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Fri Apr 16 10:15:54 EDT 2010 

</p>
</li>
<li>
<p>
In the text box that pops up, search terms, such as ISBN and title, are entered by default.
</p>
</li>
<li>
<p>
Click Search.
</p>
</li>
<li>
<p>
Result(s) appear. Click the link to View MARC, or Select the record to link it to the record on
the selection list or purchase order.
</p>
</li>
<li>
<p>
The screen will reload, and the line item displays with a catalog link. The records are linked.
</p>
</li>
</ol></div>
</div>
</div>
</div>
<div class="sect1">
<h2 id="_load_bib_records_and_items_into_the_catalog">8. Load Bib Records and Items Into the Catalog</h2>
<div class="sectionbody">
<div class="paragraph"><p>You can load bib records and items into the catalog at three different locations in the
acquisitions module.</p></div>
<div class="ulist"><ul>
<li>
<p>
You can import bib records and items (if holdings information is attached) when you upload
MARC order records. Click Acquisitions &#8594; Load MARC Order Records and check the box
adjacent to Load Bibs and Items into the ILS.
</p>
</li>
<li>
<p>
You can import bib records and items into the catalog when you create a purchase order
from a selection list. From the selection list, click Actions &#8594; Create Purchase Order. Check
the box adjacent to Load Bibs and Items into the ILS to import the records into the catalog.
</p>
</li>
<li>
<p>
You can import bib records and items into the catalog from a purchase order by clicking
Actions &#8594; Load Bibs and Items.
</p>
</li>
</ul></div>
<div class="admonitionblock">
<table><tr>
<td class="icon">
<div class="title">Note</div>
</td>
<td class="content">If you have not loaded bib records and items into the catalog before you activate
a purchase order, then the ILS will automatically import the bib records and
items into the catalog when you activate the purchase order.</td>
</tr></table>
</div>
</div>
</div>
<div class="sect1">
<h2 id="_load_catalog_record_ids">9. Load Catalog Record IDs</h2>
<div class="sectionbody">
<div class="paragraph"><p>The Load Catalog Record IDs function enables you to create line items from a
list of catalog records whose record IDs are saved in a CSV file.</p></div>
<div class="paragraph"><p>This would be useful if you want to batch order copies of items that your
organization already owns. For example, you run a copy/hold ratio report to
identify how many copies you have available compared to the number of holds
that are on your Hot Fiction display. You decide that you want to order an
extra copy of six titles. Your copy/hold ratio report includes the record ID of
each title. You can save the record IDs into a CSV file, upload the file into
the ILS, and create a purchase order for the items.</p></div>
<div class="olist arabic"><ol class="arabic">
<li>
<p>
Create a CSV file with the record ID of each catalog record in the first
column of the spreadsheet. You can create this CSV file from a spreadsheet
generated by a report, as suggested in the aforementioned example. You can also
copy and paste record IDs from the catalog record into the CSV file.
</p>
<div class="admonitionblock">
<table><tr>
<td class="icon">
<div class="title">Note</div>
</td>
<td class="content">Record IDs are auto-generated digits associated with each record. They are
found in the Record Summary that appears at the top of each record.</td>
</tr></table>
</div>
</li>
<li>
<p>
Save the CSV file to your computer.
</p>
</li>
<li>
<p>
Click Acquisitions &#8594; Load Catalog Record IDs.
</p>
</li>
<li>
<p>
Click Load More Terms.
</p>
</li>
<li>
<p>
The screen will display the number of terms (record IDs) that have been loaded.
</p>
</li>
<li>
<p>
Click Retrieve Records. The records will appear as line items to which you can add copies,
notes, and pricing information. Use the Actions menu to save these items to a selection list or
purchase order.
</p>
</li>
</ol></div>
</div>
</div>
<div class="sect1">
<h2 id="_load_marc_order_records">10. Load MARC Order Records</h2>
<div class="sectionbody">
<div class="paragraph"><p>The Load MARC Order Records screen enables you to upload MARC records that have been
saved on your computer into the ILS. You can add the records to a selection list and/or to a
purchase order. You can both create and activate purchase orders in one step from this
interface. Also, from this interface, you can load bibs and items into the catalog.</p></div>
<div class="olist arabic"><ol class="arabic">
<li>
<p>
Click Acquisitions &#8594; Load MARC Order Records
</p>
</li>
<li>
<p>
If you want to upload the MARC records to a new purchase order, then click the check box
adjacent to Create Purchase Order.
