[OPEN-ILS-GENERAL] Annual Ebsco invoice

[Tim Spindler]

Don,

We have at least one library that would like Evergreen to do what you are
asking.  However, Evergreen does not currently support the Order Types as
you indicate.

Our libraries have done work arounds on some of this.  In particular, firm
or standing orders and blanket orders.  I know they don't process
periodical orders at all through Evergreen.

Tim Spindler
Manager of Library Applications
C/W MARS

On Mon, Jan 28, 2013 at 12:49 PM, Donald Butterworth <
don.butterworth at asburyseminary.edu> wrote:

> Let me try again ... being more specific ... way more specific that you
> want ;-)
>
> There are multiple ways of ordering library material. Typically these are
> defined by "Order Type"
>
> *Firm Orders*, are the orders most systems are built around. Essentially
> one title (MARC 245 tag) is ordered one time, and is received one time.
> Broadly speaking other orders are considered *Standing Orders*. Standing
> orders, are broken down into more specifically defined types. The following
> is not an exhaustive list, but these are the most common.
>
> *Monographic Series Orders* occur when you tell a publisher or vendor
> "send me every title in a specific series (MARC 8XX tag)." Unique
> monographic titles arrive as they are published, are paid for as each is
> received, and typically each volume is cataloged individually.
>
> *Publisher Blanket Orders* are when you tell a publisher or vendor "send
> me everything you publish (MARC 300 tag)"." Unique monographic titles
> arrive as they are published, are paid for as each is received, and
> typically each volume is cataloged individually.
>
> *Author Blanket Orders* are when you tell a publisher or vendor "send me
> everything written by a specific author (MARC 1XX & 7xx tags)." Unique
> monographic titles arrive as they are published, are paid for as each is
> received, and typically each volume is cataloged individually.
>
> *Periodical Orders* are ordered one time, based on the title (MARC 245
> tag), and then reordered to infinity. Often the term periodical is assigned
> to titles that are issued more frequently than annually, but paid for
> annually. Unless, of course, you are hit with the dreaded "rate
> adjustment". Then you get to pay two or more times per year for the title.
>
> Developing the Acquisitions module in a way that handles multiple order
> types is very important. Particularly, it is needed to help keep you from
> making a firm order for a title that you will be receiving as part of a
> Monographic Series Order or a Blanket Order. It is also important because
> it helps you know how much money to allocate in your Firm Order budgets,
> based on subtracting how much you spent in previous years for Standing
> Orders.
>
> One of the key components needed with Standing Orders, especially for
> Periodicals, is an Order History. One wants quick access to how prices for
> a particular title change over time. There are two ways that this can be
> accomplished. One is to have a Purchase Order that always remains "open".
> That is, every time a title is invoiced, it is placed on the appropriate
> open PO so that you have an order history all on one page. The other way is
> to have a normal PO, but with some kind of linking function, so that you
> can click a button or run a report that lists the order history.
>
> Obviously we want to avoid as much manual entry as possible for all these
> order types. Hence, EDI and Periodicals came up as my original question. We
> long for the day when all of the transactions required for the annual EBSCO
> renewal of over 1000 titles can be dealt with  electronically. I guess what
> I'm looking for, especially from the the Academic Evergreen Libraries, are
> the best practices that have been established to cope with all of the Order
> Types, and periodicals in particular. Also, have any of the developers
> contacted EBSCO regarding EDI?
>
> Thanks for your insights,
>
>
> Don
>
> Don Butterworth
> Faculty Associate / Librarian III
> B.L. Fisher Library
> Asbury Theological Seminary
> don.butterworth at asburyseminary.edu
> (859) 858-2227
>
>
>
>
>
>
>
>
>
> On Sat, Jan 26, 2013 at 8:45 AM, Jason Stephenson <jstephenson at mvlc.org>wrote:
>
>> On 01/25/2013 04:33 PM, Donald Butterworth wrote:
>> > Colleagues,
>> >
>> > Every year with our current system it takes months to deal with the
>> > Annual Invoice of Ebsco periodical titles. Are there plans to develop an
>> > EDI method of coping with this annual invoice?
>>
>> Your request is a bit vague. All I can say in response is that Evergreen
>> does have some support for EDI. In order to say whether or not
>> Evergreen's EDI support is sufficient to meet your needs, I would
>> require more information on just what your needs are.
>>
>>
>>
>> >
>> > Don
>> >
>> > Don Butterworth
>> > Faculty Associate / Librarian III
>> > B.L. Fisher Library
>> > Asbury Theological Seminary
>> > don.butterworth at asburyseminary.edu
>> > <mailto:don.butterworth at asburyseminary.edu>
>> > (859) 858-2227
>>
>>
>> --
>> Jason Stephenson
>> Assistant Director for Technology Services
>> Merrimack Valley Library Consortium
>> Chief Bug Wrangler, Evergreen ILS
>>
>
>


-- 
Tim Spindler
tjspindler at gmail.com

*P**   Go Green - **Save a tree! Please don't print this e-mail unless it's
really necessary.*
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