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
199 the OPAC. When a suggestion is waiting for library review, it will
200 appear on the Acquisitions home page next to the vendor search.
204 It will also appear on the main staff dashboard under the module labels:
208 Clicking 'Manage suggestions' will take you to the suggestion management
209 tool. If there are no pending suggestions you can access the suggestion
210 management tool by clicking the 'Manage suggestions' link on the menu on
211 the left of the Acquisitions page.
215 Your suggestions will be sorted into several tabs: Accepted, Pending,
216 Checked, Ordered and/or Rejected. Each accepted or rejected suggestion
217 will show the name of the librarian who managed the suggestion and the
218 reason they gave for accepting or rejecting it (found under 'Status').
220 An 'Accepted' suggestion is one that you have marked as 'Accepted' using
221 the form below the suggestions. A 'Pending' suggestion is one that is
222 awaiting action from the library. A 'Checked' suggestion is one that has
223 been marked as 'Checked' using the form before the suggestions. An
224 'Ordered' suggestion is on that has been ordered using the '`From a
225 purchase suggestion <#orderfromsuggestion>`__' link in your basket. A
226 'Rejected' suggestion is one that you have marked at 'Rejected' using
227 the form below the list of suggestions.
229 For libraries with lots of suggestions, there are filters on the left
230 hand side of the Manage Suggestions page to assist in limiting the
231 number of titles displayed on the screen.
235 Clicking on the blue headings will expand the filtering options and
236 clicking '[clear]' will clear all filters and show all suggestions.
240 The suggestions page will automatically be limited to suggestions
241 for your library. To see information for all (or any other)
242 libraries click on the 'Acquisition information' filter and change
247 When reviewing 'Pending' suggestions you can choose to check the box
248 next to the item(s) you want to approve/reject and then choose the
249 status and reason for your selection. You can also choose to completely
250 delete the suggestion by checking the 'Delete selected' box.
254 Another option for libraries with long lists of suggestions is to
255 approve or reject suggestions one by one by clicking on the title of the
256 suggestion to open a summary of the suggestion, including information if
257 the item was purchased.
261 Clicking 'edit' to the right of the suggested title or at the to pof the
262 suggestion detail page will open a suggestion editing page.
266 From this form you can make edits to the suggestion (adding more details
267 or updating incorrect information provided by the patron). You can also
268 choose to accept or reject the suggestion on an individual basis.
270 - Choosing to mark a request as 'Pending' will move the request back to
273 Reasons for accepting and rejecting suggestions are defined by the
274 `SUGGEST <#suggestauthorized>`__ authorized value.
278 If you choose 'Others...' as your reason you will be prompted to enter
279 your reason in a text box. Clicking 'Cancel' to the right of the box
280 will bring back the pull down menu with authorized reasons.
284 You can also assign this suggestion to a fund.
288 This edit can trigger a notice (defined in the :ref:`Notices &
289 slips <notices-&-slips-label>` tool with the `TO\_PROCESS <#toprocessnotice>`__
290 notice) to the fund owner that there is a suggestion ready for them to
291 manage if you have turned on the :ref:`cron job to generate these
292 notices <email-suggestions-to-process-label>`.
294 Once you have clicked 'Submit' the suggestion will be moved to the
295 matching tab. The status will also be updated on the patron's account in
296 the OPAC and an :ref:`email notice <notices-&-slips-label>` will be sent to the patron
297 using the template that matches the status you have chosen.
301 .. _placing-orders-label:
304 -------------------------------------
306 To place an order you must first search for the vendor or bookseller you
307 want to send the order to.
311 If you are planning on using EDIFACT to submit your order you will
312 need to first set up your library's :ref:`EDI accounts`
313 and :ref:`EANs <library-eans-label>`.
315 .. _create-a-basket-label:
318 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
322 If you're using EDI for ordering you will want to download your
323 order record from your vendor before starting the process in Koha.
