Introduction to Acquisitions V. 16

1. Introduction to Acquisitions V. 16

2. Session Agenda • Stage 0: Introduction • Stage 1: Budgets • Stage 2: Vendors • Stage 3: Currencies • Stage 4: Ordering/Encumbering Budgets/Order Log • Stage 5: Items • Stage 6: Other Order Methods (EDI/Multi-order) • Stage 7: Arriving (Receiving) • Stage 8: Invoicing • Stage 9: Claiming • Stage 10: Services Acquisitions

3. Stage 0:Introduction Acquisitions

4. Opening the Acquisitions Module • In the Acquisitions module, you may choose one of six Navigation Trees: • Order Navigation Tree • Invoice Navigation Tree • Admin Navigation Tree • Index Navigation Tree • Serial Navigation Tree • Search Navigation Tree • Note: you may use the direct access options to access titles which have already been managed through this module (i.e. for whom orders were created). Direct access to serial titles Direct access to orders and invoices Acquisitions

5. The Operations Bar (Bottom) Lower-Left: showing server communication. When the client communicates with the server, a red ‘stream’ displays: • Lower-Right (right-click) Login, • password changing and privileges • Menu language setup • Connect to a different library • Printing options • Exit all ALEPH applications Open other modules: Circulation, Cataloging, ILL and ALEPHADM Acquisitions

6. Select Library • To connect to an administrative library select:ALEPH/Connect to… • You may also connect by right-clicking on the Library icon on the Operations Bar: • Look at the Title (Windows) Bar to view the library (and server) you are currently connected to. Acquisitions

7. Importing Tables • When you connect to the required library, the system checks to make sure that the module is using the most recent version of the print files. • If these have been modified, they will be downloaded to your pc (Depending on setup). • You will see a ‘Transfer File’ window appear briefly upon initial connection: Acquisitions

8. Prerequisites for Acquisitions • A bibliographic record • (in the Cataloging module, or from within Acquisitions) • Vendors defined • Budgets defined • Currencies defined Acquisitions

9. The Acquisitions Process • Creating/accessing a bibliographic record • Order initiation, budget encumbrance • Creation of items (automatic, optional) • Order dispatch • Creation of subscriptions (optional, for serials only) • Material arrival registration (automatic, optional) • Invoice registration and payment • Claiming Acquisitions

10. The Process Illustrated The Record Vendor Send Invoice Order Line item Line item Line item Encumbers Pays Budget/s Arrival (or Claim) Acquisitions

11. Acquisitions Records Bibliographic record One record can have many orders An order can only have one vendor Order record Order record Order Vendor An order can encumber many budgets An order can receive many invoices Many invoices can be registered from a vendor Budget Invoice A budget can pay many invoices; An invoice can be paid by many budgets Acquisitions

12. Acquisitions Order Types • Monographs (M) , , ... • Standing orders (O) ... • Serials (S) , ... Acquisitions

13. Stage 1:Budgets Acquisitions

14. Budget Management • Budgets are used for encumbering orders and paying invoices. • Budgets may be defined as annual, making them available for end-of-year services, such as automatically creating a budget for the new year, and moving last year’s encumbrances to it. • Budgets may be associated with specific sublibraries or order units, as well as to specific object codes (e.g. CDs). • The library may wish to allocate specific budget handling privileges to specific users or ordering units, due to their confidential nature. Acquisitions

15. Creating a New Budget • In the Admin Navigation Tree, create a new budget, using the following budget codes, based on your position number in the class (ZOOLOGY1 for position 1 etc.): • ZOOLOGY1-2003 … • ZOOLOGY12-2003… Acquisitions

16. Creating a New Budget • Needed for this exercise Acquisitions

17. Budget Form - Options • Budget Code • Annual Budget (in 2.Budget Info 2 tab) • If this budget is an annual budget, the budget code should adhere to the following format: BUDGETNAME-YEAR (e.g. ZOOLOGY-2003). Also, the Annual Budget checkbox should be checked. • Valid From/To • Specify the validity of the budget, normally from the beginning to the end of the fiscal year. • Budget Status • Set to AC (Active). If NA (Non-active), this budget cannot be used. Acquisitions

