Erwerbung

Das Koha-Erwerbungsmodul ermöglicht es der Bibliothek, Bestellungen und Lieferanten sowie die Haushaltsmittel zu überwachen und zu verwalten.

  • Get there: More > Acquisitions

Konfiguration

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 and acquisitions administration to match your library’s workflow. Before setting your EDI accounts and Bibliotheks-EANs you will need to have entered your vendors.

On the main acquisitions page you will see your library’s funds listed.

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Hinweis

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 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.

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Learn more in the Budget/fund tracking section of this manual.

Lieferanten

Before any orders can be placed you must first enter at least one vendor.

Add a vendor

To add a vendor click the ‚New vendor‘ button on the Acquisitions page

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The vendor add form is broken into three pieces

  • The first section is for basic information about the vendor

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    • 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

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    • None of these fields are required, they should only be entered if you want to keep track of your contact’s information within Koha

      • Primary acquisitions contact: check this box if this person is your primary contact regarding acquisitions from this vendor
      • Primary serials contact: check this box if this person is your primary contact regarding serial acquisitions from this vendor
      • Contact when ordering? check this box if you want to be able to send your orders by email directly to this person
      • Contact about late orders? check this box if you want to be able to send your acquisitions claims by email directly to this person
      • Contact about late issues? check this box if you want to be able to send your serials claims by email directly to this person
    • You can add more than one contact per vendor by clicking on the ‚Add another contact‘ button

  • The final section is for billing information

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    • To be able to order from a vendor you must make them ‚Active‘
    • For list prices and invoice prices choose the currency
    • 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
      • Sie können bei der Bestellung einen exemplaspezifischen Rabatt eingeben
    • 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

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:

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From the results, click on the name of the vendor you want to view or edit

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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.

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Vendor contracts

Sie können Lieferverträge (mit Anfangs- und Enddatum) einem bestimmten Lieferanten zuweisen. Am Jahresende können Sie dann den Umsatz mit diesem Lieferanten sehen. In manchen Fällen werden Lieferverträge mit einem minimalen bzw. maximalen Jahresbetrag abgeschlossen.

Add a contract

At the top of a vendor information Page, you will see a ‚New contract‘ button.

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The contract form will ask for some very basic information about the contract

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Wichtig

You cannot enter a contract retrospectively. The end date must not be before today’s date.

Sobald eine Vereinbarung gespeichert ist, erscheint sie unter der Händlerinformation.

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It will also be an option when creating a basket

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Managing purchase suggestions

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 from their record. Depending on your settings in the Anschaffungsvorschlag system preference, patrons may also be able to make purchase suggestions via the OPAC.

Hinweis

You need to be logged in as a staff member with the suggestions_manage acquisitions permission in order to view and work with purchase suggestions.

When a suggestion is waiting for library review, it will appear on the Acquisitions home page next to the vendor search.

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It will also appear on the main staff dashboard under the module labels:

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Wenn Sie auf ‚Anschaffungsvorschläge verwalten‘ klicken, gelangen Sie in das Werkzeug zur Bearbeitung von Anschaffungsvorschlägen. Wenn keine Vorschläge auf Bearbeitung warten, können Sie das Werkzeug auch über den Link ‚Anschaffungsvorschläge verwalten‘ auf der linken Seite im Modul Erwerbung erreichen.

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Ihre Anschaffungsvorschläge werden in unterschiedliche Kategorien eingeordnet. Akzeptiert, Zu bearbeiten, Geprüft, Bestellt und Abgelehnt. Bei jedem akzeptierten oder abgelehnten Anschaffungsvorschlag werden der Name des Bearbeiters und die Gründe für die Akzeptierung oder Ablehnung (bei ‚Status‘) angezeigt.

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‘ link in your basket. A ‚Rejected‘ suggestion is one that you have marked at ‚Rejected‘ using the form below the list of suggestions.

