From 9c0ecfd03f85d954325cc7e08e7846ec4ce416d5 Mon Sep 17 00:00:00 2001 From: Russel Garlick Date: Wed, 2 Jan 2008 20:09:02 -0600 Subject: [PATCH] Making a start on online help for Acquisitions - Budget Based Signed-off-by: Chris Cormack Signed-off-by: Joshua Ferraro --- .../intranet-tmpl/prog/en/modules/help/acqui/acqui-home.tmpl | 3 +++ .../intranet-tmpl/prog/en/modules/help/acqui/basket.tmpl | 3 +++ .../prog/en/modules/help/acqui/neworderempty.tmpl | 3 +++ .../prog/en/modules/help/acqui/orderreceive.tmpl | 3 +++ .../intranet-tmpl/prog/en/modules/help/acqui/supplier.tmpl | 5 +++++ 5 files changed, 17 insertions(+) create mode 100644 koha-tmpl/intranet-tmpl/prog/en/modules/help/acqui/acqui-home.tmpl create mode 100644 koha-tmpl/intranet-tmpl/prog/en/modules/help/acqui/basket.tmpl create mode 100644 koha-tmpl/intranet-tmpl/prog/en/modules/help/acqui/neworderempty.tmpl create mode 100644 koha-tmpl/intranet-tmpl/prog/en/modules/help/acqui/orderreceive.tmpl create mode 100644 koha-tmpl/intranet-tmpl/prog/en/modules/help/acqui/supplier.tmpl diff --git a/koha-tmpl/intranet-tmpl/prog/en/modules/help/acqui/acqui-home.tmpl b/koha-tmpl/intranet-tmpl/prog/en/modules/help/acqui/acqui-home.tmpl new file mode 100644 index 0000000000..95a2adc203 --- /dev/null +++ b/koha-tmpl/intranet-tmpl/prog/en/modules/help/acqui/acqui-home.tmpl @@ -0,0 +1,3 @@ + +

Acquisitions Help

What is Acquisitions?

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

You do not need to use Acquisitions to add items to your catalogue. If you do not want to track orders and budget expenditure, then use the "Add MARC" feature in Cataloging to add new bibliographic and item records.

How to place an order?

To place an order, the first step is to locate your Vendor (supplier). If no Vendor exists, you will need to create one. Once you have a Vendor you can place an order. 

How to recieve an order?

There are two ways to recieve an order:

  1. By Supplier (Supplier Search) - search for the vendor and view all order associated with the item.
  2. By Order (Orders Search) -  enter the title of the ordered Item in the orders search and locate the item.

What needs to be setup to use Acquisitions?

To make the most of acquisitions the following needs to be setup under System Administration

  • Budgets and Funds - "Funds" are used to group "Budgets". For example a Fund may be called "General Stack", and will have a "Budget" which records the amount availalbe to spend during the period of the budget. A budget must have a start and end date.
  • Exchange Rates (optional)- If making purchases in overseas currency, the exchange rate will need to be set realtive to your local currency.
    NOTE: Exchanges Rates need to be updated manually.
  • Vendor(s) - These are the entities where items are purchased, or donated from. Orders are placed with Vendors. 

How do you handle donated items?

In Koha, doners are simply vendors who do not charge anything for items. You can either setup a catchall vendor account for all donations, or setup a new vendor account for each doner. When items are "ordered" from a vendor, simply enter 0 in the purchase price. If you wish to, you can record the actual value of the item in the "Replacement Cost" field. 
 
+ diff --git a/koha-tmpl/intranet-tmpl/prog/en/modules/help/acqui/basket.tmpl b/koha-tmpl/intranet-tmpl/prog/en/modules/help/acqui/basket.tmpl new file mode 100644 index 0000000000..d47433a2eb --- /dev/null +++ b/koha-tmpl/intranet-tmpl/prog/en/modules/help/acqui/basket.tmpl @@ -0,0 +1,3 @@ + +

Placing an Order Help

What is a Basket and Order?

A Basket is used to group a set of order lines. An order is placed for an individual item.

An Order can have multiple copies/units placed against it.  A Basket can have multiple Orders. 

How do I add Items to an Order?

  1. From an existing record -  Use the search to locate the bibliographic recrod of the item that you wish to order more copies of.
  2. From A Suggestion - view suggestions placed by Patrons and add to the item to the basket.
  3. From a new (empty) record - If you know that the item is not in the library already, then create a new record from scratch.

TIP: Always check your Catalogue first

It is highly advisable that you get in the habit of checking the catalogue first before placing an order for a new item. This saves unnecessary duplicate Bibliographic records in your database and any need to merge/deduplicate records. 

