Acquisitions

Koha” Acquisitions module provides a way for the library to record orders placed with vendors and manage purchase budgets.

Aller à : Plus > Acquisitions

Setting up the acquisitions module

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 library EANs, you will need to have entered your vendors.

Sur la principale page des acquisitions vous verrez la liste des postes budgétaires de la bibliothèque.

Funds table on the acquisitions module's main page

Learn more in the Budget/fund tracking section.

Fournisseurs

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

Adding a vendor

To add a vendor click the “New vendor” button on the acquisitions module main page.

New vendor button on the main page of the acquisitions module

The new vendor form is broken into three sections: company information, contacts and ordering information.

  • Company information: basic information about the vendor

    Company details section of the new vendor form

    • 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

  • Contacts: information regarding your contact(s) at the vendor’s office

    Contacts section of the new vendor form

    • Aucun de ces champs n’est obligatoire. Il est tout de même recommandé de les remplir afin de garder toutes traces des coordonnées dans 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 (see the editing baskets section below)

      • 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

  • Ordering information: general billing information

    Ordering information section of the new vendor form

    • Pour passer une commande à un fournisseur, vous devez cocher “Actif”

    • Choose the currency for list prices and invoice prices

      Note

      Currencies are set up in the Currencies and exchange rates administration section

    • If your library is charged tax, mark your tax number as registered

    • Note if your list prices and invoice prices include tax

    • Si votre bibliothèque a ds taxes sur les commandes, entrez vos taux de change

      Note

      Tax rates are set in the TaxRates system preferences

    • Si le fournisseur offre une remise, saisissez-la dans le champ “Remise”

      Note

      You can enter item specific discounts when placing an order

    • If you know 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 pour un usage interne

Searching for vendors

Search for vendors either from the search bar at the top of the page

The search bar at the top of the page has two options in the acquisitions module, Vendor search and Orders search, this show the vendor search option

Or in the “Manage orders” box on the main acquisitions page.

The manage orders box on the acquisitions main page has a vendor search box

You can search for any part of the vendor’s name.

A vendor search for book returned two vendors, ABC Bookstore, KLMNOP Bookstore and XYZ Bookstore

Note

An empty search will return all vendors.

If you have a lot of vendors, you can use the dropdown menu to jump directly to a result.

By default, all vendors appear in the results, with inactive vendors in gray font and an “(inactive)” note next to their name. You can click on “Show active vendors only” to hide inactive vendors.

In the results, you can see all the currently open baskets. You can click on “Show all baskets” to show closed baskets as well.

There are action buttons under each vendor:

Viewing a vendor

To view a vendor’s information page, search for the vendor from the acquisitions home page.

A vendor search for book returned two vendors, ABC Bookstore, KLMNOP Bookstore and XYZ Bookstore

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

Vendor information page

Editing vendor information

To make changes to a vendor search for the vendor from the acquisitions home page.

Click the “Edit vendor” button on the results page

A vendor search for book returned two vendors, ABC Bookstore, KLMNOP Bookstore and XYZ Bookstore

or on the vendor information page.

Vendor information page

Vendor contracts

Vous pouvez définir des contrats, avec une date de début et de fin, et les rattacher à des fournisseurs. Cela vous permet à la fin de l’année de voir combien vous avez dépenser sur un contrat spécifique avec un vendeur.

Adding a contract

You can add a contract to a vendor by searching for the vendor, clicking the “New” button and choosing the “Contract” option.

The 'Contract' option in the 'New' button under the vendor's name in the vendor search results

Alternatively, you can access the vendor page and click “New” and choose “Contract” from there.

The 'Contract' option in the 'New' button on the vendor's page

Le nom, la description et les dates de début et de fin du contrat vous seront demandés

New contract form

Avertissement

Vous ne pouvez pas saisir de contrat rétrospectivement. La date de fin ne doit pas dépasser celle d’aujourd’hui.

Once the contract is saved it will appear on the vendor page.

Vendor information page

It will also be an option when creating a basket.

New basket form

Managing purchase suggestions

You can create purchase suggestions via the staff interface either for the library or on the patron’s behalf from their record. Depending on your settings in the suggestion system preference, patrons may also be able to make purchase suggestions via the OPAC.

Note

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.

If you have the suggestions_manage permission but not Acquisitions permissions you can access the suggestion management tool from Suggestions under the More menu in the header bar.

When a suggestion is waiting for library review, it will appear on the Acquisitions home page next to the vendor search. The suggestions for the branch where you are logged in will be separated from the rest of the suggestions. Clicking the library name will take you to the suggestion management tool.

Pending suggestions section on the acquisitions module home page

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

Pending suggestions section on the staff interface home page

If there are no pending suggestions you can access the suggestion management tool by going to the “More” menu and choosing “Suggestions” or by clicking the “Manage suggestions” link on the menu on the left of the Acquisitions module home page.

Suggestion management tool page

Note

You can customize the columns of this table in the “Table settings” section of the Administration module (table id: suggestions).

Your suggestions will be sorted into several tabs: Pending, Accepted, Checked, Ordered and Rejected.

