Acquisitions Glossary

Contents

Listed here are terms commonly used in Evergreen Acquisitions.

General

Alerts – Pop up messages that appear when a line item is received.
Blanket Invoice – Allows you to expend money from a fund without the use of a purchase order.
Context Org Unit – The org unit that owns the bib record.
Distribution Formula – Tells the system how many copies should be distributed to each location.
Provider – Vendor

Balance Stop Percentage – Allows you to specify the percentage point at which you are stopped from spending money from a fund.
Balance Warning Percentage – Allows you to specify the percentage point at which a warning should display to inform you that a fund is low.
Propagate – At the year end close, the fund will be created for the new fiscal year.
Rollover – Allows mony remaining in a fund to be available in the next fiscal year.
Fund Tag – Used to group funds for reporting purposes.
Fund Source – Top level of funds. Monies are allocated to your specific funds from your funding sources.
Balance – The balance is calculated by subtracting expenditures (invoiced amounts) and encumbrances from the total allocated to the fund.
Total Allocated – This amount is the total amount allocated from Funding Sources.
Spent Balance – This balance is calculated by subtracting only the items that have been invoiced from the total allocated to the fund. It does not include encumbrances.
Total Debits – The total debits are calculated by adding the cost of items that have been invoiced and encumbrances.
Total Spent – The total spent is calculated by adding the cost of items that have been invoiced. It does not include encumbrances.
Total Encumbered – The total encumbered is calculated by adding all encumbrances.

Purchase Order – A group of items you are ordering. Purchase Orders have ID’s but can be named so they can be found easily. A name must be unique within the year, but can be reused the following year. Notes can be added to a purchase order that can, optionally, be made viewable by the provider.
Item(s) – The copy or copies attached to a line item.
Line Item – Represents a bibliographic record on a selection list or purchase order.
Line Item Worksheet – A printable sheet with details about the line item including alerts, notes and distribution of copies.
Total Estimated – The sum of the prices in the purchase order.
Total Encumbered – The amount that is encumbered when the purchase order is activated. It is equal to the Total Estimated.
Total Spent – This column automatically updates when the items in the purchase order are invoiced. It is the total of the invoiced amounts for the line items in the purchase order.
Selection List – A list of items that are being considered for purchase.
Single Attribute List – ISBN’s, ISSN’s or UPC’s can be exported for the line items listed in a Selection List or Purchase Order.

Updated on January 3, 2024