Initial import of Acquistions doc.

[sitka/doc/acquisitions.git] / admin / admin-acqdefaults.xml

<?xml version='1.0' encoding='UTF-8'?>
<chapter xmlns="http://docbook.org/ns/docbook" xmlns:xi="http://www.w3.org/2001/XInclude"
   xml:lang="EN" xmlns:xlink="http://www.w3.org/1999/xlink" version="5.0" xml:id="admin-acqdefaults">
   <info>
      <title>Acquisitions Module Sitka-wide Defaults</title>
      <legalnotice>
         <para><emphasis role="bold">Adapted with permission from original material by the <link
                  xlink:title="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=administration_functions_in_the_acquistions_module_ev.pdf"
                  xlink:href="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=administration_functions_in_the_acquistions_module_ev.pdf">Evergreen
                  Community</link></emphasis></para>
      </legalnotice>
      
     

      <abstract>
         <para>Sitka has set several consortium wide defaults in the Acquisitions Module.  This chapter describes the defaults currently in place.</para>
<para>Libraries that wish to request additional defaults may do so by submitting a ticket to RT.</para>

<note><para>The defaults listed in this chapter are still in the process of being confirmed and so may change before the acquisitions module is officially 
released.</para></note>
</abstract>
      

   </info>

<section xml:id="intro-default-admin">

</section>


   <section xml:id="currency-types">
      <title>Currency Types</title>
      <para>Currency types are applied to funds in the administrative module. 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>


<simplesect xml:id="currency-defaults">
<title>Sitka Currency Type Defaults</title>

<para>The currencies set in the Acquisitions Module are:</para>
<informalfigure>
<itemizedlist>
<listitem>
<para>Canadian Dollars</para>
</listitem>
<listitem>
<para>U.S. Dollars</para>
</listitem>
<listitem>
<para>European Euros</para>
</listitem>
<listitem>
<para>U.K. Pounds Sterling</para>
</listitem>
<listitem>
<para>Australian Dollars</para>
</listitem>
<listitem>
<para>New Zealand Dollars</para>
</listitem>
<listitem>
<para>German Duetsche Marks</para>
</listitem>
<listitem>
<para>Dutch Guilders</para>
</listitem>
</itemizedlist>
<para><mediaobject>
<alt>screenshot of funding sources</alt>

<imageobject>
<imagedata fileref="media/default-currency-types.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
<para>If you require a currency type not listed here, please submit a ticket to RT explaining why your suggestion should be included.</para>

</simplesect>
</section>

<section xml:id="exchange-rates">
<title>Exchange Rates</title>
<para>Exchange rates define the rate of exchange between currencies. Evergreen will automatically calculate exchange rates for purchases. Evergreen assumes that the 
currency of the purchasing fund is identical to the currency of the provider, but it provides for two unique situations.</para>
<para>If 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, then Evergreen 
will use the exchange rate to calculate the price of the item in the currency of the fund and debit the fund accordingly.</para>
<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
of the receiving fund. During such transfers, however, staff can override the automatic conversion by providing an explicit amount to credit to the receiving fund. 
(This feature is not currently working properly.)</para>
<para>Evergreen also automatically uses the exchange rate to convert when transferring allocating monies from a funding source to a fund with a different currency type.</para>

<simplesect xml:id="exchange-rate-defaults">
<title>Sitka Exchange Rate Defaults</title>

<para>The most commonly used exchange rates have been set in the Acquisitions Module. These are:</para>
<informalfigure>
<itemizedlist>
<listitem>
<para>U.S Dollars to Canadian Dollars</para>
<para>Canadian Dollars to U.S. Dollars</para>
</listitem>
<listitem>
<para>European Euros to Canadian Dollars</para>
<para>Canadian Dollars to European Euros</para>
</listitem>
<listitem>
<para>U.K. Pounds Sterling to Canadian Dollars</para>
<para>Canadian Dollars to U.K. Pounds Sterling</para>
</listitem>
<listitem>
<para>Australian Dollars to Canadian Dollars</para>
<para>Canadian Dollars to Australian Dollars</para>
</listitem>
</itemizedlist>
<para><mediaobject>
<alt>screenshot of exchange rate</alt>

<imageobject>
<imagedata fileref="media/default-exchange-rates.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>

<para>Sitka is currently in the process of determining an official source to use for exchange rates and the frequency of updates.</para>

<para>If you require an exchange rate not listed here, please submit a ticket to RT explaining why your suggestion should be included.</para>


</simplesect>

</section>


   <section xml:id="claiming-acq">
      <title>Claiming</title>
      <para>Evergreen 2.0 provides minimal claiming functionality. Currently, all claiming is manual.</para>