  • Pending: A “Pending” suggestion is one that is awaiting action from the library.

  • Accepted: An “Accepted” suggestion is one that you have marked as “Accepted” using the form below the suggestions.

  • Checked: A “Checked” suggestion is one that has been marked as “Checked” using the form below the suggestions.

  • Ordered: An “Ordered” suggestion is one that has been ordered using the From a purchase suggestion link in an order basket.

  • Rejected: A “Rejected” suggestion is one that you have marked as “Rejected” using the form below the list of suggestions.

Note

If your workflow requires more statuses for suggestion management, you can add more using the SUGGEST_STATUS authorized values category.

Each suggestion will show the name of the staff member who managed the suggestion as well as the date when it was managed.

Accepted and rejected suggestions will show the reason for accepting or rejecting it under “Status”.

For libraries with a lot 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.

Filters on bibliographic, suggestion or acquisition information for suggestions

En cliquant sur le titre en bleu, vous étendez les options de filtrage et en cliquant sur Effacer vous effacez tous les filtres et montrez ainsi toutes les suggestions.

Note

The suggestions page will automatically be limited to suggestions for your library. To see information for all (or any other) libraries change the library in the “Viewing suggestions for library” dropdown menu.

Branch filter for suggestions

Approving or rejecting purchase suggestions

When changing the status of a purchase suggestion (pending, accepted, rejected, checked, or ordered), 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.

When reviewing “Pending” suggestions check the boxes next to the purchase suggestions you want to approve or reject and then choose the status and reason for your selection in the “Change selected suggestions” section below.

Pending suggestions page, one suggestion is checked and the cursor is choosing a new status in the Change selected suggestions section below

Note

If your workflow requires more statuses for suggestion management, you can add more using the SUGGEST_STATUS authorized values category.

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

Dropdown menu for reasons of accepting or rejecting a purchase suggestion

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.

Text field to enter a reason for accepting or rejecting a purchase suggestion

It is also possible to approve or reject suggestions one by one by clicking on the title of the suggestion to open a summary of the suggestion.

Details page of a purchase suggestion

Click “edit” at the top of the suggestion detail page to open the suggestion editing page.

Editable details page of a purchase suggestion

From there, change the status in the “Suggestion management” section and click “Save”.

A suggestion’s status change will trigger a notice to be sent to the patron who made the suggestion. The notices can be edited in the Notices & slips tool.

  • The “Accepted” status will trigger the ACCEPTED notice

  • The “Rejected” status will trigger the REJECTED notice

  • The “Ordered” status will trigger the ORDERED notice

    Note

    The “Ordered” status will automatically be set when ordering from a suggestion and the corresponding notice will also be sent at that time.

    Change to this status manually only if you don’t use the acquisitions module to enter your orders.

Note

If you add custom statuses in the SUGGEST_STATUS authorized values, you can add corresponding notices with the same names, taking care to choose the “Suggestions” module when creating the new notices.

Editing purchase suggestions

Other than changing the status to accept or reject the purchase suggestions, you can also change various attributes while managing the suggestions.

Edits can be done in a batch by selecting the suggestions and choosing the new values in the “Change selected suggestions” section at the bottom of the page.

You can change the item type of the suggestions by selecting them and choosing the new item type in the “Update item types with” drop down menu.

Dropdown list of available item types for suggestions

Note

The item types in this list are populated by the SUGGEST_FORMAT authorized value category.

You can also change the manager of the selected suggestions by clicking the “Select manager” link and searching your user database. The new manager will receive the NOTIFY_MANAGER notice.

Note

Only users who have the “superlibrarian” or the “suggestions_manage” permission will show in the results.

It is also possible to edit suggestions one by one by clicking on the “Edit” button to the right of the suggestion or by clicking on the title of the suggestion.

Details page of a purchase suggestion

Clicking “edit” at the top of the suggestion detail page will open a suggestion editing page.

Editable details page of a purchase suggestion

Dans ce formulaire, vous pouvez modifier la suggestion, la compléter, la corriger. Vous pouvez également l’accepter ou la rejeter.

  • In the “Bibliographic information” section, you can add missing information, such as the ISBN, publisher, etc. or correct wrong information provided by the patron.

  • In the “Suggestion management” section, you can edit the status, add a reason for accepting or rejecting the suggestion, or adjust the dates if needed.

    • Choosing to mark a suggestion as “Pending” will move it back to the “Pending” tab.

  • The “Notify manager” checkbox can be used to send a notice to the staff member who previously managed the suggestion to inform them the suggestion was modified. The notice sent is NOTIFY_MANAGER notice.

  • In the “Acquisitions information” section, you can edit the fund, price, currency, etc.

Archiving purchase suggestions

Once the suggestion has completed the acquisitions process, it is possible to archive them. If you have a lot of suggestions, and the page takes a long time to load, archiving old suggestions will improve the performance.

Select the suggestions you want to archive and click the “Archive” button in the “Archive selected” box.

Archive selected box and button from the suggestion management tool

You can also archive the purchase suggestion by clicking the small arrow next to the “Edit” button and choosing “Archive”.

