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 places 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 If you have :ref:`added contracts <add-a-contract-label>` to the vendor
358 you're ordering from, you will also have an option to choose which
359 contract you're ordering these items under.
363 When finished, click 'Save'
367 Once your basket is created you are presented with several options for
368 adding items to the order.
370 - If you are ordering another copy of an existing item, you can simply
371 search for the record in your system.
375 - From the results, simply click 'Order' to be brought to the order
380 - All of the details associated with the item will already be
381 listed under 'Catalog details.'
383 - If you allow patrons to make purchase suggestions (learn more in the
384 :ref:`Managing Suggestions` section of this manual),
385 then you can place orders from those suggestions. In order to keep
386 track of suggestions that have been ordered and received you must
387 place the order using this link.
391 - From the results, click 'Order' next to the item you want to order
392 and you will be presented with the order form including a link to
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
405 - Orders added to the basket in this way will notify the patron via
406 email that their suggestion has been ordered and will update the
407 patron's ':ref:`My purchase suggestions <my-purchase-suggestions-label>`' page
410 - If you're using the `Serials <#serials>`__ module you can link your
411 subscription order information to acquisitions by choosing to order
412 'From a subscription'
414 - After clicking the order link you will be brought to a search page
415 that will help you find your subscription
419 - Your results will appear to the right of the form and each
420 subscription will have an 'Order' link to the right
424 - Clicking 'Order' will bring the subscription info in to the order
425 form without an 'Add item' section since you are just ordering a
426 subscription and an item isn't needed
430 - To order from a record that can't be found anywhere else, choose the
431 'From a new (empty) record.'
435 - You will be presented with an empty form to fill in all of the
436 necessary details about the item you are ordering.
440 If the default form does not have catalog details fields necessary to
441 place an order, enable the :ref:`UseACQFrameworkForBiblioRecords` preference
442 which will allow the ACQ MARC framework to customize the display of fields
445 - If you want to search other libraries for an item to purchase, you
446 can use the 'From an external source' option that will allow you to
447 order from a MARC record found via a Z39.50 search.
451 - From the results, click the Order link next to the item you want
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
462 - From the warning, you can choose to order another copy on the
463 existing bib record, create a new bib record, or cancel your
466 - In the order form that pops up, you will not be able to edit the
471 - The next option for ordering is to order from a staged record (:ref:`learn
472 more about staging records <stage-marc-records-for-import-label>`).
476 This is the option you will choose if you have an order file from
479 Order from a staged file
480 ~~~~~~~~~~~~~~~~~~~~~~~~
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.
489 - Next to each title is a checkbox, check the items you would like
490 to order, or choose 'Check all' at the top. Depending on your
491 settings in the :ref:`MarcFieldsToOrder`
492 preference Koha will populate the next screen with with the
493 relevant Quantity, Price, Fund, Statistic 1, and Statistic 2 found
494 within the staged file.
498 - In the 'Item Information' tab you can enter information that will
499 be added to every ordered item such as item type, collection code
500 and not for loan status.
504 - If no information is imported in the fund information from the MARC
505 with the :ref:`MarcFieldsToOrder` preference,
506 the 'Default accounting details' tab can be used to
507 apply values related to the accounting.
511 - The final option for ordering is to order from a list of titles with
512 the highest hold ratios
514 - This option will take you to the Holds Ratio report where you can
515 find items with a high hold ratio and order additional copies.
516 Next to each title will be a link with the number of items to
517 order, click that and it will add the item to your basket.
521 With any of the above ordering options you're presented with an option
522 to notify patrons of the new item when it's received. The contents of
523 that notification can be edited in the :ref:`Notices & Slips`
524 tool and will have the code of ACQ\_NOTIF\_ON\_RECEIV. In the 'Patrons'
525 section you will see an option to 'Add user'. Click that button to add
526 patrons who will be notified of the new issue.
