled through acquisitions the system will cancel the hold The cancelled hold will appear in the patron s account under cancelled holds as a staff forced hold 11 1 Cancelling and Suspending Purchase Orders You can cancel or suspend purchase orders where all line items are in a state of on order Cancel a Purchase Order Suspend a Purchase Order Cancel a Purchase Order 1 Open a purchase order 2 Click Cancel order Purchase Order on order Activated 6 23 13 11 56 PM ID 1723 Prepayment Required Name 1723 Activatable Provider Fictional Provider FIC Notes 0 Total Lineitems 2 EDI Messages 0 Total Estimated 22 49 History View Total Encumbered 22 49 Invoicing View Invoices 0 Create Invoice Link Invoice Total Spent 0 00 Cancel Cancel order Chapter 11 Cancel Suspend Acquisitions 134 3 From the drop down menu that appears select a cancel reason Cancel Cancel order Canceled Canceled order Canceled Discontinued Canceled Duplicate i E aland Cy al toa ric 4 Click Cancel ord
54. e notes e alerts e fund e copy location specific to preview items 3 If not already done convert the selection list to a purchase order 4 Include a note on the purchase order to indicate that the items are preview items 5 Activate the purchase order Preview Items You Decide to Purchase 1 Create an invoice containing only those item you have decided to purchase 2 Receive the items either on the purchase order or through the invoice 3 Update the MARC and item records as needed Preview Items You Decide to Return 1 Cancel those items you have decided to return using the cancel reason Returned Preview Item 2 The funds will un encumber for those items and the copies will be deleted from the catalogue Chapter 3 Recommended Workflows 13 Part Il Acquisitions Table of Contents Weer ge aimilalem Acduisitons 111 016 0 2 sussie een ante oe rere are ere ere nena Se eee eee renee eee te eee eee 17 Ada USMO he GMAT all oe el Old eiser EAEE EEEa 42 SeaCMNA ior LNE Iems eraran E i 4 3 Searching for Line Items and Catalogue RecordS cccccccccecceeceeceece eee eeeeeeeseeeeeeeeeeeeeeeeeeeeeaeeaes eee Se aN Nng HON eC ONT LISE EEE E EE E 21 Ge see OC TOP Purna ce Order aprenon eni AiE AEAN 23 AG CaCO Or VOCES paia e EEEE E EAE E EAEE EE A E EE EE nee 24 De e ON S ET TE 27 pal Ny Selecion Lee lg C10 el ap E E E ere ene ee eee ey erenere errr 27 De le ale ch e ON LIE ar E E 28 5 3 Add Line ite
55. illustrates searching for invoices using the ID of a purchase order Acquisitions Search search for invoices matching all ofthe following terms PO Purchase Order ID is 556 Refresh Grid Print Selected Invoices ack Next o Vendor Invoice ID Receiver Provider Shipper Complete Invoice Date fl 1 ULS12886 BW ULS BW ULS BW False 6 21 12 12 00 AM E2 ULS12888 BW ULS BW ULS BW False 6 21 12 12 00 AM You may wish to begin your acquisitions process by searching for line items and catalogue records This ensures that you do not purchase an item that the library already owns or is on another selection list or purchase order See Searching for Line Items and Catalogue Records for more details Search Tips e The Search for option you choose will be the form in which your results are returned in Chapter 4 Search the Acquisitions Module 17 e Search terms are ANDed together when all is selected e Search terms are ORed together when any is selected e Click Add Search Term to add more fields e Search fields from any category can be used in a search unless the search fields are grayed out in the list e Click the red X at the end of each row to delete search terms e Use contains when doing keyword searching such as for Title of a Work e Use is when searching for an exact match such as for an ISBN 4 2 Searching for Line Items A Line Item search will retrieve a list of line items based on the search t
56. item lt v Line Items Expand All Items Notes dy The Penderwicks g Birdsall Jeanne 9780440420477 B Order Identifier ISBN 9780440420477 r Expand Copies 2 Nofes 1 M 146019 0 link to catalog 4 worksheet requests view invoice s Chapter 9 Line Items 110 9 9 Line Item Actions Menu The line item actions menu provides you with a number of functions that can be applied to a particular line item Actions Update Barcodes Holdings Maint Claims 0 existing View Histo Update Barcode Holdings Maintenance Claims View History Update Barcode You are only able to update barcodes once a line item has been received 1 Open a purchase order Using the Actions menu on the line item select Actions Update Barcodes Jv Line Items Ferr The Penderwicks es gt Birdsall Jeanne 9780440420477 Order Identifier ISBN 9780440420477 X 146019 0 gt catalog 4 worksheet requests view invoice s Direct Charges Taxes Fees etc There are no miscellanea attached to this purchase order 3 The Create or Re barcode Items screen will open in a new tab Estimated Actions Status i Price Actions Received 15 00 Actions Update Barcodes Holdings Maint Claims 0 existing View Histo Volume and Copy Creator ZSP A 1 Classification Prefix of Copies Barcode Part Designation Dewey DDO m ACQLO3751 Z
57. new Search tab to search for and add line items to an invoice from within the invoice 1 Open an invoice or create an invoice Chapter 14 Invoices 193 2 Click the Search tab Invoice Lineitems 2 Expected Cost 26 75 Show Details Invoice Search 3 Select your search criteria from the drop down menu See Searching for Line Items for general searching tips invgice Search Search for line tems matching all of the following terms LIA ISBN x ig 760857530820 _ Add Search Term Search Add Selected items lo Invoice Previous Next Sort by tiile Limit to invoiceable Ite No Results 4 The Limit to Invoiceable Items check box is checked by default Invoiceable items are those that are on order have not been cancelled and have not yet been invoiced Limit to Invoiceable Items 5 The Sort by title check box is optional By default results are listed by line number This check box sorts the results by ascending title Chapter 14 Invoices 196 6 Click Search or press Enter on your keyboard Search will start a new search while Enter will build on your current search For example choose LIA ISBN as your search field type in the ISBN of your first book and press Enter The line item will appear in the results list Then type your next ISBN into the search box and press Enter Both line items will now appear in the results list Continue building your list Invoice Search s
58. oy Order Identifier ISBN 163140105X Ly Expand Copies 0 Notes 0 Actions ew 145999 0 catalog 4 worksheet requests queue H Home Style By City Ideas And Inspiration From Paris London New York Los Angeles And Copenhagen _ gt f i y Magntorn Ida 145213717X 2014 09 Raincoast Books FICB TEST J Order Identifier ISBN 145213717X Expand Copies 0 Notes 0 Actions v Selector Ready 146000 0 catalog 4 worksheet requests queue intG Planet Cake Clever Creations For Kids mes Cutler Paris 1626860963 2014 07 Raincoast Books FICB TEST f a P Order Identifier ISBN 1626860963 Expand Copies 0 Notes 0 Actions Order Ready 146001 0 gt catalog 4 worksheet requests queue a Twitter The Comic The Book Comics Based On The Greatest Tweets Of Our Generation 1452135134 2014 08 Raincoast Books FICB TEST f m Order Identifier ISBN 11452135134 Expand Copies 0 Notes 0 Actions Selector Ready 146002 0 catalog 4 worksheet requests queue 7 2 Creating Purchase Orders On a purchase order the Total Estimated is the sum of the prices The Total Encumbered 1s the total estimated that is encumbered when the purchase order is activated The Total Spent column automatically updates with the items are invoiced Total Estimated 30 00 Total Encumbered 0 00 Total Spent 0 00 When the provider and funds use differen
59. purchase orders invoices 3 Select your search field s and enter your search term s 4 Click Search or hit the Enter key Chapter 4 Search the Acquisitions Module 20 5 The line items and or catalogue records that meet your search criteria will display Acquisitions Search Hide Search Form Search for line items amp catalog records matching all ofthe following terms LIA ISBN b contains v 9781770461659 LIA Title of work v contains v Add Search Term Search Prev 1 2 Next Actions v Bumperhead x Line Items Expand All Items Notes Actions Status Sola Bumperhead Hernandez Gilbert 1770461655 2014 09 Drawn amp Quarterly Publications FIC_ZSPA i w Order Identifier ISBN 1770461655 Expand Copies 2 Notes 0 Actions Recevedi 10 00 145925 0 gt catalog worksheet POName requests view invoice s claim policy 3 week email FIC_ZSPA queue gt Bumpethead Gilbert Hernandez SP Hernandez Gilbert 9781770461659 native evergreen catalog wee PRERE TERTE re E pan opies 0 Notes 0 Actions v New w Order Identifier ISBN 9781770461659 g 145975 2 gt catalog 4 worksheet requests Search Tips e When searching for line items and catalogue records the best search fields to use are Title of work and the number field associated with the item ISBN ISSN UPC If the system is set to match any of the following term
60. s e s i ji W W gt e h 1 00 K K ok O1 O O1 O h O1 ee ok Ol 00 k OD 1c ok O N h O N h N N ok N O1 k N 00 k 00 amp 00 amp h 00 O O N h O 00 NO O k NO O MN NO O NO NO O O1 N OD N N N O 16 Chapter 4 Search the Acquisitions Module Adapted with permission from original material by the Evergreen Community Abstract The acquisitions module has a powerful searching interface that enables you to search for line items catalogue records selection lists purchase orders and invoices Searching for line items and catalogue records can help ensure that duplicate orders are not placed 4 1 Using the General Search Search Tips In the acquisitions module you can search for line items line items and catalog records selection lists purchase orders and invoices The option chosen in the Search for box determines what form your search results will return in The possible options are line items line items and catalogue records selection lists purchase orders and invoices Search fields are divided into a number of categories These categories are Line Item Selection List Purchase Order Invoice Line Item Detail and Line Item Attribute Unless greyed out these fields can be used with any of the Search for options The example below
61. tems Notes Actions Sefton Maggie 9780425228364 WE Onder identifier ISBN 9780425228364 Expand Comest Nofes M Acbons v omonier 1245 44119 catalog worksheet New Books September requests iew invoice s queue Un Receive a Copy In the event that a copy is accidently received or should not have been received in the first place due to damage or other reasons it is possible to un receive that copy Copies must have a status of received for the Un Receive link to appear 1 Open a purchase order 2 Click the Copies link on the line item containing the copy or copies you wish to un receive Estir x Line Items Expand All Items Notes Actions Status Pric Sefton Maggie 973025225764 3 ad Order Identifier ISBN 970425220364 Expand Copies 4 Nofes E Actions omorder 124 44119 gt catalog worksheet Hew Books September requests wew invoice s queue 3 Click the Un Receive link adjacent to the copy you wish to un receive Add Edit Items x Retum Hem Count 4 Save Changes Distribution Formulas Apply Owning Branch Copy Location Collection Code Cire Modifier Callnumber Batch Update Owning Branch Copy Location Collection Code Fund Cire Mod ifler Callnumber Barcode Notes Receiver BW On Order AF 2013 ABW33827 ABWW33827 AcgadminBW Un Receive By On Order AF 2013 ABW33927 ABV 33826 Mark Received Cancel Bw On Order AF 2013 ABWI3827 ABVY33825 Mark Recened
62. the field To create a selection list through the My Selection Lists interface I Select Acquisitions My Selection Lists Cataloging Booking General Search My Selection Lists New Brief Record Patron Requests MARC Federated Search Load Catalog Record IDs Load MARC Order Records Purchase Orders Create Purchase Order Claim Ready Items Open Invoices Create Invoice Users may see a message saying No results the first time they go to Acquisitions My Selection Lists The My Selection Lists page is created by a search for selection lists where the owner of the list is the user currently logged into the staff client A user s very first selection list must be created on the go by creating a brief record performing a MARC Federated Search or by uploading MARC order records Chapter 5 Selection Lists 28 2 Click New Selection List Acquisitions Search Refresh Gnd New Selection List Clone Selected Merge Selected Delete Selected 3 Enter the name of the selection list in the box that appears and click Create Acquisitions Search Refresh Grid New Selection List Clone Selected Merge Selected Delete Selected Name JAdult Fiction September Creation Time Hot Title Create 6 22 12 10 01 AM Adult Fictron sury SCYPUCTASe DV 6 22 12 10 02 AM Adult Non Fiction August AcgpurchaseBW 6 22 12 10 03 AM 4 Your new selection list will display in the list Go Back
63. the provider after 3 weeks e 5 week phone phone the provider after 5 weeks e 5 week email e mail the provider after 5 weeks e 5 week fax fax the provider after 5 weeks Claim Policies Show claim policies available to BPR Back Next amp Claim Policy Name i Description 3 Week Email Email the provider after 3 weeks 3 Week Fax J Fax the prowder after 3 weeks 3 Week Phone Phone the provider after 3 weeks 5 Week Email STE Email the provider after 5 weeks 5 Week Fax Fax the prowider alter 5 weeks 5 Week Phone Phone the prowder after 5 weeks If you require a claim policy not listed here please follow the Guidelines for Submitting Suggestions for New Defaults Sitka Claim Type Defaults Some standard claim types claim reasons have been set in the Acquisitions Module These are e Damaged e Duplicate Chapter 22 Acquisitions Module Sitka wide Defaults 300 e Incorrect e Past Due e Short Shipped Claim Types NewClaim Type Delete Selected Show claim types available to BPR Back Next Code Description PAST DUE Item has not yet anved DAMAGED ltem receved damaged INCORRECT Incorrect item has been recemnved DUPLICATE Item has already been received If you require a claim type claim reason not listed here please follow the Guidelines for Submitting Suggestions for New Defaults 22 4 Cancel Reasons Evergreen allows you to define the reason for which a copy line item or purchase ord
64. to be ordered Bastedo Jamie 9780889954229 c2009 Red Deer Press native evergreen catalog Stas Sila s revenge Jamie Bastedo oe Order Identifier ISBN 9780889954229 v Expand Copies 1 Notes 0 Actions v Order Ready 146023 0 catalog 4 worksheet requests e pending order grey Item is part of a purchase order that has not yet been activated Silas Marner the weaver of Raveloe 4 4 Eliot George 1819 1880 1419849739 S Order Identifier ISBN 1419849739 Oo Y 146021 0 link to catalog 4 worksheet order requests view invoice s Expand Copies 1 Notes 0 Actions y Pending Order Chapter 9 Line Items 115 on order mauve Item is currently on order Expand Copies 1 Notes 0 Actions On Order 15 00 Silas Marner the weaver of Raveloe Eliot George 1819 1880 1419849739 Order Identifier ISBN 1419849739 v 146021 0 gt catalog 4 worksheet order requests view invoice s queue received grey blue Item has been received by the library Eliot George 1819 1880 1419849739 Order Identifier ISBN 1419849739 E on OU 146021 0 gt catalog 4 worksheet order requests view invoice s queue cancelled white Item has been cancelled A Silas Marner the weaver of Raveloe Gri Eliot George 1819 1880 1419848739 Giit Order Identifier ISBN 14198
65. to remove Secondary Permission Groups Assign additional permission groups to users here This does not affect circulation policy Acq Basic Selector Delete Add Chapter 19 Permissions and Settings 262 5 Click Save Secondary Permission Groups Assign additional permission groups to users here This does not affect circulation policy hd Add 6 Click Save in the top right hand corner of the Edit Screen to save the user s account Chapter 19 Permissions and Settings 263 Chapter 20 Acquisitions Year End Adapted with permission from original material by the Evergreen Community Abstract At the end of each fiscal year libraries are able to run year end process to close out the year 20 1 Year End Checklist Libraries should review this checklist as they reach the end of their fiscal year in preparation for the year end processes All pending purchase orders are activated Acquisitions gt Purchase Orders gt PO Ordering Agency Your Library gt PO State pending gt Search All items physically received in the current fiscal year are received in Evergreen All items to be paid for in the current fiscal year are invoiced for in Evergreen Run report found in Sitka_templates gt Acquisitions gt Line Items gt Lines Items That Have Been Received but not Invoiced Save and Close all open invoices A date on which to run the year end processes has been chosen Dates for an acquisi
66. to select all items on the purchase order Line Items Using the main Actions menu select Actions Mark Selected Line Items as Received Actons Actons Delete Selected ltems Add Brief Record Export Single Attnbute List Create Purchase Order Add to Purchase Ord Print Purchase Order View PO History Load Bibs and Items Cancel Selected Line tems Claim Policy to Selected Line Items Mark Selected Line tems as Received Un Receive Selected Line ltems Create Invoice From Selected Line ltems Link Selected Line tems to Invoice Chapter 7 Purchase Orders 85 4 Any alerts for the line items will pop up Click OK to acknowledge the alerts and receive the items An alert has been placed on the lineitem titled Castle in the air BOOK CLUB Book club books For November s meeting Choose OK if you wish to acknowledge this alert 5 The line items on the purchase order will change to a gray blue colour and the Status will update to received Purchase Order received Activated 7 6 15 2 03 PM ID 4985 Prepayment Required No Name Julynewfiction Activatable Activated Provider Fictional Bookstore FICB TEST Notes 0 Total Lineitems 4 EDI Messages 0 Total Estimated 40 00 History View Total Encumbered 40 00 Invoicing View Invoices 0 Create Invoice Link Invoice v Total Spent 0 00 Actions v Copies Owning Branch Copy Locatio
67. updates and a claim voucher appears BUG The voucher does not currently appear inconsistently The voucher can be printed and mailed to the provider to initiate the claim Status Ready Type HP Deskjet F4400 seres Where USBOO1 Comment Print range oA Pages from 1 Selection Print Frames As laid out on the screen The selected frame Each frame separately 8 The claims count on the line item Actions menu will update to reflect the total number of claims on the line item Line Items E Hilderbrand Elin 9781451627114 2011 HACH 156 catalog worksheet Order August 9 hosi circles 7 Ghost circles by Jeff Smith with color by Stewe Hamake E th Jef 1960 Feb 27 9780439706292 1st Scholastic ed 2006 Graphix outlook 152 catalog worksheet Order August 9 There SHAS CATE a Se Oa Stan mysten Hamis 9780451232236 2011 Obsidian halifaxcpl 142 catalog a worksheet amp Order August 9 12 4 Claim Vouchers Items Notes Actions Status Price Actons Mark Received LUinfleceve on onder 8 99 Update Barcodes Holotngs Mamt Link to Invoice View Invoices on order 10 99 Change claim pol Claim vouchers can be printed and mailed to providers to initiate claims These vouchers can be printed at the time of the manual claim in the system or reprinted at a later time through the copies link Chapter 12 Claim Items 163
68. x Actions Save items To Selecton List Mark Ready for Selector Mark Ready for Order Delete Selected ltems Add Brief Record Export Single Atinbute List P0 Create Purchase Order Add to Purchase Order Print Purchase Order View PO History Load Bibs and tems Cancel Selected Line tems Apply Claim Policy to Selected Line Items Mark Selected Line tems as Recered Un Receive Selected Line Items Create Invoice From Selected Line Items Link Selected Line tems to Invoice i k LOE ODE DELETE RECETE T AL E eae Either Save as Selection List and type in the name of a new selection list or Add to Selection List and type in the name of any existing selection list created by any user at your library Save selected O Save all Save as Selection List Add to Selection List Chapter 6 Add Records 56 b Create a purchase order from the line item s by checking the box adjacent to the desired line item s and selecting Actions Create Purchase Order See Create a Purchase Order from Line Items for further instructions Search Results Actions Actions Save ltems To Selection List Mark Ready for Selecto Mark Ready for Order Delete Selected ems Add Brief Record Export Single Attribute List a PO Create Purchase Order Add to Purchase Order Print Purchase Order View PO History Load Bibs and items Cancel Selected Line tems Apply Claim Policy to Selected Line Items Mark
69. your library already owns or is in the process of ordering Chapter 4 Search the Acquisitions Module 19 There are five Line Item Attribute search fields you can use when searching for line items and catalogue records They are LIA Title of Work Use with the connecting word of contains to keyword search for a line item or catalogue record with a particular title LJA Author of work Use with the connecting word of contains to keyword search for line items or catalogue records by a particular author LIA ISBN Use with the connecting word is to search for a line item or catalogue record with a specific ISBN LIA ISSN Use with the connecting word is to search for a line item or catalogue record with a specific ISSN LIA UPC use with the connecting word is to search for a line item or catalogue record with a specific UPC All other search fields will display as grayed out To access the searching interface select Acquisitions General Search General Search My Selection Lists New Brief Record Patron Requests MARC Federated Search Load Catalog Record IDs Load MARC Order Records Purchase Orders Create Purchase Order Claim Ready Items Open Invoices Create Invoice 2 Choose line items and catalog records from the Search for drop down menu Acquisitions Search Search for lineitems i matching all of the following terms line items Select Sema T ernie selection lists Add See
70. 003 8 8 11 Consider indmdual copies for claiming 5 Click Claim selected items Items Eligible For Claiming Show items ready to claim for BPR A l A ji ories by Seuss 0679883886 1 Ordered 0 lt r 1 alent 0 Claimed 0 Cancelled Estimated 9 99 Encumbered 0 00 Paid 5 99 84 x PO2011001 8 5 11 6 From the Claim Type drop down menu select the reason you are making the claim op Gaim Chapter 12 Claim Items 154 7 Enter a note if you desire and click Claim Claim type PAST DUE Note 8 Claim vouchers for the claimed items will appear Click Print to print out your vouchers The voucher can be mailed to the provider to initiate the claim Claim Voucher Claim 17 PAST DUE Against A hatful of Seuss five favorite Dr Seuss stories Event type PHONE initiat Event date 2011 10 1 1T10 ee Order date 2011 08 05T15 59 41 0700 Initiated by Learner Astute Barcode CLN10 Fund WL E 2011 Claim 18 PAST DUE Against The foot book by Dr Seuss Event type PHONE Library in Event date 2011 10 11T10 51 02 0700 Order date 2011 08 05T15 59 41 0700 Expected receive date Initiated by Learner Astute Barcode CLN19 Fund WL E 2011 Copy Claiming of Claim Ready Items Individual copies on a line item can be manually claimed through the claim ready list Chapter 12 Claim Items 155 l Click Acquisitions gt Claim Ready Items General Searc
71. 1 Cancel Suspend Acquisitions 142 3 Using the main Actions menu select Actions gt Cancel Selected Lineitems Actions Actions Save items To Selection List Mark Ready for Selector Mark Ready for Order Delete Selected items Add Brief Record Export Single Attribute List Create Purchase Order Add to Purchase Order Print Purchase Order View PO History Load Bibs and tems Cancel Selected Line items Apply Claim Policy to Selected Line Items Mark Selected Line tems as Received Un Receive Selected Line tems Create Invoice From Selected Line ltems Link Selected Line items to Invoice 4 From the drop down menu that appears select a cancel reason for which debits are kept E If line items are being suspended for different reasons they will need to be suspended separately so different cancel reasons can be used Actions ee Cancel Line Items Canceled Account canceled Copies Owning Branch Copy Location Canceled Already delivered Canceled Already owned Canceled Canceled order Canceled Discontinued Canceled Duplicate Line ltems 5 Click Cancel Line Items Delayed Postpone Cancel Line Items 6 A pop up will appear asking you to confirm that you wish to cancel the line item Click OK The page at httpy training sitka bclibraries ca says Q Are you SURE you want to cancel this line item Cancel Chapter 11 Cancel Suspend Acquisitions 143 7
72. 12 3ccsccaraeacqcaneaasesecasneneacseaouaeaeanspennesvootatetnnseasbuccumesetaoneaie erentatatanscassneceeenseacacansaes 248 Tea Pa lM ENS ED AONE caereegtictrnss cite E E E EE canatgeutnaseneer 251 BOs ROKN U E ed 203 18 VIW a Provida s NVOICOS veiriers LEE a EEEE EESE 254 1 Po on and eS aE EIER 256 19 1 Acquisitions Specific Settings in Library Settings Editor ccc cec ccc eeceeeeeeeceeseeeeeeeseeeeeseeeeaes 256 19 2 AC GUISIIONG F Chills SIONS OV eh vleW 2 2csccscasnasnsneecganeesscacaceceoneueseaceensareascunessasencedecseueaecaiesesozaiaiee 258 19 3 Secondary Group Fi ONS sseeg pinine E E EE EE EE EEEE 260 20 CAUS RONS Yoa ENGL keseye REAT 264 e ANPA CE ERE E e EE EE E EEE nes E ETE E ET A E E 264 20 2 Sitka Acquisitions Year End Proced re ssrssiisiiissirciisrinasiisdiraiideinra iai rdrinii arina iiini rinni iirin 264 20 3 Fund Propagation and ONOVCR ssresisroiiinori siiin Eeri EEE EERE ENEO R EEEE ETE EEEE 265 21 Acquisitions Module Additional Administrative Settings cccccccccseceeceeceeeeeeeeeeseeeeeeeeeeeeeeeeeeaeeeeeeeaeees 275 edile BOIS MOCO te FOUE re E ET 275 2 Nien ENE elle MGM AE aiir E EEE 284 21 3 How to Make Your On order Records OPAC Invisible cccccccecceceeceeceeeeceeseeeeeeeeeeeeaeeeeaeees 286 21 4 Electronic Data Interchange ED 5 csasscanainnscarasaeicteniaeara canaassaeeiiascaatsananecsinencdiaieanaeatacsudieanestanad 290 Part Ill Administration 211 Chapter 15
73. 1234 Haldings Tag 9 0 Phone 675 654 1235 Prepayment Required SAN 1234567 URL www fictionalprovider com Cancel Save Provider Profile e Enter the provider name e Create a unique code for the provider There is no limit to the number of characters that can be entered in this field This code is used throughout the acquisitions module to identify the provider e Select an owner from the drop down menu The owner indicates the organizational unit s whose staff can use this provider e Select a currency from the drop down menu e Check the box adjacent to Active to activate the provider Unchecking this box deactivates the provider A provider must be active in order for purchase orders to be made from that provider e Enter the default number of copies for the provider When line items are added to purchase orders for this provider the default number of copies will be automatically created e Select a default claim policy from the drop down menu Choose the policy that best describes the policy you use with the provider The default policy does not need to cover all possible situations as it is possible to override with a different policy at the time of the claim This field may be left blank if no default policy should be applied to the provider Chapter 18 Providers 242 e Do NOT select an EDI default from the drop down menu Leave this field blank EDI defaults must be created after the provider and then linked See EDI
74. 146017 0 gt catalog 4 work 074533874 9780747599876 The identifier is automatically selected Add an Identifier l 2 gt Open the selection list or purchase order Highlight the existing identifier and type in or paste your new identifier ee The tales of Beedle the Bard J K Rowling a Rowling J K 0747599874 2008 Bloomsbury native evergreen catalog Order Identifier ISBN IEUETERESE ae 146017 0 catalog 4 worksheet requests view invoice s The new identifier is automatically added and selected 9 3 Line Item Detailed View Line items have both a simple and detailed view l 2 Open the selection list or purchase order Click the hyperlink Expand on a line item to display the detailed view for that line item x Line Items Expand All Items Notes Actions Status E uma d The Storied Life of A J Fikry A Novel Zevin Gabrielle 9780670068241 2014 04 Penguin Group FICB TEST i i Order Identifier ISBN 9780670068241 z Copies 1 Notes 0 Actions 146014 0 gt catalog 4 worksheet requests view invoice s queue Branch Barcode Call Number Fund Copy Location Circ Modifier Collection Code Note ZSP A AF ZSPA 2015 book Chapter 9 Line Items 100 OR Click the hyperlink Expand All to display the detailed view for all line items v Line Items Expand Allltems Notes Actions Status rigs Th
75. 3P A X poe o Caci Sae In the Provider field enter the code for the provider The text will auto complete Provider FICB TEST canca Sate If prepayment is required check the box adjacent to Prepayment Required Ordering Agency Z5P A Md Prepayment Required v If prepayment is always required for a specific provider your acquisitions administrator can set this in the provider s profile so it is automatically selected when you enter the provider code Click Save Ordering Agency ZSP A Frepayment Required Chapter 7 Purchase Orders 68 7 The purchase order has been created You can now create a new charge type or add a brief record Purchase Order pending ID 4956 Prepayment Required Name 2992 Activatable _ Activate Order Activate Without Loading Items Provider Fictional Bookstore FICB TEST Notes Total Lineitems 0 EDI Messages Total Estimated 0 00 History Total Encumbered 0 00 Total Spent 0 00 Allow activation with zero copy lineitems Add Brief Record Direct Charges Taxes Fees etc There are no miscellanea attached to this purchase order New Charge save New Charges Create a Purchase Order from Line Items The instructions listed here are to be used in conjuction with the instructions for MARC federated search Catalog Record IDs and the View Place Orders link in the catalogue Select Actions Create Purchase Order Selection list New Books
76. 48739 iz Copies 1 Notes 0 Actions Duplicate 1500 146020 0 catalog 4 worksheet requests view invoice s delayed blue Item has been cancelled but debits remain as the item is really delayed ISBN 1419649799 so While there is some overlap in naming line item statuses and item statuses are not the same thing 9 11 Estimated Price The final column of a line item is Estimated Price A purchase order will not activate without the Estimated Price field filled in for each line item The price entered into Estimated Price is the amount that will be encumbered for the item It is also the amount that will apear in the price field of the copy editor for al copies created from this line item 1 Open a selection list or purchase order 2 Enter a price in the Estimated Price field for each line item The price is automatically saved Bastedo Jamie 9780889954229 c2009 Red Deer Press native evergreen catalog Order Identifier ISBN 9780889954229 Expand Copies 1 Notes 0 Actions Order Ready 10 50 E a Sila s revenge Jamie Bastedo 146023 0 catalog 4 worksheet requests 9 12 Cancelling and Suspending Line Item You can cancel or suspend line items that are in a state of on order Certain cancel reasons are used to suspend line items These cancel reasons are set to keep the debits when the line items are cancelled For example a cancel reason such as
77. 5 Acquisitions Administration Initial Set UP ec scccuseessatenanteniuaressrsenaeeteceanescstepaeiacteedioncapandeeteneetesaiticntesceutenens 212 l COUSIN E U eE 212 1C EUn O EE a E E E E E E E E A O 214 WO Crede a Funding OOC E srnaccaseeannsassansora iE O EREE 214 C E FONON UE a seenstert nna osu cine etlnena opeceinaetepsuennie pce deintonsy tag a toxeremete tes 215 163 Apply Credite to amp WING SS OUNG S crcareiacsnanatecicendcasecataacateasaaieatanaardneansainacabdeschaesaseenienannanceseans 217 16 4 Allocate Credit to Funds Funding Source Interface cccccccececeececceceeeeceeeeseceeaeceeeeseeeaeeaees 218 16 9 Ra ene AG GOONS ee A 221 R E E E ee ee ea eee 222 Tea O e E E T 222 e E a EO a E E A E E EE AEE E EE E EE T 224 17 3 Allocate Credit to Funds Fund INCH ACE 222 2 cnsscasacsnscasanssesananincecsdauntensacnniaa seeuansezacianrastinenvaiaaes 226 174 transfer Credit B tween FU NOS sc ccaciccsuscossrnaneasaveceverennseazesanenaysanaaraceapmonsverascennenicesdeuheanremeenes 228 Tico hak Baldness And ExpaNdiUrOS cituaretiateestanngioncscstaechicuaniiuaniiioricondiiindeiaeboeriginasinieenacsatodeat 230 We TO T OS e e E E A EA E E 234 Te POVIE S aE E A A 240 Eeee e RO A E E a eee eee eee ee ere 240 18 2 Add an Additonal PMO SS ca scaneeoicancccencaracsansessanencesnetospansaseivaceiaseasesccucousexuncanactenseeorsemesiace nan 243 Ue FO E a apap een A teers cers gp eect ne dep A EEN A EE E EAN E 245 Tear elie a MOWICGT
78. 6018 Open Holds 13 Branch Call Number Fund Shelving Locati cd Not yed Canceled AF ZSPA 2015 AF ZSPB 2015 Chapter 9 Line Items 104 5 The worksheet can be printed by clicking Print Page in the top right hand corner Go Back Reload Go Forward Debug Print Pz Lineitem Worksheet Return Title Go Set a Watchman Author Item Count 2 Lineitem ID 146018 Open Holds 13 Branch Barcode Call Number Fund Shelving Location Recd Notes Delayed Canceled AF ZSPA 2015 AF ZSPB 2015 When you are finished click Return to return to your selection list or purchase order Go Back Reload Go Forward Debug Print Pa Lineitem Worksheet Title Go Set a Watchman Author Item Count 2 Lineitem ID 146018 Open Holds 13 Branch Barcode Call Number Fund Shelving Location Recd Notes Delayed Canceled AF ZSPA 2015 AF ZSPB 2015 9 6 Add a Copy to a Line Item By default line items have no copies attached to them If a default number of copies as been specified for the provider when line items are added to a purchase order copies are automatically added Use the Copies link to add copy information to a line item You can add copies to line items on a selection list or a pending purchase order Copies can be added to line items in two ways e via the Line Item Batch Updater on a purchase order e via the Copies Screen on a selection list or purchase o
79. 780375914690 E Expand Copies 0 Notes 0 Actions ad 145979 0 gt catalog 4 worksheet requests Bloodhound Tamora Pierce Pierce Tamora 9780375814693 1st ed 2009 Random House native evergreen catalog E ce Order Identifier ISBN 9780375814693 Expand Copies 0 Notes 0 Actions vy New 145980 0 gt catalog 4 worksheet requests Clicking on the title of any of the results will bring up the MARC record Chapter 6 Add Records 54 You are able to edit the MARC record before bringing it into the catalogue by clicking on the Edit MARC Order Record button Records that already exist in Evergreen do not give have a Edit MARC Order Record button Return Title of work Edition Bloodhound Tamora Pierce 1st ed Publication Date 2009 Publisher Identifier ISBN ISBN ISBN ISBN ISBN ISBN ISBN ISBN Pagination Author of work Random House 1868154 0375814752 9780375814754 0375838171 9780375838170 0375914692 9780375914690 0375814698 9780375814693 551 p Pierce lamora MARC Order Record Edit MARC Order Record LDRO1709cam a2200505 a 4500 001 1868154 005 20130624043055 0 008 080805s2009 nyub c 000 1 eng Chapter 6 Add Records 55 7 a Save the line item s to a selection list by checking the box es adjacent to the desired line item s and selecting Actions Save Items to Selection List Search Results Actions
80. A suspended line item is resolved when all copies of the item arrive and are received 9 13 Delete a Line Item Line items with the status of new selector ready order ready or pending order can be deleted Be sure you want to delete the line item as there is no warning message and once deleted line items cannot be un deleted 1 Open a selection list or purchase order Chapter 9 Line Items 120 2 Check the box es of the line item s you would like to delete Purchase Order pending ID 5002 Prepayment Required No Name 5002 Activatable No The lineitem has no price ACQ LI Provider Fictional Bookstore FICB TEST Notes 0 Total Lineitems 4 EDI Messages 0 Total Estimated 30 00 History View Total Encumbered 0 00 Total Spent 30 00 Allow activation with FI zero copy lineitems Split Order by Lineitems Actons opies Owning Branch Copy Location Collection Code Fund Cire Modifier Line Items The Escape Baldacci David 14555301774 2074 11 Grand Central Publishing FICB TEST Order Identifier ISBN 1455530174 146024 2 gt catalog 4 worksheet requests view Invoice s queue Git Clifford the Big Red Dog Be a Good Friend O28 Bridwell Norman 0545215781 2010 05 Cartwheel FICB TEST Order Identifier ISBN 0545215781 hd 146025 2 gt catalog 4 worksheet requests view invoice s queue ao 0822544198 2005 01 Monarch Books of Canada FICB TEST S58 Order Identi
81. Acquisitions Administration Initial Set Up Adapted with permission from original material by the Evergreen Community Abstract The Acquisitions Module in Evergreen requires administrative set up before it can be used by staff This section outlines those pieces of the acquisitions module that must be in place before the module is useable by acquisitions staff including funding providers and permissions This section also indicates those pieces of the acquisitions set up that are optional This section is ordered is such a way as to facilitate an initial set up of the administrative portion of Acquisitions in Evergreen 15 1 Acquisitions Initial Set Up 1 Complete the Pre Acquisitions Survey supplied by Sitka Support 2 Complete the following Worksheets supplied by Sitka Support e Funding Sources Worksheet e Collection Funds Worksheet e Claim Policies Worksheet e Providers Vendors Worksheet 3 Set the acquisitions library settings in the Library Settings Editor The Temporary barcode prefix setting is required All other library settings are optional 4 Using the Funding Sources Worksheet as reference create your funding sources 5 Using the Collection Funds Worksheet as reference create your funds 6 Using the Providers Vendors Worksheet as reference create your providers Add holdings tags and subfields to any providers that supply you with this information 7 Double check your funding sources funds and provi
82. BPR ULS ULS False 9 18 11 12 00 AM Direct Billing Paper BPR ULS ULS True 9 21 11 12 00 AM Cash Paper BPR BRO BRO False Ww27 11 12 00 AM Cash Paper BPR ULS ULS False 9 30 11 12 00 AM Direct Billing Paper 5 Status Ready Type HP Deskjet F4400 senes Where USBO01 Comment Print range oo Al Pages from 1 Selection Print Frames As laid out on the screen The selected frame 14 9 Pay an Invoice Invoices must be paid in Evergreen for funds to move from encumbered to spent 1 Open or create an invoice Chapter 14 Invoices 206 2 Inthe Billed column enter the amount paid for each line item The Paid column will auto fill to match Invoice Lineitems 1 Expected Cost 75 56 Show Details FIC1986484 Invoice Search Bibliographic Items Title Details Invoiced Paid Billed The well of lost plots by Fforde Jasper 0670032891 4 Ordered 2 Recewed 4 Invoiced 0 Claimed 0 Cancelled Estimated 374 00 Encumbered 0 00 Paid 71 96 44112 2 1749 6 27 13 New Books August 4 17 99 71 96 Direct Charges Taxes Fees etc Charge Type Title Description Billed Goods and Senices Tax 3 60 Add Charge Save amp Clear Prorate Close 3 If your invoice contains proratable charges click Prorate This prorates the charges such as taxes across funds if multiple funds are used to pay the invoice Save Save amp Clear Prorate Close 4 Save the invoice There are two opt
