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[sitka/doc/acquisitions.git] / admin / admin-acqdefaults.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="admin-acqdefaults">\r
4 <info>\r
5 <title>Acquisitions Module Sitka-wide Defaults</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=administration_functions_in_the_acquistions_module_ev.pdf"\r
9 xlink:href="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=administration_functions_in_the_acquistions_module_ev.pdf">Evergreen\r
10 Community</link></emphasis></para>\r
11 </legalnotice>\r
12 \r
13 \r
14\r
15 <abstract>\r
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16 <para>Sitka has set several consortium wide defaults in the Acquisitions Module. This chapter describes the defaults in place.</para>\r
17<para>These defaults have been developed based on input from the Sitka Team, the Acquisitions Ad Hoc Committee, and Sitka libraries implementing the acquisitions\r
7cc52d4d 18module. Libraries that wish to request additional defaults may do so by following the \r
34421476 19<link linkend="guidelines-submit-default">Guidelines for Submitting Suggestions for New Defaults</link>.</para>\r
e81dc611 20\r
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21</abstract>\r
22 \r
23\r
24 </info>\r
25\r
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26\r
27 <section xml:id="currency-types">\r
28 <title>Currency Types</title>\r
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29 <para>Currency types are assigned to funds, funding sources, and providers in the administrative module.</para>\r
30<para>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.</para>\r
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31\r
32\r
33<simplesect xml:id="currency-defaults">\r
34<title>Sitka Currency Type Defaults</title>\r
35\r
36<para>The currencies set in the Acquisitions Module are:</para>\r
37<informalfigure>\r
38<itemizedlist>\r
39<listitem>\r
40<para>Canadian Dollars</para>\r
41</listitem>\r
42<listitem>\r
43<para>U.S. Dollars</para>\r
44</listitem>\r
45<listitem>\r
46<para>European Euros</para>\r
47</listitem>\r
48<listitem>\r
49<para>U.K. Pounds Sterling</para>\r
50</listitem>\r
51<listitem>\r
52<para>Australian Dollars</para>\r
53</listitem>\r
54<listitem>\r
55<para>New Zealand Dollars</para>\r
56</listitem>\r
57<listitem>\r
0676500c 58<para>Swiss Franc</para>\r
e81dc611 59</listitem>\r
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60</itemizedlist>\r
61<para><mediaobject>\r
62<alt>screenshot of funding sources</alt>\r
63\r
64<imageobject>\r
65<imagedata fileref="media/default-currency-types.png" scalefit="0"></imagedata>\r
66</imageobject>\r
67</mediaobject></para>\r
68</informalfigure>\r
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69<para>If you require a currency type not listed here, please follow the \r
70<link linkend="guidelines-submit-default">Guidelines for Submitting Suggestions for New Defaults</link>.</para>\r
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71\r
72</simplesect>\r
73</section>\r
74\r
75<section xml:id="exchange-rates">\r
76<title>Exchange Rates</title>\r
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77<para>Exchange rates define the rate of exchange between currencies. Evergreen uses these exchange rates in several situations.</para>\r
78\r
79<para>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 \r
80will 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.</para>\r
81\r
e81dc611 82<para>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\r
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83of the receiving fund.</para>\r
84\r
85<!-- <para>During such transfers, however, staff can override the automatic conversion by providing an explicit amount to credit to the receiving fund. \r
86(This feature is not currently working properly.)</para> -->\r
87\r
88<para>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 \r
89the money to the currency of the receiving fund.</para>\r
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90\r
91<simplesect xml:id="exchange-rate-defaults">\r
92<title>Sitka Exchange Rate Defaults</title>\r
93\r
94<para>The most commonly used exchange rates have been set in the Acquisitions Module. These are:</para>\r
95<informalfigure>\r
96<itemizedlist>\r
97<listitem>\r
98<para>U.S Dollars to Canadian Dollars</para>\r