<para><link linkend="claim-defaults">Sitka Claim Policy Defaults</link></para>
<para><link linkend="claim-type-defaults">Sitka Claim Type (Claim Reason) Defaults</link></para>


<simplesect xml:id="claim-defaults">
<title>Sitka Claim Policy Defaults</title>

<para>Some standard claim policies have been set in the Acquisitions Module. These are:</para>

<itemizedlist>
<listitem>
<para>3-week phone - phone the provider after 3 weeks</para>
</listitem>
<listitem>
<para>3-week email - email the provider after 3 weeks</para>
</listitem>
<listitem>
<para>3-week fax - fax the provider after 3 weeks</para>
</listitem>
<listitem>
<para>5-week phone - phone the provider after 5 weeks</para>
</listitem>
<listitem>
<para>5-week email - e-mail the provider after 5 weeks</para>
</listitem>
<listitem>
<para>5-week fax - fax the provider after 5 weeks</para>
</listitem>
</itemizedlist>

<informalfigure>
<para><mediaobject>
<alt>screenshot of claim policy defaults</alt>

<imageobject>
<imagedata fileref="media/default-claim-policies.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>

<para>If you require a claim policy not listed here, please submit a ticket to RT explaining why your suggestion should be included.</para>

</simplesect>

<simplesect xml:id="claim-type-defaults">
<title>Sitka Claim Type Defaults</title>

<para>Some standard claim types (claim reasons) have been set in the Acquisitions Module. These are:</para>

<itemizedlist>
<listitem>
<para>Damaged</para>
</listitem>
<listitem>
<para>Duplicate</para>
</listitem>
<listitem>
<para>Incorrect</para>
</listitem>
<listitem>
<para>Past Due</para>
</listitem>
</itemizedlist>

<informalfigure>
<para><mediaobject>
<alt>screenshot of funding sources</alt>

<imageobject>
<imagedata fileref="media/default-claim-types.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>

<para>If you require a claim type (claim reason) not listed here, please submit a ticket to RT explaining why your suggestion should be included.</para>

</simplesect>

</section>


   <section xml:id="cancel-reasons">
      <title>Cancel Reasons</title>
      <para>The cancel reasons interface allows you to predefine the reasons for which a line item or a purchase order can be cancelled. A default list of reasons 
appears.</para>
<para>Applying the cancel reason will prevent the item from appearing in a claims list and will allow you to cancel debits associated with the purchase.</para>
<para>Cancel reasons also enable you to suspend or delay a purchase. For example, you could create a cancel reason of "backordered," and you could choose to keep 
the debits associated with the purchase. For more information on cancelling and suspending purchases see 
<link linkend="acq-cancel-suspend">Chapter 36, Cancel/Suspend Acquisitions</link>.</para>


<simplesect xml:id="cancel-reasons-defaults">
<title>Sitka Cancel Reason Defaults</title>

<para>The most common cancel reasons have been set in the Acquisitions Module. These are:</para>
<caution><para>Sitka is still working on a list of cancel defaults.  The cancel reasons list may change before the acquisitions module is officially released.</para></caution>

<itemizedlist>
<listitem>
<para>Account cancelled</para>
</listitem>
<listitem>
<para>Already delivered</para>
</listitem>
<listitem>
<para>Already owned</para>
</listitem>
<listitem>
<para>Backordered</para>
<para>Set to <guilabel>Keep Debits</guilabel></para>
</listitem>
<listitem>
<para>Damaged</para>
<para>Set to <guilabel>Keep Debits</guilabel></para>
</listitem>
<listitem>
<para>Delivered But Lost</para>
<para>Set to <guilabel>Keep Debits</guilabel></para>
</listitem>
<listitem>
<para>Duplicate</para>
</listitem>
<listitem>
<para>Duplicate order</para>
</listitem>
<listitem>
<para>Incorrect order</para>
</listitem>
<listitem>
<para>Invalid ISBN</para>
</listitem>
<listitem>
<para>Items blocked from crossing border</para>
</listitem>
<listitem>
<para>Lost goods</para>
</listitem>
<listitem>
<para>Never received</para>
</listitem>
<listitem>
<para>No longer needed</para>
</listitem>
<listitem>
<para>Not found</para>
</listitem>
<listitem>
<para>Not in process</para>
</listitem>
<listitem>
<para>Not in stock</para>
</listitem>
<listitem>
<para>Overbudget</para>
</listitem>
<listitem>
<para>Provider will not fill order</para>
</listitem>
<listitem>
<para>Postponed</para>
<para>Set to <guilabel>Keep Debits</guilabel></para>
</listitem>
<listitem>
<para>Quantity change</para>
</listitem>
<listitem>
<para>Repriced</para>
</listitem>
<listitem>
<para>Unauthorized order</para>
</listitem>
<listitem>
<para>Wrong author</para>
</listitem>
<listitem>
<para>Wrong edition</para>
</listitem>
<listitem>
<para>Wrong provider</para>
</listitem>
<listitem>
<para>Wrong title</para>
</listitem>
</itemizedlist>