83. C Spanish _ ITSMARC LC Last 5 v National Library of Cana _ 3 Enter your search term s into the search field s of your choice Search Fields Author ISBN ISSN ltem Type LCCN No Govt Publisher No Music Publisher Publication Date Publisher Subject Title Title Control Number Hits Per Source 4 Choose the number of Hits Per Source that you desire Hits Fer Source Chapter 6 Add Records 53 5 Click Submit Search Sources Evergreen Catalog k L ITSMARC LC Foreign _ ITSMARC Spanish _ ITSMARC LC Last 5 National Library of Cana _ Co ae ra mi ee Search Fields Author ISBN 9780375814693 ISSN i ltem Type LCCN No Govt Publisher No Music Publisher Publication Date Publisher Subject Title Title Control Number Hits Per Source 6 A list of results will appear Search Results New Search Actions X J Line Items Expand All Items Notes Actions Status a Pierce Tamora 9780375814693 ed 2009 Random House native evergreen catalog Order Identifier ISBN 9780375814693 ly Expand Copies 0 Notes 0 Actions New e Bloodhound A Tortall Legend Book 2 of Beka Cooper Trilogy Tamora Pierce 145978 0 gt catalog 4 worksheet requests Bloodhound i Tamora Pierce Pierce Tamora 9780375914690 1st ed 2009 Random House native evergreen catalog Order Identifier ISBN 9
84. Cancel On Order AF 2013 ABWS33827 ABW 33824 Mark Received Cancel 4 A pop up will appear asking you to confirm that you wish to un receive the copy Click OK Q Are you sure you want to mark this copy as UN received Chapter 13 Receive Un receive Acquisitions 177 5 Click Return to return to the purchase order Add Edit hems Return ltem Count 4 Disinbution Formulas Owning Branch Copy Location Owning Branch Copy Location By On Onder BW On Onder BW On Cider BW On Onder Save Changes 7 Apply Collection Code Collection Code Fund AF 2013 AF 2013 AF 2013 AF 2013 Circ Modifier Circ Modifier Callnumber Callnumber ABW SIT AB338227 ABW33827 ABW33827 Batch Update Barcode ABW VSS8eT ABW 33826 ABW 33825 ABW 33624 Notes Receiver Mark Received Cancel kiak Bacada Canca Mark Received Cancel 6 The line item will be a mauve colour and the Status will show as on order If the copy is received in the future it will behave in the same manner as a copy that is being received for the first time Estimated Line Items Price Expand All tems Notes Actions Status baal Selion Maggie 9780425228364 Expand Copes 4 Nofes f Acbons on onder 12 45 F ANT Order identifier ISBN 9780425228364 a a fempet 44119 gt catalog 4 worksheet New Books September requests wiew invoices gt queue 13 4 Receive Line Items From an Invoice You
85. Chapter 14 Invoices 208 14 11 Re open an Invoice Completed invoices can be re opened at anytime by users with appropriate permissions 1 Bring up the completed invoice you wish to re open 2 At the bottom of the invoice click Reopen Invoice Invoice Lineitems 1 Expected Cost 73 56 Show Details Invoice Search Bibliographic Items Title Details Invoiced Paid Billed The well of lost plots by Fforde Jasper 0670032891 4 Ordered 2 Recewed 4 Invoiced 0 Claimed 0 Cancelled Estimated 74 00 Encumbered 0 00 Paid 71 96 44112 1749 6 27 13 New Books August 17 99 Direct Charges Taxes Fees etc Charge Type Fund Title Description Goods and Semces Tax AF 2013 Reopen 3 The invoice is now be open and can be edited Invoice Lineitems 1 Expected Cost 75 56 Show Details FIC 1986484 Invoice Search Bibliographic Items Title Details Invoiced Paid 7 5 by Fforde Jasper 0670032891 4 Ordered Received 4 invoiced 0 Claimed 0 Cancelled Estimated 374 00 Encumbered 0 00 Paid 71 96 4d HVA Gin New Books August i b 17 99 Direct Charges Taxes Fees etc Charge Type Title Description Goods and Seraces Tax AF 2013 Add Charge Save amp Clear Prorate Close Chapter 14 Invoices F1 96 209 Part Ill Administration Table of Contents 1
86. Click the Copies link on the line item you wish to apply funds to Lynn J 9780062294 764 2014 HarperCollins Publishers FICB TEST Order Identifier ISBN 9780062294764 r prenie ated ee i Aiii d 146029 0 gt catalog 4 worksheet requests view invoice s queue 3 To apply a fund to an individual copy click the drop down arrow in the Fund field for the copy and select the fund you would like to use Ensure that all copies have a fund selected Add Edit Items s Return tem Count 2 Go save Changes Distribution Formulas Apply Reset Formulas Owning Branch Copy Location Collection Code Fund Cire Modifier gt ANF ZSPA 20 Owning Branch Copy Location Collection Code Fund Circ Modifier 7SP A JF Z5P6 20175 i z M JNF_ZSP 2015 JF ZSPA 2015 Direct Charges Taxes Fees etc There are no miscellanea attached fo this purchase order AF ZSPA 2015 ANF ZSPA 2015 New Charge Save New Charges AF ZSPB 2015 JNF_ZSPB 2015 Chapter 9 Line Items 127 4 Click Save Changes Add Edit Items Return ltem Count Distribution Formulas Owning Branch Copy Location Collection Code Owning Branch SP A Copy Location Collection Code x ZSP A Direct Charges Taxes Fees etc There are no miscellanea attached fo this purchase order New Charge save New Charges Click Return to return to the selection list or purchase order Add
87. E 240 18 2 Add an Additional Address ccccccccccccccecceceeneceeececeeseceececeeaeceeeeeeegeseeeeaeseeneseeaeseeneaeegees 243 Os Add A OIG ene eena EE EE EENE E EENE E E E EE EEREN 245 18 4 Edit a Provider see sce cesta pi aete ene cleat ce bcos cee ces Sete nadie stele nec ne ae Saeco seicenaee cece ane iceseoes 248 18 9 AlN DENNUONG xtc ceteeetncrtebacnasemebanectuies sects E ee EEEE d 251 18 6 Holding S bfields sisssrrisrtsirisiirsuraidsiciniesinsirni niini eneans Secdddicdan ceedanadutvecdedesecentaapbdcdanaesle 253 18 7 View a Provider s Invoices n onenesnnnonenererannrnerrrernrrrrsrrrarnrnrrsrnrnrurnrrsrnrarnrrrrsrnrnrnrrrrsrne 254 19 Permissions and Settings nannnnanenennnnnnennnnnrnrerresrrnrnrersrrnrrrersrrnrnrrrsrrnrurersrnnrnrernrrrrnrernrrrrnrne 256 19 1 Acquisitions Specific Settings in Library Settings Editor ccc ccccc ccc eeceeseeeeeeeseeeeeeeeenees 256 19 2 Acquisitions Permissions OvervieW ccccecc ccc eec eee eee eee eee eee eee ceases eee eeeeeeeseeeeeeaeeeeeaeeaeeaeees 258 19 3 Secondary Group PermiSSi NS ges asasioctecde sce descecavcadesietecdesdacsaeseerdacesceusisnssduascicndavsuasedstdeue 260 20 A d isilons Y ar ENQ sureuannes peenamenaamadied rest che Enn iE AERA E AR NENEA EEA REENE ABEN REEE NEAR EAER 264 O T ea 010 E R E ea AE EEA EEE EEEE 264 20 2 Sitka Acquisitions Year End Procedure ccccccecccceeceeeeceeceeseceeeeeceeeesueceeeeeeseeaeees
88. Go Forward Acquisitions Search Clone Selected Merge Selected Delete Selected Creation Time Adult Non Fiction August AcgpurchaseBW 6 22 12 10 03 AM Adult Fiction July AcgpurchasebW 6 22 12 10 02 AM Hot Titles July AcgpurchasebW 6 22 12 10 01 AM Adult Fiction September AcgpurchaseBW 6 22 12 10 20 AM 5 3 Add Line Items to a Selection List You can add line items to a selection list in one of six ways Add a Brief Record Search for Line Items and Catalogue Records Load MARC Order Records add records through a MARC Federated Search Load Catalog Record IDs or use the View Place Orders action in the catalogue Some of these methods for adding records to selection lists cause the system to create a selection list called Unnamed This selection list contains any items that were not selected and added to a selection list from a the results of MARC federated search an upload of catalogue record IDs or an upload of MARC records This list can safely be ignored It is possible to delete the list but the system will recreate it as needed Chapter 5 Selection Lists 29 5 4 Clone a Selection List Cloning selection lists enables you to duplicate selection lists You can maintain both copies of the list or you can delete the original list Select Acquisitions My Selection Lists Cataloging Acquisitions General Search My Selection Lists New Brief Record Patron Requests MARC Federated Search Load Catalog R
89. July 2013 Create date 6 22 13 Last updated 6 22 13 selector AcgadminBw Entry Count T Actons Actions Save ltems To Selection List Mark Ready for Selector Mark Ready for Order Delete Selected Items Add Brief Record Export Single Attribute List pP0 Lreate Purchase Order Add to Purchase Order Print Purchase Order View PO History Load Bibs and Items Cancel Selected Line tems Apply Claim Policy to Selected Line Items Mark Selected Line tems as Received ne items Create Invoice From Link Selected Line tems to Invoice Chapter 7 Purchase Orders 69 2 A pop up box will appear Ordering Agency Name optional Provider Prepayment Required All Line Items Selected Line ltems Import Bibs and Create Copies _ Submit Cancel 3 Select the Ordering Agency from the drop down menu Ordering Agency Name optional Provider Frepayment Required All Line Items selected Line Items Import Bibs and Create Copies _ Submit Cancel 4 Enter the code for the provider This field will auto complete as you type Ordering Agency Z3P Name optional Julynewfiction Provider Prepayment Required All Line Items Selected Line Items Import Bibs and Create Copies _ Submit Cancel 5 If prepayment is required check the box adjacent to Prepayment Required Prepayment Required Chapter 7 Purchase Orders 70 E If prepayment is always required for a sp
90. List Adult Fiction July Name Merge Adult Fiction July Adult Fiction September JEE TEU Ay TW Adult Fiction More July 6 22 12 10 28 AM 6 22 12 10 28 AM o ajs K i M I The entry count for the lead selection list will increase to reflect the total number of line items now on the list The list s that were merged into the lead selection list will no longer display in the list Acquisitions Search Refresh Grid New Selection List Clone Selected Y Merge Selected Delete Selected 6 22 12 10 02 AM 6 22 12 10 20 AM AcgpurchaseBW Adult Fiction July E 2 Adult Fiction September AcqpurchaseBVY Chapter 5 Selection Lists 32 5 6 Delete a Selection List Selection lists that are no longer needed can be deleted Deleting a selection list deletes any line items not attached to a purchase order 2 o2 At present there is no message asking for confirmation that you wish to delete the selection list Please ensure that you truly wish to delete your selection list before clicking Delete Selected General Search My Selection Lists New Brief Record Patron Requests MARC Federated Search Load Catalog Record IDs Load Order Records Purchase Orders Create Purchase Order Claim Ready Items Open Invoices Create Invoice Check the box es adjacent to the selection list s that you would like to delete and click Delete Selected Acquisitions Search Refresh Grid New Selection List
91. Load Catalog Record IDs Load MARC Order Records Purchase Orders Create Purchase Order Claim Ready Items Open Invoices Create Invoice File folder Evergreen Staff Client 2 0 Shortcut 2 07 KB w Junel FIC Order n MRC File 3 24 KB amp June 1 New Copies bE Microsoft Office Excel Comma Se E 121665 l Fhia A amia nk i iak File name Seuss Chapter 6 Add Records 59 6 The screen will display the number of terms record IDs that have been loaded Clicking Load more terms again will allow you to load an additional file of record IDs Provide one or more CSV files whose first columns contain Evergreen bibliographic record IDs 10 tems lade _Retrieve records Prev Next 7 Click Retrieve Records Provide one or more CSV files whose first columns contain Evergreen bibliographic record IDs 10 term s loaded Prey Next 8 The records will appear as line items Prev 1 5 Next Actions X Line items Expand All items Notes Actions Status Sem amp gt Daisy head Mayzie by Dr Seuss Seuss 0679867120 c1994 Random House native evergreen catalog ne OINA aa pies 0 Notes 0 Actions New Order Identifier ISBN 0679867120 v Expand 145987 0 gt catalog 4 worksheet requests gt A hatful of Seuss five favorite Dr Seuss stories Seuss 0679883886 c1996 Random House native evergreen catalog
92. MFI MFI MFIC MFI Estimated Claim Unit Price Policy 12 50 12 50 12 50 12 50 Create ae B2413 6 00 PM 6 243 6 00 PM 62443 6 00 PH 6 249 6 00 PM Bagia 6 00 PM Cancel Evergreen Bue Eo Source Edit Time Creator Editor Selector Recebe Vandelay Reason Bib ID Time Record Label iay S177 981077 951077 02708148 286953 aay 51077 s5177 951077 102708148 286953 SASAS a 951077 951077 951077 286953 SASAS a 951077 s5107 951077 copy 951077 951077 951077 The line item bar changes colour depending on The colours that display may vary depending on your screen resolution Possible statuses are e new off white Item is newly added to the acquisitions process v Line Items Silas Marner the weaver of Raveloe __ WR Eliot George 1819 1880 1419848739 Order Identifier ISBN 1419848739 146020 0 gt catalog 4 worksheet requests view invoice s v Estimated Expand All Items Notes Actions Status Price Expand Copies 0 Notes 0 Actions e selector ready light pink Item has been chosen and is waiting for a selector to approve Bastedo Jamie 9780889954229 c2009 Red Deer Press native evergreen catalog stas Sila s revenge Jamie Bastedo wi Order Identifier ISBN 9780889954229 146023 0 gt catalog 4 worksheet requests X Expand Copies 0 Notes 0 Actions v Selector Ready e order ready periwinkle Item is ready
93. Owning Branch Copy Location Collection Code Fund Circ Modifier Distribution Formula X X OR v Apply to Selected z Line Items Expand All Items Notes Actions Status a Silas Marner the weaver of Raveloe _ gM Eliot George 1819 1880 1419848739 Canceled Order Identifier ISBN 1419848739 E ees Acos Duplicate 100 146020 0 gt catalog 4 worksheet requests view invoice s Silas Marner the weaver of Raveloe 4 A Eliot George 1819 1880 1419849739 EA t Order Identifier ISBN 11419849739 Expand Copies 1 Notes 0 Actions On Order 15 00 146021 0 gt catalog 4 worksheet order requests view invoice s queue Using the main Actions menu select Actions Cancel Selected Lineitems Actions Save ltems To Selection List Mark Ready for Selector Mark Ready for Order Add Brief Record Export Single Attribute List Ay Lreate Purchase Order Add to Purchase Order Print Purchase Order View PO History Load Bibs and Items Cancel Selected Line tems Apply Claim Policy to Selected Line Items Mark Selected Line ltems as Received Un Receive Selected Line ltems Create Invoice From Selected Line ltems Link Selected Line tems to Invoice 4 From the drop down menu that appears select a cancel reason for which debits are kept If line items are being suspended for different reasons they will need to be suspended separately so different cancel reasons can be used Dela
94. PAC Visible _ POSTSECONDARY Post Secondary Lil SGIC Southem Gulf Islands Communit SPRUCE Spruce Co operative E UNFEDERATED Unfederated New Child BDC Dawson Creek Public Library BKCT Thompson Nicola Regional BKO Okanagan Regional Library BNVI Vancouver Island Regional Lit BP Penticton Public Library Save Delete Z5P A Old Springfield Branch ZSP B N ew Springfield Branch 3 Click on the Address tab 4 Click on the Mailing Address tab 5 Enter your library s SAN in the field labeled SAN 6 Click Save Main Settings Hours of Operation Addresses Physical Address Holds Address Mailing Address ILL Address Type MAILING ati Street 4534 Main Street Springfield Canada 7654371 Entering a Provider s SAN These steps need to be repeated for every provider with which EDI is used In Evergreen select Admin Acquisitions Providers Chapter 21 Acquisitions Module Additional Administrative Settings 291 2 Click the hyperlinked name of the provider you would like to edit Provider New Provider Delete Selected Context Org Unit 75P 7 Back Next Filter Default Default Provid EDI Fax Holdi Pre Name code Currency Active Claim e ea EMA lo le Phone Copies Policy ag l w a Canad Amazon AMA 7S7S5P A nTa O False wy Dallars Canad Amazon AMA_7S7SP B True Dollars Fictional Canadiar FICB TEE ZSF T Bookstot Dollars S Canadiar Dollars 3 Ent
95. Process New Fund Delete Selected Fund Propagation amp Rollover A Fropagation creates new funds for the subsequent fiscal year based on the funds for the selected fiscal year Only funds with the propagate setting enabled will be affected No money or encumbrances are altered during this process Perform Fiscal Year Close out Operation The year end close out operation moves encumbrances from the selected fiscal year to the analogous funds in the subsequent fiscal year and it deactivates funds for the selected fiscal year Additionally for all funds that have the Rollover setting enabled this process will move all unspent money to the analogous fund in the subsequent fiscal year Limit Fiscal Year Close out Operation to Encumbrances LJ This modifies the above described Clase out Operation causing funds to be transfered into the void that is entirely removed instead of being transfered to the analogous funds in the subsequent fiscal year Context Org Unit BW Include Funds for Descendant Org Units LJ Dry Run LJ When Dry Run is selected the system will generate a summary of the changes that would occur during the selected operation s No data will be changed Process 21 Evergreen will begin the fiscal year close out operation Evergreen will make a clone of each fund where the Propagate box was checked but will increment the year by 1 Encumbrances and unspent money will be moved to the new funds for e
96. Process New Fund Delete Selected Fund Propagation amp Rollover i Propagation creates new funds for the subsequent fiscal year based on the funds for the selected fiscal year Only funds with the propagate setting enabled will be affected No money or encumbrances are altered during this process Perform Fiscal Year Close out Operation L The year end close out operation moves encumbrances from the selected fiscal year to the analogous funds in the subsequent fiscal year and it deactivates funds for the selected fiscal year Additionally for all funds that have the Rollover setting enabled this process will move all unspent money to the analogous fund in the subsequent fiscal year Limit Fiscal Year Close out Operation to Encumbrances LJ This modifies the above described Close out Operation causing funds to be transfered into the void that is entirely removed instead of being transfered to the analogous funds in the subsequent fiscal year Context Org Unit Include Funds for Descendant Org Units Dry Run When Dry Run is selected the system will generate a summary of the changes that would occur during the selected operation s No data will be changed Process 11 Evergreen will create new funds increasing the year by one for all the funds in the year you selected that have Propagate set to true No money or encumbrances are moved Chapter 20 Acquisitions Year End 274 Chapter 21 Acquisition
97. SP A 4 Enter the amount to apply to this funding source 5 Enter a note This field is optional 6 Click Apply Funding Source Details Apply Credit Allocate to Fund Amount 5 000 00 Note 2015 Grani Apply 7 The Summary tab will update to reflect the credit applied The Credits tab will display all credits that have been applied to the funding source You may need to click Reload to view the Credits tab 16 4 Allocate Credit to Funds Funding Source Interface Once you have set up your funds credit can be allocated to them from your funding sources in two ways e Allocate Credit to Fund Funding Source Interface e Allocate Credit to Fund Fund Interface To allocate credit using the Funding Source Interface Chapter 16 Funding Sources 218 Select Admin Acquisitions Funding Sources Operator Change New Download Offline Patron List Offline Transaction Management Currency Types Acquisitions Distribution Formulas Local Administration EDI Accounts Server Administration EDI Messages Workstation Administration Exchange Rates Fund Tags Toggle Activity Meters User Permission Editor Funding So ne For developers Funds ae Providers Claim Event Types Claim Policies Claim Policy Actions Claim Types Invoice Item Type Invoice Payment Method Cancel Reasons Line Item Alerts Line Item MARC Attribute Definitions 2 Click the hyperlinked name of the funding s
98. SP B 1 Classification Prefix of Copies Barcode Part Designation Dewey DDC ACQ103751 Auto Generate Barcodes 7 Use Checkdigit 7 Print Labels aiai re E E Re barcode Update Items 4 See Adding Holdings to Title Records begining with step 4 for further instructions Holdings Maintenance Once an item is received it is possible to use the Actions menu to go directly to Holding Maintenance to view and edit the holdings for a line item 1 Open a purchase order Chapter 9 Line Items 111 Using the Actions menu on the line item select Actions Holdings Maint lt Line Items Expand All Items Notes Actions tds The Penderwicks Set Birdsall Jeanne 9780440420477 Order Identifier ISBN 9780440420477 Expand Copies 2 Notes 1 Actions Actions 146019 0 gt catalog 4 worksheet requests view invoice s Update Barcodes Holdings Maint Claims 0 existing Direct Charges Taxes Fees etc View Hiski There are no miscellanea attached to this purchase order 3 The Holdings Maintenance screen will open in a new tab Estimated Received 15 00 Record Summary Add Volumes View MARC Title The Penderwicks a summer tale of four sisters two rabbits and a very interesting boy Edition 1st ed TCN Author Birdsall Jeanne Pub Date 2007 2005 Database ID 102258995 Bib Call Fic Record Owner
99. Selected Line tems as Received Un Receve Selected Line Items Create Invoice From Selected Line Items Link Selected Line tems to Invoice Mathie elie eee c Add the line item to an existing line item by checking the box adjacent to the desired line item s and selecting Actions Add to Purchase Order See Create a Purchase Order from Line Items for further instructions Search Results Actions Actons Save ltems To Selection List Mark Ready for Selector Mark Ready for Order Delete Selected ltems Add Brief Record Export Single Attribute List Create Purchase Order Add to Purchase Order Print Purchase Order View PO History Load Bibs and Items Cancel Selected Line ltems Apply Claim Policy to Selec ted Line Items Mark Selected Line tems as Received Un Receive Selected Line Items Create Invoice From Selected Line Items Link Selected Line items to Invoice A ee Chapter 6 Add Records 57 In the pop up box that appears enter the name of the purchase order you wish to add the line item to Enter the PO Name Save 6 4 Load Catalog Record IDs The Load Catalog Record IDs function enables you to create line items from a list of catalogue records whose record IDs are saved in a CSV file This is useful if you want to batch order copies of items that your organization already owns For example you run a copy hold ratio report to identify how many copies you have available compared to the num
100. Sitka Evergreen Acquisitions User Manual Evergreen 2 8 Sitka Evergreen Acquisitions User Manual Evergreen 2 8 Copyright 2015 BC Libraries Cooperative Last updated July 13 2015 Table of Contents TOC ogee a ee eee erect eer keer eee ee terre eee errr ere ee ee ene Seer er eee eee eeeee 1 Bz Ala ntroducton to ACQUISITIONS seeriana EE EE E NEE EEEE 3 1i Derauit Acguis tions TOGDA sarc pes prereset eee E E E E 33 2 New i VerOrGGrl VelSlOM 2 0 c c1cimncnvasasunsaneenicaennnie nets iamaonsatunaidiasacatainntennsinmsdaiatuansanaeasarateinaasesdaaes 5 2 l AC OUISMOMS AdMIN Menu MOVO sirosis enii E aE E A EAE 5 22 Mle CLG WI EOE eE E uuasesanacaceeneucesaiaescausoncnescsaaeenicioneasaies 5 2 3 Differentiate between cancelled and delayed lineitems cece ccc ecc cence eeeeseeeeaeseeeeseeeeaeenees 5 2 4 Support Cancellation and Receiving of Delayed Lineitems ccc cecceceeceeceeeeeeceeseeeeeeeeeeees 6 2 5 Duplicate Order Detection Improvements icici ccxscandnrenseacmpnecuanitintd btensieneadeeanesseiviaecssginiatecsiennsses 7 2 6 Specify Purchase Order Name During Creation 2ccc2ccccceceacccesccleccaveceauesssaccsceuconteeessstenceveiseueders 7 3 Recommended WorkKIOWS soscrits anire E r a 8 3 1 Selection Using the Catalogu 1 5 c c2s2cgeaseeesesarecnanc
101. Transaction Management Acquisitions Local Administration Server Administration Workstation Administration Toggle Activity Meters User Permission Editor For developers Debug Print Page Clone Selected Enter a Formula name There is no limit to the number of characters that can be entered in this field Fomula Name Formula Owner Ignore the Skip Count field It has no purpose in 2 6 Chapter 21 Acquisitions Module Additional Administrative Settings Choose a Formula Owner The formula owner indicates the organizational units whose staff can use this formula 2 6 6 Click Save Formula Name Adult Fiction Formula Owner Skip Count Cancel 7 Click New Entry Each entry represents a copy Adult Fiction Owning Library Copy Location Fund Circ Modifier Collection Code Item Count New Entry Apply Changes 8 Create your distribution formula line item template using a combination of the following fields e Owning Library e Copy Location e Fund e Circ Modifier e Collection Code Bestsellers New Entry Apply Changes Owning Library Shelving Location ltem Count j 1 Chapter 21 Acquisitions Module Additional Administrative Settings 277 9 In the tem Count field enter the number of copies that should be added to the branch You can enter the number or use the arrows on the right side of the field 10 Click Apply Changes The screen will reload Ad
102. Workstation Administration Exchange Rates Fund Tags Toggle Activity Meters User Permission Editor Funding Sources For developers Providers Claim Event Types Claim Policies Claim Policy Actions Claim Types Invoice Item Type Invoice Payment Method Cancel Reasons Line Item Alerts Line Item MARC Attribute Definitions 2 Click New Line Item Alert Text Debug Print Page _ New Line Item Alert Text Delete Selected 3 Create a code for your alert There is no limit to the number of characters that can be entered in this field Code L Description Owning Library Cancel 4 Create a description of your alert There is no limit to the number of characters that can be entered in this field 5 Select an owning library from the drop down menu The owning library indicates the organizational unit s whose staff can use this alert Chapter 21 Acquisitions Module Additional Administrative Settings 285 6 Click Save Code COLLECTION Description collection the item will belong to Owning Library BPR r Cancel Save 21 3 How to Make Your On order Records OPAC Invisible Once bibliographic records and copies are loaded they are visible to patrons in the OPAC because the status of on order is an OPAC visible status It is possible to use a copy location to make your on order records OPAC invisible ha Both Local System Administration and Acquisitions A
103. a Selection List Select a list from the drop down menu or type in the name of the selection list you would like to create The drop down menu displays the ten selection lists most recently edited owned by the user Upload Create Purchase Order Activate Purchase Order Provider ULS BW Context Org Unit Add to Selection List Adult Fiction July Adult Non Fiction August Adult Non Fiction September Record Match Set Hat Titles July Upload to Queue Chapter 6 Add Records 49 e added to a Purchase Order Check the box adjacent to Create Purchase Order Create Purchase Order The purchase order can be activated at the time of the upload by checking the box adjacent to Activate Purchase Order Activate Purchase Order af A 970 holdings tag with subfields o q f and e must included in each MARC record for the purchase order to successfully activate 3 Vandelay a Complete the Vandelay section as shown below rete It is recommended that you set the Load MARC Order Defaults to match what is shown to avoid repetitious data entry Upload to Queue Or create anew queue Queuename Record Match Set SitkaMatch g Merge Profile Merge Using EXISTING Ri z Import Non Matching Records Fd Record Source Other Merge On Exact Match 901c Merge On Single Match Merge On Best Match v Best Single Match Minimum Quality Ratio 0 0 New Record Quality Quality of Best Match Insufficient Quality Fall Through
104. a i 97815925389 29 99 ULS2935393 mare 201309 Studios i Their Stories Chapter 8 Loading Bibliographic Records and Items into the Catalogue 93 A view of the records that matched Style Stitch Staple Basic mal u Upholstering Stanton Running E View MARC Matches 1 6 29 15 108527690 Skills to aay 978076244 76 26 50 ULS2771323 Pross 201304 Tackle Any Project Grant pape E View MARC Matches 1 6 29 15 108547842 The Power Michael 97800618337 18 99 ULS29212212 Collins 201308 i Books Quilters Their Quits Packham Qua E View MARC Matches 1 6 29 15 109211061 Their 97815925389 29 99 ULS2935393 SEA 201309 Studios Their Stories For any of the records in the table you can can choose to View MARC and then edit the incoming MARC record Click on View MARC and the record is loaded in view mode Click Edit to load the record in the MARC Editor Once done the editing click Save Changes in the pop up window Click Return to go back to the Record Queue screen MARC Record a Return Edit LDRO4129cam a22002538a 4500 001 103549899 003 SITKA 005 20110416203835 0 008 10061452011 nyu b 001 0 eng 010 ta 2010023588 020 ta 0231153074 020 ta 9780231153072 040 ta DLC te DLC 05000 ta RJ240 tb 0385 2011 09000 ta 615 372 032 2011 1001 ta Offit Paul A 24510 ta Vaccines and your child tb separating fact from fiction tc Paul A Offit Charlotte A Moser 260 ta New York tb Columbia University Press
105. a wide Acquisitions Defaults Table of Contents 22 Acquisitions Module Sitka wide Defaults 22 1 Currency TV OCS c0z cisccsnsaessataccaxe 22 2 Exchange Rates cccceceee 2 Bis Co REINA az gareacanatainesa dacaeacaseue noes secenaessseeanee esee grasa E 22 4 Cancel Reasons cccceeeae 22 5 Invoice Item Type 008 22 6 Invoice Payment Methods 22 7 Line Item MARC Attribute Definitions 22 8 New Sitka wide Defaults Part IV Sitka wide Acquisitions Defaults 297 Chapter 22 Acquisitions Module Sitka wide Defaults Adapted with permission from original material by the Evergreen Community Abstract Sitka has set several consortium wide defaults in the Acquisitions Module This chapter describes the defaults in place These defaults have been developed based on input from the Sitka Team the Acquisitions Ad Hoc Committee and Sitka libraries implementing the acquisitions module Libraries that wish to request additional defaults may do so by following the Guidelines for Submitting Suggestions for New Defaults 22 1 Currency Types Currency types are assigned to funds funding sources and providers 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 Sitka Currency Type Defaults The currencies set in the Acquisitions Module are
106. adding the cost of all items that have been invoiced It does not include encumbrances e Total Encumbered The total encumbered is calculated by adding all the encumbrances It does not include items that have been invoiced Fund Details Create Allocation Transfer Money Y summary Allocations Debits Tags Currency Total Spent l ee Total ID Name Code Type Owner Balance Allocated ae Total Debits Total Spent EE 2715 a AR ANF Z5PA CAN ZSP A 2609 1426577 2660 00 26491426571 70 657142657 30 857142857 40 5 The Allocations tab allows you to track credit allocated from funding sources transfers to other funds and transfers from other funds Fund Details Create Allocation v Transfer Money v Summary Allocations Debits Tags v Funding Source Amount Create Time Allocating User Note 1 cosa 999 00 6 29 15 12 32 PM 1033320 Transfer from fund 2713 2 COF ZSPB 50 00 1 20 15 11 06 AM 960096 Transfer from fund 2713 3 FOL _ZSPA 0 00 8 6 14 10 05 PM 959094 Transfer from fund 2714 4 COF ZSPA 130 00 8 6 14 10 05 PM 959094 Transfer from fund 2714 5 FOL ZSPA 0 00 7 29 14 5 46 PM 959094 Transfer from fund 2488 6 COF ZSPA 0 00 7 29 14 5 46 PM 959094 Transfer from fund 2488 6 The Debits tab allows you to track all purchases made and monies encumbered against the fund Fund Details Create Allocation v Transfer Money v Summary Allocations Debits Tags Chapter 17 Funds Refresh Grid Back Next Filter
107. al Search My Selection Lists New Brief Record Patron Requests MARC Federated Search Load Catalog Record IDs Load MARC Order Records Purchase Orders Aihe e e Create Purchase Order Claim Ready Items Open Invoices Create Invoice Chapter 6 Add Records 41 2 Click on the hyperlinked name of the selection list you would like to open Acquisitions Search Refresh Grid New Selection List Clone Selected Merge Selected Delete Selected Owner Creation Time AcqadminBW 6 23 13 7 23 PM F 2 AcqadminbW 6 23 13 P22 PM E 3 New Books July 2013 AcqadminBW 6 22 13 5 14 PM 3 Select Actions gt Add Brief Record Actons ctions Save ltems To Selection List Mark Ready for Selector Mark Ready for Order Delete Selected tems Add Brief Record Export Single Attribute List P0 Create Purchase Order Add to Purchase Order FrintPurchase Order View PO History Load Bibs and tems Cancel Selected Line tems Apply Claim Policy to Selected Line Items Mark Selected Line tems as Received Un Receive Selected Line Items Create Invoice From Selected Line tems Link Selected Line tems to Invoice Chapter 6 Add Records 4 Enter the bibliographic information into the desired fields and click Save Record New Brief Record Add To Selection List Order September hi Title of work short history of nearly everything Author of work Bryson Bill Language of work Paginati
108. alerts and receive the items _ An alert has been placed on the lineitem titled Castle in the air BOOK CLUB Book club books For November s meeting Choose OK if you wish to acknowledge this alert Chapter 13 Receive Un receive Acquisitions 168 5 The line items on the purchase order will change to a gray blue colour and the Status will update to received Purchase Order received Activated 7 6 15 2 03 PM ID 4985 Prepayment Required No Name Julynewfiction Activatable Activated Provider Fictional Bookstore FICB TEST Notes 0 Total Lineitems 4 EDI Messages 0 Total Estimated 40 00 History View Total Encumbered 40 00 Invoicing View Invoices 0 Create Invoic Total Spent 30 00 Actlons opies Owning Branch Copy Location Collection Code Fund Circ Modifier al Line Items Order Identifier ISBN 145213717 1452135134 2014 08 Raincoast Books FIC_ZSPA Order Identifier ISBN 1452135134 E 145970 0 gt catalog 4 worksheet Test requests view Invoice s queue Chapter 13 Receive Un receive Acquisitions 169 Un Receive a Purchase Order In the event that a purchase order is accidently received or should not have been received in the first place due to damage or other reasons it is possible to un receive the purchase order All line items on the purchase order must have the status of received for t
109. ar anerenaaponaqseaaeane sateancauadeuas saeaeanaonnanapes EO 99 Os Mee MMe EMN AU NO LU eset na ps cciececkey sistas E A eee ude endetasce seuciereceetina ee 99 9 2 Order ldentlier 296 OC ION sirsiran eieo A E Aa 100 9 3 Line Item Detailed View ae co sie pace cnasc ad amesettuancetuadecs reactant cave wicvauauanadeiciais wracinunecarcsunvarsieanesdeaaaianean 100 9 4 Link Line keme tO iHe Catalog 2 52c25 22 c02cscccasacasncavbensseaasersecereeasace baneosaas EiT aeaiiai 101 i AEE OKS NE i E visinpraaee wedeaee ces ainaa ca cieieees 104 26 PO ea 10 aAa ES ascent spacer te saan taco cece an ces Seccuceciewoeeacsaccncerecssaccstecaeeeiteaieaccanesces 105 g7 Add an AICI tO a LIne Heni eg carapace penncats aR iE E e EAEE ATENE 108 98 Add a Noi i6 Line HEN 23122 22scaussagesaaencasaueeneneecencesaacnonteeetaepeasane near Oie oiia ian iiA radie 109 Ae ENE Emn ACCIONS ME rE EE ees eeararennnees 111 Part Il Acquisitions 15 9 10 Line Item Statuses sncsictciainccevunasanetaetadaviada bbadedudedasous saetnawdeds dame thvieieionadinnareudoariedadineabdekeawietaaens 9 11 Estimated Price 9 12 Cancelling and Suspe nding Line Hem cnc uss scan ctieencunwaeeesuncensn cde nsled dou dabdinmns ethan pserasiensutieuniabdacans ued 9 13 Delete a Line ltem saecccoecec accesecencarcscwaceeacasr
110. ate 5 Save the invoice There are two options for saving an invoice Save Save amp Clear Click Save to save the changes you have made and keep the invoice open Click Save and Clear to save the invoice and open a blank invoice Invoices can be re opened at a later date if adjustments are required See Re Open an Invoice E Don t forget to link the detached line item to another invoice or create a new invoice for it so it can be paid for 14 7 View an Invoice You can view an invoice in one of three ways Chapter 14 Invoices 202 Detach e View Invoices through a Search e View Invoices on a Purchase Order e View Invoices Attached to a Line Item View Invoices through a Search Search Tips The default invoice search allows you to quickly generate a list of open invoices This search can also easily be modified to search for invoices using other parameters To access the searching interface select Acquisitions Open Invoices Cataloging Booking General Search My Selection Lists New Brief Record Patron Requests MARC Federated Search Load Catalog Record IDs Load MARC Order Records Purchase Orders Create Purchase Order Claim Ready Items Open Invoices Create Invoice 2 By default the search interface is set to search for open invoices created by your ordering agency If this is search you wish to perform click Search Acquisitions Search search for invoices matching all of the fo
111. atseuccenedianseaceeaanesaasaanaasaeuscenseansacasceneceeaiee 8 3 2 Selecion Usma Brel CC ONS sareren nnana E E 9 3 3 Selection By Loading MARC Order RecordS sccc csciecscedeccevesedsedsccadecacacudiesceniesacuacecssdeesaintancda 10 3 4 Workflow Tracking Preview Items iuicimeinersvneineledvcleimenaninaneesletiermuntimeneivsdelunnuntinampniicchenenntdmaidns 12 I ACA SIMMONS a A E E 14 4 Search th Acauisitons Module spn cre tenqrjecentcsnace scsescendetedesacuemesceuanas EE Eira ESERE z Ae SING re onera SEO koeien 17 42 oed ening TOK LINE EMS ceanii E TEEN EE EE A a 18 4 3 Searching for Line Items and Catalogue Records ssessensensneensrrrnsrrrrerrrrerrererrererrerrrre rene 19 4d Geaen TOF Selecion LISIS irinn eE E E AEE 21 45 Sed MIG NON Purchase Order senesini aine Nna a iEn E ANa Aaa aaia 23 4G Sea NNG Or INVOICES asees igr inrano E dee EEEE EEEE TEESE EEE 24 D e TO a T A EE 27 5 1 My Selecion Lists terate sssnioniio a a Ea a a 27 D e TE TO A E 28 5 3 Add Line keme to a Selecion List ancsojacaasseserenancsccdeammecedanesecand EEEa 29 DA CO a elec On LIST EE R 30 me MM Mae CeO E ko E T E EE E 31 5O Delea Seen LISI caseacszacececxeaszaceseeeaonecgasscneaeevsceoscesasseseacaceenesonanceacoescsa eesenesscacsaueseesieae 33 Da Mark Ready ior SElECIOT aerpioniro iransi EE TANE EEE EENET OENE EEE E EE 34 5 8 Convert a Selection List to a Purchase Order ccccccceccecceeceece eee eee eee eeeeeeeeeeeeeeeee