</p>
</li>
<li>
<p>
If you want to activate the purchase order at the time of creation, then click the check box
adjacent to Activate Purchase Order.
</p>
</li>
<li>
<p>
If you want to load bibs and items into the catalog, then click the check box adjacent to
Load Bibs and Items into the ILS.
</p>
</li>
<li>
<p>
Enter the name of the Provider. The text will auto-complete.
</p>
</li>
<li>
<p>
Select an org unit from the drop down menu. The context org unit is the org unit that
"owns" the bib record. You should select a physical location rather than a political or
administrative org unit as the context org unit. For example, the Smith County Library
System is funding purchase of a copy of Gone with the Wind. The system owns the bib
record, but it cannot receive the physical item. The acquisitions librarian will choose a
physical branch of that system, a processing center or an individual branch, to receive the
item.
</p>
</li>
<li>
<p>
If you want to upload the records to a selection list, you can select a list from the drop down
menu, or type in the name of the selection list that you want to create.
</p>
</li>
<li>
<p>
Click Browse to search for the file of bibliographic records.
</p>
</li>
<li>
<p>
Click Upload.
</p>
</li>
<li>
<p>
A summary of the items that have been processed will appear.
</p>
</li>
<li>
<p>
Click the links that appear to view the purchase order or the selection list.
</p>
</li>
</ol></div>
</div>
</div>
<div class="sect1">
<h2 id="_marc_federated_search">11. MARC Federated Search</h2>
<div class="sectionbody">
<div class="paragraph"><p>The MARC Federated Search enables you to import bibliographic records into a selection list or
purchase order from a Z39.50 source.</p></div>
<div class="olist arabic"><ol class="arabic">
<li>
<p>
Click Acquisitions &#8594; MARC Federated Search.
</p>
</li>
<li>
<p>
Check the boxes of Z39.50 services that you want to search. Your local Evergreen Catalog is
checked by default. Click Submit.
</p>
</li>
<li>
<p>
A list of results will appear. Click the Copies link to add copy information to the line item.
See section 7 for more information.
</p>
</li>
<li>
<p>
Click the Notes link to add notes or line item alerts to the line item. See section 7 for more
information.
</p>
</li>
<li>
<p>
Enter a price in the Estimated Price field.
</p>
</li>
<li>
<p>
You can save the line item(s) to a selection list by checking the box on the line item and
clicking Actions &#8594;Save Items to Selection List. You can also create a purchase order from
the line item(s) by checking the box on the line item and clicking Actions &#8594; Create
Purchase Order.
</p>
</li>
</ol></div>
</div>
</div>
<div class="sect1">
<h2 id="_patron_requests">12. Patron Requests</h2>
<div class="sectionbody">
<div class="paragraph"><p>The patron requests interface will allow you to view requests that patrons make
via the OPAC.  The functionality for OPAC requests is not currently available
in the native Evergreen interface, so the screen remains blank in 2.0.</p></div>
</div>
</div>
<div class="sect1">
<h2 id="_purchase_orders">13. Purchase Orders</h2>
<div class="sectionbody">
<div class="paragraph"><p>You can create a purchase order from a selection list, a batch upload of MARC
order records, the View/Place Orders link in the catalog, or results from a
MARC Federated Search. For more information on creating purchase orders using
these methods, see sections 16, 10, 17, and 11.  You can also create blanket
purchase orders to which you can add brief records or generic charges and fees.</p></div>
<div class="sect2">
<h3 id="_activate_a_purchase_order">13.1. Activate a purchase order</h3>
<div class="paragraph"><p>Before you can active a purchase order, the following criteria must be met:</p></div>
<div class="olist arabic"><ol class="arabic">
<li>
<p>
The field, Activate Order?, is located in the top half of the purchase order. The answer
adjacent to this field must be Yes.
</p>
</li>
<li>
<p>
Each line item must contain an estimated price. If the Activate Order? field in the top half
of the purchase order reads, No: The lineitem has no price (ACQ_LINEITEM_NO_PRICE),
then simply enter a price in the estimated price field, tab out of the field, and click Reload.