<informalfigure>
<para><mediaobject>
<alt>screenshot of default cancel reasons</alt>

<imageobject>
<imagedata fileref="media/default-cancel-reasons.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>


<para>If you require a cancel reason not listed here, please submit a ticket to RT explaining why your suggestion should be included.</para>
</simplesect>

</section>

<section xml:id="invoice-item-type">
<title>Invoice Item Type</title>

<para>Invoice Item Types allow you to enter additional charges to an invoice.  Examples of additional charge types include
taxes and processing fees.  Charges for bibliographic items are listed separately from these additional charges. Invoice Item Types can also be used when adding non-bibliographic items to a purchase order.  When invoiced, the invoice item type will copy from the purchase 
order to the invoice.</para>

<simplesect xml:id="invoice-item-default">
<title>Sitka Invoice Item Type Defaults</title>

<para>The default invoice item types are:</para>
<itemizedlist>
<listitem>
<para>Cataloguing Charge</para>
</listitem>
<listitem>
<para>Direct Purchase</para>
</listitem>
<listitem>
<para>Handling Charge</para>
</listitem>
<listitem>
<para>Non-library Item</para>
</listitem>
<listitem>
<para>Processing Fee</para>
</listitem>
<listitem>
<para>Processing Fee - Prorate</para>
</listitem>
<listitem>
<para>Serial Subscription</para>
</listitem>
<listitem>
<para>Shipping Charge</para>
</listitem>
<listitem>
<para>HST</para>
</listitem>
</itemizedlist>

<informalfigure>
<para><mediaobject>
<alt>screenshot of invoice item type defaults</alt>

<imageobject>
<imagedata fileref="media/default-invoice-item-types.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>

<para>If you require an invoice item type not listed here, please submit a ticket to RT explaining why your suggestion should be included.</para>

</simplesect>

</section>

   <section xml:id="invoice-payment">
      <title>Invoice Payment Methods</title>
      <para>Invoice payment methods are the ways you pay your providers for your purchases.  The Invoice Payment Methods appear 
as a drop down menu in the invoice payment method field on the invoice.</para>

<simplesect xml:id="invoice-payment-defaults">
<title>Sitka Invoice Payment Method Defaults</title>

<para>The most common invoice payment methods have been set in the Acquisitions Module. These are:</para>

<itemizedlist>
<listitem>
<para>Cash</para>
</listitem>
<listitem>
<para>Cheque</para>
</listitem>
<listitem>
<para>Direct Billing</para>
</listitem>
<listitem>
<para>Debit</para>
</listitem>
<listitem>
<para>Mastercard</para>
</listitem>
<listitem>
<para>VISA</para>
</listitem>
<listitem>
<para>American Express</para>
</listitem>
<listitem>
<para>Wire Transfer</para>
</listitem>
<listitem>
<para>Draft</para>
</listitem>
<listitem>
<para>Credit</para>
</listitem>
</itemizedlist>
<informalfigure>
<para><mediaobject>
<alt>screenshot of funding sources</alt>

<imageobject>
<imagedata fileref="media/default-invoice-payment.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>

<para>If you require an invoice payment method not listed here, please submit a ticket to RT explaining why your suggestion should be included.</para>

</simplesect>

</section>

<section xml:id="lineitem-marc-def">
<title>Line Item MARC Attribute Definitions</title>

<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 
catalogue. Also, these attributes will appear as fields in the New Brief Record interface.  You will be able to enter information for the brief record in the fields 
where attributes have been defined.</para>

<simplesect xml:id="lineitem-marc-defualts">
<title>Line Item MARC Attribute Definitions Defaults</title>

<itemizedlist>
<listitem>
<para>Author of Work</para>
</listitem>
<listitem>
<para>Edition</para>
</listitem>
<listitem>
<para>Identifier</para>
</listitem>
<listitem>
<para>ISBN</para>
</listitem>
<listitem>
<para>ISSN</para>
</listitem>
<listitem>
<para>Language of Work</para>
</listitem>
<listitem>
<para>Local Notes</para>
</listitem>
<listitem>
<para>Pagination</para>
</listitem>
<listitem>
<para>Price</para>
</listitem>
<listitem>
<para>Publication Date</para>
</listitem>
<listitem>
<para>Publisher</para>
</listitem>
<listitem>
<para>Title</para>
</listitem>
<listitem>
<para>UPC</para>
</listitem>
</itemizedlist>

<para>If you require a line item MARC attribute definition not listed here, please submit a ticket to RT explaining why your suggestion should be included.</para>

</simplesect>
</section>
   
    
</chapter>