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Evergreen Acquisitions

For selectors, technical services staff and administration staff to communicate and share information about Evergreen Acquisitions.
Category: ordering
JUNE 15, 2012
New Alert
Per our conversation on Tuesday, I've added a new line item alert.  The alert code is Acq Note, it will say Acquisitions, please note. You can then enter any informaiton that is important for Mary to know before she activates the order.

Information for the cataloger, or notes about how to treat the item after it has been received should be entered as a note not an alert.  The alert Acq Note is only for information that is relevant to how the item should be ordered. 

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Category: ordering

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OCTOBER 28, 2011
Reminder about Forbidden Characters
Just a reminder when adding titles to you selection lists, please, please leave out the following characters:
   (plus sign)
    ? (question mark)
    : (colon)
    ' (apostrophe)

It's very helpful to Mary Ryan if she does not have to edit  titles before creating purchase orders.


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Categories: selection lists,  ordering

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AUGUST 4, 2011
Successful EDI Launch
Our EDI (Electronic Data Interchange) testing is complete and we have successfully placed several orders from Ingram via EDI!  All Ingram orders will now be automatically submitted electronically via EDI.

It's a very cool, efficient process and we are very pleased with ourselves!!
Each Ingram account has a separate EDI account set-up in Evergreen.
When Mary activates a Ingram purchase order, it is sent via ftp to the Ingram server.  There is a built in delay before the order is transmitted to Ingram.  Ingram then transmits a confimation report with the status of each line item: confirmed, backordered or cancelled.

For backordered items, we are adding a note in the line item stating that it's backordered and the date.  If a title you have ordered hasn't arrived, check the notes field to see if it's on backorder.

A couple of titles have been cancelled via EDI but are in fact available at Ingram and have been ordered via iPage.  Those titles will also have a note in the line item stating that they were cancelled via EDI but ordered on iPage and the date.  I'm investigating this issue with Ingram EDI support.  

While this was a bear to implement and the testing was rocky, it is a big advancement for us and is one of the benefits of open source.  Innovative's electronic ordering module was way out of our price range.  

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Categories: ordering,  EDI

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JULY 6, 2011
Small Orders Please!
While we are still learning and refining the ordering process and until the EDI/Ingram process is fully functional, we ask that selectors try to limit the number of items they mark order-ready to not more than 20 at one time. 

We will be ordering more frequently for a while so you may mark items order-ready every few days.   We'll let you know when we feel comfortable handling larger orders. 

Thank you for your patience.

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Category: ordering

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JULY 1, 2011
DAY ONE!
Our first Evergreen orders were placed this morning!  While the electronic piece is being worked on by Equinox, we have a work around that worked just fne.

There are a few things we would like selectors to help with:
  1.  ISBN accuracy is really critical; it would be helpful if you double & triple check the ISBNs after you enter them.
 
  2.  Prices in the estimated price field are required for items to be ordered.  We did not order a few item that were marked order-ready because there was no estimated price in the price field.  After entering the price, click on reload to save the price field. 
   Also, regarding prices, the best practice when an item is a flat dollar amount, 25 for example, is to add .00.  We found on a couple of line items that the system inserted .99 where the estimated price had been entered as 25.  So, again, the best practice is to add the decimal and 00. 

  3.  The patron barcode in the alert is very, very helpful, thank you for doing that.  Mary can copy the patron barcode, click on the catalog link on the line item, click on place hold & paste the patron barcode.  This works very smoothly.

  4.  Added copies should go on the Ingram wildcat orders selection list.  As mentioned earlier, rush orders and replacements should also go on the wildcat list. 
 

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Category: ordering

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