--- /dev/null
+Invoices
+--------
+
+
+indexterm:[acquisitions,invoices]
+
+Electronic Invoicing
+~~~~~~~~~~~~~~~~~~~~
+
+indexterm:[acquisitions,invoices,electronic]
+
+Evergreen can receive electronic invoices from providers. To
+access an electronic invoice, you must:
+
+. Configure EDI for your provider.
+. Evergreen will receive invoices electronically from the provider.
+. Click *Acquisitions* -> *Open Invoices* to view a list of open invoices, or
+use the *General Search* to retrieve invoices. Click a hyperlinked invoice
+number to view the invoice.
+
+image::media/Electronic_invoicing1.jpg[Electronic_invoicing1]
+
+
+Search for Line Items from an Invoice
+~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
+
+indexterm:[acquisitions,lineitems,searching for]
+indexterm:[acquisitions,invoices,searching for lineitems]
+
+You can open an invoice, search for line items from
+the invoice, and add your search results to a new or existing invoice. This
+feature is especially useful when you want to populate an invoice with line
+items from multiple purchase orders.
+
+In this example, we'll add line items to a new invoice:
+
+indexterm:[acquisitions,lineitems,adding]
+
+. Click *Acquisitions* -> *Create Invoice*.
+. An invoice summary appears at the top of the invoice and includes the number
+of line items on the invoice and the expected cost of the items. This number
+will change as we add line items to the invoice.
+. Enter the invoice details (optional). If you do not enter the invoice
+details, then Evergreen will populate the *Provider* and *Receiver* fields with
+information from the line items.
++
+[NOTE]
+----------------
+If you do not want to display the details, click *Hide Details*.
+---------------
++
+image::media/Search_for_line_items_from_an_invoice1.jpg[Search_for_line_items_from_an_invoice1]
++
+. Click the *Search* tab to add line items to an invoice.
+. Select your search criteria from the drop down menu.
+. On the right side of the screen, *Limit to Invoiceable Items* is checked by
+default. Invoiceable items are those that are on order, have not been
+cancelled, and have not yet been invoiced. Evergreen also filters out items
+that have already been added to an invoice. Finally, if this box is checked,
+and if your entered the invoice details at the top of the screen, then Evergreen
+will filter your search for items that have the same provider as the one that
+you entered. If you have not entered the invoice details, then Evergreen
+removes this limit.
+. Sort by title (optional). By default, results are listed by line item
+number. Check this box to sort by ascending title.
+. Click *Search*.
++
+image::media/Search_for_line_items_from_an_invoice2.jpg[Search_for_line_items_from_an_invoice2]
++
+. Use the *Next* button to page through results, or select a line item(s), and
+click *Add Selected Items to Invoice*.
++
+.The rows that you selected are highlighted, and the invoice summary at the
+top of the screen updates.
++
+image::media/Search_for_line_items_from_an_invoice3.jpg[Search_for_line_items_from_an_invoice3]
++
+. Click the *Invoice* tab to see the updated invoice.
+. Enter the number of copies for which you were invoiced, the amount that was
+billed, and the amount that was paid. The *Per Copy* field calculates the cost
+of each copy by dividing the amount that was billed by the number of copies for
+which the library paid.
+. Save the invoice. A new option, *Save and Clear*, saves the current invoice
+and replaces it with a new invoice so that you can continue invoicing items.
+
+image::media/Search_for_line_items_from_an_invoice5.jpg[Search_for_line_items_from_an_invoice5]
. Check the box if you want to Import Bibs and Create Copies in the catalog.
. Click Submit.
+
+Purchase Orders
+~~~~~~~~~~~~~~~
+
+Activate Purchase Order with Zero Copies
+^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
+
+In previous versions, by default, a purchase order could be activated with or
+without copies attached to line items.
+
+In versions 2.3 and above, by default, a purchase order cannot be activated if a line item
+on the purchase order has zero copies. A new feature enables you to activate a
+purchase order that lacks copies.
+
+To activate a purchase order with line items that have zero copies, check the
+box *Allow activation with zero-copy lineitems*.
+
+image::media/Zero_Copies1.jpg[Zero_Copies1]
+
Brief Records
~~~~~~~~~~~~~
. You can save the line item(s) to a selection list by checking the box on the line item and clicking Actions -> 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 ~> Create Purchase Order.
image::media/acq_marc_search-2.png[line item]
+
+Line Items
+~~~~~~~~~~
+
+Return to Line Item
+^^^^^^^^^^^^^^^^^^^
+
+This feature enables you to return to a specific line item on a selection list,
+purchase order, or invoice after you have naviagted away from the page that
+contained the line item. This feature is especially useful when you must
+identify a line item in a long list. After working with a line item, you can
+return to your place in the search results or the list of line items.
