Revised Sitka-wide Defaults abstract and added section on submitting default suggesti...
[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
18module. Libraries that wish to request additional defaults may do following the \r
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
26<section xml:id="intro-default-admin">\r
27\r
28</section>\r
29\r
30\r
31 <section xml:id="currency-types">\r
32 <title>Currency Types</title>\r
33 <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 \r
34will be purchased in the currency associated with that fund.</para>\r
35\r
36\r
37<simplesect xml:id="currency-defaults">\r
38<title>Sitka Currency Type Defaults</title>\r
39\r
40<para>The currencies set in the Acquisitions Module are:</para>\r
41<informalfigure>\r
42<itemizedlist>\r
43<listitem>\r
44<para>Canadian Dollars</para>\r
45</listitem>\r
46<listitem>\r
47<para>U.S. Dollars</para>\r
48</listitem>\r
49<listitem>\r
50<para>European Euros</para>\r
51</listitem>\r
52<listitem>\r
53<para>U.K. Pounds Sterling</para>\r
54</listitem>\r
55<listitem>\r
56<para>Australian Dollars</para>\r
57</listitem>\r
58<listitem>\r
59<para>New Zealand Dollars</para>\r
60</listitem>\r
61<listitem>\r
62<para>German Duetsche Marks</para>\r
63</listitem>\r
64<listitem>\r
65<para>Dutch Guilders</para>\r
66</listitem>\r
67</itemizedlist>\r
68<para><mediaobject>\r
69<alt>screenshot of funding sources</alt>\r
70\r
71<imageobject>\r
72<imagedata fileref="media/default-currency-types.png" scalefit="0"></imagedata>\r
73</imageobject>\r
74</mediaobject></para>\r
75</informalfigure>\r
76<para>If you require a currency type not listed here, please submit a ticket to RT explaining why your suggestion should be included.</para>\r
77\r
78</simplesect>\r
79</section>\r
80\r
81<section xml:id="exchange-rates">\r
82<title>Exchange Rates</title>\r
83<para>Exchange rates define the rate of exchange between currencies. Evergreen will automatically calculate exchange rates for purchases. Evergreen assumes that the \r
84currency of the purchasing fund is identical to the currency of the provider, but it provides for two unique situations.</para>\r
85<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 \r
86will use the exchange rate to calculate the price of the item in the currency of the fund and debit the fund accordingly.</para>\r
87<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
88of the receiving fund. During such transfers, however, staff can override the automatic conversion by providing an explicit amount to credit to the receiving fund. \r
89(This feature is not currently working properly.)</para>\r
90<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>\r
91\r
92<simplesect xml:id="exchange-rate-defaults">\r
93<title>Sitka Exchange Rate Defaults</title>\r
94\r
95<para>The most commonly used exchange rates have been set in the Acquisitions Module. These are:</para>\r
96<informalfigure>\r
97<itemizedlist>\r
98<listitem>\r
99<para>U.S Dollars to Canadian Dollars</para>\r
100<para>Canadian Dollars to U.S. Dollars</para>\r
101</listitem>\r
102<listitem>\r
103<para>European Euros to Canadian Dollars</para>\r
104<para>Canadian Dollars to European Euros</para>\r
105</listitem>\r
106<listitem>\r
107<para>U.K. Pounds Sterling to Canadian Dollars</para>\r
108<para>Canadian Dollars to U.K. Pounds Sterling</para>\r
109</listitem>\r
110<listitem>\r
111<para>Australian Dollars to Canadian Dollars</para>\r
112<para>Canadian Dollars to Australian Dollars</para>\r
113</listitem>\r
114</itemizedlist>\r
115<para><mediaobject>\r
116<alt>screenshot of exchange rate</alt>\r
117\r
118<imageobject>\r
119<imagedata fileref="media/default-exchange-rates.png" scalefit="0"></imagedata>\r
120</imageobject>\r
121</mediaobject></para>\r
122</informalfigure>\r
123\r
124<para>Sitka is currently in the process of determining an official source to use for exchange rates and the frequency of updates.</para>\r
125\r