Für Bibliotheken, die eine grosse Menge von Anschaffungsvorschlägen zu verwalten haben, stehen am linken Rand der Seite Filter zur Verfügung, die helfen, die Anzahl der auf der Seite angezeigten Titel einzugrenzen.

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Wenn Sie auf die blauen Überschriften klicken, öffnen sich die Filteroptionen. Wenn Sie auf ‚[löschen]‘ klicken, werden alle Filter geleert und alle Anschaffungsvorschläge angezeigt.

Hinweis

Auf der Seite mit den Anschaffungsvorschlägen wird automatisch auf die Anschaffungsvorschläge für Ihre Bibliothek eingeschränkt. Um auch die Anschaffungsvorschläge anderer Bibliotheken zu sehen, können Sie den Filter unter ‚Erwerbungsinformationen‘ aufheben oder ändern.

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Beim Bearbeiten von ‚zu bearbeitenden‘ Vorschlägen können Sie Titel über die Checkbox neben den einzelnen Vorschlägen markieren und dann den neuen Status auswählen und eine Begründung erfassen. Sie können auf diese Weise auch Anschaffungsvorschläge vollständig löschen, indem Sie ‚Markierte löschen‘ verwenden.

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Eine zusätzliche Möglichkeit der Bearbeitung von Anschaffungsvorschlägen ist, diese nacheinander über den verlinkten Titel aufzurufen und den Status und weitere Informationen einzutragen.

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Clicking ‚edit‘ to the right of the suggested title or at the top of the suggestion detail page will open a suggestion editing page.

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In diesem Formular können Sie den Anschaffungsvorschlag bearbeiten (mehr Details hinzufügen oder die Eingaben des Benutzers korrigieren). Sie können den Vorschlag hier auch akzeptieren oder ablehnen.

  • Wenn Sie einen Vorschlag als ‚Zu bearbeiten‘ markieren, wird dieser wieder im Reiter ‚Zu bearbeiten‘ angezeigt.

Reasons for accepting and rejecting suggestions are defined by the SUGGEST authorized value.

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Wenn Sie als Ihre Begründung ‚Andere…‘ wählen, können Sie einen freien Text in das Eingabefeld eingeben. Wählen Sie abbrechen rechts neben der Box um wieder die normierte Liste mit Texten zu erhalten.

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You can also assign this suggestion to a fund.

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This edit can trigger a notice (defined in the Notices & slips tool with the TO_PROCESS 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.

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 will be sent to the patron using the template that matches the status you have chosen.

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Placing orders

To place an order you must first search for the vendor or bookseller you want to send the order to.

Wichtig

If you are planning on using EDIFACT to submit your order you will need to first set up your library’s EDI accounts and EANs.

Create a basket

Hinweis

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:

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And click the ‚New basket‘ button to the right of the vendor name.

Hinweis

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:

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  • Wenn Sie einen Korb einrichten, sollten Sie ihm einen sprechenden Namen geben der bei der späteren Identifizierung hilft.
  • Enter in the billing place and delivery place (this will default the library you’re logged in at)
  • Falls Sie den Lieferanten wechseln möchten verwenden Sie die entsprechende Auswahlliste.
  • Die Notizfelder sind optional und können beliebige Informationen enthalten
  • If you’re ordering standing items (items which arrive regularly) then 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 added contracts to the vendor you’re ordering from, you will also have an option to choose which contract you’re ordering these items under.

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When finished, click ‚Save‘

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Nachdem Sie den Bestellkopf angelegt haben werden Ihnen verschiedene Optionen für das Anlegen von Bestellposten angeboten.

  • Wenn Sie ein zusätzliches Exemplar zu einem Titel nachbestellen möchten, können Sie den Datensatz einfach im System suchen.

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    • In der Trefferliste können Sie ‚Bestellen‘ auswählen, um zum Bestellformular zu gelangen

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      • Alle zum Exemplar gehörenden Angaben werden unter ‚Katalogdetails‘ angezeigt.
  • If you allow patrons to make purchase suggestions (learn more in the managing purchase 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.