+
+To use this feature, select a line item, and then, depending on the location of
+the line item, click *Return* or *Return to search*. Evergreen will take you
+back to the specific line item in your search and highlight the line item with a
+colored box.
+
+For example, you retrieve a selection list, find a line item to examine, and
+click the *Copies* link. After editing the copies, you click *Return*.
+Evergreen takes you back to your selection list and highlights the line item
+that you viewed.
+
+image::media/Return_to_line_item1.jpg[Return_to_line_item1]
+
+This feature is available in _General Search Results_, _Purchase Orders_, and
+_Selection Lists_, whenever any of the following links are available:
+
+* Selection List
+* Purchase Order
+* Copies
+* Notes
+* Worksheet
+
+This feature is available in Invoices whenever any of the following links are
+available:
+
+* Title
+* Selection List
+* Purchase Order
+
+
Acquisitions Permissions in the Admin module
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
+indexterm:[acquisitions,permissions]
+
Several setting in the Library Settings area of the Admin module pertain to functions in the Acquisitions module. You can access these settings by clicking _Admin -> Local Administration ->Library Settings Editor_.
* CAT: Delete bib if all copies are deleted via Acquisitions lineitem cancellation - If you cancel a line item, then all of the on order copies in the catalog are deleted. If, when you cancel a line item, you also want to delete the bib record, then set this setting to TRUE.
Cancel/Suspend reasons
~~~~~~~~~~~~~~~~~~~~~~
+indexterm:[acquisitions,purchase order,cancellation]
+indexterm:[acquisitions,line item,cancellation]
+
The Cancel reasons link enables you to predefine the reasons for which a line item or a PO can be cancelled. A default list of reasons appears, but you can add custom reasons to this list. Applying the cancel reason will prevent the item from appearing in a claims list and will allow you to cancel debits associated with the purchase. Cancel reasons also enable you to suspend or delay a purchase. For example, you could create a cancel reason of 'back ordered,' and you could choose to keep the debits associated with the purchase.
Create a cancel/suspend reason
Claiming
~~~~~~~~
+
+indexterm:[acquisitions,claiming]
+
Currently, all claiming is manual, but the admin module enables you to build claim policies and specify the action(s) that users should take to claim items.
Create a claim policy
Currency Types
~~~~~~~~~~~~~~
+indexterm:[acquisitions,currency types]
+
Currency types can be created and applied to funds in the administrative module. When a fund is applied to a copy or line item for purchase, the item will be purchased in the currency associated with that fund.
Create a currency type
Distribution Formulas
~~~~~~~~~~~~~~~~~~~~~
+indexterm:[acquisitions,distribution formulas]
+
Distribution formulas allow you to specify the number of copies that should be distributed to specific branches. You can create and reuse formulas as needed.
Create a distribution formula
EDI Accounts
^^^^^^^^^^^^
+indexterm:[acquisitions,EDI,accounts]
+indexterm:[EDI,accounts]
+
Create EDI Accounts to communicate electronically with providers.
. Create a label. The label allows you to differentiate between accounts for the same provider. No limits exist on the number of characters that can be entered in this field.
EDI Messages
^^^^^^^^^^^^
+indexterm:[EDI,messages]
+indexterm:[acquisitions,EDI,messages]
+
+
The EDI messages screen displays all incoming and outgoing messages between the library and the vendor.
Exchange Rates
~~~~~~~~~~~~~~
+indexterm:[acquisitions,exchange rates]
+
Exchange rates define the rate of exchange between currencies. Evergreen will automatically calculate exchange rates for purchases. Evergreen assumes that the currency of the purchasing fund is identical to the currency of the provider, but it provides for two unique situations: If the currency of the fund that is used for the purchase is different from the currency of the provider as listed in the provider profile, then Evergreen will use the exchange rate to calculate the price of the item in the currency of the fund and debit the fund accordingly. When money is transferred between funds that use different currency types, Evergreen will automatically use the exchange rate to convert the money to the currency of the receiving fund. During such transfers, however, staff can override the automatic conversion by providing an explicit amount to credit to the receiving fund.
Create an exchange rate
MARC Federated Search
~~~~~~~~~~~~~~~~~~~~~
+
+indexterm:[acquisitions,MARC federated search]
+
The MARC Federated Search enables you to import bibliographic records into a selection list or purchase order from a Z39.50 source.
