--- /dev/null
+
+Acquisitions
+============
+
+The Koha Acquisitions module provides a way for the library to record
+orders placed with vendors and manage purchase budgets.
+
+- *Get there:* More > Acquisitions
+
+`Setup <#acqsetup>`__
+---------------------
+
+Before using the Acquisitions Module you will want to make sure that you
+have completed all of the set up.
+
+First, set your `Acquisitions System Preferences <#acqprefs>`__ and
+`Acquisitions Administration <#acqadmin>`__ to match your library's
+workflow. Before setting your `EDI Accounts <#ediaccounts>`__ and
+`Library EANs <#libraryeans>`__ you will need to have `entered your
+vendors <#addacqvendor>`__.
+
+On the main acquisitions page you will see your library's funds listed.
+
+Acquisitions Funds Summary
+|image781|
+
+ **Note**
+
+ If the total line is confusing for the funds you have set up you can
+ hide it by adding
+
+ ::
+
+ #funds_total {display:none;}
+
+ to the `IntranetUserCSS <#IntranetUserCSS>`__ preference.
+
+To see all active funds you can click the checkbox next to 'Show active
+and inactive' above the funds table.
+
+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 `Budget/Fund Tracking <#fundtracking>`__ section of
+this manual.
+
+`Vendors <#acqvendors>`__
+-------------------------
+
+Before any orders can be places you must first enter at least one
+vendor.
+
+`Add a Vendor <#addacqvendor>`__
+~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
+
+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
+ 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 Contact Details
+ |image785|
+
+ - None of these fields are required, they should only be entered if
+ you want to keep track of your contact's information within Koha
+
+- 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'
+
+ - For List Prices and Invoice Prices choose the currency
+
+ - Currencies are assigned in the `Currencies & Exchange
+ Rates <#currexchangeadmin>`__ admin area
+
+ - If your library is charged tax mark your Tax Number as registered
+
+ - Note if you list prices and/or invoice prices include tax
+
+ - If the vendor offers a consistent blank discount, enter that in
+ the 'Discount' field
+
+ - You can enter item specific discounts when placing an order
+
+ - Enter your tax rate if your library is charged taxes on orders
+
+ - If you know about how long it usually takes orders to arrive from
+ this vendor you can enter a delivery time. This will allow Koha to
+ estimate when orders will arrive at your library on the late
+ orders report.
+
+ - Notes are for internal use
+
+`View/Edit a Vendor <#editacqvendor>`__
+~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
+
+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 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.
+
+If the vendor has no baskets attached to it then a 'Delete vendor'
+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 <#vendorcontracts>`__
+~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
+
+You can define contracts (with a start and end date) and attach them to
+a vendor. This is used so that at the end of the year you can see how
+much you spent on a specific contract with a vendor. In some places,
+contracts are set up with a minimum and maximum yearly amount.
+
+`Add a Contract <#addvendorcontract>`__
+^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
+
+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**
+
+ You cannot enter a contract retrospectively. The end date must not
+ be before today's date.
+
+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 <#managesuggest>`__
+-----------------------------------------
+
+Purchase suggestions can be generated in one of two ways. You can create
+suggestions via the staff client either for the library or `on the
+patron's behalf <#patronsuggestions>`__ from their record. Depending on
+your settings in the `suggestion <#suggestionspref>`__ system
+preference, patrons may also be able to make purchase suggestions via
+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
+tool. If there are no pending suggestions you can access the suggestion
+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,
+Checked, Ordered and/or Rejected. Each accepted or rejected suggestion
+will show the name of the librarian who managed the suggestion and the
+reason they gave for accepting or rejecting it (found under 'Status').
+
+An 'Accepted' suggestion is one that you have marked as 'Accepted' using
+the form below the suggestions. A 'Pending' suggestion is one that is
+awaiting action from the library. A 'Checked' suggestion is one that has
+been marked as 'Checked' using the form before the suggestions. An
+'Ordered' suggestion is on that has been ordered using the '`From a
+purchase suggestion <#orderfromsuggestion>`__' link in your basket. A
+'Rejected' suggestion is one that you have marked at 'Rejected' using
+the form below the list of suggestions.
+
+For libraries with lots of suggestions, there are filters on the left
+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
+clicking '[clear]' will clear all filters and show all suggestions.
+
+ **Note**
+
+ The suggestions page will automatically be limited to suggestions
+ for your library. To see information for all (or any other)
+ 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
+next to the item(s) you want to approve/reject and then choose the
+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
+approve or reject suggestions one by one by clicking on the title of the
+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
+or updating incorrect information provided by the patron). You can also
+choose to accept or reject the suggestion on an individual basis.
+
+- Choosing to mark a request as 'Pending' will move the request back to
+ the 'Pending' tab.
+
+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. Edit suggestion fund
+
+This edit can trigger a notice (defined in the `Notices &
+Slips <#notices>`__ 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 `cron job to generate these
+notices <#emailsuggestfund>`__.
