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GetIt™ User Guide
GetIt Version 1.008; GetIt User Guide Version 1.008-‐2011-‐05-‐27
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Copyright, 2011, LibLime, a Division of PTFS. All rights reserved.
Notice
Every effort was made to ensure that this document was complete. However, information is subject to change, please consult with the LibLime Support Team ([email protected]) to confirm that this is the latest version of the GetIt User Guide.
Trademarks
GetIt is a trademark of LibLime.
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About this Document Purpose This document provides instructions for using the GetIt Library Acquisitions product.
Intended Audience This document is intended for LibLime customers who are responsible for acquisitions and system administration activities.
Versions
GetIt Documentation Version Applies to GetIt Version Description
0.003-‐2009-‐10-‐26 0.003 Original Version
0.003-‐2009-‐10-‐28 0.003 Minor improvements
1.0.7.3-‐2011-‐04-‐28 1.0.7.3 New Release
1.008-‐2011-‐05-‐27 1.008 Minor Improvements
Conventions Used in This Document -‐Names of navigation menus, windows, buttons, and objects are displayed in bold type. NOTE: alerts the operator to relevant information. WARNING: alerts the operator to information that may cause problems if not considered. TIP: alerts the operator to process tips that may aid in ease of use of the system. OPTIONAL: alerts the operator to options that are available. Contact Information To contact LibLime, use the following address: 6400 Goldsboro Road Suite 200 Bethesda, MD 20817 (301) 654-‐8088
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Commenting on this Document
Please submit all comments via email to [email protected] and reference the latest GetIt Documentation Version listed in the Versions section above.
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Table of Contents
1 Overview .................................................................................................................................. 1
1.1 ARCHITECTURE ................................................................................................................. 1
1.2 PREPARING YOUR KOHA SYSTEM FOR GETIT ................................................................... 2
1.2.1 Enable GetItAcquisitions System Preference in Koha .............................................. 2
1.2.2 Authentication and Permissions ............................................................................... 2
1.3 LAUNCHING GETIT ............................................................................................................ 3
1.4 GENERAL APPLICATION LAYOUT ...................................................................................... 5
1.4.1 Global Searching ....................................................................................................... 5
1.4.2 Internal Navigation ................................................................................................. 10
1.4.3 Tabbed Interface ..................................................................................................... 10
1.4.4 Grid Headers and Footers ....................................................................................... 11
1.4.5 Review of GetIt User Interface ............................................................................... 14
2 Configuration .......................................................................................................................... 15
2.1 ACCOUNTING ................................................................................................................. 16
2.1.1 Creating a Fiscal Period, Ledger and Root Summary Fund ..................................... 16
2.2 LOCATIONS ..................................................................................................................... 20
2.2.1 Creating and Editing Locations ............................................................................... 21
2.2.2 Location to Copy Field Mappings ............................................................................ 22
2.3 CURRENCIES AND COUNTRIES ....................................................................................... 22
2.3.1 Currencies ............................................................................................................... 22
2.3.2 Countries ................................................................................................................. 23
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2.4 TEMPLATES ..................................................................................................................... 24
2.5 SYSTEM PREFERENCES ................................................................................................... 26
2.6 SEARCH TARGETS ........................................................................................................... 28
3 EDI (Electronic Data Interchange) .......................................................................................... 29
3.1 CONFIGURING EDI TARGETS .......................................................................................... 29
3.2 PURCHASE ORDERS ........................................................................................................ 32
3.3 PURCHASE ORDER ACKNOWLEDGEMENTS ................................................................... 33
3.4 INVOICES ........................................................................................................................ 35
4 Vendors .................................................................................................................................. 36
4.1 VENDORS, VENDOR ACCOUNTS AND ADDRESSES OVERVIEW ...................................... 36
4.1.1 Creating Vendors .................................................................................................... 36
4.1.2 Address Details ....................................................................................................... 40
4.2 ORDER TYPES .................................................................................................................. 41
4.3 ADDRESSES AND ADDRESS USES .................................................................................... 46
5 Funds ...................................................................................................................................... 47
5.1 FUNDS OVERVIEW .......................................................................................................... 47
5.2 CREATING SUMMARY FUNDS ........................................................................................ 48
5.3 CREATING CONTROLLING FUNDS .................................................................................. 52
5.4 CREATING REPORTING FUNDS ....................................................................................... 54
5.5 ALLOCATING MONEY TO FUNDS .................................................................................... 54
5.5.1 Initial Allocation ...................................................................................................... 56
5.5.2 Transfer ................................................................................................................... 57
5.5.3 Fund Adjustment .................................................................................................... 57
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5.6 VIEWING ORDERS ........................................................................................................... 58
6 Ordering ................................................................................................................................. 59
6.1 PURCHASE ORDERS ........................................................................................................ 59
6.2 PURCHASE ORDER LINES ................................................................................................ 60
6.3 COPIES ............................................................................................................................ 64
6.4 COMPLETING THE PO LINE ............................................................................................. 66
6.5 ADDITIONAL OPTIONS ON THE PO LINE EDIT TOOLBAR ................................................ 68
6.6 SENDING A PO TO THE VENDOR .................................................................................... 69
6.7 PURCHASE ORDERS VIA EDI ........................................................................................... 71
6.8 PURCHASE ORDER ACKNOWLEGEMENTS ...................................................................... 72
7 Receiving ................................................................................................................................ 74
8 Invoicing ................................................................................................................................. 77
8.1 EDITING AN INVOICE LINE .............................................................................................. 84
Appendix 1 .................................................................................................................................... 87
GetIt User Guide 1
1 OVERVIEW
GetIt Library Acquisitions Landing Page
GetIt is LibLime’s enterprise-‐class library acquisitions solution. GetIt supports Ordering, Receiving, Invoicing and Administrative functions and is available as either a standalone solution, or as part of LibLime Koha. This manual covers GetIt configured as an embedded application within LibLime Koha.