</p>
</li>
</ol></div>
<div class="paragraph"><p>When the above criteria have been met, proceed with the following:
  . Look at the Activate Order? field in the top half of the purchase order. Click the
hyperlinked Activate Order. When you activate the order, the bibliographic records and
copies will be imported into the catalog, and the funds associated with the purchases will be
encumbered.</p></div>
</div>
<div class="sect2">
<h3 id="_add_brief_records_to_a_purchase_order">13.2. Add brief records to a purchase order</h3>
<div class="paragraph"><p>To add brief records to a purchase order, see section 2.2 for more information.
You can add brief records to new or existing purchase orders.</p></div>
</div>
<div class="sect2">
<h3 id="_add_charges_taxes_fees_or_discounts_to_a_purchase_order">13.3. Add charges, taxes, fees, or discounts to a purchase order</h3>
<div class="paragraph"><p>You can add charges, taxes, fees, or discounts to a purchase order. These
additional charges will be reflected in the amounts that are estimated and
encumbered on the purchase order.</p></div>
<div class="olist arabic"><ol class="arabic">
<li>
<p>
Open or create a purchase order.
</p>
</li>
<li>
<p>
Click New charge.
</p>
</li>
<li>
<p>
Select a charge type from the drop down menu.
</p>
</li>
<li>
<p>
Select a fund from the drop down menu.
</p>
</li>
<li>
<p>
Enter a Title/Description, Author, and Note if applicable.
</p>
</li>
<li>
<p>
Enter an estimated cost.
</p>
</li>
<li>
<p>
Add another new charge, or click Save New Charges.
</p>
</li>
</ol></div>
<div class="admonitionblock">
<table><tr>
<td class="icon">
<div class="title">Note</div>
</td>
<td class="content">Discounts are not consistently supported in the 2.0 release.</td>
</tr></table>
</div>
</div>
<div class="sect2">
<h3 id="_add_notes_to_a_purchase_order">13.4. Add notes to a purchase order</h3>
<div class="paragraph"><p>You can add notes to each purchase order. These can be viewed by staff and/or
by the provider. By default, notes are only visible to staff.</p></div>
<div class="olist arabic"><ol class="arabic">
<li>
<p>
Open a purchase order.
</p>
</li>
<li>
<p>
In the top half of the purchase order, you see a Notes field. The number of notes that are
attached to the purchase order is hyperlinked in parentheses next to the Notes field.
</p>
</li>
<li>
<p>
Click the hyperlinked number.
</p>
</li>
<li>
<p>
Click New Note.
</p>
</li>
<li>
<p>
Enter the note. If you wish to make it available to the provider, click the check box adjacent
to Note is vendor-public.
</p>
</li>
<li>
<p>
Click Create.
</p>
</li>
</ol></div>
</div>
<div class="sect2">
<h3 id="_cancel_suspend_a_purchase_order">13.5. Cancel/Suspend a purchase order</h3>
<div class="paragraph"><p>To cancel or suspend a purchase order, see section 2.1.</p></div>
</div>
<div class="sect2">
<h3 id="_create_a_purchase_order">13.6. Create a purchase order</h3>
<div class="olist arabic"><ol class="arabic">
<li>
<p>
Click Acquisitions → Create Purchase Order.
</p>
</li>
<li>
<p>
A pop-up box appears. Select an owning library from the drop down menu.
</p>
</li>
<li>
<p>
Enter a provider in the box. The text will auto complete.
</p>
</li>
<li>
<p>
Check the box adjacent to Prepayment Required.
</p>
</li>
<li>
<p>
Click Save.
</p>
</li>
<li>
<p>
The purchase order has been created. You can now create a new charge type or add a brief
record.
</p>
</li>
</ol></div>
<div class="admonitionblock">
<table><tr>
<td class="icon">
<div class="title">Note</div>
</td>
<td class="content">The Total Estimated is the sum of the prices. The Total Encumbered is the total
estimated that is encumbered when the purchase order is activated. The Total
Spent column automatically updates when the items are invoiced.</td>
</tr></table>
</div>
</div>
<div class="sect2">
<h3 id="_mark_ready_for_order">13.7. Mark ready for order</h3>
<div class="paragraph"><p>After an item has been added to a selection list or purchase order, you can mark it ready for
order. This step is optional but may be useful to individual workflows.</p></div>
<div class="olist arabic"><ol class="arabic">
<li>
<p>
If you want to mark part of a selection list ready for selector, then you can check the box(es)
of the line item(s) that you wish to mark ready for selector. If you want to mark the entire
list ready for selector, then skip to step 2.