325 To create a basket you must first search for the vendor you're ordering
330 And click the 'New basket' button to the right of the vendor name.
334 You can also add to an existing basket by clicking the 'Add to
335 basket' link to the far right of each basket's information in the
338 After clicking 'New basket' you will be asked to enter some information
343 - When adding a basket you want to give it a name that will help you
346 - Enter in the billing place and delivery place (this will default the
347 library you're logged in at)
349 - If you would like to change the vendor you're ordering from you can
350 use the Vendor pull down menu
352 - The notes fields are optional and can contain any type of information
354 - If you're ordering standing items (items which arrive regularly) then
355 you will want to check the 'Orders are standing' box for this basket.
357 - Note that any one basket cannot contain both firm and standing orders.
359 If you have :ref:`added contracts <add-a-contract-label>` to the vendor
360 you're ordering from, you will also have an option to choose which
361 contract you're ordering these items under.
365 When finished, click 'Save'
369 Once your basket is created you are presented with several options for
370 adding items to the order.
372 - If you are ordering another copy of an existing item, you can simply
373 search for the record in your system.
377 - From the results, simply click 'Order' to be brought to the order
382 - All of the details associated with the item will already be
383 listed under 'Catalog details.'
385 - If you allow patrons to make purchase suggestions (learn more in the
386 :ref:`Managing suggestions` section of this manual),
387 then you can place orders from those suggestions. In order to keep
388 track of suggestions that have been ordered and received you must
389 place the order using this link.
393 - From the results, click 'Order' next to the item you want to order
394 and you will be presented with the order form including a link to
399 - From this form you can make changes to the catalog details if
402 - When the item appears in your basket it will include a link to
407 - Orders added to the basket in this way will notify the patron via
408 email that their suggestion has been ordered and will update the
409 patron's ':ref:`your purchase suggestions <your-purchase-suggestions-label>`' page
412 - If you're using the `Serials <#serials>`__ module you can link your
413 subscription order information to acquisitions by choosing to order
414 'From a subscription'
416 - After clicking the order link you will be brought to a search page
417 that will help you find your subscription
421 - Your results will appear to the right of the form and each
422 subscription will have an 'Order' link to the right
426 - Clicking 'Order' will bring the subscription info in to the order
427 form without an 'Add item' section since you are just ordering a
428 subscription and an item isn't needed
432 - To order from a record that can't be found anywhere else, choose the
433 'From a new (empty) record.'
437 - You will be presented with an empty form to fill in all of the
438 necessary details about the item you are ordering.
442 If the default form does not have catalog details fields necessary to
443 place an order, enable the :ref:`UseACQFrameworkForBiblioRecords` preference
444 which will allow the ACQ MARC framework to customize the display of fields
447 - If you want to search other libraries for an item to purchase, you
448 can use the 'From an external source' option that will allow you to
449 order from a MARC record found via a Z39.50 search.
453 - From the results, click the Order link next to the item you want
458 - If the item you're ordering from an external source looks like it
459 might be a duplicate, Koha will warn you and give you options on
464 - From the warning, you can choose to order another copy on the
465 existing bib record, create a new bib record, or cancel your
468 - In the order form that pops up, you will not be able to edit the
473 - The next option for ordering is to order from a staged record (:ref:`learn
474 more about staging records <stage-marc-records-for-import-label>`).
478 This is the option you will choose if you have an order file from
481 Order from a staged file
482 ~~~~~~~~~~~~~~~~~~~~~~~~
486 - From the list of files you are presented with, choose the 'Add
487 orders' link to add the records in the staged file to your order.
491 - Next to each title is a checkbox, check the items you would like
492 to order, or choose 'Check all' at the top. Depending on your
493 settings in the :ref:`MarcFieldsToOrder`
494 preference Koha will populate the next screen with with the
495 relevant Quantity, Price, Fund, Statistic 1, and Statistic 2 found
496 within the staged file.
