Ordering. Evergreen Acquisitions revised August 2015 Section 3-1

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1 Ordering Evergreen supports creating orders manually, both by searching the catalog and adding lineitems based on found records and creating brief records to create the lineitem. Orders can also be created by uploading MARC records with order information from providers such as Baker & Taylor or Ingram. The uploaded file creates a list of lineitems with order information such as quantity ordered, price, and fund, as well as shelving location and circ modifier for creating items that the public can place holds on. Contact Database Services. Indicate which provider record(s) you intend to use to upload orders. Bibliomation staff has to do set-up on the provider record(s) as well as some work on your account on the vendor s site to define Evergreen MARC values. Completed POs can be printed out to send to a provider, or can be transmitted to the provider as an EDIFACT file, if that provider supports EDI transfers. The EDIFACT files are transmitted directly from Evergreen, with no need to download them to your desktop and transfer them with third party FTP software. Some vendors support electronic invoicing, which require the orders be placed through EDI. Contact Database Services if you are new to EDI ordering before creating any orders. There is set-up work that has to be done by Bibliomation staff before EDI orders can be sent. Evergreen Acquisitions revised August 2015 Section 3-1

2 Purchase Orders Uploading an Order File from a Provider Before uploading an order file, please contact Database Services. Indicate which provider record(s) you intend to use to upload orders. Bibliomation staff has to do set-up on the provider record(s) as well as some work on your account on the vendor s site to define Evergreen MARC values using tag 970. For libraries that use services such as Baker & Taylor s Title Source or Ingram s ipage, the workflow begins with the provider s web site. Place your order and download the MARC records with order information attached. Save the order file to your computer. In Evergreen, click on Acquisitions/Load MARC Order Records The top half of the screen is variable. If you want to create a PO from the upload, check the box. Enter the code for the provider, your library for the Context Org Unit and the name of the selection list you are creating. (We recommend creating the selection list in addition to the PO during the load because of problems with the display of the load not always showing the finish. Without that, there is no quick link to the PO, so the easiest way to get there is to open a new tab to Acquisitions/My Selection Lists, opening the list and clicking on a link to the PO from one of the lineitems.) Evergreen Acquisitions revised August 2015 Section 3-2

3 The queue is a list of the bib records you will be adding or merging to the catalog. Enter any name you like in the Or create a new queue box. Check to create PO Type in provider code Your library code from dropdown box. Assign a selection list name and bib load queue name. Must be new for each load. Use the exact settings as shown. Once set for a load, the settings will be set for subsequent loads. The rest of the values must always be set as shown above. The system has been set to default to the following: Record match set: Set to Matchpoint. This tells the system to look for bibs that match by TCN, ISBN, UPC, or Media Publisher number. Merge profile: Set to Match-only Merge. This allows the system to attach your order items to existing bib records in the catalog without making changes to the bib record. Check Import Non-Matching Records. This allows the system to add any records that don t have a match in the catalog. Record source must be Vendor order records. This will allow Database Services staff to track bibs that need to be replaced with OCLC records. Set to Merge on Best Match. If there are duplicate bib records in the database, this allows the system to choose one of them to add your order item to. Do not check the box for Load Items for Imported Records. Browse your desktop and find the file you downloaded from the vendor s web site. Once it shows in the File to Upload window, click on Upload. Do not click Upload more than once! Evergreen Acquisitions revised August 2015 Section 3-3

4 The load may take a while to complete. It is checking each bib record in the file against the catalog, looking for matches. If it finds a match, it will append the order information to that bib record. If it does not find a match, it will add a new bib record to the database with the order information. This replaces the old step wherein staff would have to manually click on each lineitem in the selection list to look for potential matches and link to them. A completed load shows the number of bib records that were merged or imported, as well as the number of acq items that were generated. It includes a link to the purchase order and selection list well as to the bib load queue. Once the load finishes, you can click on a link straight to the purchase order. Sometimes the loader may never display when it is finished. To check, open a new tab and click Acquisitions/My Selection Lists and open the list you were loading to. If you still see Link to Catalog on the lineitems, wait a bit longer. If you see Catalog, the load has finished. Click the PO number on one of the lines to open the purchase order. Copy information has been added for each line, using defaults set up on the vendor web site. Evergreen Acquisitions revised August 2015 Section 3-4