1.1 ARCHITECTURE
Built entirely from the ground up as a Rich Internet Application (RIA), GetIt provides the functionality and responsiveness of a desktop application, with the convenience and cross-‐platform capabilities of a browser-‐based application.
Under the hood, GetIt is really two applications:
-‐Server-‐side, a set of RESTful Web Services written in Perl using the Catalyst Web Framework and DBIC, an object relational mapper;
-‐Client-‐side, a browser-‐based User Interface written in Ext JS with the Ext MVC Framework.
Both applications adhere to the MVC architectural pattern for software development and employ RESTful Web Services for interaction between client and server.
GetIt supports all major Web browsers including: Internet Explorer 6+, Firefox 1.5+ (PC, Mac, Linux), Safari 3+, Opera 9+ (PC, Mac).
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1.2 PREPARING YOUR KOHA SYSTEM FOR GETIT
1.2.1 ENABLE GETITACQUISITIONS SYSTEM PREFERENCE IN KOHA
Before you can launch GetIt you must enable it within your Koha system preferences. Navigate to your system preferences (Administration-‐>System Preferences) and click on the Acquisitions tab. Click the ON radio button and then the Save button to turn this preference on.
Koha system preference to enable GetIt
You should now see a GetIt Acquisitions link in your Koha navigation menu.
Koha navigation menu with ‘GetIt Acquisitions’ link
1.2.2 AUTHENTICATION AND PERMISSIONS
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GetIt is configured to authenticate off of your Koha system if you are running it within LibLime Koha.
NOTE: You must create one or more Koha users that have the acquisitions permission enabled. Users must also have either Superlibrarian privileges or have, at minimum, all of the editcatalogue permissions (shown below) and the catalogue permission (Librarian Interface).
Editcatalogue permissions in the patron record in LibLime Koha
1.3 LAUNCHING GETIT
Log into your Koha system with an operator that has acquisitions permissions granted.
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Koha Login Screen
Click on the GetIt Acquisitions link from the navigation menu in Koha.
Koha navigation menu with ‘GetIt Acquisitions’ link
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Because GetIt is a rich internet application, it may take several seconds to load, during which you should see a spinning Loading...icon.
Loading icon on page load
GetIt will launch as an embedded application within Koha. The Koha global navigation menu will still be visible within the GetIt header at the top of your browser window.
1.4 GENERAL APPLICATION LAYOUT
The top-‐level global navigation area of the header provides the same navigation menu as your Koha system; you can use it to navigate to other ILS modules. It also displays the current user that is logged in, allows viewing the Koha Manuals, and provides a Log Out link.
1.4.1 GLOBAL SEARCHING
The next level in the header is a resident global search area that allows quick searching of Orders, Invoices and Vendors.
GetIt resident global search
You can expand the search to reveal the advanced search options by clicking on Show search options to the right of the search buttons.
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Advanced search after clicking ‘Show search options’.
You can change the object you are searching using the Search Options drop-‐down box
‘Search Options for:’ drop-‐down box
The fields listed in the advanced search panel will change depending on which area you have selected to search.
Invoices search
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The right-‐hand side of the Orders and Invoices search area allows specification of Boolean
search parameters. Use the icon to add additional search parameters. You can initiate a search at any time and results will display in a new tab without interrupting any other modules you have open.
Search results display in a new tab
1.4.1.1 SEARCH SEMANTICS
There are four important caveats about the search system to understand.
First, the search system has no concept of “words” in the target string. This is because the underlying search engine, using the SQL 'LIKE' operator, only looks for substrings. For example, a search for cat would match any of the following: cats, cathode, concatenate, etc. This is especially surprising when you search for a PO number 1234
Second, when you are searching multiple fields within a complex, multi-‐line structure (such as a purchase order or invoice), it is NOT required that all the fields match on the same line. For example, if you use the Search Options to search for author
and find “12345”.
Tolstoy and title War
Third, a word (or quoted string) you search for must be found exactly as typed. Searching for
you would find a PO which had Tolstoy's War and Peace. But you would also find a PO which had a line for Tolstoy's Anna Karenina and another line for Sun Tzu's The Art of War.
Pilgrims Progress
Finally, searching is not case-‐sensitive.
won't find Pilgrim's Progress because of the missing apostrophe.
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1.4.1.1.1 BASIC SEARCH
Basic Search refers to the search capabilities from the Search Vendors, Search Orders, and Search Invoices buttons on the main page. This also applies to the search refinement box that appears once you've pressed any of the above buttons, wherein you can change your search content.
A basic search looks for all of the words you typed in, in any of the default fields. Generally speaking, the default fields are those you would expect to be searched. In a PO, for example, this includes but is not limited to things like PO number, vendor name, and titles, authors, and ISBNs on the line items. Thus, if you enter war and peace in the search box and press Orders Search you would find any PO which had “war”, “and”, and “peace” anywhere in its default fields. An Invoice Search for Gatsby
This default behavior – to look for all of the words you enter, but not necessarily together, can be modified in several ways.
would find any invoices for The Great Gatsby ... or for that matter, a vendor named Gatsby's Wholesale Book Company.
1.4.1.1.2 CONJUNCTIVE (OR) SEARCHING
If you want to look for any of the words (logical conjunction) instead of all of the words (logical disjunction), prefix each word with a question mark. For example, an Orders Search for ?war ?peace would find anything which had either “war” OR “peace” anywhere in the PO. For obvious reasons you don't want to search for ?war ?and ?peace
Note: You can combine conjunctive and disjunctive searches, but the results are not necessarily what you would expect. Searching for
!
quick brown ?fox ?dog looks for “quick AND brown AND (fox OR dog)”. However, quick brown ?fox
looks for “quick AND brown AND (fox)”.
