1 .. include:: images.rst
6 The Koha Acquisitions module provides a way for the library to record
7 orders placed with vendors and manage purchase budgets.
9 - *Get there:* More > Acquisitions
14 Before using the Acquisitions Module you will want to make sure that you
15 have completed all of the set up.
17 First, set your `Acquisitions System Preferences <#acqprefs>`__ and
18 `Acquisitions Administration <#acqadmin>`__ to match your library's
19 workflow. Before setting your `EDI Accounts <#ediaccounts>`__ and
20 `Library EANs <#libraryeans>`__ you will need to have `entered your
21 vendors <#addacqvendor>`__.
23 On the main acquisitions page you will see your library's funds listed.
25 Acquisitions Funds Summary
30 If the total line is confusing for the funds you have set up you can
35 #funds_total {display:none;}
37 to the `IntranetUserCSS <#IntranetUserCSS>`__ preference.
39 To see all active funds you can click the checkbox next to 'Show active
40 and inactive' above the funds table.
42 To see a history of all orders in a fund you can click on the linked
43 amount and it will run a search for you.
45 Breakdown of orders against the FIC Fund
48 Learn more in the `Budget/Fund Tracking <#fundtracking>`__ section of
51 `Vendors <#acqvendors>`__
52 -------------------------
54 Before any orders can be places you must first enter at least one
57 `Add a Vendor <#addacqvendor>`__
58 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
60 To add a vendor click the 'New Vendor' button on the Acquisitions page
62 New Vendor Button on Acquisitions
65 The vendor add form is broken into three pieces
67 - The first section is for basic information about the Vendor
69 Basic Vendor Information
72 - Of these fields, only the Vendor name is required, the rest of the
73 information should be added to help with generating claim letters
76 - The second section is for information regarding your contact at the
79 Vendor Contact Details
82 - None of these fields are required, they should only be entered if
83 you want to keep track of your contact's information within Koha
85 - The final section is for billing information
87 Vendor Ordering/Billing Information
90 - To be able to order from a vendor you must make them 'Active'
92 - For List Prices and Invoice Prices choose the currency
94 - Currencies are assigned in the `Currencies & Exchange
95 Rates <#currexchangeadmin>`__ admin area
97 - If your library is charged tax mark your Tax Number as registered
99 - Note if you list prices and/or invoice prices include tax
101 - If the vendor offers a consistent blank discount, enter that in
104 - You can enter item specific discounts when placing an order
106 - Enter your tax rate if your library is charged taxes on orders
108 - If you know about how long it usually takes orders to arrive from
109 this vendor you can enter a delivery time. This will allow Koha to
110 estimate when orders will arrive at your library on the late
113 - Notes are for internal use
115 `View/Edit a Vendor <#editacqvendor>`__
116 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
118 To view a vendor's information page you must search for the vendor from
119 the Acquisitions home page. Your search can be for any part of the
122 Vendor Search Results
125 From the results, click on the name of the vendor you want to view or
128 Vendor Information Page
131 To make changes to the vendor, simply click the 'Edit vendor' button.
133 If the vendor has no baskets attached to it then a 'Delete vendor'
134 button will also be visible and the vendor can be deleted. Otherwise you
135 will see a 'Receive shipment' button.
137 Receive shipment button
140 `Vendor Contracts <#vendorcontracts>`__
141 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
143 You can define contracts (with a start and end date) and attach them to
144 a vendor. This is used so that at the end of the year you can see how
145 much you spent on a specific contract with a vendor. In some places,
146 contracts are set up with a minimum and maximum yearly amount.
148 `Add a Contract <#addvendorcontract>`__
149 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
151 At the top of a Vendor Information Page, you will see a 'New Contract'
157 The contract form will ask for some very basic information about the
165 You cannot enter a contract retrospectively. The end date must not
166 be before today's date.