+
+Once you have clicked 'Submit' the suggestion will be moved to the
+matching tab. The status will also be updated on the patron's account in
+the OPAC and an `email notice <#notices>`__ will be sent to the patron
+using the template that matches the status you have chosen.
+
+Purchase suggestions in the OPAC
+|image804|
+
+`Placing Orders <#placingacqorder>`__
+-------------------------------------
+
+To place an order you must first search for the vendor or bookseller you
+want to send the order to.
+
+ **Important**
+
+ If you are planning on using EDIFACT to submit your order you will
+ need to first set up your library's `EDI Accounts <#ediaccounts>`__
+ and `EANs <#libraryeans>`__.
+
+`Create a basket <#createacqbasket>`__
+~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
+
+ **Note**
+
+ If you're using EDI for ordering you will want to download your
+ order record from your vendor before starting the process in Koha.
+
+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.
+
+ **Note**
+
+ You can also add to an existing basket by clicking the 'Add to
+ basket' link to the far right of each basket's information in the
+ results table.
+
+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
+ identify it later
+
+- 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
+ use the Vendor pull down menu
+
+- 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
+
+If you have `added contracts <#addvendorcontract>`__ to the vendor
+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
+adding items to the order.
+
+- 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
+ listed under 'Catalog details.'
+
+- If you allow patrons to make purchase suggestions (learn more in the
+ `Managing Suggestions <#managesuggest>`__ 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.
+
+ 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
+ necessary.
+
+ - 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
+ email that their suggestion has been ordered and will update the
+ patron's '`My purchase suggestions <#opacmysuggestions>`__' page
+ in the OPAC.
+
+- If you're using the `Serials <#serials>`__ module you can link your
+ subscription order information to acquisitions by choosing to order
+ 'From a subscription'
+
+ - 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
+ necessary details about the item you are ordering.
+
+- If you want to search other libraries for an item to purchase, you
+ 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
+ existing bib record, create a new bib record, or cancel your
+ order of this item.
+
+ - 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 (`learn
+ more about staging records <#stagemarc>`__).
+
+ **Note**
+
+ This is the option you will choose if you have an order file from
+ your vendor.
+
+ Staged Files to Order From
+ |image822|
+
+ - From the list of files you are presented with, choose the 'Add
+ orders' link to add the records in the staged file to your order.
+ Staged records
+
+ - Next to each title is a checkbox, check the items you would like
+ to order, or choose 'Check all' at the top. Depending on your
+ settings in the `MarcFieldsToOrder <#MarcFieldsToOrder>`__
+ preference Koha will populate the next screen with with the
+ relevant Quantity, Price, Fund, Statistic 1, and Statistic 2 found
+ within the staged file.Add orders from staged file
+
+ - 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.Item information
+
+ - If no information is imported from the MARC record regarding fund
+ information the 'Default accounting details' tab can be used to
+ apply values related to the accounting.Accounting details
+
+- 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
+ 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.Holds
+ Ratio Order
+
+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 `Notices & Slips <#notices>`__
+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.
+
+Patron notification search
+
+- In the window that pops up search for the patrons you'd like to
+ notify and click 'Select'
+
+- Once you're done you can close the window and you'll see the list of
+ patrons under the 'Patrons' sectionPatrons
+
+After bringing in the bib information (for all import methods except for
+the staged file), if your `AcqCreateItem <#AcqCreateItem>`__ system
+preference is set to add an item when ordering you will enter the item
+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
+ order above.
+
+ - **Important**
+
+ You cannot edit the quantity manually, you must click 'Add'
+ below the item form to add as many items as you're ordering.
+
+- The list of funds is populated by the `funds <#funds>`__ you have
+ assigned in the Acquisitions Administration area.
+
+- The currency pull down will have the
+ `currencies <#currexchangeadmin>`__ you set up in the `Acquisitions
+ Administration <#acqadmin>`__ area.
+
+- The vendor price is the price before any taxes or discounts are
+ applied.
+
+- If the price is uncertain, check the uncertain price box.
+
+ - A basket with at least one uncertain price can't be closed.
+
+- If you are charged sales tax, choose that from the gstrate field
+
+- Enter the percentage discount you're receiving on this order, once
+ you enter this, hit tab and Koha will populate the rest of the cost
+ fields below.
+
+- If you added Planning Values when `creating the
+ Fund <#addbudgetfund>`__, those values will appear in the two
+ 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 availalbe 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
+you so choose.
+
+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.
+
+- Choosing to 'Delete the order' will delete the order line but leave
+ the record in the catalog.
+
+- Choosing to 'Delete order and catalog record' removes both the order
+ line and the record in the catalog.
+
+ - 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
+that you entered about the basket by clicking the 'Edit basket header
+information' button, to delete the basket altogether by clicking the
+'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
+order' button when you're done to send the file to the vendor and close
+the basket.EDIFACT Order
+
+Once you're sure your basket is complete, you can click 'Close this
+basket' button to indicate that this basket is complete and has been
+sent to the vendor.
+
+ **Important**
+
+ You must close the basket to be able to `receive
+ items <#receiveacqorder>`__ when they arrive. Only items in closed
+ baskets will show as ready to receive.
