If your library simply wants to add on-order items 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 for this use case.

Below are the basic administrative settings to be configured to get started with acquisitions. At a minimum, a library must configure Funding Sources, Funds, and Providers to use acquisitions.

• 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.

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.

1. To create a funding source, from the Administration menu, select Acquisitions Administration.
2. On the Acquisitions Administration splash page, select Fund Tags.
3. Click the New Fund Tag button.
4. No limits exist on the number of characters that can be entered in this field.
5. Enter a Fund Tag Name. No limits exist on the number of characters that can be entered in this field.
6. Select a Fund Tag Owner from the drop-down menu. The owner indicates the organizational unit(s) whose staff can use this fund tag. This menu is populated with the shortnames that you created for your libraries in the organizational units tree (See Administration → Server Administration → Organizational Units).
7. Click Save.

Note: The rule of parental inheritance applies to this list.

Apply a Fund Tag

Setting Up Providers

Providers are the vendors from whom you order titles. You can create a provider profile that includes contact information for the provider, holdings information, invoices, and other information.

Add Contact and Holding Information to Providers

After you save the provider profile, the screen reloads so that you can save additional information about the provider. You can also access this screen by clicking the hyperlinked name of the provider on the Providers screen. The tabs allow you to add a provider address and contact, attribute definitions, and holding subfields. You can also view invoices associated with the provider.

Edit a provider just as you would edit a currency type.

Delete a Provider

You can delete providers only if purchase orders have never been assigned to them.

1. To add a new cancel reason, click on Cancel reasons on the Acquisitions Administration splash page.
2. Click New Cancel Reason.
3. Select a using library from the drop-down menu. The using library indicates the organizational units whose staff can use this cancel reason. This menu is populated with the shortnames that you created for your libraries in the organizational units tree (See Administration → Server Administration → Organizational Units).
4. Create a label for the cancel reason. This label will appear when you select a cancel reason on an item or a PO.
5. Create a description of the cancel reason. This is a free text field and can comprise any text of your choosing.
6. If you want to retain the debits associated with the canceled purchase, click the box adjacent to Keep Debits→
7. Click Save.

1. Select the checkbox for the custom cancel reason that should be deleted.
2. Click the Delete Selected button.

1. To create a claim policy, click on Claim Policies on the Acquisitions Administration splash page.
2. Click New Claim Policy at the top of the page. 
3. Create a claim policy name. No limits exist on the number of characters that can be entered in this field.
4. Enter a description. No limits exist on the number of characters that can be entered in this field.
5. Select an org unit from the drop-down menu. The org unit indicates the organizational units whose staff can use this claim policy. This menu is populated with the shortnames that you created for your libraries in the organizational units tree.
6. Click Save.

Note:  The rule of parental inheritance applies to this list.

1. To create a claim type, click on Claim Policies on the Acquisitions Administration splash page.
2. Create a claim type. No limits exist on the number of characters that can be entered in this field.
3. Select an org unit from the drop-down menu. The org unit indicates the organizational units whose staff can use this claim type. This menu is populated with the shortnames that you created for your libraries in the organizational units tree.
4. Enter a description. No limits exist on the number of characters that can be entered in this field.
5. Click Save.

Note:  The rule of parental inheritance applies to this list.

1. To access the claim event types, click on Claim Policies on the Acquisitions Administration splash page.
2. Click New Claim Event Type at the top of the page.
3. Enter a code for the claim event type. No limits exist on the number of characters that can be entered in this field.
4. Select an org unit from the drop-down menu. The org unit indicates the organizational units whose staff can use this event type. This menu is populated with the shortnames that you created for your libraries in the organizational units tree.
5. Enter a description. No limits exist on the number of characters that can be entered in this field.
6. If this claim is initiated by the user, then check the box adjacent to Library Initiated.
7. Click Save.

Note:  The rule of parental inheritance applies to this list.

1. To access claim policy actions, click on Claim Policies on the Acquisitions Administration splash page.
2. Click New Claim Policy Action at the top of the page.
3. Select an Action (Event Type) from the drop-down menu.
4. Enter an action interval. This field indicates how long a user should wait before claiming the item.
5. In the Claim Policy ID field, select a claim policy from the drop-down menu.
6. Click Save.