5 If a red number appears under a title, it indicates how many copies of that title is already owned by your library. Renaming a purchase order You can change the name of the purchase order by clicking on the ID number next to Name. Type over the number and click on OK. Evergreen Acquisitions revised August 2015 Section 3-5

6 To be able to activate the purchase order, apply funds to selected items. If you want to apply a single fund to all lines, click the check next to Line Items so that all lines will be checked. Find the fund you want to use from the Fund dropdown box, then click on Apply to Selected Items. The fund code is now applied to the copies. If you want to apply different funds to different lines, check the boxes for the lines that should have the first fund applied. Apply the fund, then check the boxes for the lines that should get the next fund and apply the second fund. Repeat as needed until all copies have funds. When all lines/copies have funds applied, click Activate Order. This will change the status of the lineitems from pending-order to on-order. Evergreen Acquisitions revised August 2015 Section 3-6

7 A progress bar appears while the activation process is running. When it s done, the activation status is Activated, the lineitem color has changed and the status for each is now On-Order. The items now appear in the catalog, visible to patrons and ready for holds. Evergreen Acquisitions revised August 2015 Section 3-7

8 Using a vendor file with no tag 970 Tag 970 contains the information about number of copies ordered, the owning branch, the copy location, circ modifier, and price. If a vendor cannot provide tag 970 in its MARC file, you have to add the information in Evergreen after the upload has finished. Click on the View Purchase Order link at the bottom of the acq loader page. On the Purchase Order screen, click on the check next to Line Items above the list of ordered titles. This will select all the titles. You can uncheck boxes if you want different quantities entered. (See below) Evergreen Acquisitions revised August 2015 Section 3-8

9 Enter the following values in the dropdown boxes Copies: Quantity ordered 1. You can edit individual lines if you ordered more copies of some titles. Copy Location: Acquisitions Fund: Whichever fund is appropriate to this order Circ Modifier: acquisitions Click on Apply to Selected. Before you can activate the Purchase Order, you will need to add the price to each line item. There is no batch method in Evergreen to do this. Evergreen Acquisitions revised August 2015 Section 3-9

10 Manual Purchase Orders This section describes creating a manual purchase order based on the MARC Federated search. To create a purchase order based on searching just the local OPAC, see the section titled Creating a Purchase Order From the OPAC View. To create a purchase order without a selection list, click on Acquisitions/Create Purchase Order. Enter your library s code if it isn t already in the top field in the window. Enter the PO name or number you wish to assign to this purchase order. Enter the code for the provider you will be using for this order. Click Save. Evergreen Acquisitions revised August 2015 Section 3-10

11 The empty purchase order is created, waiting for you to add items to it. Open a new tab to begin searching for titles to add to your order. Click on Acquisitions/MARC Federated Search. The option to search the local Evergreen catalog will already be checked. In addition, check the box next to the Library of Congress. Enter a search in one or more of the boxes and click on Submit. Evergreen Acquisitions revised August 2015 Section 3-11

12 If your search retrieves more than one line, look for a result that is labeled as native- evergreen catalog and use that for your order. If you choose a record other than the native when both record describe the same title, you will be adding a duplicate record to the catalog. Enter the price on the line you want to use for your order. Click on the Copies(0) link for that line. Wait until the branch code for your library is displayed, click Save Changes, then click Return. Evergreen Acquisitions revised August 2015 Section 3-12

13 From the Actions menu, select Add to Purchase Order. Type in the name of the purchase order you just created. As you start typing, the name will appear. Click Save. The title has been added as a lineitem to the purchase order. Evergreen Acquisitions revised August 2015 Section 3-13

14 Click on Go Back to return to the MARC Federated Search screen. You will have to check the box for the Library of Congress again. If you don t find a title when searching, you have the option to create a brief record for your purchase order. This record will result in a bibliographic record in the catalog that patrons will be able to search for, so be as complete as possible. On the purchase orders screen, on the Actions menu, select Add Brief Record. Fill out as many fields in the form as you can. Enter the author as Last name, First name. Click Save Record when you are done. Evergreen Acquisitions revised August 2015 Section 3-14