112. atus of new selector ready order ready or pending order need to have the fund assigned to them manually updated to the equivalent new fund before the line item is activated as part of a purchase order See Update Funds to Copies via Batch Updates to Line Items for instructions 20 3 Fund Propagation and Rollover The Year End 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 Depending on the needs of a library it can also transfers any remaining money into the analogous funds or back to the original funding sources Fiscal Year Close out Operation Dry Run Fiscal Year Close out Operation Rollover Encumbrances Only Fiscal Year Close out Operation Rollover Encumbrances and Unspent Money Fiscal Year Close Out Operation Rollover Encumbrances and Unspent Money for Particular Funds Fiscal Year Close out Operation Propagation Only Fiscal Year Close out Operation Dry Run Before running the Fiscal Year Close out Operation a Dry Run can be performed to ensure that Close out runs as expected 1 In the Funds Interface select the top level of your organization from the Context Org Unit drop down menu Only applicable to multi branch systems Funds Context Org Unit BW Year 2012 Refresh BW Chapter 20 Acquisitions Year End 265 8 From the Year drop down menu choose the year fo
113. ave not been received and are now no longer needed False If you require a cancel reason not listed here please follow the Guidelines for Submitting Suggestions for New Defaults 22 5 Invoice Item Type Invoice Item Types allow you to enter additional charges on a purchase order or invoice Charges for bibliographic items are listed separately from these additional charges on a purchase order or invoice Invoice Item Types are either set to Prorate True or Prorate False When Save and Close is selected on an invoice the system will prorate any charges where Prorate True This means that payment for the Invoice Item Type will be divided by all the funds in use on the invoice in proportion to the amount being spent by each fund on the invoice Sitka Invoice Item Type Defaults The default invoice item types are e Access Fee f e Cataloguing Charge f e Direct Purchase f e Goods and Services Tax t e Handling Charge t e Harmonized Sales Tax t Import Fee t e Lamination fee t e Non library Item f Chapter 22 Acquisitions Module Sitka wide Defaults 303 e Processing Fee f e Processing Fee Prorate t e Provincial Sales Tax t e PST No Prorate f e Serial Subscription f e Serial Supplemental Charges f e Shipping Charge t A t indicates that the charge is proratable a f indicates that it is not Invoice Item Types Back Next v Code Label Prorate E CAT Cataloguing Charge False
114. ber of holds that are on your Hot Fiction display You decided that you want to order an extra copy of six titles Your copy hold ration report includes the record ID of each title You can save the record IDs into a CSV file upload the file into Evergreen and create a purchase order for the items If you only want to order additional copies of one title then using View Place Orders is faster Record IDs are auto generated digits associated with each record They are found in the Record Summary that appears at the top of each record in the catalogue Record Summary Add Volumes View MARC j Title Storybook travels From Eloise s New York to Harry Potter s London visits to 30 of the best loved landmarks inc Edition 1st Author Bates Colleen Dunn Pub Date 2002 Bib Call 910 2 BAT Created By admit Last Edited By adrir Last Edited On 230035 TOM ayj O56 Database ID 30129567 ID 30120587 kecord Charnes l 1 Create a CSV file with the record ID of each catalogue record in the first column of the spreadsheet You can create this CSV file from a spreadsheet generated by a report as suggested in the aforementioned example You can also copy and paste record IDs from the catalogue record into the CSV file 2 Save the CSV file to your computer Chapter 6 Add Records gg In Evergreen select Acquisitions Load Catalog Record IDs General Search New Brief Record Patron Requests MARC Federated Search
115. bered for the purchase order Total Lineitems 1 EDI Messages 0 Total Estimated 10 00 History View Total Encumbered 0 00 Invoicing View Invoices 0 Create Invoice Link Invoice v Total Spent 0 00 Cancel reason Order is a duplicate Canceled Duplicate order Actions X Copies Owning Branch Copy Location Collection Code Fund Circ Modifier Distribution Formula iy y OR Apply to Selected Z Line Items Expand All Items Notes Actions Status ee id Home Style By City Ideas And Inspiration From Paris London New York Los Angeles And Copenhagen si Magntorn Ida 145213717X 2014 09 Raincoast Books FICB TEST Canceled mg E Expand Copies 1 Notes 0 Actions Duplicate 10 00 i Order Identifier ISBN 145213717X sA order 145996 0 gt catalog 4 worksheet requests view invoice s queue Direct Charges Taxes Fees etc There are no miscellanea attached to this purchase order Suspend a Purchase Order 1 Open the purchase order Chapter 7 Purchase Orders 81 2 Click Cancel order Purchase Order on order Activated 7 6 15 2 03 PM ID 4985 Prepayment Required Name Julynewftiction Activatable Provider Fictional Bookstore FICB TEST Notes Total Lineitems 4 EDI Messages Total Estimated 40 00 History Total Encumbered 340 00 Invoicing Total Spent 0 00 Cancel No Activated 0 0 View View Invoices 0 Cancel order Create Invoice Link Invoice
116. cal year Uncheck the Rollover check box for every fund in the current fiscal year where the encumbrances have been moved to the new fiscal year Ensure that the Active check box has been unchecked for every fund in the current fiscal year where the encumbrances have been moved to the new fiscal year See Create a Fund for information on these check boxes Chapter 20 Acquisitions Year End 271 14 In the Funds Interface select the top level of your organization from the Context Org Unit drop down menu Only applicable to multi branch systems Funds Context Org Unit BW Year 2012 Refresh BW 15 From the Year drop down menu choose the year for which you would like to perform the Fiscal Year Close out Operation 16 Click Fund Propagation and Rollover Funds New Fund Delete Selected Fund Propagation amp Rollover Context Org Unit BWW Year 2012 Refresh 17 Check the box adjacent to Perform Fiscal Year Close Out Operation 18 Ensure the box adjacent to Limit Fiscal Year Close out Operation to Encumbrances is not checked 19 Notice that the context org unit reflects the context org unit that you selected at the top of the Funds screen If you want to perform the close out operation on the context org units and its child units check the box adjacent to Include Funds for Descendant Org Units Context Org Unit Include Funds for Descendant Org Units Chapter 20 Acquisitions Year End 272 20 Click
117. can receive line items and copies that have been linked to an invoice directly from the invoice rather than through a purchase order Numeric Mode List Mode Numeric Mode Numeric Mode allows you to receive line items in batch 1 Create an invoice 2 If necessary link all applicable line items to the invoice See Populating Invoices for instructions 3 When your invoice is complete use one of the two Save options Save Save amp Clear Click Save to save the changes you have made and keep the invoice open Click Save and Clear to save the invoice and open a blank invoice Chapter 13 Receive Un receive Acquisitions 178 Invoices can be re opened at a later date if adjustments are required See Re Open an Invoice 4 Inthe top right corner of the screen click Receive Items Invoice Linetiams Expected Cost 145 96 Show Details FIC1986484 Inoice Search Bibliographic tems invoiced Paid Billed Per Copy Yde by Fforde Jasper 0142004030 VU MERLI CRL i a E ae 4 Ordered 0 Recered 4 invoiced Claimed 0 Cancelled Estimated 71 96 Encumbered 0 00 Paid 0 00 0 00 Detach 5 The Acqusitions Invoice Receiving interface opens The interface defaults to Numberic Mode Acquisitions Invoice Receiving Invoice FIC 1966464 Copies received on this invoice 0 out of 3 The remaining are listed below Use List Mode 6 Select the number of copies y
118. cation e estimated_price f fund_code note o owning_lib q quantity The subfields used will depend on your provider but o must always be used 5 Click Save Now when MARC records for this provider are loaded through Load MARC Order Records the system will use the subfields in the 970 tag to do such things as generate copies on the line items apply funds and add in estimated prices 18 7 View a Provider s Invoices 1 Open a provider Chapter 18 Providers 254 2 Click on the Invoices tab Provider Address Provider Contact Attribute Definitions Holding Subfield Invoices Back Next Invoice Date Invoice Type Note Al T T 11 12 00 AM Mastercard Mastercard F 6 11 12 00 T 6 11 12 00 AM Mastercard 6 28 11 42 00 AM 6 23 11 12 00 AM Mastercard 3 All invoices for the provider will display Use the column headers to sort Use the hyperlinked Back and Next to advance through the pages of invoices You can click on the hyperlinked name of an invoice to view it Chapter 18 Providers 255 Chapter 19 Permissions and Settings Adapted with permission from original material by the Evergreen Community Abstract The Acquisitions Module requires specific library settings to be set and acquisitions permissions to be granted to staff before the module can be used This chapter covers the library settings specific to acquisitions as well as the permission groups specific to acquisitions a
119. cation Collection Code Fund Circ Modifier Distribution Formula X ha mm vy OR y Apply to Selected x lt Line Items Expand All Items Notes Actions Status ei The Storied Life of A J Fikry A Novel Zevin Gabrielle 9780670068241 2014 04 Penguin Group FICB TEST Order Identifier ISBN 9780670068241 Expand Copies 0 Notes 0 Actions v Pending Order 146014 0 gt catalog 4 worksheet requests view invoice s queue Mates Visions The Cainsville Series Armstrong Kelley 9780307360557 2014 08 Random House FICB TEST Order Identifier ISBN 9780307360557 Expand Copies 0 Notes 0 Actions 146015 0 gt catalog 4 worksheet requests view invoice s queue Chapter9 Lineltems gg 9 2 Order Identifier Selector Line items that are created from existing MARC records may have multiple ISBNs ISSNs or UPCs attached to the record depending on the type of item Users are able to specify which ISBN ISSN or UPC to display in the purchase order sent to providers User can also add new identifiers as needed This function helps to ensure that the correct edition of an item is ordered Select an Identifier Open the selection list or purchase order From the drop down menu chose the appropriate ISBN ISSN or UPC G gt The tales of Beedle the Bard J K Rowling a4 Rowling J K 0747599674 2008 Bloomsbury native evergreen catalog Order Identifier ISBN 0747599874
120. ce Stop Percent 90 Balance Warning Percent 70 Fropagate Rollover Cancel 5 Click Reload 17 2 Edit a Fund While you are able to edit your fund s name owner and code you are unable to edit the balance of your fund A fund s balance can be adjusted by allocating monies to the fund or transferring monies to another fund Chapter 17 Funds 224 Editing the currency of an active in use fund is not recommended as it can have serious consequences I Select Admin gt Acquisitions Funds Operator Change New Download Offline Patron List Offline Transaction Management Currency Types Acquisitions Distribution Formulas Local Administration ED Accounts Server Administration ED Messages Workstation Administration e200 2 Sn Toggle Activity Meters Fund Tags User Permission Editor Funding Sources Funds gt Providers For developers Claim Event Types Claim Policies Claim Policy Actions Claim Types Invoice Item Type Invoice Payment Method Cancel Reasons Line Itern Alerts Line Item MARC Attribute Definitions 2 If needed use the Context Org Unit menu the Year and the Filter to locate the desired fund Funds Context Org Unit 7SP A Year 2015 Chapter 17 Funds 225 Funds can be filtered on the following fields Filter Results Active Balance Stop Percent Balance Warning Percent Code Currency Type Fund ID Name Org Unit 3 Double click on the
121. celed it cannot be canceled again Chapter 2 New in Evergreen Version 2 8 6 2 5 Duplicate Order Detection Improvements A new column on the line item displays the number of copies already attached to the bibliographic record belonging to the ordering agency or a lower organizational unit This count does not include the copies attached to the line item itself nor does it include copies that have the status of Lost Lost and Paid Missing Damaged or Discard Weed ated af Line items Expand ll items Notes Actions Status Enim Price avergreen catalog Expand Cames 0 Noles 0 Actions Order dentier SAN 15517627056 16612 Dts worksheet requests Manin Chuzzlewit by Charles Dickens wi Liekens Chales 18biAhalSb Pbk c19 Florcwornh Cdians Lid naliva 7 2 6 Specify Purchase Order Name During Creation When creating a purchase order there is now a field called Name where staff can specify the name of the purchase order This field is optional Ordering Agency Name optional Provider Prepayment Required Cancel Duplicate purchase order name is in effect on the new Name field and will indicate 1f the same purchase order name is used more than once for a purchase order for a specific provider The existing purchase order can be viewed by clicking View PO and will open in a new tab Ordering Agency ZSP A Name optional Julynewfiction This name is already in use by another PO View PO
122. cified specified during the acquisitions process Fund Spending Limit When the amount remaining inthe Number LSA for Block fund including spent money and and Acq encumbrances goes below this Admin Chapter 19 Permissions and Settings 256 Setting Fund Spending Limit for Warning Rollover Distribution Formulae Funds Set copy creator as receiver Temporary barcode prefix Temporary call number prefix Delete bib if all copies are deleted via Acquisitions lineitem cancellation Description percentage attempts to spend from the fund will be blocked When the amount remaining in the fund including spent money and encumbrances goes below this percentage attempts to spend from the fund will be blocked When year end processes run the funds specified in distribution formulae roll over to the new fiscal year When receiving a copy in acquisitions set the copy creator to be the staff that received the copy The temporary barcode prefix must be entered as your library code preceded by the letter A This prevents conflicts between the libraries using acquisitions Enter a temporary call number prefix for items that are created in the Acquisitions Module This means when a line item is cancelled if there are no longer copies at any library attached to the bibliographic record the bibliographic record will be deleted LSA The creator of a copy can be seen in Edit Item Attributes If thi
123. cquisitions Local Administration Server Administration Workstation Administration Toggle Activity Meters User Permission Editor Funding Sources Funds fs For developers Providers Claim Event Types Claim Policies Claim Policy Actions Claim Types Invoice Item Type Invoice Payment Method Cancel Reasons Line Itern Alerts Line Item MARC Attribute Definitions 2 Click the hyperlinked name of the originating fund The Fund Details screen will appear Funds Context Org Unit ZSP A Year 2015 vy Refresh Back Next Filter Jv Name Code Org Unit Currency Active Combined Type Balance Canadian Dollars Canadian Dollars Canadian Dollars Canadian Dollars Adult Fiction AF ZSPA ZSP A 2060 9134994 ANF ZSPA ZSP A 2609 1428571 JF ZSPA ZSP A 2915 80 JNF_ZSP ZSP A 2500 00 3 Click Transfer Money Fund Details Create Allocation Chapter 17 Funds 229 4 Enter the amount you would like to transfer Fund Details Create Allocation Transfer Money Y Summa Allocations Y Source amount gz Amount to transfer from E 500 00 pent a Total Name ANF ZSPA 2015 Adult Non Fiction vance Total Debits Total Spent 7 bered Adult Destination fund eee EN 27145 549 1428571 70 857142857 30 857142857 40 Non Fi note JF_ZSPB 2015 JNF_ SP 2015 TransfiGlgee ao eal bey AF ZSFPA 20175 ANF ZSPA 2075 AF ZS5PB 2015 JNF_ 5PB 2015 5
124. d All Items Notes PIR The Penderwicks g Birdsall Jeanne 9780440420477 EA P Order Identifier ISBN 9780440420477 Expand Copies 2 Notes 1 M 146019 0 link to catalog 4 worksheet requests view invoice s 9 8 Add a Note to a Line Item Notes on line items can include any additional information that you wish to add to the line item Notes can be internal or can be made available to providers Notes also display on the Line Item Worksheet for the item Chapter 9 Line Items 109 l 2 3 4 5 6 7 Open a selection list or purchase order Click the Notes 0 link x Line Items Expand All Items Notes The Penderwicks pos gt Birdsall Jeanne 9780440420477 Sem Order Identifier ISBN 9780440420477 Expand Copies 2 Notes 0 146019 0 link to catalog 4 worksheet requests view invoice s Click New Note s Retum New Note New Alen Enter your note If you wish to make this note available to your provider check the box adjacent to Note is vendor public Note is vendor public Click Create The note will display on the screen Replacing a damaged copy Note is vendor public Create Click Return to return to the selection list or purchase order s Return New Note New Alert 1 Replacing a damaged copy 6 24 13 11 45 PM Delete The zero of the Notes link will update to display the total number of alerts and notes for the line
125. d Items for Load items for imported records by True False Imported Records by default during ACQ file upload Default Upload Merge on Best Merge records on best match by True False Match by Default default during ACQ file upload Upload Merge on Exact Merge records on exact match by True False Match by Default default during ACQ file upload Upload Merge on Merge records on single match by _ True False Single Match by default during ACQ file upload Default 19 2 Acquisitions Permissions Overview There are four Acquisitions Permission Groups Basic Selector Advanced Selector Purchaser Administrator These permission groups are applied in additional to a staff member s current permissions group At present acquisitions permissions are only available to those libraries involved in the Sitka Acquisitions Pilot Acquisitions Selection There are two permission group options for a selector Chapter 19 Permissions and Settings 258 Acq Basic Selector This group includes permissions to e perform searches using the Acquisitions General Search e create merge clone and delete selection lists e add line items to a selection list e view and use selection lists created by another user e create brief MARC records e perform a MARC Federated Search e add copies alerts and notes to line items e apply funds to copies and line items on a selection list e link line items to bibliographic records in the catalogue
126. d Items into the Catalogue Adapted with permission from original material by the Evergreen Community Abstract Bibliographic records and copies can be loaded into the catalogue at different stages of the acquisitions process depending on your preferred workflow By default bibliographic records and copies become OPAC visible the moment they are loaded into the catalogue Libraries that do not wish their on order materials to be visible to their patrons can set up an OPAC invisible default copy location for the system to use See How to Make Your On orderRecords OPAC Invisible for instruction on setting up and using an OPAC invisible default copy location 8 1 Where to Load Bibliographic Records and Items into the Catalogue You can load bibliographic records and items into the catalogue in four different place in the acquisitions module 1 You can import bib records and items if holdings information is attached when you upload MARC order records Click Acquisitions Load MARC Order Records Follow the instructions for Load MARC Order Records Ensure the box adjacent to Load Items for Imported Records is checked and upload the file of MARC records Load Items for Imported Records 2 You can import bib records and items into the catalogue when you create a purchase order from a selection list a MARC federated search catalogue record IDs or the view place order screen From the selection list select Actions Create P
127. dded to You can also link entire purchase orders and particular line items to existing invoices Funds switch from being encumbered to spent when the paid column of an invoice is filled in and the invoice is saved If desired you can create an invoice for items before you receive them You are able to re open closed invoices to make adjustments as well as print out all invoices 14 1 Creating Invoices There are three ways to create an invoice e Create a Blank Invoice e Create an Invoice From a Purchase Order e Create an Invoice From Multiple Line Items Create a Blank Invoice You can create an invoice to use for purchases that have no purchase order or to link line items to 1 Select Acquisitions Create Invoice Acquisitions Booking General Search My Selection Lists New Brief Record Patron Requests MARC Federated Search Load Catalog Record IDs Load MARC Order Records Purchase Orders Create Purchase Order Claim Ready Items Open Invoices Create Invoice Chapter 14 Invoices 183 2 Fil in the top section of the invoice See Invoice Details for guidelines on filling in this information Vendor Invoice ID Invoice Date 2012 10 01 Receive Method Paper Invoice Type Provider Shipper Note Payment Auth Payment Method Receiver 3 There are two options for saving an invoice Save Save amp Clear Click Save to save the changes you have made and keep the invoice open Click
128. der Records Selection 1 Selector creates a cart on the provider s website and adds the desired items to the cart Chapter 3 Recommended Workflows 10 2 Selector downloads the MARC records for the items in the cart Contact your provider if you require assistance on how to do this 3 Clear the cart Do NOT submit the cart as an order to your provider via their website Load MARC Order Records 1 Selector Cataloguer uploads the MARC record file from the provider e A purchase order or selection list may be created out of the MARC records e If subfields 1 e f o and q are used in the 970 field a purchase order can be created and activated at this time 2 Selector Cataloguer uses the Vandelay interface to import the bibliographic records into the catalogue 3 Ifnot supplied through the 970 field Selector adds the following information to each line item on the purchase order or selection list e estimated price e number of copies e notes e alerts e fund 4 Ifa selection list the Selector Purchaser converts the selection list to a purchase order and activates it If a purchase order the Selector Purchaser activates the purchase order Receiving Invoicing On Purchase Order 1 Receiver receives all items that arrive on their respective purchase orders 2 Receiver creates an invoice either from an entire purchase order or from a single line item 3 Receiver links appropriate line items to the invoice 4 I
129. ders 8 Using the Funding Sources Worksheet as reference apply credit to your funding sources 9 Using the Collection Funds Worksheet as reference allocate credit to your funds either through the funds interface or through the funding sources interface 10 If you wish set up the additional features e Line Item Alerts e Distribution Formulas applicable to multi branch systems only Chapter 15 Acquisitions Administration Initial Set Up 212 e OPAC Invisible On Order 11 Assign secondary acquisitions permission groups to all staff who will be using acquisitions Sitka Support will assign Acq Admin permissions to users based on the Pre Acquisitions Survey 12 The Acquisitions Module is now ready for you and your staff to use Chapter 15 Acquisitions Administration Initial Set Up 213 Chapter 16 Funding Sources Adapted with permission from original material by the Evergreen Community Abstract In the funding sources interface you can create funding sources allocate credit to funding sources and apply credit to funds Funding sources allow you to specify the sources that contribute monies to your fund s such as your municipal government grants and donations You can create as few or as many funding sources as you need Funding sources are not tied to fiscal or calendar years but since any unspent money is returned to the funding source during the year end process Support recommends that you create n
130. dit from funding sources to funds e create edit and delete providers e update a variety of Library Editor Settings e create distribution formulas e create line item alerts e assign acquisitions permission groups to other staff members The Acquisition Administrator Permission Group can only be assigned to library staff by members of the Sitka Team 19 3 Secondary Group Permissions The Secondary Groups button functionality has been introduced with the acquisitions module This button enables supplemental permission groups to be added to staff accounts The Secondary Groups button is currently only visible to those users with the Acq Admin supplemental permission group Granting Acquisitions Permissions Removing Acquisitions Permissions The Acq Admin permission can only be granted to users by Sitka Staff Only users with the Acq Admin permission can grant the Acq Purchaser Acq Avd Selector and Acq Basic Selector permission to other users Chapter 19 Permissions and Settings 260 Acquisitions permissions groups only function as secondary groups If an acquisitions permission group is set as a user s Main Profile Permission Group that user will be unable to login to Evergreen Granting Acquisitions Permissions To be able to use the acquisitions module staff must be granted the appropriate supplemental permission group 1 Open the account of the user you wish to grant acquisitions permissions to 2 C
131. dministration privileges are required for the following instructions Begin by creating a new copy location I Select Admin Local Administration gt Copy Locations Editor Operator Change New Download Offline Patron List Offline Transaction Management Acquisitions Address Alerts Local Administration Age Overdue Circs to Lost Server Administration Barcode Completion Workstation Administration oe Toggle Activity Meters Circulation Limit Sets User Permission Editor Circulation Policies dado Closed Dates Editor or developers Copy Location Groups Copy Location Order Copy Locations Editor Copy Template Editor 2 Create a new copy location e Make sure No is selected for OPAC Visible OPAC Visible Yes L No Chapter 21 Acquisitions Module Additional Administrative Settings 286 e Select Holdable to be Yes or No depending on whether your library allows holds to placed on on order items Holdable Yes E No 3 Click Create a new copy location Copy Locations Editor Create a new copy location i Name On Order Holdable Yes E No OPAC Visible Yes No Circulate Yes No Hold Verify O 2 Owning Library BPR 4 Set your new copy location as your default Chapter 21 Acquisitions Module Additional Administrative Settings 287 Select Admin Local Administration Library Settings Editor Operator Change New Download Offline Patron List Offline Tra
132. e i Lynn J 9780062294784 2014 HarperCollins Publishers FICB TEST an i URME Order Identifier ISBN 9780062294784 146029 0 catalog 4 worksheet requests view Invoice s queue Berenstain Bears Meet Santa Bear Berenstain Stan 97803948686806 1984 Random House Children s Books FICB TEST J is Order Identifier ISBN 9780394868806 146030 0 catalog 4 worksheet requests view invoice s queue Chapter 9 Line Items 129 3 Select the fund you wish to apply to the line items from the drop down menu of the Fund field on the Line Item Batch Updater a al Copies Owning Branch Copy Location Collection Code Fund Circ Modifier JF_ 5P6 2075 l JNF_ZSP 2015 Line Items JF ZSPA 2015 3 Amulet 6 Escape from Lucien ea p Famy Kibuishi Kazu 9780545433150 2014 Scholastic Incorporated FICB T AF 7SPB i 15 Order Identifier ISBN 9780545433150 JNF_ZSPB 2015 Be with Me al Lynn J 9780062294734 2014 HarperCollins Publishers FICB TEST L iua Order ldenther ISBN 3760062234784 x 146029 0 gt catalog 4 worksheet requests view Invoice s queue TO Berenstain Bears Meet Santa Bear Berenstain Stan 9780394868606 1984 Random House Children s Books FICB TEST ope Order Identifier ISBN 9780394868806 146030 0 gt catalog 4 worksheet requests view Invoice s queue 4 Click Apply to Selected Copies Owning Branch Cop
133. e Description Add Charge Save Save amp Clear Prorate Invoice Details The Invoice Details section must be completed for every invoice created The Invoice Details fields are e Vendor Invoice ID This number may be listed on the paper invoice sent by your provider This is a required field Close d Invoice Date 2012 10 30 Invoice Type A Shipper Payment Auth Receiver Billed Paid Delete Delete Total Total Balance 0 00 0 00 0 00 Vendor Invoice ID 12345678 e Receive Method At present only paper invoicing Electronic invoicing through EDI will be available at a future date This is a required field Receive Method Paper Chapter 14 Invoices 190 e Provider and Shipper These fields will auto complete Your shipper is usually the same as your provider These are required fields Provider ULS shipper ULS e Note This is an optional field that can be used as needed e Payment Method Available payment methods display in a drop down menu Additional payment methods can be requested See Guidelines for Submitting Suggestions for New Defaults This is a required field Payment Method Cash Cheque Direct Charges Ta Credit harge Type Funi Debit Direct Billing Bank Draft Add Charge Wire Transfer American Express MasterCard VISA e Invoice Date By default this is the date the invoice is created on The date can be changed by clicking the field a
134. e Storied Life of A J Fikry A Novel Zevin Gabrielle 9780670068241 2014 04 Penguin Group FICB TEST o Order Identifier ISBN 9780670068241 Expand Copies 1 Notes 0 Actions v Pending Order 146014 0 gt catalog 4 worksheet requests view invoice s queue Branch Barcode Call Number Fund Copy Location Circ Modifier Collection Code Note ZSP A AF ZSPA 2015 book Visions The Cainsville Series Armstrong Kelley 9780307360557 2014 08 Random House FICB TEST i 3 E Order Identifier ISBN 9780307360557 Expand Copies 1 Notes 0 Actions Pending Order 146015 0 gt catalog 4 worksheet requests view invoice s queue Branch Barcode Call Number Fund Copy Location Circ Modifier Collection Code Note ZSP A AF ZSPA 2015 book 3 Clicking Expand or Expand All a second time will close the detailed view 9 4 Link Line Items to the Catalog You can link a line item on a selection list to a corresponding MARC record in the catalogue The link to catalog option enables you to search for a matching record and link the line item to it The catalogue record replaces the record originally used to create the line item When bibliographic records and copies are loaded into the catalogue the copies are attached to the linked record in the catalogue 1 Open a selection list or purchase order 2 On the line item you would like to link click link to catalog Line ltems
135. e change is over written by the provider default when the selection list is converted to a purchase order and the provider is added View the Current Claim Policy for a Line Item Change a Line Item Claim Policy Batch Change Claim Policies View the Current Claim Policy for a Line Item You can use the Line Item History to view the current claim policy assigned to a line item 1 Open a purchase order 2 Using the Actions menu on the line item select Actions gt View History w Line Items 146019 0 gt catalog 4 worksheet requests view invoice s Direct Charges Taxes Fees etc There are no miscellanea attached fo this purchase order Chapter 12 Claim Items 150 3 By default the changes appear with the newest change first The current claim policy and any claim policies previously applied to the line item will appear in the Claim Policy column Lineitem History Z Audit Time State ren oe Provider i price Poly ry Edit Time Creator ii Sean Sm a em Rese YVandelay Sou a Seg orvorder 1742 MFC 1250 a SAN a 951077 951077 951077 102708148 E 2 kaa new 42 MFC 1250 BPM amay S107 951077 951077 102708148 286953 S irony nen 1742 MIC 1250 BPM ay 951077 951077951077 286953 Da foam new 142 MAC 1250 Aa BRAIS 8107 981077 951077 HS Sigay T 142 MFC aoma page S1077 asorr 951077 Change a Line Item Claim Policy You can manually change th
136. e claim policy that has been applied to a line item on a purchase order until the item is received 1 Open your purchase order Using the Actions menu on the line item select Actions Change claim policy w Line Items items Notes Actions Status a Copies t Notes t Actions on order 14 50 1390 catalog worksheet Activate Actions Mark Recened Un Receve Direct Charges Taxes Fees etc Update Barcodes There are no miscelanea alfached fo this purchase order Holdings Maint New Invoice New Charge save Mew Changes Link to Iinvoire Wiew Invoices Change claim policy Claims 0 existing View History 3 A drop down menu of claim policies will appear Choose a claim policy to apply to the line item Claim policy Save l 3 Week Fax 15 Week Fax 3 Week Email 5 Week Email 3 Week Phone 15 Week Phone Chapter 12 Claim Items 151 4 Click Save Claim policy 3 Week Email Batch Change Claim Policies You can change the claim policy applied to multiple line items on a purchase order at the same time 1 Open a purchase order 2 Use the check boxes adjacent to each line item to select the line items you would like to apply the new claim policy to Acong ha w Line Items tems Notes Actions Status a Mama dearest E Hilderbrand Elin 9781451627114 2011 HACB Copies 1 Notesi Actions on order 6 99 158 catalog worksheet Ord
137. e mark line items selector ready and or order ready e view but not create purchase orders e view fund summaries for the current year for the location the workstation is registered to Acq Advanced Selector In addition to the Acq Basic Selector permissions this group includes permissions to e view fund summaries for multiple years and location e create edit delete funds e view debits associated with a fund e transfer money between funds Acquisitions Purchaser In addition to selector permissions this groups includes permissions to e apply distribution formulas to line items e create view rename print and activate purchase orders e add notes and charges to purchase orders e receive and un receive purchase orders line items and copies e view purchase order history e cancel purchase orders line items and copies e change a line item s claim policy e claim line items and copies Chapter 19 Permissions and Settings 259 e print claim vouchers e create view print and close invoices e reopen invoices e add charges to invoices e prorate charges across the funds on an invoice e view but not edit providers e view all invoices associated with a particular provider Acquisitions Administrator In addition to the selector and purchaser permissions this groups includes permissions to e create edit and delete funding sources e allocate credit to funding sources e create edit and delete funds e allocate cre
138. earch for line items matching all of the following terms LIA ISBN r is 97815791 Add Search Term Add Selected Items to Invoice Next 7 Use the Next and Back links to navigate through the results 8 Select the line items you would like to add to the invoice and click Add Selected Items to Invoice Invoice Search search for line items matching all ofthe following terms LIA ISBN is 9781579126292 Add Search Term Search Add Selected Items to Invoice Next ry Agatha Christie by Christie Agatha 1890 1976 9781579126292 1 Ordered ar O invwiced 0 Claimed ARESE Estimated 12 30 Encumbered 12 05 Paid 0 00 24318 848 10 30 12 9 The selected line items are highlighted and the invoice summary at the top of the screen updates Chapter 14 Invoices 197 10 Click the Invoice tab to see the updated invoice invoice Search Bibliographic Items Title Details The homeward bounders by Jones Dianna Wynne 0689006787 1 Ordered 0 Recenved 7 invoiced 0 Claimed 0 Cancelled Estimated 14 50 Encumbered 0 00 Paid 14 50 24316 BAT 10302 Hexwood by Jones Diana Wynne 0006755767 1 Ordered 0 Recered 1 invoiced 0 Claimed 0 Cancelled Estimated 12 25 Encumbered 50 00 Paid 12 25 Beas B47 10M A murder t announced 9781579126292 1 Ordered 0 Recenved 0 linvowced 0 Claimed 0 Cancelled Estimated 12 30 Encumbered 512 05 Paid 0 00 24318 x B48 10 30 12
139. eate Copies _ Submit Cancel Chapter 5 Selection Lists 4 Select the Ordering Agency from the drop down menu Ordering Agency Name optional Provider Prepayment Required All Line Items selected Line Items 3 Import Bibs and Create Copies _ Submit Cancel 5 Enter the Name for the Purchase Order This field is optional Ordering Agency Name optional Provider Prepayment Required All Line Items Selected Line Items Import Bibs and Create Copies _ Submit Cancel 6 Enter the code for the provider This field will auto complete as you type Ordering Agency ZSP Name optional Julynewfiction Provider Frepayment Required All Line Items Selected Line Items Import Bibs and Create Copies _ Submit Cancel 7 If prepayment is required check the box adjacent to Prepayment Required Prepayment Required E Chapter 5 Selection Lists 37 E If prepayment is always required for a specific provider your acquisitions administrator can set this in the provider s profile so it is automatically selected when you enter the provider code 8 Choose to either add All Lineitems or Selected Lineitems to the purchase order All Lineitems Selected Lineitems 9 Check the box adjacent to Import Bibs and Create Copies if you wish to import them at this time If not previously selected bibliographic items will be imported and copies created when the purchase order is activated Imp
140. ecause the copy has been suspended rather than cancelled the funds for the copy are still encumbered Add Edit Items s Return ltem Count 1 Go Save Changes Distribution Formulas Apply Owning Branch Copy Location Collection Code Owning Branch Copy Location Collection Code ZSP A ZSP Fiction A suspended copy is resolved when the copy arrives and is received Chapter 11 Cancel Suspend Acquisitions Reset Formulas Fund Fund AF Z5PA 2015 Circ Modifier Cire Modifier box 149 Chapter 12 Claim Items Adapted with permission from original material by the Evergreen Community Abstract All claiming is currently manual electronic claiming is not available in the 2 8 release Evergreen uses the default claiming policies set for each provider to compile a claim ready list of items based on order date This list can aid staff when claiming items Staff can use Evergreen to track items that have been manually claimed Default claiming policies have been set Sitka wide These defaults can be found in the Claiming section of Chapter 41 Acquisitions Module Sitka wide Defaults 12 1 Changing Claim Policies The default claim policy associated with each provider is automatically assigned to line items and copies purchased from the provider The claim policy for a line item can be changed on the purchase order until the line item is received While it is possible to change the claim policy on a selection list th
