Acquisitions.pdf

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Training Manual

V5 Acquisitions

Training Manual :

Acquisitions

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Set up

Before using Acquisitions, the following areas need to be set up:

Funds and Budgets.

Suppliers

Supplier information is maintained in

To create a new Supplier, click the shortcut ne

Enter a Supplier Code then click the button.

New suppliers can be also created history) records, by clicking the Name information.

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Before using Acquisitions, the following areas need to be set up: Suppliers, Cost Centres &

nformation is maintained in Acquisitions > Suppliers

To create a new Supplier, click the New link from the Suppliers

then click the Add

Enter the Supplier’s details, including name, address, phone, fax, e mail, etc.

The

mouse can be used to move between fields.

Click the

once all information has been entered.

so created when adding or editing Acquisitions (orders and orders history) records, by clicking the Add new Supplier link, available when entering Supplier

Cost Centres &

Acquisitions > Suppliers

link from the Suppliers menu or type

Enter the Supplier’s details, including name, address, phone, fax, e-mail, etc.

key or mouse can be used to move between fields.

Click the Save button once all information has been entered.

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Cost Centres & Funds

Overview

Budgets are comprised of Cost Centres and Funds.

Cost Centres represent the entire budget of an area, e.g. Library.

Funds are how cost centres are broken down, e.g. Fiction, Non-Fiction, Books, AV. The way that funds are set up will depend on how your budget is managed.

Budgets are set up by combining Cost Centre and Fund combinations.

Example of how a budget is set up using Cost Centres and Funds:

Cost Centres Funds Budget Name Cost Centre / Fund combination

Library Books 2008-Library Books Library / Books

Archive Videos 2008-Library AV Library / AV

Training 2008-Library Training Library / Training Subscriptions 2008-Library Subs Library / Subscriptions

2008-Archives Books Archives / Books 2008-Archives Training Archives / Training

2008-Archives AV Archives / AV

Setting Up Cost Centres & Funds

Cost Centres and Funds are set up in Acquisitions > Cost Centres.

Select Cost Centres from the Acquisitions menu or type the shortcut cc

To create a new cost centre or fund, select New from the Cost Centres menu or type the shortcut of ne

Enter a Code for the Cost Centre or Fund.

This can be numbers or letters or a combination of both.

Click the Add button.

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Enter the Cost Centre or Fund Name.

Enter a Description (if required). This field is for internal use only.

Click the Save button.

Repeat this process for all Cost Centres and Funds.

Setting up Budgets

Setting up budgets involves 2 steps:

1. Defining the date range of the budget,

2. Defining details of each budget item, i.e. combining Cost Centre and Fund combinations, then allocating funds.

Define the budget date range

Budgets are maintained in Acquisitions > Budgets.

Select Budgets from the Acquisitions menu or type the shortcut bu

Click on Select End of Year Processing from the Budgets menu or type the shortcut of ye

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2. Duplicating existing budgets for the new financial period

When setting up a budget for the first time, only the Financial Period information needs to be entered, i.e. Start and End dates for the financial year for your organisation.

Click the button next to Start financial period.

Click the button next to End period.

Click the Go button at the top of the screen once you have selected both dates.

There is no need to enter any information into the

of the screen when setting up your initial budget information.

Setting up Budget Entries

1. Select New from the Budgets function menu or type the

2. Enter a name for the Budget and click the

It is suggested to include date as well as Cost Centre and Fund information the name of each budget. This makes it easier when selecting budget information during the ordering processes. Example: 2008

3. Select the Cost Centre and

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Duplicating existing budgets for the new financial period

Start to select the beginning of your

End to select the end of your financial

button at the top of the screen once you have

There is no need to enter any information into the Generate New Budgets of the screen when setting up your initial budget information.

from the Budgets function menu or type the shortcut

Enter a name for the Budget and click the Add button.

It is suggested to include date as well as Cost Centre and Fund information the name of each budget. This makes it easier when selecting budget information during the ordering

(Date) Library (Cost Centre) Books (Fund).

and Fund combination and allocate an amount for the Budget.

