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
16 Before using the Acquisitions module you will want to make sure that you
17 have completed all of the set up.
19 First, set your :ref:`Acquisitions system preferences <acquisitions-label>` and
20 :ref:`acquisitions administration <acquisitions-label>` to match your library's
21 workflow. Before setting your :ref:`EDI accounts` and
22 :ref:`library EANs` you will need to have :ref:`entered your
23 vendors <add-a-vendor-label>`.
25 On the main acquisitions page you will see your library's funds listed.
31 If the total line is confusing for the funds you have set up you can
36 #funds_total {display:none;}
38 to the :ref:`IntranetUserCSS` preference.
40 To see all active funds you can click the checkbox next to 'Show active
41 and inactive' above the funds table.
43 To see a history of all orders in a fund you can click on the linked
44 amount and it will run a search for you.
48 Learn more in the :ref:`Budget/fund tracking` section of
54 -------------------------
56 Before any orders can be placed you must first enter at least one
59 .. _add-a-vendor-label:
62 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
64 To add a vendor click the 'New vendor' button on the Acquisitions page
68 The vendor add form is broken into three pieces
70 - The first section is for basic information about the vendor
74 - Of these fields, only the vendor name is required, the rest of the
75 information should be added to help with generating claim letters
78 - The second section is for information regarding your contact at the
83 - None of these fields are required, they should only be entered if
84 you want to keep track of your contact's information within Koha
86 - Primary acquisitions contact: check this box if this person is your primary contact regarding acquisitions from this vendor
88 - Primary serials contact: check this box if this person is your primary contact regarding serial acquisitions from this vendor
90 - Contact when ordering? check this box if you want to be able to send your orders by email directly to this person
92 - Contact about late orders? check this box if you want to be able to send your acquisitions claims by email directly to this person
94 - Contact about late issues? check this box if you want to be able to send your serials claims by email directly to this person
96 - You can add more than one contact per vendor by clicking on the 'Add another contact' button
98 - The final section is for billing information
102 - To be able to order from a vendor you must make them 'Active'
104 - For list prices and invoice prices choose the currency
106 - Currencies are assigned in the :ref:`Currencies & exchange
107 rates <currencies-and-exchange-rates-label>` admin area
109 - If your library is charged tax mark your tax number as registered
111 - Note if you list prices and/or invoice prices include tax
113 - If the vendor offers a consistent blank discount, enter that in
116 - You can enter item specific discounts when placing an order
118 - Enter your tax rate if your library is charged taxes on orders
120 - If you know about how long it usually takes orders to arrive from
121 this vendor you can enter a delivery time. This will allow Koha to
122 estimate when orders will arrive at your library on the late
125 - Notes are for internal use
127 .. _view/edit-a-vendor-label:
130 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
132 To view a vendor's information page you must search for the vendor from
133 the Acquisitions home page. Your search can be for any part of the
138 From the results, click on the name of the vendor you want to view or
143 To make changes to the vendor, simply click the 'Edit vendor' button.
145 If the vendor has no baskets attached to it then a 'Delete vendor'
146 button will also be visible and the vendor can be deleted. Otherwise you
147 will see a 'Receive shipment' button.
151 .. _vendor-contracts-label:
154 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
156 You can define contracts (with a start and end date) and attach them to
157 a vendor. This is used so that at the end of the year you can see how
158 much you spent on a specific contract with a vendor. In some places,
159 contracts are set up with a minimum and maximum yearly amount.
161 .. _add-a-contract-label:
164 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
166 At the top of a vendor information Page, you will see a 'New contract'
171 The contract form will ask for some very basic information about the
178 You cannot enter a contract retrospectively. The end date must not
179 be before today's date.
181 Once the contract is saved it will appear below the vendor information.
185 It will also be an option when creating a basket
189 .. _managing-suggestions-label:
192 -----------------------------------------
194 Purchase suggestions can be generated in one of two ways. You can create
195 suggestions via the staff client either for the library or :ref:`on the
196 patron's behalf <purchase-suggestions-label>` from their record. Depending on
197 your settings in the :ref:`suggestion` system
198 preference, patrons may also be able to make purchase suggestions via
203 You need to be logged in as a staff member with the
204 suggestions_manage :ref:`acquisitions permission <granular-acquisitions-permissions-label>`
205 in order to view and work with purchase suggestions.
207 When a suggestion is waiting for library review, it will
208 appear on the Acquisitions home page next to the vendor search.
212 It will also appear on the main staff dashboard under the module labels:
216 Clicking 'Manage suggestions' will take you to the suggestion management
217 tool. If there are no pending suggestions you can access the suggestion
218 management tool by clicking the 'Manage suggestions' link on the menu on
219 the left of the Acquisitions page.