500 - In the 'Item information' tab you can enter information that will
501 be added to every ordered item such as item type, collection code
502 and not for loan status.
506 - If no information is imported in the fund information from the MARC
507 with the :ref:`MarcFieldsToOrder` preference,
508 the 'Default accounting details' tab can be used to
509 apply values related to the accounting.
513 - The final option for ordering is to order from a list of titles with
514 the highest hold ratios
516 - This option will take you to the holds ratio report where you can
517 find items with a high hold ratio and order additional copies.
518 Next to each title will be a link with the number of items to
519 order, click that and it will add the item to your basket.
523 With any of the above ordering options you're presented with an option
524 to notify patrons of the new item when it's received. The contents of
525 that notification can be edited in the :ref:`Notices & slips`
526 tool and will have the code of ACQ\_NOTIF\_ON\_RECEIV. In the 'Patrons'
527 section you will see an option to 'Add user'. Click that button to add
528 patrons who will be notified of the new issue.
530 Patron notification search
532 - In the window that pops up search for the patrons you'd like to
533 notify and click 'Select'
535 - Once you're done you can close the window and you'll see the list of
536 patrons under the 'Patrons' section
540 After bringing in the bib information (for all import methods except for
541 the staged file), if your :ref:`AcqCreateItem` system
542 preference is set to add an item when ordering you will enter the item
543 info next. You need to fill out at least one item record and then click
544 the 'Add' button at the bottom left of the item form.
548 After clicking the 'Add item' button below the item record the item will
549 appear above the form and then you can enter your next item the same way
550 (if ordering more than one item).
554 Once you have entered the info about the item, you need to enter the
555 Accounting information.
559 - Quantity is populated by the number of items you've added to the
564 You cannot edit the quantity manually, you must click 'Add'
565 below the item form to add as many items as you're ordering.
567 - The list of funds is populated by the :ref:`funds <funds-label>` you have
568 assigned in the Acquisitions administration area.
570 - The currency pull down will have the
571 :ref:`currencies <currencies-and-exchange-rates-label>` you set up in the :ref:`Acquisitions
572 administration <acquisitions-label>` area.
574 - The vendor price is the price before any taxes or discounts are
577 - If the price is uncertain, check the uncertain price box.
579 - A basket with at least one uncertain price can't be closed.
581 - If you are charged sales tax, choose that from the gstrate field
583 - Enter the percentage discount you're receiving on this order, once
584 you enter this, hit tab and Koha will populate the rest of the cost
587 - Retail price is the recommended retail price (RRP), the price set
588 by the publisher or the manufacturer as a recommendation to booksellers.
590 - Replacement cost is the price it will cost to replace the item.
592 - Budgeted cost is the amount that will be removed from the 'spent' budget.
594 - Total is the budgeted cost multiplied by the quantity of items ordered.
596 - If you added planning values when :ref:`creating the
597 Fund <add-a-fund-label>`, those values will appear in the two
598 planning value fields.
600 Once you have filled in all of the fields click 'Save' to add the item
601 to your basket. If your price goes over the amount available in the fund
602 you will be presented with a confirmation.
606 The confirmation warning will allow you order past your fund amount if
609 After an item is added to the basket you will be presented with a basket
614 If you would like to see more details you can check the 'Show all
619 From here, you can edit or remove the items that you have added.
621 - Choosing to 'Delete the order' will delete the order line but leave
622 the record in the catalog.
624 - Choosing to 'Delete order and catalog record' removes both the order
625 line and the record in the catalog.
627 - The catalog record cannot always be deleted. You might see notes
632 On the summary page, you also have the option to edit the information
633 that you entered about the basket by clicking the 'Edit basket header
634 information' button, to delete the basket altogether by clicking the
635 'Delete this basket' button, or to export your basket as a CSV file by
636 clicking the 'Export this basket as CSV' button.
