add link to edi invoice instuctions
[sitka/doc/acquisitions.git] / intro / acq-workflow.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-workflow">\r
4 <info>\r
5 <title>Recommended Workflows</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
a3adb4d0 11 </legalnotice> \r
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12\r
13 <abstract>\r
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14 <para>Sitka Staff have put together the following recommended workflows for acquisitions.</para>\r
15<para>Please contact Sitka Support regarding acquisitions workflow questions.</para>\r
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16</abstract>\r
17 \r
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18 </info>\r
19\r
ce27a6d7 20<section xml:id="acq-workflow-one">\r
10fb519b 21<title>Selection Using the Catalogue</title>\r
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22\r
23<para><emphasis>This workflow assumes that selectors have the cataloguing skills necessary to decide which bibliographic record is the best bibliographic record for \r
24the item to be purchased.</emphasis></para>\r
25\r
26<simplesect xml:id="workflow-one-selection">\r
27<title>Selection</title>\r
28<procedure>\r
29\r
30<step>\r
31<para>Selector uses a combination of:</para>\r
32<itemizedlist>\r
33<listitem>\r
88252180 34<para>a <link linkend="lineitem-catalogue-search">line item and catalogue search</link></para>\r
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35</listitem>\r
36<listitem>\r
37<para>the <link linkend="view-place-orders">View/Place Order</link> feature.</para>\r
38</listitem>\r
39<listitem>\r
40<para>the <link linkend="catalog-record-ids">Load Catalogue Record Ids</link>.</para>\r
41</listitem>\r
42</itemizedlist>\r
43</step>\r
44<step>\r
45<para>The MARC Federated search is used to locate any records not found in the catalogue.</para>\r
ce27a6d7 46\r
88252180 47<para><emphasis>The <link linkend="marc-federated-search">MARC Federated search</link> may also be used in place of a line item and catalogue search by only using the Evergreen catalogue as a search \r
ce27a6d7 48source.</emphasis></para>\r
88252180 49</step>\r
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50\r
51<step>\r
52<para>Selector adds the following to each line item on the selection list.</para>\r
53<itemizedlist>\r
54<listitem>\r
88252180 55<para><link linkend="lineitem-estimated-price">estimated price</link></para>\r
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56</listitem>\r
57<listitem>\r
88252180 58<para><link linkend="add-copies-lineitem">number of copies</link></para>\r
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59</listitem>\r
60<listitem>\r
b7849ca1 61<para><link linkend="add-notes-lineitems">notes</link></para>\r
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62</listitem>\r
63<listitem>\r
88252180 64<para><link linkend="add-alerts-lineitem">alerts</link></para>\r
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65</listitem>\r
66<listitem>\r
88252180 67<para><link linkend="apply-funds-acq">fund</link></para>\r
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68</listitem>\r
69</itemizedlist>\r
70</step>\r
71</procedure>\r
72\r
73</simplesect>\r
74\r
75\r
76<simplesect xml:id="workflow-one-purchasing">\r
77<title>Purchasing</title>\r
78\r
79<procedure>\r
80<step>\r
88252180 81<para>Purchaser retrieves the selection list and <link linkend="convert-selection-list">converts it to a purchase order</link>.</para>\r
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82</step>\r
83<step>\r
88252180 84<para>Purchaser checks that line items are complete and <link linkend="activate-purchase-order">activates the purchase order</link>.</para>\r
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85</step>\r
86<step>\r
10fb519b 87<para>Purchaser (or Cataloguer) uses the <link linkend="load-bib-vandelay">Vandelay interface</link> to import any records coming from outside the catalogue.</para>\r
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88</step>\r
89<step>\r
10fb519b 90<para>Purchase order is sent via mail/email/fax/EDI to provider (unless the order has already been entered directly on the provider's website).</para>\r
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91</step>\r
92</procedure>\r
93 \r
94</simplesect>\r
95\r
96\r
97<simplesect xml:id="workflow-one-receiving">\r
98<title>Receiving/Invoicing</title>\r
99\r
88252180 100<para><emphasis role="bold">On Purchase Order</emphasis></para>\r
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101<procedure>\r
102<step>\r
