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

[Sarah Childs]

I use acquisitions at our library, and my workflow is very much in line
with what Mary describes. We actually do use edi for submitting the orders
to B&T and Midwest Tape, but we don't use Evergreen for invoices at all. We
get a monthly invoice and item report emailed from B&T, and for other
vendors we just use the paper invoice mailed with the items.

I really love the fund tracking within Evergreen because I was able to
create much more granular fund codes than we use for accounting purposes,
which is super useful to see how much we have spent for different
collections.  Also, in our accounting software we don't encumber funds, so
in Evergreen I can track what's been allocated for what is on order,
whereas the accounting software only shows what has been paid.

On Thu, Aug 29, 2024 at 12:51 PM Mary Llewellyn via Evergreen-acq <
evergreen-acq at list.evergreen-ils.org> wrote:

> 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
> _______________________________________________
> Evergreen-acq mailing list
> Evergreen-acq at list.evergreen-ils.org
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>


-- 
Sarah Childs (pronouns: she/her)
Technical Services Department Head
Hussey-Mayfield Memorial Public Library
250 North Fifth Street
Zionsville, IN 46077
463-252-9006
sarahc at hmmpl.org
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