+
+If you have your `BasketConfirmations <#BasketConfirmations>`__
+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
+easy printing and retrieval. If you check the box to 'Attach this basket
+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**
+
+ 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.
+
+Once your order is entered you can search for it through acquisitions or
+view the information on the biblio detail page in the staff client (if
+the `AcquisitionDetails <#AcquisitionDetails>`__ preference is set to
+'Display).Acquisitions details
+
+`Create a basket group <#acqbasketgroup>`__
+~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
+
+A basket group is simply a group of baskets. In some libraries, you have
+several staff members that create baskets, and, at the end of a period
+of time, someone then groups them together to send to the vendor in
+bulk. That said, it is possible to have one basket in a basket group if
+that's the workflow used in your library.
+
+`Printing baskets <#printacqbasket>`__
+~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
+
+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
+so from the basket grouping page.
+
+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
+the items in your order.
+
+Order found on PDF
+|image838|
+
+`Receiving Orders <#receiveacqorder>`__
+---------------------------------------
+
+ **Important**
+
+ You must close the basket to be able to `receive
+ items <#receiveacqorder>`__ when they arrive. Only items in closed
+ baskets will show as ready to receive.
+
+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
+to mark only part of the order as received if the vendor didn't send
+your entire order by checking only the boxes next to the items on the
+left that you want to receive. The values you enter in the 'Replacement
+cost' and 'Actual cost' will automatically populate the item record by
+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
+the 'Edit' link next to each item. This will allow you to enter in
+accurate call numbers and barcodes if you'd like to do that at the point
+of receipt. Once you have made any changes necessary (to the order
+and/or items, click 'Save' to mark the item(s) as received.
+
+ **Note**
+
+ If you have your
+ `AcqItemSetSubfieldsWhenReceived <#AcqItemSetSubfieldsWhenReceived>`__
+ 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
+page or click the 'Finish receiving' button at the bottom of the screen.
+
+If the item cannot be found anywhere you can cancel the order by
+clicking 'Delete order' to the far right. This will prompt you to enter
+your reason and confirm cancellation.Cancel order
+
+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 <#acqinvoices>`__
+---------------------------
+
+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
+`AcqEnableFiles <#AcqEnableFiles>`__ preference you will see the option
+to manage invoice files next to the link to 'Go to receipt
+page'AcqEnableFiles
+
+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
+should you need to. Simply click the checkbox to the left of the
+invoices you would like to merge and click the 'Merge selected 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
+will be highlighted in yellow. Enter any different billing information
+in the fields provided and click 'Merge'. The two invoices will become
+one.
+
+`Claims & Late Orders <#acqclaims>`__
+-------------------------------------
+
+If you have entered in an email address for the vendors in your system
+you can send them claim emails when an order is late. Before you can
+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
+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**
+
+ The vendor pull down only shows vendors with closed baskets that are
+ late.
+
+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 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
+ entered on the vendor record.
+
+If you would rather use a different acquisition claim letter (other than
+the default) you can `create that in the notices module <#addnotices>`__
+and choose it from the menu above the list of late items.
+
+Choose a Claim Letter
+|image859|
+
+`Acquisition Searches <#acqsearch>`__
+-------------------------------------
+
+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 <#fundtracking>`__
+----------------------------------------
+
+On the main acquisitions page there will be a table showing you all of
+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 <#ediprocess>`__
+-----------------------------
+
+Previous sections explain all ordering options, this section pulls out
+the parts related to EDI or EDIFACT ordering to help those who are only
+using EDI for ordering.
+
+ **Important**
+
+ Koha uses the EDIFACT standard not the X12 standard for electronic
+ ordering.
+
+`EDI Questions for Vendors <#ediquestions>`__
+~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
+
+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 `EDI Accounts <#ediaccounts>`__
+section.*
+
+- **Vendor:** The name of the vendor
+
+- **Description:** A short description if additional explanation is
+ needed ( especially if you have multiple accounts for one vendor ).
+
+- **Transport:** Does the vendor transmit EDI files via FTP, SFTP, or
+ something else the requires special processing?
+
+- **Remote host:** The URL or IP address of the FTP/SFTP server
+
+- **Username:** The username for the above server
+
+- **Password:** The password for the above server
+
+- **Download directory:** The path on the server that contains files
+ for Koha to download and process
+
+- **Upload directory:** The path on the server that Koha will upload
+ files to for your vendor to process
+
+- **Qualifier:** Who assigned the SAN below?
+
+ - Choose one of the following:
+
+ (14) EAN International
+
+ (31B) US SAN Agency
+
+ (91) Assigned by supplier
+
+ (92) Assigned by buyer
+
+- **SAN:** The identifier for the vendor
+
+ *Buyer qualifier and SAN are optional. Some vendors require a second
+ buyer identifier in addition to the account EAN*.
+
+- **Buyer qualifier:** Who assigned the SAN below?