18. Budget Form - Options • Max. Over/Under Encumbrance • This is the maximum amount by which the budget may be encumbered, over or under the estimated budget balance. • Max. Over/Under Expenditure • This is the maximum amount by which the budget may be expended, over or under the estimated budget balance. • Expressed as Percentage • the figures written in the above fields will be taken as a percentage of the allocation (and not as a finite amount). Acquisitions

19. Budget Form - Options • Limit to ‘Under’ Exp./Enc. • The maximum amount by which the budget may be expended/encumbered is under the budget balance by the above amounts. • Example: • If Max. Over/Under Expenditure= 100, and • Limit to ‘Under’ Exp./Enc.is checked, and • the budget balance is $1000, then • The maximum amount the library can expend is $900. Acquisitions

20. Allocating Funds to a Budget • In the Admin Navigation Tree, select your new budget from the Budget List. • Open the 4. Transactions tab and allocate funds to this budget. Try also to transfer some amounts to/from other budgets. Acquisitions

21. Checking Budget Transactions • From the 4. Transactions tab, you may view budget transactions, displayed chronologically, and filtered by Transaction Type: • Initial allocation (ILC) • Allocation (ALC) • Carryover from last year’s budget (CRO) • Transfer (TFR) • Encumbrance (ENC) • Invoice (INV). Acquisitions

22. Checking Budget Balance • In the Admin Navigation Tree, select a new budget from the list of budgets. Open the 3. Balance tab to check budget balances. • Actual balance • = Total allocations – (paid + unpaid invoices) • Free balance • = Total allocations – (paid + unpaid invoices • + encumbrances) Acquisitions

23. Budget Balances Allocations/ transfers only Encumbrance added Invoice registered Invoice paid Acquisitions

24. Budget Hierarchy • You may wish to create a hierarchy of budgets for reporting and display purposes. It will then be possible to view the balances of ‘child’ budgets when viewing the ‘parent’ budget, both in the Acquisitions and Serials Module and in the Invoice Report (acq-10). • If you want a budget to have a parent, enter the parent’s code in the Budget Parent field of the 1. Budget Info 1 tab. • Optionally, check the Use Parent Budget for Invoice Report checkbox. Acquisitions

25. Viewing Budgets • The Budget Filter tab in the upper pane allows retrieval of budgets by various search Navigation Trees and filters: • Browse – enter the first letter/s of the budget code • Find – enter any string in the budget code • Find Exact – enter the exact budget code • Wildcard search - B*-2003 will retrieve all budgets that start with the letter B and end with -2003 • Budget Group • Filters: Sublibrary, Budget Status, Year. • View Authorized - display only budgets for which the user has at least one kind of permission. Acquisitions

26. Budget Permissions • Budget permissions are defined per staff user regarding specific budget activities: • Allocate • Transfer • Encumber • Expend Acquisitions

27. Object Codes • Object Codes, found in the 2. Budget Info 2 tab, may be used (optionally) to classify expenditures. • Up to 20 object code/s can be assigned • to a budget. • View the breakdown of expenditure by object codes in the Object Codes tab of the 3. Balance tab: Acquisitions

28. End-of-Year Procedures • Open Annual Budgets - Opens next year’s • budgets with the Initial Allocation only (optional). • Renew Order Encumbrances - Moves encumbrances to the newly-opened budgets*. • Transfer Remaining Balance - Moves the balance (positive or negative) to the new budgets. * Two batches: 1.) monograph, 2.) serial Acquisitions

29. Open Annual Budgets • To open annual budges for the next budget year: Acquisitions

30. Encumbrance Renewal • To re-create encumbrances for a new budget year (optionally, with an estimated increase): Acquisitions