223 Your suggestions will be sorted into several tabs: Accepted, Pending,
224 Checked, Ordered and/or Rejected. Each accepted or rejected suggestion
225 will show the name of the librarian who managed the suggestion and the
226 reason they gave for accepting or rejecting it (found under 'Status').
228 An 'Accepted' suggestion is one that you have marked as 'Accepted' using
229 the form below the suggestions. A 'Pending' suggestion is one that is
230 awaiting action from the library. A 'Checked' suggestion is one that has
231 been marked as 'Checked' using the form before the suggestions. An
232 'Ordered' suggestion is on that has been ordered using the '`From a
233 purchase suggestion <#orderfromsuggestion>`__' link in your basket. A
234 'Rejected' suggestion is one that you have marked at 'Rejected' using
235 the form below the list of suggestions.
237 For libraries with lots of suggestions, there are filters on the left
238 hand side of the Manage Suggestions page to assist in limiting the
239 number of titles displayed on the screen.
243 Clicking on the blue headings will expand the filtering options and
244 clicking '[clear]' will clear all filters and show all suggestions.
248 The suggestions page will automatically be limited to suggestions
249 for your library. To see information for all (or any other)
250 libraries click on the 'Acquisition information' filter and change
255 When reviewing 'Pending' suggestions you can choose to check the box
256 next to the item(s) you want to approve/reject and then choose the
257 status and reason for your selection. You can also choose to completely
258 delete the suggestion by checking the 'Delete selected' box.
262 Another option for libraries with long lists of suggestions is to
263 approve or reject suggestions one by one by clicking on the title of the
264 suggestion to open a summary of the suggestion, including information if
265 the item was purchased.
269 Clicking 'edit' to the right of the suggested title or at the top of the
270 suggestion detail page will open a suggestion editing page.
274 From this form you can make edits to the suggestion (adding more details
275 or updating incorrect information provided by the patron). You can also
276 choose to accept or reject the suggestion on an individual basis.
278 - Choosing to mark a request as 'Pending' will move the request back to
281 Reasons for accepting and rejecting suggestions are defined by the
282 `SUGGEST <#suggestauthorized>`__ authorized value.
286 If you choose 'Others...' as your reason you will be prompted to enter
287 your reason in a text box. Clicking 'Cancel' to the right of the box
288 will bring back the pull down menu with authorized reasons.
292 You can also assign this suggestion to a fund.
296 This edit can trigger a notice (defined in the :ref:`Notices &
297 slips <notices-&-slips-label>` tool with the `TO\_PROCESS <#toprocessnotice>`__
298 notice) to the fund owner that there is a suggestion ready for them to
299 manage if you have turned on the :ref:`cron job to generate these
300 notices <email-suggestions-to-process-label>`.
302 Once you have clicked 'Submit' the suggestion will be moved to the
303 matching tab. The status will also be updated on the patron's account in
304 the OPAC and an :ref:`email notice <notices-&-slips-label>` will be sent to the patron
305 using the template that matches the status you have chosen.
309 .. _placing-orders-label:
312 -------------------------------------
314 To place an order you must first search for the vendor or bookseller you
315 want to send the order to.
319 If you are planning on using EDIFACT to submit your order you will
320 need to first set up your library's :ref:`EDI accounts`
321 and :ref:`EANs <library-eans-label>`.
323 .. _create-a-basket-label:
326 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
330 If you're using EDI for ordering you will want to download your
331 order record from your vendor before starting the process in Koha.
333 To create a basket you must first search for the vendor you're ordering
338 And click the 'New basket' button to the right of the vendor name.
342 You can also add to an existing basket by clicking the arrow next to
343 the 'View' button at the far right of each basket's information in
344 the results table, and choosing 'Add to basket'.
348 After clicking 'New basket' you will be asked to enter some information
353 - When adding a basket you want to give it a name that will help you
356 - Enter in the billing place and delivery place (this will default the
357 library you're logged in at)
359 - If you would like to change the vendor you're ordering from you can
360 use the Vendor pull down menu
362 - The notes fields are optional and can contain any type of information
364 - If you're ordering standing items (items which arrive regularly) then
365 you will want to check the 'Orders are standing' box for this basket.
367 - Note that any one basket cannot contain both firm and standing orders.
369 - You can choose to create items either upon placing the order, upon
370 receiving the order, or upon cataloging the item. If you choose an
371 option other than the default, it will apply only to this basket.
372 The default is set by the :ref:`AcqCreateItem <acqcreateitem-label>`
375 If you have :ref:`added contracts <add-a-contract-label>` to the vendor
376 you're ordering from, you will also have an option to choose which
377 contract you're ordering these items under.
381 When finished, click 'Save'.
385 Once your basket is created, click on 'Add to basket' you are presented
386 with several options for adding items to the order.
390 Order from an existing record
391 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
393 - If you are ordering another copy of an existing item, you can simply
394 search for the record in your system.