d431178a 103<para>Receiver <link linkend="acq-receive">receives all items</link> that arrive on their respective purchase orders.</para>\r
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104</step>\r
105<step>\r
b7849ca1 106<para>Receiver creates an <link linkend="creating-invoices">invoice</link> either from an entire purchase order or from a single line item.</para>\r
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107</step>\r
108<step>\r
88252180 109<para>Receiver <link linkend="link-lineitem-invoice">links appropriate line items</link> to the invoice.</para>\r
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110</step>\r
111<step>\r
112<para>Invoice is paid and closed.</para>\r
113</step>\r
114<step>\r
115<para>Relevant information is forwarded to finance department/bookkeeper.</para>\r
116</step>\r
117</procedure>\r
118\r
88252180 119<para><emphasis role="bold">On Invoice</emphasis></para>\r
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120\r
121<procedure>\r
122<step>\r
b7849ca1 123<para>Receiver <link linkend="creating-invoices">creates an invoice</link> either from an entire purchase order or from a single line item.</para>\r
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124</step>\r
125<step>\r
88252180 126<para>Receiver <link linkend="link-lineitem-invoice">links appropriate line items</link> to the invoice.</para>\r
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127</step>\r
128<step>\r
88252180 129<para>Receiver <link linkend="receive-invoice">receives all items</link> through the invoice.</para>\r
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130</step>\r
131<step>\r
132<para>Invoice is paid and closed.</para>\r
133</step>\r
134<step>\r
135<para>Relevant information is forwarded to finance department/bookkeeper.</para>\r
136</step>\r
137</procedure>\r
138</simplesect>\r
139\r
140<simplesect xml:id="workflow-one-cataloguing">\r
141<title>Cataloguing</title>\r
142\r
143<procedure>\r
144<step>\r
145<para>Cataloguer updates barcode and copy information for each item.</para>\r
146</step>\r
147<step>\r
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148<para>Cataloguer <link xlink:title="http://docs.sitka.bclibraries.ca/Sitka/current/html/import.html" \r
149xlink:href="http://docs.sitka.bclibraries.ca/Sitka/current/html/import.html"> imports a full record</link>\r
150 or does <link xlink:title="http://docs.sitka.bclibraries.ca/Sitka/current/html/new.html"\r
151xlink:href="http://docs.sitka.bclibraries.ca/Sitka/current/html/new.html">original cataloguing</link>\r
152 to replace any brief bibliographic records.</para>\r
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153</step>\r
154<step>\r
155<para>Items are processed and checked in.</para>\r
156</step>\r
157</procedure>\r
158</simplesect>\r
159\r
160</section>\r
161\r
162<section xml:id="acq-workflow-two">\r
10fb519b 163<title>Selection Using Brief Records</title>\r
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164\r
165<simplesect xml:id="workflow-two-selection">\r
166<title>Selection</title>\r
167\r
168<procedure>\r
169<step>\r
88252180 170<para>Selector <link linkend="create-purchase-order">creates a purchase order</link>.</para>\r
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171</step>\r
172<step>\r
88252180 173<para>Selector <link linkend="add-brief-purchase">adds brief records</link> to the purchase order for each item.</para>\r
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174</step>\r
175<step>\r
88252180 176<para>Selector adds the following to each line item on the purchase order:</para>\r
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177<itemizedlist>\r
178<listitem>\r
88252180 179<para><link linkend="lineitem-estimated-price">estimated price</link></para>\r
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180</listitem>\r
181<listitem>\r
88252180 182<para><link linkend="add-copies-lineitem">number of copies</link></para>\r
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183</listitem>\r
184<listitem>\r
b7849ca1 185<para><link linkend="add-notes-lineitems">notes</link></para>\r
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186</listitem>\r
187<listitem>\r
88252180 188<para><link linkend="add-alerts-lineitem">alerts</link></para>\r
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189</listitem>\r
190<listitem>\r
88252180 191<para><link linkend="apply-funds-acq">fund</link></para>\r
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192</listitem>\r
193</itemizedlist> \r
194</step>\r
195</procedure>\r
196</simplesect>\r
197\r
198<simplesect xml:id="workflow-two-purchasing">\r
199<title>Purchasing</title>\r
200\r
201<procedure>\r
202<step>\r
