Merge branch 'Acq26'

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

<?xml version='1.0' encoding='UTF-8'?>\r
<chapter xmlns="http://docbook.org/ns/docbook" xmlns:xi="http://www.w3.org/2001/XInclude"\r
   xml:lang="EN" xmlns:xlink="http://www.w3.org/1999/xlink" version="5.0" xml:id="admin-acqdefaults">\r
   <info>\r
      <title>Acquisitions Module Sitka-wide Defaults</title>\r
      <legalnotice>\r
         <para><emphasis role="bold">Adapted with permission from original material by the <link\r
                  xlink:title="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=administration_functions_in_the_acquistions_module_ev.pdf"\r
                  xlink:href="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=administration_functions_in_the_acquistions_module_ev.pdf">Evergreen\r
                  Community</link></emphasis></para>\r
      </legalnotice>\r
      \r
     \r
\r
      <abstract>\r
         <para>Sitka has set several consortium wide defaults in the Acquisitions Module.  This chapter describes the defaults in place.</para>\r
<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
module.  Libraries that wish to request additional defaults may do so by following the \r
<link linkend="guidelines-submit-default">Guidelines for Submitting Suggestions for New Defaults</link>.</para>\r
\r
</abstract>\r
      \r
\r
   </info>\r
\r
\r
   <section xml:id="currency-types">\r
      <title>Currency Types</title>\r
      <para>Currency types are assigned to funds, funding sources, and providers in the administrative module.</para>\r
<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
\r
\r
<simplesect xml:id="currency-defaults">\r
<title>Sitka Currency Type Defaults</title>\r
\r
<para>The currencies set in the Acquisitions Module are:</para>\r
<informalfigure>\r
<itemizedlist>\r
<listitem>\r
<para>Canadian Dollars</para>\r
</listitem>\r
<listitem>\r
<para>U.S. Dollars</para>\r
</listitem>\r
<listitem>\r
<para>European Euros</para>\r
</listitem>\r
<listitem>\r
<para>U.K. Pounds Sterling</para>\r
</listitem>\r
<listitem>\r
<para>Australian Dollars</para>\r
</listitem>\r
<listitem>\r
<para>New Zealand Dollars</para>\r
</listitem>\r
<listitem>\r
<para>German Duetsche Marks</para>\r
</listitem>\r
<listitem>\r
<para>Dutch Guilders</para>\r
</listitem>\r
</itemizedlist>\r
<para><mediaobject>\r
<alt>screenshot of funding sources</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/default-currency-types.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
<para>If you require a currency type not listed here, please follow the \r
<link linkend="guidelines-submit-default">Guidelines for Submitting Suggestions for New Defaults</link>.</para>\r
\r
</simplesect>\r
</section>\r
\r
<section xml:id="exchange-rates">\r
<title>Exchange Rates</title>\r
<para>Exchange rates define the rate of exchange between currencies.  Evergreen uses these exchange rates in several situations.</para>\r
\r
<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
will 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
\r
<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
of the receiving fund.</para>\r
\r
<!-- <para>During such transfers, however, staff can override the automatic conversion by providing an explicit amount to credit to the receiving fund. \r
(This feature is not currently working properly.)</para> -->\r
\r
<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
the money to the currency of the receiving fund.</para>\r
\r
<simplesect xml:id="exchange-rate-defaults">\r
<title>Sitka Exchange Rate Defaults</title>\r
\r
<para>The most commonly used exchange rates have been set in the Acquisitions Module. These are:</para>\r
<informalfigure>\r
<itemizedlist>\r
<listitem>\r
<para>U.S Dollars to Canadian Dollars</para>\r
<para>Canadian Dollars to U.S. Dollars</para>\r
</listitem>\r
<listitem>\r
<para>European Euros to Canadian Dollars</para>\r
<para>Canadian Dollars to European Euros</para>\r
</listitem>\r
<listitem>\r
<para>U.K. Pounds Sterling to Canadian Dollars</para>\r
<para>Canadian Dollars to U.K. Pounds Sterling</para>\r
</listitem>\r
<listitem>\r
<para>Australian Dollars to Canadian Dollars</para>\r
<para>Canadian Dollars to Australian Dollars</para>\r
</listitem>\r
</itemizedlist>\r
<para><mediaobject>\r