1. To create a new currency type, click on Currency types on the Acquisitions Administration splash page.
2. Click New Currency Type at the top of the page.
3. Enter the currency code. No limits exist on the number of characters that can be entered in this field.
4. Enter the name of the currency type in Currency Label field. No limits exist on the number of characters that can be entered in this field.
5. Click Save.

1. To edit a currency type, click your cursor in the row that you want to edit. The row will turn blue.
2. Double-click. The pop-up box will appear, and you can edit the fields.
3. After making changes, click Save.

Note: From the currency types interface, you can delete currencies that have never been applied to funds or used to make purchases.

1. Click on Distribution Formulas on the Acquisitions Administration splash page.
2. Click New Formula.
3. Enter a Formula Name. No limits exist on the number of characters that can be entered in this field.
4. Choose a Formula Owner from the drop-down menu. The Formula Owner indicates the organizational units whose staff can use this formula. This menu is populated with the shortnames that you created for your libraries in the organizational units tree.
5. Ignore the Skip Count field which is currently not used.
6. Click Save.
7. Click New Entry.
8. Select an Owning Library from the drop-down menu. This indicates the branch that will receive the items. This menu is populated with the shortnames that you created for your libraries in the organizational units tree.
9. Select/enter the copy details you want to predefine in the distribution formula.
10. In the Item Count field, enter the number of items that should be distributed to the branch. You can enter the number or use the arrows on the right side of the field.
11. Click Apply Changes. The screen will reload.
12. To view the changes to your formula, click Administration → Acquisitions Administration → Distribution Formulas. The item_count will reflect the entries to your distribution formula.

Note: To edit the Formula Name, click the hyperlinked name of the formula in the top left corner. A pop-up box will enable you to enter a new formula name.

1. In Evergreen select Administration → Server Administration → Organizational Units.

2. Find your library in the tree on the left side of the page and click on it to open the settings.

   Multi-branch library systems will see settings for each branch but should only enter their SAN in the system organization unit, not into any branch unit.

3. Click on the Address tab.
4. Click on the Mailing Address tab.
5. Enter your library’s SAN in the field labeled SAN.
6. Click Save.

1. In Evergreen select Administration → Acquisitions Administration → Providers.

2. Click the hyperlinked name of the provider you would like to edit.

3. Enter your provider’s SAN in the field labeled SAN.

4. Click Save.

   

Look in Administration → Acquisitions Administration → EDI Accounts.

Note: You must create your Provider account before you create an EDI account for the provider. The owner of the provider account should be the system, not any branch library.

1. Contact your provider requesting the following information:

   • Host
   • Username
   • Password
   • Path
   • Incoming Directory
   • Provider’s SAN
2. In Evergreen select Administration → Acquisitions Administration → EDI Accounts.

3. Click New EDI Account. A pop-up will appear.

   

1. Fill in the following fields:

   • In the Account field, enter the EDI account name/number provided by your vendor.
   • In the EDI Attribute Set, you must select the appropriate attribute set for your vendor. Example: There is a Baker & Taylor Default and a Baker & Taylor Enriched in NC Cardinal. The Enriched account is usually necessary when Baker & Taylor is pre-processing materials for the library.
   • In the Host field, enter the requisite FTP or SCP information supplied by your provider. Be sure to include the protocol (e.g. ftp://ftp.vendorname.com)
   • In the Username field, enter the username supplied by your provider.
   • In the Password field, enter the password supplied by your provider.
   • Select your library as the Owner from the drop down menu. Multi-branch libraries should select their top level organizational unit.
   • The Last Activity updates automatically with any inbound or outbound communication.
   • In the Provider field, enter the code used in Evergreen for your provider.

   • In the Path field, enter the path supplied by your provider. The path indicates a directory on the provider’s server where Evergreen will deposit its outgoing order files.

     If your vendor requests a specific file extension for EDI purchase orders, such as .ord, enter the name of the directory, followed by a slash, followed by an asterisk, followed by a period, followed by the extension. For example, if the vendor requests that EDI purchase orders be sent to a directory called in with the file extension .ord, your path would be in/*.ord.

   • In the Incoming Directory field, enter the incoming directory supplied by your provider. This indicates the directory on the vendor’s server where Evergreen will retrieve incoming order responses and invoices.

     Don’t worry if your incoming directory is named out or outgoing. From your vendor’s perspective, this directory is outgoing, because it contains files that the vendor is sending to Evergreen. However, from Evergreen’s perspective, these files are incoming.