d431178a 203<para>Purchaser/Selector checks that line items are complete and <link linkend="activate-purchase-order">activates the purchase order</link>.</para>\r
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204</step>\r
205<step>\r
10fb519b 206<para>Purchaser (or Cataloguer) uses the <link linkend="load-bib-vandelay">Vandelay interface</link> to merge all brief records with full records already\r
d431178a 207 in the catalogue. Only items that do not already exist in the catalogue will use a brief record.</para>\r
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208</step>\r
209<step>\r
10fb519b 210<para>Purchase order is sent via mail/email/fax/EDI to provider (unless the order has already been entered directly on the provider's website).</para>\r
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211</step>\r
212</procedure>\r
213\r
214</simplesect>\r
215\r
216<simplesect xml:id="workflow-two-receiving">\r
217\r
218<title>Receiving/Invoicing</title>\r
219\r
88252180 220<para><emphasis role="bold">On Purchase Order</emphasis></para>\r
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221\r
222<procedure>\r
223<step>\r
d431178a 224<para>Receiver <link linkend="acq-receive">receives all items</link> that arrive on their respective purchase orders.</para>\r
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225</step>\r
226<step>\r
b7849ca1 227<para>Receiver creates an <link linkend="creating-invoices">invoice</link> either from an entire purchase order or from a single line item.</para>\r
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228</step>\r
229<step>\r
88252180 230<para>Receiver <link linkend="link-lineitem-invoice">links appropriate line items</link> to the invoice.</para>\r
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231</step>\r
232<step>\r
233<para>Invoice is paid and closed.</para>\r
234</step>\r
235<step>\r
236<para>Relevant information is forwarded to finance department/bookkeeper.</para>\r
237</step>\r
238</procedure>\r
239\r
88252180 240<para><emphasis rold="bold">On Invoice</emphasis></para>\r
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241\r
242<procedure>\r
243<step>\r
b7849ca1 244<para>Receiver <link linkend="creating-invoices">creates an invoice</link> either from an entire purchase order or from a single line item.</para>\r
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245</step>\r
246<step>\r
88252180 247<para>Receiver <link linkend="link-lineitem-invoice">links appropriate line items</link> to the invoice.</para>\r
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248</step>\r
249<step>\r
88252180 250<para>Receiver <link linkend="receive-invoice">receives all items</link> through the invoice.</para>\r
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251</step>\r
252<step>\r
253<para>Invoice is paid and closed.</para>\r
254</step>\r
255<step>\r
256<para>Relevant information is forwarded to finance department/bookkeeper.</para>\r
257</step>\r
258</procedure>\r
259\r
260</simplesect>\r
261\r
262<simplesect xml:id="workflow-two-cataloguing">\r
263<title>Cataloguing</title>\r
264\r
265<procedure>\r
266<step>\r
267<para>Cataloguer updates barcode and copy information for each item.</para>\r
268</step>\r
269<step>\r
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270<para>Cataloguer <link xlink:title="http://docs.sitka.bclibraries.ca/Sitka/current/html/import.html" \r
271xlink:href="http://docs.sitka.bclibraries.ca/Sitka/current/html/import.html"> imports a full record</link>\r
272 or does <link xlink:title="http://docs.sitka.bclibraries.ca/Sitka/current/html/new.html"\r
273xlink:href="http://docs.sitka.bclibraries.ca/Sitka/current/html/new.html">original cataloguing</link>\r
274 to replace any brief bibliographic records.</para>\r
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275</step>\r
276<step>\r
277<para>Items are processed and checked in.</para>\r
278</step>\r
279</procedure>\r
280</simplesect>\r
281\r
282</section>\r
283\r
284<section xml:id="acq-workflow-three">\r
10fb519b 285<title>Selection By Loading MARC Order Records</title>\r
ce27a6d7 286\r
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287<simplesect xml:id="workflow-three-selection">\r
288<title>Selection</title>\r
289\r
290<procedure>\r
291<step>\r
292<para>Selector creates a cart on the provider's website and adds the desired items to the cart.</para>\r
293</step>\r
294\r
295<step>\r
296<para>Selector downloads the MARC records for the items in the cart. Contact your provider if you require assistance on how to do this.</para>\r
297</step>\r
298\r
299<step>\r
300<para>Clear the cart. Do NOT submit the cart as an order to your provider via their website.</para>\r