1.4.1.1.3 QUOTED STRINGS
If you want to look for a string containing a space, instead of a word, you can enclose text in quotation marks. For example, searching for “art of war” (with the quotes) would match any PO which had The Art of War. Note that it would also match a PO which had a title The Black Heart of Warren Buffet, for example. Quoted strings behave just like words; you can prefix them with a ? to make them conjunctive (OR) instead of disjunctive (AND).
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Note: The quoted string must be found, exactly as typed, somewhere in the target.
1.4.1.1.4 EXPLICIT FIELDS
If you know what field you want to look for a term in, you can explicitly specify it in square brackets followed by an equals sign. For example, Orders Search for [author]=tolstoy would look for an order which any book by Tolstoy. [author]=milton [title]=paradise would similarly find Milton's Paradise Lost but would not find a book titled Reading Milton, nor a PO to a vendor named “Paradise Books”. You can combine this with quotes and/or conjunctive search: [title]=”paradise lost”, for example, or ?[author]=”john smith” ?[author]=”jane doe”
In order to explicitly specify fields you must know the column name. This is the name of the column in the SQL database. See Appendix 1 for a table that shows the fields and column names that are available to be searched.
. Be aware that this hypothetical example would not find a book whose author is listed as “Doe, Jane”!
1.4.1.1.5 ADVANCED SEARCH
The Show Search Options button brings up advanced search. This gives explicit options for all the searchable fields for an object type. For example, in the Orders Search search options, you could fill in Maria under Created By and BT123
There are also date selection boxes which you can use to choose a date for “date between”. If you wish to type in the date directly, it should be in YYYY-‐MM-‐DD format.
under Vendor Account. This would find any PO which was created by Maria and which had a vendor account of “BT123”.
Orders and Invoices searches have form entries to allow you to search the PO (or invoice) lines specifically. You can select either title, author, or ISBN/ISSN. ISBN/ISSN also searches ISMN, UPC, and EAN13. You can choose one of six ways to search:
contains – the EXACT STRING must be found somewhere in the field. For example, the author “Melville, Herman” contains Melville. It does NOT contain Melville Herman (no comma) nor Herman Melville (wrong order and no comma).
all words – all of the words must be found in the field. “Melville, Herman” DOES match an all words search for Herman Melville or for Melville Herman.
any words – similar to all words except any of the words must be found, not all.
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less than, more than, equals – these do numeric comparisons, useful for ISBN/ISSN searches.
1.4.2 INTERNAL NAVIGATION
On the left-‐hand side of the screen is GetIt’s internal navigation. This area provides access to all of the modules within GetIt, and is broken down into two sections:
Dashboard-‐-‐common, every-‐day functions such as Order, Invoice and Reports;
Configuration-‐-‐for configuration areas such as Accounting and System Preferences.
GetIt internal navigation
1.4.3 TABBED INTERFACE
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GetIt’s main body area is equipped with a tabbed interface that allows the operator to have as many independent workspaces as needed. This facilitates better task switching and less lost time waiting for pages to open.
Every module listed in the dashboard or configuration navigation menu will open within a new tab in the main body area. Likewise, actions such as creating new records and editing existing records take place within new tabs so the operator can always refer back to other tabs during the course of any activity. Each tab can be closed by clicking the x button on the top-‐right of the tab.
GetIt tabbed interface
1.4.4 GRID HEADERS AND FOOTERS
Many tabs within GetIt reveal a grid or list of records.
GetIt grid for orders
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1.4.4.1.1 GRID HEADERS
All grids within GetIt can be manipulated via widgets within the headers and footers of the grid.
The toolbar is a resident set of widgets at the top of every grid. It typically provides buttons to create new records, edit and delete existing records, as well as any special module-‐specific functions.
TIP: The Edit and Delete buttons will be disabled unless a record in the grid is highlighted.
The toolbar also offers a Print button that will provide a printable display of the information. The Download button allows the operator to export records in spreadsheet format to the local desktop.
Example of the toolbar for the orders grid
WARNING: Downloads are currently downloaded with an “.xls.part” file extension. To open the files, they must be renamed to “.xls”.
1.4.4.1.2 COLUMN HEADERS
Columns within a grid have additional functions available by clicking on the button that is revealed when you hover your mouse pointer over the column header.
The operator can choose to sort ascending or sort descending, as well as hide or show columns in the grid according to preference.
GetIt User Guide 13
Revealing the column header menu
NOTE: The blank checkbox in the column header menu applies to the very first column in the grid with the button (used to expand records in the grid).
Additionally, clicking on the main area of a column header will cause that grid to re-‐sort by the column clicked.
1.4.4.1.3 FOOTERS
The footer of a grid provides additional widgets for moving between pages of results, refreshing the grid, and changing the display to show more or less results per page.
NOTE: The Print and Download buttons will print and download all of the records on the current page, so if you want to print or download all records, consider changing the Per Page setting to a high value.
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1.4.4.2 EXPANDING RECORDS IN A GRID
Some grids contain records that can be expanded to reveal child objects. For instance, the Funds hierarchy may contain several levels of nested records. To expand a record, click on the button.
Funds Hierarchy expanded to reveal nested records
1.4.5 REVIEW OF GETIT USER INTERFACE
Review of GetIt User Interface
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A. Resident global navigation menu—provides a quick way to navigate to other ILS modules within Koha.
B. Search box—this is where you enter search terms. The terms may be in an order record, a vendor record, or an invoice record.
