Evergreen Acquisitions from Howe Library

FY14 Funds

Pam — Mon, 17 Jun 2013 17:21:51 GMT

The FY14 funds have been created and appropriations have been applied.
When you are adding orders, you will now see the FY14 funds along with the FY13 funds. Unfortunately, for a few weeks, there will be a long list of funds as the FY13 funds must stay active until all invoices dated prior to July 1 can be paid and we close the fiscal year.

If you are preparing records to order after July 1, please be sure to select the fund code with the prefix 4.

Also, it is very important that you review your wishlists carefully and change any records where you have already added copies and fund codes. If you have items in your wishlists for which you have applied an FY13 fund code, please change it to the corresponding FY14 code. I know this is tedious, especially if you have a long wishlist, but this is the only way to catch orders from being activated with the incorrect fund code. Once the order is activated, there is no way to apply the charge to another fund.

If you have any questions, please let me know.

Reminders for Selectors

Pam — Fri, 15 Mar 2013 11:52:45 GMT

The acquisitions process is working very well and selectors are doing an excellent job. There are so many details to keep track of and as everyone is now very comfortable with using the acquisitions module it's easy to skip or overlook a few things.

So, just two quick reminders:
    When adding a new title to a selection list, do a thorough search in the Acquisitions General Search interface. Search title, author and ISBN; exhaust all possibilities before you add the record. Remember that searching in Evergreen is unforgiving of spelling errors, and doesn't handle punctuation well.

    When adding a title that has holds, add the title to the Ingram wildcat to order list. If a hold is added to a title that is already in your selection list, after making that line item order-ready, move it to the wildcat order list.

FY12 Funds

Pam — Thu, 23 Aug 2012 10:02:07 GMT

Now that all invoices will be paid in FY13, I've made all the FY12 funds inactive so that they'll no longer appear in the list of funds when you are adding your copy information.

I'm working with Equinox to safely close out the FY12 fund year and remove the old funds. This is the first year that any library will be doing the fiscal year close in Evergreen so Equinox is learning along with us.

FY13 Funds

Pam — Wed, 27 Jun 2012 10:50:43 GMT

The FY13 funds have been created and the appropriations added; the FY13 funds have the prefix 3h. Please be extra careful to select a 3h fund when adding copy information, once the line items have been added to a purchase order it is impossible to change the fund code. The FY12 funds will remain in the system for the time being so you will have to scroll through those to find the FY13 fund codes.

New Alert

Pam — Fri, 15 Jun 2012 11:10:58 GMT

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.

No Dashes in ISBNs

Pam — Tue, 08 May 2012 10:26:10 GMT

When entering the ISBN field in order bib records, please skip the dashes & spaces; enter it straight like this: 9780670023325.

The dashes pose a problem with the Marc records we upload from Ingram. If there are dashes in the ISBN field, the Marc records won't overlay the order bib.

Fund Balances

Pam — Tue, 24 Jan 2012 12:20:34 GMT

Equinox has fixed the bug that was causing the fund details to be inaccurate.
A spot check of several funds found that the displayed amounts were correct.

A brief reminder of the meaning of the columns in the fund details display:
   Balance: allocated minus total debits (invoiced and encumbered)
   Total allocated: what you started with
   Spent balance: allocated minus invoiced (encumberances not included)
   Total debits: invoiced and encumberances
   Total spent: invoiced only
   Total encumbered: encumbered only (remember this shows retail price;
   what is invoiced will be less in most cases)

Searching for selection lists

Heather — Fri, 09 Dec 2011 13:51:00 GMT

Here's something I've been meaning to share for quite a while: I found a way to search for specific selection lists! Since all of our selection lists start with our initials, searching for your initials is a great way to bring up all of your selection lists without having to browse through everyone else's.

Here's how:

From the Acquisitions menu, select "My Selection Lists".

Look in the upper right-hand corner of the white part of the screen. You'll see a "Reveal Search Form" button, just like when you're searching for line items and catalog records in acquisitions mode.

Clicking the button displays a search form, preset to search for selection lists where the owner is acqselector.

Click "Add Search Term." In the dropdown for search field, go under "Selection List" and choose "SL - Name". Set the second dropdown to read "contains", then enter your initials in the text box and click Search.