301</step>\r
302</procedure>\r
303\r
304</simplesect>\r
305\r
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306<simplesect xml:id="workflow-three-load-marc">\r
307<title>Load MARC Order Records</title>\r
308\r
309<procedure>\r
95612072 310\r
ce27a6d7 311<step>\r
d431178a 312<para>Selector/Cataloguer <link linkend="marc-order-records">uploads the MARC record file</link> from the provider.</para>\r
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313<itemizedlist>\r
314<listitem>\r
315<para>A purchase order or selection list may be created out of the MARC records.</para>\r
316</listitem>\r
317<listitem>\r
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318<para>If subfields l, e, f, o, and q are used in the <link linkend="workflow-three-admin">970 field</link>\r
319 a purchase order can be created and activated at this time.</para>\r
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320</listitem>\r
321</itemizedlist>\r
322</step>\r
323<step>\r
10fb519b 324<para>Selector/Cataloguer uses the <link linkend="load-bib-vandelay">Vandelay interface</link> to import the bibliographic records into the catalogue.</para>\r
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325</step>\r
326<step>\r
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327<para>If not supplied through the <link linked="workflow-three-admin">970 field</link> Selector adds \r
328the following information to each line item on the purchase order or selection list:</para>\r
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329<itemizedlist>\r
330<listitem>\r
88252180 331<para><link linkend="lineitem-estimated-price">estimated price</link></para>\r
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332</listitem>\r
333<listitem>\r
88252180 334<para><link linkend="add-copies-lineitem">number of copies</link></para>\r
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335</listitem>\r
336<listitem>\r
b7849ca1 337<para><link linkend="add-notes-lineitems">notes</link></para>\r
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338</listitem>\r
339<listitem>\r
88252180 340<para><link linkend="add-alerts-lineitem">alerts</link></para>\r
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341</listitem>\r
342<listitem>\r
88252180 343<para><link linkend="apply-funds-acq">fund</link></para>\r
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344</listitem>\r
345</itemizedlist>\r
346</step>\r
347<step>\r
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348<para>If a selection list, the Selector/Purchaser <link linkend="convert-selection-list">converts the selection list to a purchase order</link>\r
349 and <link linkend="activate-purchase-order">activates it</link>.</para>\r
350<para>If a purchase order, the Selector/Purchaser <link linkend="activate-purchase-order">activates the purchase order</link>.</para>\r
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351</step>\r
352</procedure>\r
353</simplesect>\r
354\r
355<simplesect xml:id="workflow-three-receiving">\r
356<title>Receiving/Invoicing</title>\r
357\r
88252180 358<para><emphasis role="bold">On Purchase Order</emphasis></para>\r
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359\r
360<procedure>\r
361<step>\r
d431178a 362<para>Receiver <link linkend="acq-receive">receives all items</link> that arrive on their respective purchase orders.</para>\r
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363</step>\r
364<step>\r
44213ebc 365<para>Receiver creates an <link linkend="creating-invoices">invoice</link> either from an entire purchase order or from a single line item.</para>\r
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366</step>\r
367<step>\r
88252180 368<para>Receiver <link linkend="link-lineitem-invoice">links appropriate line items</link> to the invoice.</para>\r
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369</step>\r
370<step>\r
371<para>Invoice is paid and closed.</para>\r
372</step>\r
373<step>\r
374<para>Relevant information is forwarded to finance department/bookkeeper.</para>\r
375</step>\r
376</procedure>\r
377\r
88252180 378<para><emphasis role="bold">On Invoice</emphasis></para>\r
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379\r
380<procedure>\r
381<step>\r
b7849ca1 382<para>Receiver creates an <link linkend="creating-invoices">invoice</link> either from an entire purchase order or from a single line item.</para>\r
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383</step>\r
384<step>\r
88252180 385<para>Receiver <link linkend="link-lineitem-invoice">links appropriate line items</link> to the invoice.</para>\r