398 - From the results, simply click 'Order' to be brought to the order
403 - All of the details associated with the item will already be
404 listed under 'Catalog details.'
406 Order from a purchase suggestion
407 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
409 - If you allow patrons to make purchase suggestions (learn more in the
410 :ref:`Managing suggestions <managing-suggestions-label>` section of this manual),
411 then you can place orders from those suggestions. In order to keep
412 track of suggestions that have been ordered and received you must
413 place the order using this link.
417 Suggestions must be accepted before you can order them.
421 - From the results, click 'Order' next to the item you want to order
422 and you will be presented with the order form including a link to
427 - From this form you can make changes to the catalog details if
430 - When the item appears in your basket it will include a link to
435 - Orders added to the basket in this way will notify the patron via
436 email that their suggestion has been ordered (with the 'ORDERED' notice
437 in Tools > :ref:`Notices & slips <existing-notices-&-slips-label>`) and will
438 update the patron's ':ref:`your purchase suggestions
439 <your-purchase-suggestions-label>`' page in the OPAC.
441 Order from a serial subscription
442 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
444 - If you're using the `Serials <#serials>`__ module you can link your
445 subscription order information to acquisitions by choosing to order
446 'From a subscription'
448 - After clicking the order link you will be brought to a search page
449 that will help you find your subscription
453 - Your results will appear to the right of the form and each
454 subscription will have an 'Order' link to the right
458 - Clicking 'Order' will bring the subscription info in to the order
459 form without an 'Add item' section since you are just ordering a
460 subscription and an item isn't needed
464 Order from a new (empty) record
465 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
467 - To order from a record that can't be found anywhere else, choose the
468 'From a new (empty) record' option.
472 - You will be presented with an empty form to fill in all of the
473 necessary details about the item you are ordering.
477 If the default form does not have catalog details fields necessary to
478 place an order, enable the :ref:`UseACQFrameworkForBiblioRecords` preference
479 which will allow the ACQ :ref:`MARC framework <marc-bibliographic-frameworks-label>`
480 to customize the display of fields when ordering.
482 Duplicate orders (order from existing orders)
483 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
485 - You can duplicate an existing order line by choosing the 'From existing
486 orders (copy)' option.
488 - You will be presented with a search form to search your existing orders.
492 - Check the boxes next to the order(s) you want to duplicate.
496 Order from an external source
497 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
499 - If you want to search other libraries for an item to purchase, you
500 can use the 'From an external source' option that will allow you to
501 order from a MARC record found via a Z39.50 search.
505 - From the results, click the 'Order' button next to the item you want
510 - If the item you're ordering from an external source looks like it
511 might be a duplicate, Koha will warn you and give you options on
516 - From the warning, you can choose to order another copy on the
517 existing bibliographic record, create a new bibliographic
518 record, or cancel your order of this item.
520 - In the order form that pops up, you will not be able to edit the
525 Order from a new file
526 ^^^^^^^^^^^^^^^^^^^^^
528 - If your vendor sent you a record file (a .mrc file for example), you can
529 add orders using the records in that file. Choose the 'From a new file'
534 Note that you need the stage_marc_import :ref:`tool permission <granular-tools-permissions-label>`
535 in order to be able order from a new file.
537 - You will be taken to the :ref:`Stage MARC records for import
538 <stage-marc-records-for-import-label>` tool. Stage your file as described
541 - Once the files are staged, you can click on the 'Add staged files to basket'
546 - Next to each title is a checkbox, check the items you would like
547 to order, or choose 'Select all' at the top. Depending on your
548 settings in the :ref:`MarcFieldsToOrder`
549 preference, Koha will populate the next screen with with the
550 relevant Quantity, Price, Fund, Statistic 1, and Statistic 2 found
551 within the staged file.
555 - In the 'Item information' tab you can enter information that will
556 be added to every ordered item such as item type, collection code
557 and not for loan status.
561 - If no information is imported in the fund information from the MARC
562 with the :ref:`MarcFieldsToOrder` preference,
563 the 'Default accounting details' tab can be used to
564 apply values related to the accounting.
568 Order from a staged file
569 ^^^^^^^^^^^^^^^^^^^^^^^^
571 - This option is the same as the previous one, but in this case, your file has already
572 been :ref:`staged <stage-marc-records-for-import-label>`. Whether you choose to 'order
573 from a new file' or 'order from a staged file' will depend on your acquisitions
574 workflow or your :ref:`permissions <patron-permissions-label>`.
576 - Once you click on 'From a staged file', you will get a list of all the
577 staged files in your system.
581 - From the list of files you are presented with, click on the 'Add
582 orders' button to add the records in the staged file to your order.
586 - Next to each title is a checkbox, check the items you would like
587 to order, or choose 'Select all' at the top. Depending on your
588 settings in the :ref:`MarcFieldsToOrder`
589 preference, Koha will populate the next screen with with the
590 relevant Quantity, Price, Fund, Statistic 1, and Statistic 2 found
591 within the staged file.
