add link to edi invoice instuctions
[sitka/doc/acquisitions.git] / acq / acq-introduction.xml
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1<?xml version='1.0' encoding='UTF-8'?>\r
2<chapter xmlns="http://docbook.org/ns/docbook" xmlns:xi="http://www.w3.org/2001/XInclude"\r
3 xml:lang="EN" xmlns:xlink="http://www.w3.org/1999/xlink" version="5.0" xml:id="acq-introduction">\r
4 <info>\r
5 <title>An Introduction to Acquisitions</title>\r
6 <legalnotice>\r
7 <para><emphasis role="bold">Adapted with permission from original material by the <link\r
8 xlink:title="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=the_acquisitions_module_ev.pdf"\r
9 xlink:href="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=the_acquisitions_module_ev.pdf">Evergreen\r
10 Community</link></emphasis></para>\r
11 </legalnotice>\r
12 \r
13 \r
14\r
15 <abstract>\r
16 <para>The Acquisitions Module allows your library to track funds and purchases through the Evergreen Integrated Library System.</para>\r
17<para>Through acquisitions staff are able to:</para>\r
18<itemizedlist>\r
19<listitem>\r
20<para>create selection lists which can be shared by users</para>\r
21</listitem>\r
22<listitem>\r
23<para>convert selection lists into purchase orders</para>\r
24</listitem>\r
25<listitem>\r
26<para>create purchase orders for non-library materials such as processing supplies</para>\r
27</listitem>\r
28<listitem>\r
29<para>receive entire purchase orders, individual line items, and single copies</para>\r
30</listitem>\r
31<listitem>\r
32<para>create invoices from purchase orders</para>\r
33</listitem>\r
34</itemizedlist>\r
35<para>Evergreen tracks items through the entire acquisitions process. When a purchase order is activated the bibliographic records and holdings are loaded into the \r
36catalogue and the funds for the purchase order are encumbered in the system. When an invoice is created and filled in, the funds are spent.</para>\r
b8e1d061 37<note><para>The Acquisitions module is still in the pilot stages and so is only available to those libraries involved in the pilot project.</para></note>\r
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38</abstract>\r
39 \r
40\r
41 </info>\r
42\r
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43 <section xml:id="acq-workflow">\r
44<title>Recommended Acquisitions Workflow</title>\r
45\r
46<para>While Sitka understands that libraries' workflows will vary the workflow described in this chapter is intended to prevent conflicts and duplication. \r
47in Evergreen.</para>\r
48<para><link linkend="intro-workflow-find-title">Finding a Bibliographic Record for an Item</link></para>\r
49<para><link linkend="intro-workflow-selection">Selection</link></para>\r
50<para><link linkend="intro-workflow-purchase">Purchasing</link></para>\r
51<para><link linkend="intro-workflow-receive">Receiving and Invoicing</link></para>\r
52<para><link linkend="intro-workflow-cataloguing">Cataloguing</link></para>\r
53\r
54<simplesect xml:id="intro-workflow-find-title">\r
55<title>Finding a Bibliographic Record for an Item</title>\r
56\r
57<informalfigure>\r
58<para>The following procedure <emphasis role="bold">must</emphasis> be followed for each title that is added to a selection list. This will ensure there is minimal \r
59duplication of bibliographic records in the catalogue.</para>\r
60<para><mediaobject>\r
61<alt>screenshot of acquisitions workflow</alt>\r
62\r
63<imageobject>\r
64 <imagedata width="100%" scalefit="1" fileref="media/find-record-workflow-1b.png"/>\r
65</imageobject> \r
66</mediaobject></para>\r
67</informalfigure>\r
68\r
69<procedure>\r
70\r
71<step>\r
72<para>Use the Acquisitions General Search to search for <link linkend="lineitem-catalogue-search">line item and catalogue records</link>.</para>\r
73<orderedlist numeration="upperalpha">\r
74<listitem>\r
75<para>If a catalogue record for the title exists, check the box beside the title and from the main drop down menu select \r