168 Once the contract is saved it will appear below the vendor information.
170 Vendor with contracts
173 It will also be an option when creating a basket
175 Contract Pull Down on New Basket Form
178 `Managing Suggestions <#managesuggest>`__
179 -----------------------------------------
181 Purchase suggestions can be generated in one of two ways. You can create
182 suggestions via the staff client either for the library or `on the
183 patron's behalf <#patronsuggestions>`__ from their record. Depending on
184 your settings in the `suggestion <#suggestionspref>`__ system
185 preference, patrons may also be able to make purchase suggestions via
186 the OPAC. When a suggestion is waiting for library review, it will
187 appear on the Acquisitions home page under the vendor search.
189 Pending suggestions on Acquisitions
192 It will also appear on the main staff dashboard under the module labels:
194 Pending suggestions on main page
197 Clicking 'Manage suggestions' will take you to the suggestion management
198 tool. If there are no pending suggestions you can access the suggestion
199 management tool by clicking the 'Manage suggestions' link on the menu on
200 the left of the Acquisitions page.
202 Suggestion Management
205 Your suggestions will be sorted into several tabs: Accepted, Pending,
206 Checked, Ordered and/or Rejected. Each accepted or rejected suggestion
207 will show the name of the librarian who managed the suggestion and the
208 reason they gave for accepting or rejecting it (found under 'Status').
210 An 'Accepted' suggestion is one that you have marked as 'Accepted' using
211 the form below the suggestions. A 'Pending' suggestion is one that is
212 awaiting action from the library. A 'Checked' suggestion is one that has
213 been marked as 'Checked' using the form before the suggestions. An
214 'Ordered' suggestion is on that has been ordered using the '`From a
215 purchase suggestion <#orderfromsuggestion>`__' link in your basket. A
216 'Rejected' suggestion is one that you have marked at 'Rejected' using
217 the form below the list of suggestions.
219 For libraries with lots of suggestions, there are filters on the left
220 hand side of the Manage Suggestions page to assist in limiting the
221 number of titles displayed on the screen.
226 Clicking on the blue headings will expand the filtering options and
227 clicking '[clear]' will clear all filters and show all suggestions.
231 The suggestions page will automatically be limited to suggestions
232 for your library. To see information for all (or any other)
233 libraries click on the 'Acquisition information' filter and change
239 When reviewing 'Pending' suggestions you can choose to check the box
240 next to the item(s) you want to approve/reject and then choose the
241 status and reason for your selection. You can also choose to completely
242 delete the suggestion by checking the 'Delete selected' box.
247 Another option for libraries with long lists of suggestions is to
248 approve or reject suggestions one by one by clicking on the title of the
249 suggestion to open a summary of the suggestion, including information if
250 the item was purchased.
252 Suggestion Information
255 Clicking 'edit' to the right of the suggested title or at the to pof the
256 suggestion detail page will open a suggestion editing page.
258 Edit Purchase Suggestion
261 From this form you can make edits to the suggestion (adding more details
262 or updating incorrect information provided by the patron). You can also
263 choose to accept or reject the suggestion on an individual basis.
265 - Choosing to mark a request as 'Pending' will move the request back to
268 Reasons for accepting and rejecting suggestions are defined by the
269 `SUGGEST <#suggestauthorized>`__ authorized value.
271 Reasons for approving or rejecting suggestions
274 If you choose 'Others...' as your reason you will be prompted to enter
275 your reason in a text box. Clicking 'Cancel' to the right of the box
276 will bring back the pull down menu with authorized reasons.
278 Enter reason for 'Others...'
281 You can also assign this suggestion to a fund. Edit suggestion fund
283 This edit can trigger a notice (defined in the `Notices &
284 Slips <#notices>`__ tool with the `TO\_PROCESS <#toprocessnotice>`__
285 notice) to the fund owner that there is a suggestion ready for them to
286 manage if you have turned on the `cron job to generate these
287 notices <#emailsuggestfund>`__.