C. Search options—after you key in a search term, you will use one of these buttons—Search Orders, Search Vendors, Search Invoices—to begin your search. TIP: You must click one of the buttons—pressing Enter on your keyboard will not begin the search.
D. Show search options—this link takes you to a more detailed search form for the same record types. You will also have additional options you can use to limit the results of your search (date ranges, created by, PO number, PO status, vendor account, vendor notes).
E. Dashboard navigation—Use the dashboard navigation to navigate to another module.
F. Configuration navigation—Use the configuration navigation to edit configuration settings for GetIt. NOTE: These settings are changed infrequently. Once they are set to your needs, you will probably only need to use this area once annually when you create your new fiscal period.
G. Tabbed main body area—The tabs area is your work area. In this area, you’ll create purchase orders, purchase order lines, vendors, funds, and invoices.
2 CONFIGURATION
Prior to using GetIt there are a few configuration areas that you will need to visit to set up GetIt for your organization. This section reviews these areas and shows how to configure GetIt.
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2.1 ACCOUNTING
The accounting module in GetIt provides access to all the fiscal periods, ledgers and funds that you have configured or that were migrated into GetIt during your data migration.
Display all Fiscal Periods
Each fiscal period in Getit covers a set of open and close dates and provides a mechanism for organizing all of the defined ledgers within that fiscal period. Fiscal periods in GetIt can have overlapping open and close dates.
NOTE: Only one fiscal period, via the GetIt DefaultLedgersystem preference, can be active at any one time.
Fiscal periods can have one or more ledgers. A ledger contains a single funds hierarchy and in fund accounting terms, represents a set of self-‐balancing accounts. Fiscal periods can have more than one ledger, but only one ledger can be active at a time.
NOTE: You can set the active ledger via the GetIt DefaultLedgersystem preference. See the System Preferences section below.
2.1.1 CREATING A FISCAL PERIOD, LEDGER AND ROOT SUMMARY FUND
To create your fiscal period, click on the navigation link called Fiscal Periods, Ledgers, Funds.
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This example shows that there are currently two Fiscal Periods available.
To create a new fiscal period, click on the New Fiscal Period button in the toolbar. A new tab will launch with the new fiscal period form.
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New Fiscal Period Form
To save the operator time, Getit allows entry of the fiscal period, the first ledger and the first fund(s) for that first ledger via a single form. As a result, the form has three distinct sections.
Fiscal Period Details-‐-‐enter a name, code and open and close dates;
Ledger Details-‐-‐enter a ledger code and a ledger name. OPTIONAL: The Root Fund Node to Copy field is optional and allows you to copy over an existing fund hierarchy from another fiscal period’s ledger. This will only create the fund structure; you will still need to allocate money to each fund.
GetIt User Guide 19
Fund Details-‐-‐if you don’t copy a previous fund structure using the Root Fund Node to Copy field, you can create your first root summary fund in the fund details area.
New
WARNING: Leave the Parent Fund field empty in the fund details area of the form.
NOTE: The fund details section is grayed out if you select a Root Fund Node to Copy. If you need to add or delete funds for this fiscal period, you’ll do that maintenance in the funds area. After the fiscal period is created it will display in the fiscal periods grid.
You can reveal a fiscal period’s ledgers by clicking on the Edit selected button after highlighting the fiscal period. A new tab will open with two sections:
1. A header allowing editing of the Fiscal Period fields;
2. A grid containing the list of Ledgers associated with that Fiscal Period.
Highlighting a ledger and clicking on Edit selected reveals the fund’s Click to set button which will reveal that ledger’s funds.
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Clicking on the Click to set button reveals the fund hierarchy for that Ledger
NOTE: You can get to the active ledger’s funds hierarchy by clicking funds navigation link, but this must be specified in the GetIt DefaultLedgersystem preference beforehand.
TIP: The Accounting > Fiscal Periods, Ledgers and Funds navigation area provides you with a way to access to past fiscal periods, ledgers and funds data.
WARNING: Before you can begin ordering you have to set up your funds hierarchy for the active ledger. Please refer to the Funds section of this user guide for additional details.
2.2 LOCATIONS
Locations in GetIt provide acquisitions operators with a single field to affiliate with each purchase order line copy. That field designates where the ordered copy is expected to be located after it has been received. This location field can represent a combination of fields in the ILS, such as branch/library/building, collection, shelving location and item type.
TIP: Keeping the GetIt location defined as a single field assigned to each copy reduces the number of fields that the acquisitions operator needs to enter in at creation and receipt of a copy.
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To ease integration with the ILS, GetIt provides a mapping table called Location to copy field mapping. This mapping table allows the operator to set up set up default mappings between GetIt’s concept of a location, and the various item-‐level fields in the ILS.
For instance, GetIt can map a single location field to a set of Koha branch, collection, shelving location fields. In this way, when the operator receives a copy in GetIt that has Create item on receipt enabled, GetIt will allow the operator to create a Koha item for that copy and will use the mappings to fill default values for Koha’s branch, collection and shelving location fields. The defaults can also be overridden prior to saving the item to Koha.
TIP: Set up a default mapping for each location you create in GetIt to reduce the number of fields you need to enter when receiving a copy and creating a Koha item.
2.2.1 CREATING AND EDITING LOCATIONS
Use the Locations link in the navigation to open the locations grid.
The New Location button allows you to define new location. You can create as many locations as you need.
The Locations grid
The Edit selected and Delete selected buttons allow you to edit or delete highlighted locations.
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2.2.2 LOCATION TO COPY FIELD MAPPINGS
Use the Location to Copy Field Mappings navigation link to map default values for your GetIt locations to the organization/library/branch, shelving location and collection fields in Koha.