528 Patron notification search
530 - In the window that pops up search for the patrons you'd like to
531 notify and click 'Select'
533 - Once you're done you can close the window and you'll see the list of
534 patrons under the 'Patrons' section
538 After bringing in the bib information (for all import methods except for
539 the staged file), if your :ref:`AcqCreateItem` system
540 preference is set to add an item when ordering you will enter the item
541 info next. You need to fill out at least one item record and then click
542 the 'Add' button at the bottom left of the item form.
546 After clicking the 'Add item' button below the item record the item will
547 appear above the form and then you can enter your next item the same way
548 (if ordering more than one item).
552 Once you have entered the info about the item, you need to enter the
553 Accounting information.
557 - Quantity is populated by the number of items you've added to the
562 You cannot edit the quantity manually, you must click 'Add'
563 below the item form to add as many items as you're ordering.
565 - The list of funds is populated by the :ref:`funds <funds-label>` you have
566 assigned in the Acquisitions Administration area.
568 - The currency pull down will have the
569 :ref:`currencies <currencies-and-exchange-rates-label>` you set up in the :ref:`Acquisitions
570 Administration <acquisitions-label>` area.
572 - The vendor price is the price before any taxes or discounts are
575 - If the price is uncertain, check the uncertain price box.
577 - A basket with at least one uncertain price can't be closed.
579 - If you are charged sales tax, choose that from the gstrate field
581 - Enter the percentage discount you're receiving on this order, once
582 you enter this, hit tab and Koha will populate the rest of the cost
585 - If you added Planning Values when :ref:`creating the
586 Fund <add-a-fund-label>`, those values will appear in the two
587 Planning Value fields.
589 Once you have filled in all of the fields click 'Save' to add the item
590 to your basket. If your price goes over the amount available in the fund
591 you will be presented with a confirmation.
595 The confirmation warning will allow you order past your fund amount if
598 After an item is added to the basket you will be presented with a basket
603 If you would like to see more details you can check the 'Show all
608 From here, you can edit or remove the items that you have added.
610 - Choosing to 'Delete the order' will delete the order line but leave
611 the record in the catalog.
613 - Choosing to 'Delete order and catalog record' removes both the order
614 line and the record in the catalog.
616 - The catalog record cannot always be deleted. You might see notes
621 On the summary page, you also have the option to edit the information
622 that you entered about the basket by clicking the 'Edit basket header
623 information' button, to delete the basket altogether by clicking the
624 'Delete this basket' button, or to export your basket as a CSV file by
625 clicking the 'Export this basket as CSV' button.
629 If you're using EDI for your order you can click the 'Create EDIFACT
630 order' button when you're done to send the file to the vendor and close
635 Once you're sure your basket is complete, you can click 'Close this
636 basket' button to indicate that this basket is complete and has been
641 You must close the basket to be able to :ref:`receive
642 items <receiving-orders-label>` when they arrive. Only items in closed
643 baskets will show as ready to receive.
645 If you have your :ref:`BasketConfirmations`
646 preference set to show a confirmation, you will be asked if you are sure
647 about closing the basket.
651 When closing the basket you can choose to add the basket to a group for
652 easy printing and retrieval. If you check the box to 'Attach this basket
653 to a new basket group' you will be brought to the group list where you
654 can print a PDF of the order.
660 A basket with at least one item marked as 'uncertain price' will not
661 be able to be closed.
665 Clicking the 'Uncertain Prices' button will call up a list of items with
666 uncertain prices to quick editing. From that list, you can quickly edit
667 the items by entering new prices and quantities.
673 The Uncertain Prices page is independent of the basket. It is linked
674 to the vendor so you will see all items on order with uncertain
675 prices for that vendor.
677 Once your order is entered you can search for it through acquisitions or
678 view the information on the biblio detail page in the staff client (if
679 the :ref:`AcquisitionDetails` preference is set to
684 .. _create-a-basket-group-label:
686 Create a basket group
687 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
689 A basket group is simply a group of baskets. In some libraries, you have
690 several staff members that create baskets, and, at the end of a period
691 of time, someone then groups them together to send to the vendor in
692 bulk. That said, it is possible to have one basket in a basket group if
693 that's the workflow used in your library.