+
+ - Choose one of the following:
+
+ (14) EAN International
+
+ (31B) US SAN Agency
+
+ (91) Assigned by supplier
+
+ (92) Assigned by buyer
+
+- **Buyer SAN:** The identifier for the library
+
+- **Quotes enabled:** [y/n] Does this vendor support sending and
+ receiving quotes via EDIfact and do you want to send and receive
+ quotes via EDIfact?
+
+- **Orders enabled:** [y/n] Does this vendor support sending and
+ receiving orders via EDIfact and do you want to send and receive
+ orders via EDIfact?
+
+- **Invoices enabled:**\ [y/n] Does this vendor support sending and
+ receiving invoices via EDIfact and do you want to send and receive
+ invoices via EDIfact?
+
+- **Order file suffix:** The file suffix for order files
+
+- **Quote file suffix:** The file suffix for quote files
+
+- **Invoice file suffix:** The file suffix for invoice files
+
+- **Account number(s):** (list them all)
+
+- **Account description(s):** (the summary of what this number is for)
+
+**EANs:** *Each library using EDIfact needs to specify a buyer
+identifier know as a SAN or EAN. This will fill in the `Library
+EANs <#libraryeans>`__ setting.*
+
+- **Library**
+
+- **EAN**
+
+ - Choose one of the following:
+
+ (14) EAN International
+
+ (31B) US SAN Agency
+
+ (91) Assigned by supplier
+
+ (92) Assigned by buyer
+
+**MARC Order Fields or Grid Ordering:** *These values will fill in the
+`MarcFieldsToOrder <#MarcFieldsToOrder>`__ preference.*
+
+- **price:** MARC21 field that contains the item price
+
+- **quantity:** MARC21 field that contains the number of items for the
+ given record
+
+- **budget\_code:** MARC21 field that contains the Koha budget code to
+ be debited
+
+- **discount:** MARC21 field the contains the discount as a percentage
+ the the price will be discounted by
+
+- **sort2:** MARC21 field that will populate custom field sort1
+
+- **sort2:** MARC21 field that will populate custom field sort2
+
+`EDI Setup <#edisetup>`__
+~~~~~~~~~~~~~~~~~~~~~~~~~
+
+Before you begin ordering using EDI you will want to take the following
+steps:
+
+- Ask your vendor/bookseller/jobber for `connection
+ information <#ediquestions>`__
+
+ - It might also be beneficial to ask for a few sample EDIFACT files
+ from the vendor
+
+- Share with your vendor/bookseller/jobber your `library
+ codes <#libsgroups>`__, `item type codes <#itemtypeadmin>`__, `fund
+ codes <#funds>`__, and any other codes or `authorized
+ values <#authorizedvalues>`__ they might need for creating your MARC
+ order records
+
+- Communicate with your support provider or the community about whether
+ you will need a plugin based on your vendor's answers
+
+ - For example ByWater Solutions has published plugins for specific
+ vendors here:
+ https://github.com/bywatersolutions/koha-plugin-edifact-enhanced
+
+- `Enter the vendor/bookseller/jobber <#addacqvendor>`__ in
+ Acquisitions
+
+- Review your `Acquisitions system preferences <#acqprefs>`__
+
+ - Be sure to fill in the `MarcFieldsToOrder <#MarcFieldsToOrder>`__
+ preference with values for order files
+
+- Enter your `EDI Accounts <#ediaccounts>`__
+
+- Enter your `Library EANs <#libraryeans>`__
+
+- Turn on the `EDI Cron <#edicron>`__ so that it can process files
+
+`EDI Ordering <#ediordering>`__
+~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
+
+The first step in ordering using EDI happens on the book vendor's
+website. Each seller will use different language, but you will need to
+place your order on their site and then download the MARC order file.
+Some language that you might see included "basket", "order", "cart",
+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 `Stage MARC Records for Import <#stagemarc>`__ tool and upload
+your file. Once presented with the confirmation screen proceed to
+Acquisitions.
+
+In Acquisitions `create a basket <#createacqbasket>`__ for the vendor
+you ordered from. From the basket, choose to `order from a staged
+file <#orderfromstagedfile>`__ and click 'Order' next to the file you
+downloaded from your vendor and staged in Koha.
+
+From the confirmation screen you will see all of the data in the MARC
+file related to your order. If you are not seeing fields such as fund
+and quanity filled in then be sure to confirm that your
+`MarcFieldsToOrder <#MarcFieldsToOrder>`__ preference is set right.
+
+Once you have added all of the items to the basket you can click the
+'Create EDIFACT order' button.
+
+EDIFACT Order
+
+This will generate a pending file in the `EDIFACT
+Messages <#edifactmsg>`__ in Koha. The pending files will be processed
+by the `EDI Cron Job <#edicron>`__ and sent to your vendor.
+
+`EDI Invoicing <#ediinvoice>`__
+~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
+
+When the book vendor is done processing your files they will send an
+invoice via EDI as well. The `EDI Cron Job <#edicron>`__ will grab
+invoices and mark items found in the invoice as received and update your
+funds without any need for manual intervention.