Do I have to "Close" a Basket?

No. A basket is simply a way that a set of orders can be grouped together. You may chose to "Close A Basket" when the Order for all the items in the basket has been placed with the Vendor. A basket does not need to be closed to recieve the items that have been ordered within that basket. 

Where do I enter a purchase order number?

Purchase order numbers are entered against orders, not baskets. See Add To Order 

 

+ diff --git a/koha-tmpl/intranet-tmpl/prog/en/modules/help/acqui/neworderempty.tmpl b/koha-tmpl/intranet-tmpl/prog/en/modules/help/acqui/neworderempty.tmpl new file mode 100644 index 0000000000..a00bc0c0ea --- /dev/null +++ b/koha-tmpl/intranet-tmpl/prog/en/modules/help/acqui/neworderempty.tmpl @@ -0,0 +1,3 @@ + +

Order Details Help

What is the "Vendor Price"?

The vendor price is the price given to you by the vendor, sometimes called the "List Price". Depdending on how the Vendor is setup this may or maynot include any discount given to you by the vendor and/or any sales tax. See Vendors for more information. 

What is the "Replacement Price"?

The replacement price is the total cost of what it would cost to replace the item if you had to purchase the item retail at recommended retail. This is the amount that a patron could be charged if item is lost or damaged beyond repair. 

What is the "Budgeted Price"?

This is the price you expect to pay for the item, including any discount and any relevant sales tax (depending on the vendor setup) and is the amount that will be charged to your Commited budget. 

What is the "Actual Price"?

This is the price that shows on the invoice or packing slip when you recieve the item. When placing an order, Koha will automatically calculate this for you. When an item is recieved, this can be over keyed with the actual value. This is to take into account any slight differences in rounding or price flutucations between ordering the item and actually recieving it. 

The Actual price is what is committed to your Spent budget. 

+ diff --git a/koha-tmpl/intranet-tmpl/prog/en/modules/help/acqui/orderreceive.tmpl b/koha-tmpl/intranet-tmpl/prog/en/modules/help/acqui/orderreceive.tmpl new file mode 100644 index 0000000000..fc099fd0d2 --- /dev/null +++ b/koha-tmpl/intranet-tmpl/prog/en/modules/help/acqui/orderreceive.tmpl @@ -0,0 +1,3 @@ + +

Receiving Orders Help

How do I receive items that have arrived?

Firstly, check the catalogue details that you are recieiving the right item. If these are correct, you can add the  item details. 

For each item you will need to check the following:

  • Volume/Copy for Serails
  • Item Barcode scan or enter the barcode that has been assigned to the item
  • Home Library choose the home library/branch for the item from the drop down list
  • Item Type choose the item type from the drop down.

How do I receive multiple identical items?

If you have ordered multiple copies of the same item, then use the "+" to bring up another Item Details input fieldset. 

For each copy you will need to set that Item Barce, Home Library and Item Type. 

Each time you add a new item, the Quantity Recieved under Accounting Details should be updated. 

If you press the "+" by mistake, use the "-" button to remove the unwanted Item Details input fieldset

+ diff --git a/koha-tmpl/intranet-tmpl/prog/en/modules/help/acqui/supplier.tmpl b/koha-tmpl/intranet-tmpl/prog/en/modules/help/acqui/supplier.tmpl new file mode 100644 index 0000000000..3f92f733ff --- /dev/null +++ b/koha-tmpl/intranet-tmpl/prog/en/modules/help/acqui/supplier.tmpl @@ -0,0 +1,5 @@ + +
+

Add Vendor Help

What Company Details are required?

At a minimum a Company Name is required. However it will make it easier to track late orders and make claims if you have all the Vendors details. 

If you Vendor is a donor, insert their name in the Company name. 

What is GST?

GST is an acroynm for Goods and Services Tax used in Australia and New Zealand. It is similar to Sales Tax and VAT (Value Added Tax) in other regions. GST is typically a percentage of the price of the item and the GST rate can be set in "System Preferences" > "Acquisitions".

What Ordering Information is required?

  • Active/Inactive -  Orders can only be placed against Active vendors
  • Perferred Publishers - This is for information only and is a space where you can record what the Vendor sells
  • Currencies -If using multiple currencies you will need to set the currency the vendor uses.
  • GST Registered - Applicable in some states/regions only and used for GST(VAT) reconcilation. Ignore if not applicable.
  • Ordering Prices / Invoice Prices inclde GST - Some vendors will list a Gross Price, that includes GST, others a Nett that is exclusive. Chose the option that applies to this supplier.
  • Discount- Some vendors will offer a blanket discount to all orders placed with them, this will be calcualted from their Vendor (list) price. 

 

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