     
2. Click Save.

3. Click on the link in the Provider field.

   

4. Select the EDI account that has just been created from the EDI Default drop down menu. Note: As mentioned above, a unique EDI account must be set up for each Provider account utilizing EDI.

   
5. Click Save.

1. To create a new exchange rate, navigate to the Acquisitions Administration option in the Administration menu.
2. Select Exchange Rates from the Acquisitions Administration splash page.
3. Click New Exchange Rate.
4. Enter the From Currency from the drop-down menu populated by the currency types.
5. Enter the To Currency from the drop-down menu populated by the currency types.
6. Enter the exchange Ratio.
7. Click Save.

Selection lists can be created in four areas within the module. Selection lists can be created when you add Brief Records, Load MARC Order Records, find records through the MARC Federated Search or use the View/Place Orders menu item in the catalog.

Note: Most Evergreen consortia do not recommend using MARC Federated Search.

You will find the Add to Selection List field in each of these interfaces. Enter the name of the selection list that you want to create in that field.

Selection lists can also be created through the My Selection Lists search interface:

Add titles to a selection list from the catalog

If the title you want to add to your list exists in the catalog, you can add it from the existing bib record. 

1. Look up the title in the catalog.
2. From the bib record, select View/Place Orders from the Other Actions Menu.
   
3. You will automatically be taken to a new page. Click the Add to Selection List button.
   
4. Start typing the name of the selection list you’re adding it to in the pop-up box. The field will start to auto-populate with list names. Select the correct one.
   
   

1. From the selection list Action menu, choose Create Purchase Order.
2. A pop-up box will appear.
3. Select the ordering agency from the drop-down menu.
4. Enter the provider.
5. Check the box adjacent to prepayment required if prepayment is required.
6. Choose if you will add All Line items or Selected line items to your purchase order.
7. Check the box if you want to Import Bibs and Create Copies in the catalog.
8. Click Submit.

You can give your purchase order a name. Some vendors have a character limit on identifiers for purchase orders submitted via EDI, where the identifier includes not only the name assigned by the cataloger but also the line item ID (number) and the PO ID (number). The identifier for each line item in the purchase order looks like this: 

<PO ID><name>/<lineitem ID>

The PO ID number is assigned by Evergreen in sequence and the current number of digits for NC Cardinal is 6, and will soon be 7. The line item ID number is assigned by Evergreen and is currently 6 digits, but will also soon be 7 digits. There is also a forward slash that takes one character, which totals 15 occupied spaces.

As an example of how that affects naming: Ingram will not allow a total identifier longer than 22 characters. So, a cataloger who will be submitting their PO via EDI will need to limit any name they assign to 7 or fewer characters for Ingram.

Note: Catalogers should check with each of their EDI vendors to see what the character limit is for that particular vendor and adjust the number of characters used for the optional PO name accordingly. Creating a name longer than the vendor's character limit will cause problems with invoices such that the invoices will likely attach to a different PO altogether, causing headaches for all concerned.

When creating a purchase order or editing an existing purchase order, the purchase order name must be unique for the ordering agency (your library branch). Purchase Order Names are case sensitive. Evergreen will display a warning dialog to users if they attempt to create or edit purchase order names that match the names of already existing purchase orders at the same ordering agency. The Duplicate Purchase Order Name Warning Dialog includes a link that will open the matching purchase order in a new tab.

Duplicate PO Name Detection When Creating a New Purchase Order

When a duplicate purchase order name is detected during the creation of a new purchase order, the user may:

If the purchase order name is unique for the ordering agency, the user will continue filling in the remaining fields and click Save.

If the purchase order name is not unique for the ordering agency, the Save button will remain grayed out to the user until the purchase order is given a unique name.

Duplicate PO Name Detection When Editing the Name of an Existing Purchase Order

To change the name of an existing purchase order:

If the purchase order name is not unique for the ordering agency, the purchase order will not be updated with the new name. Instead, the user will see the Duplicate Purchase Order Name Warning Dialog within the purchase order.

When a duplicate purchase order name is detected during the renaming of an existing purchase order, the user may:

• Cleaning up pre-acquisitions backlog
• Direct purchases that have already been cataloged

As part of your acquisitions workflow, particularly if there has been a gap of time between the date/time the purchase order was created or items were added and the time a cataloger is attempting to activate the purchase order, we recommend checking to see if the PO will not activate because one or more of the bib records are deleted. If so, a cataloger should do a thorough search of the catalog to see if there are existing, undeleted records that match the items currently on a deleted record and transfer items to that undeleted record. If there is not an undeleted matching record, please be aware that undeleting a bib record can have an unexpected impact on the OPAC visibility of the bib record and attached on order items. Please do an OPAC (not staff client) search to see if the bib and items are visible in the catalog. If not, please submit a help ticket.

