On the main acquisitions page you will see your library's funds listed.
-Acquisitions Funds Summary
|image781|
**Note**
To see a history of all orders in a fund you can click on the linked
amount and it will run a search for you.
-Breakdown of orders against the FIC Fund
|image782|
Learn more in the :ref:`Budget/Fund Tracking` section of
To add a vendor click the 'New Vendor' button on the Acquisitions page
-New Vendor Button on Acquisitions
|image783|
The vendor add form is broken into three pieces
- The first section is for basic information about the Vendor
- Basic Vendor Information
|image784|
- Of these fields, only the Vendor name is required, the rest of the
- The second section is for information regarding your contact at the
Vendor's office
- Vendor Contact Details
|image785|
- None of these fields are required, they should only be entered if
- The final section is for billing information
- Vendor Ordering/Billing Information
|image786|
- To be able to order from a vendor you must make them 'Active'
the Acquisitions home page. Your search can be for any part of the
Vendor's name:
-Vendor Search Results
|image787|
From the results, click on the name of the vendor you want to view or
edit
-Vendor Information Page
|image788|
To make changes to the vendor, simply click the 'Edit vendor' button.
button will also be visible and the vendor can be deleted. Otherwise you
will see a 'Receive shipment' button.
-Receive shipment button
|image789|
.. _vendor-contracts-label:
At the top of a Vendor Information Page, you will see a 'New Contract'
button.
-New Contract Button
|image790|
The contract form will ask for some very basic information about the
contract
-New Contract Form
|image791|
**Important**
Once the contract is saved it will appear below the vendor information.
-Vendor with contracts
|image792|
It will also be an option when creating a basket
-Contract Pull Down on New Basket Form
|image793|
.. _managing-suggestions-label:
the OPAC. When a suggestion is waiting for library review, it will
appear on the Acquisitions home page under the vendor search.
-Pending suggestions on Acquisitions
|image794|
It will also appear on the main staff dashboard under the module labels:
-Pending suggestions on main page
|image795|
Clicking 'Manage suggestions' will take you to the suggestion management
management tool by clicking the 'Manage suggestions' link on the menu on
the left of the Acquisitions page.
-Suggestion Management
|image796|
Your suggestions will be sorted into several tabs: Accepted, Pending,
hand side of the Manage Suggestions page to assist in limiting the
number of titles displayed on the screen.
-Suggestion Filtering
|image797|
Clicking on the blue headings will expand the filtering options and
libraries click on the 'Acquisition information' filter and change
the library.
- Branch filter
|image798|
When reviewing 'Pending' suggestions you can choose to check the box
status and reason for your selection. You can also choose to completely
delete the suggestion by checking the 'Delete selected' box.
-Pending Suggestions
|image799|
Another option for libraries with long lists of suggestions is to
suggestion to open a summary of the suggestion, including information if
the item was purchased.
-Suggestion Information
|image800|
Clicking 'edit' to the right of the suggested title or at the to pof the
suggestion detail page will open a suggestion editing page.
-Edit Purchase Suggestion
|image801|
From this form you can make edits to the suggestion (adding more details
Reasons for accepting and rejecting suggestions are defined by the
`SUGGEST <#suggestauthorized>`__ authorized value.
-Reasons for approving or rejecting suggestions
|image802|
If you choose 'Others...' as your reason you will be prompted to enter
your reason in a text box. Clicking 'Cancel' to the right of the box
will bring back the pull down menu with authorized reasons.
-Enter reason for 'Others...'
|image803|
You can also assign this suggestion to a fund.
the OPAC and an :ref:`email notice <notices-&-slips-label>` will be sent to the patron
using the template that matches the status you have chosen.
-Purchase suggestions in the OPAC
|image804|
.. _placing-orders-label:
To create a basket you must first search for the vendor you're ordering
from:
-New Basket / Add Basket Options
|image805|
And click the 'New basket' button to the right of the vendor name.
After clicking 'New basket' you will be asked to enter some information
about the order:
-Add Basket Form
|image806|
- When adding a basket you want to give it a name that will help you
you're ordering from, you will also have an option to choose which
contract you're ordering these items under.