99<para>Canadian Dollars to U.S. Dollars</para>\r
100</listitem>\r
101<listitem>\r
102<para>European Euros to Canadian Dollars</para>\r
103<para>Canadian Dollars to European Euros</para>\r
104</listitem>\r
105<listitem>\r
106<para>U.K. Pounds Sterling to Canadian Dollars</para>\r
107<para>Canadian Dollars to U.K. Pounds Sterling</para>\r
108</listitem>\r
109<listitem>\r
110<para>Australian Dollars to Canadian Dollars</para>\r
111<para>Canadian Dollars to Australian Dollars</para>\r
112</listitem>\r
113</itemizedlist>\r
114<para><mediaobject>\r
115<alt>screenshot of exchange rate</alt>\r
116\r
117<imageobject>\r
118<imagedata fileref="media/default-exchange-rates.png" scalefit="0"></imagedata>\r
119</imageobject>\r
120</mediaobject></para>\r
121</informalfigure>\r
122\r
ddede891 123<para>Co-op support staff update the exchange rates on the first business day of each month using\r
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124 the <link xlink:href="https://www.google.com/finance/converter">Google Currency Converter</link>.</para>\r
125\r
e81dc611 126\r
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127<para>If you require an exchange rate not listed here, please follow the \r
128<link linkend="guidelines-submit-default">Guidelines for Submitting Suggestions for New Defaults</link>.</para>\r
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129\r
130\r
131</simplesect>\r
132\r
133</section>\r
3a1224e8 134<!--\r
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135\r
136 <section xml:id="claiming-acq">\r
137 <title>Claiming</title>\r
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138 <para>Evergreen 2.8 provides minimal claiming functionality. Currently, all claiming is\r
139 manual.</para>\r
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140\r
141<para><link linkend="claim-defaults">Sitka Claim Policy Defaults</link></para>\r
142<para><link linkend="claim-type-defaults">Sitka Claim Type (Claim Reason) Defaults</link></para>\r
143\r
144\r
145<simplesect xml:id="claim-defaults">\r
146<title>Sitka Claim Policy Defaults</title>\r
147\r
148<para>Some standard claim policies have been set in the Acquisitions Module. These are:</para>\r
149\r
150<itemizedlist>\r
151<listitem>\r
152<para>3-week phone - phone the provider after 3 weeks</para>\r
153</listitem>\r
154<listitem>\r
155<para>3-week email - email the provider after 3 weeks</para>\r
156</listitem>\r
157<listitem>\r
158<para>3-week fax - fax the provider after 3 weeks</para>\r
159</listitem>\r
160<listitem>\r
161<para>5-week phone - phone the provider after 5 weeks</para>\r
162</listitem>\r
163<listitem>\r
164<para>5-week email - e-mail the provider after 5 weeks</para>\r
165</listitem>\r
166<listitem>\r
167<para>5-week fax - fax the provider after 5 weeks</para>\r
168</listitem>\r
169</itemizedlist>\r
170\r
171<informalfigure>\r
172<para><mediaobject>\r
173<alt>screenshot of claim policy defaults</alt>\r
174\r
175<imageobject>\r
176<imagedata fileref="media/default-claim-policies.png" scalefit="0"></imagedata>\r
177</imageobject>\r
178</mediaobject></para>\r
179</informalfigure>\r
180\r
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181<para>If you require a claim policy not listed here, please follow the \r
182<link linkend="guidelines-submit-default">Guidelines for Submitting Suggestions for New Defaults</link>.</para>\r
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183\r
184</simplesect>\r
185\r
186<simplesect xml:id="claim-type-defaults">\r
187<title>Sitka Claim Type Defaults</title>\r
188\r
189<para>Some standard claim types (claim reasons) have been set in the Acquisitions Module. These are:</para>\r
190\r
191<itemizedlist>\r
192<listitem>\r
193<para>Damaged</para>\r
194</listitem>\r
195<listitem>\r
196<para>Duplicate</para>\r
197</listitem>\r
198<listitem>\r
199<para>Incorrect</para>\r
200</listitem>\r
201<listitem>\r
202<para>Past Due</para>\r
203</listitem>\r
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204<listitem>\r
205<para>Short Shipped</para>\r
206</listitem>\r
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207</itemizedlist>\r
208\r
209<informalfigure>\r
210<para><mediaobject>\r
211<alt>screenshot of funding sources</alt>\r
212\r
213<imageobject>\r
214<imagedata fileref="media/default-claim-types.png" scalefit="0"></imagedata>\r