<alt>screenshot of exchange rate</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/default-exchange-rates.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
\r
<para>Sitka is currently in the process of determining an official source to use for exchange rates and the frequency of updates.</para>\r
<!-- <para>Sitka uses the Bank of Canada to determine exchange rates.  All exchange rates are updated overnight to the closing rate of the previous day.</para> -->\r
\r
<para>If you require an exchange rate not listed here, please follow the \r
<link linkend="guidelines-submit-default">Guidelines for Submitting Suggestions for New Defaults</link>.</para>\r
\r
\r
</simplesect>\r
\r
</section>\r
\r
\r
   <section xml:id="claiming-acq">\r
      <title>Claiming</title>\r
      <para>Evergreen 2.0 provides minimal claiming functionality. Currently, all claiming is manual.</para>\r
\r
<para><link linkend="claim-defaults">Sitka Claim Policy Defaults</link></para>\r
<para><link linkend="claim-type-defaults">Sitka Claim Type (Claim Reason) Defaults</link></para>\r
\r
\r
<simplesect xml:id="claim-defaults">\r
<title>Sitka Claim Policy Defaults</title>\r
\r
<para>Some standard claim policies have been set in the Acquisitions Module. These are:</para>\r
\r
<itemizedlist>\r
<listitem>\r
<para>3-week phone - phone the provider after 3 weeks</para>\r
</listitem>\r
<listitem>\r
<para>3-week email - email the provider after 3 weeks</para>\r
</listitem>\r
<listitem>\r
<para>3-week fax - fax the provider after 3 weeks</para>\r
</listitem>\r
<listitem>\r
<para>5-week phone - phone the provider after 5 weeks</para>\r
</listitem>\r
<listitem>\r
<para>5-week email - e-mail the provider after 5 weeks</para>\r
</listitem>\r
<listitem>\r
<para>5-week fax - fax the provider after 5 weeks</para>\r
</listitem>\r
</itemizedlist>\r
\r
<informalfigure>\r
<para><mediaobject>\r
<alt>screenshot of claim policy defaults</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/default-claim-policies.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
\r
<para>If you require a claim policy not listed here, please follow the \r
<link linkend="guidelines-submit-default">Guidelines for Submitting Suggestions for New Defaults</link>.</para>\r
\r
</simplesect>\r
\r
<simplesect xml:id="claim-type-defaults">\r
<title>Sitka Claim Type Defaults</title>\r
\r
<para>Some standard claim types (claim reasons) have been set in the Acquisitions Module. These are:</para>\r
\r
<itemizedlist>\r
<listitem>\r
<para>Damaged</para>\r
</listitem>\r
<listitem>\r
<para>Duplicate</para>\r
</listitem>\r
<listitem>\r
<para>Incorrect</para>\r
</listitem>\r
<listitem>\r
<para>Past Due</para>\r
</listitem>\r
<listitem>\r
<para>Short Shipped</para>\r
</listitem>\r
</itemizedlist>\r
\r
<informalfigure>\r
<para><mediaobject>\r
<alt>screenshot of funding sources</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/default-claim-types.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
\r
<para>If you require a claim type (claim reason) not listed here, please follow the \r
<link linkend="guidelines-submit-default">Guidelines for Submitting Suggestions for New Defaults</link>.</para>\r
\r
</simplesect>\r
\r
</section>\r
\r
\r
   <section xml:id="cancel-reasons">\r
      <title>Cancel Reasons</title>\r
      <para>Evergreen allows you to define the reason for which a copy, line item or purchase order is cancelled.</para>\r
<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
<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
<link linkend="acq-cancel-suspend">Chapter 9, Cancel/Suspend Acquisitions</link>.</para>\r
\r
\r
<simplesect xml:id="cancel-reasons-defaults">\r
<title>Sitka Cancel Reason Defaults</title>\r
\r
<para>The most common cancel reasons have been set in the Acquisitions Module. These are:</para>\r
\r
<itemizedlist>\r
<listitem>\r
<para>Account cancelled</para>\r
</listitem>\r
<listitem>\r
<para>Already delivered</para>\r
</listitem>\r
<listitem>\r
<para>Already owned</para>\r
</listitem>\r
<listitem>\r
<para>Backordered</para>\r
<para>Set to <guilabel>Keep Debits</guilabel></para>\r
</listitem>\r
<listitem>\r
<para>Cancelled order</para>\r
</listitem>\r
<listitem>\r
<para>Damaged</para>\r
<para>Set to <guilabel>Keep Debits</guilabel></para>\r
</listitem>\r
