Differences

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--- acq:home [2019/04/11 15:57] – tlittle
+++ acq:home [2022/10/25 16:07] – [General Workflow] tlittle
@@ Line 11: / Line 11: @@
   * create invoices from purchase orders.
-Evergreen tracks items through the entire acquisitions process. When a purchase order is activated, the bibliographic records and holdings are loaded into the catalog and the funds for the purchase order are encumbered in the system. When an invoice is created and filled in, the funds are spent.
+Evergreen tracks items through the entire acquisitions process. When a purchase order is activated, the bibliographic records and holdings are loaded into the catalog and the funds for the purchase order are encumbered in the system. When an invoice is created and filled in--or sent electronically by the vendor--the funds are spent.
 ==== When should libraries use acquisitions? ====
-  * When you want to track spending of your collections budget.
+When you want...
-  * When you want to use Evergreen to place orders electronically with your vendors.
+  * Close to real-time tracking of your collections budget, including encumbrances and spent monies
-  * When you want to import large batches of records to quickly get your on-order titles into the system
+  * To use Evergreen to place orders electronically with your vendors.
+  * To track later circulations of items that you purchased
-If your library simply wants to add on-order copies to the catalog so that patrons can view and place holds on titles that have not yet arrived, acquisitions may be more than you need. Adding those on-order records via cataloging is a simpler option that works well in this case.
+  * A structured system for tracking what items have been received and what are still outstanding
+  * A way to compare what's been received vs what you're being invoiced for
 ==== General Workflow ====
@@ Line 25: / Line 26: @@
 This diagram illustrates the general workflow of the Acquisitions module.
-{{:acq:acq_workflow_overview.png?direct |}}
+{{:acq:acq_workflow_final.png?direct|}}
+===== Stop Using Acquisitions =====
+Some libraries want to "test drive" Acquisitions for a certain period of time to determine if it's useful for their library. This is perfectly fine, with one caveat.
+It is suggested to use Acquisitions for a period of at least 6 months to 1 year to really get a handle on how it works and its benefits. Collection management is a drawn out process; you may order in one month but not get invoices or items in until a month or two later, which is then followed by the cataloging of the items. Therefore, you want to give Acquisitions time to actually go through the full lifecycle of a few orders, and potentially do a year-end closeout.
+If after that time period you decide that it's not working for your particular circumstances, PINES staff can withdraw you from using the module.
+To stop using Acquisitions, all that would be needed is the written confirmation from the director of the system.
+From that point, the actual stopping of Acquisitions would involve PINES contacting any EDI-enabled vendors to revert your accounts from using EDI ordering and invoicing back to "normal" ordering. We would also run cleanup reports to discard any remaining Acquisitions barcodes and close out any open purchase orders and invoices.