Providers

Adding a Provider:

  1. Go to Admin/Acquisitions Administration/Providers
  2. Click New Provider
  3. Fill out the provider information (See descriptions below)
  4. Click Save.
  • Provider Name: A unique name to identify the provider
  • Code: A unique code to identify the provider.
  • Default # Copies: Automatically adds the set number of copies to a line item. The default is “0”. If you change the default to “1,” any line item added to a PO for that provider, will be created with 1 copy.
  • Owner: The org unit who will “own” the provider.
  • Currency: Select US Dollars
  • Active: Whether or not the Provider is “active” for use
  • Default Claim Policy: Leave blank.
  • EDI Default: This is part of the EDI set-up. If this is an EDI provider select the appropriate “EDI Account.”
  • Email: The email address for the provider.
  • Fax Phone: A fax number for the provider.
  • Holdings Tag: 962. Required if you are loading MARC order records from the provider into Evergreen.
  • Phone: A phone number for the provider.
  • Prepayment Required: Whether or not prepayment is required.
  • SAN: The vendor SAN code
  • URL: The vendor website

Provider Address Tab: Enter any addresses associated with the provider. For each address you want to enter, click on the New Provider Address button and fill out the form. Yellow fields are required.

Provider Address Dialog
Provider Address Dialog
  • Address Type: ex. Mailing, Claims, Warehouse, etc.
  • Provider: The provider ID is filled automatically by the system.
  • Enter the address in the appropriate fields.
  • Fax Phone: Enter a fax and/or phone number.
  • Is Valid?: If the address is known to be valid check the box.

Provider Contact Tab: Enter any contacts associated with the provider. For each contact you want to enter, click on the New Contact button and fill out the form.

Contact Form
Contact Form

If you would like to add an address for your contact, click on the “New Contact Address” button.

Contact's Address
Contact's Address

The Contact drop down currently displays the system ID numbers of contacts rather than the contact’s name. You can get the contact’s ID number by double clicking on the contact you want to add the address for and viewing the record.

Contact ID
Getting the contact ID
  • Attribute Definitions tab: May be required depending on provider.
  • Holding Subfield tab: Set up of these is equired if you are loading records into Evergreen.

    To set up Holding Subfields, click on New Holdings Subfield, select the subfield name from the drop down list, and type in the appropriate subfield listed below:

    r – Estimated Price

    u – Fund Code

    b – Owning Library

    o – Quantity

    g – Circ Modifier

    t – Copy Location

    p – Note (Do not use unless you always load a note. Blank subfields in the 962 will cause the record upload to fail.)

    Call number and barcode are automatically filled in by Evergreen, so you do not need to specify them.

  • Invoices tab: Paid invoices for the provider will display here.

Deleting a Provider

You can delete a provider as long as no purchase orders have been assigned to it.

  1. Check the box to the left of the provider you want to delete.
  2. Click the Delete Provider button in the upper right of the screen.