+
+`EDIFACT Messages <#edifactmsg>`__
+----------------------------------
+
+A log of all messages sent and received via EDIFACT can be found under
+EDIFACT Messages. EDIFACT Messages
-Acquisitions
-============
-
-The Koha Acquisitions module provides a way for the library to record
-orders placed with vendors and manage purchase budgets.
-
-- *Get there:* More > Acquisitions
-
-`Setup <#acqsetup>`__
----------------------
-
-Before using the Acquisitions Module you will want to make sure that you
-have completed all of the set up.
-
-First, set your `Acquisitions System Preferences <#acqprefs>`__ and
-`Acquisitions Administration <#acqadmin>`__ to match your library's
-workflow. Before setting your `EDI Accounts <#ediaccounts>`__ and
-`Library EANs <#libraryeans>`__ you will need to have `entered your
-vendors <#addacqvendor>`__.
-
-On the main acquisitions page you will see your library's funds listed.
-
-Acquisitions Funds Summary
-|image781|
-
- **Note**
-
- If the total line is confusing for the funds you have set up you can
- hide it by adding
-
- ::
-
- #funds_total {display:none;}
-
- to the `IntranetUserCSS <#IntranetUserCSS>`__ preference.
-
-To see all active funds you can click the checkbox next to 'Show active
-and inactive' above the funds table.
-
-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 `Budget/Fund Tracking <#fundtracking>`__ section of
-this manual.
-
-`Vendors <#acqvendors>`__
--------------------------
-
-Before any orders can be places you must first enter at least one
-vendor.
-
-`Add a Vendor <#addacqvendor>`__
-~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
-
-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
- 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 Contact Details
- |image785|
-
- - None of these fields are required, they should only be entered if
- you want to keep track of your contact's information within Koha
-
-- 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'
-
- - For List Prices and Invoice Prices choose the currency
-
- - Currencies are assigned in the `Currencies & Exchange
- Rates <#currexchangeadmin>`__ admin area
-
- - If your library is charged tax mark your Tax Number as registered
-
- - Note if you list prices and/or invoice prices include tax
-
- - If the vendor offers a consistent blank discount, enter that in
- the 'Discount' field
-
- - You can enter item specific discounts when placing an order
-
- - Enter your tax rate if your library is charged taxes on orders
-
- - If you know about how long it usually takes orders to arrive from
- this vendor you can enter a delivery time. This will allow Koha to
- estimate when orders will arrive at your library on the late
- orders report.
-
- - Notes are for internal use
-
-`View/Edit a Vendor <#editacqvendor>`__
-~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
-
-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 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.
-
-If the vendor has no baskets attached to it then a 'Delete vendor'
-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 <#vendorcontracts>`__
-~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
-
-You can define contracts (with a start and end date) and attach them to
-a vendor. This is used so that at the end of the year you can see how
-much you spent on a specific contract with a vendor. In some places,
-contracts are set up with a minimum and maximum yearly amount.
-
-`Add a Contract <#addvendorcontract>`__
-^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
-
-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**
-
- You cannot enter a contract retrospectively. The end date must not
- be before today's date.
-
-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 <#managesuggest>`__
------------------------------------------
-
-Purchase suggestions can be generated in one of two ways. You can create
-suggestions via the staff client either for the library or `on the
-patron's behalf <#patronsuggestions>`__ from their record. Depending on
-your settings in the `suggestion <#suggestionspref>`__ system
-preference, patrons may also be able to make purchase suggestions via
-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
-tool. If there are no pending suggestions you can access the suggestion
-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,
-Checked, Ordered and/or Rejected. Each accepted or rejected suggestion
-will show the name of the librarian who managed the suggestion and the
-reason they gave for accepting or rejecting it (found under 'Status').
-
-An 'Accepted' suggestion is one that you have marked as 'Accepted' using
-the form below the suggestions. A 'Pending' suggestion is one that is
-awaiting action from the library. A 'Checked' suggestion is one that has
-been marked as 'Checked' using the form before the suggestions. An
-'Ordered' suggestion is on that has been ordered using the '`From a
-purchase suggestion <#orderfromsuggestion>`__' link in your basket. A
-'Rejected' suggestion is one that you have marked at 'Rejected' using
-the form below the list of suggestions.
-
-For libraries with lots of suggestions, there are filters on the left
-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
-clicking '[clear]' will clear all filters and show all suggestions.
-
- **Note**
-
- The suggestions page will automatically be limited to suggestions
- for your library. To see information for all (or any other)
- 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
-next to the item(s) you want to approve/reject and then choose the
-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
-approve or reject suggestions one by one by clicking on the title of the
-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
-or updating incorrect information provided by the patron). You can also
-choose to accept or reject the suggestion on an individual basis.
-
-- Choosing to mark a request as 'Pending' will move the request back to
- the 'Pending' tab.
-
-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. Edit suggestion fund
-
-This edit can trigger a notice (defined in the `Notices &
-Slips <#notices>`__ 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 `cron job to generate these
-notices <#emailsuggestfund>`__.