695 .. _printing-baskets-label:
698 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
700 When you are finished adding items to your basket, click 'Close this
705 You will be asked if you want to 'Attach this basket to a new basket
706 group with the same name'. A basket group is necessary if you want to be
707 able to print PDFs of your orders.
711 Your completed order will be listed on the Basket Grouping page for
712 printing or further modification.
716 If you closed the basket before generating the EDIFACT order you can do
717 so from the basket grouping page.
719 Basket Grouping EDIFACT
721 Clicking the 'Print' button next to your order will generate a PDF for
722 printing, which will have all of your library information followed by
723 the items in your order.
727 .. _receiving-orders-label:
730 ---------------------------------------
734 You must close the basket to be able to :ref:`receive
735 items <receiving-orders-label>` when they arrive. Only items in closed
736 baskets will show as ready to receive.
738 Orders can be received from the vendor information page
742 or the vendor search results page
746 After clicking 'Receive shipment' you will be asked to enter a vendor
747 invoice number, a shipment received date, a shipping cost and a budget
748 to subtract that shipping amount from.
752 The receive page will list all items still on order with the vendor
753 regardless of the basket the item is from.
757 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.
772 You can also make edits to the item record from this form by clicking
773 the 'Edit' link next to each item. This will allow you to enter in
774 accurate call numbers and barcodes if you'd like to do that at the point
775 of receipt. Once you have made any changes necessary (to the order
776 and/or items, click 'Save' to mark the item(s) as received.
781 `AcqItemSetSubfieldsWhenReceived <#AcqItemSetSubfieldsWhenReceived>`__
782 preference set to add or change values on received items those
783 changes will take place after you hit 'Save'.
787 If the item is no longer available from this vendor you can transfer the
788 order to another vendor's basket by clicking the 'Transfer' link to the
789 right of the title. This will pop up a vendor search box.
793 From the results you can click 'Choose' to the right of the vendor you
794 would like to reorder this item from.
798 You will then be presented with the open baskets for that vendor to
799 choose from. To move the item simply click 'Choose' to the right of the
800 basket you would like to add the item to.
804 Once you have chosen you will be presented with a confirmation message.
808 When you're finished receiving items you can navigate away from this
809 page or click the 'Finish receiving' button at the bottom of the screen.
811 If the item cannot be found anywhere you can cancel the order by
812 clicking 'Delete order' to the far right. This will prompt you to enter
813 your reason and confirm cancellation.
817 You will also see that the item is received and/or cancelled if you view
825 ---------------------------
827 When orders are received invoices are generated. Invoices can be
828 searched by clicking on 'Invoices' in the left of the Acquisitions page.
832 After searching, your results will appear to the right of the search
837 From the results you can click the 'Details' link to see the full
838 invoice or 'Close' to note that the invoice is closed/paid for.
842 If you're allowing the uploading of acquisitions files with the
843 :ref:`AcqEnableFiles` preference you will see the option
844 to manage invoice files next to the link to 'Go to receipt
849 To see or attach new files click the 'Manage invoice files' link
853 From here you can find a file to upload and/or see the files you have
858 From the invoice search results you can also merge together two invoices
859 should you need to. Simply click the checkbox to the left of the
860 invoices you would like to merge and click the 'Merge selected invoices'
861 button at the bottom of the page. You will be presented with a
866 Click on the row of the invoice number you would like to keep and it
867 will be highlighted in yellow. Enter any different billing information
868 in the fields provided and click 'Merge'. The two invoices will become
871 .. _claims-&-late-orders-label:
874 -------------------------------------
876 If you have entered in an email address for the vendors in your system
877 you can send them claim emails when an order is late. Before you can
878 send claims you will need to set up an `acquisitions claim
879 notice <#ACQCLAIM>`__.
881 Upon clicking on the link to 'Late Orders' from the Acquisitions page
882 you will be presented with a series of filter options on the left hand
883 side. These filters will be applied only closed baskets.
889 The vendor pull down only shows vendors with closed baskets that are
892 Once you filter your orders to show you the things you consider to be
893 late you will be presented with a list of these items.