15 This is what your record will look like: When you are returned to the purchase order screen, enter the price, then click on Copies (0), wait for your branch to fill in, and click Save Changes, then click Return. For alternate ways of creating brief records, see the section Brief record later in this chapter. Applying funds and Activating the Purchase Order When you have completed adding titles to the order and creating any notes to the lineitems, you need to apply a fund or funds to the lineitems before you can activate the order. The system reminds you of this by placing this message on the screen instead of the activation buttons: Activatable? No: The requested acq.fund was not found (ACQ_FUND_NOT_FOUND) If you are using the same fund for all lineitems, click the check mark at the top of the list of items. This will make a check in all the boxes for all lines. Evergreen Acquisitions revised August 2015 Section 3-15

16 Find the fund you want to use in the fund dropdown box at the top of the list and click on Apply to Selected. If you are using more than one fund, then check the items using the first fund and apply the fund. Then check the items using the next fund and apply that fund. Repeat until all the items have funds applied to them. Once the items have funds applied, the message about ACQ_FUND_NOT_FOUND will disappear and will be replaced by two buttons. In most cases, you will use the Activate Order button. The only time to use Activate without loading Items is for orders you don t want in the catalog, such as for replacement compact discs or office supplies. When you click Activate Order, you will get a bib record loader screen Enter a name for the bib record queue in the Or create a new queue box. This is a list of bib records added during this process. You may wish to give it the same name as your purchase order. Record match set: Should be left as Matchpoint. This tells the system to look for bibs that match by TCN, ISBN, UPC, or Media Publisher number. Evergreen Acquisitions revised August 2015 Section 3-16

17 Merge profile: should be left as Match-only Merge. This allows the system to attach your order items to existing bib records in the catalog without making changes to the bib record. Record source: ALWAYS enter Vendor order records. You should only need to set this the first time you go through this process. The setting should stick after that. Check Import Non-Matching Records. This allows the system to add any records that don t have a match in the catalog. Merge On Exact Match (901c) and Merge On Single Match should be left unchecked. Check Merge on Best Match. If there are duplicate bib records in the database, this allows the system to choose one of them to add your order item to. Click Submit. After your first time doing this, once the Record Source has been set properly, the only field you will need to fill in every time will be the New queue. A progress bar displays. Evergreen Acquisitions revised August 2015 Section 3-17

18 When the process has finished, the purchase order is displayed. The status of the lineitems has changed to On-Order, the lineitem color has changed, and the Activatable status has changed to Activated. The Total Encumbered amount has changed from $0.00 to the sum of the prices in the lineitems. Any lines with a Link to Catalog entry has changed to Catalog, meaning the bib records now appear in the online catalog. Copies have been created with default values for copy location and circ modifier. A barcode number with the prefix acq has been generated, and a call number of ON ORDER, followed by the same number, has been created. Evergreen Acquisitions revised August 2015 Section 3-18

19 For other details about purchase orders, including selecting the correct ISBN as an order identifiers when there is more than one available in the bib record, changing the number of copies ordered before activating the purchase order, and using distribution formulas for multiples branches, see the section on Managing the Purchase Order. Evergreen Acquisitions revised August 2015 Section 3-19

20 Troubleshooting Order Loads and Purchase Orders Rule of thumb: don t load the same file over and over. Even problem purchase orders can (usually) be salvaged. Read below for solutions. If your problem isn t here, contact Database Services for assistance. Q. I get an error message when I try to upload the order. What s wrong? A. When you see the Attempt to query the DB failed error, take a look at your provider field. Odds are, you skipped it. Just click OK to make the error message go away, click the Reload button and set up the load again, this time with the provider field filled in. Q. My load just keeps running and never seems to end. A. Open a new tab and look for your selection list and open it. (Acquisitions/My selection list) If you see Link to catalog under some of the lineitem titles and catalog under others, the loader is still running. Just wait a while longer and check again until they all say catalog. If you see catalog under all the titles, the loader finished. Click on the PO ID name on any of the lineitems to open the purchase order. Evergreen Acquisitions revised August 2015 Section 3-20

