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Acquisitions Glossary

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

Funds

  • 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 Orders

  • 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

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