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acq:home [2020/02/10 13:57] – [When should libraries use acquisitions?] tlittleacq:home [2022/10/25 16:16] (current) tlittle
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   * create invoices from purchase orders.   * 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 inthe 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 should libraries use acquisitions? ====
  
-  * When you want close to real-time tracking of your collections budget, including encumbrances. +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 track later circulations of items that you purchased+  * To use Evergreen to place orders electronically with your vendors. 
 +  * To track later circulations of items that you purchased 
 +  * 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 ==== ==== General Workflow ====
  
-This diagram illustrates the general workflow of the Acquisitions module.+This diagram illustrates the general workflow of the Acquisitions module. (Click to see larger) 
 + 
 +{{: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.
  
-{{:acq:acq_workflow_overview.png?direct |}} 
acq/home.1581343078.txt.gz · Last modified: 2020/02/10 13:57 by tlittle