The arrow next to the Edit button gives access to a Delete and an Archive option

Archived suggestions will disappear from the list, but they can be viewed by checking the “Include archived” checkbox in the “Suggestion information” filters.

Filters on suggestion information, including archived suggestions, statuses, patrons, dates, etc.

Archived suggestions will have a the mention “Archived” under the title information when they are viewed.

Archived suggestion

Note

Archived suggestions will disappear from the “Your purchase suggestions” section of the patron’s file on the OPAC.

Deleting purchase suggestions

Once you no longer need the purchase suggestions, you can completely delete them from the system.

To delete purchase suggestions in batch, select the suggestions you want to delete completely and click the “Delete” button in the the “Delete selected” box.

Delete selected box and button from the suggestion management tool

You can also delete a purchase suggestion by clicking the small arrow next to the “Edit” button and choosing “Delete”.

The arrow next to the Edit button gives access to a Delete and an Archive option

It is also possible to delete purchase suggestions by clicking on the title of the suggestion to access the suggestion detail page and clicking the “Delete” button from there.

Details page of a purchase suggestion

Old purchase suggestions can be automatically deleted using the purge_suggestions.pl cronjob.

Placing orders

To place an order you must first search for the vendor or bookseller and create a basket.

Avertissement

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.

Creating a basket

Note

Si vous utilisez EDI pour vos commandes vous voudrez télécharger votre historique de commande de vos fournisseurs avant de commencer le processus dans Koha.

To create a basket you must first search for the vendor you’re ordering from. From the vendor search results, click the “New” button and choose “Basket”.

The 'Basket' option in the 'New' button under the vendor's name in the vendor search results

Alternatively, you can click on the vendor’s name to access the vendor page and click “New” and choose “Basket” from there.

The 'Basket' option in the 'New' button on the vendor's page

After clicking “New” and “Basket” you will be asked to enter some information about the order basket:

New basket form

  • Give the basket 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)

  • Si vous voulez changer de fournisseur pour votre commande, vous pouvez le sélectionner dans le menu déroulant

  • Les champs de notes sont optionnels et peuvent contenir n’importe quel type d’information

  • If you have added contracts to the vendor you’re ordering from, you will have an option to choose which contract you’re ordering these items under.

  • If you’re ordering standing items (items which arrive regularly), check the “Orders are standing” box for this basket.

    • Note that one basket cannot contain both firm and standing orders.

  • You can choose to create items either upon placing the order, upon receiving the order, or upon cataloging the item. If you choose an option other than the default, it will apply only to this basket. The default is set by the AcqCreateItem system preference.

When finished, click “Save”.

Basket page

Adding materials to the basket

Once your basket is created, click on “Add to basket” from the basket page.

Basket page

To add to an existing basket click “Add to basket” to the right of an existing basket.

Active baskets from a vendor

Several options for adding items to the order will be presented.

The different options for adding materials to the basket

Order from an existing record

Si vous commandez un nouvel exemplaire d’un titre que vous avez déjà, vous pouvez chercher simplement la notice dans votre catalogue.

  • From the results, you can click “Add order” to be brought to the order form.

    Search results from the catalog, there is an extra option 'Add order' at the bottom of each result

  • From the record’s detailed view, you can click on the “Add order” button.

    Detailed view of a bibliographic record, there is an extra button in the top bar called 'Add order'

  • You will be brought to the order form

    When ordering from an existing record, the record part of the order form will be automatically filled in

    • Tous les détails associés à l’exemplaire seront déjà listés sur le “Catalog details.”

  • Fill out the rest of the order form, including patron notifications, items, and accounting details.

Order from a purchase suggestion

If you allow patrons to make purchase suggestions (learn more in the managing purchase suggestions section of this manual), 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.

Avertissement

Suggestions must be accepted before you can order them.

List of all accepted purchase suggestions not yet ordered

  • A partir des résultats, cliquez sur “Commande” situé à côté de l’exemplaire et un formulaire de commande s’affichera avec le lien de la suggestion

    Order form with the patron's information in the suggestion section

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

  • Lorsque l’exemplaire apparaîtra dans votre panier, il comprendra un lien vers la suggestion.

    Order in a basket with suggestion information

  • Orders added to the basket in this way will notify the patron via email that their suggestion has been ordered (with the “ORDERED” notice in Tools > Notices & slips) and will update the patron’s “your purchase suggestions” page in the OPAC.

Order from a serial subscription

If you are using the Serials module you can link your subscription order information to acquisitions by choosing to order “From a subscription”.

  • Après avoir cliqué sur le lien “commander”, vous serez dirigé à une page de recherche qui vous permettra de trouver votre abonnement

    Search form of serials subscriptions

  • Vos résultats apparaîtront à droite du formulaire. Chaque abonnement aura un lien “Commander”

    Table of results of serials subscription search, the last column contains an Order button

  • 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 is not needed

    Serial subscription order form

Order from a new (empty) record

To order from a record that can’t be found anywhere else, choose the “From a new (empty) record” option.