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386</step>\r
387<step>\r
88252180 388<para>Receiver <link linkend="receive-invoice">receives all items</link> through the invoice.</para>\r
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389</step>\r
390<step>\r
391<para>Invoice is paid and closed.</para>\r
392</step>\r
393<step>\r
394<para>Relevant information is forwarded to finance department/bookkeeper.</para>\r
395</step>\r
396</procedure>\r
397</simplesect>\r
398\r
399<simplesect xml:id="workflow-three-cataloguing">\r
400<title>Cataloguing</title>\r
401\r
402<procedure>\r
403<step>\r
404<para>Cataloguer updates barcode and copy information for each item.</para>\r
405</step>\r
406<step>\r
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407<para>Cataloguer <link xlink:title="http://docs.sitka.bclibraries.ca/Sitka/current/html/import.html" \r
408xlink:href="http://docs.sitka.bclibraries.ca/Sitka/current/html/import.html"> imports a full record</link>\r
409 or does <link xlink:title="http://docs.sitka.bclibraries.ca/Sitka/current/html/new.html"\r
410xlink:href="http://docs.sitka.bclibraries.ca/Sitka/current/html/new.html">original cataloguing</link>\r
411 to replace any brief bibliographic records.</para>\r
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412</step>\r
413<step>\r
414<para>Items are processed and checked in.</para>\r
415</step>\r
416</procedure>\r
417</simplesect>\r
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418\r
419<simplesect xml:id="workflow-three-admin">\r
420<title>Admin</title>\r
421\r
422<procedure>\r
423<step>\r
424<para>A 970 holdings tag is set up in the <link linkend="provider-profile">provider's record</link>.</para>\r
425</step>\r
426<step>\r
427<para>The 970 holdings tag is set up with the actual provider to contain the following <link linkend="holding-subfield">subfields</link>:</para>\r
428<itemizedlist>\r
429<listitem>\r
430<para>b: barcode</para>\r
431</listitem>\r
432<listitem>\r
433<para>c: call number</para>\r
434</listitem>\r
435<listitem>\r
436<para>m: circ modifier</para>\r
437</listitem>\r
438<listitem>\r
439<para>l: copy location</para>\r
440</listitem>\r
441<listitem>\r
442<para>e: estimated price</para>\r
443</listitem>\r
444<listitem>\r
445<para>f: fund code</para>\r
446</listitem>\r
447<listitem>\r
448<para>n: note</para>\r
449</listitem>\r
450<listitem>\r
451<para>o: owning library</para>\r
452</listitem>\r
453<listitem>\r
454<para>q: quantity</para>\r
455</listitem>\r
456</itemizedlist>\r
457</step>\r
458</procedure>\r
459\r
460<para>The subfields used will depend on the provider. $o must always be used.</para> \r
461</simplesect>\r
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462</section>\r
463\r
8cc8dd11 464<section xml:id="enhanced-onorder">\r
164a7af1 465<title>Workflow: Enhanced On Order Records</title>\r
830efd2c 466\r
164a7af1 467<para>Enhanced On Order Records include holdings information in a 9xx field. This information can be used by Evergreen to create your line items and add quantity,fund, price, shelving location, and circulation modifier information to them.</para>\r
830efd2c 468\r
8cc8dd11 469<simplesect xml:id="workflow-enhanced-selection">\r
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470<title>Selection</title>\r
471\r
472<procedure>\r
473<step>\r
474<para>Selector creates a cart on the provider's website and adds the desired items to the cart.</para>\r
475</step>\r
476<step>\r
477<para>Selector assigns a line item template for each item.</para>\r
478</step>\r
479<step>\r
480<para>Selector downloads the MARC 9xx record file from the provider's website.</para>\r
481</step>\r
482<step>\r
483<para>Do NOT submit the cart as an order to your provider via their website. Once you have successfully uploaded your MARC records you can go back and clear the cart</para>\r
484</step>\r
485</procedure>\r
486</simplesect>\r
487\r
488<simplesect xml:id="workflow-enhanced-loadmarc">\r
489<title>Load MARC Order Records</title>\r
490\r
491<procedure>\r
492<step>\r
493<para>Purchaser <link linkend="marc-order-records">uploads the MARC 9xx record file</link> from the provider.</para>\r
494<itemizedlist>\r
495<listitem>\r
496<para>Purchaser verifies the purchase order has been created with <link linkend="line-item-detailed-view">all line item and copy information</link> from the MARC 9xx record file</para>\r
497</listitem>\r
498<listitem>\r
499<para>Purchaser <link linkend="activation-purchase-order">activates the purchase order.</link></para>\r
500</listitem>\r
501</itemizedlist>\r
502</step>\r
503<step><para>The order is pushed to the provider via <link linkend="e-d-i">EDI</link></para></step>\r