595 - In the 'Item information' tab you can enter information that will
596 be added to every ordered item such as item type, collection code
597 and not for loan status.
601 - If no information is imported in the fund information from the MARC
602 with the :ref:`MarcFieldsToOrder` preference,
603 the 'Default accounting details' tab can be used to
604 apply values related to the accounting.
608 Order from titles with highest hold ratios
609 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
611 - The final option for ordering is to order from a list of titles with
612 the highest hold ratios
614 - This option will take you to the holds ratio report where you can
615 find items with a high hold ratio and order additional copies.
616 Next to each title will be a button with the number of items to
617 order, click that and it will add the item to your basket.
621 With any of the above ordering options you're presented with an option
622 to notify patrons of the new item when it's received. The contents of
623 that notification can be edited in the :ref:`Notices & slips`
624 tool and will have the code of ACQ\_NOTIF\_ON\_RECEIV. In the 'Patrons'
625 section you will see an option to 'Add user'. Click that button to add
626 patrons who will be notified of the new issue.
628 Patron notification search
630 - In the window that pops up search for the patrons you'd like to
631 notify and click 'Add'
635 - Once you're done you can close the window and you'll see the list of
636 patrons under the 'Patrons' section
640 After bringing in the record information (for all order methods except for
641 the staged files), if your :ref:`AcqCreateItem` system
642 preference is set to add an item when ordering you will enter the item
643 information next. You need to fill out at least one item record and then click
644 the 'Add item' button at the bottom left of the item form.
648 After clicking the 'Add item' button below the item record the item will
649 appear above the form and then you can enter your next item the same way
650 (if ordering more than one item).
654 If you are ordering several items, you can click on the 'Add multiple items'
655 instead of adding them one by one. This will ask you how many items you want to add.
656 Simply enter that number in the box and click on 'Add'.
660 Once you have entered the info about the item, you need to enter the
661 Accounting information.
665 - Quantity is populated by the number of items you've added to the
670 If the item is created upon orderinf, you will not be able to
671 edit the quantity manually, you must click 'Add item' below
672 the item form to add as many items as you're ordering.
674 - The list of funds is populated by the :ref:`funds <funds-label>` you have
675 assigned in the :ref:`Acquisitions administration <acquisitions-module-label>` area.
677 - The currency pull down will have the
678 :ref:`currencies <currencies-and-exchange-rates-label>` you set
679 up in the :ref:`Acquisitions administration <acquisitions-module-label>` area.
681 - The vendor price is the price before any taxes or discounts are
684 - If the price is uncertain, check the uncertain price box.
688 A basket with at least one uncertain price can't be closed.
690 - If you are charged sales tax, choose that from the 'Tax rate' field.
691 This field is populated by the :ref:`gist system preference <gist-label>`.
693 - Enter the percentage discount you're receiving on this order, once
694 you enter this, hit tab and Koha will populate the rest of the cost
697 - Retail price is the recommended retail price (RRP), the price set
698 by the publisher or the manufacturer as a recommendation to booksellers.
700 - Replacement cost is the price it will cost to replace the item. This is the
701 price charged to the user when an item is declared lost (if the :ref:`WhenLostChargeReplacementFee`
702 system preference is set to 'Charge').
704 - Budgeted cost is the amount that will be removed from the 'spent' budget.
705 Whether this number includes or excludes taxes will depend on the 'List price'
706 setting for your :ref:`vendor <vendors-label>`.
708 - Total is the budgeted cost multiplied by the quantity of items ordered.
710 - You can add an internal note. This will only appear in the acquisitions module
711 and in the staff interface catalog, under the 'Acquisitions details' tab
712 in the detailed record.
714 - You can also add a vendor note. This will appear in the acquisitions module
715 as well as on the order when exported as CSV.
717 - If you added statistical categories when :ref:`creating the
718 Fund <add-a-fund-label>`, those values will appear in the two
721 Once you have filled in all of the fields click 'Save' to add the item
722 to your basket. If your price goes over the amount available in the fund
723 you will be presented with a confirmation.
727 The confirmation warning will allow you order past your fund amount if
730 After an item is added to the basket you will be presented with a basket
735 From here, you can edit or remove the items that you have added.
737 - Choosing to 'Cancel the order' will delete the order line but leave
738 the record in the catalog.
740 - Choosing to 'Cancel order and delete catalog record' removes both the order
741 line and the record in the catalog.
743 - The catalog record cannot always be deleted. You might see notes
748 On the summary page, you also have the several option through the buttons
749 at the top of the basket header.
753 - Edit basket: edit the basket information, such as the name or the billing
756 - Delete this basket: if the basket is empty, you will get a simple
757 confirmation message before deleting the basket. If the basket contains orders,
758 you will get a confirmation message with several options.
