Create an order
Menu Acquisitions > Orders
An order can contain several order lines. It can be sent to a vendor and go through one or more receipts.
| Fields | Description |
|---|---|
| Vendor | Bookshop or other company to which the order will be sent. |
| Reference | Order identification number or code. It is generated automatically if the field is left empty. |
| Type | Type of order. |
| Note | Note, either internal or sent to the vendor when the order is dispatched. |
Create order lines
Order lines are added from the order detailed view. An order line is always associated to a document and an acquisition account.
| Field | Description |
|---|---|
| Acquisition account | Account linked to the order line. It will be updated (engaged and spent amounts, etc.) according to the amount of the line. |
| Document | Link to a document in the catalog. |
| Priority | Order line priority from 0 (low priority) to 5 (high priority). |
| Amount | Estimated amount of the copy, to allow assessment of the engaged amounts in the budget. The final amount will be determined at receipt time. |
| Note | Note, either internal, or sent to the vendor when the order is sent, or for librarians only. |
| Cancelled | Allows you to mark a line as cancelled while keeping a trace of it. |
Send the order
From an order detailed view:
- Select Place order
- A preview of the order is displayed
- select recipients, copies, etc. By default, Send to: Address in vendor contact (type default contact), Copy to and Send replies to: Address in library acquisition settings (default acquisition settings).
Receiving the order
When documents are delivered, the order must be received in the system:
- Open Acquisitions > Orders
- Search for the order (title, reference, vendor, date, etc.)
- Open the order
- Add a receipt ("Receipt tab")
- Complete the receipt
- Save. The amounts shown then appear in the "Expenditure" column of the accounts view.
| Field | Description |
|---|---|
| Reference | Order receipt identification number or code. It is generated automatically if the field is left blank. |
| Date of receipt | Date of receipt. |
| Order lines | Documents received with actual prices. If VAT is indicated, it is added to the price entered and to the account's expenditures. |
| Fees, discounts and other adjustments | Amounts that apply globally to the invoice, such as shipping costs or discounts (enter negative values). |
| Notes | Receipt or billing notes. |
Order delivered in multiple shipments
Two variants are possible in this case:
- a receipt is created in the system on the first delivery, and is updated on subsequent deliveries.
- a receipt is created in the system for each delivery, with its own reference number and a different date.