[Evergreen-general] E-resources acq

[Donald Butterworth]

Hi Tiffany and All,

We have been using the blanket function to record our eBook purchases, but
we are now moving to the title-by-title method because we want to be able
to, very specifically, let the "schools" within our Seminary know what we
have been buying for them, and how much it is costing. We recognize that
there are some downsides to going this route, but in our case the upsides
seem to outweigh the downsides.

We have successfully used the *Load MARC Order Record* function to
accomplish this. The field which we have defined to supply Order and
Copy/Item record values, on our importing MARC records, is 962. This field
is used to populate POs for ebooks as well as print books. The only
critical difference in the workflow is to make sure that the checkbox *Load
Items for Imported Records* is *unchecked*. When it is checked, it will
create copy records, which we do not want when creating POs for eBooks.
Otherwise we can treat ebooks and print book purchases and imports
identically. No learning curve involved, which is a very good thing for us.

Blessings to All,

Don


On Wed, May 11, 2022 at 7:54 AM Tiffany Little via Evergreen-general <
evergreen-general at list.evergreen-ils.org> wrote:

> Hi Blake,
>
> If you're not as concerned about tracking specific titles, you could use
> blanket purchase orders to record the funds used. So say encumber $10k for
> Overdrive billed to XYZ fund, and then any invoices that come in are put
> against that encumbrance.
>
> Our libraries who record e-resource purchases in Acq don't load bibs or
> generally even use the blanket purchase orders. They get the invoice from
> Overdrive/EBSCO/etc and create an invoice and use direct charges. We have a
> direct charge type of "E-Materials", they choose the fund(s) they want to
> bill it out to, and split up the invoice amount amongst those funds, save
> and close. They don't input titles or anything like that. So there's
> nothing linked to the catalog, but they are accounting for the purchases in
> their fund balances.
>
> Tiffany
>
> Tiffany Little, PINES Services Specialist: Acquisitions
>
> ------------------------------
>
> Georgia Public Library Service | University System of Georgia
>
> 2872 Woodcock Blvd, Suite 250 l Atlanta, GA 30341
>
> (404) 235-7161 | tlittle at georgialibraries.org
>
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>
> On Mon, May 9, 2022 at 4:56 PM Jennifer Pringle via Evergreen-general <
> evergreen-general at list.evergreen-ils.org> wrote:
>
>> Hi Blake,
>>
>> In theory you could load the e-records through acquisitions and
>> activate the PO without loading the items.  That way the records would
>> be linked to the acquisitions module (though the find originating
>> acquisitions feature relies on items so you could find the link if you
>> started in the acq module, but not if you started with the bib record).
>>
>>
>> https://docs.evergreen-ils.org/eg/docs/latest/acquisitions/selection_lists_po.html#_activating_your_purchase_order
>>
>> Hope that helps,
>>
>> Jennifer
>>
>>
>> Quoting Blake Henderson via Evergreen-general
>> <evergreen-general at list.evergreen-ils.org>:
>>
>> > All,
>> >
>> > Please excuse my ignorance. Any and all feedback is welcome.
>> >
>> > Is anyone using Evergreen for ERM somehow? Can Acq accommodate? I
>> > could see a scenario where a library could record the money spent by
>> > recording invoices. And debiting the appropriate funds. But that
>> > wouldn't tie back to a bib record. Because, correct me if I'm wrong,
>> > you'd need to get items on your invoice for Evergreen to make the
>> > connection to the bib?
>> >
>> > Knowing that, perhaps we can still make it happen with two steps:
>> > using Acq for invoice tracking. And crafting/curating the MARC to
>> > save the fund code in a special place. Loading the bibs using
>> > standard methods.
>> >
>> > What are you doing? Coral? Something else?
>> >
>> > --
>> > -Blake-
>> > Conducting Magic
>> > MOBIUS
>> >
>> > _______________________________________________
>> > Evergreen-general mailing list
>> > Evergreen-general at list.evergreen-ils.org
>> >
>> http://list.evergreen-ils.org/cgi-bin/mailman/listinfo/evergreen-general
>>
>>
>> --
>> Jennifer Pringle (she/her)
>> Co-op Support - Training Lead
>> BC Libraries Cooperative
>> Toll-free: 1-888-848-9250
>> Email:jennifer.pringle at bc.libraries.coop
>> Website: http://bc.libraries.coop
>>
>> Gratefully acknowledging that I live and work in the unceded
>> Traditional Territory of the St'at'yemc Nations.
>>
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-- 
Don Butterworth
Director of Strategic Collections Services /
Faculty Associate
B.L. Fisher Library
Asbury Theological Seminary
don.butterworth at asburyseminary.edu
(859) 858-2227
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