Order form with empty record fields

  • Vous serez amené à un formulaire vide à remplir avec toutes les informations sur l’exemplaire que vous commandez.

    Note

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

Duplicate orders (order from existing orders)

You can duplicate an existing order line by choosing the “From existing orders (copy)” option.

  • You will be presented with a search form to search your existing orders.

Order search for duplicating orders

  • Check the boxes next to the order(s) you want to duplicate.

Order search results for duplicating orders

  • Click “Next”

  • Check the boxes next to the values to copy from the original order or choose new values.

Form to copy or modify values from the original order

  • Click “Duplicate orders”

A table with the duplicated order information

  • Click “Return to the basket”

Order from an external source

You can search other library catalogs for the record of an item to purchase using the “From an external source” option. This will allow you to order from a MARC record found via a Z39.50 search.

Z39.50 search form to order from an external source

  • From the results, click anywhere in the row of the title you want to add to your basket and choose the “Order” option.

    Z39.50 search results

  • Si le document que vous commandez depuis une source externe ressemble à un doublon, un message d’avertissement s’affichera et vous donnera différentes façons de procéder.

    Warning message 'Duplicate warning You selected a record from an external source that matches an existing record in your catalog' the options are 'Use existing record', 'Cancel and return to order' or 'Create new record'

    • Use existing record: order another copy on the existing bibliographic record

    • Cancel and return to order: cancel the order

    • Create new record: create a new bibliographic record, while keeping the existing one also

Order from a new file

If your vendor sent you a record file (a .mrc file for example), you can add orders using the records in that file. Choose the “From a new file” option.

Note

Note that you need the stage_marc_import tool permission in order to be able order from a new file.

  • You will be taken to the Stage MARC records for import tool. Stage your file as described in that section.

  • Once the files are staged, you can click on the “Add staged files to basket” button.

Staged file summary with an added button to add staged records to basket

  • Next to each title is a checkbox, check the items you would like to order, or choose “Select all” at the top. Depending on your settings in the MarcFieldsToOrder system preference, Koha will populate the next screen with with the relevant quantity, price, fund, statistic 1, and statistic 2 found within the staged file.

    List of titles in staged file, the first title is selected and a form for entering the quantity, price, replacement price, discount, fund and statistics is underneath

  • 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 form in the Item information tab

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

    Accounting details form in the Default accounting details tab

  • Click “Save” to add to the basket

Créer une commande à partir d’un fichier téléchargé

This option is the same as the previous one, but in this case, your file has already been staged. Whether you choose to “order from a new file” or “order from a staged file” will depend on your acquisitions workflow or your permissions.

  • Once you click on “From a staged file”, you will get a list of all the staged files in your system.

    List of staged files that have not yet been imported

  • From the list of files you are presented with, click on the “Add orders” button to add the records in the staged file to your order.

    List of titles in the staged file, with checkboxes

  • Next to each title is a checkbox, check the items you would like to order, or choose “Select all” at the top. Depending on your settings in the MarcFieldsToOrder system preference, Koha will populate the next screen with with the relevant quantity, price, fund, statistic 1, and statistic 2 found within the staged file.

    List of titles in staged file, the first title is selected and a form for entering the quantity, price, replacement price, discount, fund and statistics is underneath

  • 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 form in the Item information tab

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

    Accounting details form in the Default accounting details tab

  • Click “Save” to add to the basket

Order from titles with highest hold ratios

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 button with the number of items to order, click that and it will add the item to your basket.

    Report of high hold ratios, in the last column, there is a button to order the suggested quantity

Setting up patron notifications

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.

Recherche de notifiation adhérent

  • In the window that pops up search for the patrons you’d like to notify and click “Add”

    Pop up window for patron search

  • Lorsque vous avez terminé vous pouvez fermer la fenêtre: vous verrez s’afficher la liste des adhérents en dessous de la partie “Adhérent”

    List of patrons to notify in order form

Adding items to orders

After bringing in the record information (for all order methods except for the staged files), if your AcqCreateItem system preference is set to add an item when ordering you will enter the item information next. You need to fill out at least one item record and then click the “Add item” button at the bottom left of the item form.

New item form within the order form

Après avoir cliqué sur le bouton “Ajouter un exemplaire”, l’exemplaire apparaîtra au-dessus du formulaire. Vous pouvez alors ajouter un exemplaire supplémentaire de la même façon (si vous commandez plus d’un exemplaire).

Table with added item information above an empty new item form

If you are ordering several items, you can click on the “Add multiple items” instead of adding them one by one. This will ask you how many items you want to add. Simply enter that number in the box and click on “Add”.

Buttons at the bottom of the new item form, 'Add item', 'Clear', 'Add multiple items', next to Add multiple items, a text field says 'Number of items to add' Followed by 'Add' button. A message underneath says 'NOTE: Fields listed in the UniqueItemsFields system preference will not be copied'

Adding accounting details to orders

Une fois que vous avez saisi les données de l’exemplaire, vous devez saisir les données comptables.

Accounting details section of the order form

  • Quantity: enter the quantity of copies you want to order.

