--- /dev/null
+The Acquisitions Module\r
+=======================\r
+Evergreen Release 2.0.0\r
+\r
+.License\r
+\r
+This manual is licensed under the Creative Commons, Attribution-Share-Alike\r
+license. This document was created by Equinox Software, Inc. with funding\r
+provided by Georgia Public Library Service. Any reproductions or adaptations\r
+must attribute original creation of this work to Equinox Software, Inc. and\r
+Georgia Public Library Service. Any reproductions or adaptations must be\r
+distributed under the same or a similar license.\r
+\r
+.Abstract\r
+\r
+This documentation is intended for users who will be performing front line\r
+processes in the acquisitions module. Documented functions include creating\r
+selection lists, creating and activating purchase orders, and receiving,\r
+invoicing, and claiming items. Administrative functions are documented in\r
+Administration Functions in the Acquisitions Module. This document is intended\r
+for first time users of the Acquisitions module as well as those who are\r
+familiar with the module and need only a reference guide. The contents of this\r
+document are alphabetized by topic.\r
+\r
+Brief Records\r
+-------------\r
+\r
+Brief records are short bibliographic records with minimal information that are\r
+often used as placeholder records until items are received. Brief records can\r
+be added to selection lists or purchase orders and can be imported into the\r
+catalog. You can add brief records to new or existing selection lists. You can\r
+add brief records to new, pending or on-order purchase orders.\r
+\r
+Add brief records to a selection list\r
+~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~\r
+\r
+ . Click Acquisitions -> New Brief Record. You can also add brief records to\r
+an existing selection list by clicking the Actions menu on the selection list\r
+and choosing Add Brief Record.\r
+ . Choose a selection list from the drop down menu, or enter the name of a new selection list.\r
+ . Enter bibliographic information in the desired fields.\r
+ . Click Save Record.\r
+\r
+Add brief records to purchase orders\r
+~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~\r
+\r
+You can add brief records to new or existing purchase orders.\r
+\r
+ . Open or create a purchase order. See section 13 for more information.\r
+ . Click Add Brief Record.\r
+ . Enter bibliographic information in the desired fields. Notice that the\r
+record is added to the purchase order that you just created.\r
+ . Click Save Record.\r
+\r
+Cancel/suspend acquisitions\r
+---------------------------\r
+\r
+You can cancel entire purchase orders, line items on the purchase orders, and individual copies\r
+that are attached to a line item. You can also use cancel reasons to suspend purchase orders,\r
+line items, and copies. For example, a cancel reason such as Delayed Publication, would\r
+indicate that the item will be purchased when the item is published. The purchase is, in effect,\r
+suspended rather than cancelled, but the state of the purchase order, line item, or copy would\r
+still become cancelled.\r
+\r
+Cancel/suspend copies\r
+~~~~~~~~~~~~~~~~~~~~~\r
+\r
+You can cancel or suspend line items that are in a state of on order or pending order.\r
+\r
+ . Select the Copies link.\r
+ . Click the Cancel link adjacent to the copy that you wish to cancel.\r
+ . Select a cancel reason from the drop down menu that appears, and click Cancel copy.\r
+\r
+Cancel/suspend line items\r
+~~~~~~~~~~~~~~~~~~~~~~~~~\r
+\r
+You can cancel or suspend line items that are in a state of on order or pending order.\r
+\r
+ . Check the boxes of the line items that you wish to cancel.\r
+ . Click Actions ->Cancel Selected Lineitems.\r
+ . Select a cancel reason from the drop down menu. Choose the cancel reason,\r
+and click Cancel Line Items. The status of the line item is now cancelled.\r
+\r
+Cancel/suspend purchase orders\r
+~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~\r
+\r
+ . Notice the Cancel column in the top half of the purchase order.\r
+ . Click the drop down arrow adjacent to Cancel order, and select a reason for\r
+cancelling the order.\r
+ . Click Cancel order. The state of the purchase order is cancelled.\r
+\r
+Claim items\r
+-----------\r
+\r
+Manual claiming of items can be accomplished in multiple ways, but electronic\r
+claiming is not available in the 2.0 release.\r
+\r
+You can apply claim policies to line items or individual copies. You also can\r
+use the default claim policy associated with your provider to claim items.\r
+\r
+Apply a claim policy\r
+~~~~~~~~~~~~~~~~~~~~\r
+\r
+You can apply a claim policy to an item in one of two ways: apply a claim\r
+policy to a line item when the item is created on the selection list or\r
+purchase order, or use the default claim policy associated with the provider on\r
+the purchase order. The default claim policy for a provider is established when\r
+the provider is created and will be used for claiming if no claim policy has\r
+been applied.\r
+\r
+ . Open a selection list or purchase order. See section 13 for more information.\r
+ . Click the Actions drop down menu on the line item.\r
+ . Click Apply Claim Policy.\r
