What Is Possible with�Koha Acquisitions?

Barbara Johnson – Bedford Public Library Christie Balestrieri – Monterey Public Library

Daphne Hoolahan – Interleaf Technology Holly McDougle – Round Rock Public Library

Marci Chen – McKinney Public Library Rhonda Kuiper – Round Rock Public Library

Glossary of Koha Acquisitions Terms:

Basket: the list of items that have been/will be ordered. Other terms for ‘basket’ that you may be familiar with are ‘list’ or ‘cart’.

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Grids: Information which allows item record data to be attached to order records. These are set up with your vendor.

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EDI: Electronic Data Interchange. A standard electronic format that replaces paper-based documents such as purchase orders or invoices.

Patron Driven Acquisitions

Purchase Suggestions in the OPAC

Patrons can make suggestions for the collection via the OPAC and get feedback about what will be purchased.

Suggestion Management

Using the Purchase Suggestion module allows staff to see trends which indicate local interest and helps identify gaps in your collection.

Reviewing Purchase Suggestions

Staff can review suggestions and if they are approved, create orders without having to enter all the details again.

Ordering from a Suggestion

Koha provides many options for ordering – one of them is ‘From a suggestion.’

User Experience

Patrons can see titles that library has ordered and ones that are in processing. If allowed, patrons can place holds on these items.

Holds Ratios

Keeping tabs on holds ratios allows staff to meet the needs of patrons.

Vendors

Vendors

• All your vendor data is stored in one place
• Single vendor record for both Acquisitions and Subscriptions orders
• Track Tax separately if required
• Record discount percentage and automatically apply to orders

Acquisitions Home Screen

Home Screen

You can see the latest status of all your funds.

There are links on the left to all the other Acquisitions functions.

Specific Items Ordered

Click on the Ordered column in a fund to get a full list of all the items on order.

Specific Items Received

Click on the Spent column in a fund to get a full list of where money was spent.

Budget Tracking

New Budgets

New budgets can be set up every year with a start date and an end date, including the total amount allocated for your FY.

Fund Set Up

Each fund can be limited to “owner only”, “owner and users”, “owner, user, and library.” These features act as a “gatekeeper” to only allow access to the assigned users and respective library. This is especially useful if Koha is used in a consortium.

Multiple Year Budgets

You will have access to current budgets and funds as well as to the inactive budgets and funds for year-over-year comparisons.

Modify Budgets

You can duplicate a budget from year-to-year, add funds, or edit the budgets/funds throughout the year.

Transitioning Between Budgets

The new year’s budget is made active. The former year’s budget is made inactive and locked so no funds can be inadvertently spent.

Ordering

Adding Orders to a Basket

There are several ways to add orders/records to your Koha basket. You can add from an existing record, a new (empty) record, or from records staged from a vendor.

Viewing and Modifying Orders

When a basket is open, orders can be modified or cancelled within Koha. Users can change the fund code, if needed.

Viewing Orders

Within vendor baskets in Koha, it is easy to see titles, authors, ISBNs, prices, quantities and fund codes. It is easy to see what has been received and when and what is still anticipated.

Koha Acquisitions is Versatile

Koha Acquisitions can handle standing orders, continuation plans, popular author plans, subscriptions and digital materials.

Order Information for All Staff

On the item details page of the staff interface, you can see the acquisitions information for all the items on a biblio record.

Receiving and Invoicing

Receiving Items

When you are receiving items from your vendor, all the items currently on order from that supplier are listed so you just select the one you have in hand for receiving

Receiving Multiple Items at Once

In 23.05, libraries will be able to receive multiple items at once.

Very exciting for Non-EDI libraries!

Searching Invoices

Invoices are searchable by invoice number, vendor, date, ISBN, title, author, publisher, year and library.

A Koha Invoice

Invoice details display the invoice number, shipment date, shipping or processing costs and the fund.

Modify Fund

The ‘Modify fund’ link allows you to change the fund if the wrong one was used.

Late Orders

Late orders can be viewed in an instant and claims sent automatically using the Acquisitions Claim notice which you can modify.

EDI (Electronic Data Interchange)

EDI Benefits

• Streamlines ordering and invoicing tasks in Koha
• Automatically receives items when invoice comes through
• Updates pricing if order did not reflect full discounts
• Less room for human error/typos
• EDI can be challenging to set up, but it saves time in the long run

Vendor Set Up

Your vendor will provide the EDI credentials used to set up an EDI vendor account in Koha

Koha Basket – Importing Records

Setting up grids enables you to import vendor “on order” records into a Koha basket. Item record fields such as collection code, fund, item type, branch code, and price are populated automatically.

Koha Basket

Once your basket is created, select the correct vendor and the order is transmitted with a click of the button.

EDI Invoices

When your order ships, the vendor will transmit an EDI invoice, which creates a Koha invoice, automatically receives each item in the basket, and changes the item status from ‘on order’ to ‘in processing’. When the shipment arrives, verify the invoice and the items are ready for cataloging or check in.

EDI Messages

You can view EDI messages for orders and invoices going in and out of Koha

Questions?