The lists for organization, shelving location and collection fields are pulled into GetIt from Koha so you can choose from an established list.
WARNING: GetIt loads Koha fields once when you launch the application, so if you alter your Koha fields you must refresh your GetIt session to pick up the new values. You can do this by clicking on the Refresh button of your browser.
2.3 CURRENCIES AND COUNTRIES
2.3.1 CURRENCIES
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If you order materials from international sources, you can create currency translations to ensure that encumbrance/expenditure transactions accurately reflect current currency exchange rates.
GetIt currencies grid
GetIt will also maintain a history of currency adjustments.
Currency histories grid
2.3.2 COUNTRIES
GetIt maintains a list of countries. Countries are used in vendor account addresses as well as in currency definitions.
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2.4 TEMPLATES
Templates provide users a quick way to apply saved preferences to a Purchase Order Line.
Templates grid
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To create a new Template, click the New Purchase Order Line Template button. In the form, name your template and include List Price, Discounted Price, Prepaid and Rush as applicable. Save the form.
New Purchase Order Line Template form
Upon saving, you’ll be taken to a new screen to add copies to your template. This comes in handy if you frequently order a set number of copies for each library, for example. Click Add a Copy, just as you would in a PO line. You can then select the appropriate location and whether or not to create an item record on receipt.
Adding copies to a PO Line Template
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To apply a template to a PO line, create a PO and a PO line. In the Edit PO Line screen, click the Apply Template button. A list of available templates will appear. Choose one and click Select. The copies and settings from that template will be applied to the PO line.
Applying a Template to a PO Line
2.5 SYSTEM PREFERENCES
There are several GetIt system preferences that you must set.
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GetIt system preferences grid
Bill To-‐-‐This is the Bill To field that displays on printed Purchase Orders and Invoices. WARNING: You must enter a Bill To address and zip code or your purchase orders will not print.
Default Ship Via -‐-‐This is the Ship Via field that displays on printed Purchase Orders and Invoices.
Ship To -‐-‐This is the Ship To field that displays on printed Purchase Orders and Invoices. WARNING: You must enter a Ship To address and zip code or your purchase orders will not print.
Default Currency-‐-‐The Default Currency, currently a global default.
Default Ledger-‐-‐The Active Ledger, must be specified for financial transactions to utilize the correct funds hierarchy
WARNING: You must set the DefaultLedgersystem preference before you begin ordering. Additionally, when you want to use a different fiscal period or ledger, you will need to change this setting so the correct ledger is used to record financial transactions.
WARNING: The DefaultLedgersystem preference is currently a global setting, so changing this will affect all users accessing your GetIt installation. In a future version of GetIt, DefaultLedger will be specified on an operator by operator basis.
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2.6 SEARCH TARGETS
When you enter purchase order lines, one of your choices is From Search. The Search Targets module allows you to add search targets to this list. Search targets are Z39.50 Targets for retrieving bibliographic records to attach to purchase order lines. The Search Target module in Configuration displays a grid with the host address, the port used for Z39.50 searching, the database name, the library type, and the country.
If you choose to search a target that requires authentication, such as OCLC, you will need to use the advanced search settings. Do this by highlighting a search target and clicking Advanced Edit.
Advanced search settings window
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Click Add to add a new search setting and select Authentication as the setting type.
Search setting type
Fill in the username and password fields in the Value field of the setting, separated by a / (forward-‐slash character).
Username and Password go in the Value field
The other settings on this grid allow advanced users to alter the GetIt mappings from CCL (Common Command Language) to Z39.50 bib1 search parameters. It is recommended that only those familiar with CCL and Z39.50 bib1 attempt to alter these settings.
3 EDI (ELECTRONIC DATA INTERCHANGE)
3.1 CONFIGURING EDI TARGETS
To configure a vendor for EDI, select EDI Targets in the Configuration menu on the left.
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Select New EDI Target. This brings up a form where you can configure EDI for a given vendor account.
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EDI Target form
The form fields are:
EDI Target Type – this should be set to x12_004010.
Vendor Account – select the vendor account to be configured. Vendors may have multiple vendor accounts. Note that when configuring vendor accounts, you have the option of adding one or more addresses. It is not necessary to add an email address to an EDI vendor.
Local SAN – This is the library's SAN (or a vendor-‐assigned SAN which is used for testing)
Local SAN suffix – the SAN suffix, if assigned
Vendor SAN – the vendor's SAN
Alt N104 Customer No – Most vendors require the purchaser's SAN in the N104 field of an N1 record in purchase orders. These are identified with a '15' in the N103 (identification code qualifier). Other vendors, however, request an alternative customer number in the N104, qualified with a '91' in the N103. Fill in this field to enable this
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alternative behavior.
Orders FTP Details – the authentication and related configuration for outgoing orders (type 850 documents), including
o FTP Host – the FTP hostname o Username, Password – authentication information o Path – the directory where outgoing orders are to be placed o File Extension – the extension to be used on order files. Some vendors have
specific requirements for file extensions o Secure – Secure FTP ordering is currently unimplemented
Order Acknowledgments FTP Details – configuration pertaining to incoming
acknowledgments (type 855 documents).
Invoices FTP Details – invoices config. Most vendors place acknowledgments and invoices in the same location, often in the same documents. In this case, this section and the previous one will be identical.
NOTE: The Alt N104 Customer No field should be left completely blank if the vendor wants a standard '15' qualifier in the N1 (i.e., most vendors). Ingram: Ingram shipto account number goes in the Alt N104 Account Number field
3.2 PURCHASE ORDERS
For a purchase order to be sent via EDI it must be completed, fully funded, and approved. Refer to the Ordering Chapter for more information on creating purchase orders.
