This feature is available in Evergreen version 2.3.

In version 2.3, Evergreen can receive electronic invoices from providers. To access an electronic invoice, you must:

1) Configure EDI for your provider. For information on configuring EDI in Evergreen, consult the Evergreen Official Documentation available at http://docs.evergreen-ils.org/

2) Evergreen will receive invoices electronically from the provider.

3) Click Acquisitions → Open Invoices to view a list of open invoices, or use the General Search to retrieve invoices. Click a hyperlinked invoice number to view the invoice.

Author: Sally Fortin, Equinox Software

This feature is available in Evergreen version 2.3.

Abstract

In Evergreen version 2.3, you can open an invoice, search for line items from the invoice, and add your search results to a new or existing invoice. This feature is especially useful when you want to populate an invoice with line items from multiple purchase orders.

In this example, we’ll add line items to a new 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 your 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) Click Search.

9) Use the Next button to page through results, or select a line item(s), and click Add Selected Items to Invoice.

10) 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) Enter the number of copies for which you were invoiced, the amount that was billed, and the amount that was paid. 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.

13) Save the invoice. A new option, Save and Clear, saves the current invoice and replaces it with a new invoice so that you can continue invoicing items.

Author: Sally Fortin, Equinox Software

This feature is available in Evergreen version 2.3.

This feature enables you to return to a specific line item on a selection list, purchase order, or invoice after you have navigated away from the page that contained the line item. This feature is especially useful when you must identify a line item in a long list. After working with a line item, you can return to your place in the search results or the list of line items.

To use this feature, select a line item, and then, depending on the location of the line item, click Return or Return to search. Evergreen will take you back to the specific line item in your search and highlight the line item with a colored box.

For example, you retrieve a selection list, find a line item to examine, and click the Copies link. After editing the copies, you click Return. Evergreen takes you back to your selection list and highlights the line item that you viewed.

This feature is available in General Search Results, Purchase Orders, and Selection Lists, whenever any of the following links are available:

• Selection List
• Purchase Order
• Copies
• Notes
• Worksheet

This feature is available in Invoices whenever any of the following links are available:

• Title
• Selection List
• Purchase Order

Author: Sally Fortin, Equinox Software

This feature is available in Evergreen version 2.3.

A new core source, Fund Summary, has been added to the reports interface. This core source enables librarians to run easily a report on fund activity. Fields that are accessible in this interface include Remaining Balance, Total Allocated, Total Encumbered, and Total Spent.

Author: Sally Fortin, Equinox Software

This feature is available in Evergreen version 2.3.

An enhancement to the fiscal rollover process enables you to move a fund’s encumbrances from one year to the next without moving unspent money. Unused money is not added to the next year’s fund and is not available for use.

To enable this enhancement, you must configure a new org unit setting:

1) Click Administration → Local Administration → Library Settings Editor.

2) Search for the setting, Allow funds to be rolled over without bringing the money along.

3) Click Edit.

4) Set the value to True.

5) Click Update Setting.

Enabling this setting will display a new check box in the Fund Propagation & Rollover drop down menu. To use this feature during the fiscal rollover process, click the check box adjacent to Limit Fiscal Year Close-out Operation to Encumbrances.

Author: Sally Fortin, Equinox Software

This feature will appear in Evergreen version 2.3.

This feature gives librarians new choices for color coding patron penalties.

In version 2.3, if the staff_alert column on the Standing Penalty Type is set to True and no other more serious penalty (as defined by the CSS) trumps it, then, when a patron incurs a penalty, a blue border will appear around the patron’s name.

For example, by default, the standing penalty type, ALERT_NOTE, has the staff_alert value set to TRUE. If I apply an alert to a user’s account, and no other penalty color takes precedence over it, then a blue border will appear around the patron’s name.

In addition, librarians now can customize the color coding on custom penalty types. For example, librarians can create a penalty type and, using the CSS class name PATRON_HAS_CUSTOM_PENALTY, apply a custom color box to the patron’s record.

Author: Sally Fortin, Equinox Software

This feature will be available in Evergreen version 2.3.

This feature enables you to specify the maximum number of checkouts of items by copy location and is an addition to the circulation limit sets. Circulation limit sets refine circulation policies by limiting the number of items that users can check out. Circulation limit sets are linked by name to circulation policies.