Generate New Budgets section

ne

It is suggested to include date as well as Cost Centre and Fund information the name of each budget. This makes it easier when selecting budget information during the ordering

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Select the Cost Centre.

Select the Fund.

Enter the Budget Amount.

The Start and End dates will have the dates entered via There is not usually any need to change these dates.

Repeat steps 1 - 3 for other budget entries.

____________________________________________________________________________________________ ________________________________________________________________________________________________ ________________________________________________________________________________________________ ____________________________________ ________________________________________________________________________________________________ ________________________________________________________________________________________________ ________________________________________________________________________________________________ ________________________________________________________________________________________________ ____________________________________________________________________ ________________________________________________________________________________________________ ________________________________________________________________________________________________ ____________________________________ ________________________________________________________________________________________________ ________________________________________________________________________________________________ ________________________________________________________________________________________________ ________________________________________________________________________________________________ 7

dates will have the dates entered via End of Year Processing There is not usually any need to change these dates.

for other budget entries.

____________________________________________________________________________________________ ________________________________________________________________________________________________ ________________________________________________________________________________________________ ________________________________________________________________________________________________ ________________________________________________________________________________________________ ________________________________________________________________________________________________ ____________________________________________________________________________________________ ________________________________________________________________________________________________ ________________________________________________________________________________________________ ________________________________________________________________________________________________ ________________________________________________________________________________________________ ________________________________________________________________________________________________ ________________________________________________________________________________________________ ________________________________________________________________________________________________ ____________________________________________________________________________________________ ________________________________________________________________________________________________

End of Year Processing.

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Ordering Processes

Overview

There are 3 ways of using Acquisitions to update and maintain budget information. The method used will depend on the way that the library processes operate. This is an overview to help you choose the method that best suits your needs. Each method is explained in greater detail in this manual.

Method 1: Acquisitions > Orders

This is suitable for items not yet in the catalogue. Titles will not be viewable in OPAC until the order has been received.

Overview of process

Create Order + interim catalogue record in Acquisitions > Orders (Commits funds) Print Order in Acquisitions > Orders (optional)

When order arrives, create catalogue record (from interim record)

Receive order in Acquisitions > Orders (Spends funds in the budget). This deletes the order, and creates an Order History record

Import MARC record (optional) – Management > Import

Method 2: Cataloguing > Resources (Order Copy)

This method is suitable for new items or additional copies of existing resources. Titles will appear in OPAC before the order has been received.

Create new catalogue record in Cataloguing > Resources (or use existing catalogue record)

Create order using Order Copy link (this commits funds in the budget)

Print order in Acquisitions > Orders (optional)

Receive order. This deletes the order and creates an Order History record (Spends funds)

Method 3: Cataloguing > Resources (Retrospective Order)

This method is suitable for items already purchased and skips the steps of generating an order form & receiving. Basically just creates orders history information, updating Spent values in the budget.

In Cataloguing > Resources, using existing catalogue record, click Add Retrospective

Order

Enter purchasing information (exactly the same as receiving an order) – Spending the funds in the budget

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Method 1: Acquisitions > Orders

This method is suitable for items not yet in the catalogue, can be linked to a catalogue record (if required) before being received.

Select Orders from the Acquisitions menu

or

type the shortcut or

Select New from the Orders menu

or

type the shortcut of ne

Select the required cataloguing template (e.g. Book).

Click the Create New Interim Resource button.

Enter the brief details of the resource being ordered. The key or mouse can be used to move between fields.

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This will create a record in Cataloguing > Interim or OPAC).

The minimum details to enter would be ordering).

The fields and the order that they are displayed when entering an interim catalogue record can be adjusted by using Cataloguing > Bibtypes

function. E.g. you may wish to move the

other fields such as Subjects and Notes, which you may add once the order has been received.

Enter the details of the Order

The key or mouse can be used to move between fields. Click the information has been entered.

To enter Supplier name information, type the first few letters of the supplier’s name and a list of matching suppliers (as entered in Acquisitions > Suppliers

To select an existing supplier, click on it.

Supplier link.

Enter the number of Copies to order.