504<step>\r
505<para>Purchaser clears the cart on the provider's website. Do NOT submit the cart as an order to your provider via their website.</para>\r
506</step>\r
507</procedure>\r
508</simplesect>\r
509\r
510<simplesect xml:id="workflow-enhanced-receiving">\r
511<title>Receiving/Invoicing</title>\r
512\r
513<procedure>\r
514<step><para>Library receives box of materials.</para></step>\r
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515<step><para>Receiver <link linkend="invoice-search">searches for the invoice</link> using the <guilabel>vendor invoice id</guilabel> on the paper invoice received with the items.</para></step>\r
516<step><para>Receiver marks items as <link linkend="receive-invoice">received</link> on the invoice</para></step>\r
517<step><para>Receiver <link linkend="pay-invoice">completes the invoice</link></para>\r
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518<itemizedlist>\r
519<listitem><para>Verify invoice totals. If required edit the electronic invoice so the totals match the paper invoice</para>\r
520</listitem></itemizedlist>\r
521</step>\r
522<step>\r
523<para>Relevant information is forwarded to finance department/bookkeeper.</para>\r
524</step>\r
525</procedure>\r
526</simplesect>\r
527\r
528<simplesect xml:id="workflow-enhanced-cataloguing">\r
529<title>Cataloguing</title>\r
530<procedure>\r
531<step>\r
532<para>Cataloguer updates barcode and copy information for each item.</para>\r
533</step>\r
534<step>\r
535<para>Cataloguer <link xlink:title="http://docs.sitka.bclibraries.ca/Sitka/current/html/import.html" \r
536xlink:href="http://docs.sitka.bclibraries.ca/Sitka/current/html/import.html"> imports a full record</link>\r
537 or does <link xlink:title="http://docs.sitka.bclibraries.ca/Sitka/current/html/new.html"\r
538xlink:href="http://docs.sitka.bclibraries.ca/Sitka/current/html/new.html">original cataloguing</link>\r
539 to replace any brief bibliographic records.</para>\r
540</step>\r
541<step>\r
542<para>Items are processed and checked in.</para>\r
543</step>\r
544</procedure>\r
545</simplesect>\r
546\r
547<simplesect xml:id="workflow-enhanced-admin">\r
548<title>Admin</title>\r
549\r
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550<para>The following setup must be completed in order to complete this workflow.</para>\r
551\r
830efd2c 552<procedure>\r
164a7af1 553<step><para>The line item templates are created on the provider's website. Contact Co-op Support if you are interested in ordering Shelf Ready Items.</para></step>\r
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554<step>\r
555<para>A 970 holdings tag is set up in the <link linkend="provider-profile">provider's record</link>.</para>\r
556</step>\r
557<step>\r
558<para>The 970 holdings tag is set up with the actual provider to contain the following <link linkend="holding-subfield">subfields</link>:</para>\r
559<itemizedlist>\r
560<listitem>\r
561<para>m: circ modifier</para>\r
562</listitem>\r
563<listitem>\r
564<para>l: copy location</para>\r
565</listitem>\r
566<listitem>\r
567<para>e: estimated price</para>\r
568</listitem>\r
569<listitem>\r
570<para>f: fund code</para>\r
571</listitem>\r
572<listitem>\r
573<para>o: owning library</para>\r
574</listitem>\r
575<listitem>\r
576<para>q: quantity</para>\r
577</listitem>\r
578<listitem>\r
579<para>The subfields used will depend on the provider. $o must always be used.</para> \r
580</listitem> \r
581</itemizedlist>\r
582</step>\r
636b24f7 583<step><para>An <link linkend="e-d-i">EDI Account</link> is set up to send orders and receive invoices </para></step>\r
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584</procedure>\r
585</simplesect>\r
830efd2c 586\r
8cc8dd11 587</section>\r
830efd2c 588\r
8cc8dd11 589<section xml:id="shelfready">\r
164a7af1 590<title>Workflow: Shelf Ready Items with Enhanced On Order Records</title>\r
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591\r
592<para>Shelf Ready Items arrive at your library with their processing done and ready to go on your shelf. When Shelf Ready Items are sent to your library a file of matching full MARC records are sent to the Co-op for loading.</para>\r
593\r
8cc8dd11 594<simplesect xml:id="shelfready-selection">\r
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595<title>Selection</title>\r
596\r
597<procedure>\r
598<step>\r
599<para>Selector creates a cart on the provider's website and adds the desired items to the cart.</para>\r
600</step>\r
601<step>\r
602<para>Selector assigns a line item template for each item.</para>\r
603</step>\r
604<step>\r
605<para>Selector downloads the MARC 9xx record file from the provider's website.</para>\r