<listitem>\r
<para>Delivered But Lost</para>\r
<para>Set to <guilabel>Keep Debits</guilabel></para>\r
</listitem>\r
<listitem>\r
<para>Discontinued</para>\r
</listitem>\r
<listitem>\r
<para>Duplicate</para>\r
</listitem>\r
<listitem>\r
<para>Duplicate order</para>\r
</listitem>\r
<listitem>\r
<para>Incorrect order</para>\r
</listitem>\r
<listitem>\r
<para>Invalid ISBN</para>\r
</listitem>\r
<listitem>\r
<para>Items blocked from crossing border</para>\r
</listitem>\r
<listitem>\r
<para>Lost goods</para>\r
</listitem>\r
<listitem>\r
<para>Miscellaneous</para>\r
</listitem>\r
<listitem>\r
<para>Never received</para>\r
</listitem>\r
<listitem>\r
<para>No longer available</para>\r
</listitem>\r
<listitem>\r
<para>No longer needed</para>\r
</listitem>\r
<listitem>\r
<para>Not found</para>\r
</listitem>\r
<listitem>\r
<para>Not in process</para>\r
</listitem>\r
<listitem>\r
<para>Not in stock</para>\r
</listitem>\r
<listitem>\r
<para>Out of business</para>\r
</listitem>\r
<listitem>\r
<para>Out of print</para>\r
</listitem>\r
<listitem>\r
<para>Out of stock indefinitely</para>\r
</listitem>\r
<listitem>\r
<para>Overbudget</para>\r
</listitem>\r
<listitem>\r
<para>Provider will not fill order</para>\r
</listitem>\r
<listitem>\r
<para>Postponed</para>\r
<para>Set to <guilabel>Keep Debits</guilabel></para>\r
</listitem>\r
<listitem>\r
<para>Publication cancelled</para>\r
</listitem>\r
<listitem>\r
<para>Quantity change</para>\r
</listitem>\r
<listitem>\r
<para>Repriced</para>\r
</listitem>\r
<listitem>\r
<para>Reprint under consideration</para>\r
<para>Set to <guilabel>Keep Debits</guilabel></para>\r
</listitem>\r
<listitem>\r
<para>Unauthorized order</para>\r
</listitem>\r
<listitem>\r
<para>Wrong author</para>\r
</listitem>\r
<listitem>\r
<para>Wrong edition</para>\r
</listitem>\r
<listitem>\r
<para>Wrong provider</para>\r
</listitem>\r
<listitem>\r
<para>Wrong title</para>\r
</listitem>\r
</itemizedlist>\r
\r
\r
<informalfigure>\r
<para><mediaobject>\r
<alt>screenshot of default cancel reasons</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/default-cancel-reasons.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
\r
\r
<para>If you require a cancel reason not listed here, please follow the \r
<link linkend="guidelines-submit-default">Guidelines for Submitting Suggestions for New Defaults</link>.</para>\r
</simplesect>\r
\r
</section>\r
\r
<section xml:id="invoice-item-type">\r
<title>Invoice Item Type</title>\r
\r
<para>Invoice Item Types allow you to enter additional charges on a purchase order or invoice.</para>\r
\r
<para>Charges for bibliographic items are listed separately from these additional charges on a purchase order or invoice.</para>\r
\r
<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
will 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
to the amount being spent by each fund on the invoice.</para>\r
\r
<simplesect xml:id="invoice-item-default">\r
<title>Sitka Invoice Item Type Defaults</title>\r
\r
<para>The default invoice item types are:</para>\r
<itemizedlist>\r
<listitem>\r
<para>Access Fee (f)</para>\r
</listitem>\r
<listitem>\r
<para>Cataloguing Charge (f)</para>\r
</listitem>\r
<listitem>\r
<para>Direct Purchase (f)</para>\r
</listitem>\r
<listitem>\r
<para>Goods and Services Tax (t)</para>\r
</listitem>\r
<listitem>\r
<para>Handling Charge (t)</para>\r
</listitem>\r
<listitem>\r
<para>Harmonized Sales Tax (t)</para>\r
</listitem>\r
<listitem>\r
<para>Import Fee (t)</para>\r
</listitem>\r
<listitem>\r
<para>Lamination fee (t)</para>\r
</listitem>\r
<listitem>\r
<para>Non-library Item (f)</para>\r
</listitem>\r
<listitem>\r
<para>Processing Fee (f)</para>\r
</listitem>\r
<listitem>\r
<para>Processing Fee - Prorate (t)</para>\r
</listitem>\r
<listitem>\r
<para>Provincial Sales Tax (t)</para>\r
</listitem>\r
<listitem>\r
<para>PST (No Prorate) (f)</para>\r
</listitem>\r
<listitem>\r
<para>Serial Subscription (f)</para>\r
</listitem>\r
<listitem>\r
<para>Serial Supplemental Charges (f)</para>\r
</listitem>\r
<listitem>\r
<para>Shipping Charge (t)</para>\r
</listitem>\r
</itemizedlist>\r
<para>A (t) indicates that the charge is proratable, a (f) indicates that it is not.</para>\r
\r
\r
<informalfigure>\r
<para><mediaobject>\r