126<para>If you require an exchange rate not listed here, please submit a ticket to RT explaining why your suggestion should be included.</para>\r
127\r
128\r
129</simplesect>\r
130\r
131</section>\r
132\r
133\r
134 <section xml:id="claiming-acq">\r
135 <title>Claiming</title>\r
136 <para>Evergreen 2.0 provides minimal claiming functionality. Currently, all claiming is manual.</para>\r
137\r
138<para><link linkend="claim-defaults">Sitka Claim Policy Defaults</link></para>\r
139<para><link linkend="claim-type-defaults">Sitka Claim Type (Claim Reason) Defaults</link></para>\r
140\r
141\r
142<simplesect xml:id="claim-defaults">\r
143<title>Sitka Claim Policy Defaults</title>\r
144\r
145<para>Some standard claim policies have been set in the Acquisitions Module. These are:</para>\r
146\r
147<itemizedlist>\r
148<listitem>\r
149<para>3-week phone - phone the provider after 3 weeks</para>\r
150</listitem>\r
151<listitem>\r
152<para>3-week email - email the provider after 3 weeks</para>\r
153</listitem>\r
154<listitem>\r
155<para>3-week fax - fax the provider after 3 weeks</para>\r
156</listitem>\r
157<listitem>\r
158<para>5-week phone - phone the provider after 5 weeks</para>\r
159</listitem>\r
160<listitem>\r
161<para>5-week email - e-mail the provider after 5 weeks</para>\r
162</listitem>\r
163<listitem>\r
164<para>5-week fax - fax the provider after 5 weeks</para>\r
165</listitem>\r
166</itemizedlist>\r
167\r
168<informalfigure>\r
169<para><mediaobject>\r
170<alt>screenshot of claim policy defaults</alt>\r
171\r
172<imageobject>\r
173<imagedata fileref="media/default-claim-policies.png" scalefit="0"></imagedata>\r
174</imageobject>\r
175</mediaobject></para>\r
176</informalfigure>\r
177\r
178<para>If you require a claim policy not listed here, please submit a ticket to RT explaining why your suggestion should be included.</para>\r
179\r
180</simplesect>\r
181\r
182<simplesect xml:id="claim-type-defaults">\r
183<title>Sitka Claim Type Defaults</title>\r
184\r
185<para>Some standard claim types (claim reasons) have been set in the Acquisitions Module. These are:</para>\r
186\r
187<itemizedlist>\r
188<listitem>\r
189<para>Damaged</para>\r
190</listitem>\r
191<listitem>\r
192<para>Duplicate</para>\r
193</listitem>\r
194<listitem>\r
195<para>Incorrect</para>\r
196</listitem>\r
197<listitem>\r
198<para>Past Due</para>\r
199</listitem>\r
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200<listitem>\r
201<para>Short Shipped</para>\r
202</listitem>\r
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203</itemizedlist>\r
204\r
205<informalfigure>\r
206<para><mediaobject>\r
207<alt>screenshot of funding sources</alt>\r
208\r
209<imageobject>\r
210<imagedata fileref="media/default-claim-types.png" scalefit="0"></imagedata>\r
211</imageobject>\r
212</mediaobject></para>\r
213</informalfigure>\r
214\r
215<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>\r
216\r
217</simplesect>\r
218\r
219</section>\r
220\r
221\r
222 <section xml:id="cancel-reasons">\r
223 <title>Cancel Reasons</title>\r
224 <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 \r
225appears.</para>\r
226<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>\r
227<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 \r
228the debits associated with the purchase. For more information on cancelling and suspending purchases see \r
229<link linkend="acq-cancel-suspend">Chapter 36, Cancel/Suspend Acquisitions</link>.</para>\r
230\r
231\r
232<simplesect xml:id="cancel-reasons-defaults">\r
233<title>Sitka Cancel Reason Defaults</title>\r
234\r
235<para>The most common cancel reasons have been set in the Acquisitions Module. These are:</para>\r
236<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>\r
237\r
238<itemizedlist>\r
239<listitem>\r
240<para>Account cancelled</para>\r
241</listitem>\r
242<listitem>\r
243<para>Already delivered</para>\r
244</listitem>\r
245<listitem>\r
246<para>Already owned</para>\r
247</listitem>\r
248<listitem>\r
