Setup
---------------------
-Before using the Acquisitions Module you will want to make sure that you
+Before using the Acquisitions module you will want to make sure that you
have completed all of the set up.
-First, set your :ref:`Acquisitions System Preferences <acquisitions-label>` and
-:ref:`Acquisitions Administration <acquisitions-label>` to match your library's
-workflow. Before setting your :ref:`EDI Accounts` and
-:ref:`Library EANs` you will need to have :ref:`entered your
+First, set your :ref:`Acquisitions system preferences <acquisitions-label>` and
+:ref:`acquisitions administration <acquisitions-label>` to match your library's
+workflow. Before setting your :ref:`EDI accounts` and
+:ref:`library EANs` you will need to have :ref:`entered your
vendors <add-a-vendor-label>`.
On the main acquisitions page you will see your library's funds listed.
|image782|
-Learn more in the :ref:`Budget/Fund Tracking` section of
+Learn more in the :ref:`Budget/fund tracking` section of
this manual.
.. _vendors-label:
Vendors
-------------------------
-Before any orders can be places you must first enter at least one
+Before any orders can be placed you must first enter at least one
vendor.
.. _add-a-vendor-label:
-Add a Vendor
+Add a vendor
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
-To add a vendor click the 'New Vendor' button on the Acquisitions page
+To add a vendor click the 'New vendor' button on the Acquisitions page
|image783|
The vendor add form is broken into three pieces
-- The first section is for basic information about the Vendor
+- The first section is for basic information about the vendor
|image784|
- - Of these fields, only the Vendor name is required, the rest of the
+ - Of these fields, only the vendor name is required, the rest of the
information should be added to help with generating claim letters
and invoices
- The second section is for information regarding your contact at the
- Vendor's office
+ vendor's office
|image785|
- To be able to order from a vendor you must make them 'Active'
- - For List Prices and Invoice Prices choose the currency
+ - For list prices and invoice prices choose the currency
- - Currencies are assigned in the :ref:`Currencies & Exchange
- Rates <currencies-and-exchange-rates-label>` admin area
+ - Currencies are assigned in the :ref:`Currencies & exchange
+ rates <currencies-and-exchange-rates-label>` admin area
- - If your library is charged tax mark your Tax Number as registered
+ - If your library is charged tax mark your tax number as registered
- Note if you list prices and/or invoice prices include tax
.. _view/edit-a-vendor-label:
-View/Edit a Vendor
+View/edit a vendor
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
To view a vendor's information page you must search for the vendor from
the Acquisitions home page. Your search can be for any part of the
-Vendor's name:
+vendor's name:
|image787|
.. _vendor-contracts-label:
-Vendor Contracts
+Vendor contracts
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
You can define contracts (with a start and end date) and attach them to
.. _add-a-contract-label:
-Add a Contract
+Add a contract
^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
-At the top of a Vendor Information Page, you will see a 'New Contract'
+At the top of a vendor information Page, you will see a 'New contract'
button.
|image790|
.. _managing-suggestions-label:
-Managing Suggestions
+Managing suggestions
-----------------------------------------
Purchase suggestions can be generated in one of two ways. You can create
|image1280|
This edit can trigger a notice (defined in the :ref:`Notices &
-Slips <notices-&-slips-label>` tool with the `TO\_PROCESS <#toprocessnotice>`__
+slips <notices-&-slips-label>` tool with the `TO\_PROCESS <#toprocessnotice>`__
notice) to the fund owner that there is a suggestion ready for them to
manage if you have turned on the :ref:`cron job to generate these
notices <email-suggestions-to-process-label>`.
.. _placing-orders-label:
-Placing Orders
+Placing orders
-------------------------------------
To place an order you must first search for the vendor or bookseller you
**Important**
If you are planning on using EDIFACT to submit your order you will
- need to first set up your library's :ref:`EDI Accounts`
+ need to first set up your library's :ref:`EDI accounts`
and :ref:`EANs <library-eans-label>`.
.. _create-a-basket-label:
- When adding a basket you want to give it a name that will help you
identify it later
-- Enter in the Billing Place and Delivery Place (this will default the
+- Enter in the billing place and delivery place (this will default the
library you're logged in at)
- If you would like to change the vendor you're ordering from you can
- The notes fields are optional and can contain any type of information
- If you're ordering standing items (items which arrive regularly) then
- you will want to check the 'Orders are standing' box for this basket
+ you will want to check the 'Orders are standing' box for this basket.
+
+ - Note that any one basket cannot contain both firm and standing orders.
If you have :ref:`added contracts <add-a-contract-label>` to the vendor
you're ordering from, you will also have an option to choose which
listed under 'Catalog details.'