640 If you're using EDI for your order you can click the 'Create EDIFACT
641 order' button when you're done to send the file to the vendor and close
646 Once you're sure your basket is complete, you can click 'Close this
647 basket' button to indicate that this basket is complete and has been
652 You must close the basket to be able to :ref:`receive
653 items <receiving-orders-label>` when they arrive. Only items in closed
654 baskets will show as ready to receive.
656 If you have your :ref:`BasketConfirmations`
657 preference set to show a confirmation, you will be asked if you are sure
658 about closing the basket.
662 When closing the basket you can choose to add the basket to a group for
663 easy printing and retrieval. If you check the box to 'Attach this basket
664 to a new basket group' you will be brought to the group list where you
665 can print a PDF of the order.
671 A basket with at least one item marked as 'uncertain price' will not
672 be able to be closed.
676 Clicking the 'Uncertain prices' button will call up a list of items with
677 uncertain prices to quick editing. From that list, you can quickly edit
678 the items by entering new prices and quantities.
684 The Uncertain prices page is independent of the basket. It is linked
685 to the vendor so you will see all items on order with uncertain
686 prices for that vendor.
688 Once your order is entered you can search for it through acquisitions or
689 view the information on the biblio detail page in the staff client (if
690 the :ref:`AcquisitionDetails` preference is set to
695 .. _create-a-basket-group-label:
697 Create a basket group
698 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
700 A basket group is simply a group of baskets. In some libraries, you have
701 several staff members that create baskets, and, at the end of a period
702 of time, someone then groups them together to send to the vendor in
703 bulk. That said, it is possible to have one basket in a basket group if
704 that's the workflow used in your library.
706 .. _printing-baskets-label:
709 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
711 When you are finished adding items to your basket, click 'Close this
716 You will be asked if you want to 'Attach this basket to a new basket
717 group with the same name'. A basket group is necessary if you want to be
718 able to print PDFs of your orders.
722 Your completed order will be listed on the basket grouping page for
723 printing or further modification.
727 If you closed the basket before generating the EDIFACT order you can do
728 so from the basket grouping page.
730 Basket grouping EDIFACT
732 Clicking the 'Print' button next to your order will generate a PDF for
733 printing, which will have all of your library information followed by
734 the items in your order.
738 .. _receiving-orders-label:
741 ---------------------------------------
745 You must close the basket to be able to :ref:`receive
746 items <receiving-orders-label>` when they arrive. Only items in closed
747 baskets will show as ready to receive.
749 Orders can be received from the vendor information page
753 or the vendor search results page
757 After clicking 'Receive shipment' you will be asked to enter a vendor
758 invoice number, a shipment received date, a shipping cost and a budget
759 to subtract that shipping amount from.
763 The receive page will list all items still on order with the vendor
764 regardless of the basket the item is from.
768 To receive a specific item, click the 'Receive' link to the right of the
773 From this form you can alter the cost information. You can also choose
774 to mark only part of the order as received if the vendor didn't send
775 your entire order by checking only the boxes next to the items on the
776 left that you want to receive. The values you enter in the 'Replacement
777 cost' and 'Actual cost' will automatically populate the item record by
778 filling in subfield v (Cost, replacement price) and subfield g (Cost,
779 normal purchase price) on the item record after saving.
783 You can also make edits to the item record from this form by clicking
784 the 'Edit' link next to each item. This will allow you to enter in
785 accurate call numbers and barcodes if you'd like to do that at the point
786 of receipt. Once you have made any changes necessary (to the order
787 and/or items, click 'Save' to mark the item(s) as received.
792 `AcqItemSetSubfieldsWhenReceived <#AcqItemSetSubfieldsWhenReceived>`__
793 preference set to add or change values on received items those
794 changes will take place after you hit 'Save'.
798 If the item is no longer available from this vendor you can transfer the
799 order to another vendor's basket by clicking the 'Transfer' link to the
800 right of the title. This will pop up a vendor search box.
804 From the results you can click 'Choose' to the right of the vendor you
805 would like to reorder this item from.
