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Claim items

Manual claiming of items can be accomplished in multiple ways, but electronic claiming is not available. You can apply claim policies to line items or individual copies. You also can use the default claim policy associated with your provider to claim items.

Apply a claim policy

You can apply a claim policy to an item in one of two ways: apply a claim policy to a line item when the item is created on the selection list or purchase order, or use the default claim policy associated with the provider on the purchase order. The default claim policy for a provider is established when the provider is created and will be used for claiming if no claim policy has been applied.

  1. Open a selection list or purchase order. See the section on Purchase Orders for more information.

  2. Click the Actions drop down menu on the line item.

  3. Click Apply Claim Policy.

  4. A drop down menu of claim policies will appear. Choose a claim policy to apply to the line item. The claim policy will be applied to all items that have not been received or cancelled.

  5. Click Save.

Change a claim policy

You can manually change a claim policy that has been applied to a line item.

  1. Open a selection list or purchase order.

  2. Click the Actions drop down menu on the line item.

  3. Click Change Claim Policy.

  4. A drop down menu of claim policies will appear. Choose a claim policy to apply to the line item.

  5. Click Save.

Claim an item

You can manually claim items at any time after the item has been ordered.

  1. Open a purchase order.

  2. Click the Actions drop down menu on the line item.

  3. Click Claims. The number of existing claims appears in parentheses.

  4. A drop down menu of items to be claimed and possible claim actions appears. Check the boxes adjacent to the item that you want to claim and the action that you will take. You can claim items that have not been received or cancelled.

  5. Click Claim Selected.

  6. Select a claim type from the drop down menu. Entering a note is optional.

  7. Click Claim.

  8. The number of existing claims on the line item updates, and a claim voucher appears. The voucher can be printed and mailed to the vendor to initiate the claim.

Produce a list of claim-ready items

If an item has not been received and meets the conditions for claiming according to the item’s claim policy, then the item will be eligible for claiming. Evergreen can produce a list of items, by ordering branch, which is ready to be claimed. You can use this list to manually claim items from your provider.

  1. Click Acquisitions → Claim-Ready Items.

  2. Choose a branch from the drop down menu to claim items that were ordered by this branch.

  3. Any items that meet the conditions for claiming will appear.

  4. Check the box adjacent to the line items that you wish to claim. Click Claim selected items.

  5. Select a claim type from the drop down menu. Entering a note is optional.

  6. Click Claim.

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