141. eceive Line Items From an INVOICE ccccceccccececceceeeeceeeececeececeeceseeaeseeeeseeeeseseeseseeaesaes 178 We WI ONG SS AEE EAE OEA A cose E EN E A A E A E N A EEA E A NET A 183 14 1 Creating Invoices icsaaniescnucanioceaseurteicnnannsienendicavdssuea easnauseedecauedesendiesvedincoduasedutebdecnuacdeasdtanua 183 TAs INVOICE EE E E E E E E E A E E E E E 189 143 Populating NVOICOS santdatetriceatueesceniubrdinastaaiaseuhidrecenuetamcanieludiuat wate RAS Nra iaai a Si 192 144 voice Charges res te gncrean cannes dea doiana aa ae aE E Ea na a aY 198 14 5 Add Additional Copies to an Invoice 2 0 ccccccccc ccc eec eee eeceeeeeee esses ese eeeeeeeseesaeeeeeeeeengees 201 14 6 Detach Line Items from an Invoice nnonenenennnnonenerernrnnnererernrrrrsrsrrrurnrrsrernrnrrrrsrsrerererene 202 ee Viw a INVOICE saniadcasutnadencdsinuarsecnbnded chedeasein E EEr E Tiaa anis 202 Vee E E AE E E EAE AAEE N EE E AA A E A E AE E ET 205 14o Pay an WONG santa pau car ncedonantein esrin ties e EEEREN EEr TEE A NEEN ES EE AEEA 206 E ARE EE MONG e EE E E E TE EEE E EE E E A E TT 207 14 11 Re open an Invoice cisnuntinssdvrencecianrdueladiuaxamatintadeneustsinmedueidudiueneanatiadudaxeecziieaedebulwinasaaanns 209 UE A E O eap E E E E E EEE 210 15 Acquisitions Administration Initial Set Up cece eee ee eee eeeeee eee eeeeeeeeeseeeeeeeseeseeeeeeeseeaeeeeseeaes 212 15 l PC OUNS ONS Mittal Ser Up tcc ee tert rei ENE EAEE EN E A E 212 16 F Nd
142. ecific provider your acquisitions administrator can set this in the provider s profile so it is automatically selected when you enter the provider code 6 Choose to either add All Lineitems or Selected Lineitems to the purchase order All Linettems Selected Lineitems 7 Check the box adjacent to Import Bibs and Create Copies if you wish to import them at this time If not previously selected bibliographic items will be imported and copies created when the purchase order is activated If you check this box the Vandelay interface will appear when Submit is clicked See How to Load Bibliographic Records and Items into the Catalogue for instructions Import Bibs and Create Copies 8 Click Submit Ordering Agency for Name optional Julynewfiction Provider FICB TEST Prepayment Required All Line Items selected Line Items Import Bibs and Create Copies v Submit Cancel 9 Your purchase order will be created and open in the same tab 7 3 Name a Purchase Order By default a new purchase order is given the purchase order ID as its name You can change the name to any grouping of letters or numbers as determined by your library s policies You can reuse purchase order names as long as a name is never used twice in the same year o Do not use or or spaces in the purchase order name or EDI orders will fail Chapter 7 Purchase Orders 71 1 Open or create a purchase order 2 The name of the purc
143. ecord IDs Load MARC Order Records Purchase Orders Create Purchase Order Claim Ready Items Open Invoices Create Invoice 2 Check the box adjacent to the list you would like to clone and click Clone Selected Acquisitions Search Refresh Grid New Selection List Delete Selected Creation Time Adult Fiction July Hot Titles July Adult Fiction September AcgpurchaseBV AcgpurchaseBV AcgpurchaseBW AcgpurchaseBV 6 22 12 10 03 AM 6 22 12 10 02 AM 6 22 12 10 01 AM 6 22 12 10 20 AM 3 Enter a name for your new selection list into the box that appears and click Clone Acquisitions Search Refresh Grid New Selection List Clone Selected Merge Selected Delete Selected New Name Adult Non Fiction September i AM Adult Fiction July ACYPUICTaSeD VA uus AM AcqpurchaseBW AcqpurchaseBVW 6 22 12 10 01 AM 6 22 12 10 20 AM Hot Titles July Adult Fiction September 4 Your cloned selection list will display in the list The cloned selection list contains all the line items of the original list without any copy information Acquisitions Search Refresh Grid New Selection List Clone Selected Merge Selected Delete Selected a Creation Time AcgpurchaseBV 6 22 12 10 03 AM Adult Fiction July AcgpurchaseBW 6 22 12 10 02 AM Hot Titles July Acqpurchase BW 6 22 12 10 01 AM Adult Fiction September AcgpurchaseBV 6 22 12 10 20 AM Adult Non Fiction September AcqpurchaseBVW 6 22 12 10 03 AM
144. ed 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 1 Open a provider Chapter 18 Providers 251 2 Click the Attribute Definitions tab Active w Code FIC Currency Canadian Dollars Default Claim Policy Printed Materials EDI Default Email info fictionalprovider com Fax Phone 875 654 1234 Holdings Tag Owner BPR Phone 875 654 1235 Prepayment Required _ Provider ID 1 Provider Name Fictional Provider SAN 1234567 URL www fictionalprovider com Cancel Save Provider Address Provider Contact Attribute Definitions Holding Subfield Invoices Attribute Definitions New Attribute Definition Delete Selected Provider Code Description Is Identifier Remove tag subfield XPath 3 Click New Attribute Definition A pop up will appear Provider Address Provider Contact Attribute Definitions Holding Subfield Invoices Attribute Definitions New Attribute Definition Delete Selected Provider Code Description Is Identifier Remove tag subfield XPath 4 Inthe Code field enter a code for your attribute definition Code Provider 1 Is Identifier _ Remove XPath Cancel Save 5 Inthe Description field enter a description of the attribute definition 6 Check the box adjacen
145. edencucesenccae zero sseniees ecceaeuoieeeashenemendaresas quae ansseeameeeecsensees 9 14 Apply Funds to Line Items 6 ecteeeccotett cae dutseccamcasdahednGeeercie se atedatadenteccedancdeianasceteeaanetetedaatensedanedets 10 Export Single Attribute List 10 1 How to Export a Singl e Attribute LISt oo cic ccc cece cccccccccccccccucuceecuseueuneusuneusuneesuneecuneesuneeeuners 11 Cancel Suspend Acquisitions 11 1 Cancelling and Suspe nding Purchase Orders 20csiciedecsmnasSasidnaenadsneaedhecdededeseneaedesidusunensieseesaodes 11 2 Cancelling and Suspe HNG LNE NEME sortteseviw ents cont undeyiisauerenctwaneseven crstant use ecindaniecioudaadiamecsiwes wane 11 3 Cancelling and Suspe AdING COPIES eee een ee eee ene eet eer ee reer re rent ker ere eee eRe eee 12 Ali SIN cas or scceeester actee eset evenciateaise dh pecennaraaec ese asacadcr asec caeapedeesorisec E 12 1 Changing Claim Policies cGiacecntcahecetedentnccesatedsaacescutqesntededaderteecadeheds ind ascataeaaheleted encase cdansdcietanceente 12 2 Claim Ready Items 12 3 Manual 210 0 2 ee see Ree eee eer eee ere ee eee nee eae et ee eee eee ert Ty ete Pe ee te ee 12 4 Claim Vouchers 13 Receive Un receive ACQUISITIONS ccccccecceceeceeceee eee eceeseeeeceeceeeeeeeseeaeeaeseeseeaeseeseeeeseeseeeesaeseesesseseegenes 13 1 Receiving and Un Receiving Purchase Orders cccccceccecc
146. eeceeeeeceeeeeeeeeeeseeeeesseeeeseeeeeeeeeeesaees 13 2 Receiving and Un Receiving Line Items cccccccccccececeeceeseeeeceeseeaeeeeceeseeeeseeseeeeeeeseeeeseeseeges 13 3 Receiving and Un Receivmg COMICS cscs nc see cc saeccecececieeccepsedeacent vex seseeedeecenssewsubsnedecssedteccesebececeee 13 4 Receive Line Items From an INVOICE cece cece cece cceccccuccccucecuueecuueccuueesuuecsuneesuueesueeeunneeuneeas 14 INVOICES scccdicovciansievesdcciaccnacs 14 1 Creating Invoices caer ee eres sa decene scene sale dene dyiclaen cea btiacteen nd tqanennaesiaceeeid nasbebeenned na taoeeeueeeoimenseanasees 14 2 Invoice Interface 143 fr ODOM AUC MA VON un ianehcuan taateteietseuucanhetud eon ieena E EEEE EREA santddedcusteutanubaladnesanednaoetes 14 4 Invoice Charges 14 5 Add Additional Copies to an INVOICE 2 0 ccc ccccccc ccc ecc secs ee eee eee eee eee eee eeeeeeeeeeseeeeeeeeeaeeseeeeeeenaees 14 6 Detach Line Items from an Invoice ccgecseives cctancarsrecicsecchscssereioeteeccesececbrseauevashncsedeuoraeneeskensuencansses 14 7 View an Invoice sie che sccetaccacdececedeindecsecceacgcscdcredaxieiaedetedsiadaaceiaciahelebsdsadea ceesedcbediadeiacacsedvdadaatehards 14 8 Printing Invoices 14 9 Pay an Invoice 14 10 Complete an Invoice 14 11 Re open an Invoice Part Il Acquisitions s s O i a DMN 0 O O
147. eeeeeeeeaees 35 ee on Ol FOR aioe a A E A EAE AAE A T AET 38 AA RE O E rigs oncacaacanatsencscassinentareesentencaracteuesatacecanreiteiaseeatoueuesstaeaannaccoeausincsaarsadescoianeesecc escent 41 LPEN OS a N E E E E T E E ere oe 41 6 2 Load MARC Ander Recorde essariesirisiiudi dreii ini i naea iki n OA EA Eaa iair inii 47 653 VARIG E Ce ated Cae E E E 52 cA ep Cate SCO MDS ose nesncctsaec sce ste cas seeeceat E 58 Co VONE CEO E eap E em E A ee ey ee eee oR ee mae E 63 r Se ANCES A A 65 eNA AE WO T E a EE E E E tiene 65 1222 Che min PCOS E SiS aE EAO 66 Lo Name a Purchase Order ririri anari E AE E r 71 7 4 Add Brief Records to a Purchase Order cccccccecseceececceceeceececeecueceeeeceeseeseeesueseeseseeseeaes 73 1 5 Add Lane Items t Purchase Order sepa cccnssstoncinstenivenntcescstinmssrseaceanadieeocaveras eniin ni iin Erainn O 7 6 Add Charges Taxes and or Fees to a Purchase Order ccccccccccecseceeeeceeeeseeeeseeeeaeseeaenes 76 1 1 Add Notes to Purch se Order siege fees payin nce eeecadeces et anenet denser aaacate nneev EEEN EA Ea EREA riat 76 LO INCU UNO Purchase Ordes cca sarcsaeecacesscanastuncecaansnca ntunsacaseanaacaneet anton senegca baseenconsenesesncesacngresaes T7 7 9 Cancelling and Suspending Purchase Order sccs cieccocecennapsedessacssveneastacenaenncesassbectersersaveunseress 80 LAO PAO a EU ASE OE aa 83 7 11 View On Order Purchase Orders n nenenenenenenenerersrnrrrsr
148. eep the invoice open Click Save and Clear to save the invoice and open a blank invoice Invoices can be re opened at a later date if adjustments are required See Re Open an Invoice Chapter 14 Invoices 200 14 5 Add Additional Copies to an Invoice In the event that you receive and are invoiced for more copies that originally ordered the additional copies can be easily added to the invoice Additional copies must be added before the Billed and Paid columns are filled for the line item 1 Open an invoice 2 Update the number of copies in both Invoiced and Paid to reflect the number of copies you actually have Bibliographic Items Title Details Invoiced Paid i Per Copy Paid ilas M Li aver of Raveloe by Eliot George 1819 1880 1419843739 1 Ordered 0 Recewved 1 Invoiced 0 Claimed 0 Cancelled Estimated 12 00 Encumbered 0 00 Paid 0 00 44072 x 1747 6 26 13 4 Books Classics Ao fi A 0 00 3 The Extra Items pop up will appear to confirm the number of copies you are adding Select a fund from the drop down menu to apply to the new copies Click Add New Items You are attempting to invoice 2 more copies than onginally ordered To add these items to the original order select a fund and choose Add New Items below After saving the invoice you may finish editing and importing the new copies from the lineitem details page Select a fund for the new items AF 2013 ea Cancel Add New I
149. eeseres 264 20 3 Fund Propagation and ROIOVOI supa cisuaprenasucenoiencasentaanthsevenaneiaetusinrsueadecssenmutananacsseinonnadves 265 21 Acquisitions Module Additional Administrative Settings cccccccccecseeeeeeeseeeeeeeeeaeeeeeeeaeeeeeeeneees 275 eiA DSA O E O araar EE E EE A E r 275 21 2 Create a Line ltem Alert siasetciasenaceddestesbietectioncesdesueebacencenadbedudedetessdas ebeiedebaeescenadaadedeladasdaee 284 21 3 How to Make Your On order Records OPAC Invisible 0 ccc ec cecceceeceeceeeeeeeseeseeaeeeeneeaes 286 21 4 Electronic Data Interchange EDI ccc ccccec ee eceeeeeeceeeeceeceseeeeseeaeseeaeseseeseseeeeseeaesass 290 IV sola Wide ACQUISITIONS Defaults genisicecsnttyaicensncdavenpcedanbuissdeacdmcnaveted aa aiaiai 296 22 Acquisitions Module Sitka wide Defaults ccccccccccccecceec eee eeceece eee eee eee eeeeeeeeeeeeeeeeseeeaeeeeeeeaeteees 298 22 Mee GUTTENE TYPOS sieunen sanie EEEE A teed EE EEEE EEEE EE 298 22 2 Ne NS RAOS srir cheactnla ice oetia want EEEE Eer TEE belat cag a oe een E EE r ETNEA e Esi 299 PAARS RD E EEEE T E E E E E A E T E E E A E 300 22 4 Cancel Reasons npedectehs at esetctedeccedelSchedchecasinda dhapedehedencniadhcduetseasteceaanaeiebereacusadeadodeiedeatelssies 301 2L o MAVOICS Hom TDO eseri AEA a CER EEEE EEEE 303 22 6 Invoice Payment Methods cccceccecseceeceeceeeeceeceeaeeeeceeaeeeeseeseeeeseeseeeeseeseeaesgeseeaeeeesengees 304 22 Line ltem MARC A
150. em Detailed View sess cceceeeeuteness cent aoscestnedtectwecrenetandeuceateconesiwes cedeeeaeauaetacsaecomneccceeiwndees 100 9 4 Link Line Items to the Catalog 0 ccccccccceeceeceeceee seca eee eee eee ese eeeeeeeseeseeeeeeeeeeeeaeeaeeaeeaeees 101 Oe bale ON WN OLR SMG cavensnlescuatorssavosntedenamunasiansuaeitevagariuenciduaramaanianpaaentenianveubeaudentaecsayenunss 104 9 6 Add a Copy to a Line ltem cc sctcennindcentansinadetudvbeserennaeasiuketadas desc ttuladcbea eqeieenniuladetaetatdateduine 105 9 7 Add an Alert to a Line ltem sie aesneteesesceeeacecewnastsdcesquecontiantsccceaseacenecutsdyee eaneuneenesdgeeseeseugece 108 9 8 Add a Note to a Line Item seins tcc ctansicdincnns Secanenieteceasdeeessenushdacnap datacerishaccnedaeeatarseeeatexseneacehes 109 Oo Lino kem Acon MONU seassa niae ra EEr EEEE EEE Erd 111 9 10 Line ltem Statuses ca scccisiscsnadadietamenuntatdapddetaesicecadenialeardedcucnebasddesanchqescantiudsdeestaeesidagedesanceees 115 oTi Me Ste FUCO eri E RE E E O 116 9 12 Cancelling and Suspending Line ltem cc ceccccceccseeceeeeeeeeeceeeeeeseeceeeeeeseeeeeeaueseeseeeneesags 116 io Me ote a Ena INGEN prana EE E E E E 120 9 14 Apply Funds to Line Items sescicicdcccetatenredetecectinresdadedededc dence adedadadentitin adetedededescatadatededaeantinn 123 10 Export OMS Atribute LIST serricornis sues cou g caeaeuinucoescunasiuysadusameananeanieansenaeceunpadvaaueecannaaeas 131 10 1 How to Export a Single Attribute Lis
151. ensscentacoeessdianaessaenaadosseneanssaeannioutsasaceascrseueteerescauesene T77 7 9 Cancelling and Suspending Purchase Orders scivcsnctccdsnanosaaeudactantwanendesnatsakestuoscatesacsncdawecsareeaseiesens 80 lO PRINCA FUC ee CIOL 2a scageasssaancanencacacrsncnsseaascarsonoaceac sen av acioueecececncasnonoecanssuencaua nosso ERa 83 L11 View On Order Purchase NICS gee petecseyecseeeaavetanrcenapecancutexsievacuevadaasarcasxcseciwacsandacnsescsaaeiecansacaes 84 7 12 Receiving and Un Receiving Purchase Orders cccccecceccecceeeeeeeeeeeeeeeeeeeeeeeeeseeseeseeeeeseeseeseees 85 7 13 VIEW EDI Messages on a Purchase Order wiicouaccnnacececmpaeacupeascecaneamexspandenecek mecseshadcienermeieeanweneims 88 Vales View Purchase Order HISO eriiirrionriiptimi tinii N E AE E E ioiai 88 8 Loading Bibliographic Records and Items into the Catalogue cccccccccceceeceececeeeeceseeeeseeeeceeaeseeeeaeeeees 90 8 1 Where to Load Bibliographic Records and Items into the Catalogue ccccceccecseeeeeeeseeeeeeeseeaes 90 8 2 How to Load Bibliographic Records and Items into the Catalogue ccccceeceeceeeeeeeeeaeeeeeeeneees 91 8 3 Merging Records Using the Vandelay Ine aCe seccicicserscosicavasedacanasasndovacreeeavaaidacavaoraateesamacetecratenes 93 8 4 Auto Overlay In Process Acquisitions Copies ccc ccceccccc ccc eec eee eeee eee eee eee eee eee esaeeeeeeeeeeeeeeeeeeeeeaees 96 OENE MNS avyanaaaaaipaneossemapeceracaaea s
152. er Cancel Cancel order Reason Canceled Duplicate order Cancel order 5 A pop up will appear asking you to confirm that you wish to cancel the purchase order Click OK Q Are you SURE you want to cancel this purchase order Chapter 11 Cancel Suspend Acquisitions 135 6 The status of the purchase order becomes cancelled and all the line item bars change to white The funds no longer show as encumbered for the purchase order Total Lineitems 1 EDI Messages 0 Total Estimated 10 00 History View Total Encumbered 0 00 Invoicing View Invoices 0 Create Invoic Total Spent 30 00 Cancel reason Order is a duplicate Canceled Duplice Actlons opies Owning Branch Copy Location Collection Code Fund Circ Modifier Line ltems Magntorn Ida 145213 717 2014 09 Raincoast Books FICB TEST Order Identifier ISBN 1452137174 145996 0 gt catalog 4 worksheet requests view Invoice s queue Direct Charges Taxes Fees etc There are no miscellanea attached fo this purchase order Suspend a Purchase Order 1 Open a purchase order 2 Click Cancel order Purchase Order on order Activated 7 12 15 8 52 PM ID 5291 Prepayment Required No Name 5297 Activatable Activated Provider Amazon com AMA _ZSPA Notes Total Lineitems EDI Messages Total Estimated 70 00 Total Encumbered 70 00 Invoicing View Invoices 0 Create Invoice Link Invoice Total Spent 30 00 Cancel
153. er 9 Line Items Estimated Price x On Order 15 00 112 4 3 6 From the Claim Type drop down menu select the reason you are making the claim Claim type Claim PAST DUE pooo om DAMAGED SHORT SHIPPED INCORRECT Expand All Items DUPLICATE Enter a note 1f you desire and click Claim Claim type DAMAGED z Note The number of existing claims on the line item updates Estimated Price x Line Items Expand All Items Notes Actions Status _ Ihe Penderwicks Hs SH Birdsall Jeanne 9780440420477 Ba Order Identifier ISBN 9780440420477 Expand Copies 2 Notes 1 Claims 2 existing On Order 15 00 146019 0 catalog 4 worksheet requests view invoice s Use the Actions menu on the line item select Actions Claims X existing Jv Line Items Expand All Items Notes Actions Status a thy The Penderwicks Sony Birdsall Jeanne 9780440420477 Order Identifier ISBN 9780440420477 X Expand Copies 2 Notes 1 Caina 2 existing On Order 15 00 Actions 146019 0 gt catalog 4 worksheet requests view invoice s Update Barcodes Holdings Maint P g Direct Charges Taxes Fees etc Varies clin There are no miscellanea attached to this purchase order Chapter 9 Line Items 113 8 The claimed items will appear in the top half of the pop up with link to their associated vouchers Click Show Voucher There is currentl
154. er August 9 tost circles GMOs cles by Jen smith with color by of lamake a Smith Jeff 1960 Feb 27 9780439706292 1st Scholastic ed 2008 Graphix outlook Copies 2 Notes 0 Actions on order 10 99 152 catalog worksheet Onder August 3 Using the main Actions menu select Actions Change Claim Policy Actions Save Items To Selection List Mark Ready for Selector Mark Ready for Order Delete Selected Items Add Brief Record l Export Single Attribute List Apply Funds to Selected Items Create Purchase Order i Load Bibs and Items Cancel Selected Lineitems Change Claim Policy Mark Purchase Order as Received Un Receive Purchase Order Is Print Purchase Order Chapter 12 Claim Items 152 4 From the drop down menu select the new claim policy you wish to apply to the line items Claim policy Save l 13 Week Fax 15 Week Fax 3 Week Email 5 Week Email 3 Week Phone 15 Week Phone 5 Click Save The new claim policy will be applied to the line items Claim policy 3 Week Email 12 2 Claim Ready Items If an item has not been received and meets the conditions for claiming according to the item s claim policy the item will be eligible for claiming Evergreen can produce a list of items by ordering branch which are ready to be claimed You can use this list to manually claim items from your provider without having to open the purchase orders Batch Claiming of Claim Ready Item
155. er is cancelled Applying a cancel reason prevents the item from appearing in a claims list and allows you to cancel any debits associated with the purchase Cancel reasons that are set to keep debits enable you to suspend or delay a purchase For more information on cancelling and suspending purchases see Chapter 9 Cancel Suspend Acquisitions Sitka Cancel Reason Defaults The most common cancel reasons have been set in the Acquisitions Module These are e Canceled Account cancelled e Canceled Already delivered e Canceled Already owned e Delayed Backordered Set to Keep Debits e Canceled Canceled order e Delayed Damaged Set to Keep Debits e Delayed Delivered But Lost Set to Keep Debits Chapter 22 Acquisitions Module Sitka wide Defaults 301 Canceled Canceled Canceled Canceled Canceled Canceled Canceled Canceled Canceled Canceled Canceled Canceled Canceled Canceled Canceled Canceled Canceled Canceled Canceled Discontinued Duplicate Duplicate order Incorrect order Invalid ISBN Items blocked from crossing border Lost goods Miscellaneous Never received No longer available No longer needed Not found Not in process Not in stock Out of business Out of print Out of stock indefinitely Overbudget Provider will not fill order Delayed Postponed Set to Keep Debits Canceled Canceled Canceled Publication cancelled Quan
156. er your provider s SAN in the field labeled SAN 4 Click Save Active v Code NFICB TEST Currency Canadian Dollars Default Copies L Default Claim Policy EDI Default Email Fax Phone Holdings Tag Owner Phone Prepayment Required Provider ID ifs Prouder Name New Fictional Bookstore SAN URL Cancel Create an EDI Account 1 Contact your provider requesting the following information e Host e Username e Password e Path e Incoming Directory e Provider s SAN Chapter 21 Acquisitions Module Additional Administrative Settings 292 2 In Evergreen select Admin Acquisitions EDI Accounts 3 Click New Account A pop up will appear jebug Print Page New Account Delete Selected 4 Fill in the following fields e In the Label field enter a name for the EDI account The name should be entered as PROVIDERCODE_LIBRARYCODE This enables Sitka Support to easily identify the owning library of the EDI account when troubleshooting e In the Host field enter the requisite FTP or SCP information supplied by your provider e In the Username field enter the username supplied by your provider e In the Password field enter the password supplied by your provider e Select your library as the Owner from the drop down menu Multi branch libraries should select their top level organizational unit e In the Provider field enter the code used in Evergreen for your provider e In the Path field enter
157. erms used Search Tips To access the searching interface select Acquisitions General Search General Search My Selection Lists New Brief Record Patron Requests MARC Federated Search Load Catalog Record IDs Load MARC Order Records Purchase Orders Create Purchase Order Claim Ready Items Open Invoices Create Invoice 2 Choose line items from the Search for drop down menu Acquisitions Search Search for line items matching all of the following terms line items Select Se line items amp catalog records selection lists Add See purchase orders invoices Chapter 4 Search the Acquisitions Module 18 3 Refine your search by selecting the specific fields you would like to search Some search terms may be disabled depending on the Search for option you chose Acquisitions Search Hide Search Form Search for line items matching all of the following tenn Select Search Field ig Add Search Term 4 Once you have added your search term s click Search or hit the ENTER key Results meeting your search criteria will display Acquisitions Search Search for line items matching all of the following terms LI Creator is Trainee Add Search Term 5 If you wish to edit your search click Reveal Search Form in the top right hand corner of the results screen to display your search Acquisitions Search Prey 1 15 Actions v Reveal Searc
158. etting up holding tags and subfields Chapter 6 Add Records 47 A number of defaults can be set for fields in this interface by using settings available in the library settings editor These fields are also sticky and will keep the last information entered until the user quits Evergreen For a list of the available defaults see the Acquisitions Specific Settings in the Library Settings Editor Select Acquisitions Load MARC Order Records General Search My Selection Lists New Brief Record Patron Requests MARC Federated Search Load Catalog Record IDs Load MARC Order Records Purchase Orders Create Purchase Order Claim Ready Items Open Invoices Create Invoice 2 Acquisitions a Inthe Provider field enter the code for the provider The text will auto complete Upload Create Purchase Order Activate Purchase Order Provider Context Org Unit Add to Selection List Fiscal Year Chapter 6 Add Records 48 b Select a context org unit from the drop down menu The context org unit is the org unit that owns the bib record Multi branch systems should select a physical location rather than an administrative org unit as the context org unit Upload Create Purchase Order Activate Purchase Order Provider Context Org Unit Add to Selection List Fiscal Year c Select the fiscal year for which you are loading the records d Uploaded MARC records can be e added to
159. ew funding sources for each year To distinguish the funding sources from year to year best practice is to include the year in the funding source name and code Example City of Fiction 2015 COF2015 16 1 Create a Funding Source Funding sources should be created for each source your library receives collection funding from I Select Admin gt Acquisitions Funding Sources Operator Change New Download Offline Patron List Offline Transaction Management Currency Types Acquisitions Distribution Formulas Local Administration EDI Accounts Server Administration EDI Messages Workstation Administration Exchange Rates Toggle Activity Meters Fund Tags User Permission Editor Funding soe For developers Funds pers Providers Claim Event Types Claim Policies Claim Policy Actions Claim Types Invoice Item Type Invoice Payment Method Cancel Reasons Line Iter Alerts Line Item MARC Attribute Definitions Chapter 16 Funding Sources 214 2 Click New Funding Source Admin Help x Debug Print Page as New Funding Source Delete Selected 3 Enter a Funding Source Name There is no limit to the number of characters that can be entered in this field Funding Source Name City of Fiction Owner BW Code COF Currency Canadian Dollars F Cancel Save 4 Select an Owner from the drop down menu The owner indicates the organizational u
160. f used link to the Purchase Order 7 The Invoiced and the Billed fields will have auto populated with the number of copies available to be invoiced for the line item These fields can be updated as needed Invoiced Paid 8 Enter the amount billed into the Billed field The Paid field will auto fill to match 17 99 71 96 9 There are two options for saving an invoice Save Save amp Clear Click Save to save the changes you have made and keep the invoice open Chapter 14 Invoices 188 Click Save and Clear to save the invoice and open a blank invoice The fields that are required to save the invoice are Vendor Invoice ID Provider Shipper Payment Method Invoiced Paid 10 For information on linking additional line items to the invoice see Populating Invoices 11 For information on adding charges to the invoice see Add Charges to an Invoice 12 For information on receiving line items through an invoice see Receive Line Items From an Invoice 13 For information on other invoice options and features see the other sections in this chapter 14 2 Invoice Interface e Auto populating of the Billed field Chapter 14 Invoices 189 e Auto populating of the Paid field Invoice Lineitems 0 Expected Cost 0 00 Hide Details Vendor Invoice ID Receive Method Paper Provider Note Payment Method Invoice Search Direct Charges Taxes Fees etc Charge Type Fund Tith
161. fier ISBN 0822524198 146026 2 catalog 4 worksheet requests view Invoice s queue z Harry Potter and the Deathly Hallows B ay Rowling J K 1408610603 2011 01 Bloomsbury Publishing FICB TEST a Order Identifier ISBN 1408810603 h 146027 1 catalog 4 worksheet requests view Invoice s queue Chapter 9 Line Items 121 3 Using the main Actions menu select Actions Delete Selected Items Save tems To Selection List Mark Ready for Selector Mark Ready for Order Delete Selected ltems Add Brief Record Export Single Attribute List PQ Create Purchase Order Add to Purchase Order Print Purchase Order View PO History Load Bibs and Items Cancel Selected Line tems Apply Claim Policy to Selected Line Items Mark Selected Line tems as Received Un Receive Selected Line Items Create Invoice From Selected Line Items Link Selected Line Items to Invoice Lal Chapter 9 Line Items 122 4 Your line item and the history associated with it will disappear Purchase Order pending ID 5002 Prepayment Required No Name 5002 Activatable No The linetem has no price ACQ LII Provider Fictional Bookstore FICB TEST Notes 0 Total Lineitems 4 EDI Messages 0 Total Estimated 30 00 History View Total Encumbered 0 00 Total Spent 30 00 Allow activation with FI zero copy lineitems Split Order by Lineitems ctions opies Owning Branch Copy L
162. funds in the subsequent fiscal year and it deactivates funds for the selected fiscal year Additionally for all funds that have the Rollover setting enabled this process will move all unspent money to the analogous fund in the subsequent fiscal year Limit Fiscal Year Close out Operation to Encumbrances This modifies the above described Clase out Operation causing funds to be transfered into the void that is entirely removed instead of being transfered to the analogous funds in the subsequent fiscal year Context Org Unit Include Funds for Descendant Org Units Dry Run When Dry Run is selected the system will generate a summary of the changes that would occur during the selected operation s No data will be changed Process Evergreen will begin the fiscal year close out operation Evergreen will make a clone of each fund where the Propagate box was checked but will increment the year by 1 Encumbrances will be moved to the new funds for every fund where the Rollover box was checked Reload the Funds page and go back to the current fiscal year you are closing Check the Propagate check box for every fund where the unspent money will be rolled over Check the Rollover check box for every fund where the unspent money will be rolled over See Create a Fund for information on these check boxes Uncheck the Propagate check box for every fund in the current fiscal year where the encumbrances have been moved to the new fis
163. ge 4 Page Import Title of work Time Frogs and toads Jill Bailey Jill 48 p 073987022 102266 Bailey Frog and _ Lobel 2 cass th E EAA To Amold 30min 000000 6 You are prompted to select import options Import Items Merge Profile Merge Using Existing Rec Import Non Matching Records Merge On Exact Match 901c L Merge On Single Match Merge On Best Match L Best Single Match Minimum Quality Ratio 0 0 New Record Quality Quality of Best Match Insufficient Quality Fall Through Profile X Cancel e Select Merge Using Existing Record from the Merge Profile drop down menu e If you started with a test run choose Import Non Matching Records to import records that do not have a match in the Sitka database e Choose Merge on Exact Match 901c or Merge on Single Match Chapter 8 Loading Bibliographic Records and Items into the Catalogue 95 7 Click Import 8 4 Auto Overlay In Process Acquisitions Copies A new feature in Evergreen 2 6 improves the acquisitions copy overlay code by adding broader matching criteria This feature should be used when loading catalogue records to overlay existing brief records Selecting the new option Auto Overlay In process Acquisitions Copies will allow the system to overlay copies which e Have line item details created by the acquisitions process Have the same owning_lib as the incoming copies owning_lib e Have a current copy In process 1 C
164. gt catalog amp worksheet requests view Invoice s queue Chapter 10 Export Single Attribute List 131 2 From the main Actions menu select Actions gt Export Single Attribute List Save ltems To Selection List Mark Ready for Selector Mark Ready for Order Delete Selected Items Add Brief Record Create Purchase Order Add to Purchase Order Print Purchase Order View PO History Load Bibs and Items Cancel Selected Line tems Apply Claim Policy to Selected Line Items Mark Selected Line tems as Received Un Recetve Selected Line tems Create Invoice From Selected Line Items Link Selected Line tems to Invoice 3 Choose the line item attribute that you would like to export from the drop down list of attributes 4 Click Export List 5 Save the file to your computer File name single attribute list 1 Browse Folders Chapter 10 Export Single Attribute List 132 6 Open the file You may need to choose a program to open the file with The following is an example of an ISBN in a spreadsheet A 4 801678765 449908453 Chapter 10 Export Single Attribute List 133 Chapter 11 Cancel Suspend Acquisitions Adapted with permission from original material by the Evergreen Community Abstract You can cancel entire purchase orders line items on a purchase order and individual copies that are attached to a line item Certain cancel reasons are used to suspend purchase orders These
165. h Acquisitions 7 Booking m My Selection Lists New Brief Record Patron Requests MARC Federated Search Load Catalog Record IDs Load MARC Order Records Purchase Orders Create Purchase Order Claim Ready Items Open Invoices Create Invoice 2 If your library system has branches choose a branch from the drop down menu to claim items to be received by that branch Show items ready to claim for BPR 3 Any items that meet the conditions for claiming will appear 4 Click the Consider individual copies for claiming link in the information for the item you would like to claim a specific copy of Items Eligible For Claiming Show items ready to claim for BPR Claim selected items by Durrell Gerald 1925 1995 Encounters with animals 4 Ordered 0 Recewed 0 Invoiced 0 Claimed 0 Cancelled Estimated 00 ee 46 00 Paid 0 00 5 Click the Claim link adjacent to the copy you wish to claim Retum ltem Count 4 Go Save Changes Distribution Formulas Apply Reset Formulas Owning Branch Shelving Location Collection Code Fund Cire Modifier Callnumber Barcode Notes BPR Non Fiction WL AF book c108 BPR108 Mark Received Cancel Claim BPR Non Fiction WL AF book C108 BPR109 Mark Received Cancel Claim BPR Non Fiction WL AF book cide BPR110 Mark Receved Cancel Claim BPR Non Fiction WIL AF book C106 BPR111 Mark Recenved Cancel Claim Chapter 12 Claim Items 156 6 Use the check
166. h Form Estimated v Line Items Expand All Items Notes Actions Status Price gt Thankless in death J D Robb Robb J D 1950 9781410461452 native evergreen catalog Onder ideutiies ISBN Oa Expand Copies 0 Notes 0 Actions v Pending Order 67718 0 gt catalog 4 worksheet 3 2642 requests view invoice s ULS_ZSPA Acting for Freedom Fifty Years of Civil Liberties in Canada Fraser Marian Botsford 1927583497 2014 10 Second Story Press FIC_ZSPA Order Identifier ISBN 1927583497 re Expand Copies 2 Notes 0 Actions Received 10 00 145922 0 gt catalog 4 worksheet POName requests view invoice s claim policy 3 week email FIC_ZSPA queue Search Tips e When searching for line items using non library specific search fields such as LI State it is recommended that you also use a search field such as SL Org Unit or PO Ordering Agency to restrict the search to your library and avoid permissions error messages e See Using the General Search for more general search tips 4 3 Searching for Line Items and Catalogue Records Search Tips To prevent duplication best practice is to search for an item before adding it to a selection list or purchase order A search for Line Items and Catalogue records searches all records in the catalogue as well as all line items This helps to ensure that duplicate orders are not placed for items that
167. h esses eed oat aE ec iaeiei EE EEE LEELA E ETa 8 32 GeleCHON USING neko GOUGNG 222 2 252 252cenaecaseanesusceacesaosas engnseesetoncacasneucseasaranseaceeeaceesboncscasasveseavesaanes 9 3 3 Selection By Loading MARC Order RecordS cocci sceensecacd essex enngens tensiererennsescdenedoxaseneaaeetenateneveead 10 3 4 Wo rkilow racking Proviow NCIS tecsiacticntcaviatieaduaieatatinioitaer unten evintrubitaaitondaunmecythengecialanaenneentaes 12 Part I Introduction Chapter 1 An Introduction to Acquisitions Adapted with permission from original material by the Evergreen Community Abstract The Acquisitions Module allows your library to track funds and purchases through the Evergreen Integrated Library System Through acquisitions staff are able to e create selection lists which can be shared by users e convert selection lists into purchase orders e create purchase orders for non library materials such as processing supplies e receive entire purchase orders individual line items and single copies e create invoices from purchase orders Evergreen tracks items through the entire acquisitions process When a purchase order is activated the bibliographic records and holdings are loaded into the catalogue and the funds for the purchase order are encumbered in the system When an invoice is created and filled in the funds are spent The Acquisitions module is an add on service with additional costs Please contact Sitka Support for
168. hase Order Activate a Purchase Order without loading Items Activation Criteria Before you can activate a purchase order the following criteria must be met Chapter 7 Purchase Orders 77 e Each line must have at least one copy attached to it If there is no copy the Activate Order field will read Activatable No The lineitem has no attached copies ACQ_LINEITEM_NO_COPIES lineitemID Simply attach a copy to the line item See Add a Copy to a Line Item for instructions Activatable No The lineitem has no attached copies ACQ LINEITEM NO COPIES 24208 In instances where a line item should not have any copies the Allow activation with zero copy lineitems check box may be used Allow activation with A Zero copy lineitems Copies should not be added to line items after a purchase order is activated e Each line item must contain an estimated price If there is no estimated price the Activate Order field will read No The lineitem has no price ACQ_LINEITEM_NO_PRICE Simply enter prices in the estimated price fields and click Reload Activatable No The lineitem has no price ACQ_LINEITEM_NO_PRICE e Each line item must have funds applied to it If no funds are applied the Activate Order field will read No The requested acq fund was not found ACQ_FUND_NOT_FOUND Simply apply funds individually or as a batch See Apply Funds to Line Items for instructions Activatable No The requested acq fund was not fo
169. hase order is in the top left column of the purchase order The hyperlinked number is an internal ID number that Evergreen has assigned Purchase Order pending ID 2991 Prepayment Required Name 2991 Activatable Provider Fictional Provider FIC Z5P Notes Total Lineitems 0 EDI Messages Total Estimated 0 00 History Total Encumbered 30 00 Total Spent 30 00 Allow activation with zero copy lineitems Add Brief Record Direct Charges Taxes Fees etc ere are no miscellanea attached fo this purchase order New Charge Save New Charges 3 Click on the hyperlinked ID number A pop up box will appear JavaScript Application Q Enter new purchase order name 4 Enter a new name for your purchase order and click Ok ava cript Application Enter new purchase order name PO20140617 Chapter 7 Purchase Orders Activate Order Activate Without Loading Items 72 5 The new name will replace the internal ID number as the purchase order s name Purchase Order pending ID Name Provider Total Lineitems Total Estimated Total Encumbered Total Spent 2992 PO20140617 Fictional Provider FIC_ BPR 0 30 00 30 00 30 00 Prepayment Required No Activatable Notes EDI Messages History Yes Activate Order Activate Without Loading Items 0 0 View Allow activation with zero copy lineitems 7 4 Add Brief Records to