+ . A drop down menu of claim policies will appear. Choose a claim policy to\r
+apply to the line item. The claim policy will be applied to all items that have\r
+not been received or cancelled.\r
+ . Click Save.\r
+\r
+Change a claim policy\r
+~~~~~~~~~~~~~~~~~~~~~\r
+\r
+You can manually change a claim policy that has been applied to a line item.\r
+\r
+ . Open a selection list or purchase order.\r
+ . Click the Actions drop down menu on the line item.\r
+ . Click Change Claim Policy.\r
+ . A drop down menu of claim policies will appear. Choose a claim policy to apply to the line\r
+item.\r
+ . Click Save.\r
+\r
+Claim an item\r
+~~~~~~~~~~~~~\r
+\r
+You can manually claim items at any time after the item has been ordered.\r
+\r
+ . Open a purchase order.\r
+ . Click the Actions drop down menu on the line item.\r
+ . Click Claims. The number of existing claims appears in parentheses.\r
+ . A drop down menu of items to be claimed and possible claim actions appears.\r
+Check the boxes adjacent to the item that you want to claim and the action that\r
+you will take. You can claim items that have not been received or cancelled.\r
+ . Click Claim Selected.\r
+ . Select a claim type from the drop down menu. Entering a note is optional.\r
+ . Click Claim.\r
+ . The number of existing claims on the line item updates, and a claim voucher\r
+appears. The voucher can be printed and mailed to the vendor to initiate the\r
+claim.\r
+\r
+Produce a list of claim-ready items\r
+~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~\r
+\r
+If an item has not been received and meets the conditions for claiming\r
+according to the item’s claim policy, then the item will be eligible for\r
+claiming. Evergreen can produce a list of items, by ordering branch, which is\r
+ready to be claimed. You can use this list to manually claim items from your\r
+provider.\r
+\r
+ . Click Acquisitions ->Claim-Ready Items.\r
+ . Choose a branch from the drop down menu to claim items that were ordered by this\r
+branch.\r
+ . Any items that meet the conditions for claiming will appear.\r
+ . Check the box adjacent to the line items that you wish to claim. Click Claim selected items.\r
+ . Select a claim type from the drop down menu. Entering a note is optional.\r
+ . Click Claim.\r
+\r
+Export Single Attribute List\r
+----------------------------\r
+\r
+You can export ISBNs, ISSNs, or UPCs as a file from the list of line item(s). A list of ISBNs, for\r
+example, could be uploaded to vendor websites when placing orders.\r
+\r
+ . From a selection list or purchase order, check the boxes of the line items with attributes\r
+that you wish to export.\r
+ . Click Actions -> Export Single Attribute List.\r
+ . Choose the line item attribute that you would like to export from the drop down list of\r
+attributes.\r
+ . Click Export List.\r
+ . Save the file to your computer.\r
+ . Open the file. Choose a program to open the file. The following is an example of an ISBN in\r
+a spreadsheet.\r
+\r
+Funds\r
+-----\r
+\r
+You can apply a single fund or multiple funds to copies on a selection list or\r
+purchase order. You can change the fund that has been applied to an item at\r
+any time on a selection list. You can change the fund that has been applied to\r
+an item on a purchase order if the purchase order has not yet been activated.\r
+\r
+Funds can be applied to items from the Copies link that is located on a line\r
+item. Funds can also be applied to copies by batch updating line items and\r
+their attendant copies.\r
+\r
+Apply funds to individual copies\r
+~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~\r
+\r
+ . Click the Copies link on the line item.\r
+ . To apply a fund to an individual item, click the drop down arrow in the Fund field.\r
++\r
+[NOTE]\r
+A yellow fund name indicates that the balance in the fund has dropped to the\r
+warning percent that was entered in the admin module. A red fund name\r
+indicates that the balance in the fund has dropped to the stop percent that was\r
+entered in the admin module. Funds that have been closed out will no longer\r
+appear on the drop down list.\r
++\r
+ . To apply a fund to multiple items, see section 7 for more information.\r
+\r
+Apply funds to copies via batch updates to line items\r
+~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~\r
+\r
+You can apply funds to all copies on a line item(s) from the Actions menu on\r
+the selection list or the purchase order.\r
+\r
+ . Check the boxes of the line items with copies to which you would like to apply funds.\r
+ . Click Actions ->Apply Funds to Selected Items.\r
+ . Select the fund that you wish to apply to the copies.\r
+ . Click Submit.\r
+\r
+Invoice acquisitions\r
+--------------------\r
+\r
+You can create invoices for purchase orders, individual line items, and blanket\r
+purchases. You can also link existing invoices to purchase orders. In 2.0, all\r
+invoicing is manual.\r
+\r
+You can invoice items before you receive the items if desired. You can also\r
+reopen closed invoices, and you can print all invoices.\r
+\r
+Create a blanket invoice\r
+~~~~~~~~~~~~~~~~~~~~~~~~\r
+\r
+You can create a blanket invoice for purchases that are not attached to a\r
+purchase order.\r
+\r