- If you allow patrons to make purchase suggestions (learn more in the
- :ref:`Managing Suggestions` section of this manual),
+ :ref:`Managing suggestions` section of this manual),
then you can place orders from those suggestions. In order to keep
track of suggestions that have been ordered and received you must
place the order using this link.
|image812|
- - From this form you can make changes to the Catalog Details if
+ - From this form you can make changes to the catalog details if
necessary.
- When the item appears in your basket it will include a link to
- Orders added to the basket in this way will notify the patron via
email that their suggestion has been ordered and will update the
- patron's ':ref:`My purchase suggestions <my-purchase-suggestions-label>`' page
+ patron's ':ref:`your purchase suggestions <your-purchase-suggestions-label>`' page
in the OPAC.
- If you're using the `Serials <#serials>`__ module you can link your
|image1282|
- - In the 'Item Information' tab you can enter information that will
+ - In the 'Item information' tab you can enter information that will
be added to every ordered item such as item type, collection code
and not for loan status.
- The final option for ordering is to order from a list of titles with
the highest hold ratios
- - This option will take you to the Holds Ratio report where you can
+ - This option will take you to the holds ratio report where you can
find items with a high hold ratio and order additional copies.
Next to each title will be a link with the number of items to
order, click that and it will add the item to your basket.
With any of the above ordering options you're presented with an option
to notify patrons of the new item when it's received. The contents of
-that notification can be edited in the :ref:`Notices & Slips`
+that notification can be edited in the :ref:`Notices & slips`
tool and will have the code of ACQ\_NOTIF\_ON\_RECEIV. In the 'Patrons'
section you will see an option to 'Add user'. Click that button to add
patrons who will be notified of the new issue.
below the item form to add as many items as you're ordering.
- The list of funds is populated by the :ref:`funds <funds-label>` you have
- assigned in the Acquisitions Administration area.
+ assigned in the Acquisitions administration area.
- The currency pull down will have the
:ref:`currencies <currencies-and-exchange-rates-label>` you set up in the :ref:`Acquisitions
- Administration <acquisitions-label>` area.
+ administration <acquisitions-label>` area.
- The vendor price is the price before any taxes or discounts are
applied.
you enter this, hit tab and Koha will populate the rest of the cost
fields below.
-- If you added Planning Values when :ref:`creating the
+- Retail price is the recommended retail price (RRP), the price set
+ by the publisher or the manufacturer as a recommendation to booksellers.
+
+- Replacement cost is the price it will cost to replace the item.
+
+- Budgeted cost is the amount that will be removed from the 'spent' budget.
+
+- Total is the budgeted cost multiplied by the quantity of items ordered.
+
+- If you added planning values when :ref:`creating the
Fund <add-a-fund-label>`, those values will appear in the two
- Planning Value fields.
+ planning value fields.
Once you have filled in all of the fields click 'Save' to add the item
to your basket. If your price goes over the amount available in the fund
|image833|
-Clicking the 'Uncertain Prices' button will call up a list of items with
+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.
**Important**
- The Uncertain Prices page is independent of the basket. It is linked
+ The Uncertain prices page is independent of the basket. It is linked
to the vendor so you will see all items on order with uncertain
prices for that vendor.
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
When you are finished adding items to your basket, click 'Close this
-Basket.'
+basket.'
|image835|
|image836|
-Your completed order will be listed on the Basket Grouping page for
+Your completed order will be listed on the basket grouping page for
printing or further modification.
|image837|
If you closed the basket before generating the EDIFACT order you can do
so from the basket grouping page.
-Basket Grouping EDIFACT
+Basket grouping EDIFACT
Clicking the 'Print' button next to your order will generate a PDF for
printing, which will have all of your library information followed by
.. _receiving-orders-label:
-Receiving Orders
+Receiving orders
---------------------------------------
**Important**
|image853|
+In the Adjustments section, you can add adjustments to your invoices.
+These adjustments can be for adjusting the price that is offset by rounding
+or adding a credit to the invoice, for example.
+
+|image1371|
+
+- Click on 'Add an adjustment'
+
+- Enter the amount of the adjustment
+
+- Choose a reason, if needed
+
+ **Note**
+
+ The reasons are :ref:`authorized values<authorized-values-label>`.
+ Use the category ADJ\_REASON to add custom reasons for adjustments.
+
+- Enter a note, if needed
+
+- Choose the fund from which the adjustment amount should be taken
+
+- If 'Encumber while invoice open' is checked, the amount of the adjustment
+ will be taken out of the fund immediately. If it isn't checked, the amount
+ will be subtracted only when the invoice is closed.
+
+- Click on 'Update adjustments' to save your adjustments
+
+If you need to change the adjustment afterwards, you can do so in the table
+and click on 'Update adjustments'.
+
+|image1372|
+
If you're allowing the uploading of acquisitions files with the
:ref:`AcqEnableFiles` preference you will see the option
to manage invoice files next to the link to 'Go to receipt
in the fields provided and click 'Merge'. The two invoices will become
one.