76<menuchoice><guimenuitem>Save Items to Selection List</guimenuitem></menuchoice>.</para>\r
77<para>Either <guilabel>Save as Selection List</guilabel> and type in the name of a new selection list, or <guilabel>Add to Selection List</guilabel> and type in \r
78the name of an existing selection list.</para>\r
79</listitem>\r
80</orderedlist>\r
81<itemizedlist>\r
82<listitem>\r
83<para>Clicking on the title hyperlink will allow staff to view the MARC record for the item. Ensure the MARC record contains the correct ISBN for the item you wish to\r
84purchase in the correct format.</para>\r
85<para>The system will only include the first ISBN listed in a MARC record on a purchase order.</para>\r
86</listitem>\r
87</itemizedlist>\r
88\r
89<orderedlist numeration="upperalpha" continuation="continues">\r
90<listitem>\r
91<para>If a line item for the title exists, add a copy for your library to the existing line item.</para>\r
92<para>See <link linkend="add-copies-lineitem">Add a Copy to a Line Item</link>, beginning with step 2, for instructions.</para>\r
93</listitem>\r
94</orderedlist>\r
95<itemizedlist>\r
96<listitem>\r
97<para>Copies can be added to line items with the statuses of <guilabel>new, selector-ready, order-ready</guilabel> and <guilabel>pending-order</guilabel>.</para>\r
98<para>It is up to individual libraries to decide which statuses staff are allowed to add copies to.</para>\r
99</listitem>\r
100</itemizedlist>\r
101\r
102<para><emphasis role="bold">If your search yields no results proceed to step 2.</emphasis></para>\r
103</step>\r
104\r
105<step>\r
106<para>Search for your item using a MARC Federated Search. See <link linkend="marc-federated-search">MARC Federated Search</link> for more information.</para>\r
107<para><emphasis role="bold">If the MARC Federated Search yields no results proceed to step 3.</emphasis></para>\r
108</step>\r
109\r
110<step>\r
111<para>If your provider supplies you with MARC records, upload those records to the system and select only the line items that do not already exist in the system. See \r
112<link linkend="marc-order-records">Load MARC Order Records</link> for further instructions.</para>\r
113<para><emphasis role="bold">If your provider does not supply you with MARC records proceed to step 4.</emphasis></para>\r
114</step>\r
115\r
116<step>\r
117<para>If the record is not available from any other source, create a brief MARC record for the item. See <link linkend="brief-records">Brief Record</link>\r
118for further instructions.</para>\r
119<note><para>The required fields for a brief record are:</para>\r
120<itemizedlist>\r
121<listitem>\r
122<para>Title</para>\r
123</listitem>\r
124<listitem>\r
125<para>Author</para>\r
126</listitem>\r
127<listitem>\r
128<para>ISBN, ISSN, or other identifier</para>\r
129</listitem>\r
130<listitem>\r
131<para>Publisher</para>\r
132</listitem>\r
133<listitem>\r
134<para>Publication date</para>\r
135</listitem>\r
136</itemizedlist></note>\r
137</step>\r
138\r
139<step>\r
140<para>Repeat this process for every title you select.</para>\r
141</step>\r
142</procedure>\r
143\r
144</simplesect>\r
145\r
146<simplesect xml:id="intro-workflow-selection">\r
147<title>Selection</title>\r
148\r
149<itemizedlist>\r
150<listitem>\r
151<para>Two statuses are available to libraries to aid in the selection workflow.</para> \r
152</listitem>\r
153</itemizedlist>\r
154<orderedlist numeration="loweralpha">\r
155<listitem>\r
156<para>Selection lists can be <link linkend="mark-ready-selector">marked ready</link> for a selector.</para>\r
157</listitem>\r
158<listitem>\r
159<para>Selection lists can be <link linkend="mark-ready-order">marked ready</link> for order.</para>\r
160</listitem>\r
161</orderedlist>\r
162\r
163<itemizedlist>\r
164<listitem>\r
165<para>A selection list can be shared with another user by Using the Acquisitions General Search to search for \r