</p>
</li>
<li>
<p>
Click Actions &#8594; Mark Ready for Order.
</p>
</li>
<li>
<p>
A pop up box will appear. Choose to mark the selected line items or all line items.
</p>
</li>
<li>
<p>
Click Go.
</p>
</li>
<li>
<p>
The screen will refresh. The line item will be highlighted gray, and the status will change to
order-ready.
</p>
</li>
</ol></div>
</div>
<div class="sect2">
<h3 id="_name_a_purchase_order">13.8. Name a purchase order</h3>
<div class="paragraph"><p>A new purchase order is given the purchase order ID as a default name. However,
you can change that name to any grouping of letters or numbers. You can reuse
purchase order names as long as a name is never used twice in the same year.</p></div>
<div class="olist arabic"><ol class="arabic">
<li>
<p>
Open or create a purchase order.
</p>
</li>
<li>
<p>
The Name of the purchase order is in the top left column of the purchase order. The
hyperlinked number is an internal ID number that Evergreen has assigned.
</p>
</li>
<li>
<p>
To change this number, click on the hyperlinked ID.
</p>
</li>
<li>
<p>
Enter a new purchase order number in the pop up box.
</p>
</li>
<li>
<p>
Click OK.
</p>
</li>
</ol></div>
</div>
<div class="sect2">
<h3 id="_print_purchase_orders">13.9. Print purchase orders</h3>
<div class="paragraph"><p>You can print a purchase order from the purchase order screen. If you add a
note to a line item, the note will only appear in the Notes column on the
printed purchase order if you make the note vendor-public. Currently, no notes
appear in the Notes to the Vendor section of the printed purchase order.</p></div>
<div class="olist arabic"><ol class="arabic">
<li>
<p>
Open a purchase order.
</p>
</li>
<li>
<p>
Click Actions &#8594; Print Purchase Order.
</p>
</li>
</ol></div>
</div>
<div class="sect2">
<h3 id="_receive_a_purchase_order">13.10. Receive a purchase order</h3>
<div class="paragraph"><p>See section 14.1 for more information on receiving a purchase order.</p></div>
</div>
<div class="sect2">
<h3 id="_split_order_by_line_items">13.11. Split order by line items</h3>
<div class="paragraph"><p>You can create a purchase order with multiple line items, and then split the
purchase order so that each line item is on separate purchase orders.</p></div>
<div class="paragraph"><p>When a purchase order is in the status of pending, a link to split order by
Lineitems appears in the bottom left corner of the top half of the screen.</p></div>
<div class="olist arabic"><ol class="arabic">
<li>
<p>
Click Split Order by Lineitems.
</p>
</li>
<li>
<p>
A pop up box will confirm that you want to split the purchase order. Click OK to continue.
</p>
</li>
<li>
<p>
The items will display by default as a virtual combined purchase order. Future
enhancements will allow you to activate the purchase order for each item from this screen.
</p>
</li>
</ol></div>
</div>
<div class="sect2">
<h3 id="_view_on_order_purchase_orders">13.12. View On-Order Purchase Orders</h3>
<div class="paragraph"><p>You can view a list of on-order purchase orders by clicking Acquisitions –&gt; Purchase Orders. The
ordering agency defaults to the branch at which your workstation is registered. The state of the
purchase order defaults to on-order.</p></div>
<div class="paragraph"><p>You can add more search terms by clicking Add Search Term. Search terms are ANDed together.
Click Search to begin your search.</p></div>
<div class="paragraph"><p>If you want to expand or change your search of purchase orders, you can choose other criteria
from the drop down menus. See section 15 for more information.</p></div>
</div>
<div class="sect2">
<h3 id="_view_edi_messages_on_a_purchase_order">13.13. View EDI messages on a purchase order</h3>
<div class="paragraph"><p>You can view electronic messages from your vendor about a specific purchase order.</p></div>
<div class="olist arabic"><ol class="arabic">
<li>
<p>
Open a purchase order.