762 - Delete basket and orders: this will delete the basket, cancel the orders,
763 refund the used funds, and delete the items (ordered or received).
765 - Delete basket, orders, and records: this will delete all of the above
766 plus the bibliographic records associated with the orders (except the
767 ones which can't be deleted because they have remaining items, orders
768 or subscriptions attached).
770 - Close this basket: closing the basket will enable you to add it to a basket
771 group (this is optional) and receive its items.
773 - Export as CSV: this will create a CSV file with all your orders from this basket.
774 You can add several CSV profiles options by going to the :ref:`CSV profiles
775 tool <csv-profiles-label>`.
777 - E-mail order: this will send the order information to your contact for this
778 vendor. Make sure your contact has a email address in the :ref:`vendor
779 profile <vendors-label>`.
781 If you're using EDI for your order you can click the 'Create EDIFACT
782 order' button when you're done to send the file to the vendor and close
787 Once you're sure your basket is complete, you can click 'Close this
788 basket' button to indicate that this basket is complete and has been
795 You must close the basket to be able to :ref:`receive
796 items <receiving-orders-label>` when they arrive. Only items in closed
797 baskets will show as ready to receive.
799 If you have your :ref:`BasketConfirmations`
800 preference set to show a confirmation, you will be asked if you are sure
801 about closing the basket.
805 When closing the basket you can choose to add the basket to a group for
806 easy printing and retrieval. If you check the box to 'Attach this basket
807 to a new basket group' you will be brought to the group list where you
808 can export a PDF of the order.
814 A basket with at least one item marked as 'uncertain price' will not
815 be allowed to be closed.
819 Clicking the 'Uncertain prices' button will call up a list of items with
820 uncertain prices to quick editing. From that list, you can quickly edit
821 the items by entering new prices and quantities.
827 The Uncertain prices page is independent of the basket. It is linked
828 to the vendor so you will see all items on order with uncertain
829 prices for that vendor.
831 Once your order is entered you can search for it through acquisitions or
832 view the information on the biblio detail page in the staff client (if
833 the :ref:`AcquisitionDetails` preference is set to
838 .. _create-a-basket-group-label:
840 Create a basket group
841 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
843 A basket group is simply a group of baskets. In some libraries, you have
844 several staff members that create baskets, and, at the end of a period
845 of time, someone then groups them together to send to the vendor in
846 bulk. That said, it is possible to have one basket in a basket group,
847 or no basket groups at all if that's the workflow used in your library.
849 To create a basket group, go to the vendor detail page and click on the
850 'Basket groups' tab on the left side.
856 Click on the 'New basket group' button.
860 - Basket group name: this is the name the basket group will go by in Koha
861 - Billing place: this is the billing address that will appear on the
863 - Delivery place: pick a library where these orders should be sent, this
864 will appear on the basket group order under delivery address
865 You can also enter a different address
866 - Delivery comment: this comment will appear on the basket group order
867 - Close basket group: if you know that once you're done with this basket
868 group, you will not be modifying it anymore, you can close it right away
870 Drag the ungrouped baskets to the 'Baskets in this group' box to add baskets
875 Click on 'Save' to finish creating your basket.
877 From there, you can export your order as a PDF file to send to your vendor.
881 .. _receiving-orders-label:
884 ---------------------------------------
888 You must close the basket to be able to :ref:`receive
889 items <receiving-orders-label>` when they arrive. Only items in closed
890 baskets will show as ready to receive.
892 Orders can be received from the vendor information page
896 or the vendor search results page
900 After clicking 'Receive shipment' you will be asked to enter a vendor
901 invoice number, a shipment received date, a shipping cost and a fund
902 to subtract that shipping amount from.
906 The receive page will list all items still on order with the vendor
907 regardless of the basket the item is from.
913 If you have a lot of orders, you can filter the orders using the 'Filter'
914 box on the left, the 'Search' box just above the table, of the filter
915 boxes at the top of each table column.
921 You could, for example, scan the ISBN of the book you are receiving in the
922 filter box and the table will only show the corresponding orders.
924 Just make sure to clear the filter boxes when you're done, otherwise,
925 the other items won't appear.
927 To receive a specific item, click the 'Receive' link to the right of the
932 Depending on when you chose to create the item (either in the
933 :ref:`AcqCreateItem <acqcreateitem-label>` system preference, or upon
934 :ref:`creating your basket <create-a-basket-label>`), the form will look
937 If you chose to create your item when placing the order, you will have your
938 item information on the left side and financial information on the right side.
942 You can check the box next to the item to receive it, or fill out the
943 'Quantity received' field on the left side.
946 You can choose to mark only part of the order as received if he vendor
947 didn't send your entire order by checking only the boxes next to the
948 items on the left that you want to receive or by entering the right
949 amount in the 'Quantity received' field.