+ . Click Acquisitions -> Create invoice.\r
+ . Enter the invoice information in the top half of the screen. See section 6 .1 for more\r
+information.\r
+ . Select a charge type from the drop down menu.\r
+ . Select a fund from the drop down menu.\r
+ . Enter a Title/Description of the resource.\r
+ . Enter the amount that you were billed.\r
+ . Enter the amount that you paid.\r
+ . Save the invoice. See section 6.1 for more information.\r
+\r
+Create an invoice for a line item\r
+~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~\r
+\r
+See section 7.5.6 for details.\r
+\r
+Create an invoice for a purchase order\r
+~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~\r
+\r
+You can create an invoice for all of the line items on a purchase order. The\r
+only fields that are required to save the invoice are the Vendor Invoice ID and\r
+the number of items invoiced, billed, and paid for each line item. With the\r
+exception of fields with drop down menus, no limitations on the data that you\r
+enter exist.\r
+\r
+ . Open a purchase order.\r
+ . Click Create Invoice.\r
+ . Enter a Vendor Invoice ID. This number may be listed on the paper invoice sent from your\r
+vendor.\r
+ . Choose a Receive Method from the drop down menu.\r
++\r
+[NOTE]\r
+Only paper invoicing is available in the 2.0 release. Electronic invoicing\r
+may be available in future releases.\r
++\r
+ . The Provider is generated from the purchase order and is entered by default.\r
+ . Enter a note.\r
+ . Select a payment method from the drop down menu.\r
+ . The Invoice Date is entered by default as the date that you create the invoice. You can\r
+change the date by clicking in the field. A calendar drops down.\r
+ . Enter an Invoice Type.\r
+ . The Shipper defaults to the provider that was entered in the purchase order.\r
+ . Enter a Payment Authorization.\r
+ . The Receiver defaults to the branch at which your workstation is registered. You can\r
+change the receiver by selecting an org unit from the drop down menu.\r
+The bibliographic line items are listed in the next section of the invoice. Along with the title\r
+and author of the line items is a summary of copies ordered, received, invoiced, claimed, and\r
+cancelled. You can also view the amounts estimated, encumbered, and paid for each line item.\r
+Finally, each line item has a line item ID and links to the selection list (if used) and the purchase\r
+order.\r
+ . Enter the number of items that were invoiced, the amount that the organization was billed,\r
+and the amount that the organization paid.\r
+ . You have the option to add charge types if applicable. Charge types are additional charges\r
+that can be selected from the drop down menu. Common charge types include taxes and\r
+handling fees.\r
+ . You have three options for saving an invoice. You can click Save, which saves the changes\r
+that you have made, but keeps the invoice open. You can click Save and Prorate, which\r
+enables you to save the invoice and prorate any additional charges, such as taxes, across\r
+funds, if multiple funds have been used to pay the invoice. You also can click Save and\r
+Close. Choose this option when you have completed the invoice.\r
+[NOTE]\r
+You can re-open a closed invoice by clicking the link, Re-open invoice. This link\r
+appears at the bottom of a closed invoice.\r
+\r
+Link an existing invoice to a purchase order\r
+~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~\r
+\r
+You can use the link invoice feature to link an existing invoice to a purchase\r
+order. For example, an invoice is received for a shipment with items on\r
+purchase order #1 and purchase order #2. When the invoice arrives, purchase\r
+order #1 is retrieved, and the invoice is created. To receive the items on\r
+purchase order #2, simply link the invoice to the purchase order. You do not\r
+need to recreate it.\r
+\r
+ . Open a purchase order.\r
+ . Click Link Invoice.\r
+ . Enter the Invoice # and the Provider of the invoice to which you wish to link.\r
+ . Click Link.\r
+\r
+View an invoice\r
+~~~~~~~~~~~~~~~\r
+\r
+You can view an invoice in one of four ways: view open invoices; view invoices\r
+on a purchase order; view invoices by searching specific invoice fields; view\r
+invoices attached to a line item.\r
+\r
+ * To view open invoices, click Acquisitions -> Open invoices. This opens the Acquisitions\r
+Search screen. The default fields search for open invoices. Click Search.\r
+ * To view invoices on a purchase order, open a purchase order, and click the View Invoices\r
+link. The number in parentheses indicates the number of invoices that are attached to the\r
+purchase order.\r
+ * To view invoices by searching specific invoice fields, see section 15.\r
+ * To view invoices for a line item, see section 7.5.10.\r
+\r
+Line Items\r
+----------\r
+\r
+Line items represent bibliographic records on a selection list or purchase\r
+order. One line item corresponds to one bibliographic record. Line items\r
+contain attributes, which are characteristics of the bibliographic record, such\r
+as ISBNs or Title. Line items also contain copy information, price information,\r
+and notes and alerts.\r
+\r
+Add alerts to a line item\r
+~~~~~~~~~~~~~~~~~~~~~~~~~\r
+\r