Check to see if line items are linked to the catalog:

Note: Evergreen cannot handle very large loads of line items. We recommend limiting purchase orders to 40 line items or less. If you attempt to activate a PO that is too large, you will not receive an error message, you will just see that the activation progress bar stalls and the activation fails.

When all the copies of a line item are canceled through the Acquisitions interface, the parent lineitem is also canceled. The cancel reason will be calculated based on the settings of:

1. Select New Brief Record from the Acquisitions Menu. You can also add brief records to an existing selection list by clicking the Actions menu on the selection list and choosing Add Brief Record.
2. Choose a selection list from the drop down menu, or enter the name of a new selection list.
3. Enter bibliographic information in the desired fields.
4. Click Save Record.

1. Select MARC Federated Search from the Acquisitions menu.

2. Check the boxes for Z39.50 services in which you want to search. Your local Evergreen Catalog is checked by default. 

   
3. Input your search terms (ISBN is recommended first). Click "Submit."
4. A list of results will appear. Choose the line item you would like to import to your selection list.
5. Click "Add to Purchase Order."
6. You can add to an existing order or create a new one from the pop-up modal:
   1. To add to an existing order, begin typing the PO name and select the correct order when it populates the drop-down menu. Select your library as the Ordering Agency, and the correct Provider. Click Continue.
   2. To create a new order, type in a unique name for the PO. Select your library as the Ordering Agency, and the correct Provider. When you click the Continue button, Evergreen will create the PO if it can't find a match for the name.
7. Click the "Go to Purchase Order" button to immediately edit copy information for this line item, or the "Back to Results" button to continue adding line items.

Once you have added all the line items you need from the Federated Search, navigate to the Purchase Order and manually add copy information for all newly added line items.

1. Click the "Copies" link to add copy information to the line item. See the section on Line Items for more information.
2. Click the Notes link to add notes or line item alerts to the line item. See the section on Line Items for more information.
3. Enter a price in the "Estimated Price" field.
4. You can save the line item(s) to a selection list by checking the box on the line item and selecting the Save Items to Selection List option from the Actions menu. You can also create a purchase order from the line item(s) by checking the box on the line item and selecting the Create Purchase Order from the Actions menu.

• Upload Activate PO (do not use)
• Upload Create PO (optional)
• Upload Default Insufficient Quality Fall-Thru Profile (requires further setup)
• Upload Default Match Set - already set to Cardinal match for the consortium (mandatory)
• Upload Default Merge Profile (Orders or Match-Only Merge)
• Upload Default Min. Quality Ratio (requires further setup)
• Upload Default Provider (optional, but not recommended if you use multiple Providers)
• Upload Import Non Matching by Default (optional)
• Upload Load Items for Imported Records by Default (optional)
• Upload Merge on Best Match by Default (optional)
• Upload Merge on Exact Match by Default (do not use)
• Upload Merge on Single Match by Default (do not use)

1. Click Acquisitions → Create invoice.
2. Enter the invoice information in the top half of the screen.
3. To add charges for materials not attached to a purchase order, click Add Charge… This functionality may also be used to add shipping, tax, and other fees.

4. Select a charge type from the drop-down menu.

   New charge types can be added via Administration → Acquisitions Administration → Invoice Item Types.

5. Select a fund from the drop-down menu.
6. Enter a Title/Description of the resource.
7. Enter the amount that you were billed.
8. Enter the amount that you paid.
9. Save the invoice.

1. Click Acquisitions → Create Invoice.
2. 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.

3. 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.

   If you do not want to display the details, click Hide Details.

   
4. Click the Search tab to add line items to an invoice.
5. Select your search criteria from the drop-down menu.
6. 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 you 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.
7. Sort by title (optional). By default, results are listed by line item number. Check this box to sort by ascending title.
8. Building the results list progressively (optional). By default, new search results will replace previous results on the screen. Check this box for the search results list to build with each subsequent search. This option is useful for libraries that might search for line items by scanning an ISBN. Several ISBNs can be scanned and then the entire result set can be selected and moved to the invoice in a batch.