170. he My Selection List interface will display Acquisitions Search Refresh Grid New Selection List Hot Titles July Adult Fiction July Adult Non Fiction August Clone Selected Merge Selected Delete Selected Creation Time AcgpurchaseBV 6 22 12 10 01 AM Acqpurchase BW 6 22 12 10 02 AM AcgpurchaseBW 6 22 12 10 03 AM 3 The following actions can be performed from this screen e Open a selection list created by the user currently logged in Chapter 5 Selection Lists 2 e Create a Selection List e Clone a Selection List e Merge Selection Lists e Delete a Selection List Users may see a message saying No results the first time they open the My Selection Lists interface The My Selection Lists page is created by a search for selection lists where the owner of the list is the user currently logged into the staff client A user s very first selection list must be created on the go by creating a brief record performing a MARC Federated Search or by uploading MARC order records 5 2 Create a Selection List Selection lists can be created through the My Selection Lists interface The three other areas within the module where selection lists can be created are when you Add Brief Records Load MARC Order Records or find records through the MARC Federated Search In each of these interfaces you will find the Add to Selection List field Enter the name of the selection list you would like to create into
171. hese steps to be followed 1 Open a purchase order 2 Click the checkmark to select all items on the purchase order Line Items Using the main Actions menu select Actions gt Un Receive Selected Line Items Actions Actions Save items To Selection List Mark Ready for Selector Mark Ready for Order Delete Selected items Add Brief Record Export Single Attnbute List P0 Lreate Purchase Order Add to Purchase Order Print Purchase Order View PO History Load Bibs and Items Cancel Selected Line tems Apply Claim Policy to Selected Line tems Mark Selected Line tems as Received Wn Recerve Selected Line tems Create Invoice From Selected Line ltems Link Selected Line tems to Invoice 4 A pop up will appear asking you to confirm that you wish to rollback receipt of all the copies for the purchase order Click OK The page at http training sitka bclibraries ca says Q This will rollback receipt of all copies for this purchase order Continue ETE Chapter 13 Receive Un receive Acquisitions 170 5 The line items on the purchase order will change to a mauve colour and the status will update to on order Chapter 13 Receive Un receive Acquisitions 171 13 2 Receiving and Un Receiving Line Items You can receive line items that have a status of on order You can un receive line items that have a status of received Receive a Line Item Un Receive a Line Item Receive
172. his field will auto complete Chapter 14 Invoices 194 Click Link Choose invoice Invoice FIC1986464 Provider Link The Invoice and Provider fields are sticky The information entered in those fields will persist as you move between purchase orders until you change the information 5 The invoice will open in the same tab and the line items will added to the invoice Invoice Linettems 3 Expected Cost 206 92 Show Details FIC1986484 Invoice Search Bibliographic Items Title Details Invoiced Paid Billed The well of lost plots by Fforde Jasper 0670032891 4 Ordered 2 Recenved 4 Invoiced 0 Claimed 0 Cancelled Estimated 74 00 Encumbered 0 00 Paid 71 96 44112 1749 B 2713 New Books August A deadly yarn by Sefton Maggie 0425207072 4 Ordered 0 Receved 0 Invoiced 0 Claimed 1 Cancelled Estimated 63 00 Encumberad 53 00 Paid 0 00 44111 1496273 amp New Books August Thursday Next in Lost in a good book a novel Jasper Fforde by Fforde Jasper 0142004030 4 Ordered 1 Received 0 Invoiced 0 Claimed 0 Cancelled Estimated 771 96 Encumbered 71 96 Paid 0 00 FAAS 8 1749 Bes New Books August Direct Charges Taxes Fees etc Charge Type Title Description Billed Add Change Search for Line Items from an Invoice Adapted with permission from original material by the Evergreen Community Per Copy Detach Detach Detach You can use the
173. hrough an invoice see Receive Line Items From an Invoice For information on other invoice options and features see the other sections in this chapter Create an Invoice From Multiple Line Items You can create an invoice from multiple line items on a purchase order You can then link additional line items from the same or different purchase orders to this invoice l Open a purchase order Chapter 14 Invoices 186 2 Check the boxes beside the line items you would like to use to create your invoice Achons T Copies Owning Branch Copy Location Collection Code Fund Cire Modifier Distribution Formula i OR Apply to Selected 4 Line Items Expand Allltems Notes Actions Adeadly yarn Sefton Maggie M2520T0T2 I Order Identifier ISBN 0425207072 m Ha en ia 44111 gt catalog worksheet New Books August requests view invoice s queue sty The well of lost plots 4 Fforde Jasper 0670032891 2003 Viking oe te Order Identifier ISBN 0670032891 m Expand Copies 4 Notes 0 44112 catalog worksheet en snonencrotiarren seh 1 wesie S Order Identifier ISBN 0142004030 Expand Copies 4 Notes 0 i 44113 catalog 4 worksheet New Books August requests wew invoceta queue 3 Using the main Actions menu select Actions Create Invoice From Selected Lineitems Actlons Save tems m Delete aria d tems Add Brief Record Export Single Attribute Lis
174. iINO OU SS ope deste eee sine 2a bee eee i ir ai a chased deans AEA RER iea AAEE Oira 214 16 1 Create a Funding SOUTE tes eee esta ccc eee Seine ese iduna inaina ninar iKa E ianed iaa aan 214 215 16 2 Edit a Funding Source Sitka Evergreen Acquisitions User Manual 16 3 Apply Credits to a Funding Source o 2cicncciecceceiedectadeciedenseenedineasencsusdedenintaedeseded eeneaen caedee 217 16 4 Allocate Credit to Funds Funding Source Interface cccccccec ccc ecceceeeeceeeeaeeeeeeseeneeeenenes 218 16 5 Track Debits and Credits coc snccescedendsnensetsacesvanededepnedectnstesdcnaneyieenetendtcassesdecaeddnaccnesaedeeneseeede 221 T WAN er E E ce teesaeeeense cat aeedeeeeeseco et 222 17 1 Create a FUNDO eect erates danse edie aces csueyeseenaten heeded AE TEER A E EAEn 222 ee E a F a A E 224 17 3 Allocate Credit to Funds Fund Interface cccccccccccceceececceeeeeeeceeeeeeeseeseeeeseeseeeeeeeseeaes 226 17 4 Transfer Credit Between Funds ee riosceteantnecencctrece edaneeqcctn succedenacoveciennaieeieatexseeesncecsesseeucdesls 228 17 5 Track Balances and Expenditures cccccccccccceceececeececeeeeceeeececeeseceeseceeseseeaeseeenseseeseseees 230 EA TG a E E E E NE 234 ic Mild 10 6 6a ene eee ee ne ee eee ene Pee mer reer eee ENEE EEA EE EEEE EROAA 240 Er Oy Sate POV aE E O E E
175. iders 245 4 Enter the name of the contact the contact s role email and phone number in the respective fields 5 Click Save Name Goe Fiction Provider Role Sales Conact Emai jfiction fictionalprovider com Phone e Cancel Sae 6 Click Reload Active Fd Currency Canadian Dollars Add an Address to a Contact Addresses can be attached to specific contacts 1 Open the Provider Contact tab Chapter 18 Providers 246 2 Click New Contact Address further down the page A pop up will appear Provider Address Provider Contact Attribute Definitions Holding Subfield Invoices Provider Contact Back Next Name E Joe Fiction FIC ffiction fictionalprovider com 875 654 1122 Contact Address New Contact Address Delete Selected Back Next 3 Inthe Type field enter the type of address for your contact m Contact Street 1 Street 2 County State Country Postal Code Fax Phone Valid Address _ DCE 4 From the Contact drop down menu select the ID number of your contact 5 Fill in the address details Required fields are e Street 1 e City e State e Country Chapter 18 Providers 247 e Post Code 6 Check the box adjacent to Js Valid if the address is valid 7 Click Save Type Office Contact 3 Street 1 1233 Main Street Stree
176. ier Callnumber Barcode ZSP A na X z z ZSP A h z z z ZSP A Me z z j ZSP A ha A temporary barcode prefix has been assigned to your library This prefix is your library s code Using this code ensures that there are no conflicts between the different libraries using acquisitions Chapter 9 Line Items 107 7 Once you have entered all the desired information click Save Changes Add Edit Items s Return ltem Count 4 Go Save Changes Distribution Formulas Apply Reset Formulas Owning Branch Copy Location Collection Code Fund Circ Modifier Callnumber ZSP Fiction AF ZSPA 201 Batch Update Owning Branch Copy Location Collection Code Fund Circ Modifier Callnumber Barcode ZSP A ZSP Fiction AF ZSPA 201 Ei ZSP A ZSP Fiction AF ZSPA 201E Z5P A gt ZSP Fiction AF ZS5PA 2015 ZSP A ZSP Fiction AF ZSPA 201 8 Click Return to return to your selection list or purchase order Add Edit Items s Return item Count 4 5 Save Changes 9 The zero of the Copies link will update to reflect the number of copies you have created for the line item x lt Line Items Estimated Expand All Items Notes Actions Status Pri HARDER Go Set a Watchman om 9780062409850 l Order Identifier ISBN 9780062409850 x Expand Copies 4 Notes 0 Actions hd 146018 0 gt catalog 4 worksheet requests view invoice s 9 7 Add an Alert t
177. ions for saving an invoice Save Save amp Clear Click Save to save the changes you have made and keep the invoice open Click Save and Clear to save the invoice and open a blank invoice Invoices can be re opened at a later date if adjustments are required See Re Open an Invoice 14 10 Complete an Invoice An invoice is complete when all required fields are filled in and the invoice is closed 1 Open an invoice Chapter 14 Invoices 207 2 Ensure information is entered into all of the required fields Invoice Lineitems 1 Expected Cost 75 56 Show Details FIC1986484 Invoice Search Bibliographic Items Title Details Invoiced Paid by Fforde Jasper 0670032891 4 Ordered Recewed 4 invoiced 0 Claimed 0 Cancelled Estimated 74 00 Encumbered 0 00 Faid 71 96 44 HVA oA New Books August i 17 99 11 96 Direct Charges Taxes Fees etc Charge Type Title Description Delete Goods and Seraces Tax AP 2073 6 1 6 Delete Add Charge Balance Save Save amp Clear Prorate 0 00 Required fields are e Vendor Invoice ID e Provider e Payment Method e Invoice Date e Shipper e Receiver e Invoiced Paid e Billed e Paid The totals at the bottom of the invoice will calculate based on the information entered These totals must match or the invoice will not close 3 Click Close This will complete the invoice Save Save amp Clear Prorate Close
178. items to an existing purchase order 1 Add the line item to an existing line item by checking the box adjacent to the desired line item s and selecting Actions Add to Purchase Order See Create a Purchase Order from Line Items for further instructions Search Results Actons Actons Save ltems To Selection List Mark Ready for Selector Mark Ready for Order Delete Selected tems Add Brief Record Export Single Atribute List Create Purchase Order Add to Purchase Order Print Purchase Order View PO History Load Bibs and tems Cancel Selected Line tems Apply Claim Policy to Selected Line tems Mark Selected Line tems as Received Wn Receive Selected Line Items Create Invoice From Selected Line Items Link Selected Line tems to Invoice unen L CPCP TTIE PLIT S TTT a e Hl Chapter 7 Purchase Orders 75 In the pop up box that appears enter the name of the purchase order you wish to add the line item to Enter the PO Name Save 2 The selected line item s will be added to the existing purchase order Copies will be automatically added to the line item if a default number of copies has been added to the provider 7 6 Add Charges Taxes and or Fees to a Purchase Order Charges should not be added to purchase orders at this time 7 7 Add Notes to a Purchase Order You can add notes to a purchase order Notes can be viewed by staff and or by the provider By default notes are vi
179. itions 139 3 Using the main Actions menu select Actions gt Cancel Selected Lineitems Actions Actions Save items To Selection List Mark Ready for Selector Mark Ready for Order Delete Selected items Add Brief Record Export Single Attribute List Create Purchase Order Add to Purchase Order Print Purchase Order View PO History Load Bibs and tems Cancel Selected Line items Apply Claim Policy to Selected Line Items Mark Selected Line tems as Received Un Receive Selected Line tems Create Invoice From Selected Line ltems Link Selected Line items to Invoice 4 From the drop down menu that appears select a cancel reason E If line items are being cancelled for different reasons they will need to be cancelled separately so different cancel reasons can be used ctions Canceled Account canceled Copies Owning Branch Copy Location Canceled Already delivered Canceled Already owned Canceled Canceled order Canceled Discontinued Line Items Canceled Duplicate 5 Click Cancel Line Items Canceled Duplicate Cancel Line tems 6 A pop up will appear asking you to confirm that you wish to cancel the line item Click OK Chapter 11 Cancel Suspend Acquisitions 140 7 The line item will change to white and the status will update to cancelled The funds for the particular line item will no longer be encumbered Purchase Order on order Activated 7 9 15 9 38 AM
180. itions Holding Subheld Invoices Provider Address New Provider Address Delete Selected Back Next Address aff Type Provider Street 1 Street 2 City County State Country Post Code Fax Phone ls Valid Chapter 18 Providers 243 3 Enter a name for the address in the Address Type field Address Type Provider Street 1 Street 2 City County State Country Post Code Fax Phone Is Valid Cancel 4 Fill in the address details Required fields are e Street 1 e City e State e Country e Post Code 5 Check the box adjacent to Is Valid if the address is valid Chapter 18 Providers 244 6 Click Save Address Type Head Office Provider 1 Street 1 1234 Main Street Street 2 City Fictional County State British Columbia Country Canada Post Code V4V 5v5 Fax Phone 875 654 1234 IsValid Z Cancel Sae 18 3 Add a Contact The names of contacts and their specific contact details can be added to providers 1 Open the provider you would like to add a contact to 2 Click the Provider Contact tab Provider Address Attnbute Definitions Holding Subfeld Provider Contact Back Next Filter 3 Click New Contact A pop up will appear Provider Address ProwderContact Attribute Definitions Holding Subfeld Invoices Provider Contact New Contact Delete Selected Back Next wv Name Role i Phone Chapter 18 Prov
181. k selected Mark all Cancel Go Chapter 5 Selection Lists 34 5 Click Go k 6 Mark selected Mark all Cancel Go 6 The screen will refresh The marked line item s will be highlighted light pink and the status will have changed to selector ready Selection list Test Create date 6 29 15 Last updated 6 29 15 Selector cburnsacqzspa Entry Count 4 Actions v Estimated x lt Line Items Expand All Items Notes Actions Status Price 07 Friendship Is Magic Volume 5 ity Cook Katie 163140105X 2014 10 Idea and Design Works Publishing FIC_ZSPA Order Identifier ISBN 163140105x Expand Copies 0 Notes 0 Actions v Selector Ready 145967 0 gt catalog 4 worksheet requests queue EY Home Style By City Ideas And Inspiration From Paris London New York Los Angeles And Copenhagen 7 e Magntorn Ida 145213717X 2014 09 Raincoast Books FIC_ZSPA Expand Copies 0 Notes 0 Actions v Selector Ready i Order Identifier ISBN 145213717X x 145968 0 gt catalog 4 worksheet requests queue Planet Cake Clever Creations For Kids Cutler Paris 1626860963 2014 07 Raincoast Books FIC_ZSPA o Order Identifier ISBN 1626860963 x Expand Copies 0 Notes 0 Actions v Selector Ready 145969 0 gt catalog 4 worksheet requests queue om Twitter The Comic The Book Comics Based On The Greatest Tweets Of Our
182. l Spent 0 00 Allow activation with zero copy lineitems Actions v Copies Owning Branch Copy Location Collection Code Fund Circ Modifier Distribution Formula X x OR x Line Items Feet of Clay Pratchett Terry 9780552142373 Order Identifier ISBN 9780552142373 X 145977 0 link to catalog 4 worksheet requests view invoice s Direct Charges Taxes Fees etc There are no miscellanea attached to this purchase order New Charge Save New Charges Chapter 7 Purchase Orders Expand All Items Notes Expand Copies 0 Notes 0 Actions Actions Estimated Status Price v New 74 5 To add additional brief records select Actions Add Brief Record Actions Actions save ltems To Selection List Mark Ready for Selector Mark Ready for Order Delete Selected ltems Add Brief Record Export Single Attribute List PQ Create Purchase Order Add to Purchase Order Print Purchase Order View PO History Load Bibs and ltems Cancel Selected Line Items Apply Claim Policy to Selected Line Items Mark Selected Line ltems as Received Un Receive Selected Line ltems Create Invoice From Selected Line Items Link Selected Line tems to Invoice 7 5 Add Line Items to a Purchase Order It is now possible to select line items on a selection list when doing a MARC federated search or when bringing records in via their Catalog Record IDs and add the line
183. laim Types Invoice Item Type Invoice Payment Method Cancel Reasons Line Item Alerts Line tem MARC Attribute Definitions 2 Double click on the row you would like to edit A pop up box will appear in which you can edit fields Funding Sources New Funding Source Back Next Filter v Funding Source Name Owner Code Currency balance E 1 CITY OF FICTION ZSP A COF_ZSPA Canadian Dollars 8258 65 2 Friends of the Library ZSP A FOL_ZSPA Canadian Dollars 5000 00 E 3 City of Fiction ZSP B COF_ZSPB Canadian Dollars 39462 35 E 4 City of Springfield ZSP A COSA Canadian Dollars 15000 00 5 City of Springfield ZSP B COSB Canadian Dollars 17500 00 3 Make your changes and click Save It is also possible to delete a funding source by checking the box of the funding source you wish to delete and clicking Delete Selected A Funding Source can only be deleted if no credit has been applied to it Chapter 16 Funding Sources 216 16 3 Apply Credits to a Funding Source Once a funding source has credit applied to it it cannot be deleted Ensure you apply the correct amount of credit to each funding source as there is no way in the staff client to edit the amount applied In the event that an incorrect amount is allocated to a funding source please submit a ticket to Sitka Support that includes the name of the funding source and the incorrect amount that has been allocated Select Admin Acquisitions Funding So
184. las Apply Reset Formulas Owning Branch Shelving Location Collection Code Fund Cire Modifier BPR WL AF BPR WL AF BPR WL AF BPR WL AF BPR WL AF BPR WL AF BPR WIL AF BPR WL AF BPR WIL AF BPR WL AF Chapter 12 Claim Items Callnumber C36 C36 C36 C36 C36 C36 C36 C36 C36 C36 lteris Notes Actions Copies 1 Notes 0 Copies 2 Notes 0 Batch Update Barcode Notes CLN45 CLN36 CLNGT CLN38 CLN39 CLN40 CLN41 CLN42 CLN43 CLN44 Achons Actions Achons Estimated Status Brice on order 6 99 on order 10 99 on onder 24 95 Mare Recened Cance Caim 161 4 Use the check boxes to select any additional copies you wish to claim and then click Claim selected Claims Against item Where shadows dance a Sebastian St Cyr mystery C S Haris 142 Initiate New Claims W CLN45 Not reevd CLN36 Not recv d F CLN37 Not recv d C CLN38 Not recv d L CLN39 Not reevd LJ CLN40 Not recvd L CLN41 Not recvd L CLN42 Not recvd CLN43 Not recvd LI CLN44 Not reevd 5 From the Claim Type drop down menu select the reason you are making the claim Claim type Te Note PAST DUE a WL DAMAGED i CLN37 WL AINCORRECT CLN38 WL ADUPLICATE CLN39 6 Enter a note if you desire and click Claim Claim type PAST DUE luz Note Chapter 12 Claim Items 162 7 The number of existing claims on the line item
185. lick Cataloguing and select MARC Batch Import Export Cataloging Acquisitions Booking Search the Catalog F3 Retrieve title by TCN Shift F3 Retrieve title via Database ID Display Item BE FS Manage Copy Buckets Manage Record Buckets Create New MARC Record Import Record from 39 50 MARC Batch Import Export Replace Barcode Retrieve Last Record Shift Fe Manage Authorities Link Checker 2 The MARC File Upload screen will open For more details about this interface please see Importing and Merging MARC records in Batch Chapter 8 Loading Bibliographic Records and Items into the Catalogue 96 Evergreen MARC File Upload Record Type Bibliographic Records Create a New Upload Queue 062514 or Add to an Existing Queue Record Match Set sitkaMatch Limit matches to bucket Holdings Import Profile Select a Record Source Record Import Actions Merge Profile Merge Using INCOMING F Import Non Matching Records wv Merge On Exact Match 901c Merge On Single Match Merge On Best Match vf Best Single Match Minimum Quality Ratio 0 0 New Record Quality Quality of Best Match Insufficient Quality Fall Through Profile X Copy Import Actions Auto overlay In process Acquisitions Copies w File ta Upload Browse_ Upload 3 You may create a new queue for the file you are to upload or use an existing queue To create a new queue type in a name for your file in the box beside Create a New Upload Queue To use an exis
186. lick Edit 3 Click Secondary Groups located to the right of the Main Profile Permission Group Main Profile Permission Group PL General Staff Secondary Groups 4 From the dropdown menu select one of the Acq Supplementary Perm Groups Secondary Permission Groups Assign additional permission groups to users here This does not affect circulation policy Add PL Extended Loans PL No fines PL ILL PL Home Semices PL Restricted Access PL Non Resident PL Federation PL Adult PL Custom Public Library Staff PL Cataloguer PL Circulator PL Circ Full Cat PL Cire Copy Edit PL General Staff Government Library Users Government Library Patrons Goverment Library Staff Acq Supplementary Perm Groups Acq Basic Selector Acq Adv Selector Acq Purchaser 5 Click Add Chapter 19 Permissions and Settings 261 6 Click Save Secondary Permission Groups Assign additional permission groups to users here This does not affect circulation policy Acq Basic Selector Delete Add 7 Click Save in the top right hand corner of the Edit Screen to save the user s account Removing Acquisitions Permissions 1 Open the account of the user you wish to remove acquisitions permissions from 2 Click Edit 3 Click Secondary Groups located to the right of the Main Profile Permission Group Main Profile Permission Group PL General Staff secondary Groups 4 Click Delete beside the permission group you would like
187. liographic Items Tithe Details invoiced Paid Billed Per Copy Paid The well of lost plots by Fforde Jasper 0670032891 4 Ordered U Receved 0 invoiced 0 Claimed U Cancelled Estimated 74 00 Encumbered 74 00 Paid 0 00 44112 21749 6 27 13 New Books August i no 0 00 Title Details includes Title Author ISBN summary of copies ordered received invoiced claimed and cancelled summary of amounts estimated encumbered and paid line item ID number link to the Selection List if used link to the Purchase Order 6 The Invoiced and the Billed fields will have auto populated with the number of copies available to be invoiced for the line item These fields can be updated as needed Invoiced Paid Chapter 14 Invoices 185 10 11 12 Enter the amount billed into the Billed field The Paid field will auto fill to match 17 99 11 96 There are two options for saving an invoice Save Save amp Clear Click Save to save the changes you have made and keep the invoice open Click Save and Clear to save the invoice and open a blank invoice The following fields are required to save the invoice Vendor Invoice ID Provider Shipper Payment Method Invoiced Paid For information on linking additional line items to the invoice see Populating Invoices For information on adding charges to the invoice see Add Charges to an Invoice For information on receiving line items t
188. llowing terms Complete I x Receiver X BW Add Search Term View Invoices on a Purchase Order 1 Open a purchase order Chapter 14 Invoices 203 2 Click View Invoices The number in parentheses indicates the number of invoices attached to the purchase order Purchase Order on order Activated 9 27 11 8 59 AM ID Prepayment Required No Name Activatable No Provider United Library Services ULS Notes 0 Total Lineitems 5 EDI Messages 0 Total Estimated History View Total Encumbered Invoicing View Invoices 2 Create Invoice Link Invoice Total Spent Cancel Cancel order 3 Select the invoice you would like to display from the grid that appears The invoice will appear in the current tab Back Next a Vendu invoice ID Receiver Provider Shipper Complete invoice Date Invoice Type Note Payment Auth Payment Method Recenve Method A SB76000111 BPR ULS ULS False 9 2511 12 00 AM Cash Paper fi ak BPR ULS ULS False 9 20 11 12 00 AM VISA Paper View Invoices Attached to a Line Item 1 Open a purchase order 2 Using the Actions menu on the line item select Actions View Invoice s to view any invoices that are attached to the line item J Line items Expand All items Notes Actions Status Pe The mill on the Floss George Eliot S Eliot George 1619 1850 1442652546 2011 Tantor Audio l l Order Identifier ISBN 1452652548 Sees ol a _x received 15 Actions 44071 catalog
189. log 4 worksheet Test requests view invoice s queue m Twitter The Comic The Book Comics Based On The Greatest Tweets Of Our Generation 1452135134 2014 08 Raincoast Books FIC_ZSPA FES Order Identifier ISBN 1452135134 Expand Copies 1 Notes 0 Actions 0 00 145970 0 gt catalog 4 worksheet Test requests view invoice s queue Chapter 7 Purchase Orders 87 7 13 View EDI Messages on a Purchase Order You can view electronic messages from your provider about a specific purchase order 1 Open a purchase order 2 In the top half of the purchase order you see an EDI Messages field The number of messages that are attached to the purchase order is hyperlinked in parentheses next to this field 3 Click the hyperlinked number to view the messages 7 14 View Purchase Order History The history of a specific purchase order can be viewed in two ways 1 Open a purchase order 2 In the top half of the purchase order beside History click the hyperlink View Purchase Order on order Activated 6 23 13 11 07 PM ID 1721 Name 1721 Provider Fictional Provider FIC Total Lineitems 2 Total Estimated 19 00 Prepayment Required Activatable EDI Messages History Total Encumbered 19 00 Invoicing Total Spent 30 00 Cancel OR Notes View Invoices 0 Cancel order Using the main Actio
190. m Selected Line Items Link Selected Line tems to Invoice Chapter 13 Receive Un receive Acquisitions 172 Estimate Status Price on order 71 00 on order 1850 on onder 17 99 4 Any alerts on the line item will pop up Click OK to acknowledge the alert and receive the item s An alert has been placed on the lineitem titled The Homeward Bounders Diana Wynne Jones SUMMER READING Summer Reading Club Purchases YA Collection Choose OK if you wish to acknowledge this alert 5 The line item s will change to a gray blue colour and the status will update to received Actiongs Copies Owning Branch Copy Location Collection Code Fume Circ Modifier Distribution Formula OR Apply to Selected Estimated Line Items Expand All tems Notes Actions Status Price A deadly yarn Sefton Maggie 0425207072 ae eM Order Identifier ISBN v 0425207072 Expand Copien Notes 0 Achons v fecened 21 00 44111 gt catalog worksheet New Books August requests view invoices queue AAA sw f t Fforde Jasper 0670032891 2003 Viking Order Identifier ISEN 0670032891 Espai Copas ie Actions on order 18 50 view invoice s queue BELLE S Order Identifier ISBN 0142004030 Sp T Acon M ee 44113 gt catalog sworksheet Un Receive a Line Item In the event that a line item is accidently received or should not have been received i
191. ms 4 Expand All Items Notes EN po SEN 163100105 O SEN Mezon OO O ISBN 1626860983 v ISBN 1452135134 vi 7 A suspended purchase order is resolved when the items arrive and are received 7 10 Print a Purchase Order Status Estimated Price Actions P y You can print a purchase order from the purchase order screen Any vendor public notes will print in a section entitled Notes to the Vendor on the printed purchase order 1 Open a purchase order 2 Select Actions Print Purchase Order Actions Actions Save ltems To Selection List Mark Ready for Selector Mark Ready for Order Delete Selected items Add Brief Record Export Single Atinbute List Po Create Purchase Order Add to Purchase Order Frnt Purchase Order View PO History Load Bibs and items Cancel Selected Line tems Apply Claim Policy to Selected Line Items Mark Selected Line tems as Received Ln Receive Selected Line ltems Create Invoice From Selected Line ltems Link Selected Line items to Invoice 3 Depending on your computer you may or may not need to select your printer and click OK Chapter 7 Purchase Orders 83 4 The Print Purchase Order option now prints the Purchase Order Name in addition to the Purchase Order ID Purchase Order June_ULS 2642 date 20140616 Vendor United Library Service Ship to Bill to Old Springfield Branch Notes to the Vendor PO ISEN or
192. ms UO a Selection List ronianer EAEE AEE 29 SA OMe el EO E a 30 ioe IMOT CE O E a E A E TE 31 D6 Debe a SOCIO CHO MISE soriire aE NA ATE E 30 5a Maik Ready 10r eV UO sp ces dee mare tren Ges EEE EE ETE dear EEE EE E ENERE 34 5 8 Convert a Selection List to a Purchase Order cccccssssssnssasiaiseinanorarssanadeenenenareasaniannnegarsernnicaarianned 35 ed O a Dele COM LDI e a E E E 38 C CG FO E e A ace actos aaesanencasanesetaneaceneesaosoneesiecenresaoraeeae see scent 41 Ch Ber NOO a A EE EE saree aa N AIEEE A O EA E 41 6 2 Load MARC Order RECOS csascansenaanagesnentensavennapessantane eassaepesrsarannGaneanieaesirentanssaersa nierenamensieenanens 47 603 MARC Federalcd SOC Ul smiri aE ETEA ERA 52 CA a Cate R CO MDS E iene sceiecheaszaseseeses 58 Ca ONERE geese nce T E E E E A 63 E PURSE EO ep T 65 LA Mark Ready TOF ONEI ersen 65 T2 eNO 2k WG Meee OGIS aossen iarna AEE ET 66 Ta Name a FUCNaSE NOGET saeara r naren EEEE AE EE AEEA EEA EE AAE EANES AAE EE 71 7 4 Add Brief Records to a Purchase Order ssc2ccsecscasscesscarsancceastanascesasanccanatsaneasacanans eaeeseeteaneteaseieeent T3 Lo Adad Line hiems i a Furchase Order ya eryacvtaernacaasananarsvcnnsenntsionesarthat ie areatensveangascnivanasecinn dawns 9 7 6 Add Charges Taxes and or Fees to a Purchase Order ccccc ccc ec ccc eceeeeceeeeceeeeeeeeeseceeseeeeaeeees 76 L7 FOO Noles i0 a URC Mase Qrdel enrus n E a SE rA E 76 LO A Cialo UNG Melos OC IS cascsasncansaasaceaauaostaca
193. n Chapter 20 Acquisitions Year End 268 5 Click Fund Propagation and Rollover Funds New Fund Delete Selected Fund Propagation amp Rollover Context Org Unit BW Year 2012 Refresh 6 Check the box adjacent to Perform Fiscal Year Close Out Operation 7 Ensure the box adjacent to Limit Fiscal Year Close out Operation to Encumbrances is not checked 8 Notice that the context org unit reflects the context org unit that you selected at the top of the Funds screen If you want to perform the close out operation on the context org units and its child units check the box adjacent to Include Funds for Descendant Org Units Context Org Unit Include Funds for Descendant Org Units 9 Click Process New Fund Delete Selected Fund Propagation amp Rollover Propagation creates new funds for the subsequent fiscal year based on the funds for the selected fiscal year Only funds with the propagate setting enabled will be affected No money or encumbrances are altered during this process Perform Fiscal Year Close out Operation The year end close out operation moves encumbrances from the selected fiscal year to the analogous funds in the subsequent fiscal year and it deactivates funds for the selected fiscal year Additionally for all funds that have the Rollover setting enabled this process will move all unspent money to the analogous fund in the subsequent fiscal year Limit Fiscal Year Close out Ope
194. n Use this search to retrieve the invoices you would like to print For more information see View Invoices through a Search 3 Check the boxes adjacent to the invoices you would like to print Acquisitions Search Reveal Search Form Refresh Grid Print Selected invoices Back Next z aini Invoice poceiver Provider Shipper Complete Invoice Date Invoice Type Note Payment Auth Payment Method Recewe Method 76000111 BPR US uS False 9 26 14 12 00 AM Cash Paper F 9876000112 BPR uLS ULS False g 20 11 12 00 AM VISA Paper 8876000113 BPR ULS ULS False 8 5 11 12 00 AM VISA Paper I SBTEO00TIA BPR ULS ULS False rai 12 00 AM Cheque Paper F 9876000115 BPR ULS ULS False 8 3 11 12 00 AM Cheque Paper 3676000116 BPR ULS ULS False 8191 12 00 AM MasterCard Paper 9876000117 BPR ULS ULS False 9 15 11 12 00 AM Direct Billing Paper iv SBP6000118 BPR WLS ULS True 2111 12 00 AM Cash Paper F 3876000119 BPR BRO BRO False 9 27 11 1200 AM Cash Paper F 9876000120 BPR ULS ULS False 9 30 11 12 00 AM Direct Billing Paper Chapter 14 Invoices 205 You can select only one invoice if you only want to print a specific invoice 4 Click Print Selected Invoices BPR ULS ULS False 925 11 12 00 AM Cash Paper BPR ULS ULS False 920 11 12 00 AM VISA Paper BPR ULS ULS False D11 1200 AM VISA Paper BPR ULS ULS False O17 1200 AM Cheque Paper BPR ULS ULS False B11 12 00 AM Cheque Paper BPR ULS ULS False B 19 11 12 00 AM MasterCard Paper
195. n Collection Code Fund Circ Modifier Distribution Formula X X X v OR v Apply to Selected lt Line Items Expand All Items Notes Actions Status i k Friendship Is Magic Volume 5 iA Cook Katie 163140105X 2014 10 Idea and Design Works Publishing FIC_ZSPA ia Order Identifier ISBN 163140105X e Expand Copies 1 Notes 0 Actions Received 10 00 145967 0 gt catalog 4 worksheet Test requests view invoice s queue Home Style By City Ideas And Inspiration From Paris London New York Los Angeles And Copenhagen h is Magntorn Ida 145213717X 2014 09 Raincoast Books FIC_ZSPA T 3 Order Identifier ISBN 145213717X Expand Copies 1 Notes 0 Actions Received 10 00 145968 1 gt catalog 4 worksheet Test requests view invoice s queue Planet Cake Clever Creations For Kids Cutler Paris 1626860963 2014 07 Raincoast Books FIC_ZSPA oO J Order Identifier ISBN 1626860963 Expand Copies 1 Notes 0 Actions Received 10 00 145969 0 catalog 4 worksheet Test requests view invoice s queue op Twitter The Comic The Book Comics Based On The Greatest Tweets Of Our Generation 1452135134 2014 08 Raincoast Books FIC_ZSPA i w s Onder identifier ISBN 11452135134 Ls Expand Copies 1 Notes 0 Actions Received 10 00 145970 0 catalog 4 worksheet Test requests view invoice s queue Un Receive a Purchase Order In the event that a p
196. n Version 2 8 Adapted with permission from original material by the Evergreen Community Abstract 2 1 Acquisitions Admin Menu Move The acquisitions administration menu is now under the main Admin menu rather than under Server Administration This is a more logical place for this menu to be and makes it faster to access Operator Change New Download Offline Patron List Offline Transaction Management Acquisitions Local Administration Server Administration Workstation Administration Toggle Actrvity Meters User Permission Editor For developers 2 2 Sticky Org Unit Selector The Context Org Unit selector on the Funds interface will now remember and default to the most recently selected org unit ontext Org Unit ZSP A Year 2015 z Refresh 2 3 Differentiate between cancelled and delayed lineitems It is now more clear to users when a lineitem has been fully cancelled or if it has been cancelled temporarily delayed e All cancel reasons are now prefixed by Canceled or Delayed Chapter 2 New in Evergreen Version 2 8 5 Actions L F Cancel Line tems _ Canceled Duplicate Canceled Duplicate order ry Canceled Incorrect order Lz Canceled Invalid ISBN Canceled Items blocked from crossing border _ Canceled Lost goods led Miscellaneous Never received No longer available No longer needed Canceled Not Accepted Canceled Not found s Canceled Not in process Fforde
197. n the first place due to damage or other reasons it is possible to un receive that line item Line items must have the status of received for this function to work 1 Open a purchase order Chapter 13 Receive Un receive Acquisitions 173 2 Check the box es of the line item s you wish to un receive Actons r Copies Owning Branch Copy Location Collection Code Fund Circ Modifier Line Items Sefton Maggie 426207072 Order Identiier ISBN 0425207072 x 44111 catalog worksheet New Books August requests view inwoicela queue ety The well of lost plots di Fined Jaspar 0670032891 2003 Viking Order Identifier ISBN 067003281 44112 catalog worksheet Mew Books August requests wiew invoice s queue fo Thursday Next in Lostin a good book a novel Jaspe pg Flode Jaspar 142004030 2004 c2002 Penguin S Order Identifier ISBN 0142004030 44113 gt catalog worksheet New Books August requests wiew invoice s queue 3 Actons x Actions Save tems To Selection List Mark Ready for Selector Mark Ready for O Delete Selected items Add Brief Record Export Single Attribute List P0 Create Purchase Order Add to Purchase Order Print Purchase Order View PO History Load Bibs and Items Cancel Selected Line tems Apply Claim Policy to Selected Line tems Mark Selected Line tems as Received Wn Recerve Selected Line tems Create Inv
198. n using the Vandelay interface The funds associated with the purchases will be encumbered Purchase Order on order Activated 6 20 14 10 36 AM ID 2992 Name PO 2014061 7 Fictional Provider FIC BPR Prepayment Required Activatable Provider Notes Total Lineitems 2 Total Estimated 25 15 EDI Messages History Total Encumbered 25 15 Invoicing Cancel Total Spent 30 00 No Activated 0 0 View Link Invoice View Invoices 0 Create Invoice Cancel order Activate a Purchase Order without Loading Items It is now possible to activate a purchase order without loading items Once the purchase order has been activated without loading items it is not possible to load the items This feature should only be used in situations where the copies have already been added to the catalogue e Cleaning up pre acquisitions backlog e Direct purchases that have already been catalogued Chapter 7 Purchase Orders 19 Purchase Order pending ID 2992 Prepayment Required No Name PO20140617 Activatable Yes Activate Order Activate Without Loading Items Provider Fictional Provider FIC_BPR Notes 0 Total Lineitems 2 EDI Messages 0 View Total Estimated 9 99 History Total Encumbered 30 00 Total Spent 30 00 Allow activation with zero copy lineitems Split Order by Lineitems 7 9 Cancelling and Suspending Purchase Orders You can cancel or suspend purchase orders where all line items are in a sta
199. ncumbrances This modifies the above described Clase out Operation causing funds to be transfered into the void that is entirely removed instead of being transfered to the analogous funds in the subsequent fiscal year Context Org Unit Include Funds for Descendant Org Units Dry Run When Dry Run is selected the system will generate a summary of the changes that would occur during the selected operation s No data will be changed Process 10 Evergreen will begin the fiscal year close out operation Evergreen will make a clone of each fund where the Propagate box was checked but will increment the year by 1 Encumbrances will be moved to the new funds for every fund where the Rollover box was checked Fiscal Year Close out Operation Rollover Encumbrances and Unspent Money L 2 4 Ensure that the Library Setting Allow funds to be rolled over without bringing the money along is set to False The Propagate check box must be checked for every fund that will be rolled over The Rollover check box must be checked for every fund where the encumbrances and money should be rolled over See Create a Fund for information on these check boxes In the Funds Interface select the top level of your organization from the Context Org Unit drop down menu Only applicable to multi branch systems Funds From the Year drop down menu choose the year for which you would like to perform the Fiscal Year Close out Operatio