809 You will then be presented with the open baskets for that vendor to
810 choose from. To move the item simply click 'Choose' to the right of the
811 basket you would like to add the item to.
815 Once you have chosen you will be presented with a confirmation message.
819 When you're finished receiving items you can navigate away from this
820 page or click the 'Finish receiving' button at the bottom of the screen.
822 If the item cannot be found anywhere you can cancel the order by
823 clicking 'Delete order' to the far right. This will prompt you to enter
824 your reason and confirm cancellation.
828 You will also see that the item is received and/or cancelled if you view
836 ---------------------------
838 When orders are received invoices are generated. Invoices can be
839 searched by clicking on 'Invoices' in the left of the Acquisitions page.
843 After searching, your results will appear to the right of the search
848 From the results you can click the 'Details' link to see the full
849 invoice or 'Close' to note that the invoice is closed/paid for.
853 In the Adjustments section, you can add adjustments to your invoices.
854 These adjustments can be for adjusting the price that is offset by rounding
855 or adding a credit to the invoice, for example.
859 - Click on 'Add an adjustment'
861 - Enter the amount of the adjustment
863 - Choose a reason, if needed
867 The reasons are :ref:`authorized values<authorized-values-label>`.
868 Use the category ADJ\_REASON to add custom reasons for adjustments.
870 - Enter a note, if needed
872 - Choose the fund from which the adjustment amount should be taken
874 - If 'Encumber while invoice open' is checked, the amount of the adjustment
875 will be taken out of the fund immediately. If it isn't checked, the amount
876 will be subtracted only when the invoice is closed.
878 - Click on 'Update adjustments' to save your adjustments
880 If you need to change the adjustment afterwards, you can do so in the table
881 and click on 'Update adjustments'.
885 If you're allowing the uploading of acquisitions files with the
886 :ref:`AcqEnableFiles` preference you will see the option
887 to manage invoice files next to the link to 'Go to receipt
892 To see or attach new files click the 'Manage invoice files' link
896 From here you can find a file to upload and/or see the files you have
901 From the invoice search results you can also merge together two invoices
902 should you need to. Simply click the checkbox to the left of the
903 invoices you would like to merge and click the 'Merge selected invoices'
904 button at the bottom of the page. You will be presented with a
909 Click on the row of the invoice number you would like to keep and it
910 will be highlighted in yellow. Enter any different billing information
911 in the fields provided and click 'Merge'. The two invoices will become
914 .. _cancelling-an-order-label:
917 ------------------------------------
921 Whilst it is possible to re-open your basket, cancel one or more orders and re-close the basket, this is not recommended. This procedure will update the 'basket closed' date, which in turn will cause your 'late order' caclulations to be incorrect. Instead, follow the procedure below.
925 #. locate the vendor and click on 'Receive shipment';
926 #. 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);
927 #. so on the next page you'll get a warning box in which you click on 'Receive';
928 #. on the next page (at right) you can click on 'Cancel order'.
930 .. _claims-&-late-orders-label:
933 -------------------------------------
935 If you have entered in an email address for the vendors in your system
936 you can send them claim emails when an order is late. Before you can
937 send claims you will need to set up an `acquisitions claim
938 notice <#ACQCLAIM>`__.
940 Upon clicking on the link to 'Late orders' from the Acquisitions page
941 you will be presented with a series of filter options on the left hand
942 side. These filters will be applied only closed baskets.
948 The vendor pull down only shows vendors with closed baskets that are
951 Once you filter your orders to show you the things you consider to be
952 late you will be presented with a list of these items.
956 To the right of each late title you will be see a checkbox. Check off
957 the ones you want a claim letter sent to and click 'Claim order' at the
958 bottom right of the list. This will automatically send an email to the
959 vendor at the email address you have on file.
963 The estimated delivery date is based on the delivery time value
964 entered on the vendor record.