9. Click Search.

   

10. 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.

    
11. Click the Invoice tab to see the updated invoice.
12. Evergreen automatically enters the number of items that was ordered in the # Invoiced and # Paid fields. Adjust these quantities as needed.
13. Enter the amount that the organization was billed. This entry will automatically propagate to the Paid field. 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.

1. Open a purchase order.
2. Click Create Invoice.
3. Enter a Vendor Invoice ID. This number may be listed on the paper invoice sent from your vendor.
4. Choose a Receive Method from the drop-down menu. The system will default to Paper.
5. The Provider is generated from the purchase order and is entered by default.
6. Enter a note (optional).
7. Select a payment method from the drop-down menu (optional).
8. The Invoice Date is entered by default as the date that you create the invoice. You can change the date by clicking in the field. A calendar drops down.
9. Enter an Invoice Type (optional).
10. The Shipper defaults to the provider that was entered in the purchase order.
11. Enter a Payment Authorization (optional).

12. The Receiver defaults to the branch at which your workstation is registered. You can change the receiver by selecting an org unit from the drop-down menu.

    The bibliographic line items are listed in the next section of the invoice. Along with the title and author of the line items is a summary of copies ordered, received, invoiced, claimed, and cancelled. You can also view the amounts estimated, encumbered, and paid for each line item. Finally, each line item has a line item ID and links to the selection list (if used) and the purchase order.

13. Evergreen automatically enters the number of items that was ordered in the # Invoiced and # Paid fields. Adjust these quantities as needed.
14. Enter the amount that the organization was billed. This entry will automatically propagate to the Paid field. 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.
15. You have the option to add charge types if applicable. Charge types are additional charges that can be selected from the drop-down menu. Common charge types include taxes and handling fees.

16. You have four options for saving an invoice.

    • Click Save to save the changes you have made while staying in the current invoice.
    • Click Save & Clear to save the changes you have made and to replace the current invoice with a new invoice so that you can continue invoicing items.
    • Click Prorate to save the invoice and prorate any additional charges, such as taxes, across funds, if multiple funds have been used to pay the invoice.

    Prorating will only be applied to charge types that have the Prorate? flag set to true. This setting can be adjusted via Administration → Acquisitions Administration → Invoice Item Types.

    • Click Close. Choose this option when you have completed the invoice. This option will also save any changes that have been made. Funds will be disencumbered when the invoice is closed.
17. You can re-open a closed invoice by clicking the link, Re-open invoice. This link appears at the bottom of a closed invoice.

1. Click Acquisitions → Invoices. This opens the Acquisitions Search screen, defaulted to the Invoices tab.

2. Unless you have changed your default invoice search settings, the default is set to search for open invoices by selected Invoice - Close Date in the first field and does NOT exist from the drop-down menu.

3. Click Search.

   

To View Invoices on a Purchase Order

1. Open a purchase order and click the View Invoices link.

The number in parentheses indicates the number of invoices that are attached to the purchase order.

In this example, we have created a purchase order, added line items and copies, and activated the purchase order. We will create an invoice from the purchase order, receive items, and invoice them. We will receive the items in batch from the invoice.

1) Retrieve a purchase order.

2) Click Create Invoice.

3) The blank invoice appears. In the top half of the invoice, enter descriptive information about the invoice. In the bottom half of the invoice, enter the number of items for which you were invoiced, the amount that you were billed, and the amount that you paid.

4) Click Save. You must choose a save option before you can receive items.

5) The screen refreshes. In the top right corner of the screen, click Receive Items.

6) The Acquisitions Invoice Receiving screen opens. By default, this screen enables users to receive items in batch, or Numeric Mode. You can select the number of copies that you want to receive; you are not receiving specific copies in this mode.

7) Select the number of copies that you want to receive. By default, the number that you invoiced will appear. In this example, we will receive one copy of each title.

8) Click Receive Selected Copies.

9) When you are finished receiving items, close the screen. You can repeat this process as you receive more copies.

Fiscal Year Close-out Operation

The Fiscal Year Close-out 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. After completing your year-end checklist, you can begin the year-end procedure. Make sure you wait until after the year-end acquisitions freeze date.

