No subject

</p>
</li>
<li>
<p>
A pop up box will appear.
</p>
</li>
<li>
<p>
Select the ordering agency from the drop down menu.
</p>
</li>
<li>
<p>
Enter the provider.
</p>
</li>
<li>
<p>
Check the box adjacent to prepayment required if prepayment is required.
</p>
</li>
<li>
<p>
Choose if you will add All Lineitems or Selected Lineitems to your purchase order.
</p>
</li>
<li>
<p>
Check the box if you want to Import Bibs and Create Copies in the catalog.
</p>
</li>
<li>
<p>
Click Submit.
</p>
</li>
</ol></div>
</div>
</div>
</div>
<div class="sect1">
<h2 id="_view_place_orders">17. View/Place Orders</h2>
<div class="sectionbody">
<div class="olist arabic"><ol class="arabic">
<li>
<p>
Open a bib record.
</p>
</li>
<li>
<p>
Click Actions for this Record &#8594; View/Place Orders.
</p>
</li>
<li>
<p>
Click Add to Selection List, or click Create Purchase Order.
</p>
</li>
<li>
<p>
See sections 13 and 16 for instructions to proceed.
</p>
</li>
</ol></div>
</div>
</div>
</div>
<div id="footnotes"><hr /></div>
<div id="footer">
<div id="footer-text">
Last updated 2011-03-05 10:05:29 EST
</div>
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<?xml version="1.0" encoding="UTF-8"?>
<!DOCTYPE article PUBLIC "-//OASIS//DTD DocBook XML V4.5//EN" "http://www.oasis-open.org/docbook/xml/4.5/docbookx.dtd">
<?asciidoc-toc?>
<?asciidoc-numbered?>

<article lang="en">
<articleinfo>
    <title>The Acquisitions Module</title>
    <author>
        <firstname>Evergreen</firstname>
        <othername>Release</othername>
        <surname>2.0.0</surname>
    </author>
    <authorinitials>ER2</authorinitials>
</articleinfo>
<formalpara><title>License</title><para>This manual is licensed under the Creative Commons, Attribution-Share-Alike
license. This document was created by Equinox Software, Inc. with funding
provided by Georgia Public Library Service. Any reproductions or adaptations
must attribute original creation of this work to Equinox Software, Inc. and
Georgia Public Library Service. Any reproductions or adaptations must be
distributed under the same or a similar license.</para></formalpara>
<formalpara><title>Abstract</title><para>This documentation is intended for users who will be performing front line
processes in the acquisitions module. Documented functions include creating
selection lists, creating and activating purchase orders, and receiving,
invoicing, and claiming items. Administrative functions are documented in
Administration Functions in the Acquisitions Module.  This document is intended
for first time users of the Acquisitions module as well as those who are
familiar with the module and need only a reference guide. The contents of this
document are alphabetized by topic.</para></formalpara>
<section id="_brief_records">
<title>Brief Records</title>
<simpara>Brief records are short bibliographic records with minimal information that are
often used as placeholder records until items are received. Brief records can
be added to selection lists or purchase orders and can be imported into the
catalog. You can add brief records to new or existing selection lists. You can
add brief records to new, pending or on-order purchase orders.</simpara>
<section id="_add_brief_records_to_a_selection_list">
<title>Add brief records to a selection list</title>
<orderedlist numeration="arabic">
<listitem>
<simpara>
Click Acquisitions &#8594; New Brief Record. You can also add brief records to
an existing selection list by clicking the Actions menu on the selection list
and choosing Add Brief Record.
</simpara>
</listitem>
<listitem>
<simpara>
Choose a selection list from the drop down menu, or enter the name of a new selection list.
</simpara>
</listitem>
<listitem>
<simpara>
Enter bibliographic information in the desired fields.
</simpara>
</listitem>
<listitem>
<simpara>
Click Save Record.