966 If you would rather use a different acquisition claim letter (other than
967 the default) you can :ref:`create that in the notices module <adding-notices-&-slips-label>`
968 and choose it from the menu above the list of late items.
972 .. _acquisition-searches-label:
975 -------------------------------------
977 At the top of the various Acquisition pages there is a quick search box
978 where you can perform either a Vendor search or an Order search.
982 In the Vendor search you can enter any part of the vendor name to get
987 Using the Orders search you can search for items that have been ordered
988 with or without the vendor.
992 You can enter info in one or both fields and you can enter any part of
993 the title and/or vendor name.
997 Clicking the plus sign to the right of the Vendor search box will expand
998 the search and allow you to search for additional fields.
1002 Clicking Advanced search to the right of the search button will give you
1003 all of the order search options available.
1007 .. _budget/fund-tracking-label:
1009 Budget/fund tracking
1010 ----------------------------------------
1012 On the main acquisitions page there will be a table showing you all of
1013 your active funds and a breakdown of what has been ordered or spent
1018 Clicking on the linked amounts under spent or ordered will show you a
1019 summary of the titles ordered/received on that budget.
1023 .. _edi-process-label:
1026 -----------------------------
1028 Previous sections explain all ordering options, this section pulls out
1029 the parts related to EDI or EDIFACT ordering to help those who are only
1030 using EDI for ordering.
1034 Koha uses the EDIFACT standard not the X12 standard for electronic
1037 .. _edi-questions-for-vendors-label:
1039 EDI questions for vendors
1040 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1042 You will want to gather the following information from your vendors
1043 before beginning the set up process in Koha.
1045 **EDI accounts:** *This is the basic connection information for your
1046 vendor. This will be used to fill in the :ref:`EDI accounts`
1049 - **Vendor:** The name of the vendor
1051 - **Description:** A short description if additional explanation is
1052 needed ( especially if you have multiple accounts for one vendor ).
1054 - **Transport:** Does the vendor transmit EDI files via FTP, SFTP, or
1055 something else the requires special processing?
1057 - **Remote host:** The URL or IP address of the FTP/SFTP server
1059 - **Username:** The username for the above server
1061 - **Password:** The password for the above server
1063 - **Download directory:** The path on the server that contains files
1064 for Koha to download and process
1066 - **Upload directory:** The path on the server that Koha will upload
1067 files to for your vendor to process
1069 - **Qualifier:** Who assigned the SAN below?
1071 - Choose one of the following:
1073 (14) EAN International
1077 (91) Assigned by supplier
1079 (92) Assigned by buyer
1081 - **SAN:** The identifier for the vendor
1083 *Buyer qualifier and SAN are optional. Some vendors require a second
1084 buyer identifier in addition to the account EAN*.
1086 - **Buyer qualifier:** Who assigned the SAN below?
1088 - Choose one of the following:
1090 (14) EAN International
1094 (91) Assigned by supplier
1096 (92) Assigned by buyer
1098 - **Buyer SAN:** The identifier for the library
1100 - **Quotes enabled:** [y/n] Does this vendor support sending and
1101 receiving quotes via EDIfact and do you want to send and receive
1104 - **Orders enabled:** [y/n] Does this vendor support sending and
1105 receiving orders via EDIfact and do you want to send and receive
1108 - **Invoices enabled:**\ [y/n] Does this vendor support sending and
1109 receiving invoices via EDIfact and do you want to send and receive
1110 invoices via EDIfact?