When a PO with an EDI-‐capable vendor is approved, a pop-‐up will ask the user whether they want to send the order via EDI.
Pop-‐up for sending a PO via EDI
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If Yes, the order will be sent immediately, and the results can be seen under the EDI tab on the Purchase Order screen.
If No, the user may send the order via EDI at a later time with the Send EDI tab on the Purchase Order screen.
Send EDI button in the purchase order screen
The EDI tab lists all EDI transactions associated with this PO (including acknowledgments). EDI transactions can be reviewed with the View Details button.
View Details button on the EDI tab
3.3 PURCHASE ORDER ACKNOWLEDGEMENTS
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Incoming EDI documents are periodically retrieved by a script which runs at scheduled intervals. When a PO is acknowledged, its status changes from Approved to Acknowledged and the color of the line changes from orange to yellow.
PO statuses are indicated by color
At this point the user can review the PO. Acknowledgments can have several effects on a purchase order line:
Fields such as title, author, publication date, etc., may be filled in if the vendor returns this information
List and discounted price are adjusted if necessary The Backordered checkbox is set if the item is backordered Status is set to Closed if the PO line cannot be fulfilled at all. It is set to Open if full or partial fulfillment is possible.
Vendor Note is set based upon the vendor's return status, e.g., backordered, ISBN incorrect, shipping, etc.
In the event that a PO line can be partially fulfilled, some of the PO line copies will have different statuses than others. These can be seen by expanding the PO or double-‐clicking the PO and checking the vendor notes on the copy lines.
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Vendor notes in the PO line
In addition, the EDI transaction can be seen under the EDI tab on the purchase order. If the status is set to Review, review of the PO is recommended, as this indicates that some items were backordered or rejected.
3.4 INVOICES
Invoices, like PO acknowledgments, are periodically retrieved. When an invoice is retrieved it will be added to the invoices list with a New status. Each invoice comprises invoice lines which may refer to multiple purchase orders. Select and expand an invoice line to see how many copies are being invoiced, and what funds they are associated with. Invoice charges (shipping and handling) are assigned if necessary; these can be reviewed under the Invoice Charges tab on an invoice. The semantics of assigning funds for invoice charges are currently under revision.
As with PO acknowledgments, invoice EDI transactions can be reviewed under the EDI tab on an invoice. Select the transaction and View Details to see the EDI transaction.
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Invoice screen showing EDI tab
New invoices must be approved manually. At the time of approval, any encumbered funds are unencumbered and expensed automatically.
4 VENDORS
4.1 VENDORS, VENDOR ACCOUNTS AND ADDRESSES OVERVIEW
GetIt manages relationships with vendors in the Vendors module. A Vendor is a top-‐level parent record that contains one or more Vendor Accounts. Each Vendor Account represents a business relationship between your organization and a vendor. Each Vendor Account has one or more Addresses. Each Address can be assigned one or more Address Uses, such as Order, Payment, Returns, Claims, or All. The Address Uses specify when in the ordering cycle GetIt will assign the Address.
You can set up more than one Vendor Account per Vendor. This allows you to assign different Account Numbers, Discounts, Order Types and Addresses depending on the Vendor Account. It also helps you organize your business relationships with a single Vendor so you can view all Accounts with a given Vendor at once.
4.1.1 CREATING VENDORS
Click on Vendors in the Dashboard to begin entering a Vendor. The Vendors grid will display a list of vendors. If you had data migrated, the list will be the same vendors you used prior to GetIt. If you did not have your data migrated, you will see an empty grid.
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Vendors grid
To enter a new vendor, click on the New Vendor button in the toolbar.
To save the operator time, GetIt allows entry of a new Vendor, Vendor Account and Address with associated uses via a single form. As a result, the form has three distinct sections: Vendor Details, Vendor Account Details, and Vendor Addresses.
Vendor Details
The Vendor Details section is where general information about the Vendor is stored.
Vendor Rank has two choices—Primary or Secondary. This field appears only in the Vendor details.
Vendor Status has two choices—Active or Inactive.
Order Type has five choices—Blanket order, Firm order, Gift, Membership, and Standing Order. This field is optional.
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WARNING: When you select one of the five options in Order Type, the Order Type will be inherited into the Vendor Account Type, the Purchase Order and the Purchase Order Line. If you leave this field blank, you can create Order Type in the Vendor Account record, or in the Purchase Order, or finally in the Purchase Order Line. See the section on Order Types Inheritance for more details.
The Vendor Code and the Vendor Name fields are required—you cannot leave either of these fields blank.
The Internal Vendor Code is how the Vendor is identified in your local accounting system.
Currently, there are two Preferred Order Methods available—Electronic (EDI) and Paper (PO).
There are two Currency types available presently—Great Britain Pound and United States Dollar. You can add more currency types in the Currencies module.
You can Save the record before you add the Vendor Account Details or continue to fill out the Vendor Account Details form.
A Vendor with no Vendor Accounts
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Vendor Account Details Form
If you choose to enter the Vendor Account details at the same time you enter the Vendor Details, you will see the form Vendor Account Details as the second part of Vendor input form.
If you have more than one account with a Vendor, or if you choose to add your Vendor Accounts later, you’ll need to click the New Vendor Account button from the Vendors grid, and fill out the New Vendor Account form for each of the additional accounts.
The Vendor Account Status can be either Active or Inactive and can be different than the Vendor Status in the Vendor Details.
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NOTE: if you entered an Order Type in the Vendor Details, the Order Type in the Vendor Account will be inherited from the Vendor.
If you left the Order Type in the Vendor Details blank, you can select an Order Type from the drop down list.