</p>
</li>
<li>
<p>
In the top half of the purchase order, you see an EDI Messages field. The number of
messages that are attached to the purchase order is hyperlinked in parentheses next to the
EDI Messages field.
</p>
</li>
<li>
<p>
Click the hyperlinked number to view the messages.
</p>
</li>
</ol></div>
</div>
<div class="sect2">
<h3 id="_view_purchase_order_history">13.14. View Purchase Order History</h3>
<div class="paragraph"><p>In the top half of the purchase order, you can view the history of the purchase
order. Click the View link in the History field.</p></div>
</div>
</div>
</div>
<div class="sect1">
<h2 id="_receiving">14. Receiving</h2>
<div class="sectionbody">
<div class="paragraph"><p>You can receive and un-receive entire purchase orders, line items, and
individual copies. You can receive items before or after you invoice items.</p></div>
<div class="sect2">
<h3 id="_receive_un_receive_copies">14.1. Receive/un-receive copies</h3>
<div class="ulist"><ul>
<li>
<p>
To receive copies, click the Copies link on the line item, and click the Mark Received link
adjacent to each copy.
</p>
</li>
<li>
<p>
To un-receive copies, click the Copies link on the line item, and click the Un-Receive link
adjacent to each copy.
</p>
</li>
</ul></div>
</div>
<div class="sect2">
<h3 id="_receive_un_receive_line_items">14.2. Receive/un-receive line items</h3>
<div class="ulist"><ul>
<li>
<p>
To receive a line item, click the Actions &#8594; Mark Received link on the line item.
</p>
</li>
<li>
<p>
To un-receive a line item, click the Actions &#8594; Un-receive link on the line item.
</p>
</li>
</ul></div>
</div>
<div class="sect2">
<h3 id="_receive_un_receive_purchase_orders">14.3. Receive/un-receive purchase orders</h3>
<div class="ulist"><ul>
<li>
<p>
To receive a purchase order, click Actions &#8594;Mark Purchase Order as Received. The
purchase order will have a state of received.
</p>
</li>
<li>
<p>
To un-receive a purchase order, click Actions &#8594;Un-Receive Purchase Order. The purchase
will have a state of on order.
</p>
</li>
</ul></div>
</div>
</div>
</div>
<div class="sect1">
<h2 id="_searching">15. Searching</h2>
<div class="sectionbody">
<div class="paragraph"><p>In the acquisitions module, you can search line items, line items and catalog
records, selection lists, purchase orders, and invoices. To access the
searching interface, click Acquisitions → General Search.</p></div>
<div class="admonitionblock">
<table><tr>
<td class="icon">
<div class="title">Note</div>
</td>
<td class="content">Users may wish to begin their acquisitions process by searching line items
and catalog records. This ensures that they do not purchase an item that the
library already owns or is on another selection list or purchase order.</td>
</tr></table>
</div>
<div class="olist arabic"><ol class="arabic">
<li>
<p>
Choose the object that you would like to search from the drop down menu.
</p>
</li>
<li>
<p>
Next, refine your search by choosing the specific fields that you would like to search. Click
Add Search Term to add more fields. Search terms are ANDed together. Click the red X at
the end of each row to delete search terms. Some search terms will be disabled depending
on your choice of items to search.
</p>
</li>
<li>
<p>
After you have added search term(s), click Search or click the Enter key. A list of results
appears.
</p>
</li>
<li>
<p>
If you want to edit your search, click the Reveal Search button in the top right corner of the
results screen to display your search.
</p>
</li>
</ol></div>
</div>
</div>
<div class="sect1">
<h2 id="_selection_lists">16. Selection Lists</h2>
<div class="sectionbody">
<div class="paragraph"><p>Selection lists allow you to create, manage, and save lists of items that you
may want to purchase. To view your selection list, click Acquisitions &#8594; My
Selection Lists. Use the general search to view selection lists created by
other users.</p></div>
<div class="sect2">
<h3 id="_create_a_selection_list">16.1. Create a selection list</h3>
<div class="paragraph"><p>Selection lists can be created in four areas within the module. Selection lists can be created
when you Add Brief Records, Upload MARC Order Records, or find records through the MARC
Federated Search. In each of these interfaces, you will find the Add to Selection List field.