-Basket with contract options
|image807|
When finished, click 'Save'
-New Empty Basket
|image808|
Once your basket is created you are presented with several options for
- If you are ordering another copy of an existing item, you can simply
search for the record in your system.
- Search for existing records
|image809|
- From the results, simply click 'Order' to be brought to the order
form.
- Order form
|image810|
- All of the details associated with the item will already be
track of suggestions that have been ordered and received you must
place the order using this link.
- Approved Suggestions to Order From
|image811|
- From the results, click 'Order' next to the item you want to order
and you will be presented with the order form including a link to
the suggestion
- Order from a Suggestion
|image812|
- From this form you can make changes to the Catalog Details if
- When the item appears in your basket it will include a link to
the suggestion.
- Suggestion Link in basket
|image813|
- Orders added to the basket in this way will notify the patron via
- After clicking the order link you will be brought to a search page
that will help you find your subscription
- Subscription order search
|image814|
- Your results will appear to the right of the form and each
subscription will have an 'Order' link to the right
- Subscription results
|image815|
- Clicking 'Order' will bring the subscription info in to the order
form without an 'Add item' section since you are just ordering a
subscription and an item isn't needed
- Order from subscription
|image816|
- To order from a record that can't be found anywhere else, choose the
'From a new (empty) record.'
- Order a new record
|image817|
- You will be presented with an empty form to fill in all of the
can use the 'From an external source' option that will allow you to
order from a MARC record found via a Z39.50 search.
- Search for record to add
|image818|
- From the results, click the Order link next to the item you want
to purchase.
- Search Results to Order From
|image819|
- If the item you're ordering from an external source looks like it
might be a duplicate, Koha will warn you and give you options on
how to proceed.
- Duplicate order warning
|image820|
- From the warning, you can choose to order another copy on the
- In the order form that pops up, you will not be able to edit the
catalog details.
- New order from Z39.50 Search
|image821|
- The next option for ordering is to order from a staged record (:ref:`learn
Order from a staged file
~~~~~~~~~~~~~~~~~~~~~~~~
- Staged Files to Order From
|image822|
- From the list of files you are presented with, choose the 'Add
info next. You need to fill out at least one item record and then click
the 'Add' button at the bottom left of the item form.
-Item order
|image823|
After clicking the 'Add item' button below the item record the item will
appear above the form and then you can enter your next item the same way
(if ordering more than one item).
-Item ordered
|image824|
Once you have entered the info about the item, you need to enter the
Accounting information.
-Accounting Details
|image825|
- Quantity is populated by the number of items you've added to the
to your basket. If your price goes over the amount available in the fund
you will be presented with a confirmation.
-Fund warning
|image826|
The confirmation warning will allow you order past your fund amount if
After an item is added to the basket you will be presented with a basket
summary.
-Basket with item info
|image827|
If you would like to see more details you can check the 'Show all
details' checkbox
-Show all details
|image828|
From here, you can edit or remove the items that you have added.
- The catalog record cannot always be deleted. You might see notes
explaining why.
- Can't delete order line
|image829|
On the summary page, you also have the option to edit the information
'Delete this basket' button, or to export your basket as a CSV file by
clicking the 'Export this basket as CSV' button.
-Basket Buttons
|image830|
If you're using EDI for your order you can click the 'Create EDIFACT
preference set to show a confirmation, you will be asked if you are sure
about closing the basket.
-Basket Closure Confirmation
|image831|
When closing the basket you can choose to add the basket to a group for
to a new basket group' you will be brought to the group list where you
can print a PDF of the order.
-Closed Baskets
|image832|
**Important**
A basket with at least one item marked as 'uncertain price' will not
be able to be closed.
- A basket with items where the price is uncertain
|image833|
Clicking the 'Uncertain Prices' button will call up a list of items with
uncertain prices to quick editing. From that list, you can quickly edit
the items by entering new prices and quantities.
-Uncertain Prices
|image834|
**Important**
When you are finished adding items to your basket, click 'Close this
Basket.'
-Close Basket
|image835|
You will be asked if you want to 'Attach this basket to a new basket
group with the same name'. A basket group is necessary if you want to be
able to print PDFs of your orders.
-Create Purchase Order
|image836|
Your completed order will be listed on the Basket Grouping page for
printing or further modification.