Enter the Unit price, i.e. the approximate price

If ordering in a foreign currency, enter the approximate price in the

by the currency code. Ensure a space is left between the amount and the currency code, e.g. 25 USD. This will allow you to enter an exchange rate, which will populate the field accordingly.

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Cataloguing > Interim (this is not visible in Cataloguing > Resources

minimum details to enter would be Title and ISBN (along with any other fields required when

The fields and the order that they are displayed when entering an interim catalogue record

Cataloguing > Bibtypes or by using the System > Page

function. E.g. you may wish to move the ISBN field closer to the Title field and remov other fields such as Subjects and Notes, which you may add once the order has been received.

key or mouse can be used to move between fields. Click the Save button once all

information, type the first few letters of the supplier’s name and a list of

Acquisitions > Suppliers) will be displayed.

To select an existing supplier, click on it. A new Supplier can be created by clicking the

to order.

approximate price per copy.

If ordering in a foreign currency, enter the approximate price in the Foreign

by the currency code. Ensure a space is left between the amount and the currency code, . This will allow you to enter an exchange rate, which will populate the

Cataloguing > Resources

(along with any other fields required when

The fields and the order that they are displayed when entering an interim catalogue record

System > Page

field and remove other fields such as Subjects and Notes, which you may add once the order has been received.

button once all

information, type the first few letters of the supplier’s name and a list of

by clicking theAdd New

Foreign field followed

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The Total is calculated and displayed amount not yet allocated to a budget.

Click the Add button to select Budget

Repeat the process of adding Budget entries until the been allocated to budgets)

Budget entries can be adjusted by using the

If required, multiple Budget entries can be assigned, i.e. to share the cost between different areas.

The button can be used to select the required dates.

The Order Method field allows you to select how the item will be ordered.

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calculated and displayed. Total = Copies x Unit. The Balance field shows the amount not yet allocated to a budget.

Budget allocations.

Select a Budget entry from the list.

Select the Amount as %, fraction ½, 2/3, etc) or actual amount.

Click the OK button.

Repeat the process of adding Budget entries until the Balance is 0.00 (i.e. the full amount has

d by using the Modify and Delete buttons.

If required, multiple Budget entries can be assigned, i.e. to share the cost between different

If required, enter the names of the

Borrowers who requested the item being

ordered. A borrower can be selected for each copy being ordered. E.g. if o

is ordered, only one name can be entered.

The Requested date defaults to the current date and can be changed if required.

Enter a Required date, if necessary. Once this date has passed, the order will be regarded as late and will appear in the

Acquisitions > Late Orders

The Ordered date defaults to the current date and can be changed if required.

button can be used to select the required dates.

field allows you to select how the item will be ordered.

field shows the

entry from the list.

as %, fraction (e.g. or actual amount.

he full amount has

If required, multiple Budget entries can be assigned, i.e. to share the cost between different

If required, enter the names of the

who requested the item being ordered. A borrower can be selected for each copy being ordered. E.g. if only 1 copy is ordered, only one name can be entered.

date defaults to the current date and can be changed if required.

date, if necessary. Once this date has passed, the order will be regarded as late and will appear in the

Late Orders list.

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Click the Save button once all information has been entered.

This process creates an order in Acquisitions > Orders, and updates the amount Committed for the selected budget(s).

To make changes to the order, click the Edit button or type the shortcut ed

If the Supplier has an email address, the Email link will be displayed. Click the Email link or type the shortcut em to send the order to the supplier via email.

Print the order by clicking the Print link or by typing the shortcut pr

An electronic document will be created. Click the Download Order letter report link to open and print the letter.

Click the Update Printed Orders button.

Receiving an ordered item

To receive an ordered item once it arrives from the Supplier:

Select Orders from the Acquisitions menu

or

type the shortcut or

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Alternatively, select menu then Search

After locating the required supplier, click the r

Select the required item by clicking the number on the left side of the screen.

Enter the number of copies received and click the Receive button.

Partial orders can be received if required. Example: If order was for 3 copies, but only 2 arrive.

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elect Suppliers from the Acquisitions

Search from the Suppliers menu.

After locating the required supplier, click the record number on the left side of the screen

Click the Current Orders link.