-
-Once you have clicked 'Submit' the suggestion will be moved to the
-matching tab. The status will also be updated on the patron's account in
-the OPAC and an `email notice <#notices>`__ will be sent to the patron
-using the template that matches the status you have chosen.
-
-Purchase suggestions in the OPAC
-|image804|
-
-`Placing Orders <#placingacqorder>`__
--------------------------------------
-
-To place an order you must first search for the vendor or bookseller you
-want to send the order to.
-
- **Important**
-
- If you are planning on using EDIFACT to submit your order you will
- need to first set up your library's `EDI Accounts <#ediaccounts>`__
- and `EANs <#libraryeans>`__.
-
-`Create a basket <#createacqbasket>`__
-~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
-
- **Note**
-
- If you're using EDI for ordering you will want to download your
- order record from your vendor before starting the process in Koha.
-
-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.
-
- **Note**
-
- You can also add to an existing basket by clicking the 'Add to
- basket' link to the far right of each basket's information in the
- results table.
-
-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
- identify it later
-
-- 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
- use the Vendor pull down menu
-
-- 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
-
-If you have `added contracts <#addvendorcontract>`__ to the vendor
-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
-adding items to the order.
-
-- 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
- listed under 'Catalog details.'
-
-- If you allow patrons to make purchase suggestions (learn more in the
- `Managing Suggestions <#managesuggest>`__ 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.
-
- 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
- necessary.
-
- - 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
- email that their suggestion has been ordered and will update the
- patron's '`My purchase suggestions <#opacmysuggestions>`__' page
- in the OPAC.
-
-- If you're using the `Serials <#serials>`__ module you can link your
- subscription order information to acquisitions by choosing to order
- 'From a subscription'
-
- - 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
- necessary details about the item you are ordering.
-
-- If you want to search other libraries for an item to purchase, you
- 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
- existing bib record, create a new bib record, or cancel your
- order of this item.
-
- - 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 (`learn
- more about staging records <#stagemarc>`__).
-
- **Note**
-
- This is the option you will choose if you have an order file from
- your vendor.
-
- Staged Files to Order From
- |image822|
-
- - From the list of files you are presented with, choose the 'Add
- orders' link to add the records in the staged file to your order.
- Staged records
-
- - Next to each title is a checkbox, check the items you would like
- to order, or choose 'Check all' at the top. Depending on your
- settings in the `MarcFieldsToOrder <#MarcFieldsToOrder>`__
- preference Koha will populate the next screen with with the
- relevant Quantity, Price, Fund, Statistic 1, and Statistic 2 found
- within the staged file.Add orders from staged file
-
- - 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.Item information
-
- - If no information is imported from the MARC record regarding fund
- information the 'Default accounting details' tab can be used to
- apply values related to the accounting.Accounting details
-
-- 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
- 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.Holds
- Ratio Order
-
-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 `Notices & Slips <#notices>`__
-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.
-
-Patron notification search
-
-- In the window that pops up search for the patrons you'd like to
- notify and click 'Select'
-
-- Once you're done you can close the window and you'll see the list of
- patrons under the 'Patrons' sectionPatrons
-
-After bringing in the bib information (for all import methods except for
-the staged file), if your `AcqCreateItem <#AcqCreateItem>`__ system
-preference is set to add an item when ordering you will enter the item
-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
- order above.
-
- - **Important**
-
- You cannot edit the quantity manually, you must click 'Add'
- below the item form to add as many items as you're ordering.
-
-- The list of funds is populated by the `funds <#funds>`__ you have
- assigned in the Acquisitions Administration area.
-
-- The currency pull down will have the
- `currencies <#currexchangeadmin>`__ you set up in the `Acquisitions
- Administration <#acqadmin>`__ area.
-
-- The vendor price is the price before any taxes or discounts are
- applied.
-
-- If the price is uncertain, check the uncertain price box.
-
- - A basket with at least one uncertain price can't be closed.
-
-- If you are charged sales tax, choose that from the gstrate field
-
-- Enter the percentage discount you're receiving on this order, once
- you enter this, hit tab and Koha will populate the rest of the cost
- fields below.
-
-- If you added Planning Values when `creating the
- Fund <#addbudgetfund>`__, those values will appear in the two
- 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 availalbe 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
-you so choose.
-
-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.
-
-- Choosing to 'Delete the order' will delete the order line but leave
- the record in the catalog.
-
-- Choosing to 'Delete order and catalog record' removes both the order
- line and the record in the catalog.
-
- - 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
-that you entered about the basket by clicking the 'Edit basket header
-information' button, to delete the basket altogether by clicking the
-'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
-order' button when you're done to send the file to the vendor and close
-the basket.EDIFACT Order
-
-Once you're sure your basket is complete, you can click 'Close this
-basket' button to indicate that this basket is complete and has been
-sent to the vendor.
-
- **Important**
-
- You must close the basket to be able to `receive
- items <#receiveacqorder>`__ when they arrive. Only items in closed
- baskets will show as ready to receive.