The Vendor Account Code can be used to quickly find a vendor record when creating a new order.
The Vendor Account Name is the account name your Vendor uses for your orders. The account name can identify accounts for standing orders, personal orders, media, books, or others. When you create a Purchase Order, the Vendor Account Name is the first piece of information GetIt requires. When you name your accounts, be sure to make them as unique as possible. Examples: B&T Continuations; YBP Approval Plan; ALA Blanket order, etc.
The Vendor Account Number is usually assigned by the vendor. If you have the number, enter it.
The Internal Account Number is the designation for this Vendor Account used in your local accounting system.
If you have a contracted discount associated with this Vendor Account, place the Discount percentage in this field.
4.1.2 ADDRESS DETAILS
The third area of the New Vendor form is Address Details. You can enter one or many Addresses for each Vendor Account.
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Enter as much information as you have in hand.
The Country field is useful for international orders. Type the first letter of the Country name and select the Country from the list.
4.2 ORDER TYPES
Order Types are an inherited value that can be set at the Vendor, Vendor Account, Purchase Order or Purchase Order Line levels. If an Order Type is specified in a parent record, it will be inherited by all child records and cannot be overridden. If you plan to track orders by Order Type, it is important to organize your Vendors, Vendor Accounts properly to reflect the type of Order Type inheritance you want.
The following examples show how Order Type is inherited.
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Order Type set in Vendor
Order Type inherited from Vendor to Vendor Account
Order Type inherited from Vendor Record to Purchase Order
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Order Type inherited from Vendor to Purchase Order Line
When the Order Type is selected in the Vendor record, the Order Type will be a constant value for all Vendor Accounts, Purchase Orders, and Purchase Order Lines that are affiliated with this Vendor.
Each individual record created—Vendor Account, Purchase Order, and Purchase Order Line— displays the Order type from the Vendor Record.
WARNING: you cannot change the Order Type if it is inherited from a parent record.
When the Vendor supplies materials that fall into just one Order Type, it is appropriate to set the Order Type in the Vendor Details, otherwise, leave it blank and specify it at the Vendor Account, Purchase Order or Purchase Order Line levels.
WARNING: If vendor "Preferred Order Method" of Paper (PO) is selected, the vendor record must contain at least 1 account record with city, state and zip completed.
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Order Type left blank in Vendor
Order Type selected for Vendor Account
.
Order Type can be changed in Vendor Account if not inherited from Vendor level
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Order Type can be changed for a Purchase Order if not inherited from Vendor or Vendor Account levels.
Order Type can be changed for a Purchase Order
if not inherited from the Vendor or Vendor Account levels.
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Order Type can be changed at the Purchase Order Line level if not inherited from the Vendor, Vendor Account or Purchase Order levels.
4.3 ADDRESSES AND ADDRESS USES
When adding or editing an Address, you can specify Address Uses for that address. Address uses are used by GetIt to determine when to use a given Vendor Account Address. For instance, the Order Use is used by GetIt as the Vendor Account address on printed Purchase Orders. Select as many Uses as apply to the given Address.
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TIP: Use All if the address should always be used for that Vendor Account
5 FUNDS
5.1 FUNDS OVERVIEW
Funds provide the acquisitions operator with views into how money has been allocated, encumbered and expended, as well as what the free and case balances are within a single Ledger.
It’s important to understand the three types of funds as well as the balances each of them tracks before beginning the ordering process. Additionally, before ordering can take place, you need to create your funds hierarchy and allocate dollar amounts to each fund.
NOTE: Before you can begin creating your fund hierarchy, you will first need to create a Fiscal Period and at least one Ledger. You must also have your Default Ledger defined in System Preferences. Creating Fiscal Periods and Ledgers is addressed in the Configuration section of this user guide.
Once a Fiscal Period and Ledger have been created, the next step is setting up your Funds hierarchy. There are three fund types:
Summary Funds, identified by the icon, summarize the balances of all Controlling funds lower in the hierarchy. It is recommended that you only have one top-‐level root Summary Fund, though you may have as many subsidiary Summary Funds within that root node as you need.
Controlling Funds, identified by the icon, reflect actual appropriations. The encumbered, expended and available balances of a Controlling fund will be calculated using all transactions that use a Controlling fund or any Reporting funds lower in the hierarchy.
Reporting Funds, identified by the icon reflect the available balance of the parent controlling fund. The encumbered and expended balances will reflect the specific reporting fund. Reporting funds and Controlling Funds can be used when Funding a Purchase Order Line Copy or a Purchase Order Charge. After you have created your Funds hierarchy, you can allocate money to each Controlling fund by using a Fund Transaction. Fund Transactions also may also adjust fund balances or transfer
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funds between Controlling funds. Following the general accepted accounting rules, transactions can only be added, not deleted or edited.
Here is a sample fund hierarchy that has all three fund types.
5.2 CREATING SUMMARY FUNDS
In the Dashboard navigation, click on Funds. The active Ledger’s funds hierarchy will open in a new tab.
NOTE: All fund names in the following screen prints are illustrative. When setting up your fund structure, use your own fund names.
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Funds hierarchy
Use the Expand All button in the toolbar to display all the complete hierarchy of Controlling and Reporting funds.
Expanded view of funds hierarchy showing parent-‐child relationships
Click the New Fund button. The drop down menu provides a list of the three types of funds.
Selecting the fund type when creating a new fund
To create your fund hierarchy, you will begin with a New Summary Fund. Click on the New Summary Fund.
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Fields in the New Summary Fund Form
You can create a Summary Fund that doesn’t have a Parent Fund, or you can place this new Summary fund subsidiary to an existing Summary Fund. The new Summary fund will be created where you place it in the current Ledger, and will be summarized in the overall fund line.