The number in brackets indicates the number of items (titles) on order.

Select the required item by clicking the number on the left side of the screen.

Click the Receive button the keyboard shortcut

Enter the number of copies received and

received if Example: If order was for 3

on the left side of the screen.

link.

The number in brackets indicates the on order.

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Enter the Invoice Number, Invoice Date

Dates must be entered in the format dd/mm/yyyy or can be selected from a calendar by clicking

the button.

The Date Certified is the date that will be used for budget calculations.

Enter the Actual Price (as per the item’s invoice) into the

If a foreign currency is being used, enter the price into the

currency code, e.g. 30 USD, followed by the

The Actual Price amount will update the

The Budget allocation can be adjusted, if required, by using the

Click the Save button at the top of the screen,

An Order History record is created, and is viewable in If the order was completed (i.e. all copies

If you answer “No”, the next step will not be displayed, i.e. no copy records will be created (you will not be prompted to enter barcodes).

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Invoice Date and Date Certified.

is the date that will be used for budget calculations.

(as per the item’s invoice) into the Unit field.

If a foreign currency is being used, enter the price into the Foreign field, including the

currency code, e.g. 30 USD, followed by the key (to use the currency calculator).

amount will update the Spent amount of the budget(s) specified.

allocation can be adjusted, if required, by using the Add, Modify and

at the top of the screen, once all information has been entered.

Order History record is created, and is viewable in Acquisitions > Orders History (i.e. all copies received), the order record is deleted.

Click Yes.

A catalogue record will be created in Cataloguing >

Resources, based on the Cataloguing > Interim

If you answer “No”, the next step will not be displayed, i.e. no copy records will be created will not be prompted to enter barcodes).

field, including the

key (to use the currency calculator).

and Delete buttons.

once all information has been entered.

Acquisitions > Orders History

Cataloguing > Cataloguing > Interim record.

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A copy record is added for each barcode specified. You may need to edit the resultant copy record (by clicking the E link) to change

Resource Loan Category.

The default Resource Loan category is defined in parameter 2100 Resource Loan Category (Default)

In the copy record(s), the Price field is populated with the Quote

while the Cost field is populated with the Actual Price from the order history record. Both values can be edited in the copy record without affecting your budget figures.

Click the Edit button at the top of the screen to (e.g. Title, Author, Subjects, Series, etc.

If available, a MARC record could be imported using

catalogue record to be updated with more complete details (e match on ISBN.

Click the Orders History link to view the Orders History information.

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The receiving process will create copies information automatically, based on the number of copies received.

Type or scan the barcode. If typing a barcode, click the button.

The barcode is added to the list.

The Remove button can be used to delete any incorrect barcodes.

A copy record is added for each barcode specified. You may need to edit the resultant copy change information such as the Collection, Classification

The default Resource Loan category is defined in Management > Parameters

2100 Resource Loan Category (Default)

field is populated with the Quoted Price from the order record, field is populated with the Actual Price from the order history record.

Both values can be edited in the copy record without affecting your budget figures.

button at the top of the screen to make any changes to the resource information (e.g. Title, Author, Subjects, Series, etc.

If available, a MARC record could be imported using System > Import. This would allow the catalogue record to be updated with more complete details (e.g. subjects, series, etc) and c

link to view the Orders History information.

The receiving process will create copies information automatically, based on the number of copies received.

Type or scan the barcode. If typing a barcode, click the Add

button can be used to delete any incorrect

A copy record is added for each barcode specified. You may need to edit the resultant copy

, Classification and

Management > Parameters in

Price from the order record, field is populated with the Actual Price from the order history record.

make any changes to the resource information

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Method 2: Cataloguing > Resources (Order Copy)

This method is used when ordering new resources or additional copies of existing resources. Titles will be visible in OPAC before the order has been received.

Add a catalogue record in Cataloguing > Resources (minimum information suggested for the catalogue record would be title and ISBN) or locate the existing record using Search from the Resources function menu

View the details of the resource by clicking the record number on the left side of the screen.

Click the Order Copy button or type the shortcut rd.