. Click _Acquisitions -> MARC Federated Search_.
Fund Tags
~~~~~~~~~
+indexterm:[acquisitions,funds,tags]
+
You can apply tags to funds so that you can group funds for easy reporting. For example, you have three funds for children's materials: Children's Board Books, Children's DVDs, and Children's CDs. Assign a fund tag of 'children's' to each fund. When you need to report on the amount that has been spent on all children's materials, you can run a report on the fund tag to find total expenditures on children's materials rather than reporting on each individual fund.
Create a Fund Tag
Funding Sources
~~~~~~~~~~~~~~~
+indexterm:[acquisitions,funding sources]
+
Funding sources allow you to specify the sources that contribute monies to your fund(s). You can create as few or as many funding sources as you need. These can be used to track exact amounts for accounts in your general ledger. You can then use funds to track spending and purchases for specific collections.
Create a funding source
Funds
~~~~~
+indexterm:[acquisitions,funds]
+
Funds allow you to allocate credits toward specific purchases. In the funds interface, you can create funds; allocate credits from funding sources to funds; transfer money between funds; and apply fund tags to funds. Funds are created for a specific year, either fiscal or calendar. These funds are owned by org units. At the top of the funds interface, you can set a contextual org unit and year. The drop down menu at the top of the screen enables you to focus on funds that are owned by specific organizational units during specific years.
Create a fund
. Total Spent - The total spent is calculated by adding the cost of items that have been invoiced. It does not include encumbrances.
. Total Encumbered - The total encumbered is calculated by adding all encumbrances.
+
+Core Source Added for Fund Reporting
+^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
+
+indexterm:[aquisitions,funds,reports]
+indexterm:[reports,funds]
+
+A new core source, Fund Summary, has been added to the reports interface. This
+core source enables librarians to run easily a report on fund activity. Fields
+that are accessible in this interface include Remaining Balance, Total
+Allocated, Total Encumbered, and Total Spent.
+
+
+image::/esi/docs/wp-content/uploads/2012/08/Core_Source_1.jpg[Core_Source1]
+
+
+
Edit a Fund
^^^^^^^^^^^
Perform Year End Closeout Operation
^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
+indexterm:[aquisitions,funds,fiscal rollover]
+
The Year End Closeout Operation allows you to deactivate funds for the current year and create analogous funds for the next year. It transfers encumbrances to the analogous funds, and it rolls over any remaining funds if you checked the rollover box when creating the fund.
. To access the year end closeout of a fund, click Admin -> Server Administration -> Acquisitions -> Funds.
. Evergreen will begin the propagation process. Evergreen will make a clone of each fund, but it will increment the year by .
+Enhancements to Fiscal Rollover
+~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
+
+indexterm:[aquisitions,funds,fiscal rollover]
+
+An enhancement to the fiscal rollover process enables you to move a fund's
+encumbrances from one year to the next without moving unspent money. Unused
+money is not added to the next year's fund and is not available for use.
+
+To enable this enhancement, you must configure a new org unit setting:
+
+. Click *Administration* -> *Local Administration* -> *Library Settings
+Editor*.
+. Search for the setting, *Allow funds to be rolled over without bringing the
+money along*.
+. Click *Edit*.
+. Set the value to *True*.
+. Click *Update Setting*.
+
+Enabling this setting will display a new check box in the *Fund Propagation &
+Rollover* drop down menu. To use this feature during the fiscal rollover
+process, click the check box adjacent to *Limit Fiscal Year Close-out Operation
+to Encumbrances*.
+
+image::media/Fiscal_Rollover1.jpg[Fiscal_Rollover1]
+
Invoice menus
~~~~~~~~~~~~~
+indexterm:[acquisitions,invoices]
+
Invoice menus allow you to create drop down menus that appear on invoices. You can create an invoice item type or invoice payment method.
Invoice item type
Line item features
~~~~~~~~~~~~~~~~~~
+
+indexterm:[acquisitions,line items]
+
Line item alerts are predefined text that can be added to line items that are on selection lists or purchase orders. You can define the alerts from which staff can choose. Line item alerts appear in a pop up box when the line item, or any of its copies, are marked as received.
Create a line item alert
include::acquisitions/selection_lists_po.txt[]
+include::acquisitions/line_items.txt[]
+
+include::acquisitions/invoices.txt[]
+
include::acquisitions/receive_items_from_invoice.txt[]
include::acquisitions/vandelay_acquisitions_integration.txt[]
projects / transitory.git / commitdiff