951 You can edit the item if needed by clicking on the 'Edit' link. This will
952 allow you to enter in accurate call numbers and barcodes if you'd like to
953 do that at the point of receipt.
955 You can also alter the cost information (replacement cost and actual cost).
956 The values you enter there will automatically populate the item record by
957 filling in subfield v (Cost, replacement price) and subfield g (Cost,
958 normal purchase price) on the item record after saving.
960 If you chose to create your item when receiving the order, you will see
961 the item creation form on the left side and the financial information on
967 You must fill out the item form and click on 'Add item' or 'Add multiple items'
968 in order to receive the order. You will not be able to simply change the
969 'Quantity received' amount.
971 You can alter the cost information (replacement cost and actual cost).
972 The values you enter there will automatically populate the item record by
973 filling in subfield v (Cost, replacement price) and subfield g (Cost,
974 normal purchase price) on the item record after saving.
976 Finally, if you chose to create your item when cataloging the record, you
977 will only see the financial information on the right.
981 You can alter the cost information (replacement cost and actual cost).
984 The financial information will not be transferred to the item if the
985 item is created when cataloging.
987 Once you have made any changes necessary (to the order and/or items, click
988 'Save' to mark the item(s) as received.
995 `AcqItemSetSubfieldsWhenReceived <#AcqItemSetSubfieldsWhenReceived>`__
996 preference set to add or change values on received items those
997 changes will take place after you hit 'Save'.
999 When you're finished receiving items you can navigate away from this
1000 page or click the 'Finish receiving' button at the bottom of the screen.
1002 Received orders will have '(rcvd)' before the title in the basket view.
1007 When all the orders in a basket have been received, the basket will be removed
1008 from the list of baskets for that vendor. You can click 'Show all baskets'
1009 to view the inactive baskets.
1015 .. _transferring-orders-label:
1018 ---------------------------------------
1020 If the item is no longer available from this vendor you can transfer the
1021 order to another vendor's basket by clicking the 'Transfer' link to the
1022 right of the title. This will pop up a vendor search box.
1026 From the results you can click 'Choose' to the right of the vendor you
1027 would like to reorder this item from.
1031 You will then be presented with the open baskets for that vendor to
1032 choose from. To move the item simply click 'Choose' to the right of the
1033 basket you would like to add the item to.
1037 Once you have chosen you will be presented with a confirmation message.
1041 You will see transferred orders when viewing the basket.
1045 .. _cancelling-an-order-label:
1048 ---------------------------------------
1050 If the item cannot be found anywhere you can cancel the order by
1051 clicking 'Delete order' to the far right. This will prompt you to enter
1052 your reason and confirm cancellation.
1056 You will also see that the item is cancelled if you view the basket.
1062 Whilst it is possible to re-open your basket, cancel one or more orders
1063 and re-close the basket, this is not recommended. This procedure will
1064 update the 'basket closed' date, which in turn will cause your 'late
1065 order' calculations to be incorrect.
1067 .. Instead, follow the procedure below.
1068 .. Is this still valid?
1069 .. To cancel an order:
1071 .. #. locate the vendor and click on 'Receive shipment';
1072 .. #. on the next page, use a false invoice number (such as 54321. Whatever number you choose will persist in your system as a blank invoice - re-use it for future cancellations to avoid accumulating numerous false, empty invoices);
1073 .. #. so on the next page you'll get a warning box in which you click on 'Receive';
1074 .. #. on the next page (at right) you can click on 'Cancel order'.
1080 ---------------------------
1082 When orders are received invoices are generated. Invoices can be
1083 searched by clicking on 'Invoices' in the left of the Acquisitions page.
1087 After searching, your results will appear to the right of the search
1092 From the 'Actions' button, you can click the 'Details' link to see the full
1093 invoice or 'Close' to note that the invoice is closed/paid for.
1097 In the Adjustments section, you can add adjustments to your invoices.
1098 These adjustments can be for adjusting the price that is offset by rounding
1099 or adding a credit to the invoice, for example.
1103 - Click on 'Add an adjustment'
1105 - Enter the amount of the adjustment
1107 - Choose a reason, if needed
1111 The reasons are :ref:`authorized values<authorized-values-label>`.
1112 Use the category ADJ\_REASON to add custom reasons for adjustments.
1114 - Enter a note, if needed
1116 - Choose the fund from which the adjustment amount should be taken
1118 - If 'Encumber while invoice open' is checked, the amount of the adjustment
1119 will be taken out of the fund immediately. If it isn't checked, the amount
1120 will be subtracted only when the invoice is closed.
1122 - Click on 'Update adjustments' to save your adjustments
1124 If you need to change the adjustment afterwards, you can do so in the table
1125 and click on 'Update adjustments'.
