[Evergreen-general] E-resources acq

[Morgan, Christine]

Hi Blake,

Most of our libraries that purchase electronic resources use Direct Charges
to account for individual purchased e-resource titles and subscription
costs.  We have one library that loads a brief temporary record through
Load MARC Order Records to create a purchase order with line items.  They
also choose to load a copy into the catalog so their students and faculty
can see what is coming.  They delete the copy when the full record with the
e-resource link has been loaded into the catalog.  Batch loading of
e-resource records is done by central site outside of acquisitions after
some preprocessing in MarcEdit. A library may retrieve individual purchased
titles from OCLC using Z39.50 if they choose.

Hope this helps,
Christine

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
>
> Join our email list <http://georgialibraries.org/> for stories of Georgia
> libraries making an impact in our communities.
>
>
> 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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-- 
Christine Morgan
Database Support Analyst
North of Boston Library Exchange, Inc.
Danvers, Massachusetts
cmorgan at noblenet.org
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