249<para>Backordered</para>\r
250<para>Set to <guilabel>Keep Debits</guilabel></para>\r
251</listitem>\r
252<listitem>\r
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253<para>Cancelled order</para>\r
254</listitem>\r
255<listitem>\r
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256<para>Damaged</para>\r
257<para>Set to <guilabel>Keep Debits</guilabel></para>\r
258</listitem>\r
259<listitem>\r
260<para>Delivered But Lost</para>\r
261<para>Set to <guilabel>Keep Debits</guilabel></para>\r
262</listitem>\r
263<listitem>\r
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264<para>Discontinued</para>\r
265</listitem>\r
266<listitem>\r
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267<para>Duplicate</para>\r
268</listitem>\r
269<listitem>\r
270<para>Duplicate order</para>\r
271</listitem>\r
272<listitem>\r
273<para>Incorrect order</para>\r
274</listitem>\r
275<listitem>\r
276<para>Invalid ISBN</para>\r
277</listitem>\r
278<listitem>\r
279<para>Items blocked from crossing border</para>\r
280</listitem>\r
281<listitem>\r
282<para>Lost goods</para>\r
283</listitem>\r
284<listitem>\r
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285<para>Miscellaneous</para>\r
286</listitem>\r
287<listitem>\r
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288<para>Never received</para>\r
289</listitem>\r
290<listitem>\r
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291<para>No longer available</para>\r
292</listitem>\r
293<listitem>\r
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294<para>No longer needed</para>\r
295</listitem>\r
296<listitem>\r
297<para>Not found</para>\r
298</listitem>\r
299<listitem>\r
300<para>Not in process</para>\r
301</listitem>\r
302<listitem>\r
303<para>Not in stock</para>\r
304</listitem>\r
305<listitem>\r
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306<para>Out of business</para>\r
307</listitem>\r
308<listitem>\r
309<para>Out of print</para>\r
310</listitem>\r
311<listitem>\r
312<para>Out of stock indefinitely</para>\r
313</listitem>\r
314<listitem>\r
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315<para>Overbudget</para>\r
316</listitem>\r
317<listitem>\r
318<para>Provider will not fill order</para>\r
319</listitem>\r
320<listitem>\r
321<para>Postponed</para>\r
322<para>Set to <guilabel>Keep Debits</guilabel></para>\r
323</listitem>\r
324<listitem>\r
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325<para>Publication cancelled</para>\r
326</listitem>\r
327<listitem>\r
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328<para>Quantity change</para>\r
329</listitem>\r
330<listitem>\r
331<para>Repriced</para>\r
332</listitem>\r
333<listitem>\r
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334<para>Reprint under consideration</para>\r
335<para>Set to <guilabel>Keep Debits</guilabel></para>\r
336</listitem>\r
337<listitem>\r
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338<para>Unauthorized order</para>\r
339</listitem>\r
340<listitem>\r
341<para>Wrong author</para>\r
342</listitem>\r
343<listitem>\r
344<para>Wrong edition</para>\r
345</listitem>\r
346<listitem>\r
347<para>Wrong provider</para>\r
348</listitem>\r
349<listitem>\r
350<para>Wrong title</para>\r
351</listitem>\r
352</itemizedlist>\r
353\r
354\r
355<informalfigure>\r
356<para><mediaobject>\r
357<alt>screenshot of default cancel reasons</alt>\r
358\r
359<imageobject>\r
360<imagedata fileref="media/default-cancel-reasons.png" scalefit="0"></imagedata>\r
361</imageobject>\r
362</mediaobject></para>\r
363</informalfigure>\r
364\r
365\r
366<para>If you require a cancel reason not listed here, please submit a ticket to RT explaining why your suggestion should be included.</para>\r
367</simplesect>\r
368\r
369</section>\r
370\r
371<section xml:id="invoice-item-type">\r
372<title>Invoice Item Type</title>\r
373\r
374<para>Invoice Item Types allow you to enter additional charges to an invoice. Examples of additional charge types include\r