+Alerts are pop up messages that appear when an item is received. Alerts can be\r
+printed on the line item worksheet.\r
+\r
+ . Click the Notes link on the line item.\r
+ . Click the New Alert drop down button.\r
+ . Choose an alert code from the drop down menu.\r
+ . Add additional comments if desired.\r
+ . Click Create. The alert will display on the screen.\r
+ . Click Return to return to the line item. When you return to the line item,\r
+a flag will appear to indicate that an alert is on the line item.\r
+\r
+Add copies to a line item\r
+~~~~~~~~~~~~~~~~~~~~~~~~~\r
+\r
+Use the Copies link to add copy information to a line item. You can add copies\r
+to line items on a selection list or a purchase order.\r
+\r
+ . Click the Copies link on a line item.\r
+ . Enter the number of items that you want to order in Item Count, and click Go. The number\r
+of items that you want to order will display below.\r
+ . If desired, apply a Distribution Formula from the drop down list. Distribution formulas tell\r
+the ILS how many copies should be distributed to each location.\r
+ . The owning branch and shelving location populate with entries from the distribution\r
+formula. Click Apply.\r
+ . Look back at the top gray row of text boxes above the distribution formula. Each text box in\r
+this row corresponds to the columns below. Changes made here will be applied to all\r
+copies below. Click Batch Update.\r
+ . Click Save Changes.\r
+ . Click Return to return to the selection list or purchase order.\r
+ . Add the item’s price to the line item in the Estimated Price field.\r
+\r
+Add notes to a line item\r
+~~~~~~~~~~~~~~~~~~~~~~~~\r
+\r
+Notes on line items can include any additional information that you want to add\r
+to the line item. Notes can be internal or can be made available to providers.\r
+Notes appear in a pop up box when an item is received. Notes can be printed on\r
+line item worksheets, which can be printed and placed in books for processing.\r
+\r
+ . Click the Notes link on the line item.\r
+ . Click the New Note drop down button.\r
+ . Enter a note.\r
+ . You have the option to make this note available to your provider. Click the\r
+check box adjacent to Note is vendor-public.\r
+ . Click Create. The note will appear on the screen.\r
+ . Click Return to return to the line item. When you return to the line item,\r
+a number in parentheses adjacent to notes indicates how many notes are attached\r
+to the item.\r
+\r
+Cancel a line item\r
+~~~~~~~~~~~~~~~~~~\r
+\r
+For more information, see section 2.\r
+\r
+Line item actions\r
+~~~~~~~~~~~~~~~~~\r
+\r
+Apply claim policy\r
+^^^^^^^^^^^^^^^^^^\r
+\r
+See section 3.1 for more information.\r
+\r
+Claims\r
+^^^^^^\r
+\r
+See section 3.3 for more information.\r
+\r
+Holdings maintenance\r
+^^^^^^^^^^^^^^^^^^^^\r
+\r
+After an item has been received, click Actions -> Holdings Maintenance to edit\r
+holdings. The Holdings Maintenance screen opens in a new tab.\r
+\r
+Link to invoice\r
+^^^^^^^^^^^^^^^\r
+\r
+Use the Link to invoice menu item to link the line item to an invoice that\r
+already exists in the ILS.\r
+\r
+ . Click Actions -> Link to Invoice.\r
+ . A pop up box appears. Enter an invoice number.\r
+ . Enter a provider. The field will auto-complete.\r
+ . Click Link.\r
+\r
+Mark received\r
+^^^^^^^^^^^^^\r
+\r
+See section 14.2 for more information.\r
+\r
+New invoice\r
+^^^^^^^^^^^\r
+\r
+See section 6 for more information.\r
+\r
+Un-receive\r
+^^^^^^^^^^\r
+\r
+See section 14.2 for more information.\r
+\r
+Update barcodes\r
+^^^^^^^^^^^^^^^\r
+\r
+After an item has been received, click Actions -> Update Barcodes to edit\r
+holdings. The Volume and Copy Creator screen opens in a new tab.\r
+\r
+View history\r
+^^^^^^^^^^^^\r
+\r
+Click Actions -> View history to view the changes that have occurred in the\r
+life of the line item.\r
+\r
+View invoice\r
+^^^^^^^^^^^^\r
+\r
+Click Actions -> View invoice to view any invoices that are attached to the line item.\r
+\r
+Line Item Worksheet\r
+~~~~~~~~~~~~~~~~~~~\r
+\r
+The Line Item Worksheet was designed to be a printable sheet that contains\r
+details about the line item, including alerts and notes, and distribution of\r
+the copies. This worksheet could placed in a book that is sent to cataloging or\r
+processing.\r
+\r
+ . From a selection list or purchase order, click the worksheet link on the line item.\r
+ . The line item worksheet appears.\r
+ . To print the worksheet, click the Print Page link in the top right corner.\r
+\r
+Link line items to the catalog\r
+~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~\r
+\r
+You can link a MARC record or brief record on a selection list to the corresponding MARC record\r
+in the catalog. This may be useful for librarians who have a brief MARC record in their catalog\r
+and want to import a better record that is attached to their selection list. No collision detection\r
+exists when importing an item into the selection list or catalog, so the link to catalog option\r
+enables you to search for a matching record and link to it from the selection list or purchase\r
+order. When you import the record from the purchase order, the record will overlay the linked\r
+record in the catalog.\r
+\r
