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

Tue Aug 18 15:37:45 EDT 2020

Sure thing, I'm happy to share!

I think adding them to the wiki is a great idea. I went ahead and created a
page: https://wiki.evergreen-ils.org/doku.php?id=acq:reports

I added the SQL for my fund debit query, and I'll plan on adding the info
for my other reports. I'm excited to see what others are using too! If you
don't have an account to edit the community wiki but you have a report that
you use frequently and want to contribute, feel free to send me screenshots
and I'm happy to add.

Thanks!

Tiffany Little, PINES Services Specialist: Acquisitions

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

Georgia Public Library Service | University System of Georgia

2872 Woodcock Blvd, Suite 250 l Atlanta, GA 30341

(470) 512-1454 | tlittle at georgialibraries.org |
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On Wed, Aug 12, 2020 at 9:57 AM Durrence, April <april.durrence at ncdcr.gov>
wrote:

> 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
>
>
>
> NC Dept. of Natural and Cultural Resources
>
> 109 East Jones Street  | 4640 Mail Service Center
>
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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
>
>
>
> *CAUTION:* External email. Do not click links or open attachments unless
> you verify. Send all suspicious email as an attachment to
> report.spam at nc.gov
>
>
>
> 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
>
>
>
> [image: Image removed by sender.]
>
> *Tiffany Little, PINES Services Specialist: Acquisitions*
> ------------------------------
>
> *Georgia Public Library Service | University System of Georgia*
>
> 2872 Woodcock Blvd, Suite 250 l Atlanta, GA 30341
>
> (470) 512-1454 | tlittle at georgialibraries.org |
> help at help.georgialibraries.org
>
>
>
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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
> <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
>
>
>
> NC Dept. of Natural and Cultural Resources
>
> 109 East Jones Street  | 4640 Mail Service Center
>
> Raleigh, North Carolina 27699-4600
>
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> Carolina Public Records Law and may be disclosed to third parties.*
>
>
>
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