Why use the Acquisitions module

The Evergreen Acquisitions module allows libraries to track their materials budgets, orders, and invoices. It can also be used to streamline transferring information between libraries, vendors, and Evergreen using electronic data interchange (EDI).

Budget tracking using the Acquisitions module

A library’s total acquisitions budget is entered as a Fund Source. For WLS libraries, this is typically a lump amount, named for the library and the fiscal year, for example “WLS_2022”.

The total budget is then allocated into Funds. Funds generally reflect department, collection, or selector budget lines.

Funds are linked to purchase orders and invoices, and monies within the funds are then encumbered (reserved for on-order items) or debited (paid out on an invoice).

Reports are available to track funds, debits, and open orders.

Catalog records, Acquisitions, and vendor item-level cataloging and processing

The Acquisitions module is largely separate from the cataloging process, and most WLS libraries do not use the Acquisitions module. They track their budgets and orders manually and coordinate with WLS Cataloging Services to import and process catalog records.

Libraries that do use the Acquisitions module have two options for bibliographic and item records:

  • Bibliographic records with on-order item records
  • Bibliographic records with on-order item records that are later overlaid with shelf-ready item records

The availability of shelf-ready item records depends on the specific vendor.

Steps to get started with Acquisitions

  1. Contact WLS Systems Librarian and Cataloging Manager to discuss the Library’s plan for acquisitions use, for example:
    • Vendor capabilities and options
    • Bib and item-level records imports
    • Electronic Data Interchange (EDI) ordering
    • Information needed for the library’s acquisitions configuration
    • Timeline and scheduling for implementation
  2. Coordinate with vendor staff
  3. Systems Librarian creates vendor records, EDI records, and fund records in the Acquisitions module
  4. Systems Librarian assigns Acquisitions permissions to library staff
  5. Cataloging Manager coordinates record file directories
  6. Training for library Acquisitions staff
  7. Test orders

Acquisitions module configurations

Provider (vendor) records

For details see Provider Records

EDI records

For details see EDI Accounts

Funds

For details see Acquisitions Funds

Acquisitions staff permissions

Specific permissions for Acquisitions module use must be granted to staff members. These permissions are assigned in addition to usual circulation or technical services permissions.