21 Q. I didn t create a selection list. How do I get to the purchase order in that case? A. If the loader display doesn t show the load has finished and give you a direct link to the purchase order, click on Acquisitions/Purchase Orders. Set up your search as PO Ordering Agency is [Your library]. This is the default, so just leave it. PO Creation Time is [Today s date]. Click on the ID to open the purchase order. Check for Link to catalog under the lineitems as described in the previous question. Q. My load finished, but all the lineitems still say Link to catalog. What happened, and what do I do about it? A. When you set up your load, you skipped the field marked Or create a new queue. The loader needs a queue name in order to process the bibliographic records, either matching existing records in the catalog or adding new records. But don t panic. You get another shot at creating a queue name. First, apply your fund to all the lineitems as you usually do. When the Activate Order button appears, click on it as you normally would. Evergreen Acquisitions revised August 2015 Section 3-21

22 Instead of immediately beginning to activate the purchase order, the system will display a screen that looks similar to the loader screen. This is your second chance to get the system to link the bib records. Enter a name in the field labeled Or create a new queue. Click on Submit. Now the lineitems say catalog and have a status of On-Order. The bibs and items will appear in the catalog. Q. After I loaded my file, the purchase order didn t have any copies and it should have. What went wrong? A. The MARC file didn t have 970 tags with the order copy information in it. If this file was from Title Source or Ingram, you likely forgot to apply the profile (Title Source) or grid (Ingram) before downloading your order from the vendor site. Evergreen Acquisitions revised August 2015 Section 3-22

23 If the file did contain 970 tags, then was this order with a new provider that you just set up in Evergreen? You need to let Database Services know about new providers so that we can add the 970 information to your provider record before you do your first upload, or Evergreen won t know what to do with the 970 information in the MARC file. You can still use the purchase order, though if it s a big file, it will take a bit of work. On the Purchase Order screen, click on the check next to Line Items above the list of ordered titles. This will select all the titles. You can uncheck boxes if you want different quantities entered. (See below) Enter the following values in the dropdown boxes Copies: Quantity ordered: 1. You can edit individual lines if you ordered more copies of some titles. Copy Location: Acquisitions Fund: Whichever fund is appropriate to this order Circ Modifier: acquisitions Click on Apply to Selected. Before you can activate the Purchase Order, you will need to add the price to each line item. There is no batch method to do this. This is where a large order will be a big job to fix manually, but it can be done. Activate the purchase order when all the lines have prices entered. Evergreen Acquisitions revised August 2015 Section 3-23

24 Q. The bib records from my order are in the catalog, but I don t see my on order items. Why not? A. There are several possibilities for you to explore. -- Do the lineitems in the PO show that they have any copies? If not, then see the previous question. -- Did you activate the purchase order yet? If not, the copies will appear once that has been done. -- If there are copies for each lineitem and the purchase order has been activated, then the best guess is that the button labeled Activate Without Creating Items was clicked instead of the regular Activate button. There is no way to undo this and try again. Once a purchase order has been activated, it can t be de-activated and activated again. Items will have to be created manually by the cataloger and they will not be linked to the lineitems in the purchase order. If your library uses Evergreen to send orders electronically, ignore the following, because you run the risk that Evergreen might not get the cancellation in time and will send your order twice. If your library does not use Evergreen to send your orders electronically, if you want to avoid having to manually create items, this is the one exception to the rule about not loading a file more than once. Cancel the purchase order right away. Select the reason Correction of error. Click the Reload button at the top of the screen to see the change made to the purchase order and its lines. Evergreen Acquisitions revised August 2015 Section 3-24

25 Now you can go ahead and load the order file again and go through the steps to activate it, this time using the correct Activation button so that the on order items will be created and display in the public catalog. Evergreen Acquisitions revised August 2015 Section 3-25