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    • 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

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      • From this form you can make changes to the catalog details if necessary.

      • Die Bestellposition im Korb enthält einen Link zum entsprechenden Vorschlag.

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    • 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 ‚your purchase suggestions‘ page in the OPAC.

  • If you’re using the Serials module you can link your subscription order information to acquisitions by choosing to order ‚From a subscription‘

    • Nachdem der Bestell-Link angeklickt wurde, wird eine Seite mit Suchoptionen angezeigt, über die nach dem Abonnement gesucht werden kann.

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    • Die Ergebnisse erscheinen auf der rechten Seite des Formulars, und jedes Abonnement hat einen ‚Bestellen‘-Link auf der rechten Seite

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    • Wenn sie auf ‚Bestellen‘ klicken, erscheint die Information zum Abonnement im Bestellformular ohne die Auswahl ‚Exemplar hinzufügen‘, da Sie nur ein Abonnement bestellen und ein Exemplar nicht notwendig ist

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  • Um ein neues Buch zu bestellen, klicken Sie auf ‚Bestellung aus Neuaufnahme‘.

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    • Es wird ein leeres Formular angezeigt, wo Sie alle notwendigen Details bezüglich des zu bestellendenTitels eingeben können.

      Hinweis

      If the default form does not have catalog details fields necessary to place an order, enable the UseACQFrameworkForBiblioRecords preference which will allow the ACQ MARC framework to customize the display of fields when 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.

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    • Bei den Resultaten klicken Sie auf den Bestell-Link neben dem Medium, das Sie erwerben möchten.

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    • 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.

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      • Bei der Warnung können Sie wählen, ob Sie einfach eine weitere Kopie des existierenden bibliographischen Datensatzes bestellen, einen neuen Satz erstellen oder die Bestellung dieses Titels löschen wollen.
    • Im sich öffnenden Formular können Sie die Titeldaten bearbeiten.

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  • The next option for ordering is to order from a staged record (learn more about staging records).

    Hinweis

    This is the option you will choose if you have an order file from your vendor.

Order from a staged file

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  • Verwenden Sie ‚Bestellungen hinzufügen‘ um Datensätze aus der Datei der Bestellung hinzuzufügen.

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  • 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 preference Koha will populate the next screen with with the relevant Quantity, Price, Fund, Statistic 1, and Statistic 2 found within the staged file.

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  • 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.

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  • If no information is imported in the fund information from the MARC with the MarcFieldsToOrder preference, the ‚Default accounting details‘ tab can be used to apply values related to the accounting.

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  • 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.

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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 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

  • Suchen Sie im nun angezeigten Fenster die Benutzer, die Sie benachrichtigen möchten, und wählen Sie diese aus.

  • Sobald Sie fertig sind, können Sie das Fenster schließen und die Liste der Benutzer wird im Abschnitt ‚Benutzer‘ angezeigt

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After bringing in the bib information (for all import methods except for the staged file), if your 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.

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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).

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Nach Eingabe der Informationen zum Titel müssen die Buchungsdetails zur Bestellung erfasst werden.

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  • Anzal enthält die Zahl der Exemplare, die Sie bei der obigen Bestellung eingetragen haben.

    • Wichtig

      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 you have assigned in the Acquisitions administration area.

  • The currency pull down will have the currencies you set up in the Acquisitions administration area.

  • Der Lieferantenpreis ist der Preis vor Steuern und vor Abzug von Rabatten.

  • If the price is uncertain, check the uncertain price box.

    • Eine Bestellung mit einem unsicheren Preis kann nicht geschlossen werden.
  • If you are charged sales tax, choose that from the gstrate field

  • Geben Sie den Rabatt für diese Lieferung ein. Nach der Eingabe betätigen Sie die Tabulator-Taste und Koha wird die darunter liegenden Kostenfelder automatisch einfüllen.