1112 - **Order file suffix:** The file suffix for order files
1114 - **Quote file suffix:** The file suffix for quote files
1116 - **Invoice file suffix:** The file suffix for invoice files
1118 - **Account number(s):** (list them all)
1120 - **Account description(s):** (the summary of what this number is for)
1122 **EANs:** *Each library using EDIfact needs to specify a buyer
1123 identifier know as a SAN or EAN. This will fill in the :ref:`Library
1124 EANs <library-eans-label>` setting.*
1130 - Choose one of the following:
1132 (14) EAN International
1136 (91) Assigned by supplier
1138 (92) Assigned by buyer
1140 **MARC order fields or grid ordering:** *These values will fill in the
1141 :ref:`MarcFieldsToOrder` preference.*
1143 - **price:** MARC21 field that contains the item price
1145 - **quantity:** MARC21 field that contains the number of items for the
1148 - **budget\_code:** MARC21 field that contains the Koha budget code to
1151 - **discount:** MARC21 field the contains the discount as a percentage
1152 the the price will be discounted by
1154 - **sort2:** MARC21 field that will populate custom field sort1
1156 - **sort2:** MARC21 field that will populate custom field sort2
1158 .. _edi-setup-label:
1161 ~~~~~~~~~~~~~~~~~~~~~~~~~
1163 Before you begin ordering using EDI you will want to take the following
1166 - Ask your vendor/bookseller/jobber for :ref:`connection
1167 information <edi-questions-for-vendors-label>`
1169 - It might also be beneficial to ask for a few sample EDIFACT files
1172 - Share with your vendor/bookseller/jobber your :ref:`library
1173 codes <libraries-label>`, :ref:`item type codes <item-types-label>`, :ref:`fund
1174 codes <funds-label>`, and any other codes or :ref:`authorized
1175 values <authorized-values-label>` they might need for creating your MARC
1178 - Communicate with your support provider or the community about whether
1179 you will need a plugin based on your vendor's answers
1181 - For example ByWater Solutions has published plugins for specific
1183 https://github.com/bywatersolutions/koha-plugin-edifact-enhanced
1185 - :ref:`Enter the vendor/bookseller/jobber <add-a-vendor-label>` in
1188 - Review your :ref:`Acquisitions system preferences <acquisitions-label>`
1190 - Be sure to fill in the :ref:`MarcFieldsToOrder`
1191 preference with values for order files
1193 - Enter your :ref:`EDI Accounts`
1195 - Enter your :ref:`Library EANs`
1197 - Turn on the :ref:`EDI Cron <edi-message-processing-label>` so that it can process files
1199 .. _edi-ordering-label:
1202 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1204 The first step in ordering using EDI happens on the book vendor's
1205 website. Each seller will use different language, but you will need to
1206 place your order on their site and then download the MARC order file.
1207 Some language that you might see included "basket", "order", "cart",
1208 and/or "MARC order." Once you have this MARC file downloaded to your
1209 computer you will want to log in to Koha and continue the process there.
1211 Visit the :ref:`Stage MARC records for import` tool and upload
1212 your file. Once presented with the confirmation screen proceed to
1215 In Acquisitions :ref:`create a basket <create-a-basket-label>` for the vendor
1216 you ordered from. From the basket, choose to `order from a staged
1217 file <#orderfromstagedfile>`__ and click 'Order' next to the file you
1218 downloaded from your vendor and staged in Koha.
1220 From the confirmation screen you will see all of the data in the MARC
1221 file related to your order. If you are not seeing fields such as fund
1222 and quantity filled in then be sure to confirm that your
1223 :ref:`MarcFieldsToOrder` preference is set right.
1225 Once you have added all of the items to the basket you can click the
1226 'Create EDIFACT order' button.
1230 This will generate a pending file in the :ref:`EDIFACT
1231 messages <edifact-messages-label>` in Koha. The pending files will be processed
1232 by the :ref:`EDI cron job <edi-message-processing-label>` and sent to your vendor.
1234 .. _edi-invoicing-label:
1237 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1239 When the book vendor is done processing your files they will send an
1240 invoice via EDI as well. The :ref:`EDI cron job <edi-message-processing-label>` will grab
1241 invoices and mark items found in the invoice as received and update your
1242 funds without any need for manual intervention.
1244 .. _edifact-messages-label:
1247 ----------------------------------
1249 A log of all messages sent and received via EDIFACT can be found under