166<link linkend="selection-search">selection lists</link>.</para>\r
167<para>The creator of the list will need to provide their username or the name of the selection list to the user they wish to share the list with.</para>\r
168</listitem>\r
169<listitem>\r
170<para>Any line items that do not have copies associated with them need to have copies added. See <link linkend="add-copies-lineitem">Add a Copy to a Line Item</link>\r
171for further instructions.</para>\r
172</listitem>\r
173\r
174<listitem>\r
175<para>An estimated price must be entered for every line item. See <link linkend="lineitem-estimated-price">Estimated Price</link> for further instructions.</para>\r
176</listitem>\r
177\r
178<listitem>\r
179<para>All copies must have a fund applied to them. This can be done as a batch for multiple line items or individually by copy. See \r
180<link linkend="apply-funds-acq">Apply Funds to Line Items</link> for further instructions.</para>\r
181</listitem>\r
182\r
183</itemizedlist>\r
184\r
185<para><emphasis role="bold">Proceed to step 1 of Purchasing.</emphasis></para>\r
186\r
187\r
188</simplesect>\r
189\r
190<simplesect xml:id="intro-workflow-purchase">\r
191<title>Purchasing</title>\r
192\r
193<procedure>\r
194<step>\r
195<para>A selection list can be converted to a purchase order. See <link linkend="convert-selection-list">Convert a Selection List to a Purchase Order</link>\r
196for further instructions.</para>\r
197<para>All line items on the selection list can be converted to a purchase order, or just selected line items.</para>\r
198</step>\r
199\r
200<step>\r
201<para>Extra charges such as taxes and shipping charges can be added to a purchase order. \r
202See <link linkend="add-additional-purchase">Add Charges, Taxes and/or Fees to a Purchase Order</link> for further instructions.</para>\r
203</step>\r
204\r
205<step>\r
206<para>Ensure all needed information is present and activate the purchase order. See <link linkend="activate-purchase-order">Activating Purchase Orders</link> for \r
207further instructions.</para>\r
208</step>\r
209\r
210<step>\r
211<para>Print out your purchase order and email/fax/mail the order to your provider. See <link linkend="print-purchase-order">Print a Purchase Order</link> for \r
212further instructions.</para>\r
213</step>\r
214\r
215</procedure>\r
216\r
217<para><emphasis role="bold">Proceed to step 1 of Receiving and Invoicing.</emphasis></para>\r
218\r
219</simplesect>\r
220\r
221<simplesect xml:id="intro-workflow-receive">\r
222<title>Receiving and Invoicing</title>\r
223\r
224<procedure>\r
225<step>\r
226<para>Receive the items in Evergreen when they arrive. See <link linkend="acq-receive">Receive/Un-receive Acquisitions</link> for further instructions.</para>\r
227</step>\r
228\r
229<step>\r
230<para>Print out the Line Item Worksheet for each item and attach it to the item. See <link linkend="line-item-worksheet">Line Item Worksheet</link> for further \r
231instructions.</para>\r
232</step>\r
233\r
234<step>\r
235<para>Claim items that have not arrived as expected. See <link linkend="claim-ready-claiming">Claim-Ready Items</link> and \r
236<link linkend="claiming-items">Manual Claiming</link> for further instructions.</para>\r
237</step>\r
238\r
239<step>\r
240<para>Create invoices or link line items to existing invoices to pay for your purchases in Evergreen. \r
241See <link linkend="create-invoice-purchase-order">Create an Invoice for a Purchase Order</link> and <link linkend="link-lineitem-invoice">Link a Line Item to an \r
242Existing Invoice</link> for further instructions.</para>\r
243</step>\r
244\r
245<step>\r
246<para>Pass the received items on to your cataloguing department for cataloguing and processing.</para>\r
247</step>\r
248\r
249</procedure>\r
250\r
251<para><emphasis role="bold">Proceed to step 1 of Cataloguing.</emphasis></para>\r
252\r
253</simplesect>\r