    Avertissement

    If the item is created upon ordering, you will not be able to edit the quantity manually, you must add items to the order by clicking “Add item” below the item form to add as many items as you’re ordering.

  • Fund: choose the fund that will be used to buy this title.

  • Currency: choose the currency of the price.

  • Vendor price: enter the price before any taxes or discounts are applied.

  • Uncertain price: if the price is uncertain, check the uncertain price box. You will be able to go back later to enter the right price.

    Note

    A basket with at least one uncertain price cannot be closed.

    See the section Dealing with uncertain prices below to learn how to manage uncertain prices.

  • Tax rate: ff you are charged sales tax, choose the rate.

    • This field is populated by the TaxRates system preference.

  • Discount: 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.

  • Retail price: enter the recommended retail price (RRP), the price set by the publisher or the manufacturer as a recommendation to booksellers.

  • Replacement cost: enter the cost to replace the item. This is the price charged to the user when an item is declared lost (if the WhenLostChargeReplacementFee system preference is set to “Charge”).

  • Budgeted cost is the amount that will be removed from the “spent” budget. Whether this number includes or excludes taxes will depend on the “List price” setting for your vendor.

  • Total is the budgeted cost multiplied by the quantity of items ordered.

  • Actual cost: this field is usually left empty until receiving, when you can confirm the actual cost against the vendor’s packing slip or invoice.

  • Internal note: this will only appear in the acquisitions module and in the staff interface catalog, under the “Acquisitions details” tab in the detailed record.

  • Vendor note: this will appear in the acquisitions module as well as on the order when exported as CSV.

  • If you added statistical categories when creating the fund, those values will appear in the two statistics 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.

Warning message that says 'Warning! Order total amount exceeds allowed budget. Do you want to confirm this order'

L’alerte de confirmation vous autorisera à passer votre commande si vous n’avez pas dépasser le montant choisi de votre votre budgétaire.

Once your order is entered you can search for it through acquisitions or view the information on the bibliographic record detail page in the staff interface, if the AcquisitionDetails system preference is set to “Display”, or view the information on the bibliographic record detail page in the OPAC, if the OPACAcquisitionDetails system preference is set to “Display”.

Acquisition details tab in the detailed record

Note

You can customize the columns of this table in the “Table settings” section of the Administration module (table id: acquisitiondetails-table).

Editing the basket

Après avoir ajouté l’exemplaire au panier, un résumé du panier s’affichera.

A basket with orders

Note

You can customize the columns of this table in the “Table settings” section of the Administration module (table id: orders).

From the basket, you can edit or remove the items that you have added.

  • Choosing to “Cancel the order” will delete the order line but leave the record in the catalog.

  • Choosing to “Cancel order and delete catalog record” removes both the order line and the record in the catalog.

    • La notice peut ne pas être effacée. Vous pouvez voir des précisions expliquant pourquoi.

      Cancel order link followed by a message Can't cancel order and delete catalog record 1 item(s) left

On the summary page, you also have the several option through the buttons at the top of the basket header.

Buttons at the top of the basket page: Add to basket, Edit basket, Delete basket, Export as CSV, E-mail order

  • Add to basket: add orders to the basket

  • Edit basket: edit the basket information, such as the name or the billing place.

  • Delete basket: if the basket is empty, you will get a simple confirmation message before deleting the basket. If the basket contains orders, you will get a confirmation message with several options.

    Delete basket confirmation message with options to delete basket and orders or delete basket, orders and records

    • Delete basket and orders: this will delete the basket, cancel the orders, refund the used funds, and delete the items (ordered or received).

    • Delete basket, orders, and records: this will delete all of the above plus the bibliographic records associated with the orders (except the ones which can’t be deleted because they have remaining items, orders or subscriptions attached).

  • Close basket: closing the basket will enable you to add it to a basket group (this is optional) and receive its items.

  • Export as CSV: this will create a CSV file with all your orders from this basket. You can add several CSV profiles options by going to the CSV profiles tool.

  • Create EDIFACT order: 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.

  • E-mail order: this will send the order information to your contact for this vendor. Make sure your contact has a email address in the vendor profile.

Ordering (closing the basket)

Quand vous êtes sûr que votre panier est complet, vous pouvez cliquer sur le bouton “Fermer le panier” pour indiquer que le panier est complet et qu’il a été envoyé au fournisseur.

Buttons at the top of the basket page: Add to basket, Edit basket, Delete basket, Export as CSV, E-mail order

Avertissement

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 system preference set to show a confirmation, you will be asked if you are sure about closing the basket.

Close basket confirmation message

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 with the same name” you will be brought to the group list where you can export a PDF of the order.

List of closed basket groups

Avertissement

A basket with at least one item marked as “uncertain price” will not be allowed to be closed.

See the section Dealing with uncertain prices below to learn how to manage uncertain prices.

Dealing with uncertain prices

Avertissement

A basket with at least one item marked as “uncertain price” will not be allowed to be closed.

Basket with an order with an uncertain price

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 page

Note

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.

Creating a basket group

A basket group is simply a group of baskets. In some libraries, several staff members create baskets, and, at the end of a period of time, someone groups them together to send to the vendor in bulk. Note that it is possible to have one basket in a basket group, or no basket groups at all if that’s the workflow used in your library.