289 Once you have clicked 'Submit' the suggestion will be moved to the
290 matching tab. The status will also be updated on the patron's account in
291 the OPAC and an `email notice <#notices>`__ will be sent to the patron
292 using the template that matches the status you have chosen.
294 Purchase suggestions in the OPAC
297 `Placing Orders <#placingacqorder>`__
298 -------------------------------------
300 To place an order you must first search for the vendor or bookseller you
301 want to send the order to.
305 If you are planning on using EDIFACT to submit your order you will
306 need to first set up your library's `EDI Accounts <#ediaccounts>`__
307 and `EANs <#libraryeans>`__.
309 `Create a basket <#createacqbasket>`__
310 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
314 If you're using EDI for ordering you will want to download your
315 order record from your vendor before starting the process in Koha.
317 To create a basket you must first search for the vendor you're ordering
320 New Basket / Add Basket Options
323 And click the 'New basket' button to the right of the vendor name.
327 You can also add to an existing basket by clicking the 'Add to
328 basket' link to the far right of each basket's information in the
331 After clicking 'New basket' you will be asked to enter some information
337 - When adding a basket you want to give it a name that will help you
340 - Enter in the Billing Place and Delivery Place (this will default the
341 library you're logged in at)
343 - If you would like to change the vendor you're ordering from you can
344 use the Vendor pull down menu
346 - The notes fields are optional and can contain any type of information
348 - If you're ordering standing items (items which arrive regularly) then
349 you will want to check the 'Orders are standing' box for this basket
351 If you have `added contracts <#addvendorcontract>`__ to the vendor
352 you're ordering from, you will also have an option to choose which
353 contract you're ordering these items under.
355 Basket with contract options
358 When finished, click 'Save'
363 Once your basket is created you are presented with several options for
364 adding items to the order.
366 - If you are ordering another copy of an existing item, you can simply
367 search for the record in your system.
369 Search for existing records
372 - From the results, simply click 'Order' to be brought to the order
378 - All of the details associated with the item will already be
379 listed under 'Catalog details.'
381 - If you allow patrons to make purchase suggestions (learn more in the
382 `Managing Suggestions <#managesuggest>`__ section of this manual),
383 then you can place orders from those suggestions. In order to keep
384 track of suggestions that have been ordered and received you must
385 place the order using this link.
387 Approved Suggestions to Order From
390 - From the results, click 'Order' next to the item you want to order
391 and you will be presented with the order form including a link to
394 Order from a Suggestion
397 - From this form you can make changes to the Catalog Details if
400 - When the item appears in your basket it will include a link to
403 Suggestion Link in basket
406 - Orders added to the basket in this way will notify the patron via
407 email that their suggestion has been ordered and will update the
408 patron's '`My purchase suggestions <#opacmysuggestions>`__' page
411 - If you're using the `Serials <#serials>`__ module you can link your
412 subscription order information to acquisitions by choosing to order
413 'From a subscription'
415 - After clicking the order link you will be brought to a search page
416 that will help you find your subscription
418 Subscription order search
421 - Your results will appear to the right of the form and each
422 subscription will have an 'Order' link to the right
427 - Clicking 'Order' will bring the subscription info in to the order
428 form without an 'Add item' section since you are just ordering a
429 subscription and an item isn't needed
431 Order from subscription
434 - To order from a record that can't be found anywhere else, choose the
435 'From a new (empty) record.'
440 - You will be presented with an empty form to fill in all of the
441 necessary details about the item you are ordering.
443 - If you want to search other libraries for an item to purchase, you
444 can use the 'From an external source' option that will allow you to
445 order from a MARC record found via a Z39.50 search.
447 Search for record to add
450 - From the results, click the Order link next to the item you want
453 Search Results to Order From
456 - If the item you're ordering from an external source looks like it
457 might be a duplicate, Koha will warn you and give you options on
460 Duplicate order warning
463 - From the warning, you can choose to order another copy on the
464 existing bib record, create a new bib record, or cancel your
467 - In the order form that pops up, you will not be able to edit the
470 New order from Z39.50 Search
473 - The next option for ordering is to order from a staged record (`learn
474 more about staging records <#stagemarc>`__).