26 Selection Lists To begin an order, you may establish a Selection List. Once you have a list of the items you want to order, you can move them to a purchase order. You may also choose to add the items directly to a purchase order, either a new one or an established one that has not been activated yet. Another option is to create brief records on the purchase order and link them to the catalog manually. Managing Selection lists Selection lists can be created in five areas within the module. Selection lists can be created in Acquisitions/My Selection Lists; when you find records through the MARC Federated Search; in Add Brief Records/New Brief Record; when you search the catalog and use View/Place Orders; or when you Upload MARC Order Records. In most of these interfaces, you will find the Add to Selection List field. Enter the name of the selection list that you want to create in that field. If you don t get the field for adding, you can just type in a new selection list name in the field labeled Add to Selection List. If you started a selection list and left it, you can find it by clicking on Acquisitions/My Selection List. From this screen, you can open the selection list you want by clicking on its name. You can also create a new selection list, clone an existing list, merge two or more lists, or delete lists. You can add items to a selection list in one of four ways: add records through a federated search; add a brief record; use the View/Place Orders menu item in the catalog; or upload MARC provider order records. Evergreen Acquisitions revised August 2015 Section 3-26

27 Manually Creating Selection Lists from the MARC Federated Search Creating the Selection List Begin by performing a MARC Federated Search (click on Acquisitions/MARC Federated Search.) Place a check in the box next to Library of Congress to include LC in your search. Search for your first item. If you are using an author search, enter the author s name as Last name, First name or you won t get any results from the Library of Congress. Click Submit to send the search. Evergreen Acquisitions revised August 2015 Section 3-27

28 If you get results from both the local catalog and LC, choose the local record, which is labeled as native-evergreen-catalog. Click in the box next to that record so that a check appears. Enter the price on the line you want to use for your order. Click on the Copies(0) link for that line. Wait until the branch code for your library is displayed, click Save Changes, then click Return. From the Actions menu, select Save Items to Selection List, or Create Purchase Order or Add to Purchase Order. Evergreen Acquisitions revised August 2015 Section 3-28

29 If you chose to save to a selection list, choose Save selected. If this is the first item on the selection list, enter a name for the list in the first box. If you are adding to an existing selection list, begin typing the name of the list in the second box, and it will appear for you to choose to enter in the box. Click Go Back to return to the search screen. You will have to check the Library of Congress box again to include LC in your search. Evergreen Acquisitions revised August 2015 Section 3-29

30 Moving the Selection List to the Purchase Order From the Actions menu, select Create Purchase Order. Enter your library as the ordering agency, a code for your provider, choose All lineitems. Click Submit. The purchase order is created with no items. These will be created in a later step. Evergreen Acquisitions revised August 2015 Section 3-30

31 Managing the Purchase Order Batch Creating Copies for Lineitems To create copies for each lineitem, you can set up values and apply them in a batch. The minimum you need is to define the quantity of items being ordered, your library as owner, and the funds to use to purchase the copies. The following step describes how to apply values if all the items should be set the same way. If different lines should have different values, don t include them when you check the boxes you are changing. Do them in a separate step. Enter the values you want for number of copies you are ordering for the lineitems you are about to change. Under Owning Branch, select your library s code. Moving to the Fund box, select the fund you wish to use. If you want these values to apply to all the lines in the purchase order, click on the check next to Line Items. You can uncheck the box of any lines that should not have these values applied. Once you have checks in the boxes, click on the Apply to Selected button. Evergreen Acquisitions revised August 2015 Section 3-31

32 Repeat these steps for any lines you skipped, applying the desired values you want for this group. The copy counters will go from 0 to 1 (or whatever quantity you d entered). The value for Total Estimated will go from $0.00 to the sum of the prices you d entered in the lineitems. The purchase order will become activatable. Distribution Formula for Multi-Branch Libraries If your library is part of a multi-branch system that does centralized ordering, you can use a distribution formula to create copies for each branch for the lineitems. Contact Database Services to have a formula set up for your library system. Once it is in place, check the lines you want to apply the formula to, assign a fund then click in the Distribution Formula dropdown box and display the name of the formula. Click on Apply to Selected. Evergreen Acquisitions revised August 2015 Section 3-32

33 Expand All will show you the copy-level information on all the lines. Expand will show the information for a single line. This is a read-only display. If you need to make changes, see the section Editing Copies before Activating the Purchase Order. View of a line that used a distribution formula: Editing Copies before Activating the Purchase Order If you created an incorrect number of copies, you can t use the batch apply line to fix them. You need to click on the Copies link on the lineitem. If you want to increase the number of copies to be ordered, enter the total number of copies and click on Go. Evergreen Acquisitions revised August 2015 Section 3-33