Note

You cannot re-open a basket that is attached to a basket group. The re-open basket button will be grayed out.

To create a basket group, go to the vendor detail page and click on the “Basket groups” tab on the left side.

Vendor information page

List of open basket groups

Click on the “New basket group” button.

New basket group form

  • Basket group name: this is the name the basket group will go by in Koha

  • Billing place: this is the billing address that will appear on the basket group order

  • Delivery place: pick a library where these orders should be sent, this will appear on the basket group order under delivery address You can also enter a different address

  • Delivery comment: this comment will appear on the basket group order

  • Close basket group: if you know that once you’re done with this basket group, you will not be modifying it anymore, you can check this box and the group will be closed upon saving

Add baskets to the group by clicking the “Add to group” button on the right.

Click on “Save” to finish creating your basket.

From there, you can export your order as a PDF file to send to your vendor.

Note

The content of the PDF file is not editable, but it is possible to change its language and formatting with the OrderPdfFormat system preference.

Searching for orders

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.

The search bar at the top of the page has two options in the acquisitions module, Vendor search and Orders search, this show the vendor search option

Using the Orders search you can search for items that have been ordered with the title or the vendor.

The search bar at the top of the page has two options in the acquisitions module, Vendor search and Orders search, this show the order search option

You can enter info in one or both fields and you can enter any part of the title or vendor name.

Search results for orders

Note

You can customize the columns of this table in the “Table settings” section of the Administration module (table id: histsearcht).

Clicking the plus sign to the right of the vendor search box will expand the search and allow you to search for additional fields. In the basket search, you can enter any part of the basket name or its number. In the invoice number search, you can enter a part of the invoice number.

The search bar at the top of the page has two options in the acquisitions module, Vendor search and Orders search, this show the order search option, expanded

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

The advanced order search form

Receiving orders

Avertissement

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.

Les commandes peuvent être réceptionnées à partir de la page d’information du fournisseur

Vendor information page

ou de la page de résultat de recherche des fournisseurs

A vendor search for book returned two vendors, ABC Bookstore, KLMNOP Bookstore and XYZ Bookstore

After clicking “Receive shipments” you will be asked to enter a vendor invoice number, a shipment received date, a shipping cost and a fund to subtract that shipping amount from.

Receive a new shipment form

La page de réception liste tous les exemplairs qui sont encore en commande chez le fournisseur, quelle que soit le panier des exemplairs.

List of all pending orders (not yet received)

Avertissement

Only items from closed baskets will appear in the pending orders list.

Note

If you have a lot of orders, you can filter the orders using the “Search” box just above the table, or the filter boxes at the top of each table column.

At the top of the pending orders table, there are search fields

You could, for example, scan the ISBN of the book you are receiving in the filter box and the table will only show the corresponding orders.

Just make sure to clear the filter boxes when you’re done, otherwise, the other items won’t appear.

Pour réceptionner un document précis, cliquez sur le lien « réceptionner » à droite de la ligne de commande.

Item receive page (the item is created at cataloging)

Depending on when you chose to create the item (either in the AcqCreateItem system preference, or upon creating your basket), the form will look slightly different.

If you chose to create your item when placing the order, you will have your item information on the left side and financial information on the right side.

Item receive page (the item is created when placing the order)

You can check the box next to the item to receive it, or fill out the “Quantity received” field on the left side.

Note

You can choose to mark only part of the order as received if the vendor did not send your entire order by checking only the boxes next to the items on the left that you want to receive or by entering the right amount in the “Quantity received” field.

You can edit the item if needed by clicking on the “Edit” link. This will allow you to enter in accurate call numbers and barcodes if you’d like to do that at the point of receipt.

You can also alter the cost information (replacement cost and actual cost). The values you enter there 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.

If you chose to create your item when receiving the order, you will see the item creation form on the left side and the financial information on the right side.

Item receive page (the item is created when receiving the order)

Avertissement

You must fill out the item form and click on “Add item” or “Add multiple items” in order to receive the order. You will not be able to simply change the “Quantity received” amount.

You can alter the cost information (replacement cost and actual cost). The values you enter there 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.

Finally, if you chose to create your item when cataloging the record, you will only see the financial information on the right.

Item receive page (the item is created at cataloging)

You can alter the cost information (replacement cost and actual cost).

Note

The financial information will not be transferred to the item if the item is created when cataloging.

Once you have made any changes necessary (to the order and/or items, click “Save” to mark the item(s) as received.

Already received table in the receiving page

Note

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

Quand vous avez fini la réception des exemplaires, vous pouvez quitter cette page ou cliquer le bouton “Finir la réception” en bas de l’écran.

Received orders will have “(received)” before the title in the basket view.

A received order in a basket

Note

When all the orders in a basket have been received, the basket will be removed from the list of baskets for that vendor. You can click “Show all baskets” to view the inactive baskets.

Active baskets from a vendor

All baskets from a vendor, including inactive baskets

Transferring orders

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 on the basket page or the receiving page. This will pop up a vendor search box.

