[Evergreen-acq] New Evergreen library -- Questions about ACQ module w/o EDI

[Mary Llewellyn]

Hi Karen,

We are a consortium of about 80 libraries; 26 of them use acquisitions, and
only 2 use EDI, so I may be able to answer your question.

Our non EDI libraries mainly use Baker & Taylor's Title Source or Ingram's
iPage.

For Title Source, we asked them to subscribe to the MARC profile, and I set
them up with the order tag we use (970) for the elements of an order:
owning branch code, quantity ordered, a default call number of ON ORDER,
default shelving location and circ modifier, list price and (optional) line
item notes. We don't include funds so the library doesn't have to subscribe
to grids for variant information.

We created a similar set up in Ipage for the grid settings to apply to
their Ingram selection list.

In both cases, the library downloads the order cart/selection list from the
vendor site with the 970 tag applied to the MARC records.

They upload the vendor file to Evergreen, creating the purchase order.

Our settings match records against existing bibs in our catalog (based on
ISBN or UPC), or add new bibs if no match is found.

On the purchase order, they apply a fund to the line item items, then
activate the PO. The "on order" items are added to the bibs in the catalog.

Some of our libraries create invoices later after receiving items; many do
not bother. Many aren't really interested in fund tracking and only have
funds set up because the system requires it for purchase orders

If they also order from other vendors supplying MARC records, I give them
our 970 tag specs to give to the vendor so line items will be created in a
load.

If the vendor can't accommodate the 970 tag, the MARC record file can still
be loaded to create a PO, and staff will have to manually add line item
items. This happens infrequently.

I hope this helps.

Mary


On Thu, Aug 29, 2024 at 10:50 AM Karen Young via Evergreen-acq <
evergreen-acq at list.evergreen-ils.org> wrote:

> Hello -- My library belongs to a 9 library consortium that is in the
> process of joining the larger Missouri Evergreen Consortium. Our go-live
> date is in October and right now we're in the process of thinking through
> our acquisitions workflows. 7 of our 9 libraries use the acquisitions
> module in our current ILS (Polaris), but only one of those 7 libraries uses
> EDI ordering and invoicing. We'd love to hear from libraries who use the
> acquisitions module in Evergreen without EDI -- particularly, what do the
> steps in your invoicing workflow look like?
>
> There aren't many libraries in Missouri Evergreen that make use of the ACQ
> module, so I'm hoping we can connect with some in the broader community.
> Thanks in advance for your help!
>
> Best wishes,
> Karen
>
> *Karen Young* *(she, her, hers)*
> Manager of Cataloging & Acquisitions
> Kirkwood Public Library <https://kirkwoodpubliclibrary.org/>
> 140 E. Jefferson Ave.
> Kirkwood, MO 63122
> kyoung at kplmo.org
> <http://kyoung@kplmo.org/kyoung@kirkwoodpubliclibrary.org>
> 314-821-5770 x1014
> _______________________________________________
> Evergreen-acq mailing list
> Evergreen-acq at list.evergreen-ils.org
> http://list.evergreen-ils.org/cgi-bin/mailman/listinfo/evergreen-acq
>


-- 
Mary Llewellyn
Database Manager
Bibliomation, Inc.
24 Wooster Ave.
Waterbury, CT 06708
mllewell at biblio.org
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