-
-If you have your `BasketConfirmations <#BasketConfirmations>`__
-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
-easy printing and retrieval. If you check the box to 'Attach this basket
-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**
-
- 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.
-
-Once your order is entered you can search for it through acquisitions or
-view the information on the biblio detail page in the staff client (if
-the `AcquisitionDetails <#AcquisitionDetails>`__ preference is set to
-'Display).Acquisitions details
-
-`Create a basket group <#acqbasketgroup>`__
-~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
-
-A basket group is simply a group of baskets. In some libraries, you have
-several staff members that create baskets, and, at the end of a period
-of time, someone then groups them together to send to the vendor in
-bulk. That said, it is possible to have one basket in a basket group if
-that's the workflow used in your library.
-
-`Printing baskets <#printacqbasket>`__
-~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
-
-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
-so from the basket grouping page.
-
-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
-the items in your order.
-
-Order found on PDF
-|image838|
-
-`Receiving Orders <#receiveacqorder>`__
----------------------------------------
-
- **Important**
-
- You must close the basket to be able to `receive
- items <#receiveacqorder>`__ when they arrive. Only items in closed
- baskets will show as ready to receive.
-
-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
-to mark only part of the order as received if the vendor didn't send
-your entire order by checking only the boxes next to the items on the
-left that you want to receive. The values you enter in the 'Replacement
-cost' and 'Actual cost' will automatically populate the item record by
-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
-the 'Edit' link next to each item. This will allow you to enter in
-accurate call numbers and barcodes if you'd like to do that at the point
-of receipt. Once you have made any changes necessary (to the order
-and/or items, click 'Save' to mark the item(s) as received.
-
- **Note**
-
- If you have your
- `AcqItemSetSubfieldsWhenReceived <#AcqItemSetSubfieldsWhenReceived>`__
- 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
-page or click the 'Finish receiving' button at the bottom of the screen.
-
-If the item cannot be found anywhere you can cancel the order by
-clicking 'Delete order' to the far right. This will prompt you to enter
-your reason and confirm cancellation.Cancel order
-
-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 <#acqinvoices>`__
----------------------------
-
-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
-`AcqEnableFiles <#AcqEnableFiles>`__ preference you will see the option
-to manage invoice files next to the link to 'Go to receipt
-page'AcqEnableFiles
-
-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
-should you need to. Simply click the checkbox to the left of the
-invoices you would like to merge and click the 'Merge selected 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
-will be highlighted in yellow. Enter any different billing information
-in the fields provided and click 'Merge'. The two invoices will become
-one.
-
-`Claims & Late Orders <#acqclaims>`__
--------------------------------------
-
-If you have entered in an email address for the vendors in your system
-you can send them claim emails when an order is late. Before you can
-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
-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**
-
- The vendor pull down only shows vendors with closed baskets that are
- late.
-
-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 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
- entered on the vendor record.
-
-If you would rather use a different acquisition claim letter (other than
-the default) you can `create that in the notices module <#addnotices>`__
-and choose it from the menu above the list of late items.
-
-Choose a Claim Letter
-|image859|
-
-`Acquisition Searches <#acqsearch>`__
--------------------------------------
-
-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 <#fundtracking>`__
-----------------------------------------
-
-On the main acquisitions page there will be a table showing you all of
-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 <#ediprocess>`__
------------------------------
-
-Previous sections explain all ordering options, this section pulls out
-the parts related to EDI or EDIFACT ordering to help those who are only
-using EDI for ordering.
-
- **Important**
-
- Koha uses the EDIFACT standard not the X12 standard for electronic
- ordering.
-
-`EDI Questions for Vendors <#ediquestions>`__
-~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
-
-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 `EDI Accounts <#ediaccounts>`__
-section.*
-
-- **Vendor:** The name of the vendor
-
-- **Description:** A short description if additional explanation is
- needed ( especially if you have multiple accounts for one vendor ).
-
-- **Transport:** Does the vendor transmit EDI files via FTP, SFTP, or
- something else the requires special processing?
-
-- **Remote host:** The URL or IP address of the FTP/SFTP server
-
-- **Username:** The username for the above server
-
-- **Password:** The password for the above server
-
-- **Download directory:** The path on the server that contains files
- for Koha to download and process
-
-- **Upload directory:** The path on the server that Koha will upload
- files to for your vendor to process
-
-- **Qualifier:** Who assigned the SAN below?
-
- - Choose one of the following:
-
- (14) EAN International
-
- (31B) US SAN Agency
-
- (91) Assigned by supplier
-
- (92) Assigned by buyer
-
-- **SAN:** The identifier for the vendor
-
- *Buyer qualifier and SAN are optional. Some vendors require a second
- buyer identifier in addition to the account EAN*.
-
-- **Buyer qualifier:** Who assigned the SAN below?
-
- - Choose one of the following:
-
- (14) EAN International
-
- (31B) US SAN Agency
-
- (91) Assigned by supplier
-
- (92) Assigned by buyer
-
-- **Buyer SAN:** The identifier for the library
-
-- **Quotes enabled:** [y/n] Does this vendor support sending and
- receiving quotes via EDIfact and do you want to send and receive
- quotes via EDIfact?