34 Assign the copy location, fund and circ modifier for each new line. To delete an unwanted copy line, scroll to the right so that you can see the red X buttons. Click on the X for the line to be removed. Evergreen Acquisitions revised August 2015 Section 3-34

35 When you have finished adding or deleting copies, click on Save Changes. Click on Return to go back to the Purchase Order display. Order Identifiers If the bib record contains more than one Order Identifier (such as ISBN or UPC), you can select the ISBN for the edition, format, or volume that you intend to order. For instance, if you are ordering the latest edition of Fodor s England, if the serial record has ISBN for that year, you can specify that ISBN in your order. The ISBNs in the dropdown list aren t labeled as to year or format, but if you don t already know which number you want to use, click on the title in the line item to see the MARC record. Evergreen Acquisitions revised August 2015 Section 3-35

36 Scroll down to see the MARC record and determine which ISBN belongs to the edition you want to order. Scroll back up and click on Return to go back to the lineitem view. Select the ISBN from the dropdown. Click on Apply Order Identifiers. Evergreen Acquisitions revised August 2015 Section 3-36

37 Please note that this may be done on the selection list before sending the list to the purchase order, or it may be done on the purchase order itself. Once you have the copy information and the order identifiers applied, the purchase order is ready to activate. If you need to send a paper order to your vendor select Print Purchase Order from the Actions drop down menu. Click OK to print the purchase order. Evergreen Acquisitions revised August 2015 Section 3-37

38 EDI orders are automatically transmitted from Evergreen at certain intervals during the day. You don t need to take any action to transmit the file to your provider. Contact Database Services if you are new to EDI ordering before creating any orders. Notes and Alerts Notes and alerts can be added to lineitems either on the selection list or the purchase order screens. Click on the Notes link if you have a note you either want to make public to the provider or use internally for staff instructions. You may wish to add a note for format (for example, paperback, library binding, etc.).click on New Note. Check the box in the note to make it vendor-public. It will print on the PO or be transmitted to provider electronically. Evergreen Acquisitions revised August 2015 Section 3-38

39 Examples of a vendor-public note, and a staff note. To remove a note, click on Delete. Click Return when finished with adding notes. Continue through each lineitem that you want to add notes for. The presence of any notes is shown on the lineitem view. When you receive an item, you can pass along any staff notes by clicking on Worksheet on that lineitem. A window opens up showing the note(s). You can print this screen by clicking Print Page. Evergreen Acquisitions revised August 2015 Section 3-39

40 Alerts Alerts are a way to add a lineitem note that gets more attention. They are tied to a list of alert codes that the library can set up under Admin/Acquisitions Administration/Line item Alerts. Click on New Line Item Alert Text. Enter a code and description and selection your library as the Owning Library. Save it. Evergreen Acquisitions revised August 2015 Section 3-40

41 Using Alerts To assign an alert, you click on the Notes link on the lineitem, same as when you add notes. Click on New Alert. Click in the dropdown to select an alert type. Evergreen Acquisitions revised August 2015 Section 3-41

42 Enter the text of any comments you need to tell the staff about this book. Click on Create. Click on Return to go back to the purchase order. When an item has an alert instead of just a note, it is marked with a red flag. Evergreen Acquisitions revised August 2015 Section 3-42

43 When an item with an alert is received, a message pops up: Click OK to acknowledge the message. To print the message, click on Worksheet for the lineitem. See the section on receiving for more detail. Evergreen Acquisitions revised August 2015 Section 3-43

44 Creating a Purchase Order From the OPAC View Click on the Search Catalog icon on the tool bar, or press the F3 key. Search for the first item you want to order. If you find a record for the title you are ordering, click on Actions for this Record/View/Place Orders. A new tab opens. You have 3 choices: add to a selection list, add to an existing purchase order, or create a new purchase order. Evergreen Acquisitions revised August 2015 Section 3-44

45 If you choose selection list, you may add it to an existing list or create a new list. If you choose to add to an existing purchase order, you are prompted to enter the name of the PO. Typing the name will show you a list of all purchase orders beginning with the same alpha or numeric characters. Keep typing until you see your desired PO name. If you choose to create a new purchase order, you will be prompted for ordering agency and provider. Since there is only one lineitem to add, you can leave the setting at All Line Items. Evergreen Acquisitions revised August 2015 Section 3-45

