This is the beginning of a Glossary of terms used in Evergreen. Please place here any terms you want to define, or need defined. This list will be the beginning of the Glossary for the Official Documents.

This prevents you from making purchases when only a specified amount of the fund remains. For example, if you want the fund to stop purchases after 95% of the fund has been spent, then you would enter 95 in the field. (e.g. If fund has $100 and balance stop percent is 95%, you would get the warning when you had $5 remaining). When the fund reaches its Balance Stop Percent, it will appear in red when you apply funds to copies. This can be adjusted as needed throughout your fiscal year.

This gives you a warning that the fund is low when the specified percentage remains. You may specify any percent. For example, if you want to be warned when 90% of the fund has been spent, you would enter 90 in the field. When the fund reaches its Balance Warning Percent, it will appear in yellow when you apply funds to copies. This can be adjusted as needed throughout your fiscal year.

This is the record containing the Bibliographic description of a specific resource. It contains data elements necessary to help users identify and retrieve that resource. The format for the record is usually in MARC21 format.

The Call Number is typically an alphanumeric label indicating an item's subject matter and/or Shelving location. see: Volumes

The Circulating library is the library in which the item normally resides. This is the library it transits back to.

Circulation modifiers are fields used to control circulation policies on specific groups of items. They can be added to copies during the cataloging process.

In Evergreen, copy are synonymous to item. They are the individual item barcoded at a specific Call Number at a specific library. See Also: Item

EDI (Electronic Data Interchange) is the transfer of data from one computer system to another by standardized message formatting, without the need for human intervention. (Source) In the context of the Acquisitions module, it allows your purchase orders to be sent electronically to the vendor and the vendor to send a response to let you know the initial status of your items as well as invoices.

When you activate a purchase order, you have earmarked a certain amount of money out of a certain fund to pay for that purchase. Earmarking those funds is called encumbering funds or "encumbered". They cannot be spent elsewhere because they are intended for that purchase. When the invoice for that purchase arrives and payment is made to the provider, the funds become "spent" and are no longer encumbered.

A Floating Collection is a group of items that are not housed permanently at one specific library, but instead are shelved in the library where they were most recently checked in.

If a fund propagates during year end close out operation the system will create a new fund in the next fiscal year with the same parameters as the current fund. All of the fund’s settings transfer upon propagation except for the year, the amount of money in the fund and fund tags. This setting can be changed at any time.

Rolling over funds would carry over encumbrances and/or remaining money from one fiscal year to another. Doing this requires that the fund be propagated.

The individual item to be added to the catalog. See: Copy

This is also known as a copy.

Not to be confused with Pre-cataloged item

ISBN, ISSN, or UPC

Not to be confused with Non-cataloged item

Same thing as a vendor.

This is a purchase order definition.

The organizational unit that receives physical items from the provider. For centralized systems where items are sent to one location, the receiver should be the system and not a branch. For systems that receive cataloging and processing and items are sent shelf-ready to a branch, the receiver should be at the branch level

Standard address number.

Volumes are synonymous with Call Numbers. Volumes is where the Owning Library is stored. The Volume level record allows libraries to use different classification systems and schema. see: Call Numbers