Enter the name of the selection list that you want to create in that field.
Selection lists can also be created through the My Selection Lists interface:</p></div>
<div class="olist arabic"><ol class="arabic">
<li>
<p>
Click Acquisitions → My Selection Lists.
</p>
</li>
<li>
<p>
Click the New Selection List drop down arrow.
</p>
</li>
<li>
<p>
Enter the name of the selection list in the box that appears.
</p>
</li>
<li>
<p>
Click Create.
</p>
</li>
</ol></div>
</div>
<div class="sect2">
<h3 id="_add_items_to_a_selection_list">16.2. Add items to a selection list</h3>
<div class="paragraph"><p>You can add items to a selection list in one of three ways: add a brief record
(section 2); upload MARC order records (section 10); add records through a
federated search (section 11); or use the View/Place Orders menu item in the
catalog (section 17). See the sections listed in parentheses for more
information on each of these methods.</p></div>
</div>
<div class="sect2">
<h3 id="_clone_selection_lists">16.3. Clone selection lists</h3>
<div class="paragraph"><p>Cloning selection lists enables you to copy one selection list into a new
selection list. You can maintain both copies of the list, or you can delete the
previous list.</p></div>
<div class="olist arabic"><ol class="arabic">
<li>
<p>
Click Acquisitions &#8594; My Selection Lists.
</p>
</li>
<li>
<p>
Check the box adjacent to the list that you want to clone.
</p>
</li>
<li>
<p>
Click Clone Selected.
</p>
</li>
<li>
<p>
Enter a name into the box that appears, and click Clone.
</p>
</li>
</ol></div>
</div>
<div class="sect2">
<h3 id="_merge_selection_lists">16.4. Merge selection lists</h3>
<div class="paragraph"><p>You can merge two or more selection lists into one selection list.</p></div>
<div class="olist arabic"><ol class="arabic">
<li>
<p>
Click Acquisitions &#8594; My Selection Lists.
</p>
</li>
<li>
<p>
Check the boxes adjacent to the selection lists that you want to merge, and click Merge
Selected.
</p>
</li>
<li>
<p>
Choose the Lead Selection List from the drop down menu. This is the list to which the items
on the other list(s) will be transferred.
</p>
</li>
<li>
<p>
Click Merge.
</p>
</li>
</ol></div>
</div>
<div class="sect2">
<h3 id="_delete_selection_lists">16.5. Delete selection lists</h3>
<div class="paragraph"><p>You can delete selection lists that you do not want to save. You will not be able to retrieve
these items through the General Search after you have deleted the list. You must delete all line
items from a selection list before you can delete the list.</p></div>
<div class="olist arabic"><ol class="arabic">
<li>
<p>
Click Acquisitions &#8594; My Selection Lists.
</p>
</li>
<li>
<p>
Check the box adjacent to the selection list(s) that you want to delete.
</p>
</li>
<li>
<p>
Click Delete Selected.
</p>
</li>
</ol></div>
</div>
<div class="sect2">
<h3 id="_mark_ready_for_selector">16.6. Mark Ready for Selector</h3>
<div class="paragraph"><p>After an item has been added to a selection list or purchase order, you can
mark it ready for selector. This step is optional but may be useful to
individual workflows.</p></div>
<div class="olist arabic"><ol class="arabic">
<li>
<p>
If you want to mark part of a selection list ready for selector, then you can check the box(es)
of the line item(s) that you wish to mark ready for selector. If you want to mark the entire
list ready for selector, then skip to step 2.
</p>
</li>
<li>
<p>
Click Actions &#8594; Mark Ready for Selector.
</p>
</li>
<li>
<p>
A pop up box will appear. Choose to mark the selected line items or all line items.
</p>
</li>
<li>
<p>
Click Go.
</p>
</li>
<li>
<p>
The screen will refresh. The marked line item(s) will be highlighted pink, and the status
changes to selector-ready.
</p>
</li>
</ol></div>
</div>
<div class="sect2">
<h3 id="_convert_selection_list_to_purchase_order">16.7. Convert selection list to purchase order</h3>
<div class="paragraph"><p>Use the Actions menu to convert a selection list to a purchase order.</p></div>
<div class="olist arabic"><ol class="arabic">
<li>
<p>

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