+ . From the line item, click Link to catalog.\r
+ . In the text box that pops up, search terms, such as ISBN and title, are entered by default.\r
+ . Click Search.\r
+ . Result(s) appear. Click the link to View MARC, or Select the record to link it to the record on\r
+the selection list or purchase order.\r
+ . The screen will reload, and the line item displays with a catalog link. The records are linked.\r
+\r
+Load Bib Records and Items Into the Catalog\r
+-------------------------------------------\r
+\r
+You can load bib records and items into the catalog at three different locations in the\r
+acquisitions module.\r
+\r
+ * You can import bib records and items (if holdings information is attached) when you upload\r
+MARC order records. Click Acquisitions -> Load MARC Order Records and check the box\r
+adjacent to Load Bibs and Items into the ILS.\r
+ * You can import bib records and items into the catalog when you create a purchase order\r
+from a selection list. From the selection list, click Actions -> Create Purchase Order. Check\r
+the box adjacent to Load Bibs and Items into the ILS to import the records into the catalog.\r
+ * You can import bib records and items into the catalog from a purchase order by clicking\r
+Actions -> Load Bibs and Items.\r
+[NOTE]\r
+If you have not loaded bib records and items into the catalog before you activate\r
+a purchase order, then the ILS will automatically import the bib records and\r
+items into the catalog when you activate the purchase order.\r
+\r
+Load Catalog Record IDs\r
+-----------------------\r
+\r
+The Load Catalog Record IDs function enables you to create line items from a\r
+list of catalog records whose record IDs are saved in a CSV file.\r
+\r
+This would be useful if you want to batch order copies of items that your\r
+organization already owns. For example, you run a copy/hold ratio report to\r
+identify how many copies you have available compared to the number of holds\r
+that are on your Hot Fiction display. You decide that you want to order an\r
+extra copy of six titles. Your copy/hold ratio report includes the record ID of\r
+each title. You can save the record IDs into a CSV file, upload the file into\r
+the ILS, and create a purchase order for the items.\r
+\r
+ . Create a CSV file with the record ID of each catalog record in the first\r
+column of the spreadsheet. You can create this CSV file from a spreadsheet\r
+generated by a report, as suggested in the aforementioned example. You can also\r
+copy and paste record IDs from the catalog record into the CSV file.\r
++\r
+[NOTE]\r
+Record IDs are auto-generated digits associated with each record. They are\r
+found in the Record Summary that appears at the top of each record.\r
++\r
+ . Save the CSV file to your computer.\r
+ . Click Acquisitions -> Load Catalog Record IDs.\r
+ . Click Load More Terms.\r
+ . The screen will display the number of terms (record IDs) that have been loaded.\r
+ . Click Retrieve Records. The records will appear as line items to which you can add copies,\r
+notes, and pricing information. Use the Actions menu to save these items to a selection list or\r
+purchase order.\r
+\r
+Load MARC Order Records\r
+-----------------------\r
+\r
+The Load MARC Order Records screen enables you to upload MARC records that have been\r
+saved on your computer into the ILS. You can add the records to a selection list and/or to a\r
+purchase order. You can both create and activate purchase orders in one step from this\r
+interface. Also, from this interface, you can load bibs and items into the catalog.\r
+\r
+ . Click Acquisitions -> Load MARC Order Records\r
+ . If you want to upload the MARC records to a new purchase order, then click the check box\r
+adjacent to Create Purchase Order.\r
+ . If you want to activate the purchase order at the time of creation, then click the check box\r
+adjacent to Activate Purchase Order.\r
+ . If you want to load bibs and items into the catalog, then click the check box adjacent to\r
+Load Bibs and Items into the ILS.\r
+ . Enter the name of the Provider. The text will auto-complete.\r
+ . Select an org unit from the drop down menu. The context org unit is the org unit that\r
+"owns" the bib record. You should select a physical location rather than a political or\r
+administrative org unit as the context org unit. For example, the Smith County Library\r
+System is funding purchase of a copy of Gone with the Wind. The system owns the bib\r
+record, but it cannot receive the physical item. The acquisitions librarian will choose a\r
+physical branch of that system, a processing center or an individual branch, to receive the\r
+item.\r
+ . If you want to upload the records to a selection list, you can select a list from the drop down\r
+menu, or type in the name of the selection list that you want to create.\r
+ . Click Browse to search for the file of bibliographic records.\r
+ . Click Upload.\r
+ . A summary of the items that have been processed will appear.\r
+ . Click the links that appear to view the purchase order or the selection list.\r
+\r
+MARC Federated Search\r
+---------------------\r
+\r
+The MARC Federated Search enables you to import bibliographic records into a selection list or\r