897 To the right of each late title you will be see a checkbox. Check off
898 the ones you want a claim letter sent to and click 'Claim Order' at the
899 bottom right of the list. This will automatically send an email to the
900 vendor at the email address you have on file.
904 The Estimated Delivery Date is based on the Delivery time value
905 entered on the vendor record.
907 If you would rather use a different acquisition claim letter (other than
908 the default) you can :ref:`create that in the notices module <adding-notices-&-slips-label>`
909 and choose it from the menu above the list of late items.
913 .. _acquisition-searches-label:
916 -------------------------------------
918 At the top of the various Acquisition pages there is a quick search box
919 where you can perform either a Vendor Search or an Order Search.
923 In the Vendor Search you can enter any part of the vendor name to get
928 Using the Orders Search you can search for items that have been ordered
929 with or without the vendor.
933 You can enter info in one or both fields and you can enter any part of
934 the title and/or vendor name.
938 Clicking the plus sign to the right of the Vendor search box will expand
939 the search and allow you to search for additional fields.
943 Clicking Advanced Search to the right of the search button will give you
944 all of the order search options available.
948 .. _budget/fund-tracking-label:
951 ----------------------------------------
953 On the main acquisitions page there will be a table showing you all of
954 your active funds and a breakdown of what has been ordered or spent
959 Clicking on the linked amounts under spent or ordered will show you a
960 summary of the titles ordered/received on that budget.
964 .. _edi-process-label:
967 -----------------------------
969 Previous sections explain all ordering options, this section pulls out
970 the parts related to EDI or EDIFACT ordering to help those who are only
971 using EDI for ordering.
975 Koha uses the EDIFACT standard not the X12 standard for electronic
978 .. _edi-questions-for-vendors-label:
980 EDI Questions for Vendors
981 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
983 You will want to gather the following information from your vendors
984 before beginning the set up process in Koha.
986 **EDI Accounts:** *This is the basic connection information for your
987 vendor. This will be used to fill in the :ref:`EDI Accounts`
990 - **Vendor:** The name of the vendor
992 - **Description:** A short description if additional explanation is
993 needed ( especially if you have multiple accounts for one vendor ).
995 - **Transport:** Does the vendor transmit EDI files via FTP, SFTP, or
996 something else the requires special processing?
998 - **Remote host:** The URL or IP address of the FTP/SFTP server
1000 - **Username:** The username for the above server
1002 - **Password:** The password for the above server
1004 - **Download directory:** The path on the server that contains files
1005 for Koha to download and process
1007 - **Upload directory:** The path on the server that Koha will upload
1008 files to for your vendor to process
1010 - **Qualifier:** Who assigned the SAN below?
1012 - Choose one of the following:
1014 (14) EAN International
1018 (91) Assigned by supplier
1020 (92) Assigned by buyer
1022 - **SAN:** The identifier for the vendor
1024 *Buyer qualifier and SAN are optional. Some vendors require a second
1025 buyer identifier in addition to the account EAN*.
1027 - **Buyer qualifier:** Who assigned the SAN below?
1029 - Choose one of the following:
1031 (14) EAN International
1035 (91) Assigned by supplier
1037 (92) Assigned by buyer
1039 - **Buyer SAN:** The identifier for the library
1041 - **Quotes enabled:** [y/n] Does this vendor support sending and
1042 receiving quotes via EDIfact and do you want to send and receive
1045 - **Orders enabled:** [y/n] Does this vendor support sending and
1046 receiving orders via EDIfact and do you want to send and receive
1049 - **Invoices enabled:**\ [y/n] Does this vendor support sending and
1050 receiving invoices via EDIfact and do you want to send and receive
1051 invoices via EDIfact?