-
-- **Orders enabled:** [y/n] Does this vendor support sending and
- receiving orders via EDIfact and do you want to send and receive
- orders via EDIfact?
-
-- **Invoices enabled:**\ [y/n] Does this vendor support sending and
- receiving invoices via EDIfact and do you want to send and receive
- invoices via EDIfact?
-
-- **Order file suffix:** The file suffix for order files
-
-- **Quote file suffix:** The file suffix for quote files
-
-- **Invoice file suffix:** The file suffix for invoice files
-
-- **Account number(s):** (list them all)
-
-- **Account description(s):** (the summary of what this number is for)
-
-**EANs:** *Each library using EDIfact needs to specify a buyer
-identifier know as a SAN or EAN. This will fill in the `Library
-EANs <#libraryeans>`__ setting.*
-
-- **Library**
-
-- **EAN**
-
- - Choose one of the following:
-
- (14) EAN International
-
- (31B) US SAN Agency
-
- (91) Assigned by supplier
-
- (92) Assigned by buyer
-
-**MARC Order Fields or Grid Ordering:** *These values will fill in the
-`MarcFieldsToOrder <#MarcFieldsToOrder>`__ preference.*
-
-- **price:** MARC21 field that contains the item price
-
-- **quantity:** MARC21 field that contains the number of items for the
- given record
-
-- **budget\_code:** MARC21 field that contains the Koha budget code to
- be debited
-
-- **discount:** MARC21 field the contains the discount as a percentage
- the the price will be discounted by
-
-- **sort2:** MARC21 field that will populate custom field sort1
-
-- **sort2:** MARC21 field that will populate custom field sort2
-
-`EDI Setup <#edisetup>`__
-~~~~~~~~~~~~~~~~~~~~~~~~~
-
-Before you begin ordering using EDI you will want to take the following
-steps:
-
-- Ask your vendor/bookseller/jobber for `connection
- information <#ediquestions>`__
-
- - It might also be beneficial to ask for a few sample EDIFACT files
- from the vendor
-
-- Share with your vendor/bookseller/jobber your `library
- codes <#libsgroups>`__, `item type codes <#itemtypeadmin>`__, `fund
- codes <#funds>`__, and any other codes or `authorized
- values <#authorizedvalues>`__ they might need for creating your MARC
- order records
-
-- Communicate with your support provider or the community about whether
- you will need a plugin based on your vendor's answers
-
- - For example ByWater Solutions has published plugins for specific
- vendors here:
- https://github.com/bywatersolutions/koha-plugin-edifact-enhanced
-
-- `Enter the vendor/bookseller/jobber <#addacqvendor>`__ in
- Acquisitions
-
-- Review your `Acquisitions system preferences <#acqprefs>`__
-
- - Be sure to fill in the `MarcFieldsToOrder <#MarcFieldsToOrder>`__
- preference with values for order files
-
-- Enter your `EDI Accounts <#ediaccounts>`__
-
-- Enter your `Library EANs <#libraryeans>`__
-
-- Turn on the `EDI Cron <#edicron>`__ so that it can process files
-
-`EDI Ordering <#ediordering>`__
-~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
-
-The first step in ordering using EDI happens on the book vendor's
-website. Each seller will use different language, but you will need to
-place your order on their site and then download the MARC order file.
-Some language that you might see included "basket", "order", "cart",
-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 `Stage MARC Records for Import <#stagemarc>`__ tool and upload
-your file. Once presented with the confirmation screen proceed to
-Acquisitions.
-
-In Acquisitions `create a basket <#createacqbasket>`__ for the vendor
-you ordered from. From the basket, choose to `order from a staged
-file <#orderfromstagedfile>`__ and click 'Order' next to the file you
-downloaded from your vendor and staged in Koha.
-
-From the confirmation screen you will see all of the data in the MARC
-file related to your order. If you are not seeing fields such as fund
-and quanity filled in then be sure to confirm that your
-`MarcFieldsToOrder <#MarcFieldsToOrder>`__ preference is set right.
-
-Once you have added all of the items to the basket you can click the
-'Create EDIFACT order' button.
-
-EDIFACT Order
-
-This will generate a pending file in the `EDIFACT
-Messages <#edifactmsg>`__ in Koha. The pending files will be processed
-by the `EDI Cron Job <#edicron>`__ and sent to your vendor.
-
-`EDI Invoicing <#ediinvoice>`__
-~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
-
-When the book vendor is done processing your files they will send an
-invoice via EDI as well. The `EDI Cron Job <#edicron>`__ will grab
-invoices and mark items found in the invoice as received and update your
-funds without any need for manual intervention.
-
-`EDIFACT Messages <#edifactmsg>`__
-----------------------------------
-
-A log of all messages sent and received via EDIFACT can be found under
-EDIFACT Messages. EDIFACT Messages
Lists & Cart
============
projects / kohadocs.git / commitdiff