Vendor search box for transferring orders

A partir des résultats, vous pouvez cliquer sur “Choisir” à droite du fournisseur à qui vous souhaitez recommander l’exemplaire.

List of vendors to transfer an order to

Les paniers s’afficheront. Pour déplacer l’exemplaire, cliquez simplement sur “Choisir” à droite du panier dans lequel vos souhaitez ajouter l’exemplaire.

List of baskets to transfer an order to

Une fois que vous avez fait votre choix, un message de confirmation s’affichera.

You will see transferred orders with the canceled orders when viewing the basket.

A list of canceled or transferred orders in a basket

Note

Whilst it is possible to re-open your basket (unless it is part of a basket group, in which case the basket cannot be reopened), transfer 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.

It is preferable to transfer an order from the receiving page.

Cancelling orders

If the item cannot be found anywhere you can cancel the order by clicking “Cancel order” or “Cancel order and delete catalog record” to the far right on the basket page or the receiving page.

A basket with orders

This will prompt you to enter your reason and confirm cancellation.

Warning message that says 'Are you sure you want to cancel this order, Bibliographic record will not be deleted' followed by a drop down menu for cancelation reasons and the options are 'Yes, cancel (Y)' or 'No, don't cancel (N)'

Note

The cancellation reasons drop-down menu are populated by the ORDER_CANCELLATION_REASON authorized values category. If there aren’t any authorized values in that category, it will be a free text field instead of a drop-down menu.

You will also see that the item is cancelled if you view the basket.

A list of canceled or transferred orders in a basket

Note

Whilst it is possible to re-open your basket (unless it is part of a basket group, in which case the basket cannot be reopened), 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.

It is preferable to cancel an order from the receiving page.

Factures

When orders are received invoices are generated. Invoices can be searched by clicking on “Invoices” in the left of the Acquisitions page.

Invoice search form

After a search, the results will appear to the right of the search options.

List of invoices, separated in tabs for open and closed invoices

At the bottom of the table, there is a button to merge selected invoices and a button to close selected invoices.

The “Actions” button on the right allows various actions on a single invoice:

  • Details: show the full invoice

  • Close: close the invoice to indicate that the invoice is paid for

  • Delete: delete the invoice; this option is only available for invoices that have no items received on them

The detailed invoice page presents all the information about the invoice.

Detailed invoice page

  • Invoice number: the invoice number entered upon receiving is editable here

  • Shipment date: date entered upon receiving is editable here

  • Billing date: enter the billing date of the invoice

  • Shipping cost: the shipping cost entered upon receiving is editable here

  • Shipping fund: the fund from which to subtract the shipping cost chosen upon receiving is editable here

  • Status: the status of the invoice, either open or closed; if closed, the closing date will also appear

  • Close: if the invoice is still open, it can be closed by checking this box

  • Reopen: if the invoice is closed, it can be reopened by checking this box

In the Adjustments section, you can add adjustments to your invoices by clicking “Add an adjustment”.

These adjustments can be for adjusting the price that is offset by rounding or adding a credit to the invoice, for example.

Add adjustment form

  • Amount: enter the amount of the adjustment (can be positive or negative)

  • Reason: choose a reason, if needed

    Note

    The reasons are populated by the ADJ_REASON authorized values category.

  • Note: enter a note, if needed

  • Fund: choose the fund from which the adjustment amount should be taken

  • Encumber while invoice open: if this is checked, the amount of the adjustment will be taken out of the fund immediately. If it is not 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”.

List of adjustments on an invoice

Attaching files to invoices

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

Detailed invoice page when AcqEnableFiles is enabled

Pour voir ou rattacher les nouveaux fichiers, cliquez sur le lien “Gérer les fichiers des factures”

A message says 'This invoice has no files attached.' above a form to upload files

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

List of attached files to an invoice above the form to upload files

Merging invoices

From the invoice search results you can also merge together two invoices or more, should you need to.

List of invoices, separated in tabs for open and closed invoices

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 form to confirm the merge:

Merge invoices form

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 invoices will become one.

Claims and late orders

The “Late orders” link on the acquisitions main page leads to a report where all orders can be filtered to find the late orders.

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.

Late orders filters

  • Order date: this filter limits the results to orders from baskets closed more than this number of days ago. This defaults to 0, meaning all orders from closed baskets are shown in the list.

    Note

    The order date is the date the basket was closed.

  • Estimated delivery date from … to …: this filter limits the results to orders estimated to be delivered between two dates. The estimated delivery date is calculated as follows: order date (date the basket was closed) + delivery time entered when creating the vendor.

  • Vendor: this filter limits the results to orders to a specific vendor.

    Note

    The vendor drop-down menu only shows vendors with closed baskets.

Une fois que vous avez filtré vos commandes en retard, une liste de ces exemplaires s’affichera.

List of late orders

Note

You can customize the columns of this table in the “Table settings” section of the Administration module (table id: late_orders).

There are several options for claiming late orders.

  • If you have entered in an email address for a contact at the vendor’s in your system you can send them claim emails when an order is late.