215</imageobject>\r
216</mediaobject></para>\r
217</informalfigure>\r
218\r
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219<para>If you require a claim type (claim reason) not listed here, please follow the \r
220<link linkend="guidelines-submit-default">Guidelines for Submitting Suggestions for New Defaults</link>.</para>\r
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221\r
222</simplesect>\r
223\r
224</section>\r
3a1224e8 225-->\r
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226\r
227 <section xml:id="cancel-reasons">\r
228 <title>Cancel Reasons</title>\r
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229 <para>Evergreen allows you to define the reason for which a copy, line item or purchase order is cancelled.</para>\r
230<para>Applying a cancel reason prevents the item from appearing in a claims list and allows you to cancel any debits associated with the purchase.</para>\r
7cc52d4d 231<para>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 \r
b02a6ba2 232<link linkend="acq-cancel-suspend">Chapter 9, Cancel/Suspend Acquisitions</link>.</para>\r
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233\r
234\r
235<simplesect xml:id="cancel-reasons-defaults">\r
236<title>Sitka Cancel Reason Defaults</title>\r
237\r
238<para>The most common cancel reasons have been set in the Acquisitions Module. These are:</para>\r
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239\r
240<itemizedlist>\r
241<listitem>\r
a63eaf0e 242<para>Canceled: Account cancelled</para>\r
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243</listitem>\r
244<listitem>\r
a63eaf0e 245<para>Canceled: Already delivered</para>\r
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246</listitem>\r
247<listitem>\r
a63eaf0e 248<para>Canceled: Already owned</para>\r
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249</listitem>\r
250<listitem>\r
a63eaf0e 251 <para>Delayed: Backordered</para>\r
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252<para>Set to <guilabel>Keep Debits</guilabel></para>\r
253</listitem>\r
254<listitem>\r
a63eaf0e 255<para>Canceled: Canceled order</para>\r
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256</listitem>\r
257<listitem>\r
a63eaf0e 258 <para>Delayed: Damaged</para>\r
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259<para>Set to <guilabel>Keep Debits</guilabel></para>\r
260</listitem>\r
261<listitem>\r
a63eaf0e 262 <para>Delayed: Delivered But Lost</para>\r
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263<para>Set to <guilabel>Keep Debits</guilabel></para>\r
264</listitem>\r
265<listitem>\r
a63eaf0e 266<para>Canceled: Discontinued</para>\r
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267</listitem>\r
268<listitem>\r
a63eaf0e 269<para>Canceled: Duplicate</para>\r
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270</listitem>\r
271<listitem>\r
a63eaf0e 272<para>Canceled: Duplicate order</para>\r
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273</listitem>\r
274<listitem>\r
a63eaf0e 275<para>Canceled: Incorrect order</para>\r
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276</listitem>\r
277<listitem>\r
a63eaf0e 278<para>Canceled: Invalid ISBN</para>\r
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279</listitem>\r
280<listitem>\r
a63eaf0e 281<para>Canceled: Items blocked from crossing border</para>\r
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282</listitem>\r
283<listitem>\r
a63eaf0e 284<para>Canceled: Lost goods</para>\r
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285</listitem>\r
286<listitem>\r
a63eaf0e 287<para>Canceled: Miscellaneous</para>\r
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288</listitem>\r
289<listitem>\r
a63eaf0e 290<para>Canceled: Never received</para>\r
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291</listitem>\r
292<listitem>\r
a63eaf0e 293<para>Canceled: No longer available</para>\r
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294</listitem>\r
295<listitem>\r
a63eaf0e 296<para>Canceled: No longer needed</para>\r
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297</listitem>\r
298<listitem>\r
a63eaf0e 299<para>Canceled: Not found</para>\r
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300</listitem>\r
301<listitem>\r
a63eaf0e 302<para>Canceled: Not in process</para>\r