  • 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 creating the Fund, 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 available in the fund you will be presented with a confirmation.

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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.

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If you would like to see more details you can check the ‚Show all details‘ checkbox

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Von hier aus können Sie Exemplare bearbeiten oder entfernen, die sie hinzugefügt haben.

  • ‚Bestellung löschen‘ entfernt die Bestellposition, aber lässt den zugehörigen Titelsatz im Katalog.

  • Choosing to ‚Delete order and catalog record‘ removes both the order line and the record in the catalog.

    • Ein Titelsatz kann unter Umständen nicht gelöscht werden. Wenn dies der Fall ist, erscheint ein Hinweis mit dem Grund.

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In der Zusammenfassung haben Sie außerdem die Möglichkeit, die Information, die Sie zum Korb eingegeben haben, durch Klicken des ‚Bestellposten bearbeiten‘-Knopfes zu ändern, den Korb durch Klicken des ‚Bestellung stornieren‘-Knopfes vollständig zu löschen oder durch Klicken des ‚Bestellung als CSV exportieren‘-Knopfes als CSV-Datei zu exportieren.

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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.

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Wenn Sie alle Bestellposten angelegt haben und die Bestellung vollständig ist können Sie die ‚Bestellung schließen‘. Dies bedeutet das die Bestellung abgeschlossen ist und an den Lieferanten versandt wurde.

Wichtig

You must close the basket to be able to receive items when they arrive. Only items in closed baskets will show as ready to receive.

If you have your BasketConfirmations preference set to show a confirmation, you will be asked if you are sure about closing the basket.

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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.

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Wichtig

A basket with at least one item marked as ‚uncertain price‘ will not be able to be closed.

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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.

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Wichtig

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 preference is set to ‚Display).

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Bestellgruppe anlegen

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

When you are finished adding items to your basket, click ‚Close this basket.‘

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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.

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Your completed order will be listed on the basket grouping page for printing or further modification.

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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.

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Receiving orders

Wichtig

You must close the basket to be able to receive items when they arrive. Only items in closed baskets will show as ready to receive.

Orders can be received from the vendor information page

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or the vendor search results page

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Klicken Sie auf den Link ‚Lieferung empfangen‘. Nun können Sie die Rechnungsnummer und weitere Informationen zur Lieferung eingeben.

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Beim Zugang werden alle Exemplare angezeigt, die noch beim Lieferanten bestellt sind, unabhängig von der Zuordnung zu einer einzelnen Bestellung.

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Um ein bestimmtes Exemplar in Empfang zu nehmen klicken Sie auf ‚Zugang‘ rechts neben dem Exemplar.

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In diesem Fenster können Sie die Kosten bearbeiten. Sie können auch nur einen Teil der Bestellpositionen mit den entsprechenden Checkboxen als geliefert markieren, falls es sich um eine Teillieferung handelt. Die Werte in den Feldern ‚Ersatzkosten‘ und ‚Istkosten‘ belegen beim Speichern den Titelsatz in Unterfeld v (Kosten, Ersatzkosten) und Unterfeld g (Kosten, normaler Einkaufspreis).

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Sie können die einzelnen Bestellpositionen mit den entsprechenden Links bearbeiten. Sie können so die zugehörigen Signaturen oder Barcodes eingeben, falls Sie dies zum Zeitpunkt der Entgegennahme tun möchten. Nachdem Sie die notwendigen Änderungen an der Bestellung oder den Bestellpositionen vorgenommen haben, klicken Sie auf ‚Speichern‘, um die Exemplare als ‚erhalten‘ zu markieren.

Hinweis

If you have your AcqItemSetSubfieldsWhenReceived preference set to add or change values on received items those changes will take place after you hit ‚Save‘.

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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.

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From the results you can click ‚Choose‘ to the right of the vendor you would like to reorder this item from.

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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.

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Once you have chosen you will be presented with a confirmation message.

