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Taking the Ack Out of Acquisitions

Taking the Ack Out of Acquisitions. Presented by. Tim Spindler C/W Mars, Inc. Jennifer Pringle Sitka. Our Acq Background. Sitka Started in 2011 on 2.0 with 1 pilot library 13 libraries currently using or implementing acquisitions on 2.4. C/W Mars, Inc.

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Taking the Ack Out of Acquisitions

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  1. Taking the Ack Out of Acquisitions Presented by Tim Spindler C/W Mars, Inc. Jennifer Pringle Sitka

  2. Our Acq Background Sitka Started in 2011 on 2.0 with 1 pilot library 13 libraries currently using or implementing acquisitions on 2.4 C/W Mars, Inc. Started in 2012 on 2.2 with 6 libraries with the migration 9 libraries currently using acquisitions on 2.4

  3. Before You Start... • Do you have multiple branches and is everything ordered centrally? If yes, you might want to look at creating Distribution Formulas. • Do you plan to claim items and set up reminders for staff on claiming items a certain way when receiving purchased materials? If yes, then you want to configure Claiming. • Do you plan to do any fund accounting or reporting? If yes, you will need to configure funds and fund sources. • Do you want to import electronic orders and invoices? • Will you use selection lists as part of the ordering process? If yes, will they be on the vendor site or those created in Evergreen? • If you only want records in the OPAC to say on order, do not use acquisitions

  4. Creating Provider : Holdings Tag In order to load an electronic order from a vendor, you will need to have a holdings field designated from the MARC order records. It is best to standardize this field.

  5. Creating Provider : Holdings Subfield Add subfield for MARC Order records. It is good practice to standardize the holdings tag so all libraries use the same tag and subfields.

  6. Funding Sources Use as many as you need Track exact amounts in general ledger Example funding sources might be: • a municipal allocation for your materials budget • a trust fund used for collections • a revolving account that is used to replace lost materials • grant funds to be used for collections Tip: Funding sources do not rollover as part of year end but it is still a good idea to create new funding sources for each fiscal year.

  7. Funds Funds allow you to allocate credits toward specific purchases. They typically are used to track spending and purchases for specific collections. • at least one fund is required • if you do not set the stop percent, funds can go negative Tip: If you want to do detailed tracking of how money is spent, it is better to have more granular funds.

  8. Distribution Formulas Use to easily populate lineitems in an order with appropriate copy and fund information

  9. Selection and Adding Records Selection can be done on selection lists, on purchase orders, or on your vendors' websites if they provide you with MARC records. Line Items can be added to selection lists and purchase orders by: • creating brief records • loading MARC Order Records • a MARC Federated Search (Z39.50) • loading Catalog Record IDs • View/Place Orders from within the catalogue Tip: Try out all the different methods on a test/training server and decide what works best for your library and workflow. Many libraries use a combination.

  10. Purchase Orders : Important Features

  11. Invoices Invoices can be: • created from scratch • created from line items • vendor invoices can also be • sent via EDI Additional line items can be added by: • linking line items to invoices • searching for line items from within the invoice Tip: Just starting with acquisitions? Use charges to create invoices for those items you ordered last year.

  12. Receiving Items can be received two ways: • using the Receive Items button on the invoice • List and Numeric modes • using the Actions menu on the purchase order Tip: Worksheets replace all the post-its that get stuck on items for processing and if one gets lost you can always print it out again. (Print them from the purchase order interface)

  13. Cataloguing Your cataloguer may need to: • update barcodes • update call numbers • update copy locations • update circulation modifiers • overlay new records via Z39.50 • load full MARC records via the MARC Batch Import/Export • otherwise improve the MARC records

  14. Fiscal Year End For a smooth rollover make sure: • all pending purchase orders are activated • all items physically received in the current fiscal year are received in Evergreen • all items to be paid for in the current fiscal year are invoiced for in Evergreen • run fund reports before and after performing year end and confirm that they are correct Tip: You may want to implement an acquisitions freeze while you are preparing for and performing year end.

  15. Tips, Tricks, and Advice • Think carefully about your reasons for using acquisitions • Get a test server and play around • Sitka has practice exercises that anyone is welcome to use or adapt • The reporter is your friend! • Don't panic! • You can update funds after a purchase order is activated, update a provider in the database, and re-open invoices • Report bugs to launchpad

  16. Questions?

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