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303</listitem>\r
304<listitem>\r
a63eaf0e 305<para>Canceled: Not in stock</para>\r
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306</listitem>\r
307<listitem>\r
a63eaf0e 308<para>Canceled: Out of business</para>\r
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309</listitem>\r
310<listitem>\r
a63eaf0e 311<para>Canceled: Out of print</para>\r
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312</listitem>\r
313<listitem>\r
a63eaf0e 314<para>Canceled: Out of stock indefinitely</para>\r
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315</listitem>\r
316<listitem>\r
a63eaf0e 317<para>Canceled: Overbudget</para>\r
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318</listitem>\r
319<listitem>\r
a63eaf0e 320<para>Canceled: Provider will not fill order</para>\r
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321</listitem>\r
322<listitem>\r
a63eaf0e 323 <para>Delayed: Postponed</para>\r
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324<para>Set to <guilabel>Keep Debits</guilabel></para>\r
325</listitem>\r
326<listitem>\r
a63eaf0e 327<para>Canceled: Publication cancelled</para>\r
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328</listitem>\r
329<listitem>\r
a63eaf0e 330<para>Canceled: Quantity change</para>\r
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331</listitem>\r
332<listitem>\r
a63eaf0e 333<para>Canceled: Repriced</para>\r
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334</listitem>\r
335<listitem>\r
a63eaf0e 336<para>Delayed: Reprint under consideration</para>\r
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337<para>Set to <guilabel>Keep Debits</guilabel></para>\r
338</listitem>\r
339<listitem>\r
a63eaf0e 340<para>Canceled: Unauthorized order</para>\r
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341</listitem>\r
342<listitem>\r
a63eaf0e 343<para>Canceled:Wrong author</para>\r
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344</listitem>\r
345<listitem>\r
a63eaf0e 346 <para>Canceled: Wrong edition</para>\r
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347</listitem>\r
348<listitem>\r
a63eaf0e 349<para>Canceled: Wrong provider</para>\r
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350</listitem>\r
351<listitem>\r
a63eaf0e 352<para>Canceled: Wrong title</para>\r
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353</listitem>\r
354</itemizedlist>\r
355\r
356\r
357<informalfigure>\r
358<para><mediaobject>\r
359<alt>screenshot of default cancel reasons</alt>\r
360\r
361<imageobject>\r
a63eaf0e 362<imagedata fileref="media/default-cancel-reasons.png" width="100%" scalefit="1"></imagedata>\r
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363</imageobject>\r
364</mediaobject></para>\r
365</informalfigure>\r
366\r
367\r
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368<para>If you require a cancel reason not listed here, please follow the \r
369<link linkend="guidelines-submit-default">Guidelines for Submitting Suggestions for New Defaults</link>.</para>\r
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370</simplesect>\r
371\r
372</section>\r
373\r
374<section xml:id="invoice-item-type">\r
375<title>Invoice Item Type</title>\r
376\r
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377<para>Invoice Item Types allow you to enter additional charges on a purchase order or invoice.</para>\r
378\r
379<para>Charges for bibliographic items are listed separately from these additional charges on a purchase order or invoice.</para>\r
380\r
381<para>Invoice Item Types are either set to Prorate=True or Prorate=False. When <guibutton>Save and Close </guibutton> is selected on an invoice, the system\r
382will 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\r
383to the amount being spent by each fund on the invoice.</para>\r
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384\r
385<simplesect xml:id="invoice-item-default">\r
386<title>Sitka Invoice Item Type Defaults</title>\r
387\r
388<para>The default invoice item types are:</para>\r
389<itemizedlist>\r
390<listitem>\r
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391<para>Access Fee (f)</para>\r
392</listitem>\r
393<listitem>\r
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394<para>Blanket Order (f)</para>\r
395</listitem>\r
396<listitem>\r