478 This is the option you will choose if you have an order file from
481 Staged Files to Order From
484 - From the list of files you are presented with, choose the 'Add
485 orders' link to add the records in the staged file to your order.
488 - Next to each title is a checkbox, check the items you would like
489 to order, or choose 'Check all' at the top. Depending on your
490 settings in the `MarcFieldsToOrder <#MarcFieldsToOrder>`__
491 preference Koha will populate the next screen with with the
492 relevant Quantity, Price, Fund, Statistic 1, and Statistic 2 found
493 within the staged file.Add orders from staged file
495 - In the 'Item Information' tab you can enter information that will
496 be added to every ordered item such as item type, collection code
497 and not for loan status.Item information
499 - If no information is imported from the MARC record regarding fund
500 information the 'Default accounting details' tab can be used to
501 apply values related to the accounting.Accounting details
503 - The final option for ordering is to order from a list of titles with
504 the highest hold ratios
506 - This option will take you to the Holds Ratio report where you can
507 find items with a high hold ratio and order additional copies.
508 Next to each title will be a link with the number of items to
509 order, click that and it will add the item to your basket.Holds
512 With any of the above ordering options you're presented with an option
513 to notify patrons of the new item when it's received. The contents of
514 that notification can be edited in the `Notices & Slips <#notices>`__
515 tool and will have the code of ACQ\_NOTIF\_ON\_RECEIV. In the 'Patrons'
516 section you will see an option to 'Add user'. Click that button to add
517 patrons who will be notified of the new issue.
519 Patron notification search
521 - In the window that pops up search for the patrons you'd like to
522 notify and click 'Select'
524 - Once you're done you can close the window and you'll see the list of
525 patrons under the 'Patrons' sectionPatrons
527 After bringing in the bib information (for all import methods except for
528 the staged file), if your `AcqCreateItem <#AcqCreateItem>`__ system
529 preference is set to add an item when ordering you will enter the item
530 info next. You need to fill out at least one item record and then click
531 the 'Add' button at the bottom left of the item form.
536 After clicking the 'Add item' button below the item record the item will
537 appear above the form and then you can enter your next item the same way
538 (if ordering more than one item).
543 Once you have entered the info about the item, you need to enter the
544 Accounting information.
549 - Quantity is populated by the number of items you've added to the
554 You cannot edit the quantity manually, you must click 'Add'
555 below the item form to add as many items as you're ordering.
557 - The list of funds is populated by the `funds <#funds>`__ you have
558 assigned in the Acquisitions Administration area.
560 - The currency pull down will have the
561 `currencies <#currexchangeadmin>`__ you set up in the `Acquisitions
562 Administration <#acqadmin>`__ area.
564 - The vendor price is the price before any taxes or discounts are
567 - If the price is uncertain, check the uncertain price box.
569 - A basket with at least one uncertain price can't be closed.
571 - If you are charged sales tax, choose that from the gstrate field
573 - Enter the percentage discount you're receiving on this order, once
574 you enter this, hit tab and Koha will populate the rest of the cost
577 - If you added Planning Values when `creating the
578 Fund <#addbudgetfund>`__, those values will appear in the two
579 Planning Value fields.
581 Once you have filled in all of the fields click 'Save' to add the item
582 to your basket. If your price goes over the amount availalbe in the fund
583 you will be presented with a confirmation.
588 The confirmation warning will allow you order past your fund amount if
591 After an item is added to the basket you will be presented with a basket
594 Basket with item info
597 If you would like to see more details you can check the 'Show all
603 From here, you can edit or remove the items that you have added.
605 - Choosing to 'Delete the order' will delete the order line but leave
606 the record in the catalog.