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Method 3: Cataloguing > Resources (Retrospective Order)

This method is suitable for items already purchased and skips the steps of creating and receiving the order. This method basically just creates orders history information and updates Spent values on the selected budget(s).

In Cataloguing > Resources, select the catalogue record relating to the already purchased item. Display the details by clicking the record number on the left side of the screen.

Click the Add Retrospective Order button.

Enter the information of the purchase, including Supplier name, Invoice Number and Invoice

Date, Date Certified, Number of Copies, Actual Price and Budget details.

This is the same type of information entered when using the Receive function in Acquisitions > Orders.

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An Orders History record is created based on the information entered.

Click the View Catalogue link to view the catalogue record in Cataloguing > Resources.

The Add Retrospective Order function does not create Copy records.

If required, this has to be done manually by clicking the Add Copy link.

Click the Orders History link to view or maintain the orders history information that was created using Add Retrospective Order.

Budgets and Reporting

Budget information can be viewed at any time through Acquisitions > Budgets.

Select Budgets from the Acquisitions menu or type the shortcut bu.

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Cost Centre, Fund, Budget Amount

changed.

Click the Save button when finished.

Committed, Cancelled and Spent

Editing Price and Cost information in the copies area of Cataloguing > Resources will not affect the budget in any way.

Committed is updated whenever an order record is created.

order’s Quoted Price in Acquisitions >

Cancelled is updated whenever an order is cancelled in Acquisitions > Orders.

Spent is updated whenever an order is received in Acquisitions > Orders or when Add

Retrospective Order is used in Cataloguing > Resource

To change this value, you would have to edit the appropriate records in Acquisitions > Orders History.

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Committed = total of amounts for items on order.

This amount is updated whenever a new order record is created in Acquisitions > Orders (or when using the Order Copy button in Cataloguing > Resources_

Cancelled = total amount of cancelled orders. This

amount is updated when an order is cancelled in Acquisitions > Orders.

Spent = total amount spent on ordered items. This

gets updated when orders are received in Acquisitions > Orders, or a retrospective order is created via Cataloguing > Resources.

Click the Edit link to make changes to the budget

Budget Amount, and Start and End dates are the only fields that can be

button when finished.

values cannot be updated manually.

Editing Price and Cost information in the copies area of Cataloguing > Resources will not affect the budget in any way.

is updated whenever an order record is created. Therefore, by editing an existing order’s Quoted Price in Acquisitions > Orders, this value will be changed.

whenever an order is cancelled in Acquisitions > Orders.

d whenever an order is received in Acquisitions > Orders or when Add Retrospective Order is used in Cataloguing > Resources.

To change this value, you would have to edit the appropriate records in Acquisitions > Orders = total of amounts for items on order. This amount is updated whenever a new order record is created in Acquisitions > Orders (or when using the Order Copy button in Cataloguing >

= total amount of cancelled orders. This updated when an order is cancelled in

= total amount spent on ordered items. This gets updated when orders are received in

Acquisitions > Orders, or a retrospective order is created via Cataloguing > Resources.

link to make changes to the budget.

dates are the only fields that can be

Editing Price and Cost information in the copies area of Cataloguing > Resources will not

Therefore, by editing an existing

d whenever an order is received in Acquisitions > Orders or when Add

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Producing Budget Reports

Budget reports are based on current orders history.

Select Budgets

Select Calculate Report from the Budgets

Enter the Date Range by either selecting a pre

Month or Last Month

or enter a Start date and End date

or click the button next to Start date

Select a Report Type – Summary

Click the GO button and the budget report will be displayed on the screen.

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Budget Reports

Budget reports are based on current orders (cancelled and un-received) and (received)

Budgets from the Acquisitions menu.

from the Budgets menu or type shortcut cu.

by either selecting a pre-defined date range: YTD (Year to Date),

in the format dd/mm/yyyy

Start date and End date to select the required range of dates.

or Detailed.

button and the budget report will be displayed on the screen.

(received) orders

(Year to Date), This

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Summary Report

The Budget amounts can be adjusted by clicking on them.

Enter the new Amount then click the Update button.

All amounts affected by the change including totals, sub-totals and balances will be re-calculated and displayed.

Detailed report

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Notes:

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