<alt>screenshot of invoice item type defaults</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/default-invoice-item-types.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
\r
<para>If you require an invoice item type not listed here, please follow the \r
<link linkend="guidelines-submit-default">Guidelines for Submitting Suggestions for New Defaults</link>.</para>\r
\r
</simplesect>\r
\r
</section>\r
\r
   <section xml:id="invoice-payment">\r
      <title>Invoice Payment Methods</title>\r
      <para>Invoice payment methods are the ways you pay your providers for your purchases.  The Invoice Payment Methods appear \r
as a drop down menu in the invoice payment method field on the invoice.</para>\r
\r
<simplesect xml:id="invoice-payment-defaults">\r
<title>Sitka Invoice Payment Method Defaults</title>\r
\r
<para>The most common invoice payment methods have been set in the Acquisitions Module. These are:</para>\r
\r
<itemizedlist>\r
<listitem>\r
<para>American Express</para>\r
</listitem>\r
<listitem>\r
<para>Cash</para>\r
</listitem>\r
<listitem>\r
<para>Cheque</para>\r
</listitem>\r
<listitem>\r
<para>Credit</para>\r
</listitem>\r
<listitem>\r
<para>Direct Billing</para>\r
</listitem>\r
<listitem>\r
<para>Draft</para>\r
</listitem>\r
<listitem>\r
<para>Debit</para>\r
</listitem>\r
<listitem>\r
<para>Electronic Funds Transfer</para>\r
</listitem>\r
<listitem>\r
<para>Mastercard</para>\r
</listitem>\r
<listitem>\r
<para>Paypal</para>\r
</listitem>\r
<listitem>\r
<para>VISA</para>\r
</listitem>\r
<listitem>\r
<para>Wire Transfer</para>\r
</listitem>\r
</itemizedlist>\r
<informalfigure>\r
<para><mediaobject>\r
<alt>screenshot of funding sources</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/default-invoice-payment.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
\r
<para>If you require an invoice payment method not listed here, please follow the \r
<link linkend="guidelines-submit-default">Guidelines for Submitting Suggestions for New Defaults</link>.</para>\r
\r
</simplesect>\r
\r
</section>\r
\r
<section xml:id="lineitem-marc-def">\r
<title>Line Item MARC Attribute Definitions</title>\r
\r
<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
catalogue.</para> \r
\r
<para> These attributes also appear as the fields in the New Brief Record interface.</para>\r
\r
<simplesect xml:id="lineitem-marc-defaults">\r
<title>Line Item MARC Attribute Definitions Defaults</title>\r
\r
<itemizedlist>\r
<listitem>\r
<para>Author of Work</para>\r
</listitem>\r
<listitem>\r
<para>Edition</para>\r
</listitem>\r
<listitem>\r
<para>Identifier</para>\r
</listitem>\r
<listitem>\r
<para>ISBN</para>\r
</listitem>\r
<listitem>\r
<para>ISSN</para>\r
</listitem>\r
<listitem>\r
<para>Language of Work</para>\r
</listitem>\r
<listitem>\r
<para>Local Notes</para>\r
</listitem>\r
<listitem>\r
<para>Pagination</para>\r
</listitem>\r
<listitem>\r
<para>Price</para>\r
</listitem>\r
<listitem>\r
<para>Publication Date</para>\r
</listitem>\r
<listitem>\r
<para>Publisher</para>\r
</listitem>\r
<listitem>\r
<para>Title</para>\r
</listitem>\r
<listitem>\r
<para>UPC</para>\r
</listitem>\r
</itemizedlist>\r
\r
<para>If you require a line item MARC attribute definition not listed here, please follow the \r
<link linkend="guidelines-submit-default">Guidelines for Submitting Suggestions for New Defaults</link>.</para>\r
\r
</simplesect>\r
</section>\r
\r
<section xml:id="submit-default">\r
<title>New Sitka-wide Defaults</title>\r
\r
<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
suggestion.</para>\r
\r
<simplesect xml:id="guidelines-submit-default">\r
<title>Guidelines for Submitting Suggestions for New Defaults</title>\r
<procedure>\r
<step>\r
<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
</step>\r
<step>\r
<para>Enter a subject including ACQ DEFAULT, the category your default falls under, and your suggested default.</para>\r
<para>Example: <emphasis>ACQ DEFAULT: Cancel Reason - Duplicate Order</emphasis></para>\r
<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
your library.</para></tip>\r
</step>\r
<step>\r
<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
</step>\r
<step>\r
<para>Sitka Support will review all suggestions and add new defaults to Evergreen as needed.</para>\r
</step>\r
</procedure>\r
\r
</simplesect>\r
\r
</section>\r
   \r
    \r
</chapter>\r