608 - Choosing to 'Delete order and catalog record' removes both the order
609 line and the record in the catalog.
611 - The catalog record cannot always be deleted. You might see notes
614 Can't delete order line
617 On the summary page, you also have the option to edit the information
618 that you entered about the basket by clicking the 'Edit basket header
619 information' button, to delete the basket altogether by clicking the
620 'Delete this basket' button, or to export your basket as a CSV file by
621 clicking the 'Export this basket as CSV' button.
626 If you're using EDI for your order you can click the 'Create EDIFACT
627 order' button when you're done to send the file to the vendor and close
628 the basket.EDIFACT Order
630 Once you're sure your basket is complete, you can click 'Close this
631 basket' button to indicate that this basket is complete and has been
636 You must close the basket to be able to `receive
637 items <#receiveacqorder>`__ when they arrive. Only items in closed
638 baskets will show as ready to receive.
640 If you have your `BasketConfirmations <#BasketConfirmations>`__
641 preference set to show a confirmation, you will be asked if you are sure
642 about closing the basket.
644 Basket Closure Confirmation
647 When closing the basket you can choose to add the basket to a group for
648 easy printing and retrieval. If you check the box to 'Attach this basket
649 to a new basket group' you will be brought to the group list where you
650 can print a PDF of the order.
657 A basket with at least one item marked as 'uncertain price' will not
658 be able to be closed.
660 A basket with items where the price is uncertain
663 Clicking the 'Uncertain Prices' button will call up a list of items with
664 uncertain prices to quick editing. From that list, you can quickly edit
665 the items by entering new prices and quantities.
672 The Uncertain Prices page is independent of the basket. It is linked
673 to the vendor so you will see all items on order with uncertain
674 prices for that vendor.
676 Once your order is entered you can search for it through acquisitions or
677 view the information on the biblio detail page in the staff client (if
678 the `AcquisitionDetails <#AcquisitionDetails>`__ preference is set to
679 'Display).Acquisitions details
681 `Create a basket group <#acqbasketgroup>`__
682 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
684 A basket group is simply a group of baskets. In some libraries, you have
685 several staff members that create baskets, and, at the end of a period
686 of time, someone then groups them together to send to the vendor in
687 bulk. That said, it is possible to have one basket in a basket group if
688 that's the workflow used in your library.
690 `Printing baskets <#printacqbasket>`__
691 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
693 When you are finished adding items to your basket, click 'Close this
699 You will be asked if you want to 'Attach this basket to a new basket
700 group with the same name'. A basket group is necessary if you want to be
701 able to print PDFs of your orders.
703 Create Purchase Order
706 Your completed order will be listed on the Basket Grouping page for
707 printing or further modification.
712 If you closed the basket before generating the EDIFACT order you can do
713 so from the basket grouping page.
715 Basket Grouping EDIFACT
717 Clicking the 'Print' button next to your order will generate a PDF for
718 printing, which will have all of your library information followed by
719 the items in your order.
724 `Receiving Orders <#receiveacqorder>`__
725 ---------------------------------------
729 You must close the basket to be able to `receive
730 items <#receiveacqorder>`__ when they arrive. Only items in closed
731 baskets will show as ready to receive.
733 Orders can be received from the vendor information page
735 Receive from Vendor Information
738 or the vendor search results page
740 Vendor Search Results
743 After clicking 'Receive shipment' you will be asked to enter a vendor
744 invoice number, a shipment received date, a shipping cost and a budget
745 to subtract that shipping amount from.
750 The receive page will list all items still on order with the vendor
751 regardless of the basket the item is from.
756 To receive a specific item, click the 'Receive' link to the right of the
762 From this form you can alter the cost information. You can also choose
763 to mark only part of the order as received if the vendor didn't send
764 your entire order by checking only the boxes next to the items on the
765 left that you want to receive. The values you enter in the 'Replacement
766 cost' and 'Actual cost' will automatically populate the item record by
767 filling in subfield v (Cost, replacement price) and subfield g (Cost,
768 normal purchase price) on the item record after saving.
