[Evergreen-acq] Acquisitions reports

Tue Aug 11 19:47:32 EDT 2020

Hi April,

Here's the list of reports that we recommend to run at FYE here in PINES:
https://pines.georgialibraries.org/dokuwiki/doku.php?id=acq:yearend#reports

I'm happy to share if any of those are of interest to anyone.

I like your reports for encumbrances. I don't think that's really reflected
in mine, now that I'm looking at it. I've focused on finding copies (line
item details) that are still encumbered, essentially, but there could be
direct charge encumbrances too. A lot of times I end up doing a massive
query for libraries that shows the details for all fund debits (like their
associated invoices / POs / line item details / etc), but we haven't been
able to put that into a report source yet so I have to do it manually. I
may snag some of your encumbrances reports as a solution in the meantime!

Other templates that we have that I use a lot:
 -- Items cancelled in a fiscal year using a specific cancel reason -- I
created a Cancelled: FYE cancel reason, so libraries who cancel things at
year end can use this report to find them all again and reorder in the next
FY

-- Copies remaining after true cancels -- I've found that sometimes when
you cancel using a cancel reason keep_debits=f, the copy isn't deleted. I
haven't dug into when / why, so I just did a shortcut and created a report
to find them. :)

-- Checking Bib Matches on Line Items -- This displays the title on the
line item to the title on the bib that it linked to so you can compare
them. It's definitely *not* an exact science, but when I was evaluating the
efficacy of our matchset I was able to get a rough idea if it was making
bad matches and / or how often it was matching to an existing record vs.
creating an Acquisitions record.

-- Abandoned ACQ copies -- This finds copies where they've been received,
but they were never converted to a "real" barcode. (We use autogenerated
Acq barcodes that are supposed to be replaced with real ones.) So if it's
been received but was never cataloged, something is up.

-- Pending purchase order older than X days -- Since the fix for deleting
bibs underneath line items is now in 3.4+ (
https://bugs.launchpad.net/evergreen/+bug/1634244), if you have pending
purchase orders linked to bib records, but you're just letting the PO sit
there without ordering, you're sort of letting those bibs hang around in
the catalog when they might normally get deleted. (Assuming that you're
using that library setting.) So I have this report autorun to find any PO's
older than 45 days--if you haven't ordered it by then, I'm guessing you
might not want it. I usually reach out to the library and they usually
don't want the PO's so they delete the line items and that frees up the
bibs. I don't know if that explanation made any sense, but I definitely use
this one regularly.

And looking through my folders has reminded me once again I really should
clean those out. Lots of report templates that include the word "Test v.14"
in there. :D

Tiffany Little, PINES Services Specialist: Acquisitions

------------------------------

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On Tue, Aug 11, 2020 at 4:31 PM Durrence, April <april.durrence at ncdcr.gov>
wrote:

> Hi everyone,
>
>
>
> As we often have an uptick in help tickets around year-end closeout, I
> want to make our list of pre-built report templates for acq more robust.
>
>
>
> I am particularly interested in these Sitka reports:
>
> Line items received but not invoiced
>
> Line items invoice but not received
>
> Line Items with the Status of On-order
>
> Fund Report by Year (may be similar to our Funds List template, but may
> have additional info we should include)
>
> Claim Ready Items
>
>
>
> And the report to identify deleted bibs in PO that causes activation to
> fail that Tiffany Little created and mentioned in this bug:
>
> https://bugs.launchpad.net/evergreen/+bug/1814793
>
>
>
> If you have other templates that you find useful and wouldn’t mind
> sharing, I would appreciate it!
>
>
>
> If you can provide screenshots or some other means of letting me know your
> Source, Display fields (with Source Path, Column Label, Data Type, Field
> Transform) and Filter Fields (with Source Path, Name, Column, Data Type,
> Operator, Field Transform, and Filter value, if any) I should be able to
> replicate the report.
>
>
>
> We currently have these report templates:
>
>
>
> *name*
>
> *description*
>
> Amount Encumbered and Amount spent for any selected active fund
>
> Display PO Name, Provider Name, PO Creation Date, Amount Encumbered, and
> Amount Spent. Filters on Ordering Agency, Name of fund, and fund is
> active(=true)
>
> Fund Summary FYxx
>
> Provides monetary details of expenditures for acquisitions. Includes
> encumbrances, balance, allocations, fund tag, account name. Must include
> year of fund summary and OU code of libraries needing report.
>
> Funds list
>
> Lists all fund names and codes for selected year
>
> List POs created between selected dates
>
> Displays PO id, ordering agency create time, PO creator, edit time, PO
> editor, order date, PO state, cancel cause, and cancel description. Filters
> on ordering library and selected create date range.
>
> Outstanding encumbrances
>
> Lists all encumbrances (not direct charges), Includes Provider, PO number,
> Title ordered
>
> Outstanding encumbrances filter by Fund Code
>
> Lists outstanding encumbrances (not direct charges), Includes Provider, PO
> #, Title ordered. Allows you to filter for a specific Fund code name.
>
> POs that have been cancelled and reasoning
>
> History of cancelled POs.
>
> Purchase Order History
>
> History of PO for library system.
>
>
>
> If anyone would like the setup info for our templates, I would be glad to
> share.
>
>
>
> Thanks!
>
>
>
> April
>
>
>
> *April Durrence*
>
> NC Cardinal Training Specialist
>
> State Library of North Carolina
>
> 919.814.6794 | april.durrence at ncdcr.gov
>
>
>
> NC Dept. of Natural and Cultural Resources
>
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