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Wenn Sie den Empfang der Bestellungen abgeschlossen haben, können sie auf eine andere Seite navigieren oder im unteren Seitenbereich auf die Schaltfläche ‚Lieferung abschließen‘ klicken.

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.

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In der Anzeige des Korbes sehen Sie auch ob ein Exemplar gliefert oder storniert wurde.

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Rechnungen

Bei der Entgegennahme von Bestellungen werden die Informationen zur Rechnung erfasst. Rechnungen können über den entsprechenden Reiter im linken Bereich der Seite ‚Erwerbung‘ gesucht werden.

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Die Suchresultate werden im Bereich rechts neben den Suchoptionen angezeigt.

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In der Resultatliste können Sie auf den Link ‚Details‘ klicken um die Rechnung anzuzeigen oder auf ‚Schließen‘ um festzuhalten, dass die Rechnung abgeschlossen bzw. bezahlt ist.

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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.

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  • Click on ‚Add an adjustment‘

  • Enter the amount of the adjustment

  • Choose a reason, if needed

    Hinweis

    The reasons are authorized values. 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‘.

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If you’re allowing the uploading of acquisitions files with the AcqEnableFiles preference you will see the option to manage invoice files next to the link to ‚Go to receipt page‘

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To see or attach new files click the ‚Manage invoice files‘ link

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From here you can find a file to upload and/or see the files you have already attached.

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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:

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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.

Canceling an order

Hinweis

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‘ calculations to be incorrect. Instead, follow the procedure below.

To cancel an order:

  1. locate the vendor and click on ‚Receive shipment‘;
  2. 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);
  3. so on the next page you’ll get a warning box in which you click on ‚Receive‘;
  4. on the next page (at right) you can click on ‚Cancel order‘.

Claims & late orders

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.

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.

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Hinweis

Die Auswahlliste der Lieferanten zeigt nur solche mit Verspätung auf abgeschlossenen Bestellungen.

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.

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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.

Hinweis

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 and choose it from the menu above the list of late items.

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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.

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In the Vendor search you can enter any part of the vendor name to get results.

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Using the Orders search you can search for items that have been ordered with or without the vendor.

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Sie können Angaben in einem oder beiden Feldern machen und einen beliebigen Teil des Titels oder Lieferantennamens eingeben.

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Wenn Sie auf das Pluszeichen neben der Lieferantensuche klicken, werden weitere Suchoptionen verfügbar

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Clicking Advanced search to the right of the search button will give you all of the order search options available.

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Budget/fund tracking

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.

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Clicking on the linked amounts under spent or ordered will show you a summary of the titles ordered/received on that budget.

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EDI process

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.

Wichtig

Koha uses the EDIFACT standard not the X12 standard for electronic ordering.

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` 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:

      1. EAN International

      (31B) US SAN Agency

      1. Assigned by supplier
      2. 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:

      1. EAN International

      (31B) US SAN Agency

      1. Assigned by supplier
      2. 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 :ref:`Library EANs <library-eans-label>` setting.

  • Library

  • EAN

    • Choose one of the following:

      1. EAN International

      (31B) US SAN Agency

      1. Assigned by supplier
      2. Assigned by buyer

MARC order fields or grid ordering: These values will fill in the :ref:`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

Before you begin ordering using EDI you will want to take the following steps:

EDI ordering

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 tool and upload your file. Once presented with the confirmation screen proceed to Acquisitions.

In Acquisitions create a basket for the vendor you ordered from. From the basket, choose to order from a staged file 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 quantity filled in then be sure to confirm that your 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 in Koha. The pending files will be processed by the EDI cron job and sent to your vendor.

EDI invoicing

When the book vendor is done processing your files they will send an invoice via EDI as well. The EDI cron job will grab invoices and mark items found in the invoice as received and update your funds without any need for manual intervention.

EDIFACT messages

A log of all messages sent and received via EDIFACT can be found under EDIFACT messages.

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