[Evergreen-acq] [External] Re: Acquisitions reports

Wed Aug 12 09:57:11 EDT 2020

Oh wow, Tiffany, I would love to know the criteria for all of your reports and the SQL script that you run to get the massive year-end fund debit info! I will be glad to share the report criteria for our existing reports and any that I am able to build in the near future after a scrum session with Blake and the NC Cardinal team this afternoon.

I spent some time yesterday reviewing acq bugs and saw the issues surrounding cancelled items. One of our libraries is having a problem with some items cancelled in the last FY and reordered with a new PO showing up as backordered, even after she receives them. Not sure yet whether it has to do with the EDI message from the vendor or not, so these reports might help.

The pending PO and deleted bibs issue is something we’ve run into in the past and I like your report for older Pos that haven’t been activated yet!

Do you think this info is something that would be of enough interest to others that it would be worth posting on the wiki somewhere? Report templates can be a bit of a pain to setup and test at the best of times (I feel your v14 pain!) and sharing this info might save some grief for someone down the road. Some things may be setup to work a bit differently for each separate consortia or system, but most report templates should work for most people.

Regards,

April

April Durrence
NC Cardinal Training Specialist
State Library of North Carolina
919.814.6794 | april.durrence at ncdcr.gov<mailto:april.durrence at ncdcr.gov>

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From: Evergreen-acq <evergreen-acq-bounces at list.evergreen-ils.org> On Behalf Of Tiffany Little
Sent: Tuesday, August 11, 2020 7:48 PM
To: Discussion of acquisitions in Evergreen <evergreen-acq at list.evergreen-ils.org>
Subject: [External] Re: [Evergreen-acq] Acquisitions reports

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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<https://urldefense.com/v3/__https:/pines.georgialibraries.org/dokuwiki/doku.php?id=acq:yearend*reports__;Iw!!HYmSToo!MqwMue0Kq1Vfp0uCEZ5YWCgSNwPw6jRCgd9JpwWAF-ik1p7kuYz2kKjvEm9ayHkUDbT0uQ$>

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<https://urldefense.com/v3/__https:/bugs.launchpad.net/evergreen/*bug/1634244__;Kw!!HYmSToo!MqwMue0Kq1Vfp0uCEZ5YWCgSNwPw6jRCgd9JpwWAF-ik1p7kuYz2kKjvEm9ayHncf9ceaQ$>), 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

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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<mailto: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<https://urldefense.com/v3/__https:/bugs.launchpad.net/evergreen/*bug/1814793__;Kw!!HYmSToo!MqwMue0Kq1Vfp0uCEZ5YWCgSNwPw6jRCgd9JpwWAF-ik1p7kuYz2kKjvEm9ayHmglE23dQ$>

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<mailto:april.durrence at ncdcr.gov>

NC Dept. of Natural and Cultural Resources
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