46 Enter the price. Go back to the tab that is opened to the OPAC view and perform another search. If you don t find any matches for your search, go to the tab with the PO and from the Actions menu, select Add Brief Record. See the section on brief records for more detail. Evergreen Acquisitions revised August 2015 Section 3-46

47 Enter the price on the lineitem level. When you have added all your lineitems to a purchase order, follow the steps outlined in the section Managing the Purchase Order. If you added to a selection list, follow the steps in the section Moving the Selection List to the Purchase Order. Evergreen Acquisitions revised August 2015 Section 3-47

48 Creating a Brief Record If you don t get any matches to your search (either MARC Federated search or OPAC search), you will need to create a brief record. Open your selection list, and in the Actions menu, select Add Brief Record. You may also add a brief record directly on the purchase order. Evergreen Acquisitions revised August 2015 Section 3-48

49 Another method is to open a new tab and click on Acquisitions/New Brief Record. Specify which selection list you are adding the record to. (You can t add to a purchase order with this method.) Fill out the form as completely as possible. Enter the author as Last name, First name. This form is going to create a MARC record that your patrons will be able to find in the public catalog. Click Save Record when you are finished. Evergreen Acquisitions revised August 2015 Section 3-49

50 This is what your MARC record looks like. It s not in the catalog yet. That will come you create bibs and items from the purchase order. Enter the price once the lineitem has been created. Follow the instructions as described in the sections on Manual Purchase Orders and Managing the Purchase Order to continue the order process. If the brief record was added to a selection list, follow the instructions in the section Moving the Selection List to the Purchase Order. Evergreen Acquisitions revised August 2015 Section 3-50

51 Blanket Orders (taken from Evergreen 2.9 release notes) "Blanket" orders allow staff to invoice an encumbered amount multiple times, paying off the charge over a period of time. The work flow supported by this development assumes staff does not need to track the individual contents of the order, only the amounts encumbered and invoiced in bulk. Example 1. Staff creates PO with a Direct Charge of "Popular Fiction 2015" and a charge type of "Blanket Order". 2. The amount entered for the charge equals the total amount expected to be charged over the duration of the order. 3. When a shipment of "Popular Fiction" items arrive, staff creates an invoice from the "Popular Fiction 2015" PO page and enters the amount billed/paid for the received shipment under the "Popular Fiction 2015" charge in the invoice. 4. When the final shipment arrives, staff select the Final invoice for Blanket Order option on the invoice screen to mark the PO as received and drop any remaining encumbrances to $0. 1. Alternatively, if the PO needs to be finalized without creating a final invoice, staff can use the new Finalize Blanket Order option on the PO page. Evergreen Acquisitions revised August 2015 Section 3-51

52 New Components/Terminology/Concepts Invoice Item Types have a new flag called blanket, available under Admin Server Administration Acq Invoice Item Types in the staff client. Any direct charge using a blanket item type will create a long-lived charge that can be invoiced multiple times. Such a charge is considered open until its purchase order is "finalized" (received). "Finalizing" a PO changes the PO s state to received (assuming there are no pending lineitems on the PO) and fully dis-encumbers all blanket charges on the PO by setting the fund_debit amount to $0 on the original fund_debit for the charge. Invoicing a blanket charge does the following under the covers: 1. Create an invoice_item to track the payment 2. Create a new fund_debit to implement the payment whose amount matches the invoiced amount. 3. Subtract the invoiced amount from the fund_debit linked to the original blanket po_item, thus reducing the amount encumbered on the charge as a whole by the invoiced amount. A PO can have multiple blanket charges. E.g. you could have a blanket order for "Popular Fiction 2015" and a second charge for "Pop Fiction Taxes" to track / pay taxes over time on a blanket charge. A PO can have a mix of lineitems, non-blanket charges, and blanket charges. A blanket Invoice Item Type cannot also be a prorate type, since it s nonsensical. Blanket items are encumbered, whereas prorated items are only paid at invoice time and never encumbered. (Source: Evergreen Acquisitions revised August 2015 Section 3-52