770 Item record after receipt
773 You can also make edits to the item record from this form by clicking
774 the 'Edit' link next to each item. This will allow you to enter in
775 accurate call numbers and barcodes if you'd like to do that at the point
776 of receipt. Once you have made any changes necessary (to the order
777 and/or items, click 'Save' to mark the item(s) as received.
782 `AcqItemSetSubfieldsWhenReceived <#AcqItemSetSubfieldsWhenReceived>`__
783 preference set to add or change values on received items those
784 changes will take place after you hit 'Save'.
786 Already Received Items
789 If the item is no longer available from this vendor you can transfer the
790 order to another vendor's basket by clicking the 'Transfer' link to the
791 right of the title. This will pop up a vendor search box.
796 From the results you can click 'Choose' to the right of the vendor you
797 would like to reorder this item from.
802 You will then be presented with the open baskets for that vendor to
803 choose from. To move the item simply click 'Choose' to the right of the
804 basket you would like to add the item to.
809 Once you have chosen you will be presented with a confirmation message.
814 When you're finished receiving items you can navigate away from this
815 page or click the 'Finish receiving' button at the bottom of the screen.
817 If the item cannot be found anywhere you can cancel the order by
818 clicking 'Delete order' to the far right. This will prompt you to enter
819 your reason and confirm cancellation.Cancel order
821 You will also see that the item is received and/or cancelled if you view
824 One item marked (rcvd) in basket
827 `Invoices <#acqinvoices>`__
828 ---------------------------
830 When orders are received invoices are generated. Invoices can be
831 searched by clicking on 'Invoices' in the left of the Acquisitions page.
836 After searching, your results will appear to the right of the search
839 Invoice search results
842 From the results you can click the 'Details' link to see the full
843 invoice or 'Close' to note that the invoice is closed/paid for.
848 If you're allowing the uploading of acquisitions files with the
849 `AcqEnableFiles <#AcqEnableFiles>`__ preference you will see the option
850 to manage invoice files next to the link to 'Go to receipt
853 To see or attach new files click the 'Manage invoice files' link
858 From here you can find a file to upload and/or see the files you have
864 From the invoice search results you can also merge together two invoices
865 should you need to. Simply click the checkbox to the left of the
866 invoices you would like to merge and click the 'Merge selected invoices'
867 button at the bottom of the page. You will be presented with a
873 Click on the row of the invoice number you would like to keep and it
874 will be highlighted in yellow. Enter any different billing information
875 in the fields provided and click 'Merge'. The two invoices will become
878 `Claims & Late Orders <#acqclaims>`__
879 -------------------------------------
881 If you have entered in an email address for the vendors in your system
882 you can send them claim emails when an order is late. Before you can
883 send claims you will need to set up an `acquisitions claim
884 notice <#ACQCLAIM>`__.
886 Upon clicking on the link to 'Late Orders' from the Acquisitions page
887 you will be presented with a series of filter options on the left hand
888 side. These filters will be applied only closed baskets.
890 Acquisitions Late Order Filters
895 The vendor pull down only shows vendors with closed baskets that are
898 Once you filter your orders to show you the things you consider to be
899 late you will be presented with a list of these items.
904 To the right of each late title you will be see a checkbox. Check off
905 the ones you want a claim letter sent to and click 'Claim Order' at the
906 bottom right of the list. This will automatically send an email to the
907 vendor at the email address you have on file.
911 The Estimated Delivery Date is based on the Delivery time value
912 entered on the vendor record.
914 If you would rather use a different acquisition claim letter (other than
915 the default) you can `create that in the notices module <#addnotices>`__
916 and choose it from the menu above the list of late items.