-Basket Grouping
|image837|
If you closed the basket before generating the EDIFACT order you can do
printing, which will have all of your library information followed by
the items in your order.
-Order found on PDF
|image838|
.. _receiving-orders-label:
Orders can be received from the vendor information page
-Receive from Vendor Information
|image839|
or the vendor search results page
-Vendor Search Results
|image840|
After clicking 'Receive shipment' you will be asked to enter a vendor
invoice number, a shipment received date, a shipping cost and a budget
to subtract that shipping amount from.
-Receive Shipment
|image841|
The receive page will list all items still on order with the vendor
regardless of the basket the item is from.
-Receipt Summary
|image842|
To receive a specific item, click the 'Receive' link to the right of the
item.
-Receive Item Form
|image843|
From this form you can alter the cost information. You can also choose
filling in subfield v (Cost, replacement price) and subfield g (Cost,
normal purchase price) on the item record after saving.
-Item record after receipt
|image844|
You can also make edits to the item record from this form by clicking
preference set to add or change values on received items those
changes will take place after you hit 'Save'.
-Already Received Items
|image845|
If the item is no longer available from this vendor you can transfer the
order to another vendor's basket by clicking the 'Transfer' link to the
right of the title. This will pop up a vendor search box.
-Transfer search
|image846|
From the results you can click 'Choose' to the right of the vendor you
would like to reorder this item from.
-Transfer vendor
|image847|
You will then be presented with the open baskets for that vendor to
choose from. To move the item simply click 'Choose' to the right of the
basket you would like to add the item to.
-Basket choice
|image848|
Once you have chosen you will be presented with a confirmation message.
-Confirm transfer
|image849|
When you're finished receiving items you can navigate away from this
You will also see that the item is received and/or cancelled if you view
the basket.
-One item marked (rcvd) in basket
|image850|
.. _invoices-label:
When orders are received invoices are generated. Invoices can be
searched by clicking on 'Invoices' in the left of the Acquisitions page.
-Invoices page
|image851|
After searching, your results will appear to the right of the search
options.
-Invoice search results
|image852|
From the results you can click the 'Details' link to see the full
invoice or 'Close' to note that the invoice is closed/paid for.
-Invoice details
|image853|
If you're allowing the uploading of acquisitions files with the
To see or attach new files click the 'Manage invoice files' link
-No invoice files
|image854|
From here you can find a file to upload and/or see the files you have
already attached.
-Invoice files
|image855|
From the invoice search results you can also merge together two invoices
button at the bottom of the page. You will be presented with a
confirmation screen:
-Merge invoices
|image856|
Click on the row of the invoice number you would like to keep and it
you will be presented with a series of filter options on the left hand
side. These filters will be applied only closed baskets.
-Acquisitions Late Order Filters
|image857|
**Note**
Once you filter your orders to show you the things you consider to be
late you will be presented with a list of these items.
-Late Orders
|image858|
To the right of each late title you will be see a checkbox. Check off
the default) you can :ref:`create that in the notices module <adding-notices-&-slips-label>`
and choose it from the menu above the list of late items.
-Choose a Claim Letter
|image859|
.. _acquisition-searches-label:
At the top of the various Acquisition pages there is a quick search box
where you can perform either a Vendor Search or an Order Search.
-Acquisition Searches
|image860|
In the Vendor Search you can enter any part of the vendor name to get
results.
-Vendor Search Results
|image861|
Using the Orders Search you can search for items that have been ordered
with or without the vendor.
-Order Search Box
|image862|
You can enter info in one or both fields and you can enter any part of
the title and/or vendor name.
-Order Search Results
|image863|
Clicking the plus sign to the right of the Vendor search box will expand
the search and allow you to search for additional fields.
-Expanded Orders Search
|image864|
Clicking Advanced Search to the right of the search button will give you
all of the order search options available.
-Full Order Search
|image865|
.. _budget/fund-tracking-label:
your active funds and a breakdown of what has been ordered or spent
against them.
-Fund Table
|image866|
Clicking on the linked amounts under spent or ordered will show you a
summary of the titles ordered/received on that budget.
-Titles Spent
|image867|
.. _edi-process-label:
projects / kohadocs.git / blobdiff