+.. _cancelling-an-order-label:
+
+Canceling an order
+------------------------------------
+
+ **Note**
+
+ 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.
+
+To cancel an order:
+
+#. locate the vendor and click on 'Receive shipment';
+#. 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);
+#. so on the next page you'll get a warning box in which you click on 'Receive';
+#. on the next page (at right) you can click on 'Cancel order'.
+
.. _claims-&-late-orders-label:
-Claims & Late Orders
+Claims & late orders
-------------------------------------
If you have entered in an email address for the vendors in your system
send claims you will need to set up an `acquisitions claim
notice <#ACQCLAIM>`__.
-Upon clicking on the link to 'Late Orders' from the Acquisitions page
+Upon clicking on the link to 'Late orders' from the Acquisitions page
you will be presented with a series of filter options on the left hand
side. These filters will be applied only closed baskets.
|image858|
To the right of each late title you will be see a checkbox. Check off
-the ones you want a claim letter sent to and click 'Claim Order' at the
+the ones you want a claim letter sent to and click 'Claim order' at the
bottom right of the list. This will automatically send an email to the
vendor at the email address you have on file.
**Note**
- The Estimated Delivery Date is based on the Delivery time value
+ The estimated delivery date is based on the delivery time value
entered on the vendor record.
If you would rather use a different acquisition claim letter (other than
.. _acquisition-searches-label:
-Acquisition Searches
+Acquisition searches
-------------------------------------
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.
+where you can perform either a Vendor search or an Order search.
|image860|
-In the Vendor Search you can enter any part of the vendor name to get
+In the Vendor search you can enter any part of the vendor name to get
results.
|image861|
-Using the Orders Search you can search for items that have been ordered
+Using the Orders search you can search for items that have been ordered
with or without the vendor.
|image862|
|image864|
-Clicking Advanced Search to the right of the search button will give you
+Clicking Advanced search to the right of the search button will give you
all of the order search options available.
|image865|
.. _budget/fund-tracking-label:
-Budget/Fund Tracking
+Budget/fund tracking
----------------------------------------
On the main acquisitions page there will be a table showing you all of
.. _edi-process-label:
-EDI Process
+EDI process
-----------------------------
Previous sections explain all ordering options, this section pulls out
.. _edi-questions-for-vendors-label:
-EDI Questions for Vendors
+EDI questions for vendors
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
You will want to gather the following information from your vendors
before beginning the set up process in Koha.
-**EDI Accounts:** *This is the basic connection information for your
-vendor. This will be used to fill in the :ref:`EDI Accounts`
+**EDI accounts:** *This is the basic connection information for your
+vendor. This will be used to fill in the :ref:`EDI accounts`
section.*
- **Vendor:** The name of the vendor
(92) Assigned by buyer
-**MARC Order Fields or Grid Ordering:** *These values will fill in the
+**MARC order fields or grid ordering:** *These values will fill in the
:ref:`MarcFieldsToOrder` preference.*
- **price:** MARC21 field that contains the item price
.. _edi-setup-label:
-EDI Setup
+EDI setup
~~~~~~~~~~~~~~~~~~~~~~~~~
Before you begin ordering using EDI you will want to take the following
.. _edi-ordering-label:
-EDI Ordering
+EDI ordering
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
The first step in ordering using EDI happens on the book vendor's
and/or "MARC order." Once you have this MARC file downloaded to your
computer you will want to log in to Koha and continue the process there.
-Visit the :ref:`Stage MARC Records for Import` tool and upload
+Visit the :ref:`Stage MARC records for import` tool and upload
your file. Once presented with the confirmation screen proceed to
Acquisitions.
Once you have added all of the items to the basket you can click the
'Create EDIFACT order' button.
-EDIFACT Order
+EDIFACT order
This will generate a pending file in the :ref:`EDIFACT
-Messages <edifact-messages-label>` in Koha. The pending files will be processed
-by the :ref:`EDI Cron Job <edi-message-processing-label>` and sent to your vendor.
+messages <edifact-messages-label>` in Koha. The pending files will be processed
+by the :ref:`EDI cron job <edi-message-processing-label>` and sent to your vendor.
.. _edi-invoicing-label:
-EDI Invoicing
+EDI invoicing
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
When the book vendor is done processing your files they will send an
-invoice via EDI as well. The :ref:`EDI Cron Job <edi-message-processing-label>` will grab
+invoice via EDI as well. The :ref:`EDI cron job <edi-message-processing-label>` will grab
invoices and mark items found in the invoice as received and update your
funds without any need for manual intervention.
.. _edifact-messages-label:
-EDIFACT Messages
+EDIFACT messages
----------------------------------
A log of all messages sent and received via EDIFACT can be found under
-EDIFACT Messages.
+EDIFACT messages.
|image1291|
projects / kohadocs.git / blobdiff