254\r
255<simplesect xml:id="intro-workflow-cataloguing">\r
256<title>Cataloguing</title>\r
257\r
258<procedure>\r
259<step>\r
260<para>Use the item's temporary barcode, located on the Line Item Worksheet, to retrieve the item through a <guilabel>Quick Search</guilabel> in the catalogue.</para>\r
261</step>\r
262\r
263<step>\r
264<para>If the item's bibliographic record is a brief record or a substandard record do the following:</para>\r
265<orderedlist numeration="upperalpha">\r
266<listitem>\r
267<para>Use the item's ISBN to search for a better record in the Evergreen Catalogue.</para>\r
268<para>If a better record exists in the catalogue, merge the records together using the better record as the lead record. See \r
269<link linkend="merge">Chapter 23. Merging Bibliographic Records in Evergreen</link> for further instructions.</para>\r
270<para><emphasis role="bold">If your search yields no results proceed to B.</emphasis></para>\r
271</listitem>\r
272<listitem>\r
273<para>Use the item's ISBN to import a record via Z39.50.</para>\r
274<para>If a better record can be imported through Z39.50, overlay the existing record with the better record. See <link linkend="overlay">Overlaying MARC Records</link>\r
275for further instructions.</para>\r
276<para><emphasis role="bold">If your search yields no results proceed to C.</emphasis></para>\r
277</listitem>\r
278<listitem>\r
279<para>If you subscribe to a service that provides you with MARC records, download a better MARC record into the system and merge it with the original record.</para>\r
280<para><emphasis role="bold">If you do not subscribe to such a service, or the service does not have the record in question, proceed to D.</emphasis></para>\r
281</listitem>\r
282<listitem>\r
283<para>If the item is a relatively new title, wait a few days and then perform A and B again to see if you can now find the record.</para>\r
284<para><emphasis role="bold">If the bibliographic record is still not available proceed to E.</emphasis></para>\r
285</listitem>\r
286<listitem>\r
287<para>Use the brief record as the base for creating an original record for the item following AACR2R and MARC Standards.</para>\r
288</listitem>\r
289</orderedlist>\r
290</step>\r
291\r
292<step>\r
293<para>In <guilabel>Holdings Maintenance</guilabel> right click on the volume for your library and select \r
294<menuchoice><guimenuitem>Edit Volume</guimenuitem></menuchoice>.</para>\r
295<para>Update the volume (call number) and click <guibutton>Modify</guibutton>.</para>\r
296</step>\r
297\r
298<step>\r
299<para>Still in <guilabel>Holdings Maintenance</guilabel> right click on the line for the item in hand and select \r
300<menuchoice><guimenuitem>Replace Barcode</guimenuitem></menuchoice>.</para>\r
301<para>Replace the temporary system generated barcode with a real barcode and click <guibutton>Edit then Re-barcode</guibutton>. This takes you to the Copy Editor where\r
302you can finish cataloguing the item. Click <guibutton>Modify Copies</guibutton> when you are finished.</para>\r
303</step>\r
304</procedure>\r
305\r
306<para><emphasis role="bold">Congratulations! You have now taken an item through the entire acquisitions process.</emphasis></para>\r
307<para>More detailed instructions on the acquisitions module can be found in the following chapters.</para>\r
308</simplesect>\r
309\r
310</section>\r
311\r
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312<section xml:id="new-version-feature">\r
313<title>New in Evergreen Version 2.2</title>\r
31063226 314\r
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315<itemizedlist>\r
316<listitem>\r
317<para>Customizable Toolbars</para>\r
318</listitem>\r
319</itemizedlist>\r
320\r
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321<simplesect xml:id="new-features-selection">\r
322<title>Selection Lists</title>\r
323\r
324<itemizedlist>\r
325<listitem>\r