1129 Attaching files to invoices
1130 ~~~~~~~~~~~~~~~~~~~~~~~~~~~
1132 If you're allowing the uploading of acquisitions files with the
1133 :ref:`AcqEnableFiles` preference you will see the option
1134 to manage invoice files next to the link to 'Go to receipt
1139 To see or attach new files click the 'Manage invoice files' link
1143 From here you can find a file to upload and/or see the files you have
1148 Merging two invoices
1149 ~~~~~~~~~~~~~~~~~~~~~~~~~~
1151 From the invoice search results you can also merge together two invoices
1152 should you need to. Simply click the checkbox to the left of the
1153 invoices you would like to merge and click the 'Merge selected invoices'
1154 button at the bottom of the page. You will be presented with a
1155 confirmation screen:
1159 Click on the row of the invoice number you would like to keep and it
1160 will be highlighted in yellow. Enter any different billing information
1161 in the fields provided and click 'Merge'. The two invoices will become
1164 .. Caroline was here
1166 .. _claims-&-late-orders-label:
1168 Claims & late orders
1169 -------------------------------------
1171 If you have entered in an email address for the vendors in your system
1172 you can send them claim emails when an order is late. Before you can
1173 send claims you will need to set up an `acquisitions claim
1174 notice <#ACQCLAIM>`__.
1176 Upon clicking on the link to 'Late orders' from the Acquisitions page
1177 you will be presented with a series of filter options on the left hand
1178 side. These filters will be applied only closed baskets.
1184 The vendor pull down only shows vendors with closed baskets that are
1187 Once you filter your orders to show you the things you consider to be
1188 late you will be presented with a list of these items.
1192 To the right of each late title you will be see a checkbox. Check off
1193 the ones you want a claim letter sent to and click 'Claim order' at the
1194 bottom right of the list. This will automatically send an email to the
1195 vendor at the email address you have on file.
1199 The estimated delivery date is based on the delivery time value
1200 entered on the vendor record.
1202 If you would rather use a different acquisition claim letter (other than
1203 the default) you can :ref:`create that in the notices module <adding-notices-&-slips-label>`
1204 and choose it from the menu above the list of late items.
1208 .. _acquisition-searches-label:
1210 Acquisition searches
1211 -------------------------------------
1213 At the top of the various Acquisition pages there is a quick search box
1214 where you can perform either a Vendor search or an Order search.
1218 In the Vendor search you can enter any part of the vendor name to get
1223 Using the Orders search you can search for items that have been ordered
1224 with or without the vendor.
1228 You can enter info in one or both fields and you can enter any part of
1229 the title and/or vendor name.
1233 Clicking the plus sign to the right of the Vendor search box will expand
1234 the search and allow you to search for additional fields.
1238 Clicking Advanced search to the right of the search button will give you
1239 all of the order search options available.
1243 .. _budget/fund-tracking-label:
1245 Budget/fund tracking
1246 ----------------------------------------
1248 On the main acquisitions page there will be a table showing you all of
1249 your active funds and a breakdown of what has been ordered or spent
1254 Clicking on the linked amounts under spent or ordered will show you a
1255 summary of the titles ordered/received on that budget.
1259 .. _edi-process-label:
1262 -----------------------------
1264 Previous sections explain all ordering options, this section pulls out
1265 the parts related to EDI or EDIFACT ordering to help those who are only
1266 using EDI for ordering.
1270 Koha uses the EDIFACT standard not the X12 standard for electronic
1273 .. _edi-questions-for-vendors-label:
1275 EDI questions for vendors
1276 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1278 You will want to gather the following information from your vendors
1279 before beginning the set up process in Koha.
1281 **EDI accounts:** *This is the basic connection information for your
1282 vendor. This will be used to fill in the :ref:`EDI accounts`
1285 - **Vendor:** The name of the vendor
1287 - **Description:** A short description if additional explanation is
1288 needed ( especially if you have multiple accounts for one vendor ).
1290 - **Transport:** Does the vendor transmit EDI files via FTP, SFTP, or
1291 something else the requires special processing?
1293 - **Remote host:** The URL or IP address of the FTP/SFTP server
1295 - **Username:** The username for the above server
1297 - **Password:** The password for the above server
1299 - **Download directory:** The path on the server that contains files
1300 for Koha to download and process
1302 - **Upload directory:** The path on the server that Koha will upload
1303 files to for your vendor to process
1305 - **Qualifier:** Who assigned the SAN below?
1307 - Choose one of the following:
1309 (14) EAN International
1313 (91) Assigned by supplier
1315 (92) Assigned by buyer
1317 - **SAN:** The identifier for the vendor
1319 *Buyer qualifier and SAN are optional. Some vendors require a second
1320 buyer identifier in addition to the account EAN*.
1322 - **Buyer qualifier:** Who assigned the SAN below?