+purchase order from a Z39.50 source.\r
+\r
+ . Click Acquisitions -> MARC Federated Search.\r
+ . Check the boxes of Z39.50 services that you want to search. Your local Evergreen Catalog is\r
+checked by default. Click Submit.\r
+ . A list of results will appear. Click the Copies link to add copy information to the line item.\r
+See section 7 for more information.\r
+ . Click the Notes link to add notes or line item alerts to the line item. See section 7 for more\r
+information.\r
+ . Enter a price in the Estimated Price field.\r
+ . You can save the line item(s) to a selection list by checking the box on the line item and\r
+clicking Actions ->Save Items to Selection List. You can also create a purchase order from\r
+the line item(s) by checking the box on the line item and clicking Actions -> Create\r
+Purchase Order.\r
+\r
+Patron Requests\r
+---------------\r
+\r
+The patron requests interface will allow you to view requests that patrons make\r
+via the OPAC. The functionality for OPAC requests is not currently available\r
+in the native Evergreen interface, so the screen remains blank in 2.0.\r
+\r
+Purchase Orders\r
+---------------\r
+\r
+You can create a purchase order from a selection list, a batch upload of MARC\r
+order records, the View/Place Orders link in the catalog, or results from a\r
+MARC Federated Search. For more information on creating purchase orders using\r
+these methods, see sections 16, 10, 17, and 11. You can also create blanket\r
+purchase orders to which you can add brief records or generic charges and fees.\r
+\r
+Activate a purchase order\r
+~~~~~~~~~~~~~~~~~~~~~~~~~\r
+\r
+Before you can active a purchase order, the following criteria must be met:\r
+\r
+ . The field, Activate Order?, is located in the top half of the purchase order. The answer\r
+adjacent to this field must be Yes.\r
+ . Each line item must contain an estimated price. If the Activate Order? field in the top half\r
+of the purchase order reads, No: The lineitem has no price (ACQ_LINEITEM_NO_PRICE),\r
+then simply enter a price in the estimated price field, tab out of the field, and click Reload.\r
+\r
+When the above criteria have been met, proceed with the following:\r
+ . Look at the Activate Order? field in the top half of the purchase order. Click the\r
+hyperlinked Activate Order. When you activate the order, the bibliographic records and\r
+copies will be imported into the catalog, and the funds associated with the purchases will be\r
+encumbered.\r
+\r
+Add brief records to a purchase order\r
+~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~\r
+\r
+To add brief records to a purchase order, see section 2.2 for more information.\r
+You can add brief records to new or existing purchase orders.\r
+\r
+Add charges, taxes, fees, or discounts to a purchase order\r
+~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~\r
+\r
+You can add charges, taxes, fees, or discounts to a purchase order. These\r
+additional charges will be reflected in the amounts that are estimated and\r
+encumbered on the purchase order.\r
+\r
+ . Open or create a purchase order.\r
+ . Click New charge.\r
+ . Select a charge type from the drop down menu.\r
+ . Select a fund from the drop down menu.\r
+ . Enter a Title/Description, Author, and Note if applicable.\r
+ . Enter an estimated cost.\r
+ . Add another new charge, or click Save New Charges.\r
+[NOTE]\r
+Discounts are not consistently supported in the 2.0 release.\r
+\r
+Add notes to a purchase order\r
+~~~~~~~~~~~~~~~~~~~~~~~~~~~~~\r
+\r
+You can add notes to each purchase order. These can be viewed by staff and/or\r
+by the provider. By default, notes are only visible to staff.\r
+\r
+ . Open a purchase order.\r
+ . In the top half of the purchase order, you see a Notes field. The number of notes that are\r
+attached to the purchase order is hyperlinked in parentheses next to the Notes field.\r
+ . Click the hyperlinked number.\r
+ . Click New Note.\r
+ . Enter the note. If you wish to make it available to the provider, click the check box adjacent\r
+to Note is vendor-public.\r
+ . Click Create.\r
+\r
+Cancel/Suspend a purchase order\r
+~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~\r
+\r
+To cancel or suspend a purchase order, see section 2.1.\r
+\r
+Create a purchase order\r
+~~~~~~~~~~~~~~~~~~~~~~~\r
+\r
+ . Click Acquisitions → Create Purchase Order.\r
+ . A pop-up box appears. Select an owning library from the drop down menu.\r
+ . Enter a provider in the box. The text will auto complete.\r
+ . Check the box adjacent to Prepayment Required.\r
+ . Click Save.\r
+ . The purchase order has been created. You can now create a new charge type or add a brief\r
+record.\r
+[NOTE]\r
+The Total Estimated is the sum of the prices. The Total Encumbered is the total\r
+estimated that is encumbered when the purchase order is activated. The Total\r
+Spent column automatically updates when the items are invoiced.\r
+\r
+Mark ready for order\r
+~~~~~~~~~~~~~~~~~~~~\r
+\r
+After an item has been added to a selection list or purchase order, you can mark it ready for\r
+order. This step is optional but may be useful to individual workflows.\r
+\r
+ . If you want to mark part of a selection list ready for selector, then you can check the box(es)\r