375taxes 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 \r
376order to the invoice.</para>\r
377\r
378<simplesect xml:id="invoice-item-default">\r
379<title>Sitka Invoice Item Type Defaults</title>\r
380\r
381<para>The default invoice item types are:</para>\r
382<itemizedlist>\r
383<listitem>\r
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384<para>Access Fee (f)</para>\r
385</listitem>\r
386<listitem>\r
387<para>Cataloguing Charge (f)</para>\r
388</listitem>\r
389<listitem>\r
390<para>Direct Purchase (f)</para>\r
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391</listitem>\r
392<listitem>\r
4b5dbac9 393<para>Goods and Services Tax (t)</para>\r
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394</listitem>\r
395<listitem>\r
4b5dbac9 396<para>Handling Charge (t)</para>\r
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397</listitem>\r
398<listitem>\r
4b5dbac9 399<para>Harmonized Sales Tax (t)</para>\r
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400</listitem>\r
401<listitem>\r
402<para>Import Fee (t)</para>\r
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403</listitem>\r
404<listitem>\r
4b5dbac9 405<para>Lamination fee (t)</para>\r
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406</listitem>\r
407<listitem>\r
4b5dbac9 408<para>Non-library Item (f)</para>\r
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409</listitem>\r
410<listitem>\r
4b5dbac9 411<para>Processing Fee (f)</para>\r
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412</listitem>\r
413<listitem>\r
4b5dbac9 414<para>Processing Fee - Prorate (t)</para>\r
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415</listitem>\r
416<listitem>\r
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417<para>Provincial Sales Tax (t)</para>\r
418</listitem>\r
419<listitem>\r
420<para>Serial Subscription (f)</para>\r
421</listitem>\r
422<listitem>\r
423<para>Serial Supplemental Charges (f)</para>\r
424</listitem>\r
425<listitem>\r
426<para>Shipping Charge (t)</para>\r
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427</listitem>\r
428</itemizedlist>\r
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429<para>A (t) indicates that the charge is proratable, a (f) indicates that it is not.</para>\r
430\r
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431\r
432<informalfigure>\r
433<para><mediaobject>\r
434<alt>screenshot of invoice item type defaults</alt>\r
435\r
436<imageobject>\r
437<imagedata fileref="media/default-invoice-item-types.png" scalefit="0"></imagedata>\r
438</imageobject>\r
439</mediaobject></para>\r
440</informalfigure>\r
441\r
442<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>\r
443\r
444</simplesect>\r
445\r
446</section>\r
447\r
448 <section xml:id="invoice-payment">\r
449 <title>Invoice Payment Methods</title>\r
450 <para>Invoice payment methods are the ways you pay your providers for your purchases. The Invoice Payment Methods appear \r
451as a drop down menu in the invoice payment method field on the invoice.</para>\r
452\r
453<simplesect xml:id="invoice-payment-defaults">\r
454<title>Sitka Invoice Payment Method Defaults</title>\r
455\r
456<para>The most common invoice payment methods have been set in the Acquisitions Module. These are:</para>\r
457\r
458<itemizedlist>\r
459<listitem>\r
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460<para>American Express</para>\r
461</listitem>\r
462<listitem>\r
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463<para>Cash</para>\r
464</listitem>\r
465<listitem>\r
466<para>Cheque</para>\r
467</listitem>\r
468<listitem>\r
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469<para>Credit</para>\r
470</listitem>\r
471<listitem>\r
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472<para>Direct Billing</para>\r
473</listitem>\r
474<listitem>\r
4b5dbac9 475<para>Draft</para>\r
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476</listitem>\r
477<listitem>\r
