Acquisition Records
From eHive
Acquisition Records allows you to manage the acquisition process of a single object or groups of objects.
You can record details of an acquisition as soon as it is proposed, when it is approved, or once it has been acquired. Declined acquisitions can also be recorded.
You can create acquisition records independently of object records, so you can create an initial basic description and later link the acquisition record to one or more object records.
Linking records to Acquisition Lots
Acquisition is available in two sections of eHive:
a. In the Acquisition tab of the Object create screen, you can create an acquisition record or find an existing one to link to the current object.
OR
b. In the Acquisition Record create screen, you can create an object record or find an existing one to link to the current acquisition record.
This means that you can enter details about an Acquisition to existing records, or create new records as you're entering the Acquisition Record to eHive.
Acquisition Record Fields
| Field Name | Description of Field | Type of Field | Internal Field Name |
|---|---|---|---|
| Acquisition Status | This field is used to record the status of the Acquisition. Statuses available are: Proposed, Declined, Approved and Acquired. | <span style="background-color: navy; color: white; " />Pick list | acq_status |
| Acquisition Reference Number | This field is used to record any reference number associated with the Acquisition. For example, this may be an internal filing number used by your organisation for Acquisition files. | Text field | acq_number |
| Description - for entire acquisition | This field is used to record any descriptive details about the entire acquisition lot as a whole. For example, this might be something like "Proposed Gift of historical photographs from Jones Family, covering the period 1926-1946". | Text field | lot_description |
| Related Objects | You can add details of acquisition to new records by clicking Create Record, or add acquisition details to existing records by clicking Find Related Record'. You can add/create any number of records from the Acquisition Record screen. | | |
| Acquisition Source | Use this field to record the name of the person or organisation where the acquisition is coming from. | <span style="background-color: navy; color: white; " />Pick list | acq_source |
| Acquisition Source Role | This field allows you to record a role for the acquisition source person or organisation. For example, this could include 'Donor', 'Vendor', 'Dealer'. | <span style="background-color: navy; color: white; " />Pick list | acq_source_role |
| Acquisition Method | How was the Acquisition acquired? This might include 'Deposit', 'Donation', 'Gift', 'Purchase' etc. | <span style="background-color: navy; color: white; " />Pick list | acq_method |
| Acquisition Reason | If the item/s have been acquired for a particular reason, you can enter details here. For example, this might include 'Collection Policy', 'Replacement' etc. | <span style="background-color: navy; color: white; " />Pick list | acq_reason |
| Acquisition Date | Record the details of the date for the Acquisition. | Date field | acq_date |
| Acquisition Authority | Record the details of the general authority who approved the acquisition. For example, 'Acquisitions Committee', 'Board of Trustees' etc. | Text field | acq_authority |
| Price (Local) - for entire acquisition | This field is used to record the purchase price (if applicable) in your own currency. If the acquisition was purchased outside of your country, this field could be used to record the conversion of the foreign purchase price to your local currency. Please note that this Price is used to record the price of the entire Acquisition Record. | Number field | lot_price_local |
| Price (Foreign) - for entire acquisition | This field is used to record the purchase price of an object in the original (foreign) currency. This field would be used if the Acquisition was purchased in a foreign country. Please note that this field is used to record the price of the entire Acquisition Record. | Number field | lot_price_foreign |
| Valuation - for entire acquisition | The Valuation field allows you to record a valuation for the Acquisition item/s at the point of acquisition, if a valuation has been made. Valuation is often used for insurance purposes, and may not be the same as the actual price paid. Please note that this field is used to record the valuation of the entire Acquisition Record. | Number field | acq_valuation |
| Funder - for entire acquisition | Funder is used to record the name of the person or company that provided the financial support necessary to enable the purchase of the Acquisition item/s. Please note that this field is used to record the Funder of the entire Acquisition Record. | <span style="background-color: navy; color: white; " />Pick list | acq_funder |
| Funding Amount - for entire acquisition | This field is used to record the amount of money provided by the Funder. For example, if the total purchase price was $1,000 and the funder contributed $500, then $500 would be recorded here. Please note that this field is used to record the Funding Amount for the entire Acquisition Record. | Number field | acq_funding_amount |
| Funding Type - for entire acquisition | Funding Type is used to specify a generic type for the source of monetary assistance for acquiring the Acquisition item/s. For example, this might include: 'Government', 'Friends of the Gallery', 'Local Fund'. Please note that this field is used to record the Funding Type of the entire Acquisition Record. | <span style="background-color: navy; color: white; " />Pick list | acq_funding_type |