+of the line item(s) that you wish to mark ready for selector. If you want to mark the entire\r
+list ready for selector, then skip to step 2.\r
+ . Click Actions -> Mark Ready for Order.\r
+ . A pop up box will appear. Choose to mark the selected line items or all line items.\r
+ . Click Go.\r
+ . The screen will refresh. The line item will be highlighted gray, and the status will change to\r
+order-ready.\r
+\r
+Name a purchase order\r
+~~~~~~~~~~~~~~~~~~~~~\r
+\r
+A new purchase order is given the purchase order ID as a default name. However,\r
+you can change that name to any grouping of letters or numbers. You can reuse\r
+purchase order names as long as a name is never used twice in the same year.\r
+\r
+ . Open or create a purchase order.\r
+ . The Name of the purchase order is in the top left column of the purchase order. The\r
+hyperlinked number is an internal ID number that Evergreen has assigned.\r
+ . To change this number, click on the hyperlinked ID.\r
+ . Enter a new purchase order number in the pop up box.\r
+ . Click OK.\r
+\r
+Print purchase orders\r
+~~~~~~~~~~~~~~~~~~~~~\r
+\r
+You can print a purchase order from the purchase order screen. If you add a\r
+note to a line item, the note will only appear in the Notes column on the\r
+printed purchase order if you make the note vendor-public. Currently, no notes\r
+appear in the Notes to the Vendor section of the printed purchase order.\r
+\r
+ . Open a purchase order.\r
+ . Click Actions -> Print Purchase Order.\r
+\r
+Receive a purchase order\r
+~~~~~~~~~~~~~~~~~~~~~~~~\r
+\r
+See section 14.1 for more information on receiving a purchase order.\r
+\r
+Split order by line items\r
+~~~~~~~~~~~~~~~~~~~~~~~~~\r
+\r
+You can create a purchase order with multiple line items, and then split the\r
+purchase order so that each line item is on separate purchase orders.\r
+\r
+When a purchase order is in the status of pending, a link to split order by\r
+Lineitems appears in the bottom left corner of the top half of the screen.\r
+\r
+ . Click Split Order by Lineitems.\r
+ . A pop up box will confirm that you want to split the purchase order. Click OK to continue.\r
+ . The items will display by default as a virtual combined purchase order. Future\r
+enhancements will allow you to activate the purchase order for each item from this screen.\r
+\r
+View On-Order Purchase Orders\r
+~~~~~~~~~~~~~~~~~~~~~~~~~~~~~\r
+\r
+You can view a list of on-order purchase orders by clicking Acquisitions –> Purchase Orders. The\r
+ordering agency defaults to the branch at which your workstation is registered. The state of the\r
+purchase order defaults to on-order.\r
+\r
+You can add more search terms by clicking Add Search Term. Search terms are ANDed together.\r
+Click Search to begin your search.\r
+\r
+If you want to expand or change your search of purchase orders, you can choose other criteria\r
+from the drop down menus. See section 15 for more information.\r
+\r
+View EDI messages on a purchase order\r
+~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~\r
+\r
+You can view electronic messages from your vendor about a specific purchase order.\r
+\r
+ . Open a purchase order.\r
+ . In the top half of the purchase order, you see an EDI Messages field. The number of\r
+messages that are attached to the purchase order is hyperlinked in parentheses next to the\r
+EDI Messages field.\r
+ . Click the hyperlinked number to view the messages.\r
+\r
+View Purchase Order History\r
+~~~~~~~~~~~~~~~~~~~~~~~~~~~\r
+\r
+In the top half of the purchase order, you can view the history of the purchase\r
+order. Click the View link in the History field.\r
+\r
+Receiving\r
+---------\r
+\r
+You can receive and un-receive entire purchase orders, line items, and\r
+individual copies. You can receive items before or after you invoice items.\r
+\r
+Receive/un-receive copies\r
+~~~~~~~~~~~~~~~~~~~~~~~~~\r
+\r
+ * To receive copies, click the Copies link on the line item, and click the Mark Received link\r
+adjacent to each copy.\r
+ * To un-receive copies, click the Copies link on the line item, and click the Un-Receive link\r
+adjacent to each copy.\r
+\r
+Receive/un-receive line items\r
+~~~~~~~~~~~~~~~~~~~~~~~~~~~~~\r
+\r
+ * To receive a line item, click the Actions -> Mark Received link on the line item.\r
+ * To un-receive a line item, click the Actions -> Un-receive link on the line item.\r
+\r
+Receive/un-receive purchase orders\r
+~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~\r
+\r
+ * To receive a purchase order, click Actions ->Mark Purchase Order as Received. The\r
+purchase order will have a state of received.\r
+ * To un-receive a purchase order, click Actions ->Un-Receive Purchase Order. The purchase\r
+will have a state of on order.\r
+\r
+Searching\r
+---------\r
+\r
+In the acquisitions module, you can search line items, line items and catalog\r
+records, selection lists, purchase orders, and invoices. To access the\r
+searching interface, click Acquisitions → General Search.\r
+[NOTE]\r
+Users may wish to begin their acquisitions process by searching line items\r
+and catalog records. This ensures that they do not purchase an item that the\r