1324 - Choose one of the following:
1326 (14) EAN International
1330 (91) Assigned by supplier
1332 (92) Assigned by buyer
1334 - **Buyer SAN:** The identifier for the library
1336 - **Quotes enabled:** [y/n] Does this vendor support sending and
1337 receiving quotes via EDIfact and do you want to send and receive
1340 - **Orders enabled:** [y/n] Does this vendor support sending and
1341 receiving orders via EDIfact and do you want to send and receive
1344 - **Invoices enabled:**\ [y/n] Does this vendor support sending and
1345 receiving invoices via EDIfact and do you want to send and receive
1346 invoices via EDIfact?
1348 - **Order file suffix:** The file suffix for order files
1350 - **Quote file suffix:** The file suffix for quote files
1352 - **Invoice file suffix:** The file suffix for invoice files
1354 - **Account number(s):** (list them all)
1356 - **Account description(s):** (the summary of what this number is for)
1358 **EANs:** *Each library using EDIfact needs to specify a buyer
1359 identifier know as a SAN or EAN. This will fill in the :ref:`Library
1360 EANs <library-eans-label>` setting.*
1366 - Choose one of the following:
1368 (14) EAN International
1372 (91) Assigned by supplier
1374 (92) Assigned by buyer
1376 **MARC order fields or grid ordering:** *These values will fill in the
1377 :ref:`MarcFieldsToOrder` preference.*
1379 - **price:** MARC21 field that contains the item price
1381 - **quantity:** MARC21 field that contains the number of items for the
1384 - **budget\_code:** MARC21 field that contains the Koha budget code to
1387 - **discount:** MARC21 field the contains the discount as a percentage
1388 the the price will be discounted by
1390 - **sort1:** MARC21 field that will populate custom field sort1
1392 - **sort2:** MARC21 field that will populate custom field sort2
1394 .. _edi-setup-label:
1397 ~~~~~~~~~~~~~~~~~~~~~~~~~
1399 Before you begin ordering using EDI you will want to take the following
1402 - Ask your vendor/bookseller/jobber for :ref:`connection
1403 information <edi-questions-for-vendors-label>`
1405 - It might also be beneficial to ask for a few sample EDIFACT files
1408 - Share with your vendor/bookseller/jobber your :ref:`library
1409 codes <libraries-label>`, :ref:`item type codes <item-types-label>`, :ref:`fund
1410 codes <funds-label>`, and any other codes or :ref:`authorized
1411 values <authorized-values-label>` they might need for creating your MARC
1414 - Communicate with your support provider or the community about whether
1415 you will need a plugin based on your vendor's answers
1417 - For example ByWater Solutions has published plugins for specific
1419 https://github.com/bywatersolutions/koha-plugin-edifact-enhanced
1421 - :ref:`Enter the vendor/bookseller/jobber <add-a-vendor-label>` in
1424 - Review your :ref:`Acquisitions system preferences <acquisitions-label>`
1426 - Be sure to fill in the :ref:`MarcFieldsToOrder`
1427 preference with values for order files
1429 - Enter your :ref:`EDI Accounts`
1431 - Enter your :ref:`Library EANs`
1433 - Turn on the :ref:`EDI Cron <edi-message-processing-label>` so that it can process files
1435 .. _edi-ordering-label:
1438 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1440 The first step in ordering using EDI happens on the book vendor's
1441 website. Each seller will use different language, but you will need to
1442 place your order on their site and then download the MARC order file.
1443 Some language that you might see included "basket", "order", "cart",
1444 and/or "MARC order." Once you have this MARC file downloaded to your
1445 computer you will want to log in to Koha and continue the process there.
1447 Visit the :ref:`Stage MARC records for import` tool and upload
1448 your file. Once presented with the confirmation screen proceed to
1451 In Acquisitions :ref:`create a basket <create-a-basket-label>` for the vendor
1452 you ordered from. From the basket, choose to `order from a staged
1453 file <#orderfromstagedfile>`__ and click 'Order' next to the file you
1454 downloaded from your vendor and staged in Koha.
1456 From the confirmation screen you will see all of the data in the MARC
1457 file related to your order. If you are not seeing fields such as fund
1458 and quantity filled in then be sure to confirm that your
1459 :ref:`MarcFieldsToOrder` preference is set right.
1461 Once you have added all of the items to the basket you can click the
1462 'Create EDIFACT order' button.
1466 This will generate a pending file in the :ref:`EDIFACT
1467 messages <edifact-messages-label>` in Koha. The pending files will be processed
1468 by the :ref:`EDI cron job <edi-message-processing-label>` and sent to your vendor.
1470 .. _edi-invoicing-label:
1473 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1475 When the book vendor is done processing your files they will send an
1476 invoice via EDI as well. The :ref:`EDI cron job <edi-message-processing-label>` will grab
1477 invoices and mark items found in the invoice as received and update your
1478 funds without any need for manual intervention.
1480 .. _edifact-messages-label:
1483 ----------------------------------
1485 A log of all messages sent and received via EDIFACT can be found under