4b5dbac9 478<para>Debit</para>\r
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479</listitem>\r
480<listitem>\r
4b5dbac9 481<para>Electronic Funds Transfer</para>\r
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482</listitem>\r
483<listitem>\r
4b5dbac9 484<para>Mastercard</para>\r
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485</listitem>\r
486<listitem>\r
4b5dbac9 487<para>Paypal</para>\r
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488</listitem>\r
489<listitem>\r
4b5dbac9 490<para>VISA</para>\r
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491</listitem>\r
492<listitem>\r
4b5dbac9 493<para>Wire Transfer</para>\r
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494</listitem>\r
495</itemizedlist>\r
496<informalfigure>\r
497<para><mediaobject>\r
498<alt>screenshot of funding sources</alt>\r
499\r
500<imageobject>\r
501<imagedata fileref="media/default-invoice-payment.png" scalefit="0"></imagedata>\r
502</imageobject>\r
503</mediaobject></para>\r
504</informalfigure>\r
505\r
506<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>\r
507\r
508</simplesect>\r
509\r
510</section>\r
511\r
512<section xml:id="lineitem-marc-def">\r
513<title>Line Item MARC Attribute Definitions</title>\r
514\r
515<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
516catalogue. 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 \r
517where attributes have been defined.</para>\r
518\r
34421476 519<simplesect xml:id="lineitem-marc-defaults">\r
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520<title>Line Item MARC Attribute Definitions Defaults</title>\r
521\r
522<itemizedlist>\r
523<listitem>\r
524<para>Author of Work</para>\r
525</listitem>\r
526<listitem>\r
527<para>Edition</para>\r
528</listitem>\r
529<listitem>\r
530<para>Identifier</para>\r
531</listitem>\r
532<listitem>\r
533<para>ISBN</para>\r
534</listitem>\r
535<listitem>\r
536<para>ISSN</para>\r
537</listitem>\r
538<listitem>\r
539<para>Language of Work</para>\r
540</listitem>\r
541<listitem>\r
542<para>Local Notes</para>\r
543</listitem>\r
544<listitem>\r
545<para>Pagination</para>\r
546</listitem>\r
547<listitem>\r
548<para>Price</para>\r
549</listitem>\r
550<listitem>\r
551<para>Publication Date</para>\r
552</listitem>\r
553<listitem>\r
554<para>Publisher</para>\r
555</listitem>\r
556<listitem>\r
557<para>Title</para>\r
558</listitem>\r
559<listitem>\r
560<para>UPC</para>\r
561</listitem>\r
562</itemizedlist>\r
563\r
564<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>\r
565\r
566</simplesect>\r
567</section>\r
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568\r
569<section xml:id="submit-default">\r
570<title>New Sitka-wide Defaults</title>\r
571\r
572<para>New Sitka-wide defaults are added to Evergreen on an as needed basis. If your library needs a new default please follow the guidelines below to submit your \r
573suggestion.</para>\r
574\r
575<simplesect xml:id="guidelines-submit-default">\r
576<title>Guidelines for Submitting Suggestions for New Defaults</title>\r
577<procedure>\r
578<step>\r
579<para>Login to RT and create a new ticket or compose a new email to support.</para>\r
580</step>\r
581<step>\r
582<para>Enter a subject including ACQ DEFAULT, the category your default falls under, and your suggested default.</para>\r
583<para>Example: <emphasis>ACQ DEFAULT: Cancel Reason - Duplicate Order</emphasis></para>\r
584<tip><para>When naming your default keep in mind that all Sitka Acquisitions libraries will be able to see and use this default so avoid names that are specific to\r
585your library.</para></tip>\r
586</step>\r
587<step>\r
588<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
589</step>\r
590<step>\r
591<para>Sitka Support will review all suggestions and add new defaults to Evergreen as needed.</para>\r
592</step>\r
593</procedure>\r
594\r
595</simplesect>\r
596\r
597</section>\r
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598 \r
599 \r
600</chapter>\r