+library already owns or is on another selection list or purchase order.\r
+\r
+ . Choose the object that you would like to search from the drop down menu.\r
+ . Next, refine your search by choosing the specific fields that you would like to search. Click\r
+Add Search Term to add more fields. Search terms are ANDed together. Click the red X at\r
+the end of each row to delete search terms. Some search terms will be disabled depending\r
+on your choice of items to search.\r
+ . After you have added search term(s), click Search or click the Enter key. A list of results\r
+appears.\r
+ . If you want to edit your search, click the Reveal Search button in the top right corner of the\r
+results screen to display your search.\r
+\r
+Selection Lists\r
+---------------\r
+\r
+Selection lists allow you to create, manage, and save lists of items that you\r
+may want to purchase. To view your selection list, click Acquisitions -> My\r
+Selection Lists. Use the general search to view selection lists created by\r
+other users.\r
+\r
+Create a selection list\r
+~~~~~~~~~~~~~~~~~~~~~~~\r
+Selection lists can be created in four areas within the module. Selection lists can be created\r
+when you Add Brief Records, Upload MARC Order Records, or find records through the MARC\r
+Federated Search. In each of these interfaces, you will find the Add to Selection List field.\r
+Enter the name of the selection list that you want to create in that field.\r
+Selection lists can also be created through the My Selection Lists interface:\r
+\r
+ . Click Acquisitions → My Selection Lists.\r
+ . Click the New Selection List drop down arrow.\r
+ . Enter the name of the selection list in the box that appears.\r
+ . Click Create.\r
+\r
+Add items to a selection list\r
+~~~~~~~~~~~~~~~~~~~~~~~~~~~~~\r
+\r
+You can add items to a selection list in one of three ways: add a brief record\r
+(section 2); upload MARC order records (section 10); add records through a\r
+federated search (section 11); or use the View/Place Orders menu item in the\r
+catalog (section 17). See the sections listed in parentheses for more\r
+information on each of these methods.\r
+\r
+Clone selection lists\r
+~~~~~~~~~~~~~~~~~~~~~\r
+\r
+Cloning selection lists enables you to copy one selection list into a new\r
+selection list. You can maintain both copies of the list, or you can delete the\r
+previous list.\r
+\r
+ . Click Acquisitions -> My Selection Lists.\r
+ . Check the box adjacent to the list that you want to clone.\r
+ . Click Clone Selected.\r
+ . Enter a name into the box that appears, and click Clone.\r
+\r
+Merge selection lists\r
+~~~~~~~~~~~~~~~~~~~~~\r
+\r
+You can merge two or more selection lists into one selection list.\r
+\r
+ . Click Acquisitions -> My Selection Lists.\r
+ . Check the boxes adjacent to the selection lists that you want to merge, and click Merge\r
+Selected.\r
+ . Choose the Lead Selection List from the drop down menu. This is the list to which the items\r
+on the other list(s) will be transferred.\r
+ . Click Merge.\r
+\r
+Delete selection lists\r
+~~~~~~~~~~~~~~~~~~~~~~\r
+\r
+You can delete selection lists that you do not want to save. You will not be able to retrieve\r
+these items through the General Search after you have deleted the list. You must delete all line\r
+items from a selection list before you can delete the list.\r
+\r
+ . Click Acquisitions -> My Selection Lists.\r
+ . Check the box adjacent to the selection list(s) that you want to delete.\r
+ . Click Delete Selected.\r
+\r
+Mark Ready for Selector\r
+~~~~~~~~~~~~~~~~~~~~~~~\r
+\r
+After an item has been added to a selection list or purchase order, you can\r
+mark it ready for selector. This step is optional but may be useful to\r
+individual workflows.\r
+\r
+ . If you want to mark part of a selection list ready for selector, then you can check the box(es)\r
+of the line item(s) that you wish to mark ready for selector. If you want to mark the entire\r
+list ready for selector, then skip to step 2.\r
+ . Click Actions -> Mark Ready for Selector.\r
+ . A pop up box will appear. Choose to mark the selected line items or all line items.\r
+ . Click Go.\r
+ . The screen will refresh. The marked line item(s) will be highlighted pink, and the status \r
+changes to selector-ready.\r
+\r
+Convert selection list to purchase order\r
+~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~\r
+\r
+Use the Actions menu to convert a selection list to a purchase order.\r
+\r
+ . From a selection list, click Actions -> Create Purchase Order.\r
+ . A pop up box will appear.\r
+ . Select the ordering agency from the drop down menu.\r
+ . Enter the provider.\r
+ . Check the box adjacent to prepayment required if prepayment is required.\r
+ . Choose if you will add All Lineitems or Selected Lineitems to your purchase order.\r
+ . Check the box if you want to Import Bibs and Create Copies in the catalog.\r
+ . Click Submit.\r
+\r
+View/Place Orders\r
+-----------------\r
+\r
+ . Open a bib record.\r
+ . Click Actions for this Record -> View/Place Orders.\r
+ . Click Add to Selection List, or click Create Purchase Order.\r
+ . See sections 13 and 16 for instructions to proceed.\r
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