200. nd how to apply them 19 1 Acquisitions Specific Settings in Library Settings Editor Several settings in the Library Settings Editor pertain to functions in the Acquisitions Module You can access these settings by clicking Admin Local Administration Library Settings Editor To update these settings a user must have both LSA and Acquisitions Administration permissions Table 19 1 Acquisitions Allow funds to be This setting controls whether True false LSA rolloed over without money and encumbrances or just bringing the money encumbrances are rolled over when along performing the Fiscal Year Close out Operation Allows patrons to create This function is not currently True False Sitka True False automatic holds from available as further development of Support purchase requests this feature is required Default circulation Enter the circulation modifier Selection If this setting is left modifier that you would be like to be list blank no circulation applied to items that are created modifier will be applied in the Acquisitions Module if no during the acquisitions circulation modifier is specified process unless specified during the acquisitions process Default copy location Select the copy location that you Selection If this setting is left would like to be applied to items List blank the system will that are created in the Acquisitions use the SITKA Stacks Module if no copy location is copy location unless spe
201. nd selecting a new date using the calendar widget This is a required field Invoice Date 9 30 2011 September l gt M TW T F S Shipper 28 29 30 31 4 2 3 Payment Auth 5 6 7 9 10 12 13 14 15 16 17 Invoice Type Receiver 8 19 20 21 22 23 24 26 27 28 29 30 1 J 4 J 6 if g 2010 2011 2012 De Chapter 14 Invoices 191 e Invoice Type This field is used if your library distinguishes between types of invoices e Payment Authorization This field is used if your library requires authorization for payments Payment Auth e Receiver This field defaults to the location at which your workstation is registered If necessary you can change the receiver using the drop down menu This is a required field Receiver BPR 7 The Invoice Details automatically hides once completed The nvoice Details can be shown at any time by clicking Show Details Show Details 14 3 Populating Invoices Line items can be added to invoices in three ways e Link an Entire Purchase Order to an Existing Invoice e Link Multiple Line Items to an Existing Invoice e Search for Line Items from an Invoice Link an Entire Purchase Order to an Existing Invoice You can use the Link Invoice button to link all the line items on a purchase order to an existing invoice For example an invoice is received for a shipment with items on purchase order 1 and purchase order 2 When the invoice arrives purchase order 1 is retrieved
202. needed click Filter to use the filter to locate the desired fund Funds Context Org Unit 7S5P A Year 2015 Chapter 17 Funds Refresh 231 a Funds can be filtered on the following fields Filter Results Balance Stop Percent Balance Warning Percent 3 Click the hyperlinked name of fund you would like to view The Fund Details screen will appear Funds Context Org Unit 75P A4 Year 2015 h Refresh Balance Combine Stop Percent F 1 Adult Fiction AF ZSPA 2015 7SP A ag True 90 75 True True 2060 91 Adult Canadian i TF 2 Non Fiction ANF ZSPA 2015 7SP A ae True 90 75 True True 2609 14 Juvenile es Canadian m3 ene JF ZSPA 2015 7SP A True True True 2915 80 Fiction Dollars eB ee ane JNF ZSP 2015 7SP A Canadian Tue 90 75 True True 2500 00 Non Fiction Dollars _ Chapter 17 Funds 232 4 The Summary tab allows you to track the following Balance The balance is calculated by subtracting both spent and encumbered funds from the total allocated to the fund e Total Allocated This amount is the total monies allocated from the Funding Source s e Spent Balance This balance is calculated by subtracting only the funds that been invoiced and so spent from the total allocated to the fund It does not included encumbrances e Total Debits The total debits are calculated by adding together the total spent and total encumbered e Total Spent The total spent is calculated by
203. nit s whose staff can use this funding source If a multi branch library system is made the owner of a funding source then users with appropriate permissions at the branches can also use the funding source 5 Create a unique Code for the source There is no limit to the number of characters than can be entered in this field 6 Select a Currency from the drop down menu 7 Click Save Funding Source Name City of Fiction Owner BPR Code COF Currency Canadian Dollars Cancel 16 2 Edit a Funding Source While you are able to edit your funding source s name owner code and currency you are unable to edit the balance of your funding source The balance of a funding source can only be altered by applying credit to the funding source or allocating credit from the funding source to a fund Chapter 16 Funding Sources 215 Editing the currency of an active in use funding source is not recommended as it can have serious consequences Select Admin Acquisitions Funding Sources Admin Help Operator Change New Download Offline Patron List Offline Transaction Management Currency Types Acquisitions Distribution Formulas Local Administration EDI Accounts Server Administration EDI Messages Workstation Administration a Toggle Activity Meters fil Sie User Permission Editor Funding Sources Funds Providers For developers Claim Event Types Claim Policies Claim Policy Actions C
204. ns menu select Actions View PO History Actions x Actions Save ltems To Selection List Mark Ready for Selector Mark Ready for Order Delete Selected Items Add Brief Record Export Single Attribute List Po Create Purchase Order Add to Purchase Order Print Purchase Order Load Bibs and Items Cancel Selected Line ltems Apply Claim Policy to Selected Line Items Mark Selected Line tems as Received Un Receve Selected Line ltems Create Invoice From Selected Line ltems Link Selected Line items to Invoice Chapter 7 Purchase Orders Create Invoice Link Invoice 88 gt The history of the purchase order will display Use the column headers to sort Purchase Order History Back Next Filer vf Awdit Time 6 24 13 12 53 AM 6 24 13 12 41 AM 6 25 13 11 07 PM 213 11 07 PM Name 1721 1721 1721 1721 Chapter 7 Purchase Orders State recenwed on order pending pending Provider FIC FIC FIC FIC Create Time 2319 10 38 PM 623713 10 38 PM 623 13 10 38 PM 2313 10 38 Pr Edit Time 6 24 13 12 41 AM 6 23 13 11 07 PM 6 23 13 11 07 PM 6 23 13 10 38 PM Order Date 62413 11 07 PM 623 13 11 07 PM Creator 951077 951077 951077 107 Editor 961077 961077 951077 981077 Cancel Reason TePayme Por Required 951077 False 951077 False 951077 False 951077 False 89 Chapter 8 Loading Bibliographic Records an
205. nsaction Management Acquisitions Address Alerts _ Local Administration Age Overdue Circs to Lost Server Administration Barcode Completion Workstation Administration Cash Reports Circulation Limit Sets Toggle Activity Meters User Permission Editor Circulation Policies Closed Dates Editor Copy Location Groups For developers Copy Location Order Copy Locations Editor Copy Template Editor Do Not Attempt Aute Print Setting Field Documentation Group Penalty Thresholds Hold Policies ltem Attribute Editor Library Settings Editor Non cataloged Types Editor 2 Locate the setting Default copy location and click Edit Organization Unit Settings ontext Location BPR Indicates the setting is not inherited from the parent org unit at run time Edit Setting Context Value Edit Default copy location Chapter 21 Acquisitions Module Additional Administrative Settings 288 gt 4 5 6 Ensure the context is set for your library D Multiple branch libraries need to ensure that the library system is the context selected not a branch for this setting to apply to their entire library Choose your shelving location from the drop down menu Edit Setting Default copy location Context BPR B Value Stacks Delete Setting Reference New book shelf Storytime Collection Horse Stones shannon Dineen Black Beauty Collection Magazines Archive Non Fiction On Order
206. ntering SANs Standard Address Numbers Create an EDI Account View EDI Messages Entering SANs Standard Address Numbers For EDI to work your library must have a SAN and each of your providers must supply you with their SAN A Standard Address Number SAN is a unique 7 digit number that identifies your library Please contact Sitka Support if your library does not already have a SAN Entering a Library s SAN These steps only need to be done once per library l In Evergreen select Admin Server Administration Organizational Units Chapter 21 Acquisitions Module Additional Administrative Settings 290 2 Find your library from the tree on the left side of the page and click on it to open the settings Multi branch library systems will see an entry for each branch but should select their system s top organization unit 3 Organizational Units SITKA Sitka BBGVL Interlink BBNCLF North Central Library Federati O BCK Kootenay Library Federation Organization Unit Policy Code ZSP O BNCLF North Coast Library Federation Main Email Address zsp sitka bclibraries ca Main Settings Hours of Operation Addresses Organization UnitName Springfield Public Library Translate BNELF North East Library Federation Main Phone Number 111 222 3333 GOVLIBS Government Libraries Organization Unit Type System E ISLANDLINK ISLANDLink Parent Organization Unit UNFEDERATED E K12 K12 Libraries O
207. nvoice is paid and closed 5 Relevant information is forwarded to finance department bookkeeper On Invoice 1 Receiver creates an invoice either from an entire purchase order or from a single line item 2 Receiver links appropriate line items to the invoice 3 Receiver receives all items through the invoice 4 Invoice is paid and closed Chapter 3 Recommended Workflows 11 5 Relevant information is forwarded to finance department bookkeeper Cataloguing 1 Cataloguer updates barcode and copy information for each item 2 Cataloguer imports a full record or does original cataloguing to replace any brief bibliographic records 3 Items are processed and checked in Admin 1 A970 holdings tag is set up in the provider s record 2 The 970 holdings tag is set up with the actual provider to contain the following subfields e b barcode e c call number e m circ modifier e copy location e e estimated price e f fund code e n note e o owning library e q quantity The subfields used will depend on the provider o must always be used 3 4 Workflow Tracking Preview Items Initial Set Up e Create a Copy Location that is OPAC invisible specifically for use with your preview items Ordering Preview Items 1 Create a Selection List or Purchase Order for the preview items 2 Add the following to each line item e estimated price e number of copies Chapter 3 Recommended Workflows 12
208. o a Line Item Alerts are pop up messages that appear when an item is received Alerts also display on the Line Item Worksheet for the item D Alerts will not pop up 1f they are added after the purchase order is activated 1 Open a selection list or purchase order 2 Click the Notes 0 link J Line Items Expand Allltems Notes The Penderwicks i 4s Birdsall Jeanne 9780440420477 Fy Order Identifier ISBN 9780440420477 z Expand Copies 2 Notes 0 146019 0 link to catalog 4 worksheet requests view invoice s Chapter 9 Line Items 108 3 Click New Alert s Return New Note New Aler 4 Choose an alert code from the drop down menu These Line Item Alert codes are created by your Acquisitions Administrator New Note New Alert Choose alert code E AWARD Additional comments RED CEDAR Create SUMMER READING PATRON REQUEST 5 Add additional comments if you desire 6 Click Create The alert will display on the screen New Note New Alert Choose alert code SUMMER READING Additional comments Create 7 Click Return to return to the selection list or purchase order s Retum New Mote New A 4 BW SUMMER READING for preschool src 6 24 13 11 35 PM D 8 A red flag will now appear to the right of the Notes link and the zero of the Notes link will update to display the total number of alerts and notes for the line item J Line Items Expan
209. ocal Administration EDI Accounts Server Administration EDI Messages Workstation Administration Exchange Rates Fund Tags Toggle Activity Meters User Permission Editor Funding Sources For developers Funds pers Providers Claim Event Types Claim Policies Claim Policy Actions Claim Types Invoice Item Type Invoice Payment Method Cancel Reasons Line Itern Alerts Line Item MARC Attribute Definitions 2 Check the box adjacent to the formula you wish to clone and click Clone Selected Distribution Formulas New Formula Delete Selected Back Next Clone Selected Formula Name Formula Owner item_count BPR BPR 3 Make the necessary changes to your cloned formula and click Apply Changes Non Fiction Clone New Entry Apply Changes Owning Library Copy Location Fund Cire Modifier Collection Code ltem Count Es BW gt Adult Non Fiction 7 ANF book 1 x BW Young Adult Non Fiction YANF book ka 1 X BW Reference REF book ia i New Entry Apoly Changes Chapter 21 Acquisitions Module Additional Administrative Settings 281 Edit the Name of a Distribution Formula 2 Formula Name Currency Types Distribution Formulas EDI Accounts EDI Messages Exchange Rates Fund Tags Funding Sources Funds Providers Claim Event Types Claim Policies Claim Policy Actions Claim Types Invoice Item Type Invoice Payment Method Cancel Reasons Line Item Alert
210. ocation Collection Code Fund Circ Modifier ff Line Items Expand All Items Direct Charges Taxes Fees etc There are no miscellanea attached to this purchase order New Charge save New Charges 9 14 Apply Funds to Line Items You can apply a single fund or multiple funds to line items on a selection list or purchase order Funds can be applied to items from the Copies link that is located on a line item Funds can also be applied to items by batch updating line items and their attendant copies You can update the fund in use for all copies on a line item using the Batch Update on a selection list or purchase order It is not currently possible to update the fund for individual copies on a line item Currently there is a known bug where debits are not updated if the line item has the status of on order or received Apply Funds to Line Items via the Batch Updater Chapter 9 Line Items 123 Apply Funds to Individual Copies Update Funds on Line Items via the Batch Updater Apply Funds to Line Items via the Batch Updater You can apply funds to all copies on a line item using the Line Item Batch Updater on a purchase order Fund balance levels are indicated by colour A black fund name indicates that the fund has money to be spent A yellow fund name indicates that the balance in the fund has dropped to the warning percent for the fund A red fund name indicates that the balance in the fund has dropped to the stop percent for
211. ogue 4 Purchase order is sent via mail email fax EDI to provider unless the order has already been entered directly on the provider s website Chapter 3 Recommended Workflows 8 Receiving Invoicing On Purchase Order 1 Receiver receives all items that arrive on their respective purchase orders 2 Receiver creates an invoice either from an entire purchase order or from a single line item 3 Receiver links appropriate line items to the invoice 4 Invoice is paid and closed 5 Relevant information is forwarded to finance department bookkeeper On Invoice 1 Receiver creates an invoice either from an entire purchase order or from a single line item 2 Receiver links appropriate line items to the invoice 3 Receiver receives all items through the invoice 4 Invoice is paid and closed 5 Relevant information is forwarded to finance department bookkeeper Cataloguing 1 Cataloguer updates barcode and copy information for each item 2 Cataloguer imports a full record or does original cataloguing to replace any brief bibliographic records 3 Items are processed and checked in 3 2 Selection Using Brief Records selection 1 Selector creates a purchase order 2 Selector adds brief records to the purchase order for each item 3 Selector adds the following to each line item on the purchase order e estimated price e number of copies e notes e alerts Chapter 3 Recommended Workflo
212. oice From Selected Line ltems Link Selected Line tems to Invoice Falat Mal or Distribution Formula Apply to Selected Expand All hems Notes Actions Expand Copies 4 Motes 0 Actions received 21 00 Expand Copiesi4 Notes 0 Actions received 18 50 received 17 99 Using the main Actions menu select Actions Un Receive Selected Line Items 4 A pop up will appear asking you to confirm that you wish to un receive the line item s Click OK DavaScnpt Application 7 This will rollback receipt of selected line items from this purchase order Continue 174 Chapter 13 Receive Un receive Acquisitions 5 The line item s will change to a mauve colour and the status will update to on order If am un received line item is received in the future it will behave in the same manner as a line item that is being received for the first time Achons 7 Copies Owning Branch Copy Location Collection Code Fund Cire Modifier Distribution Formula OR Apply to Selected Line hems Expand All items Notes Actions Status we Sefton Maggie 25207072 Order Identifier SEN O425207072 adit gt catalog a worksheet New Books August requests ew invoice s queue say The well of lost plots Jaia Fforde Jasper 0670032891 2003 Viking Order Identiier ISBN 0670032897 44112 catalog 4 worksheet New Books August requests yew invorce s que
213. oice s queue Direct Charges Taxes Fees etc There are no miscellanea attached to this purchase order Using the main Actions menu select Actions Cancel Selected Lineitems Actions Delete Selected ltems Add Brief Record Export Single Attribute List Pp Create Purchase Order Add to Purchase Order Print Purchase Order View PO History Load Bibs and tems Cancel Selected Line tems Apply Claim Policy to Selected Line Items Mark Selected Line tems as Received Un Receive Selected Line tems Create Invoice From Selected Line ltems Link Selected Line items to Invoice Chapter 9 Line Items 117 4 From the drop down menu that appears select a cancel reason If line items are being cancelled for different reasons they will need to be cancelled separately so different cancel reasons can be used Actions P Cancel Line Items Canceled Account canceled Copies Owning Branch Copy Location Canceled Already delivered Canceled Already owned Canceled Canceled order Canceled Discontinued Line Items Canceled Duplicate 5 Click Cancel Line Items Canceled Duplicate Cancel Line Items 6 A pop up will appear asking you to confirm that you wish to cancel the line item Click OK The page at http training sitka bclibraries ca says O L Ee ee Q Are you SURE you want to cancel this line item Eeg 7 The line item will change to white and the status will upda
214. om the Context Org Unit drop down menu Only applicable to multi branch systems Funds Context Org Unit Bw Year 2012 z Refresh 4 From the Year drop down menu choose the year for which you would like to perform the Fiscal Year Close out Operation 5 Click Fund Propagation and Rollover Funds New Fund Delete Selected Fund Propagation amp Rollover Context Org Unit BW Year 2012 Refresh 6 Check the box adjacent to Perform Fiscal Year Close Out Operation 7 Check the box adjacent to Limit Fiscal Year Close out Operation to Encumbrances 8 Notice that the context org unit reflects the context org unit that you selected at the top of the Funds screen If you want to perform the close out operation on the context org units and its child units check the box adjacent to Include Funds for Descendant Org Units Context Org Unit Include Funds for Descendant Org Units Chapter 20 Acquisitions Year End 270 9 10 11 12 13 Click Process New Fund Delete Selected Fund Propagation amp Rollover Propagation creates new funds for the subsequent fiscal year based on the funds for the selected fiscal year Only funds with the propagate setting enabled will be affected No money or encumbrances are altered during this process Perform Fiscal Year Close out Operation The year end close out operation moves encumbrances from the selected fiscal year to the analogous
215. on ISBN 9760368566044 ISSN Price Identifier Publisher Publication Date Edition UPC Local Notes Library Bound Inc Order Specific Item Number Save Record 5 A new line item appears on your selection list Selection list Order September Create date 6 30 15 Last updated 6 30 15 Selector cburnsacqzspa Entry Count 1 Actions v Line items Expand All items Notes Actions Status Estimated A short history of nearly everything i Bryson Bill 978038566044 Anchor Canada m Order Identifier ISBN 978038566044 Expand Copies 0 Notes 0 Actions z 145976 0 link to catalog amp worksheet requests Chapter 6 Add Records 43 Create a Brief Record and add it to a Selection List Select Acquisitions New Brief Record Acquisitions Booking General Search My Selection Lists New Brief Record Patron Requests MARC Federated Search Load Catalog Record IDs Load MARC Order Records Purchase Orders Create Purchase Order Claim Ready Items Open Invoices Create Invoice 2 From the Add to Selection List drop down menu choose a selection list or enter the name of a new selection list in the field A The drop down menu displays the ten selection lists most recently edited that are owned by the user New Brief Record Add To Selection List Classics Title of work Order August Order September Author of work New Books July 2013 Language of
216. ort Bibs and Create Copies 10 Click Submit Ordering Agency for Name optional Julynewfiction Provider FICB TEST Prepayment Required All Line Items Selected Line Items Import Bibs and Create Copies v Submit Cancel 11 If Import Bibs and Create Copies box was checked the import interface will open See Vandelay Interface for more information Otherwise your purchase order will be created and open in the same tab 5 9 Search for a Selection List Search Tips My Selection List only displays the selection lists created by the user currently logged onto the workstation You can view selection lists created by other users using the General Search To access the searching interface select Acquisitions General Search General Search My Selection Lists New Brief Record Patron Requests MARC Federated Search Load Catalog Record IDs Load MARC Order Records Purchase Orders Create Purchase Order Claim Ready Items Open Invoices Create Invoice 2 Choose selection lists from the Search for drop down menu Acquisitions Search Search for matching all ofthe following terms line items Select Se line items amp catalog records selection lists invoices 3 Select your search field s and enter your search term s 4 Click Search or hit the Enter key Acquisitions Search Search for selection lists matching all of the following terms SL Creator is Trainee Chapter 5 Selec
217. ou want the fund to stop purchases after 95 of the fund has been spent 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 Chapter 17 Funds 223 If this field is left blank it is possible to overspend the fund The Balance Stop Percent can be adjusted as needed throughout your fiscal year e Enter a Balance Warning Percent The balance warning percent gives you a warning that the fund is low You can specify any percent For example if you want to be warned when 90 of the fund has been spent then you would enter 90 in the field When the fund reaches its Balance Warning Percent it will appear in yellow when you apply funds to copies The Balance Warning Percent can be adjusted as needed throughout your fiscal year e Check the Propagate box to propagate funds When you propagate a fund Evergreen 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 e Check the Rollover box if you would like to roll over remaining funds and or encumbrances during the fiscal year close out operation into the same fund for the next year 4 Click Save Name Adult Fiction Code AF ZSPA Year 2015 Org Unit Z5P A Currency Type Canadian Dollars Active af Balan
218. ou would like to receive for each line item on the invoice Chapter 13 Receive Un receive Acquisitions 179 7 Click Receive Selected Copies Acquisitions Invoice Receiving Invoice FIC 1986484 Copies received on this invoice 0 out of 8 The remaining are listed below Use List Mode Number of copies to receive 1 H Number of copies to receive 2 8 The screen will refresh Select more copies to receive or click Return to Invoice Acquisitions Invoice Receiving Invoice FIC1986484 Copies received on this invoice 0 out of 8 The remaining are listed below Use List Mode Chapter 13 Receive Un receive Acquisitions 180 List Mode List Mode allows you to receive indivdual copies in batch 1 Create an invoice 2 If necessary link all applicable line items to the invoice See Populating Invoices for instructions 3 When your invoice is complete use one of the two Save options Save Save amp Clear Click Save to save the changes you have made and keep the invoice open Click Save and Clear to save the invoice and open a blank invoice Invoices can be re opened at a later date if adjustments are required See Re Open an Invoice 4 Inthe top right corner of the screen click Receive Items Recerve tema Invoice Vendor Invoice IO ULS23674 Imoice Date 2012 06 25 Recene Method Paper Invoice Type Provider ULS_ BW shipper ULS_BW Mote Payment Auth Payment Me
219. ource Funding Sources New Funding Source Delete Selected iV _ Funding Source Name Owner Code Currency balance 1 CMY OF a ZSP A COF_ZSPA Canadian Dollars 8258 65 A 2 Eiends d the Lit l CONS ZSP A FOL_ZSPA Canadian Dollars 5000 00 E 3 City of Fiction ZSP B COF_ZSPB Canadian Dollars 9462 35 E 4 City of Springfield ZSP A COSA Canadian Dollars 15000 00 5 City of Springfield ZSP B COSB Canadian Dollars 17500 00 3 Click Allocate to Fund Funding Source Details Apply Credit Allocate to Fund summary Credits Allocations CITY OF FICTION Chapter 16 Funding Sources 219 4 From the Fund drop down menu select the fund you would like to allocate credit to Funding Source Details Apply Credit Allocate to Fund Summon al ra gt ERER MISC_ZSP A MISC_ZSP A 5 Enter the amount that you would like to allocate 6 Enter a note This field is optional 7 Click Apply Funding Source Details Apply Credit Allocate to Fund summary Credit Fund JF ZSPAI e ID N Amount 2 000 00 Note 2015 budget 93 ae 8 The Allocations tab will display all allocations made to funds out of this funding source See Track Debits and Credits for more information Chapter 16 Funding Sources 220 16 5 Track Debits and Credits You can track credits to and allocations from for each funding source through the Summary tab on the Funding Source Detail
220. peration Click Fund Propagation and Rollover Funds New Fund Delete Selected Fund Propagation amp Rollover Context Org Unit BW Year 2012 Refresh Check the box adjacent to Perform Fiscal Year Close Out Operation Check the box adjacent to Limit Fiscal Year Close out Operation to Encumbrances Notice that the context org unit reflects the context org unit that you selected at the top of the Funds screen If you want to perform the close out operation on the context org units and its child units check the box adjacent to Include Funds for Descendant Org Units Context Org Unit Include Funds for Descendant Org Units Chapter 20 Acquisitions Year End 267 9 Click Process New Fund Delete Selected Fund Propagation amp Rollover A ro Propagation creates new funds for the subsequent fiscal year based on the funds for the selected fiscal year Only funds with the propagate setting enabled will be affected No money or encumbrances are altered during this process Perform Fiscal Year Close out Operation The year end close out operation moves encumbrances from the selected fiscal year to the analogous funds in the subsequent fiscal year and it deactivates funds for the selected fiscal year Additionally for all funds that have the Rollover setting enabled this process will move all unspent money to the analogous fund in the subsequent fiscal year Limit Fiscal Year Close out Operation to E
221. pply Claim Policy to Selec ted Line Items Mark Selected Line tems as Received Un Receive Selected Line Items Create Invoice From Selected Line Items Link Selected Line items to Invoice A ee Chapter 6 Add Records 62 In the pop up box that appears enter the name of the purchase order you wish to add the line item to Enterthe PONa U U UOS Save 6 5 View Place Orders You can use View Place Orders to easily order an additional copy of an item that is already in the catalogue Load Catalog Record IDs is more effective when working with a list of additional copies of titles to be ordered 1 Open the bibliographic record of the title you wish to purchase 2 Select Actions for this Record View Place Orders Record 1 of 1030 Start Previous N E Search Results Go Back Reload ISBN v Identifier Go Forward y Format All Formats Search Type Keyword Recent searches vl Library Sitka lt 4 Search Results Showing item 1 of 1030 Preferred library Prince Rupert Library TE TWO FOR THE DOUGH Evanovich Janet Author gt Book d Available copies Current holds e 2 copies at Sitka 0 current holds with 2 total copies 1 EE 3 Click Add to Selection List Add to Purchase Order or Create a Purchase Order Related Lineitems A hatful of Seuss five favorite Dr Seuss stories e Seuss a 0679063606 trade 9780679883883 hc a c1996 Add to Selection List Add to P
222. proratable the fund field will be grayed out When the invoice is prorated the system will determine which funds to apply the charges to based on the contents of the invoice Enter a Title Description of the charge In the Billed and Paid fields enter the amount billed and the amount paid respectively Billed Paid 35 75 35 75 There are two options for saving an invoice Save Save amp Clear V Click Save to save the changes you have made and keep the invoice open Click Save and Clear to save the invoice and open a blank invoice Chapter 14 Invoices 199 Invoices can be re opened at a later date if adjustments are required See Re Open an Invoice Delete Charges from an Invoice An invoice must be open in order to delete charges from it It is possible to re open a closed invoice if adjustments are necessary See Re Open an Invoice l 2 J Open an invoice Click the Delete link adjacent to the charge line Direct Charges Taxes Fees etc Charge Type Fund id Delete Non library Item i TRAN1 2011 Confirm that you wish to delete the charge by clicking OK on the pop up that appears Remove this 35 75 ITM charge from the invoice The charge is deleted and removed from the invoice Direct Charges Taxes Fees etc Charge Type Fund Title Description Billed Paid Delete There are two options for saving an invoice Click Save to save the changes you have made and k
223. pter 4 Search the Acquisitions Module 5 The selection lists meeting your search criteria will display in a grid Geo Back Reload Go Forward Acquisitions Search Refresh Grid New Selection List Back Hed J E Name 1 Hot Titles July 2 A ult Fiction July 3 Adult Non Fiction August Search Tips Clone Selected Owner AcqpurchasebV AcqpurchaseBVvy AcgpurchaseByy Merge Selected 7 Creation Time B22 10 01 AM e212 10 02 AM 6 22 12 10 03 AM Delete Selected Edit Time Zanz 10 07 AM 6 22 12 10 02 AM 622 12 10 03 AM When searching for lists created by a particular user the best search fields are e SL Owner Searches the selection lists based on the owning user e SL Creator Searches the selection lists based on the creating user When searching for a particular selection list the best search field is e SL Name Searches for the name of a particular selection list Org Unit BW BW Bw Debu J Print Page Reveal Search Fom Entry Count 5 5 2 e Search fields in the catagories of Line Item Purchase Order Invoice and Line Item Attribute may also be used to build a search See Using the General Search for more general search tips 4 5 Searching for Purchase Orders Search Tips The default purchase order search allows you to quickly generate a list of on order purchase orders This search can also easily be modified to search for purchase orders using other parameters
224. purchase order and individual copies that are attached to a line item You can receive items before or after you create invoices for the items 13 1 Receiving and Un Receiving Purchase Orders You can receive purchase orders that have a status of on order You can un receive purchase orders that have a status of received Receive a Purchase Order Un Receive a Purchase Order Receive a Purchase Order In the event that all items on a purchase order arrive together you are able to receive the entire purchase order at once All line items on the purchase order must have the status of on order for these steps to be followed 1 Open a purchase order 2 Click the checkmark to select all items on the purchase order Line Items 3 Using the main Actions menu select Actions Mark Selected Line Items as Received Actons Actions save items To Selector Mark Ready for Selector Mark Ready for Order Delete Selected items Add Brief Record Export Single Attnbute List P0 Create Purchase Order Add to Purchase Order Print Purchase Order View PO History Load Bibs and Items Cancel Selected Line tems Claim Policy to Selected Line Items Mark Selected Line tems as Recewed Un Receive Selected Line Items Create Invoice From Selected Line ltems Link Selected Line tems to Invoice Chapter 13 Receive Un receive Acquisitions 167 4 Any alerts for the line items will pop up Click OK to acknowledge the
225. py Location Collection Code Fund On Order AF 2013 On Order AF 2013 On Order AF 2013 On Order AF 2013 the copy An alert has been placed on the linerter titled Dyer consequences BW SUMMER READING Summer Reading Club Extra copies for adult summer reading club Choose OK if you wish to acknowledge this alert Add Edit hems Ratum Item Count 4 Save Changes Distribution Formulas Apply Ovming Branch Cine Modifier Collection Code Fund Copy Location Circ Modifier Orming Branch BW On Order AF 20173 Bl On Order AF 2013 BW On Order AF 2013 BW On Order AF 2013 Chapter 13 Receive Un receive Acquisitions Cire Modifier Callnumber Callnumber ABWI82F ABWSI82T ABWSI82 Callnumber Callnumber ABWI3827 ABW 33827 ABWI3827 ABW A382 7 Balch Update Barcode Notes ABWISHZT ABW I3426 ABWI3HZ5 ABW I3I24 Batch Update Barcode Notes ABW3382T ABW3I826 ABW St24 AcqadminByy Un Receve Wark Received Cancel Wark Receaved Cancel Mark Received Cancel Mark Recaived Cancel Mark Recenved Cancel Any alerts on the associated with the line item will pop up Click OK to acknowledge the alert and receive 176 6 The line item will only change to a gray blue colour and update the status to received when all copies associated with the line item have been received Otherwise the line item continues to display in a mauve colour with a state of on order Line Items Expand All
226. r Limit Fiscal Year Close out Operation to Encumbrances This modifies the above described Close out Operation causing funds to be transfered into the void that is entirely removed instead of being transfered to the analogous funds in the subsequent fiscal year Context Org Unit BW Include Funds for Descendant Org Units Run When Dry Run is selected the system will generate a summary of the changes that would occur during the selected operation s No data will be changed Process Evergreen will temporarily create the new funds and give details about what changes would be made No changes are actually made to the system when doing a Dry Run Chapter 20 Acquisitions Year End 266 Fiscal Year Close out Operation Rollover Encumbrances Only l 2 Ensure that the Library Setting Allow funds to be rolled over without bringing the money along is set to True The Propagate check box must be checked for every fund that will be rolled over The Rollover check box must be checked for every fund where the encumbrances should be rolled over See Create a Fund for information on these check boxes In the Funds Interface select the top level of your organization from the Context Org Unit drop down menu Only applicable to multi branch systems Funds Context Org Unit Bw i ssti itstssid Year 2012 Refresh From the Year drop down menu choose the year for which you would like to perform the Fiscal Year Close out O
227. r which you would like to perform the Fiscal Year Close out Operation Click Fund Propagation and Rollover Funds New Fund Delete Selected Fund Propagation amp Rollover Context Org Unit BW Year 2012 Refresh Check the boxes applicable to your requirements for the close out See Fiscal Year Close out Operation Rollover Encumbrances Only Fiscal Year Close out Operation Rollover Encumbrances and Funds and Fiscal Year Close out Operation Propagation Only for the different fiscal close out options Check the tickbox for Include Funds for Descendant Org Units Only applicable to multi branch systems Context Org Unit Include Funds for Descendant Org Units Check the tickbox for Dry Run Click Process New Fund Delete Selected Fund Propagation amp Rollover Propagation creates new funds for the subsequent fiscal year based on the funds for the selected fiscal year Only funds with the propagate setting enabled will be affected No money or encumbrances are altered during this process Perform Fiscal Year Close out Operation The year end close out operation moves encumbrances from the selected fiscal year to the analogous funds in the subsequent fiscal year and it deactivates funds for the selected fiscal year Additionally for all funds that have the Rollover setting enabled this process will move all unspent money to the analogous fund in the subsequent fiscal yea
228. ration to Encumbrances LJ This modifies the above described Clase out Operation causing funds to be transfered into the void that is entirely removed instead of being transfered to the analogous funds in the subsequent fiscal year Context Org Unit Include Funds for Descendant Org Units Dry Run When Dry Run is selected the system will generate a summary of the changes that would occur during the selected operation s No data will be changed Process 10 Evergreen will begin the fiscal year close out operation Evergreen will make a clone of each fund where the Propagate box was checked but will increment the year by 1 Encumbrances and money will be moved to the new funds for every fund where the Rollover box was checked Chapter 20 Acquisitions Year End 269 Fiscal Year Close Out Operation Rollover Encumbrances and Unspent Money for Particular Funds To rollover encumbrances and unspent money for some funds and only encumbrances for other funds fiscal year end close out must be run twice 1 Ensure that the Library Setting Allow funds to be rolled over without bringing the money along is set to True 2 Uncheck the Propagate check box for every fund where the unspent money will be rolled over Uncheck the Rollover check box for every fund where the unspent money will be rolled over See Create a Fund for information on these check boxes 3 Inthe Funds Interface select the top level of your organization fr