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397<para>Cataloguing Charge (f)</para>\r
398</listitem>\r
399<listitem>\r
400<para>Direct Purchase (f)</para>\r
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401</listitem>\r
402<listitem>\r
4b5dbac9 403<para>Goods and Services Tax (t)</para>\r
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404</listitem>\r
405<listitem>\r
4b5dbac9 406<para>Handling Charge (t)</para>\r
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407</listitem>\r
408<listitem>\r
4b5dbac9 409<para>Harmonized Sales Tax (t)</para>\r
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410</listitem>\r
411<listitem>\r
412<para>Import Fee (t)</para>\r
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413</listitem>\r
414<listitem>\r
4b5dbac9 415<para>Lamination fee (t)</para>\r
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416</listitem>\r
417<listitem>\r
4b5dbac9 418<para>Non-library Item (f)</para>\r
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419</listitem>\r
420<listitem>\r
4b5dbac9 421<para>Processing Fee (f)</para>\r
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422</listitem>\r
423<listitem>\r
4b5dbac9 424<para>Processing Fee - Prorate (t)</para>\r
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425</listitem>\r
426<listitem>\r
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427<para>Provincial Sales Tax (t)</para>\r
428</listitem>\r
429<listitem>\r
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430<para>PST (No Prorate) (f)</para>\r
431</listitem>\r
432<listitem>\r
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433<para>Serial Subscription (f)</para>\r
434</listitem>\r
435<listitem>\r
436<para>Serial Supplemental Charges (f)</para>\r
437</listitem>\r
438<listitem>\r
439<para>Shipping Charge (t)</para>\r
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440</listitem>\r
441</itemizedlist>\r
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442<para>A (t) indicates that the charge is proratable, a (f) indicates that it is not.</para>\r
443\r
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444\r
445<informalfigure>\r
446<para><mediaobject>\r
447<alt>screenshot of invoice item type defaults</alt>\r
448\r
449<imageobject>\r
450<imagedata fileref="media/default-invoice-item-types.png" scalefit="0"></imagedata>\r
451</imageobject>\r
452</mediaobject></para>\r
453</informalfigure>\r
454\r
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455<para>If you require an invoice item type not listed here, please follow the \r
456<link linkend="guidelines-submit-default">Guidelines for Submitting Suggestions for New Defaults</link>.</para>\r
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457\r
458</simplesect>\r
459\r
460</section>\r
461\r
462 <section xml:id="invoice-payment">\r
463 <title>Invoice Payment Methods</title>\r
464 <para>Invoice payment methods are the ways you pay your providers for your purchases. The Invoice Payment Methods appear \r
465as a drop down menu in the invoice payment method field on the invoice.</para>\r
466\r
467<simplesect xml:id="invoice-payment-defaults">\r
468<title>Sitka Invoice Payment Method Defaults</title>\r
469\r
470<para>The most common invoice payment methods have been set in the Acquisitions Module. These are:</para>\r
471\r
472<itemizedlist>\r
473<listitem>\r
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474<para>American Express</para>\r
475</listitem>\r
476<listitem>\r
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477<para>Cash</para>\r
478</listitem>\r
479<listitem>\r
480<para>Cheque</para>\r
481</listitem>\r
482<listitem>\r
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483<para>Credit</para>\r
484</listitem>\r
485<listitem>\r
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486<para>Direct Billing</para>\r
487</listitem>\r
488<listitem>\r
4b5dbac9 489<para>Draft</para>\r
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490</listitem>\r
491<listitem>\r
4b5dbac9 492<para>Debit</para>\r
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493</listitem>\r
494<listitem>\r
4b5dbac9 495<para>Electronic Funds Transfer</para>\r
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496</listitem>\r
497<listitem>\r
4b5dbac9 498<para>Mastercard</para>\r
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499</listitem>\r