31. Transfer remaining balance • Optional: transfer remaining balance (positive, or, optionally, negative) to the new budget. Acquisitions

32. Acquisitions Statistics • Produced for a whole year, or for a specific range of dates, filtered by sublibrary, with the following columns: • Material Type • Month • Purchase Method Acquisitions

33. Object Codes • If object codes are used, they must also be assigned to each line item of the invoice. • The system checks for a match between the line item’s object code and the assigned budget’s object code. • If there is no match between the object codes, the INV-type budget transaction will fail. Acquisitions

34. Stage 2:Vendors Acquisitions

35. Creating a New Vendor • In the Admin Navigation Tree, create a new vendor, using the following vendor codes, based on your position number in the class (ZEBRA-BOOKS1 for position 1 etc.): • ZEBRA-BOOKS1 … • … ZEBRA-BOOKS12 Acquisitions

36. Creating a New Vendor • Needed for this exercise Acquisitions

37. Creating a New Vendor • Needed for this exercise Acquisitions

38. Vendor Form - Options • Vendor Code • A unique code. Enter vendor’s full name in Vendor Name. • Vendor Status • Set to AC (Active) or any other option from the drop-down menu. If NA (Non-active), this vendor may not be used. • Currency 1 • This is the default currency for this vendor. Up to 4 may be entered. They may be switched over at invoice registration. Acquisitions

39. Vendor Form - Options • Terms Sign / Terms Percent • This is the default discount ‘terms’ offered by the vendor, and will appear in any order, and may be overridden. • Order Delivery • This is how we normally send the order to the vendor (by a single letter/email or by a list of orders). It may be overridden at the ordering stage. Acquisitions

40. Vendor Form - Options • Letter Format • The library may set various pre-defined order letter texts. Here you choose what the default one should be for orders. • Letter Send Method / List Send Method • This is the default mechanism for sending the letter or list to the vendor: • Print • Email • EDI (Electronic Data Interchange). Acquisitions

41. Vendor Form - Options • Delivery 1 (ACQ) / Delivery Delay 1 • Here you specify the default method the vendor uses to send non-serial material to the library, and the expected time (delay) it takes for it to arrive. There are 3 defaults, for various delivery methods. This is used for calculating when a claim should be sent. • Delivery 4 (SER) / Delivery Delay 4 • Same as above, but for serial issues. There are 2 defaults. Acquisitions

42. The Vendor Address • You may enter up to 5 addresses for a vendor (at least one must be defined as default in the 1. Order Address tab). • Select your vendor and click • the “Address” button, complete • the 1. Order Address tab Acquisitions

43. The Vendor Address • From the Vendor Address form, you may also send an email to the vendor. Acquisitions

44. Vendor Sublibrary/Ordering Unit • It is possible to limit a vendor to specific sublibraries/ordering units by clicking on the 4. Ordering Units tab in the lower pane: Acquisitions

45. Stage 3:Currencies Acquisitions

46. ManagingCurrencies • Currency management allows you to: • Add or removecurrencies (note: you cannot remove a currency already used for an encumbrance) • Modify ratios – while keeping the ratio (exchange rate) date • Add ratios – changing also the ratio date • Delete ratios Acquisitions

47. Checking Currencies • In the Admin Navigation Tree, check that the US Dollar (USD) is defined as the ‘Local’ currency (I.e. its exchange rate is defined as 1.00, based on table setup*). • *alephe/aleph_start : setenv local_currency Acquisitions

48. Stage 4:Ordering Encumbering Budgets Order Log Acquisitions

49. Searching for Titles • After finding the desired record in Search Navigation Tree, select it in the upper pane; it will be display in the lower pane. • Click the “Acq” button to move into Order Navigation Tree. • Once in the Order Navigation Tree, the (empty) Order List displays: Acquisitions

50. The Order Index Which starting point on the chosen index Index to use for searching Various filters Results sorted by the chosen index Acquisitions