</simpara>
</listitem>
</orderedlist>
</section>
<section id="_add_brief_records_to_purchase_orders">
<title>Add brief records to purchase orders</title>
<simpara>You can add brief records to new or existing purchase orders.</simpara>
<orderedlist numeration="arabic">
<listitem>
<simpara>
Open or create a purchase order. See section 13 for more information.
</simpara>
</listitem>
<listitem>
<simpara>
Click Add Brief Record.
</simpara>
</listitem>
<listitem>
<simpara>
Enter bibliographic information in the desired fields. Notice that the
record is added to the purchase order that you just created.
</simpara>
</listitem>
<listitem>
<simpara>
Click Save Record.
</simpara>
</listitem>
</orderedlist>
</section>
</section>
<section id="_cancel_suspend_acquisitions">
<title>Cancel/suspend acquisitions</title>
<simpara>You can cancel entire purchase orders, line items on the purchase orders, and individual copies
that are attached to a line item. You can also use cancel reasons to suspend purchase orders,
line items, and copies. For example, a cancel reason such as Delayed Publication, would
indicate that the item will be purchased when the item is published. The purchase is, in effect,
suspended rather than cancelled, but the state of the purchase order, line item, or copy would
still become cancelled.</simpara>
<section id="_cancel_suspend_copies">
<title>Cancel/suspend copies</title>
<simpara>You can cancel or suspend line items that are in a state of on order or pending order.</simpara>
<orderedlist numeration="arabic">
<listitem>
<simpara>
Select the Copies link.
</simpara>
</listitem>
<listitem>
<simpara>
Click the Cancel link adjacent to the copy that you wish to cancel.
</simpara>
</listitem>
<listitem>
<simpara>
Select a cancel reason from the drop down menu that appears, and click Cancel copy.
</simpara>
</listitem>
</orderedlist>
</section>
<section id="_cancel_suspend_line_items">
<title>Cancel/suspend line items</title>
<simpara>You can cancel or suspend line items that are in a state of on order or pending order.</simpara>
<orderedlist numeration="arabic">
<listitem>
<simpara>
Check the boxes of the line items that you wish to cancel.
</simpara>
</listitem>
<listitem>
<simpara>
Click Actions &#8594;Cancel Selected Lineitems.
</simpara>
</listitem>
<listitem>
<simpara>
Select a cancel reason from the drop down menu. Choose the cancel reason,
and click Cancel Line Items. The status of the line item is now cancelled.
</simpara>
</listitem>
</orderedlist>
</section>
<section id="_cancel_suspend_purchase_orders">
<title>Cancel/suspend purchase orders</title>
<orderedlist numeration="arabic">
<listitem>
<simpara>
Notice the Cancel column in the top half of the purchase order.
</simpara>
</listitem>
<listitem>
<simpara>
Click the drop down arrow adjacent to Cancel order, and select a reason for
cancelling the order.
</simpara>
</listitem>
<listitem>
<simpara>
Click Cancel order. The state of the purchase order is cancelled.
</simpara>
</listitem>
</orderedlist>
</section>
</section>
<section id="_claim_items">
<title>Claim items</title>
<simpara>Manual claiming of items can be accomplished in multiple ways, but electronic
claiming is not available in the 2.0 release.</simpara>
<simpara>You can apply claim policies to line items or individual copies. You also can
use the default claim policy associated with your provider to claim items.</simpara>
<section id="_apply_a_claim_policy">
<title>Apply a claim policy</title>
<simpara>You can apply a claim policy to an item in one of two ways: apply a claim
policy to a line item when the item is created on the selection list or
purchase order, or use the default claim policy associated with the provider on
the purchase order. The default claim policy for a provider is established when
the provider is created and will be used for claiming if no claim policy has
been applied.</simpara>
<orderedlist numeration="arabic">
<listitem>
<simpara>
Open a selection list or purchase order. See section 13 for more information.
</simpara>
</listitem>
<listitem>
<simpara>
Click the Actions drop down menu on the line item.