229. rd Import Failures 0 Limit to Records with Import Errors Delete Queue Items in Queue 0 Copy To Bucket Items Imported 0 item Import Failures 0 Export Queue As Records Per Page 10 Page 1 View MARC Matches POt import Time Imported As Title of work Author of Language of pagination ISBN ISSN Price Accession TCN Value TCN Source Intemal ID Publisher Publication Edition EEL Failures work work Number Date Source E View MARC Matches 4 6 29 15 31012634 Fire 97808037346 22 50 ULS17746724 Dial Press 200910 Harry Potter mal vy and the Bloomsbury C View MARC Matches 2 6 29 15 106906584 Deathly Rowling J K 97814088106 18 00 ULS2124432 Publishing 201101 Hallows E View MARC Matches 3 6 29 15 107752220 Graceling aay 97801520639 21 50 ULS14414124 a 200810 Clifford the F View MARC Matches 3 6 2915 107636952 Big Red Dog Bridwell 978054521571 4 99 ULS1942381 Cartwheel 201005 al cana eee et BeaGood Norman i Friend View MARC Matches 3 6 29 15 107860750 Bitterblue 97808037347 21 00 ULS23371724 Dial Press 201205 Style Stitch Staple Basic Upholstering Stanton Running View MARC Matches 1 6 29 15 108527690 Skills to aR 978076244 76 26 50 ULS2771323 Brose 201304 Tackle Any Project Grant Harper E View MARC Matches 1 6 29 15 108547842 The Power Michael 97800618337 18 99 ULS29212212 Collins 201308 Books Quilters Their Quilts Paik ree View MARC Matches 1 6 29 15 109211061 Their li
230. rder Chapter 9 Line Items 105 Copies should not be added once a purchase order has been activated Batch Update 1 Open a purchase order 2 Enter the total number of copies for the line item in the Copies field on the Line Item Batch Updater Copies Owning Branch Copy Location Collection Code Fund Circ Modifier Distribution Formula 4 Bi v X y OR vy Apply to Selected lt v Line Items Expand Allltems Notes ARPES Go Set a Watchman em 9780062409850 i Order Identifier ISBN 9780062409850 z Eos a 146018 0 gt catalog 4 worksheet requests view invoice s The number entered in the Copies field is always the total number of copies for the line item not the number of copies to add to the selected line item s 3 Check the box es beside the line item s you wish to apply the copies to 4 Click Apply to Selected 5 The zero of the Copies link will update to reflect the number of copies created for the line item x Line Items Expand All Items Notes HARPER Go Set a Watchman 9780062409850 Order Identifier ISBN 9780062409850 Expand Copies 4 Notes 0 146018 0 gt catalog 4 worksheet requests view invoice s Copies Screen 1 Open a selection list or purchase order 2 Click the Copies 0 link on the line item you would like to add copies to This will take you to the Copies screen lt Line Items Expand All Items Notes N RPES Go Set a Watchman
231. rds if any how many items have been imported and how many of them encountered an error when Evergreen attempted to import them Chapter 8 Loading Bibliographic Records and Items into the Catalogue 98 Chapter 9 Line Items Adapted with permission from original material by the Evergreen Community Abstract Line items represent bibliographic records on a selection list or purchase order One line item corresponds to one bibliographic record Line items contain attributes which are characteristics of the bibliographic record such as ISBN or Title Line items also contain copy information price information notes and alerts 9 1 Line Item Batch Updater The Line Item Batch Updater allows line items on purchase orders to have multiple fields batch updated simultaneously The following fields can be batch updated e Copies this is the total number of copies for the line item rather than additional copies e Owning Branch e Copy Location e Collection Code e Fund e Circ Modifier Rather than filling in the same fields every time users can set up Distribution Formulas to use as Line Item Templates Copies Owning Branch Copy Location Collection Code Fund Cire Modifier Distribution Formula gt OR 1 Fill in the individual fields on the Batch Updater you wish to update or select a Distribution Formula to use 2 Select the line items to apply the updates to 3 Click Apply to Selected Copies Owning Branch Copy Lo
232. record as an overlay target by selecting the checkbox in front of the record in the Overlay Target column Click Back to Import Queue once done If the matched record is not an actual match then edit the incoming record so that it no longer matches this is usually the 901c or other control number that is the cause After you ve saved the change this record will no longer be a match and you can import it as a non matching record Chapter 8 Loading Bibliographic Records and Items into the Catalogue 94 If the matched record in Evergreen is a true match but a full record Sitka policy requires you to use the existing record instead of importing another one Do not select the checkbox in this scenario Reload Go Forward ExportRecords W ImportRecords T InspectQueue T Record Display Attributes Ta Merge Overlay Profiles a Record Match Sets Ta Import item Attributes Import Matches Back To Import Queue Queued Matched Last Edit Merge Target ID View MARC Match Score Record Record Creator Create Date i Source TCN Source TCN Value Quality Quality i Iv il 103549899 View MARC 9999 0 0 admin 5 30 11 6 7 12 Cacolumbia columbia_103 4 The record is shown as selected once you are back at the Record Queue screen 5 Once done the list click Import Selected Records Record Queue April 1 2077 Total 2 Imported 0 Limit to Collision Matches _ Limit to Non lmported Records Results Per kPa Pane heii Is Pag Pa
233. resrrrsrsrrrrrrrrrrrrrrrrrrrrnrnrnrnrnrnrnrerane 84 7 12 Receiving and Un Receiving Purchase Orders ccccceeeeeeeeeeeeeeeeeeeeeeeeeeaeeaeeseeseesaeeseees 85 7 13 View EDI Messages on a Purchase Order simircncccsteccecesreeorinennacsasumeneedeubaddsenutionendnaeadoriseworuxax 88 Sitka Evergreen Acquisitions User Manual lil 7 14 View Purchase Order History s cecsicaravccccdemassunsatbatansaged dans dcceccdaead snes case dccdedattues Maceawbenaesunn seas 88 8 Loading Bibliographic Records and Items into the Catalogue cccccececcecceeeeeeeceeeeeeeeeeaeeaeeeeaeeaes 90 8 1 Where to Load Bibliographic Records and Items into the Catalogue ccccceeseeeeeeeeeenees 90 8 2 How to Load Bibliographic Records and Items into the Catalogue ccecceeceeceeeeeeeeeeeees 91 8 3 Merging Records Using the Vandelay Interface ccccecceeceeceeceeceeeeeeeeeeeeeeeeseeeeeseeeeeaes 93 8 4 Auto Overlay In Process Acquisitions Copies ccccceccseeceeceeeneeceeeeeeceeeaeeneeceeeaeeneeseeeaeenaes 96 oL O ee E EE E EE A EEE 99 Si Line ton Paca CAN Ie sorer iar A E EE AEE 99 9 2 Order Identifier Selector ccc cecc ccc eec eee eee eee eee eee eee eee eee eee eee eee eee eee eee eeaeeeeeeeeeeeaeeaesaeeaeeaeees 100 9 3 Line It
234. rlinked name of the formula you would like to edit Distribution Formulas New Formula Delete Selected Clone Selected Back Next Formula Name Formula Owner ftem_count BPR 6 BPR 2 Chapter 21 Acquisitions Module Additional Administrative Settings 283 3 In the top left hand corner of the screen click on the large hyperlinked name of your formula Bestsellers New Entry Apply Changes Owning Library Copy Location X BW New Items New Entry Apply Changes 4 Inthe pop up box that appears change the name and click OK Q Enter new formula name Globe and Mail Bestsellers Cancel 21 2 Create a Line Item Alert Line item alerts are predefined text that can be added to line items on selection lists or purchase orders Alerts can assist staff in the processing and cataloguing of items by alerting staff to the correct collection for the item or directing the item to a particular department You can define the alerts from which the staff can choose Line item alerts in appear in a pop up box when the line item or any of its copies are marked as received Chapter 21 Acquisitions Module Additional Administrative Settings 284 I Select Admin gt Acquisitions Line Item Alerts Rain Help Operator Change New Download Offline Patron List Offline Transaction Management Currency Types Acquisitions Distribution Formulas Local Administration EDI Accounts Server Administration EDI Messages
235. row you would like to edit A pop up box will appear in which you can edit the fields Make your changes and click Save Adult Fiction AF ZSPA 2015 ZSP A Canadian Dollars It is possible to delete a fund by checking the box of the fund you wish to delete and clicking Delete Selected A Fund can only be deleted if no credit has been applied to it 17 3 Allocate Credit to Funds Fund Interface Once you have set up your funds credit can be allocated to them from your funding sources in two ways Chapter 17 Funds 226 e Allocate Credit to Fund Funding Source Interface e Allocate Credit to Fund Fund Interface To allocate credits using the Fund Interface Select Admin Acquisitions Funds Operator Change New Download Offline Patron List Offline Transaction Management Currency Types Acquisitions Distribution Formulas Local Administration ED Accounts Server Administration EDI Messages Workstation Administration SESE IS Toggle Activity Meters Fund Tags User Permission Editor Funding Sources For developers Funds gt Providers Claim Event Types Claim Policies Claim Policy Actions Claim Types Invoice Item Type Invoice Payment Method Cancel Reasons Line Item Alerts Line Item MARC Attribute Definitions 2 Click the hyperlinked name of the fund The Fund Details screen will appear Funds Context Org Unit 75P A Year 2015 h Refresh Back Next Filter
236. s Copy Claiming of Claim Ready Items Batch Claiming of Claim Ready Items Entire line items can be manually claimed through the claim ready list I Select Acquisitions Claim Ready Items Acquisitions Booking General Search My Selection Lists New Brief Record Patron Requests MARC Federated Search Load Catalog Record IDs Load MARC Order Records Purchase Orders Create Purchase Order Claim Ready Items Open Invoices Create Invoice Chapter 12 Claim Items 153 2 If your library system has branches choose a branch from the drop down menu to claim items to be received by that branch Show items ready to claim for BPR ii 3 Any items that meet the conditions for claiming will appear Any items being claimed with the same claim type claim reason can be claimed at the same time 4 Check the box es adjacent to the line item s you wish to claim Items Eligible For Claiming Show items ready to claim for BPR Claim selected items A l gt fa s stories by Seuss 0679883886 1 ast 0 Scan 1 ced 0 Claimed 0 Cancelled Estimated 9 99 Encumbered 0 00 Paid 5 99 64 u PO 2011 i by Seuss 0679882804 1 Ordered 0 Received 0 invoiced 0 Claimed 0 Cancelled Estimated 9 99 Encumbered 9 99 Paid 0 00 87 x PO2011001 Ghost story by Butcher Jim 9780451463791 3 Ordered 0 Recewed 0 Invoiced 0 Claimed 1 Cancelled Estimated 60 00 Encumbered 90 00 Paid 0 00 88 x PO2011
237. s Line Item MARC Attribute Definitions Formula ID A Formula Owner BW Skip Count 0 Cancel Save Bestsellers Select Admin Acquisitions gt Distribution Formulas Admin Help Operator Change Mew Download Offline Patron List Offline Transaction Management Acquisitions Local Administration Server Administration Workstation Administration Toggle Activity Meters User Permission Editor For developers Double click on the line you would like to edit A pop up box will appear Chapter 21 Acquisitions Module Additional Administrative Settings 282 3 Change the name and click Save Formula ID Formula Name Globe and Mail Bestsellers Formula Owner BY Skip Count 0 Cancel Save OR Select Admin Acquisitions gt Distribution Formulas Operator Change New Download Offline Patron List Offline Transaction Management Currency Types Acquisitions Distribution Formulas Local Administration EDI Accounts Server Administration EDI Messages Workstation Administration Sean Dates Toggle Activity Meters Fund Tags Funding Sources Funds Providers User Permission Editor For developers Claim Event Types Claim Policies Claim Policy Actions Claim Types Invoice Item Type Invoice Payment Method Cancel Reasons Line Item Alerts Line Item MARC Attribute Definitions 2 Click on the hype
238. s And Copenhagen 4 Magntorn Ida 145213717X 2014 09 Raincoast Books FIC_ZSPA gf Order Identifier ISBN 145213717X Expand Copies 0 Notes 0 Actions 145968 0 gt catalog 4 worksheet requests queu eG Planet Cake Clever Creations For Kids mes Cutler Paris 1626860963 2014 07 Raincoast Books FIC_ZSPA a Order Identifier ISBN 1626860963 lt Expand Copies 0 Notes 0 Actions bd 145969 0 gt catalog 4 worksheet requests queue aay Twitter The Comic The Book Comics Based On The Greatest Tweets Of Our Generation 1452135134 2014 08 Raincoast Books FIC_ZSPA f HI EES Order Identifier ISBN 1452135134 m Expand Copies 0 Notes 0 Actions bd 145970 0 gt catalog 4 worksheet requests queue Select Actions Mark Ready for Selector Actions x Actions Save items To Selection List Mark Ready for Selector Mark Ready for Order Delete Selected ltems Add Brief Record Export Single Attribute List Create Purchase Order Add to Purchase Order Print Purchase Order View PO History Load Bibs and tems Cancel Selected Line tems Apply Claim Policy to Selected Line Items Mark Selected Line tems as Received Ln Recetve Selected Line items Create Invoice From Selected Line items Link Selected Line ltems to Invoice 4 A pop up box will appear Choose to either Mark selected line items or Mark all line items kE 6 Mar
239. s Module Additional Administrative Settings Adapted with permission from original material by the Evergreen Community Abstract This chapter covers additional administrative settings that libraries can choose to use including distribution formulas line item alerts and the ability to make on order records OPAC invisible 21 1 Distribution Formulas Distribution formulas are intented for use in multi branch systems to specify the number of copies that should be distributed to specific branches The formulas are also used for all libraries as line item templates with the batch updater on purchase orders Formulas can be created and reused as needed Create a Distribution Formula Edit a Distribution Formula Clone a Distribution Formula Edit the Name of a Distribution Formula Chapter 21 Acquisitions Module Additional Administrative Settings 275 Create a Distribution Formula 2 gt 4 5 Currency Types Distribution Formulas EDI Accounts EDI Messages Exchange Rates Fund Tags Funding Sources Funds Providers Claim Event Types Claim Policies Claim Policy Actions Claim Types Invoice Item Type Invoice Payment Method Cancel Reasons Line Item Alerts Line Item MARC Attribute Definitions Click New Formula New Formula Delete Selected Skip Count Cancel Select Admin Acquisitions gt Distribution Formulas Operator Change New Download Offline Patron List Offline
240. s screen Funding Source Details Apply Credit v Allocate to Fund v Summary Credits Allocations Currency ID Name Code Balance Total Credits Total Debits 7 Owner 93 CITY OF FICTION COF_ZSPA 8258 65 10000 1741 35 CAN ZSP A The Credits tab tracks all credits applied to the funding source After applying credit you will need to click Reload to view the Credits tab Funding Source Details Apply Credit v Allocate to Fund v Summary Credits Allocations v Amount Effective Date Deadline Date Note 41 10000 2 12 14 11 02 AM The Allocations tab tracks all allocations from the funding source to funds After allocating to a fund you will need to click Reload to view the Allocations tab Funding Source Details Apply Credit v Allocate to Fund v Summary Credits Allocations Back Next Filter v Fund Amount Create Time Allocating User Note E 1 AEzsea 2500 6 29 15 12 34 PM 1033320 2 JEZSPA 2500 00 6 29 15 12 32 PM 1033320 Transfer to fund 2715 0 3 ANEZSPA 2500 00 6 29 15 12 32 PM 1033320 Transfer from fund 2713 4 JFZSPA 5000 6 29 15 12 31 PM 1033320 mM 5 JNF_ZSP 2500 6 29 15 12 30 PM 1033320 Chapter 16 Funding Sources 221 Chapter 17 Funds Adapted with permission from original material by the Evergreen Community Abstract 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
241. s setting is left blank the system will use ACQ as the default barcode prefix This prefix has potential to conflict with prefixes used by libraries not currently using acquisitions and so acquisitions libraries are required to use their library code for the prefix If this setting is left blank the system will use ACQ as the default call number Default TRUE Sitka Support Table 19 2 Acquisitions Load MARC Order Record Defaults Upload Activate PO Upload Create PO Activate the purchase order by default during ACQ file upload Create a purchase order by default during ACQ file upload Chapter 19 Permissions and Settings 25 Upload Default Default low quality fall through Selection LSA Quality Fall Thru Insufficient Quality profile used during ACQ file upload List and Acq _ Profiles are not Fall Thru Profile Admin currently set up in the Upload Default Match Default match set to use during Selection Set ACQ file upload List Upload Default Merge Default merge profile to use during Selection Profile ACQ file upload List Upload Default Min Default minimum quality ratio used Number Minimum quality ratios Quality Ratio during ACQ file upload are not currently set up in the system Upload Default Default provider to use during ACQ Text Provider file upload Upload Import Non Import non matching records by True False Matching by Default default during ACQ file upload Upload Loa
242. s the fields in the New Brief Record interface Line Item MARC Attribute Definitions Defaults e Author of Work e Edition e Identifier e ISBN e ISSN e Language of Work e Local Notes Chapter 22 Acquisitions Module Sitka wide Defaults 305 e Pagination e Price e Publication Date e Publisher e Title e UPC If you require a line item MARC attribute definition not listed here please follow the Guidelines for Submitting Suggestions for New Defaults 22 8 New Sitka wide Defaults New Sitka wide defaults are added to Evergreen on an as needed basis If your library requires a new default please follow the guidelines below to submit your suggestion Guidelines for Submitting Suggestions for New Defaults 1 Login to RT and create a new ticket or compose a new email to support 2 Enter a subject including ACQ DEFAULT the category your default falls under and your suggested default Example ACQ DEFAULT Cancel Reason Duplicate Order E When naming your default keep in mind that all Sitka Acquisitions libraries will be able to see and use this default so please avoid names that are specific to your library 3 In the body of the ticket or email describe how your default will be used Please include any information you feel is relevant 4 Sitka Support will review all suggestions and add new defaults to Evergreen as needed Chapter 22 Acquisitions Module Sitka wide Defaults 306
243. s the results will include items that match either the title or number or both Acquisitions Search search for line items amp catalog records matching all of the following terms LIA ISBN contains 9781770461659 LIA Title of work contains Bumperhead Add Search Term Search e See Using the General Search for more general search tips 4 4 Searching for Selection Lists Search Tips My Selection List only displays the selection lists created by the user currently logged onto the workstation You can view selection lists created by other users using the General Search Chapter 4 Search the Acquisitions Module 21 To access the searching interface select Acquisitions General Search Cataloging Acquisitions General Search My Selection Lists New Brief Record Patron Requests MARC Federated Search Load Catalog Record IDs Load MARC Order Records Purchase Orders Create Purchase Order Claim Ready Items Open Invoices Create Invoice 2 Choose selection lists from the Search for drop down menu Acquisitions Search Search for matching all ofthe following terms Select S line items amp catalog records selection lists invoices 3 Select your search field s and enter your search term s 4 Click Search or hit the Enter key Acquisitions Search Search for selection lists matching all of the following terms SL Creator is Trainee _Add Search Term Cha
244. sible only to staff 1 Open or create a purchase order 2 Inthe top half of the purchase order there is a Notes field The number of notes attached to the purchase order is hyperlinked in parentheses next to this field Click the hyperlinked number Purchase Order pending ID 2992 Prepayment Required No Name 2992 Activatable Yes Activate Order Activate Without Loading Items Provider Fictional Provider FIC_BPR Total Lineitems 0 EDI Messages 0 Total Estimated 0 00 History View Total Encumbered 0 00 Total Spent 30 00 Allow activation with E zero copy lineitems Add Brief Record Direct Charges Taxes Fees etc There are no miscellanea attached to this purchase order New Charge save New Charges Chapter 7 Purchase Orders 76 3 Click New Note s Return New Note 4 Enter the note If you wish to make it available to the provider check the box adjacent to Note is vendor public RUSH ORDER Note is vendor public Create 5 Click Create and your note will appear Repeat the process to add as many notes as you require Retum New Note d VENDOR PUBLIC RUSH ORDER 9 16 11 1 02 PM Delete 6 Click Return to return to the purchase order Return 1 VENDOR PUBLIC RUSH ORDER 7 The number in parentheses will increases to reflect the number of notes attached to the purchase order Notes 1 7 8 Activating Purchase Orders Activation Criteria Activate a Purc
245. st Purchase Order and Line Item Attribute may also be used to build a search Chapter 4 Search the Acquisitions Module 25 e Use the Jnvoice search fields to modify your search as needed Invoice Internal Invoice ID Receiver Provider Shipper Invoice Date Receive Method Invoice Type Vendor Invoice ID Payment Auth Payment Method Note Complete e See Using the General Search for more general search tips Chapter 4 Search the Acquisitions Module 26 Chapter 5 Selection Lists Adapted with permission from original material by the Evergreen Community Abstract Selection lists enable users to add records from a variety of sources to a single list that can be converted into a purchase order Selection lists can also be created to keep track of items that a library wishes to purchase in the future Staff can then create multiple purchase orders from the single selection list as funds become available to purchase the items To view your selection lists select Acquisitions My Selection Lists 5 1 My Selection Lists Interface To open the the My Selection Lists interface l A General Search My Selection Lists New Brief Record Patron Requests MARC Federated Search Load Catalog Record IDs Load MARC Order Records Purchase Orders Create Purchase Order Claim Ready Items Open Invoices Create Invoice Select Acquisitions My Selection Lists 241 bi a 2 T
246. st commonly used exchange rates have been set in the Acquisitions Module These are e U S Dollars to Canadian Dollars Canadian Dollars to U S Dollars e European Euros to Canadian Dollars Canadian Dollars to European Euros e U K Pounds Sterling to Canadian Dollars Canadian Dollars to U K Pounds Sterling e Australian Dollars to Canadian Dollars Canadian Dollars to Australian Dollars Exchange Rates Back Next From Currency To Currency Canadian Dollars Australian Dollars Australian Dollars Canadian Dollars US Dollars Canadian Dollars Canadian Dollars US Dollars UK Pound Sterling Canadian Dollars European Euros Canadian Dollars Canadian Dollars European Euros Canadian Dollars UK Pound Sterling Chapter 22 Acquisitions Module Sitka wide Defaults 299 Co op support staff update the exchange rates on the first business day of each month using the Bank of Canada Daily Currency Converter If you require an exchange rate not listed here please follow the Guidelines for Submitting Suggestions for New Defaults 22 3 Claiming Evergreen 2 8 provides minimal claiming functionality Currently all claiming is manual Sitka Claim Policy Defaults Sitka Claim Type Claim Reason Defaults Sitka Claim Policy Defaults Some standard claim policies have been set in the Acquisitions Module These are e 3 week phone phone the provider after 3 weeks e 3 week email email the provider after 3 weeks e 3 week fax fax
247. t cc ccccceeceeceeceeeeeeeeeeeeeeseeeaeeeesesaeeeeseeseesseeeees 131 11 Cancel Suspend PCOS MONS ssssisatsosider ceanatancastctven Era EE EAE E EEE EELEE EE 134 11 1 Cancelling and Suspending Purchase Orders cccccceccceeeceeeeeeeeeeeeeaeese esa esaeeseeseeeseenaes 134 11 2 Cancelling and Suspending Line MEMS ciisrecidsnetandesdicideurenteadnaavenceuvneiaadeidivadeesaiuaseedvunai 138 11 3 Cancelling and Suspending Copies eee cec cece eee eee eec eee eee eee eee eee eeaeeeeeseseeeaeseeeaeeaeeaeees 144 e AN SIRS acento ssi oe E E seen cra cee eee E ecaenacseca A 150 12 1 Changing Claim POICIOS 4 accnuatanielarsanantiatanteduindeauciqtoniudetedacstinsdadeltnedacseasdassdadsdeeneieddetededs 150 12 2 Clalim Ready Heme sscnapuntsacaad nian aninceandisadoiatewemeaaesduaiesctantiaradusdencuaneadusnacnied ESEESE 153 123 Manual AF ANAMMIAC sasien AR ETE EEE ARE EE RRE EEE 158 eaa ei V ET p E E O E E E E E E EE 163 13 Receive Un receive Acquisitions cccccceccecceceeceeceeeeseeceeaeceeceeaeeaeseeseeeesseseeeeseeseesesaeseeseeeeseegeses 167 13 1 Receiving and Un Receiving Purchase Orders cccccccecceeceeeeeceeeeeeeeeeeseeeeeseeseeeeeeeeeaees 167 13 2 Receiving and Un Receiving Line ItOMS ccc cecceceeceeceeeeeeeceeseeeeseeneeaeeeeseeaeseeseeeeseeseegees 172 13 3 Receiving and Un Receiving Copies 22 2s2cevecsescdvaceceseecdesadecuandvedentseedetecescdscessieceacouneadeees 175 13 4 R
248. t P0 Create Purchase Order Add to Purchase Order Print Purchase Order View PO History Load Bibs and Items Cancel Selected Line ltems Apply Claim Policy to Selected Line Items Mark Selected Line tems as Received Un Receive Selected Line Items Create Invoice From Selected Line Items Link Selected Line items to Invoice 4 Anew invoice will open in the same tab 5 Fill in the top section of the invoice See Invoice Details for guidelines on filling in this information Vendor Invoice ID Invoice Date 2013 06 28 Receive Method Paper Invoice Type Provider FIC Shipper Note Payment Auth Payment Method Recemwer Chapter 14 Invoices Actions Actions 187 Estimate status Price omorder 71 00 on order 18 50 on order 1799 6 The Bibliographic Items section of the invoice will list all of the line items from the purchase order along with information pertaining to each line item Bibliographic Items Tithe Details invoiced Paid Billed Per Copy Paid The well of lost plots by Fforde Jasper 0670032891 4 Ordered 0 Receved 0 invoiced 0 Claimed 0 Cancelled Estimated 74 00 Encumbered 74 00 Paid 0 00 44112 1749 6 27 13 New Books August Title Details includes Title Author ISBN summary of copies ordered received invoiced claimed and cancelled summary of amounts estimated encumbered and paid line item ID number link to the Selection List i
249. t 2 City Fictional County State British Columbia Country Canada Postal Code Vav 5V5 Fax Phone 675 654 1122 Valid Address V7 Cancel Sae 18 4 Edit a Provider Provider information can be updated at any time Chapter 18 Providers 248 Select Admin Acquisitions Providers Operator Change New Download Offline Patron List Offline Transaction Management Currency Types Acquisitions Distribution Formulas Local Administration EDI Accounts Server Administration EDI Messages Workstation Administration Exchange Rates Toggle Activity Meters Fund Tags User Permission Editor Funding Sources For developers Funds ae Providers Claim Event Types Claim Policies Claim Policy Actions Claim Types Invoice Item Type Invoice Payment Method Cancel Reasons Line Item Alerts Line Item MARC Attribute Definitions 2 If needed use the Filter to locate the desired provider Provider Context Org Unit BW Back Next Filter Chapter 18 Providers 249 a Providers can be filtered on the following fields Filter Results Cancel Default Claim Policy EDI Default Frepayment Required Provider ID Provider Name 3 Click the hyperlinked name of the provider you would like to edit Provider New Prowder Delete Selected Context Org Unit BY x ly Provider Name ae Default Default pni ae Currency a Copies Claim Policy
250. t currencies e Total Estimated is calculated in the currency of the provider Chapter 7 Purchase Orders 66 e Total Encumbered is calculated in the currency of the fund e Total Spent is calculated in the currency of the fund Create a Blank Purchase Order Create a Purchase Order from Line Items Convert a Selection List to a Purchase Order Create a Purchase Order by Loading MARC Order Records Create a Blank Purchase Order You can create a purchase order to which you can add brief records and charges I Select Acquisitions Create Purchase Order Acquisitions Booking General Search My Selection Lists New Brief Record Patron Requests MARC Federated Search Load Catalog Record IDs Load MARC Order Records Purchase Orders Create Purchase Order rank a a F Claim Ready Items Open Invoices Create Invoice 2 In the pop up box that appears ensure that the correct ordering agency shows in the Ordering Agency field Correct it if necessary Ordering Agency Name optional Provider Prepayment Required Chapter 7 Purchase Orders 67 4 5 6 In the Name field enter the name for the Purchase Order If the selected name is already in use by another PO at or below the ordering agency for the PO the save button is disabled and you will see a link to the existing Purchase Order The link opens the related Purchase Order in a new tab when clicked Ordering Agency Z
251. t the record is for the same item click Select to link it to the record on the selection list or purchase order identifierlisbn 9 760062409850 title Go Set a Watchman Search View MARC Select View warc Select Chapter 9 Line Items 103 8 The screen will reload and the line item will display with a catalog link The line item is now linked to the MARC record in the catalogue This is the record the holdings will attach to when you Load Bib Records and Items into the catalogue Line Items as Go Set a Watchman oe 9780062409850 Order Identifier ISBN 9780062409650 146018 0 gt catalog 4 worksheet requests view invoice s 9 5 Line Item Worksheet The Line Item Worksheet is designed to be a printable sheet that contains details about the line item including alerts notes number of holds and distribution information The system fills in the worksheet as a line item goes through the acquisitions process This worksheet can be placed in an item that is sent to cataloguing or processing 1 Open a selection list or purchase order 2 Click the worksheet link on the line item for which you would like to view the worksheet Line Items i as Go Set a Watchman 3 9780062409850 Order Identifier ISBN 9780062409850 146016 0 catalog view Invoice s 3 The line item worksheet will appear Lineitem Worksheet Return Title Go Set a Watchman Author Item Count 2 Lineitem ID 14
252. t to Is Identifier if the attribute definition is the identifier 7 Inthe Remove field enter whatever remove means 8 Inthe XPath field enter the XPath for the attribute definition Chapter 18 Providers 252 9 Click Save 18 6 Holding Subfields Holding subfields are used with a 970 Holdings Tag to allow you to specify subfields within the holding tags to which your provider adds holdings information 1 Open a provider 2 Click the Holding Subfield tab Active Code FIC Currency Canadian Dollars Default Claim Policy 5 Week Email z EDI Default Email info fictionalprovider com Fax Phone Holdings Tag 970 Owner Phone 875 654 1235 Prepayment Required _ Provider ID 26 Provider Name Fictional Provider SAN 1234567 URL www fictionalprovider com Cancel _Save Provider Address Provider Contact Attribute Definitions Holding Subfield Invoices Holding Subfield Back Next 3 Click New Holding Subfield A pop up will appear Provider Address Holding Subfield Fi Provider Name Chapter 18 Providers Prowuder Contact Attnbute Definitions Holding Subheld Invoices New Holding Subfield Delete Selected f 253 4 Inthe Name field enter a name for your holding subfield In the Subfield field enter your subfield Provider 26 Name owning lib subfield a Cancel Save The holdings subfields in use by Sitka are e b barcode c call_number m circ_modifier 1 copy_lo
253. t your library Save selected O Save all Save as Selection List Add to Selection List Chapter 6 Add Records 61 b Create a purchase order from the line item s by checking the box adjacent to the desired line item s and selecting Actions Create Purchase Order See Create a Purchase Order from Line Items for further instructions Search Results Actions Actions Save ltems To Selection List Mark Ready for Selecto Mark Ready for Order Delete Selected ems Add Brief Record Export Single Attribute List a PO Create Purchase Order Add to Purchase Order Print Purchase Order View PO History Load Bibs and items Cancel Selected Line tems Apply Claim Policy to Selected Line Items Mark Selected Line tems as Received Un Receve Selected Line Items Create Invoice From Selected Line Items Link Selected Line tems to Invoice Mathie elie eee c Add the line item to an existing line item by checking the box adjacent to the desired line item s and selecting Actions Add to Purchase Order See Create a Purchase Order from Line Items for further instructions Search Results Actions Actons Save ltems To Selection List Mark Ready for Selector Mark Ready for Order Delete Selected ltems Add Brief Record Export Single Attribute List Create Purchase Order Add to Purchase Order Print Purchase Order View PO History Load Bibs and Items Cancel Selected Line ltems A
254. tal Encumbered 30 00 Total Spent 30 00 Allow activation with zero copy lineitems Records are then loaded using the Vandelay Interface If your provider supplies you with full MARC records after your orders are submitted these records should be loaded through the MARC Batch Import Export interface Libraries doing this should use the overlay functionality outlined in Section 8 4 Auto Overlay In Process Acquisitions Copies 8 2 How to Load Bibliographic Records and Items into the Catalogue All bibliographic records added to the catalogue through acquisitions are loaded through the vandelay interface Chapter 8 Loading Bibliographic Records and Items into the Catalogue 91 Vandelay identifies exisiting records that match the new records and allows staff to merge the new record into the existing record rather than creating a duplicate record It is recommended that you set the Load MARC Order Defaults to match what is shown in step 8 to avoid repetitious data entry Loading Records Using the Vandelay Interface 1 The Vandelay Interface will display Upload to Queue Or create a new queue Queuename Record Match Set sitkaMatch MA Merge Profile Merge Using EXISTING Ri na Import Non Matching Records wf Record Source Other Merge On Exact Match 901c Merge On Single Match Merge On Best Match v Best Single Match Minimum Quality Ratio 0 0 New Record Quality Quality of Best Match Insufficient Q
255. te of on order Certain cancel reasons are used to suspend purchase orders These cancel reasons are set to keep the debits when the purchase order is cancelled For example a cancel reason such as Publication Postponed for which debits are kept indicates that the item will still be purchased when published The funds remain encumbered for the purchase while the purchase order has the status of cancelled Cancel a Purchase Order Suspend a Purchase Order Cancel a Purchase Order 1 Open the purchase order 2 Click Cancel order Purchase Order on order Activated 6 23 13 11 56 PM ID 1723 Prepayment Required No Name 1 723 Activatable Mo Provider Fictional Provider FIC Notes 0 Total Lineitems 2 EDI Messages 0 Total Estimated 22 49 History View Total Encumbered 22 49 Invoicing View Invoices 0 Create Invoice Link Invoice Total Spent 0 00 Cancel Cancel order Chapter 7 Purchase Orders 80 gt 4 5 From the drop down menu that appears select a cancel reason Cancel Cancel order Canceled Account canceled Canceled Already delivered Canceled Already owned Canceled Canceled order Canceled Discontinued Canceled Du CL alori Click Cancel order Cancel Cancel order Reason Cang 9 Are you SURE you want to cancel this purchase order Cee The status of the purchase order becomes cancelled and all the line item bars change to white The funds no longer show as encum
256. te to Canceled The funds for the particular line item will no longer be encumbered Purchase Order on order Activated 7 9 15 9 38 AM ID 5001 Prepayment Required No Name Octorder Activatable Activated Provider Fictional Bookstore FICB TEST Notes 0 Total Lineitems 2 EDI Messages 0 Total Estimated 30 00 History View Total Encumbered 30 00 Invoicing _ View Invoices 0 Create Invoice Link Invoice v Total Spent 0 00 Cancel Cancel order v Actions Copies Owning Branch Copy Location Collection Code Fund Circ Modifier Distribution Formula x X x 7 OR v Apply to Selected Jv Line Items Expand All Items Notes Actions Status eggs a Silas Marner the weaver of Raveloe _ jy ve Eliot George 1819 1880 1419848739 Concelod BSH Order Identifier ISBN 1419848739 E ENNE Ee Duplicate 1900 146020 0 gt catalog 4 worksheet requests view invoice s Suspend a Line Item 1 Open a purchase order Chapter 9 Line Items 118 2 Check the box es of the line item s you wish to suspend Purchase Order on order Activated 7 9 15 9 38 AM ID 5001 Prepayment Required No Name Octorder Activatable Activated Provider Fictional Bookstore FICB TEST Notes 0 Total Lineitems 2 EDI Messages 0 Total Estimated 30 00 History View Total Encumbered 30 00 Invoicing View Invoices 0 Create Invoice Link Invoice v Total Spent 0 00 Cancel Cancel order v Actions v Copies
257. tems 4 Click Save to allow the changes to take effect Save Save amp Clear 5 The Title Details for the line item will update to reflect the additional copies The additional copies are automatically received in the system Proceed with paying the invoice Bibliographic Items Title Details Invoiced Paid Billed Paid Jaguars E Melanie Watt by Watt E Melanie 1962 0919879926 T Ordered 6 Recewed 7 Invoiced 0 Claimed 0 Cancelled Estimated 84 00 Encumbered 0 00 Paid 0 00 231 x PO2011 16 11 Bug 810030 DS Chapter 14 Invoices 201 E The additional copies can be un received 1f needed following the instruction in the Receiving and Un Receiving Copies section 14 6 Detach Line Items from an Invoice 1 Open an invoice 2 Click the Detach link adjacent to the line item you wish to remove Bibliographic Items Title Details Invoiced Paid Billed Paid Black rhinos E Melanie Watt by Watt E Melanie 1962 0919879969 1 Ordered 0 Recemed 0 invoiced 0 Claimed 0 Cancelled 7 Estimated 12 00 Encumbered 12 00 Paid 0 00 EN i B 233 x PO2011003 9 16 11 810 1 AN 3 Confirm that you wish to detach the line item by clicking OK on the pop up that appears Remove 0 charge for item Black rhinos E Melanie Watt Watt E Melanie 1962 0919879969 from the invoice 4 If your invoice is complete and contains proratable charges click Pror
