From: Dan Scott Date: Sun, 9 Dec 2012 05:30:29 +0000 (-0500) Subject: Add acquisitions setup chapter X-Git-Url: https://old-git.evergreen-ils.org/?a=commitdiff_plain;h=3ba41e17c0e97a89c4d1b5977bc885ed5ab30dd9;p=evergreen%2Fpines.git Add acquisitions setup chapter Another product of the Evergreen in Action documentation sprint! Signed-off-by: Dan Scott --- diff --git a/docs/admin_initial_setup/ordering_materials.txt b/docs/admin_initial_setup/ordering_materials.txt new file mode 100644 index 0000000000..e13d57d26f --- /dev/null +++ b/docs/admin_initial_setup/ordering_materials.txt @@ -0,0 +1,238 @@ +Ordering materials +================== + +Acquisitions allows you to order materials, track the expenditure of your +collections funds, track invoices and set up policies for manual claiming. In +this chapter, we're going to be describing how to use the most essential +functions of acquisitions in the Evergreen system. + +When should libraries use acquisitions? +--------------------------------------- +* When you want to track spending of your collections budget. +* When you want to use Evergreen to place orders electronically with your + vendors. +* When you want to import large batches of records to quickly get your on-order + titles into the system. + +If your library simply wants to add on-order copies to the catalog so that +patrons can view and place holds on titles that have not yet arrived, +acquisitions may be more than you need. Adding those on-order records via +cataloging is a simpler option that works well for this use case. + +Below are the basic administrative settings to be configured to get started +with acquisitions. At a minimum, a library must configure *Funding Sources*, +*Funds*, and *Providers* to use acquisitions. + +Managing Funds +-------------- + +Funding Sources (Required) +~~~~~~~~~~~~~~~~~~~~~~~~~~ +Funding sources allow you to specify the sources that contribute monies to your +fund(s). You can create as few or as many funding sources as you need. These +can be used to track exact amounts for accounts in your general ledger. + +Example funding sources might be: + +* A municipal allocation for your materials budget; +* A trust fund used for collections; +* A revolving account that is used to replace lost materials; +* Grant funds to be used for collections. + +Funding sources are not tied to fiscal or calendar years, so you can continue +to add money to the same funding source over multiple years, e.g. County +Funding. Alternatively, you can name funding sources by year, e.g. County +Funding 2010 and County Funding 2011, and apply credits each year to the +matching source. + +. To create a funding source, select *Admin > Server Administration > + Acquisitions > Funding Source*. Click the *New Funding Source* button. Give + the funding source a name, an owning library, and code. You should also + identify the type of currency that is used for the fund. +. You must add money to the funding source before you can use it. Click the + hyperlinked name of the funding source and then click the *Apply Credit* + button. Add the amount of funds you need to add. The *Note* field is optional. + +Funds (Required) +~~~~~~~~~~~~~~~~ +Funds allow you to allocate credits toward specific purchases. They typically +are used to track spending and purchases for specific collections. Some +libraries may choose to define very broad funds for their collections (e.g. +children's materials, adult materials) while others may choose to define more +specific funds (e.g. adult non-fiction DVD's for BR1). + +If your library does not wish to track fund accounting, you can create one +large generic fund and use that fund for all of your purchases. + +. To create a fund, select *Admin > Server Administration > Acquisitions > + Funds*. Click the *New Fund* button. Give the fund a name and code. +. The *Year* can either be the fiscal or calendar year for the fund. +. If you are a multi-branch library that will be ordering titles for multiple + branches, you should select the system as the owning *Org Unit*, even if this + fund will only be used for collections at a specific branch. If you are a + one-branch library or if your branches do their own ordering, you can select + the branch as the owning *Org Unit*. +. Select the *Currency Type* that will be used for this fund. +. You must select the *Active* checkbox to use the fund. +. Enter a *Balance Stop Percent*. The balance stop percent prevents you from + making purchases when only a specified amount of the fund remains. For example, + if you want to spend 95 percent of your funds, leaving a five percent balance + in the fund, then you would enter 95 in the field. When the fund reaches its + balance stop percent, it will appear in red when you apply funds to copies. +. Enter a *Balance Warning Percent*. The balance warning percent gives you a + warning that the fund is low. You can specify any percent. For example, if you + want to spend 90 percent of your funds and be warned when the fund has only 10 + percent of its balance remaining, then enter 90 in the field. When the fund + reaches its balance warning percent, it will appear in yellow when you apply + funds to copies. +. Check the *Propagate* box to propagate funds. When you propagate a fund, the + system will create a new fund for the following fiscal year with the same + parameters as your current fund. All of the settings transfer except for the + year and the amount of money in the fund. Propagation occurs during the fiscal + year close-out operation. +. Check the *Rollover* box if you want to roll over remaining encumbrances and + funds into the same fund next year. If you need the ability to roll over + encumbrances without rolling over funds, go to the *Library Settings Editor* + (*Admin > Local Administration > Library Settings Editor*) and set *Allow + funds to be rolled over without bringing the money along* to *True*. +. You must add money to the fund before you can begin using it. Click the + hyperlinked name of the fund. Click the *Create Allocation button*. Select a + *Funding Source* from which the allocation will be drawn and then enter an + amount for the allocation. The *Note* field is optional. + +Fund Tags (Optional) +~~~~~~~~~~~~~~~~~~~~ +You can apply tags to funds so that you can group funds for easy reporting. For +example, you have three funds for children’s materials: Children's Board Books, +Children's DVDs, and Children's CDs. Assign a fund tag of children's to each +fund. When you need to report on the amount that has been spent on all +children's materials, you can run a report on the fund tag to find total +expenditures on children's materials rather than reporting on each individual +fund. + +. To create a fund tag, select *Admin > Server Administration > Acquisitions > + Fund Tags*. Click the the *New Fund Tag* button. Select a owning library and + add the name for the fund tag. +. To apply a fund tag to a fund, select *Admin > Server Administration > + Acquisitions > Funds*. Click on the hyperlinked name for the fund. Click the + *Tags* tab and then click the *Add Tag* button. Select the tag from the + dropdown menu. + +Ordering +-------- + +Providers (Required) +~~~~~~~~~~~~~~~~~~~~ +Providers are the vendors from whom you order titles. + +. To add a provider record, select *Admin > Server Administration > + Acquisitions > Providers*. +. Enter information about the provider. At a minimum, you need to add a + *Provider Name*, *Code*, *Owner*, and *Currency*. You also need to select the + *Active* checkbox to use the provider. + +Distribution Formulas (Optional) +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ +If you are ordering for a multi-branch library system, distribution formulas +are a useful way to specify the number of copies that should be distributed to +specific branches and copy locations. + +. To create a distribution formula, select *Admin > Server Administration > + Acquisitions > Distribution Formulas*. Click the *New Formula* button. Enter + the formula name and select the owning library. Ignore the *Skip Count* field. +. Click *New Entry*. Select an Owning Library from the drop down menu. This + indicates the branch that will receive the items. +. Select a Shelving Location from the drop down menu. +. In the Item Count field, enter the number of items that should be distributed + to that branch and copy location. You can enter the number or use the arrows on + the right side of the field. +. Keep adding entries until the distribution formula is complete. + +Helpful acquisitions Library Settings +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ +There are several acquisitions Library Settings available that will help with +acquisitions workflow. These settings can be found at *Admin > Local +Administration > Library Settings Editor*. + +* Default circulation modifier - Automatically applies a default circulation + modifier to all of your acquisitions copies. Useful if you use a specific + circulation modifier for on-order copies. +* Default copy location - Automatically applies a default copy location (e.g. + On Order) to acquisitions copies. +* Temporary barcode prefix - Applies a unique prefix to the barcode that is + automatically generated during the acquisitions process. +* Temporary call number prefix - Applies a unique prefix to the start of the + call number that is automatically generated during the acquisitions process. + +Preparing for order record loading +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ +If your library is planning to upload order records in a batch, you need to add +some information to your provider records so that Evergreen knows how to map +the copy data contained in the order record. + +. Retrieve the record for the provider that has supplied the order records by + selecting *Admin > Server Administration > Acquisitions > Providers*. Click on + the hyperlinked Provider name. +. In the top frame, add the MARC tag that contains your holdings data in the + *Holdings Tag* field (this tag can also be entered at the time you create the + provider record.) +. To map the tag's subfields to the appropriate copy data, click the *Holding + Subfield* tab. Click the *New Holding Subfield* button and select the copy + data that you are mapping. Add the subfield that contains that data and click + *Save*. ++ +image::media/order_record_loading.png[] ++ +. If your vendor is sending other data in a MARC tag that needs to be mapped to +a field in acquisitions, you can do so by clicking the Attribute Definitions +tab. As an example, if you need to import the PO Name, you could set up an +attribute definition by adding an XPath similar to: ++ +------------------------------------------------------------------------------ +code => purchase_order +xpath => //*[@tag="962"]/*[@code="p"] +Is Identifier => false +------------------------------------------------------------------------------ ++ +where 962 is the holdings tag and p is the subfield that contains the PO Name. + +Preparing to send electronic orders from Evergreen +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ +If your library wants to transmit electronic order information to a vendor, you +will need to configure your server to use EDI. You need to install the EDI +translator and EDI scripts on your server by following the instructions in the +Evergreen 2.3 documentation. +(http://docs.evergreen-ils.org/2.3/_installation.html) + +Configure your provider's EDI information by selecting *Admin > Server +Administration > Acquisitions > EDI Accounts*. Give the account a name in the +*Label* box. + +. *Host* is the vendor-assigned FTP/SFTP/SSH hostname. +. *Username* is the vendor-assigned FTP/SFTP/SSH username. +. *Password* is the vendor-assigned FTP/SFTP/SSH password. +. *Account* is the vendor-assigned account number associated with your + organization. +. *Owner* is the organizational unit who owns the EDI account +. *Last Activity* is the date of last activity for the account +. *Provider* is a link to the codes for the Provider record. +. *Path* is the path on the vendor’s server where Evergreen will send its + outgoing .epo files. +. *Incoming Directory* is the path on the vendor’s server where incoming .epo + files are stored. +. *Vendor Account Number* is the Vendor assigned account number. +. *Vendor Assigned Code* is usually a sub-account designation. It can be used + with or without the Vendor Account Number. + +You now need to add this *EDI Account* and the *SAN* code to the provider's record. + +. Select *Admin > Server Administration > Acquisitions > Providers*. +. Click the hyperlinked Provider name. +. Select the account you just created in the *EDI Default* field. +. Add the vendor-provided SAN code to the *SAN* field. + +The last step is to add your library's SAN code to Evergreen. + +. Select *Admin > Server Administration > Organizational Units*. +. Select your library from the organizational hierarchy in the left pane. +. Click the *Addresses* tab and add your library's SAN code to the *SAN* field. diff --git a/docs/media/order_record_loading.png b/docs/media/order_record_loading.png new file mode 100644 index 0000000000..160af6a5fd Binary files /dev/null and b/docs/media/order_record_loading.png differ