</simpara>
</listitem>
<listitem>
<simpara>
Click Apply Claim Policy.
</simpara>
</listitem>
<listitem>
<simpara>
A drop down menu of claim policies will appear. Choose a claim policy to
apply to the line item. The claim policy will be applied to all items that have
not been received or cancelled.
</simpara>
</listitem>
<listitem>
<simpara>
Click Save.
</simpara>
</listitem>
</orderedlist>
</section>
<section id="_change_a_claim_policy">
<title>Change a claim policy</title>
<simpara>You can manually change a claim policy that has been applied to a line item.</simpara>
<orderedlist numeration="arabic">
<listitem>
<simpara>
Open a selection list or purchase order.
</simpara>
</listitem>
<listitem>
<simpara>
Click the Actions drop down menu on the line item.
</simpara>
</listitem>
<listitem>
<simpara>
Click Change Claim Policy.
</simpara>
</listitem>
<listitem>
<simpara>
A drop down menu of claim policies will appear. Choose a claim policy to apply to the line
item.
</simpara>
</listitem>
<listitem>
<simpara>
Click Save.
</simpara>
</listitem>
</orderedlist>
</section>
<section id="_claim_an_item">
<title>Claim an item</title>
<simpara>You can manually claim items at any time after the item has been ordered.</simpara>
<orderedlist numeration="arabic">
<listitem>
<simpara>
Open a purchase order.
</simpara>
</listitem>
<listitem>
<simpara>
Click the Actions drop down menu on the line item.
</simpara>
</listitem>
<listitem>
<simpara>
Click Claims. The number of existing claims appears in parentheses.
</simpara>
</listitem>
<listitem>
<simpara>
A drop down menu of items to be claimed and possible claim actions appears.
Check the boxes adjacent to the item that you want to claim and the action that
you will take. You can claim items that have not been received or cancelled.
</simpara>
</listitem>
<listitem>
<simpara>
Click Claim Selected.
</simpara>
</listitem>
<listitem>
<simpara>
Select a claim type from the drop down menu. Entering a note is optional.
</simpara>
</listitem>
<listitem>
<simpara>
Click Claim.
</simpara>
</listitem>
<listitem>
<simpara>
The number of existing claims on the line item updates, and a claim voucher
appears. The voucher can be printed and mailed to the vendor to initiate the
claim.
</simpara>
</listitem>
</orderedlist>
</section>
<section id="_produce_a_list_of_claim_ready_items">
<title>Produce a list of claim-ready items</title>
<simpara>If an item has not been received and meets the conditions for claiming
according to the item’s claim policy, then the item will be eligible for
claiming. Evergreen can produce a list of items, by ordering branch, which is
ready to be claimed. You can use this list to manually claim items from your
provider.</simpara>
<orderedlist numeration="arabic">
<listitem>
<simpara>
Click Acquisitions &#8594;Claim-Ready Items.
</simpara>
</listitem>
<listitem>
<simpara>
Choose a branch from the drop down menu to claim items that were ordered by this
branch.
</simpara>
</listitem>
<listitem>
<simpara>
Any items that meet the conditions for claiming will appear.
</simpara>
</listitem>
<listitem>
<simpara>
Check the box adjacent to the line items that you wish to claim. Click Claim selected items.
</simpara>
</listitem>
<listitem>
<simpara>
Select a claim type from the drop down menu. Entering a note is optional.
</simpara>
</listitem>
<listitem>
<simpara>
Click Claim.
</simpara>
</listitem>
</orderedlist>
</section>
</section>
<section id="_export_single_attribute_list">
<title>Export Single Attribute List</title>
<simpara>You can export ISBNs, ISSNs, or UPCs as a file from the list of line item(s). A list of ISBNs, for
example, could be uploaded to vendor websites when placing orders.</simpara>
<orderedlist numeration="arabic">
<listitem>
<simpara>