1053 - **Order file suffix:** The file suffix for order files
1055 - **Quote file suffix:** The file suffix for quote files
1057 - **Invoice file suffix:** The file suffix for invoice files
1059 - **Account number(s):** (list them all)
1061 - **Account description(s):** (the summary of what this number is for)
1063 **EANs:** *Each library using EDIfact needs to specify a buyer
1064 identifier know as a SAN or EAN. This will fill in the :ref:`Library
1065 EANs <library-eans-label>` setting.*
1071 - Choose one of the following:
1073 (14) EAN International
1077 (91) Assigned by supplier
1079 (92) Assigned by buyer
1081 **MARC Order Fields or Grid Ordering:** *These values will fill in the
1082 :ref:`MarcFieldsToOrder` preference.*
1084 - **price:** MARC21 field that contains the item price
1086 - **quantity:** MARC21 field that contains the number of items for the
1089 - **budget\_code:** MARC21 field that contains the Koha budget code to
1092 - **discount:** MARC21 field the contains the discount as a percentage
1093 the the price will be discounted by
1095 - **sort2:** MARC21 field that will populate custom field sort1
1097 - **sort2:** MARC21 field that will populate custom field sort2
1099 .. _edi-setup-label:
1102 ~~~~~~~~~~~~~~~~~~~~~~~~~
1104 Before you begin ordering using EDI you will want to take the following
1107 - Ask your vendor/bookseller/jobber for :ref:`connection
1108 information <edi-questions-for-vendors-label>`
1110 - It might also be beneficial to ask for a few sample EDIFACT files
1113 - Share with your vendor/bookseller/jobber your :ref:`library
1114 codes <libraries-label>`, :ref:`item type codes <item-types-label>`, :ref:`fund
1115 codes <funds-label>`, and any other codes or :ref:`authorized
1116 values <authorized-values-label>` they might need for creating your MARC
1119 - Communicate with your support provider or the community about whether
1120 you will need a plugin based on your vendor's answers
1122 - For example ByWater Solutions has published plugins for specific
1124 https://github.com/bywatersolutions/koha-plugin-edifact-enhanced
1126 - :ref:`Enter the vendor/bookseller/jobber <add-a-vendor-label>` in
1129 - Review your :ref:`Acquisitions system preferences <acquisitions-label>`
1131 - Be sure to fill in the :ref:`MarcFieldsToOrder`
1132 preference with values for order files
1134 - Enter your :ref:`EDI Accounts`
1136 - Enter your :ref:`Library EANs`
1138 - Turn on the :ref:`EDI Cron <edi-message-processing-label>` so that it can process files
1140 .. _edi-ordering-label:
1143 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1145 The first step in ordering using EDI happens on the book vendor's
1146 website. Each seller will use different language, but you will need to
1147 place your order on their site and then download the MARC order file.
1148 Some language that you might see included "basket", "order", "cart",
1149 and/or "MARC order." Once you have this MARC file downloaded to your
1150 computer you will want to log in to Koha and continue the process there.
1152 Visit the :ref:`Stage MARC Records for Import` tool and upload
1153 your file. Once presented with the confirmation screen proceed to
1156 In Acquisitions :ref:`create a basket <create-a-basket-label>` for the vendor
1157 you ordered from. From the basket, choose to `order from a staged
1158 file <#orderfromstagedfile>`__ and click 'Order' next to the file you
1159 downloaded from your vendor and staged in Koha.
1161 From the confirmation screen you will see all of the data in the MARC
1162 file related to your order. If you are not seeing fields such as fund
1163 and quantity filled in then be sure to confirm that your
1164 :ref:`MarcFieldsToOrder` preference is set right.
1166 Once you have added all of the items to the basket you can click the
1167 'Create EDIFACT order' button.
1171 This will generate a pending file in the :ref:`EDIFACT
1172 Messages <edifact-messages-label>` in Koha. The pending files will be processed
1173 by the :ref:`EDI Cron Job <edi-message-processing-label>` and sent to your vendor.
1175 .. _edi-invoicing-label:
1178 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1180 When the book vendor is done processing your files they will send an
1181 invoice via EDI as well. The :ref:`EDI Cron Job <edi-message-processing-label>` will grab
1182 invoices and mark items found in the invoice as received and update your
1183 funds without any need for manual intervention.
1185 .. _edifact-messages-label:
1188 ----------------------------------
1190 A log of all messages sent and received via EDIFACT can be found under