606</step>\r
607<step>\r
608<para>Do NOT submit the cart as an order to your provider via their website. Once you have successfully uploaded your MARC records you can go back and clear the cart</para>\r
609</step>\r
610</procedure>\r
611</simplesect>\r
612\r
613<simplesect xml:id="workflow-shelfready-loadmarc">\r
614<title>Load MARC Order Records</title>\r
615\r
616<procedure>\r
617<step>\r
618<para>Purchaser <link linkend="marc-order-records">uploads the MARC 9xx record file</link> from the provider.</para>\r
619<itemizedlist>\r
620<listitem>\r
621<para>Purchaser verifies the purchase order has been created with <link linkend="line-item-detailed-view">all line item and copy information</link> from the MARC 9xx record file</para>\r
622</listitem>\r
623<listitem>\r
624<para>Purchaser <link linkend="activation-purchase-order">activates the purchase order.</link></para>\r
625</listitem>\r
626</itemizedlist>\r
627</step>\r
628<step><para>The order is pushed to the provider via <link linkend="e-d-i">EDI</link></para></step>\r
629<step>\r
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630<para>Purchaser clears the cart on the provider's website. Do NOT submit the cart as an order to your provider via their website.</para>\r
631</step>\r
632</procedure>\r
633</simplesect>\r
634\r
635<simplesect xml:id="workflow-shelfready-receiving">\r
636<title>Receiving/Invoicing</title>\r
637\r
638<procedure>\r
639<step><para>Provider ships processed materials to the library (can include barcode, spine label, property stamping, mylar covers, security or rfid and more)</para></step>\r
640<step><para>Provider sends consolidated file to Sitka staff for centralized loading of full MARC records and item records.</para></step>\r
641<step><para>Library receives box of materials.</para></step>\r
642\r
643<step><para>Receiver scans item barcodes in <link xlink:href="http://docs.sitka.bclibraries.ca/Sitka/current/html/circulation-item-status.html">item status</link> to bring up the item record.</para>\r
644<itemizedlist>\r
645<listitem>\r
646<para>Receiver verifies the item is in status <guilabel>In process</guilabel></para></listitem>\r
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647<listitem><para>If the item status is <guilabel>On order</guilabel> wait 48 hours and try again</para></listitem>\r
648<listitem><para>If the item status is still shows <guilabel>On order</guilabel> after 48 hours email sitka@bc.libraries.coop</para></listitem>\r
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649</itemizedlist>\r
650</step>\r
651<step>\r
652<para>Receiver <link linkend="invoice-search">searches for the invoice</link> using the <guilabel>vendor invoice id</guilabel> on the paper invoice received with the items.</para>\r
c1a0221d 653<para>See <link linkend="vendorinvoice-edicreated">Vendor created invoice from EDI</link> for detailed instructions.</para>\r
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654</step>\r
655<step>\r
656<para>Receiver marks items as <link linkend="receive-invoice">received</link> on the invoice</para>\r
657</step>\r
658<step>\r
a3adb4d0 659<para>Receiver <link linkend="pay-invoice">completes the invoice</link></para>\r
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660<itemizedlist>\r
661<listitem><para>Verify invoice totals. If required edit the electronic invoice so the totals match the paper invoice</para>\r
662</listitem></itemizedlist>\r
663</step>\r
664<step>\r
665<para>Relevant information is forwarded to finance department/bookkeeper.</para>\r
666</step>\r
667</procedure>\r
668</simplesect>\r
669\r
670<simplesect xml:id="workflow-shelfready-cataloguing">\r
671<title>Cataloguing</title>\r
672\r
673<procedure>\r
674<step>\r
b5ac1a32 675<para>Cataloguer checks the completeness of the <link xlink:href="http://docs.sitka.bclibraries.ca/Sitka/current/html/cat-copy-editor.html">item attributes</link>.</para> \r
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676<itemizedlist>\r
677<listitem><para>Barcode</para></listitem>\r
678<listitem><para>Call Number</para></listitem>\r
679<listitem><para>Shelving Location</para></listitem>\r
b5ac1a32 680<listitem><para>Circulation Modifier</para>\r
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681</listitem></itemizedlist>\r
682</step>\r
683<step>\r
684<para>Cataloguer verifies the completeness of the <link xlink:href="http://docs.sitka.bclibraries.ca/Sitka/current/html/marcedit.html"> MARC record</link>\r
685 and adds additional information if required.</para>\r
686</step>\r
687<step>\r
688<para>Items are checked in.</para>\r
689</step>\r
690</procedure>\r
691</simplesect>\r
692\r