918 Choose a Claim Letter
921 `Acquisition Searches <#acqsearch>`__
922 -------------------------------------
924 At the top of the various Acquisition pages there is a quick search box
925 where you can perform either a Vendor Search or an Order Search.
930 In the Vendor Search you can enter any part of the vendor name to get
933 Vendor Search Results
936 Using the Orders Search you can search for items that have been ordered
937 with or without the vendor.
942 You can enter info in one or both fields and you can enter any part of
943 the title and/or vendor name.
948 Clicking the plus sign to the right of the Vendor search box will expand
949 the search and allow you to search for additional fields.
951 Expanded Orders Search
954 Clicking Advanced Search to the right of the search button will give you
955 all of the order search options available.
960 `Budget/Fund Tracking <#fundtracking>`__
961 ----------------------------------------
963 On the main acquisitions page there will be a table showing you all of
964 your active funds and a breakdown of what has been ordered or spent
970 Clicking on the linked amounts under spent or ordered will show you a
971 summary of the titles ordered/received on that budget.
976 `EDI Process <#ediprocess>`__
977 -----------------------------
979 Previous sections explain all ordering options, this section pulls out
980 the parts related to EDI or EDIFACT ordering to help those who are only
981 using EDI for ordering.
985 Koha uses the EDIFACT standard not the X12 standard for electronic
988 `EDI Questions for Vendors <#ediquestions>`__
989 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
991 You will want to gather the following information from your vendors
992 before beginning the set up process in Koha.
994 **EDI Accounts:** *This is the basic connection information for your
995 vendor. This will be used to fill in the `EDI Accounts <#ediaccounts>`__
998 - **Vendor:** The name of the vendor
1000 - **Description:** A short description if additional explanation is
1001 needed ( especially if you have multiple accounts for one vendor ).
1003 - **Transport:** Does the vendor transmit EDI files via FTP, SFTP, or
1004 something else the requires special processing?
1006 - **Remote host:** The URL or IP address of the FTP/SFTP server
1008 - **Username:** The username for the above server
1010 - **Password:** The password for the above server
1012 - **Download directory:** The path on the server that contains files
1013 for Koha to download and process
1015 - **Upload directory:** The path on the server that Koha will upload
1016 files to for your vendor to process
1018 - **Qualifier:** Who assigned the SAN below?
1020 - Choose one of the following:
1022 (14) EAN International
1026 (91) Assigned by supplier
1028 (92) Assigned by buyer
1030 - **SAN:** The identifier for the vendor
1032 *Buyer qualifier and SAN are optional. Some vendors require a second
1033 buyer identifier in addition to the account EAN*.
1035 - **Buyer qualifier:** Who assigned the SAN below?
1037 - Choose one of the following:
1039 (14) EAN International
1043 (91) Assigned by supplier
1045 (92) Assigned by buyer
1047 - **Buyer SAN:** The identifier for the library
1049 - **Quotes enabled:** [y/n] Does this vendor support sending and
1050 receiving quotes via EDIfact and do you want to send and receive
1053 - **Orders enabled:** [y/n] Does this vendor support sending and
1054 receiving orders via EDIfact and do you want to send and receive
1057 - **Invoices enabled:**\ [y/n] Does this vendor support sending and
1058 receiving invoices via EDIfact and do you want to send and receive
1059 invoices via EDIfact?