500<listitem>\r
4b5dbac9 501<para>Paypal</para>\r
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502</listitem>\r
503<listitem>\r
4b5dbac9 504<para>VISA</para>\r
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505</listitem>\r
506<listitem>\r
4b5dbac9 507<para>Wire Transfer</para>\r
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508</listitem>\r
509</itemizedlist>\r
510<informalfigure>\r
511<para><mediaobject>\r
512<alt>screenshot of funding sources</alt>\r
513\r
514<imageobject>\r
515<imagedata fileref="media/default-invoice-payment.png" scalefit="0"></imagedata>\r
516</imageobject>\r
517</mediaobject></para>\r
518</informalfigure>\r
519\r
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520<para>If you require an invoice payment method not listed here, please follow the \r
521<link linkend="guidelines-submit-default">Guidelines for Submitting Suggestions for New Defaults</link>.</para>\r
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522\r
523</simplesect>\r
524\r
525</section>\r
526\r
527<section xml:id="lineitem-marc-def">\r
528<title>Line Item MARC Attribute Definitions</title>\r
529\r
530<para>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 \r
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531catalogue.</para> \r
532\r
533<para> These attributes also appear as the fields in the New Brief Record interface.</para>\r
e81dc611 534\r
34421476 535<simplesect xml:id="lineitem-marc-defaults">\r
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536<title>Line Item MARC Attribute Definitions Defaults</title>\r
537\r
538<itemizedlist>\r
539<listitem>\r
540<para>Author of Work</para>\r
541</listitem>\r
542<listitem>\r
543<para>Edition</para>\r
544</listitem>\r
545<listitem>\r
546<para>Identifier</para>\r
547</listitem>\r
548<listitem>\r
549<para>ISBN</para>\r
550</listitem>\r
551<listitem>\r
552<para>ISSN</para>\r
553</listitem>\r
554<listitem>\r
555<para>Language of Work</para>\r
556</listitem>\r
557<listitem>\r
558<para>Local Notes</para>\r
559</listitem>\r
560<listitem>\r
561<para>Pagination</para>\r
562</listitem>\r
563<listitem>\r
564<para>Price</para>\r
565</listitem>\r
566<listitem>\r
567<para>Publication Date</para>\r
568</listitem>\r
569<listitem>\r
570<para>Publisher</para>\r
571</listitem>\r
572<listitem>\r
573<para>Title</para>\r
574</listitem>\r
575<listitem>\r
576<para>UPC</para>\r
577</listitem>\r
578</itemizedlist>\r
579\r
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580<para>If you require a line item MARC attribute definition not listed here, please follow the \r
581<link linkend="guidelines-submit-default">Guidelines for Submitting Suggestions for New Defaults</link>.</para>\r
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582\r
583</simplesect>\r
584</section>\r
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585\r
586<section xml:id="submit-default">\r
587<title>New Sitka-wide Defaults</title>\r
588\r
7cc52d4d 589<para>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 \r
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590suggestion.</para>\r
591\r
592<simplesect xml:id="guidelines-submit-default">\r
593<title>Guidelines for Submitting Suggestions for New Defaults</title>\r
594<procedure>\r
595<step>\r
7cc52d4d 596<para>Login to <link xlink:title="https://support.sitka.bclibraries.ca/">RT</link> and create a new ticket or compose a new email to support.</para>\r
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597</step>\r
598<step>\r
599<para>Enter a subject including ACQ DEFAULT, the category your default falls under, and your suggested default.</para>\r
600<para>Example: <emphasis>ACQ DEFAULT: Cancel Reason - Duplicate Order</emphasis></para>\r
7cc52d4d 601<tip><para>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\r
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602your library.</para></tip>\r
603</step>\r
604<step>\r
605<para>In the body of the ticket or email describe how your default will be used. Please include any information you feel is relevant.</para>\r
606</step>\r
607<step>\r
608<para>Sitka Support will review all suggestions and add new defaults to Evergreen as needed.</para>\r
609</step>\r
610</procedure>\r
611\r
612</simplesect>\r
613\r
614</section>\r
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615 \r
616 \r
617</chapter>\r