Once all purchases for the current fiscal year are accounted for, and further acquisitions have been frozen:

1. Navigate to Acquisitions Administration. Select Fund Administration from the splash page.
2. Check the boxes next to the funds you wish to close to select them.
3. Click the Fiscal Propagation and Rollover button at the top of the list.
4. Choose the current fiscal year from the drop-down menu at the top. 
5. Select the Dry Run box but NOT the Perform Fiscal Year Closeout box. 
6. Perform the Dry Run. Ensure that all the information about the number of funds closed and amounts rolled over is correct.
7. When you are ready, uncheck the Dry Run box and check the Perform Fiscal Year Closeout box.

Checking Your Results

Check the fund for the year you just closed out. All encumbrances should be blank. All balances should be $0.00.

Check the fund for the new fiscal year. The encumbrances from the previous year should show up here now. The balance should be negative.

Funds with Rollover enabled

For funds that have the "Rollover" setting enabled, if you want to move the fund’s encumbrances to the next year without moving unspent money, check the box adjacent to Limit Fiscal Year Close-out Operation to Encumbrances.

The Limit Fiscal Year Close-out Operation to Encumbrances will only display if the "Allow funds to be rolled over without bringing the money along" Library Setting has been enabled. This setting is available in the Library Setting Editor accessible via the Local Administration section of the Acquisitions menu. Select Library Settings Editor from the Local Administration splash page.

Note: The context org unit reflects the context org unit that you selected at the top of the Funds screen.

1. If you want to perform the close-out operation on the context org unit (system) and its child units (branches), then check the box adjacent to Include Funds for Descendant Org Units.
2. Check the box adjacent to Dry Run if you want to test changes to the funds before they are enacted. Evergreen will generate a summary of the changes that would occur during the selected operations. No data will be changed.
3. Click Process.
4. Evergreen will begin the propagation process. Evergreen will make a clone of each fund, but it will increment the year by 1.
5. After closeout is complete, confirm that the spent totals for the funds in the old fiscal year are correct. Libraries should see zero encumbrances for both the old fiscal year and new fiscal year.

1. Go to Acquisitions → Patron Requests. This interface is scoped by Patron Home Library and will default to the library your workstation is registered to.

   1. Requests can also be placed directly through a patron account, in which case the interface will scope to the patron ID.

      
2. Click Create Request and a modal with the patron request form will appear.

3. Create the request by filling out the following information:

   1. User Barcode (required): enter the barcode of the user that is placing the request
   2. User ID: this field will populate automatically when the User Barcode is entered
   3. Request Date/Time: this field will populate automatically
   4. Need Before Date/Time: if applicable, set the date and time after which the patron is no longer interested in receiving this title
   5. Place Hold?: check this box to place a hold on this title for this patron. Holds are placed when the bib and item record are created in the catalog as part of the acquisitions process.
   6. Pickup Library: pickup library for the hold. This field will default to the patron’s home library if the pickup library is not selected in the patron account.
   7. Notify by Email When Hold is Ready and Notify by Phone When Hold is Ready: preferences set in patron account will be used or can be set manually here.
   8. Request Type (required): type of material requested
   9. ISxN
   10. UPC
   11. Title
   12. Volume
   13. Author
   14. Publisher
   15. Publication Location
   16. Publication Date
   17. Article Title: option available if Request Type is “Articles”
   18. Article Pages: option available if Request Type is “Articles”
   19. Mentioned In
   20. Other Info
4. Click Save at the bottom of the form.

1. Retrieve the patron’s record.
2. Select Other → Acquisition Patron Requests. This takes you to the Acquisition Patron Requests Screen. CTRL+click or scrollwheel click to open this in a new browser tab.
3. The Acquisition Patron Requests Screen will show any other requests that this patron has made. You may sort the requests by clicking on the column headers.
4. To show canceled requests, click the Show Canceled Requests checkbox.

5. To add the request, click the Create Request button.

   Note: You will need the CREATE_PURCHASE_REQUEST permission to add a request.

6. The request type field is required. Every other field is optional, although it is recommended that you enter as much information about the request as possible.
7. The Pickup Library and User ID fields will be filled in automatically.
8. Request Date/Time and User Barcode will be automatically recorded when the request is saved.
9. Notify by Email When Hold is Ready and Notify by Phone When Hold is Ready will pull in preferences from the patron account if left blank, or can be set manually here.
10. You have the option to automatically place a hold for the patron if your library decides to purchase the item. If you’d like Evergreen to generate this hold, check the Place Hold box.
11. When you have finished entering information about the request, click the Save button.