1061 - **Order file suffix:** The file suffix for order files
1063 - **Quote file suffix:** The file suffix for quote files
1065 - **Invoice file suffix:** The file suffix for invoice files
1067 - **Account number(s):** (list them all)
1069 - **Account description(s):** (the summary of what this number is for)
1071 **EANs:** *Each library using EDIfact needs to specify a buyer
1072 identifier know as a SAN or EAN. This will fill in the `Library
1073 EANs <#libraryeans>`__ setting.*
1079 - Choose one of the following:
1081 (14) EAN International
1085 (91) Assigned by supplier
1087 (92) Assigned by buyer
1089 **MARC Order Fields or Grid Ordering:** *These values will fill in the
1090 `MarcFieldsToOrder <#MarcFieldsToOrder>`__ preference.*
1092 - **price:** MARC21 field that contains the item price
1094 - **quantity:** MARC21 field that contains the number of items for the
1097 - **budget\_code:** MARC21 field that contains the Koha budget code to
1100 - **discount:** MARC21 field the contains the discount as a percentage
1101 the the price will be discounted by
1103 - **sort2:** MARC21 field that will populate custom field sort1
1105 - **sort2:** MARC21 field that will populate custom field sort2
1107 `EDI Setup <#edisetup>`__
1108 ~~~~~~~~~~~~~~~~~~~~~~~~~
1110 Before you begin ordering using EDI you will want to take the following
1113 - Ask your vendor/bookseller/jobber for `connection
1114 information <#ediquestions>`__
1116 - It might also be beneficial to ask for a few sample EDIFACT files
1119 - Share with your vendor/bookseller/jobber your `library
1120 codes <#libsgroups>`__, `item type codes <#itemtypeadmin>`__, `fund
1121 codes <#funds>`__, and any other codes or `authorized
1122 values <#authorizedvalues>`__ they might need for creating your MARC
1125 - Communicate with your support provider or the community about whether
1126 you will need a plugin based on your vendor's answers
1128 - For example ByWater Solutions has published plugins for specific
1130 https://github.com/bywatersolutions/koha-plugin-edifact-enhanced
1132 - `Enter the vendor/bookseller/jobber <#addacqvendor>`__ in
1135 - Review your `Acquisitions system preferences <#acqprefs>`__
1137 - Be sure to fill in the `MarcFieldsToOrder <#MarcFieldsToOrder>`__
1138 preference with values for order files
1140 - Enter your `EDI Accounts <#ediaccounts>`__
1142 - Enter your `Library EANs <#libraryeans>`__
1144 - Turn on the `EDI Cron <#edicron>`__ so that it can process files
1146 `EDI Ordering <#ediordering>`__
1147 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1149 The first step in ordering using EDI happens on the book vendor's
1150 website. Each seller will use different language, but you will need to
1151 place your order on their site and then download the MARC order file.
1152 Some language that you might see included "basket", "order", "cart",
1153 and/or "MARC order." Once you have this MARC file downloaded to your
1154 computer you will want to log in to Koha and continue the process there.
1156 Visit the `Stage MARC Records for Import <#stagemarc>`__ tool and upload
1157 your file. Once presented with the confirmation screen proceed to
1160 In Acquisitions `create a basket <#createacqbasket>`__ for the vendor
1161 you ordered from. From the basket, choose to `order from a staged
1162 file <#orderfromstagedfile>`__ and click 'Order' next to the file you
1163 downloaded from your vendor and staged in Koha.
1165 From the confirmation screen you will see all of the data in the MARC
1166 file related to your order. If you are not seeing fields such as fund
1167 and quanity filled in then be sure to confirm that your
1168 `MarcFieldsToOrder <#MarcFieldsToOrder>`__ preference is set right.
1170 Once you have added all of the items to the basket you can click the
1171 'Create EDIFACT order' button.
1175 This will generate a pending file in the `EDIFACT
1176 Messages <#edifactmsg>`__ in Koha. The pending files will be processed
1177 by the `EDI Cron Job <#edicron>`__ and sent to your vendor.
1179 `EDI Invoicing <#ediinvoice>`__
1180 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1182 When the book vendor is done processing your files they will send an
1183 invoice via EDI as well. The `EDI Cron Job <#edicron>`__ will grab
1184 invoices and mark items found in the invoice as received and update your
1185 funds without any need for manual intervention.
1187 `EDIFACT Messages <#edifactmsg>`__
1188 ----------------------------------
1190 A log of all messages sent and received via EDIFACT can be found under
1191 EDIFACT Messages. EDIFACT Messages