693<simplesect xml:id="workflow-shelfready-admin">\r
694<title>Admin</title>\r
695\r
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696<para>The following setup must be completed in order to complete this workflow.</para>\r
697\r
830efd2c 698<procedure>\r
164a7af1 699<step><para>The line item templates are created on the provider's website. Contact Co-op Support if you are interested in ordering Shelf Ready Items.</para></step>\r
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700<step>\r
701<para>A 970 holdings tag is set up in the <link linkend="provider-profile">provider's record</link>.</para>\r
702</step>\r
703<step>\r
704<para>The 970 holdings tag is set up with the actual provider to contain the following <link linkend="holding-subfield">subfields</link>:</para>\r
705<itemizedlist>\r
706<listitem>\r
707<para>m: circ modifier</para>\r
708</listitem>\r
709<listitem>\r
710<para>l: copy location</para>\r
711</listitem>\r
712<listitem>\r
713<para>e: estimated price</para>\r
714</listitem>\r
715<listitem>\r
716<para>f: fund code</para>\r
717</listitem>\r
718<listitem>\r
719<para>o: owning library</para>\r
720</listitem>\r
721<listitem>\r
722<para>q: quantity</para>\r
723</listitem>\r
724<listitem>\r
725<para>The subfields used will depend on the provider. $o must always be used.</para> \r
726</listitem> \r
727</itemizedlist>\r
728</step>\r
636b24f7 729<step><para>An <link linkend="e-d-i">EDI Account</link> is set up to send orders and receive invoices </para></step>\r
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730</procedure>\r
731</simplesect>\r
732</section>\r
733\r
734\r
75fbb189 735<section xml:id="acq-workflow-preview-items">\r
85bbb2b2 736<title>Workflow: Tracking Preview Items</title>\r
75fbb189 737\r
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738<simplesect xml:id="workflow-preview-initial">\r
739<title>Initial Set Up</title>\r
740\r
741<procedure>\r
742<step>\r
743<para><link xlink:title="http://docs.sitka.bclibraries.ca/Sitka/current/html/lsa-copy-locations.html" \r
744xlink:href="http://docs.sitka.bclibraries.ca/Sitka/current/html/lsa-copy-locations.html">Create a Copy Location</link> that is OPAC invisible specifically \r
745for use with your preview items.</para>\r
746</step>\r
747</procedure>\r
748</simplesect>\r
749\r
750<simplesect xml:id="workflow-preview-order">\r
751<title>Ordering Preview Items</title>\r
752\r
753<procedure>\r
754<step>\r
755<para>Create a Selection List or Purchase Order for the preview items.</para>\r
756</step>\r
757<step>\r
758<para>Add the following to each line item:</para>\r
759<itemizedlist>\r
760<listitem>\r
761<para><link linkend="lineitem-estimated-price">estimated price</link></para>\r
762</listitem>\r
763<listitem>\r
764<para><link linkend="add-copies-lineitem">number of copies</link></para>\r
765</listitem>\r
766<listitem>\r
767<para><link linkend="add-notes-lineitems">notes</link></para>\r
768</listitem>\r
769<listitem>\r
770<para><link linkend="add-alerts-lineitem">alerts</link></para>\r
771</listitem>\r
772<listitem>\r
773<para><link linkend="apply-funds-acq">fund</link></para>\r
774</listitem>\r
775<listitem>\r
776<para>copy location specific to preview items</para>\r
777</listitem>\r
778</itemizedlist>\r
779</step>\r
780<step>\r
781<para>If not already done, convert the selection list to a purchase order.</para>\r
782</step> \r
783<step>\r
784<para>Include a note on the purchase order to indicate that the items are preview items.</para>\r
785</step>\r
786<step>\r
787<para>Activate the purchase order.</para>\r
788</step>\r
789</procedure>\r
790</simplesect>\r
791\r
792<simplesect xml:id="workflow-preview-purchase">\r
793<title>Preview Items You Decide to Purchase</title>\r
794\r
795<procedure>\r
796<step>\r
797<para>Create an invoice containing only those item you have decided to purchase.</para>\r
798</step>\r
799<step>\r
800<para>Receive the items either on the purchase order or through the invoice.</para>\r
801</step>\r
802<step>\r
803<para>Update the MARC and item records as needed.</para>\r
804</step>\r
805</procedure>\r
806</simplesect>\r
807\r
808<simplesect xml:id="workflow-preview-return">\r
809<title>Preview Items You Decide to Return</title>\r
810\r
811<procedure>\r
812<step>\r
813<para>Cancel those items you have decided to return using the cancel reason Returned Preview Item.</para>\r
814</step>\r
815<step>\r
816<para>The funds will un-encumber for those items and the copies will be deleted from the catalogue.</para>\r
817</step>\r
818</procedure>\r
819</simplesect>\r
820\r
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821</section>\r
822\r
fee352b0 823</chapter>\r