258. the fund Funds that have been closed out will no longer appear on the drop down list Batch Update Funds This will update the fund for all copies attached to these lineitems This will also update any existing encumbered or spent debits Select a new fund CNF 2011 Cancel REF 2011 AF 2011 ANF 2011 YA 2011 CF 2011 1 Open a purchase order Chapter 9 Line Items 124 2 Check the box es of the line item s to which you would like to apply funds Copies Owning Branch Copy Location Collection Code Fund Circ Modifier Line Items Be with Me Lynn J 9760062294704 2014 HarperCollins Publishers FICB TEST Order Identifier ISBN 9780062294784 Berenstain Bears Meet Santa Bear 28 Berenstain Stan 9780394868606 1984 Random House Childrens Books FICB TEST Order Identifier ISBN 9780394666806 7 146030 0 catalog 4 worksheet requests view Invoice s queue Chapter 9 Line Items 125 3 Select the fund you wish to apply to the line items from the drop down menu of the Fund field on the Line Item Batch Updater Copies Owning Branch Copy Location Collection Code Fund Circ Modifier F_ SP6 2015 l JNF_ 5P 2015 E E E JF ZSPA 2015 AF ZSPA 2015 ANF ZSPA 2015 AF ZSPB 2015 Order Identifier ISBN 9780545433150 JNF_ZSPB 2015 ee Amulet 6 Escape from Lucien M Kibuishi Kazu 9760545433150 2014 Scholastic Incorporated FICB T T s ui al he ara
259. the path supplied by your provider e In the Incoming Directory field enter the incoming directory supplied by your provider Chapter 21 Acquisitions Module Additional Administrative Settings 293 Label NFIC_ZSP Host ftp tp nic com Username nfic TTTT Password password Account Owner Last Activity Provider NFICB TEST Path F fic Incoming Directoy Vendor Account Number Vendor Assigned Code Cancel 5 Click Save 6 Click on the link in the Provider field EDI Accounts New Account Delete Selected Back Meat Filter Vendor Vendor incoming Label Host Username Password Account Owner nes Direct Account Assigned us OY Number Code O 1 NAC_ZSP ftp ftp nnfic 77 7 password ZSF rare fit acg 7 Select the EDI account that has just been created from the EDI Default drop down menu Code NFICB TEST Default Copies 1 EDI Default Fax Phone Owner Prepayment Required Provider Name New Fictional Bookstore URL 8 Click Save View EDI Messages The EDI Messages screen displays all incoming and outgoing messages between the library and the provider Chapter 21 Acquisitions Module Additional Administrative Settings 294 To view the EDI Messages screen select Admin Acquisitions EDI Messages 2 The messages will display Use the column headers to sort Chapter 21 Acquisitions Module Additional Administrative Settings 295 Part IV Sitk
260. this circumstance you can create an invoice for the selected line items from your first purchase order and then link the line items from other purchase orders onto your invoice 1 Open a purchase order 2 Check the boxes beside the line items you would like to link to your invoice Estimated lt Line hems Expand All tems Notes Actions Status Price Selton Maggie W25207072 Order Identifier ISBN 0425207072 Expand Comani Hoet Actions v on order 21 00 44111 catalog 2 worksheet New Books August requests view imvoerels queus y The well of lost plots ee fui 1 Einde Jasper 0670032891 2003 Viking Order identifier ISBN 0670032891 ae gt catalog 4 worksheet New Books August requests wew invoice s queue order 18 50 Expand Gopies 4 Notes 0 Actions on order 17 99 3 ctions Save ltems T Mark Ready for Mark Ready for Orde Delete Selected items Add brief Record Export Single Attribute List _Po _reate Purchas Add to Purchase Order Print faces Order View PO History Load Bibs and Cancel Selected Line tems Apply Claim Policy to Selected Line Items Mark Selected Line tems as Received Un Receive Selected Line ltems Create Invoice From Selected Line ltems Link Selected Line items to Invoice 4 Inthe pop up box that appears enter the invoice number of the invoice you would like to link the line item to Enter the code for the provider T
261. thod Direct Billing Recenver BW 7 Bibliographic Items Title Details Invoiced Paid Billed Paid Detach Thurada axt in a good book a nove aap irde by Fforde Jasper 0142004030 2 Ordered 0 Recewed 2 Imoiced 0 Claimed 0 Cancelled Estimated 30 00 Encumbered 0 00 Paid 0 00 2 ii My Ai Detach 17851 H 572 02W12 5 The Acqusitions Invoice Receiving interface opens The interface defaults to Numberic Mode 6 Click Use List Mode Acquisitions Invoice Receiving Invoice FIC1986464 Copies received on this invoice 0 out of 8 The remaining are listed below 7 Use the check boxes to select the specific copies you would like to receive Chapter 13 Receive Un receive Acquisitions 181 8 Click Receive Selected Copies Acquisitions Invoice Receiving Invoice FIC 1986464 Copies received on this invoice 0 out of 8 The remaining are listed below Use Numenc Mode SOOk SS OG 9 The screen will refresh Select more copies to receive or click Return to Invoice Acquisitions Invoice Receiving Invoice FICTSER4S4 Copies received on this invoice 3 out of 8 The remaining are listed below Use Numenc Mode Chapter 13 Receive Un receive Acquisitions 182 Chapter 14 Invoices Adapted with permission from original material by the Evergreen Community You can create invoices for purchase orders individual line items as well as creating blank invoices that charges can be a
262. ting queue choose a queue from the dropdown list beside Add to an Existing Queue 4 Leave SitkaMatch in the Record Match Set box 5 Select a Record Source from the dropdown The default is OCLC but choose the one that best matches your file 6 Select a Merge Profile Choose Merge Using INCOMING Record from the dropdown menu 7 Check Import Non Matching Records box 8 Check Auto Overlay In Process Acquisitions Copies box 9 Click Browse to choose the source MARC file on your computer then click Upload Chapter 8 Loading Bibliographic Records and Items into the Catalogue 97 Record Type Bibliographic Records Create a New Upload Queue 062514 or Add to an Existing Queue Record Match Set sitkaMatch Limit matches to bucket Holdings Import Profile Select a Record Source Record Import Actions Merge Profile Merge Using INCOMING F Import Non Matching Records x Merge On Exact Match 901c Merge On Single Match Merge On Best Match Best Single Match Minimum Quality Ratio 0 0 New Record Quality Quality of Best Match Insufficient Quality Fall Through Profile z Copy Impor Actions Auto overlay In process Acquisitions Copies w File to Upload Browse_ Upload 10 Depending on the size of the file it may take a while for the uploading to finish Once it is finished records will be displayed in Inspect Queue view The Queue Summary shows the total number of MARC records in the queue and items contained in these reco
263. tion Lists GoBack Go Forward Acquisitions Search Refresh Grid New Selection List Clone Selected Back Next lt Name Owner F 1 Ho Titles AcqpurchaseBW F 2 Adult Fiction July AcqpurchaseBW 1 3 Adult Non Fiction August AcqpurchaseBW Chapter 5 Selection Lists Merge Selected Delete Selected Creation Time B22 10 07 AM 22 12 10 02 AM 6 22 12 10 03 AM The selection lists meeting your search criteria will display in a grid Edit Time e222 10 01 AM 6222 10 02 AM 6 22 12 10 03 AM Org Unit Debug Print Page Reveal Search Form Entry Count g 5 2 40 Chapter 6 Add Records Adapted with permission from original material by the Evergreen Community Abstract This chapter covers the various methods that can be used to add records to Evergreen through the Acquisitions Module Libraries should use the methods that best suit their individual workflow 6 1 Brief Records Brief records are short bibliographic records with minimal information that are often used as placeholder records until items are received Brief records can be added to new or existing selection lists Brief records can also be added to new or pending purchase orders Add a Brief Record to a Selection List Create a Brief Record and add it to a Selection List Add a Brief Record to a Purchase Order Add a Brief Record to a Selection List I Select Acquisitions My Selection Lists Gener
264. tions Status Brice Feet of Clay Pratchett Terry 9780552142373 O Order Identifier ISBN 9780552142373 Expand Copies 0 Notes 0 Actions zoe 145977 0 link to catalog 4 worksheet requests view invoice s Direct Charges Taxes Fees etc There are no miscellanea attached to this purchase order New Charge Save New Charges 5 To add additional brief records select Actions Add Brief Record Actions Actions Save ltems To Selection List Mark Ready for Selector Mark Ready for Order Delete Selected ltems Add Brief Record Export Single Attribute List Create Purchase Order Add to Purchase Order Print Purchase Order View PO History Load Bibs and ltems Cancel Selected Line ltems Apply Claim Policy to Selected Line Items Mark Selected Line ltems as Received Un Receive Selected Line ltems Create Invoice From Selected Line Items Link Selected Line Items to Invoice 6 2 Load MARC Order Records The Load MARC Order Records interface is made up of two parts Acquisitions and Vandelay Working together these two parts enable selection lists or purchase orders to be created from uploaded MARC records without causing unnecessary duplication in the Sitka catalogue When Load MARC Order Records is used in conjunction with a holding tag and subfields information such as number of copies price and fund for payment can be loaded from the provider See Holding Subfields for information on s
265. tions year end freeze have been selected and staff are aware of what those dates are 20 2 Sitka Acquisitions Year End Procedure If you run into difficulties at any point in this process please contact Support for assistance Library prepares for year end using the Year End Checklist Library confirms that the Library Setting Allow funds to be rolled over without bringing the money along is set to True Library implements acquisitions year end freeze An Acquisitions freeze helps ensure that all debits and encumbrances are assigned to the correct fiscal year Library runs fund report for old fiscal year Library runs a Dry Run to check that all necessary funds will be propagated for the new fiscal year Library performs the Fiscal Year Close out Operation Chapter 20 Acquisitions Year End 264 7 Library runs fund report for old and new fiscal year 8 Library uses fund reports to confirm that the encumbrances and spent totals for the funds in the old and new fiscal years are correct Libraries that do not carry unspent money forward should see balances of zero in their old fiscal year and negative balances in their new fiscal year 9 Library lifts acquisitions year end freeze 10 Library creates new funding source s and allocates credit to the funding source s 11 Library allocates money from the new funding source s into the new funds 12 Library begins new fiscal year Any line items on selection lists with the st
266. tity change Repriced Delayed Reprint under consideration Set to Keep Debits Canceled Unauthorized order Canceled Wrong author Chapter 22 Acquisitions Module Sitka wide Defaults 302 e Canceled Wrong edition e Canceled Wrong provider e Canceled Wrong title PO Item Request Cancellation Reasons New Cancel Reason Delete Selected Context Org Unit X Back Next Filter v Using Library Label Description Keep Debits 1 SITKA Canceled Account canceled Account has been canceled with the provider False 2 SITKA Canceled Already delivered Item has already been delivered False 3 SITKA Canceled Already owned Item is already owned False 4 SITKA Canceled Canceled order Order has been canceled False 5 SITKA Canceled Discontinued Title has been discontinued False 6 SITKA Canceled Duplicate Item is a duplicate False 1 7 SITKA Canceled Duplicate order Order is a duplicate False 8 SITKA Canceled Incorrect order Order is incorrect False 9 SITKA Canceled Invalid ISBN ISBN is unrecognizable False m 10 SITKA Canceled Items blocked from crossing border Items have been blocked from crossing the border False F 11 SITKA Canceled Lost goods Items have been lost False m 12 SITKA Canceled Miscellaneous Miscellaneous reason False M 13 SITKA Canceled Never received Item never received False E 14 SITKA Canceled No longer available Item is no longer available for purchase False 15 SITKA Canceled No longer needed Item h
267. ts queue aas Twitter The Comic The Book Comics Based On The Greatest Tweets Of Our Generation 1452135134 2014 08 Raincoast Books FICB TEST o Order Identifier ISBN 1452135134 Expand Copies 0 Notes 0 Actions v Selector Ready 146002 0 gt catalog 4 worksheet requests queue 3 Select Actions gt Mark Ready for Order Actions Actions Save ltems To Selection List Mark Ready for Selector Mark Ready for Order Delete Selected ltems Add Brief Record Export Single Attribute List Create Purchase Order Add to Purchase Order Print Purchase Order View PO History Load Bibs and iten Cancel Selected Line Itel Apply Claim Policy to S Mark nine Lin Create lanier Fro om Se elected Line tems Link Selected Line tems to Invo Chapter 7 Purchase Orders 65 4 A pop up box will appear Choose either Mark selected or Mark all kh Mark selected Mark all Cancel Go Click Go Ik Mark selected Mark all Cancel Go The screen will refresh The marked line item s will be highlighted periwinkle and the status will have changed to order ready Selection list Order Sept 2015 Create date 7 6 15 Last updated 7 6 15 Selector cburnsacqzspa Entry Count 4 Actions X Z Line Items Expand All Items Notes Actions Status er Cook Katie 163140105X 2014 10 Idea and Design Works Publishing FICB TEST K Friendship Is Magic Volume 5
268. ttribute Definitions 2 Click the hyperlinked name of fund you would like to delete a tag from The Fund Details screen will appear Funds Context Org Unit 75P A4 Year 2015 h Refresh Balance Combine stop Percent Currency Type F 1 Adult Fiction AF ZSPA 2015 7SP A Teg True 90 75 True True 2060 91 Adult Canadian 2 Non Fiction ANFZSPA 2015 7SP A rae True 90 75 True True 9609 14 p gge JFZSPA 2015 7SP A Canadian Tue True True 2915 80 Fiction Dollars m ee ane JNF ZSP 2015 ZSP A Canadian Tiue 90 75 True True 2500 00 Non Fiction Dollars aia Chapter 17 Funds 238 3 Click on the Tags tab Fund Details Create Allocation Transfer Money Y summary Allocations Debits Tags Add Tag 7 4 Click the blue X beside the tag you would like to delete Fund Details Create Allocation Transfer Money Summary Allocations Debits Tags 5 Click OK to the pop up and the tag will be deleted Q Are you sure you want to remove this tag from this fund Cancel Chapter 17 Funds 239 Chapter 18 Providers Adapted with permission from original material by the Evergreen Community Abstract Providers are vendors Each provider used in the acquisition process needs a provider profile This profile contains information pertaining to contacting the provider claiming EDI and holding subfields Providers can be edited should information change 18 1 Create
269. ttribute Definitions cceccecethesscearevevecesaztvecrececseectetoncearecesedcecstvatecaneraidecdeane 305 22 8 New Sitka wide Defaults 2 0 2 0 ccc ceccccec ccc ec eee eceeeeceeeeceeeeseseseceeseceeseseeeseegeseeeeaeseeaeseeaeaes 306 Sitka Evergreen Acquisitions User Manual V List of Tables jecMate sce SIC ola eae re eT ttt tree rte etree eae 19 2 Acquisitions Load MARC Order Record Defaults Sitka Evergreen Acquisitions User Manual yi Part I Introduction Table of Contents AN inioduction t ACau NONS seein cetera ere eres ere eeenrre R Ee Dela Oral ACUL TODA ee E TT Ee 2 NOW IN Evergrodh VOrSION 29 reiris irae i S e Na EER 5 2 1 Acq isiions Admin Men MOV scctatacanaeancasisnnnnssalabennsiansedaneanniedadinnnspialaninesetatetanininaniianicadaianaannnes 5 e 8 O e eE O a A E E 5 2 3 Differentiate between cancelled and delayed lineitems cece ec cccec ccc ec sec eteeaeceeeeceeeeseeeeseeeeaenees D 2 4 Support Cancellation and Receiving of Delayed Lineitems ccc ccc ccc eeceeceee ese eceeeeseeeeeseeeeeeeaeees 6 2 5 Duplicate Order Detection Improvements 2 iccnsesascessnsarcesascansacsaceneaneacascannatavensecanssenacezeseeaterassantauess f 2 6 Specify Purchase Order Name During Creation ci cissscsnccevenesecasstectexencndetuncesecteeecsdvenessseccaneesdssunacencens 7 o gt Recommended VV OPK MOS eaorerrni annn e EE EEEO 8 3 1 Selecion Using the Catalogue s
270. uality Fall Through Profile Merge Using EXISTING Ri X Load Items for Imported Records af File to U pload Browse_ Upload 2 Create anew Upload Queue or use the drop down menu to add to an Exisiting Queue Do not use or slash or backslash in import queue name 3 Select SitkaMatch from the Record Match Set drop down menu The Record Match Set determines what fields will be matched on The SitkaMatch match set looks in the database for matches on the 901c field the 020a ISBN and 022a ISSN and the 010a Library of Congress Control Number and the 035a System Control Number 4 Select Merge Using Existing Record from the Merge Profile drop down menu 5 Select a Record Source from the dropdown The default is oclc but choose the one that best matches your file eg ULS Whitehots etc Contact Sitka Support if you have a record source you use on a regular basis that is not listed 6 Check the box for Import Non Matching Records This will import any records that do not have matches in the catalogue 7 Check the box for Merge on Best Match Chapter 8 Loading Bibliographic Records and Items into the Catalogue 92 This means that if the system finds a match in the database it will create holdings on that existing record rather than importing the record from the purchase order This should result in your cataloguer needing to do less merging when the items arrive as the majority of items will already be
271. ue ar ms 7 Expand Copiesi4 Motes 0 Actions on order 27 00 Expand Copesi4 Notes 0 Actions received 16 50 ma OOO DIOR LEER FEN ERIGE 30 2004 c2002 Penguin Mo Expand Copies 4 Notes gt Actions on order 17 99 44113 gt catalog 6 worksheet New Books August requests view invoice s queue 13 3 Receiving and Un Receiving Copies You can receive copies that have a status of on order You can un receive copies that have a status of received Receive a Copy Un Receive a Copy Receive a Copy Mark Received in the copies screen allows you to receive only specific copies on a purchase order Copies must have a status of on order for the Mark Received link to appear 1 Open a purchase order 2 Click the Copies link on the line item containing the copy or copies you wish to receive A Line Items Expand All Items Notes Actions Status ary Mail Sefton Maggie 9780425228364 te I RE Onder identifier ISBN 9780425228364 x Expand Copies 4 Notes M Actions on order 124 rE Laurer me 44119 gt catalog worksheet New Books September requests wew invoice s queue Chapter 13 Receive Un receive Acquisitions 175 3 Click the Mark Received link adjacent to the copy you wish to receive Add Edit Items Ratun ltem Count 4 Save Changes Distnbution Formulas Apply Owning Branch Copy Location Collection Code Fund Owning Branch Co
272. ulas e a lz Ld Batch Update Owning Branch Shelving Location Collection Code Fund Circ Modifier Callnumber Barcode Notes ss BPR Non Fiction WL AF book C164 BPR164 wed Cancel Claim BPR Non Fiction WL AF book C164 BPR165 Mark Received Cancel Clain BPR Non Fiction WL AF book C164 BPR166 Mark Recewed Cancel Clain BPR Non Fiction WL AF book C164 BFR167 Mark Recewed Cancel Clain 4 The claim type claim reason will display with a Show Voucher link Click the Show Voucher link Claims Against item Marrying off Mother and other stones 341 BPR164 Not recvd o PAST DUE Show Voucher e BPR165 Not recvd o PAST DUE Show Voucher e BPR166 Not recvd o PAST DUE Show Voucher BPR167 Not recvd PAST DUE Show Voucher Initiate New Claims 4 BPR164 Not recvd L BPR165 Not recvd I RDDAIRR Nat rari Chapter 12 Claim Items 165 5 You should be able print the voucher at this screen BUG This link works inconsistently Claim Voucher Claim 54 PAST DUE Against Marrving off Mother and other stories Event type PHONE Library initiated Event date 2011 10 11T11 35 50 0700 Order date 2011 09 16T13 20 23 0700 Barcode BPR164 Fund WL AF 2011 Claim 55 PAST DUE Chapter 12 Claim Items 166 Chapter 13 Receive Un receive Acquisitions Adapted with permission from original material by the Evergreen Community Abstract You can receive and un receive entire purchase orders line items on a
273. ult Fiction New Entry Apply Changes Owning Library Copy Location Fund Circ Modifier Collection Code ltem Count K GW Adult Fiction 7 AF book z 1 Hew Entry Apply Changes 11 For multi branch libraries repeat steps 7 through 11 to add copies for as many branches as you require 12 To view the changes to your formula select Admin Acquisitions gt Distribution Formulas The item count will reflect the entries to your distribution formula Distribution Formulas Back Next Formula Name Formula Owner item_count C Bestsellers BPR 6 New ks BPR 2 Chapter 21 Acquisitions Module Additional Administrative Settings 278 Edit a Distribution Formula Select Admin Acquisitions gt Distribution Formulas Operator Change New Download Offline Patron List Offline Transaction Management Currency Types Acquisitions Distribution Formulas Local Administration EDI Accounts Server Administration EDI Messages Workstation Administration Exchange Rates Toggle Activity Meters Fund Tags User Permission Editor Funding Sources For developers Funds pers Providers Claim Event Types Claim Policies Claim Policy Actions Claim Types Invoice Item Type Invoice Payment Method Cancel Reasons Line Item Alerts Line Item MARC Attribute Definitions 2 Click on the hyperlinked name of the formula you would like to edit Distribution Formulas New Formula Delete Selected Clone Selected
274. und ACQ_ FUND_NOT_FOUND e The fund s used for the purchase order must not have reached its stop level If the fund is above its stop level the Activate Order field will read No fund fund name here would be encumbered beyond its stop level In this case more credit must be allocated to the fund or a different fund must be applied to the purchase order Activatable No fund WL JF 2011 would be encumbered beyond its stop level If the fund s used for the purchase order have reached its warning level staff will be alerted but are able to continue with activating the purchase order Activate a Purchase Order When the above criteria have been met the Activate Order button will appear and you can proceed with the following Chapter 7 Purchase Orders 78 1 Click the button Activate Order Purchase Order pending ID 2992 Prepayment Required Name PO 20140617 Activatable Provider Fictional Provider FIC_ BPR Notes Total Lineitems 2 Total Estimated 9 99 Total Encumbered 30 00 0 00 EDI Messages History Total Spent Allow activation with zero copy lineitems Split Order by Lineitems No Yes Activate Order Activate Without Loading Items 0 0 View 2 When you activate the order the bibliographic records and copies will be imported into the catalogue using the Vandelay interface if not previously imported See How to Load Bibliographic Records and Items into the Catalogue for instructions o
275. urces Admin Help Operator Change New Download Offline Patron List Offline Transaction Management Currency Types Acquisitions Distribution Formulas Local Administration EDI Accounts Server Administration EDI Messages Workstation Administration Exchange Rates Toggle Activity Meters dala User Permission Editor Funding Sources Funds R For developers Providers Claim Event Types Claim Policies Claim Policy Actions Claim Types Invoice Item Type Invoice Payment Method Cancel Reasons Line Item Alerts Line Item MARC Attribute Definitions 2 Click on the hyperlinked name of the funding source you would like to apply credit to This takes you to the Funding Source Details screen Funding Sources New Funding Source Delete Selected Back Next Filter iv _ Funding Source Name Owner Code Currency balance m 1 CmMY OF aed ZSP A COF_ZSPA Canadian Dollars 8258 65 2 Friends of the Libkery ISP A FOL_ZSPA Canadian Dollars 5000 00 3 City of Fiction ZSP B COF_ZSPB Canadian Dollars 9462 35 4 City of Springfield ZSP A COSA Canadian Dollars 15000 00 5 City of Springfield ZSP B COSB Canadian Dollars 17500 00 Chapter 16 Funding Sources 217 3 Click Apply Credit Funding Source Details Apply Credit v Allocate to Fund v Summary Credits Allocations Owner ID Name Code Balance Total Credits Total Debits Seni 93 CITY OF FICTION COF_ZSPA 8258 65 10000 1741 35 CAN Z
276. urchase Order Create Purchase Order Chapter 6 Add Records OPAC View MARC View MARC Edit Holdings Maintenance Manage Conjoined Items Manage Parts View Holds Add to Bucket Mark for Overlay Delete Record Undelete Record Add Volumes Mark as Title Hold Transfer Destination Transfer All Title Holds Mark as Target for Conjoined Items 63 4 Add to Selection List will bring up a pop up Either Save as Selection List and type in the name of a new selection list or Add to Selection List and type in the name of any existing selection list created by any user at your library Save selected Save all Save as Selection List Add to Selection List Add to Purchase Order will bring up a pop up Fill in the PO of the purchase order you would like to add the line item to and click Save EnterthePO o Create Purchase Order will bring up a pop up See Create a Purchase Order from Line Items for further instructions Ordering Agency Name optional Provider Prepayment Required LJ All Line Items s Selected Line Items Import Bibs and Create Copies _ Submit Cancel Chapter 6 Add Records 64 Chapter 7 Purchase Orders Adapted with permission from original material by the Evergreen Community Abstract This chapter describes how to create activate and receive purchase orders in the Acquisitions Module Other functions related to purchase orders are also covered 7 1
277. urchase Order Check the box adjacent to Import Bibs and Create Copies to import the records into the catalogue Ordering Agency Provider Prepayment Required All Lineitems Selected Lineitems Records are then loaded using the Vandelay Interface Chapter 8 Loading Bibliographic Records and Items into the Catalogue 90 You can import bib records and items into the catalogue from a purchase order by clicking Actions Load Bibs and Items Actions Actions Save ltems To Selection List Mark Ready for Selector Mark Ready for Order Delete Selected items Add Brief Record Export Single Attribute List P0 Create Purchase Order Add to Purchase Order Print Purchase Order View PO Histo Load Bibs and Items Cancel Selected Line tems Apply Claim Policy to Selected Line Items Mark Selected Line tems as Received Un Receve Selected L Create Invoice From Selected Line Items Link Selected Line tems to Invoice ne items Records are then loaded using the Vandelay Interface 4 If you have not previously loaded the bib records and items into the catalogue Evergreen will automatically import the bib records and items into the catalogue when the purchase order is activated Purchase Order pending ID 1721 Prepayment Required No Name 1721 Activatable Yes Activate Order Provider Fictional Provider FIC Notes 0 Total Lineitems 2 EDI Messages 0 Total Estimated 10 00 History View To
278. urchase order is accidently received or should not have been received in the first place due to damage or other reasons it is possible to un receive the purchase order The purchase order must have the status of received for this function to be enabled 1 Open your purchase order 2 Click the checkmark to select all items on the purchase order Line Items Chapter 7 Purchase Orders 86 3 Using the main Actions menu select Actions gt Un Receive Selected Line Items Actions Actions Save ltems To Selection List Mark Ready for Selector Mark Ready for Order Delete Selected tems Add Brief Record Export Single Attnbute List i Lreate Purchase Order Add to Purchase Order Print Purchase Order View PO History Load Bibs and tems Cancel Selected Line tems Apply Claim Policy to Selected Line Items Mark Selected Line ltems as Received Un Receve Selected Line tems Create Invoice From Selected Line ltems Link Selected Line tems to Invoice 4 A pop up will appear asking you to confirm that you wish to rollback receipt of all the copies for the purchase order Click OK This will rollback receipt of all copies for this purchase order Eac Continue 5 The line items on the purchase order will change to a mauve colour and the status will update to on order If the purchase order is received in the future it will behave in the same manner as a purchase order that is being recei
279. ved for the first time Purchase Order on order Activated 7 6 15 2 03 PM ID 4985 Prepayment Required No Name Julynewfiction Activatable Activated Provider Fictional Bookstore FICB TEST Notes 0 Total Lineitems 4 EDI Messages 0 Total Estimated 40 00 History View Total Encumbered 40 00 Invoicing View Invoices 0 Create Invoice Link Invoice Total Spent 0 00 Actions X Copies Owning Branch Copy Location Collection Code Fund Circ Modifier Distribution Formula z OR Apply to Selected x Line Items Expand All Items Notes Actions Status Ea meted Eriendship Is Magic Volume 5 Cook Katie 163140105X 2014 10 Idea and Design Works Publishing FIC_ZSPA Order Identifier ISBN 163140105X x Expand _Copies 1 Notes 0 Actions eee 10 00 145967 0 gt catalog 4 worksheet Test requests view invoice s queue Home Style By City Ideas And Inspiration From Paris London New York Los Angeles And Copenhagen Magntorn Ida 145213717X 2014 09 Raincoast Books FIC_ZSPA Order Identifier ISBN 1145213717X Expand Copies 1 Notes 0 Actions On Order 10 00 145968 1 gt catalog 4 worksheet Test requests view invoice s queue lanet Ca Planet Cake Clever Creations For Kids Cutler Paris 1626860963 2014 07 Raincoast Books FIC_ZSPA EP Order Identifier ISBN 11626860963 Expand Copies 1 Notes 0 Actions On Order 10 00 145969 10 gt cata
280. vent Types Claim Policies Claim Policy Actions Claim Types Invoice Item Type Invoice Payment Method Cancel Reasons Line Itern Alerts Line Itern MARC Attribute Definitions Chapter 17 Funds 234 2 Click New Fund Tag _ New Fund Tag Delete Selected 3 Select a Fund Tag Owner from the drop down menu The owner indicates the organizational unit s whose staff can use this fund tag Fund Tag Owner Fund Tag Name Cancel Save 4 Enter a Fund Tag Name There is no limit to the number of characters that can be entered in this field 5 Click Save Fund Tag Owner BW Fund Tag Name Non Fiction Cancel Save Chapter 17 Funds 235 Add a Fund Tag I Select Admin gt Acquisitions Funds Admin Operator Change New Download Offline Patron List Offline Transaction Management Currency Types Acquisitions Distribution Formulas Local Administration ED Accounts Server Administration EDI Messages Workstation Administration a Toggle Activity Meters aa User Permission Editor Funding Sources For developers Funds gt Providers Claim Event Types Claim Policies Claim Policy Actions Claim Types Invoice Item Type Invoice Payment Method Cancel Reasons Line Item Alerts Line Item MARC Attribute Definitions 2 Click the hyperlinked name of fund you would like to add a tag to The Fund Details screen will appear Funds Context Org Unit 75P A4
281. very fund where the Rollover box was checked Fiscal Year Close out Operation Propagation Only To propagate funds in Evergreen without performing rollover 1 The Propagate check box must be checked for every fund that will be propagated See Create a Fund for information on this check box 2 Inthe Funds Interface select the top level of your organization from the Context Org Unit drop down menu Only applicable to multi branch systems Funds Context Org Unit BW F Year 2072 3 From the Year drop down menu choose the year for which you would like to propagate the funds 4 The Propagate check box must be checked for every fund that will be rolled over See Create a Fund for information on these check boxes Chapter 20 Acquisitions Year End 273 5 Click Fund Propagation and Rollover Funds New Fund Delete Selected Fund Propagation amp Rollover Context Org Unit BW Year 2012 Refresh 6 Uncheck the box adjacent to Perform Fiscal Year Close Out Operation 7 Uncheck the box adjacent to Limit Fiscal Year Close out Operation to Encumbrances 8 Uncheck the tickbox for Dry Run 9 Notice that the context org unit reflects the context org unit that you selected at the top of the Funds screen If you want to propagate funds for context org unit and its child units check the box adjacent to Include Funds for Descendant Org Units Context Org Unit Include Funds for Descendant Org Units 10 Click
282. work Pagination ISBN ISSN Price Identifier Publisher Publication Date Edition UPC Local Notes Save Record Chapter 6 Add Records 44 3 Enter the bibliographic information into the desired fields and click Save Record New Brief Record Add To Selection List Order August Title of work Author of work Language of work Pagination ISBN short history of nearly everything Bryson Bill English 560 p 978038566044 ISSN Price Identifier Publisher Anchor Canada Publication Date 2004 Edition UPC Local Notes Save Record 4 Anew line item appears on your selection list Selection list Order September Create date 6 30 15 Last updated 6 30 15 Selector cburnsacqzspa Entry Count 1 Actions v Line items Expand All items Notes Actions Status Estimated A short history of nearly everything l Bryson Bill 978038566044 Anchor Canada f Order Identifier ISBN 978038566044 Expand Copies 0 Notes 0 Actions Bl ad 145976 0 link to catalog 4 worksheet requests Add a Brief Record to Purchase Order 1 Open or create a purchase order See Create a Purchase Order for more information Chapter 6 Add Records 45 2 Click the Add Brief Record button Purchase Order pending ID 4956 Prepayment Required No Name 2992 Activatable Yes Activate Order Activate Without Loading Items Provider Fictional Bookstore FICB TEST Notes 0
283. ws e fund Purchasing 1 Purchaser Selector checks that line items are complete and activates the purchase order 2 Purchaser or Cataloguer uses the Vandelay interface to merge all brief records with full records already in the catalogue Only items that do not already exist in the catalogue will use a brief record 3 Purchase order is sent via mail email fax EDI to provider unless the order has already been entered directly on the provider s website Receiving Invoicing On Purchase Order 1 Receiver receives all items that arrive on their respective purchase orders 2 Receiver creates an invoice either from an entire purchase order or from a single line item 3 Receiver links appropriate line items to the invoice 4 Invoice is paid and closed 5 Relevant information is forwarded to finance department bookkeeper On Invoice 1 Receiver creates an invoice either from an entire purchase order or from a single line item 2 Receiver links appropriate line items to the invoice 3 Receiver receives all items through the invoice 4 Invoice is paid and closed 5 Relevant information is forwarded to finance department bookkeeper Cataloguing 1 Cataloguer updates barcode and copy information for each item 2 Cataloguer imports a full record or does original cataloguing to replace any brief bibliographic records 3 Items are processed and checked in 3 3 Selection By Loading MARC Or
284. y Location Collection Code Fund Circ Modifier Distribution Formula x F ZSPA 2015 y OR Chapter 9 Line Items 130 Chapter 10 Export Single Attribute List Adapted with permission from original material by the Evergreen Community Abstract This chapter details how to export a single attribute list from a selection list or purchase order A single attribute list may be made up of ISBNs ISSNs or UPCs 10 1 How to Export a Single Attribute List You can export ISBNs ISSNs or UPCs as a file from a list of line items A list of ISBNs for example could be uploaded to provider websites when placing orders 1 Onaselection list or purchase order check the boxes of the line items with the attributes that you wish to export Copies Owning Branch Copy Location Collection Code Fund Circ Modifier Line Items sem Amulet 6 Escape from Lucien iS Kibuishi Kazu 9780545433150 2014 Scholastic Incorporated FICB TEST E P Order Identifier ISBN 9780545433150 z i 146028 0 catalog 4 worksheet requests view Invoice s queue 7 94 Be with Me Lynn J 9780062294734 2014 HarperCollins Publishers FICB TEST L an i etm Order Identifier ISBN 978680062294784 146029 0 gt catalog 4 worksheet requests view invoice s queue ft Berenstain Stan 9760394866606 1984 Random House Childrens Books FICB TEST hi a Order Identifier ISBN 9780394868806 F g 146030 0
285. y a bug preventing claim vouchers from appearing Claims Against item The Penderwicks 146019 e S5P103751 Not recvd o DAMAGED Show Voucher e 5P103750 Not recvd o DAMAGED Show Voucher Initiate New Claims C ZSP103751 Not recv d C ZSP103750 Not recv d Claim selected View History It is possible to view the changes that have been made to a line item 1 Open a selection list or purchase order 2 Using the Actions menu on the line item select Actions View History x Line Items Expand All Items Notes Actions Status as PEA The Penderwicks P Birdsall Jeanne 9780440420477 i ES Order identifier ISBN 9780440420477 Expand Comes Nolesft E acions Do m Actions 146019 0 gt catalog 4 worksheet requests view invoice s Update Barcodes Holdings Maint Direct Charges Taxes Fees etc need Bae There are no miscellanea attached to this purchase order Chapter 9 Line Items 114 3 By default the newest changes appear first Use the column headers to sort Lineitem History Audit Time State ica _ emma 1 lo36 pm 070d S253 a ine 1219 AM new _ GSH 3 1219 AM new g es fy t zam mis Emna new 12 16 AM 9 10 Line Item Statuses The status of a line item displays to the right of the actions menu the status of the line item Selection Purchase Order 1742 1742 1742 1742 1742 Provider MFIC
286. yed Backordered Delayed Damaged Delayed Delivered but Lost Delayed Postpone Delayed Reprint under consideration 5 Click Cancel Line Items v Delayed Postpone Cancel Line Items Chapter 9 Line Items 119 6 A pop up will appear asking you to confirm that you wish to cancel the line item Click OK Q Are you SURE you want to cancel this line item 7 The line item will change to blue and the status will update to Delayed Because the line item has been suspended rather than cancelled the funds for the line item are still encumbered Purchase Order on order Activated 7 9 15 9 38 AM ID 5001 Prepayment Required No Name Octorder Activatable Activated Provider Fictional Bookstore FICB TEST Notes 0 Total Lineitems 2 EDI Messages 0 Total Estimated 30 00 History View Total Encumbered 15 00 Invoicing View Invoices 0 Create Invoice Link Invoice v Total Spent 0 00 Cancel Cancel order v Actions X Copies Owning Branch Copy Location Collection Code Fund Circ Modifier Distribution Formula z OR Apply to Selected Line Items Expand All Items Notes Actions Status va Silas Marner the weaver of Raveloe 7 Wy Eliot George 1819 1880 1419848739 Canceled Order Identifier ISBN 1419848739 E Emad See Actions Duplicate 19 00 146020 0 gt catalog 4 worksheet requests view invoice s ISBN 1419849739 Ly Actions v 1500 8

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