To limit checkouts by copy location:

1) Click Admin → Local Administration → Circulation Limit Sets.

2) Click New to create a new circulation limit set.

3) In the Owning Library field, select the library that can create and edit this limit set.

4) Enter a Name for the circulation set. You will select the Name to link the circulation limit set to a circulation policy.

5) Enter the number of Items Out that a user can take from this copy location.

6) Enter the Min Depth, or the minimum depth in the org tree that Evergreen will consider as valid circulation libraries for counting items out. The min depth is based on org unit type depths. For example, if you want the items in all of the circulating libraries in your consortium to be eligible for restriction by this limit set when it is applied to a circulation policy, then enter a zero (0) in this field.

7) Check the box adjacent to Global Flag if you want all of the org units in your consortium to be restricted by this limit set when it is applied to a circulation policy. Otherwise, Evergreen will only apply the limit to the direct ancestors and descendants of the owning library.

8) Enter a brief Description of the circulation limit set.

9) Click Save.

To link the circulation limit set to a circulation policy:

1) Click Admin → Local Administration → Circulation Policies

2) Select an existing circulation policy, or create a new one.

3) Scroll down to the Linked Limit Sets.

4) Select the Name of the limit set that you want to add to the circulation policy.

5) Click Add.

6) Click Save.

Author: Sally Fortin, Equinox Software

This feature is available in Evergreen version 2.3.

Abstract

In previous versions of Evergreen, you can  assign patrons a permission that enables them to manually override a failed hold.   In version 2.3, when a patron places a hold in the OPAC that fails, and the patron has the permission to override the failed hold, a new org unit setting automatically overrides the failed hold rather than requiring the patron to manually override the hold.

Administration

In version 2.3, a new org unit setting exists so that the hold override occurs automatically, and the patron does not have to choose to override it. To enable this org unit setting:

1) Click Admin → Local Administration → Library Settings Editor.

2) Scroll or search to find Auto-Override Permitted Hold Blocks (Patrons).

3) Set the value to True.

Use Case

A patron has placed a hold in the OPAC on a title that he has currently checked out. The patron permission group contains the permission, HOLD_ITEM_CHECKED_OUT.override.  In versions prior to 2.3, the following hold failure message appears, and the patron must click Submit to override the hold.

In version 2.3, with the appropriate org unit setting enabled, the hold success message appears automatically, and the patron is not required to take further action.

Author: Sally Fortin, Equinox Software

This feature is available in Evergreen version 2.3.

In versions of Evergreen prior to 2.3, the following penalty types were available by default. When applied to user accounts, these penalties prevented users from completing the following actions:

CIRC – Users cannot check out items

HOLD – Users cannot place holds on items

RENEW – Users cannot renew items

In version 2.3, two new penalty types are available in Evergreen:

CAPTURE – This penalty prevents a user’s holds from being captured. If the HOLD penalty has not been applied to a user’s account, then the patron can place a hold, but the targeted item will not appear on a pull list and will not be captured for a hold if it is checked in.

FULFILL – This penalty prevents a user from checking out an item that is on hold. If the HOLD and CAPTURE penalties have not been applied to a user’s account, then the user can place a hold on an item, and the item can be captured for a hold. However, when he tries to check out the item, the circulator will see a pop up box with the name of the penalty type, FULFILL. The circulator must correct the problem with the account or must override the penalty to check out the item.

Author: Sally Fortin, Equinox Software

This feature will be available in Evergreen version 2.3.

This feature ensures that the hold type can be displayed on all hold interfaces.

You will find the following changes to the hold type indicator:

1) The hold type indicator will display by default on all XUL-based hold interfaces. XUL-based hold interfaces are those that number the items on the interface. This can be overridden by saving column configurations that remove the column, Type.

2) The hold type indicator will display by default on the HTML-based pull list. To access, click Circulation → Pull List for Hold Requests → Print Full Pull List (Alternate Strategy).

3) The hold type indicator can be added to the Simplified Pull List. To access, click Circulation* → Pull List for Hold Requests → Simplified Pull List Interface.

To add the hold type indicator to the simplified pull list, click Simplified Pull List Interface, and right click on any of the column headers. The Column Picker appears in a pop up window. Click the box adjacent to Hold Type, and click Save. The Simplified Pull List Interface will now include the hold type each time that you log into the staff client.

Author: Sally Fortin, Equinox Software