  • If the vendor does not have a contact with an email address, you can download the list of title to claim as a CSV file

    • Check the box to the right of the late titles to claim

    • Click “Export as CSV” at the bottom right of the list

      Note

      The default CSV profile used is “Late orders”. You can modify it or add new ones in the CSV profiles tool.

      If adding a new one, choose profile type: SQL and usage: Export late orders.

Budget/fund tracking

Sur la page principale des acquisitions, un tableau s’affichera avec tous les postes budgétaires actifs et la répartition du budget de ce qui a été commandé ou dépensé.

Funds table on the acquisitions module's main page

Note

You can customize the columns of this table in the “Table settings” section of the Administration module (table id: accounts).

Note

If the total line is confusing for the funds you have set up you can hide it by adding this code to the IntranetUserCSS preference.

#funds_total {display:none;}

The “Expand all” link will show all funds and sub-funds.

The “Collapse all” link will show only first level funds.

The “Hide inactive budgets” will hide budgets that are not currently active (such as previous years” budgets).

The “Show inactive budgets” will show budgets that are not currently active (such as previous years” budgets).

If you have several libraries in your system and have funds assigned to different libraries, you can filter the table to show only the funds for a specific library.

Pour consulter l’historique de toutes les commandes d’un poste budgétaire, vous pouvez directement cliquer sur le montant.

A table with all the ordered items in a fund

EDI process

La section précédante expliquant toutes les options de commande, cette section précise les éléments reliés aux commandes EDI ou EDIFACT afin d’aider ceux qui utilisent seulement EDI pour commander.

Note

In order to use EDIFACT in Koha, the EDIFACT system preference must be enabled.

Avertissement

Koha uses the EDIFACT standard (EDItEUR and BiC) not the X12 standard for electronic ordering.

Setting up EDI in Koha

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

EDI questions for vendors

You will need to gather the following information from your vendors before beginning the set up process in Koha.

EDI accounts

EDI accounts: This is the basic connection information for your vendor. It will be used to fill in the 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 that requires special processing?

    • Options:

      • FTP

      • SFTP

      • FILE

  • 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?

    • Options:

      • EAN International (14)

      • US SAN Agency (31B)

      • Assigned by supplier (91)

      • Assigned by buyer (92)

  • SAN: The identifier for the vendor

  • Standard: Which standard is used by the vendor, this will change how the EDI messages are interpreted

  • Options:

    • BiC

    • EDItEUR

  • Quotes enabled: (yes or no) Does this vendor support sending and receiving quotes via EDIFACT and do you want to send and receive quotes via EDIFACT?

  • Orders enabled: (yes or no) Does this vendor support sending and receiving orders via EDIFACT and do you want to send and receive orders via EDIFACT?

  • Invoices enabled: (yes or no) Does this vendor support sending and receiving invoices via EDIFACT and do you want to send and receive invoices via EDIFACT?

  • Responses enabled: (yes or no) Does this vendor support sending and receiving responses via EDIFACT and do you want to send and receive invoices via EDIFACT?

  • Automatic ordering: (yes or no) Check this box if you want quotes to automatically generate orders.

EAN

Each library using EDIFACT needs to specify a buyer identifier know as a SAN or EAN. This will fill in the Library EANs setting.

  • Library: Choose the library this EAN represents

  • Description: Add a description to this EAN, if needed

  • EAN: Enter the EAN

  • Qualifier: Choose who assigned the EAN above

    • Options:

      • EAN International (14)

      • US SAN Agency (31B)

      • Assigned by supplier (91)

      • Assigned by buyer (92)

MARC order fields or grid ordering

These values will fill in the MarcFieldsToOrder system 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

  • sort1: MARC21 field that will populate custom field sort1

  • sort2: MARC21 field that will populate custom field sort2

Ordering via EDI

La première étape, lorsque l’on commande avec EDI, se déroule sur le site web du fournisseur. Chaque vendeur utilise un vocabulaire différent, et c’est pourquoi vous devrez télécharger leur fichier de commande MARC si vous passez une commande sur leur site. Dans certains vocabulaires, vous pourriez voir « panier », « commande », « commande MARC ». Une fois que vous avez téléchargé leur fichier MARC, vous devrez vous connecter dans Koha et continuer le processus là.

In Acquisitions create a basket for the vendor you ordered from. Add your file to the basket by ordering from a new file.

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.

Une fois que vous avez ajouté tous les exemplaires au panier, vous pouvez cliquer sur « Créer commande EDIFACT »

Sending the 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.

Ordering via EDI with quote files

If you have Quote files enabled you can place the order on the bookseller’s website and a Quote file will be automatically generated and made available to be collected and loaded to Koha. You will see the file listed in the EDIFACT messages in Koha with a status of “Received”. The basket will have been created and records and items added to the basket.

Once you have checked that the basket is correct you can click the “Create EDIFACT order” button. The process then completes as for Sending the EDIFACT order above.

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.

If you set the EdifactInvoiceImport preference to “Don’t” you can load invoice files manually.

EDIFACT messages

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

List of EDIFACT messages sent and received