Acquisition of Library Materials in Koha ILMS

Pritam Kumar Paul

Librarian

K. K. Das College, Kolkata

pkpaul04@gmail.com

Contents

1. Overview of Acquisition Section
2. Acquisition module of Koha ILMS
3. Prerequisite setup of Acquisition Module
4. Placement of order
5. Receiving order
6. Printing of Accession Register

Overview

• Library procures, organizes, and displays the collection for the users. The section which is responsible for procurement of the resources called Acquisition Section. The library material acquired by the libraries can be broadly divided into two distinct categories depending on publication type, viz.

i) Monograph and other media type

ii) Serial or periodical publications

• Monograph and other media type are generally procured by the acquisition section but library material on other media type is maintained and handled by the media department of the library.
• Serials or periodical publications are procured by the periodical section.

Acquisition section performs following tasks

Broadly following steps are maintained in Acquisition Section

• Receiving of suggestion
• Checking of documents to avoid duplication
• Getting approval from competent authority
• Getting sanction for ordering of approved documents
• Ordering of documents
• Receiving and invoice processing
• Payment
• Accessioning of documents

Introduction of Koha ILMS

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

Circulation Serial

Patrons Acquisitions

Advanced search Reports

Lists Tools

Cataloguing Koha administration

Authorities About Koha

Prerequisite set up of Acquisition in Koha

Create library, Create user and give superuser permission, Create Koha item type

1. Vendor Setup (Acquisition Module)
2. Budget and Fund Setup (Administration Module)
3. Currency and conversion rate Setup (Administration Module)
4. Set the Acquisition preference under System Preference

‘Create an item when receiving an order’

Setup of Vendor

• Generally there are list of enlisted vendors considering three factors, such as i) Trade discount; ii) Conversion rates of currencies; and iii) Timely supply of ordered items, in perfect condition and at the correct price.
• Open acquisition module of Koha
• Click on create vendor
• Name of the Vendor
• Address, Phone Number, Email, Website
• Terms of Condition

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Currency Setup

• Open administration module of Koha
• Click on budget under Acquisition Parameters
• Click on new currency
• Fill Currency, Rate, Symbol field and save

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Budget Creation

• Open administration module of Koha
• Click on budget under Acquisition Parameters
• Click on new budget
• Fill Start date, End date, Description and Amount field and save
• Add fund to particular budget (Specific fund under library budget)
• Fill Fund code, fund name, amount field and select library and save

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Set the following Acquisition preference under System Preference

‘Create an item when receiving an order’.

Placement of Order

• Open the particular vendor
• Creation of the basket (Name the basket according to the order number)
• Add item to the basket (Books selected for purchase)
• Close of basket and print the order letter

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Receipt of Books

• Checking of bills and physical copies
• Open the particular vendor
• Click on ‘Receive shipment’
• Receive books one by one according to the bill
• Fill the date of acquiring and barcode (accession number) data field and write the accession number on the bill also.
• After receiving all the books, click on finishing.

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Accession Register

A stock register is maintained in the library in which all the books purchased/ received in exchange or as gift are entered. Each book is given a consecutive serial number. This register is known as Accession Register and the serial number is called Accession Number.

1. Date 2. Acc. No. 3. Author

4. Title 5. Edition 6. Place & Publisher

7. Vol. No. 8. Binding & Size 9. Name & address of Supplier

10. Price 11. Vou. No & Date 12. Call No.

Data Element for Accession Register

Data which are required for printing of accession register generally we got from the database field through

1. Acquisition Module: Name & address of Supplier, Price, Vou. No & Date
2. Cataloguing Module: Date, Acc. No., Author, Title, Edition, Place & Publisher, Vol. No., Binding & Size, Call No.

Printing of Accession Register

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• To get all sort of data from the database, you need to prepare a SQL Query.
• Run the SQL Query and download the result.
• Open the file using a spreadsheet application.
• Frame your spreadsheet to print Accession Register.

#Sample Accession Register

Thank You