7a68cf73 326<para><link linkend="selection-interface">My Selection Lists</link> interface now has numbering.</para>\r
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327</listitem>\r
328<listitem>\r
7a68cf73 329<para><link linkend="delete-selection-list">Deleting a selection list</link> deletes all line items not attached to purchase orders.</para>\r
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330</listitem>\r
331</itemizedlist>\r
332\r
333</simplesect>\r
31063226 334\r
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335<simplesect xml:id="new-features-add-records">\r
336<title>Add Records</title>\r
337\r
338<itemizedlist>\r
339<listitem>\r
7a68cf73 340<para>Significant changes to the <link linkend="marc-order-records">Load MARC Order Records</link> interface as a result of Vandelay integration.</para>\r
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341</listitem>\r
342</itemizedlist>\r
343\r
344</simplesect>\r
345\r
346<simplesect xml:id="new-features-po">\r
347<title>Purchase Orders</title>\r
348\r
349<itemizedlist>\r
350<listitem>\r
351<para>The name of the purchase order, as well as the ID, appears on the printed version of the purchase order.</para>\r
352</listitem>\r
353</itemizedlist>\r
354\r
355</simplesect>\r
356\r
357<simplesect xml:id="new-features-load-bibs">\r
358<title>Loading Bibliographic Records and Items into the Catalogue</title>\r
359\r
360<itemizedlist>\r
361<listitem>\r
7a68cf73 362<para>Significant changes to loading bibliographic records as a result of <link linkend="load-bib-vandelay">Vandelay integration</link>.</para>\r
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363</listitem>\r
364</itemizedlist>\r
365\r
366</simplesect>\r
367\r
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368<simplesect xml:id="new-features-lineitem">\r
369<title>Line Items</title>\r
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370\r
371<itemizedlist>\r
372<listitem>\r
5f9c99c3 373<para>Prices entered into the <guilabel>Estimated Price</guilabel> field are automatically saved.</para>\r
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374</listitem>\r
375</itemizedlist>\r
5f9c99c3 376\r
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377</simplesect>\r
378\r
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379<simplesect xml:id="new-features-receive">\r
380<title>Receive/Un-receive Acquisitions</title>\r
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381\r
382<itemizedlist>\r
383<listitem>\r
5f9c99c3 384<para>Ability to <link linkend="receive-invoice">receive items from an invoice</link>.</para>\r
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385</listitem>\r
386</itemizedlist>\r
387</simplesect>\r
388\r
389\r
390<simplesect xml:id="new-features-funds">\r
391<title>Funds</title>\r
392\r
393<itemizedlist>\r
394<listitem>\r
7a68cf73 395<para>Filter added to <link linkend="track-balances-expenditures">Fund</link> interface.</para>\r
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396</listitem>\r
397</itemizedlist>\r
398\r
399</simplesect>\r
400\r
401<simplesect xml:id="new-features-providers">\r
402<title>Providers</title>\r
403\r
404<itemizedlist>\r
405<listitem>\r
7a68cf73 406<para>Filter added to <link linkend="edit-provider">Provider</link> interface.</para>\r
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407</listitem>\r
408</itemizedlist>\r
409\r
410</simplesect>\r
411\r
412<simplesect xml:id="new-features-perms-settings">\r
413<title>Permissions and Settings</title>\r
414\r
415<itemizedlist>\r
416<listitem>\r
417<para>New library setting "Allows patrons to create automatic holds from purchase requests".</para>\r
418</listitem>\r
419<listitem>\r
420<para>New library setting "Set copy creator as receiver".</para>\r
421</listitem>\r
422</itemizedlist>\r
423\r
424</simplesect>\r
425\r
426\r
427</section>\r
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428 \r
429</chapter>\r