TIP: Whenever you encounter a field with a down arrow, there are two possible actions. You can click on the down arrow to see the choices or you can begin by typing the first letter of the value you want to assign.
A list of matches will appear. Select the appropriate value for the field.
If no choices appear, type the first letter of the value you want to enter. Any appropriate matches will be listed.
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New Summary Fund without a Parent Fund.
After you’ve entered the information, click on the Save button. You will see a confirmation message telling you that your fund has been successfully updated. The Funds tab will automatically refresh so you can see that the Summary fund was added.
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5.3 CREATING CONTROLLING FUNDS
Controlling Funds reflect actual appropriations. The encumbered, expended and available balances of a controlling fund will be calculated using all transactions that use a controlling fund or any reporting funds lower in the hierarchy.
Click on the New Fund button and choose New Controlling Fund.
The form that is displayed is the same as the previous form where you created a New Summary Fund. Make sure that the tab you are now working with says New Controlling Fund.
Enter the appropriate information in the form.
NOTE: The Parent Fund field will only display appropriate values for this context. For Controlling Funds, the only valid parent types are Summary funds.
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Click on Save in the toolbar to save this Fund.
Once the Controlling Fund has been saved, you will see the confirmation message and the Fund grid will automatically refresh.
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5.4 CREATING REPORTING FUNDS
Reporting Funds reflect the available balance of the parent Controlling fund. The encumbered and expended balances will reflect amounts assigned to that reporting fund.
Reporting Fund records are created the same way you create Summary Funds and Controlling Funds. When you click on the New Fund button, choose New Reporting Fund to get the following form.
Once the Controlling Fund has been saved, you will see the confirmation message and the fund page will automatically refresh.
5.5 ALLOCATING MONEY TO FUNDS
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Balances of an expanded funds hierarchy
There are three types of transactions that can be used to directly affect fund balances:
Initial Allocation-‐-‐used to assign initial funds to a Controlling Fund.
Transfer-‐-‐used to transfer funds from one Controlling Fund to another
Fund Adjustment-‐-‐used to adjust the allocation fund balance of a given Controlling Fund.
To initiate one of these transactions, click on the New Transaction button in the Funds grid toolbar and select the appropriate transaction type from the drop-‐down list.
As you order library materials and pay for titles from a specific fund name, the encumbrances and expenditures will be recalculated each time an order is sent or an invoice paid.
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NOTE: Funding specified for an order or an invoice can be attributed to either a Controlling Fund or a Reporting Fund.
5.5.1 INITIAL ALLOCATION
Use the Initial Allocation transaction to add fund amounts to a Controlling Fund. The input form contains only two fields.
New Allocation Transaction
TIP: Whenever you encounter a field with a down arrow, there are two possible actions. You can click on the down arrow to see the choices or you can begin by typing the first letter of the value you want to assign.
Specifying the Fund to Allocate to
In the example above, the letter ‘h’ was keyed into the Source Fund field. All controlling funds that contain the letter ‘h’ are retrieved as possible selections. In this example, History is the fund chosen.
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The dollars are now allocated to this fund. Once the Controlling Fund has been saved, you will see the confirmation message and the Funds grid will automatically refresh.
5.5.2 TRANSFER
When you want to move dollars from one fund to another, you use the Transfer option.
It’s advisable to display your funds to see which fund will be the source for the transfer.
Enter the Source Fund and the Destination Fund and the dollar Amount you want to transfer.
After the transaction is completed, the Funds grid will automatically refresh. The totals for the
source fund and the destination fund will be changed by the amount you entered.
Transferring $500 from Fine Arts to History
5.5.3 FUND ADJUSTMENT
There may be times when circumstances require budget modifications. You will use the Fund Adjustment option to make these changes in GetIt.
If you need to remove money from a Controlling Fund, the dollar amount is entered with a minus sign (-‐) immediately before the Controlling Fund. The effect of this adjustment will be a decrease of available money.
If you need to add money to a Controlling Fund, the dollar amount is entered as a whole number. This will add money to the Controlling Fund.
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De-‐
5.6 VIEWING ORDERS
While you are managing your fund amounts, you may want to see which a list of items that have been paid. You will click on the View Orders option in the Funds Toolbar.
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6 ORDERING
Any material that a Vendor offers for sale can be ordered through GetIt. Each order created in GetIt will consist of a Purchase Order and one or more Purchase Order Lines with one or more Copies.
Purchase Orders (sometimes abbreviated as POs), record the Vendor Account and Purchase Order Number, as well as optionally the Order Type.
Purchase Order Lines (sometimes abbreviated as PO Lines), store the Bibliographic Record data associated with a title you are ordering.
Copies store the Location information and are used to Receive the material as well as to create an Item record in the ILS (Koha).
WARNING: You must set up and activate a Fiscal Period, Ledger, set up your funds hierarchy and allocate money, create Vendors, Vendor Accounts prior to beginning the ordering process. Please refer to other sections of this user guide for more details.
6.1 PURCHASE ORDERS
New Purchase Order Form
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The Vendor Account is assigned to the Purchase Order. You can select a Vendor Account from the drop down list or you can begin to type in the Vendor Account field. Once you see the correct Vendor Account in the list, select the Vendor Account. You must enter a Vendor Account—if the Vendor Account you want to use does not appear in the drop down list, cancel this Purchase Order and verify that the Vendor Account you want to use is attached to a Vendor record.
You can assign a Purchase Order Number or you can leave this field blank and GetIt will assign one for you.
The Order Type can be selected from the drop down list unless an Order Type has already been set at the Vendor or Vendor Accounts level. If you choose to leave the field empty, there will not be an Order Type associated with this Purchase Order and you can specify a different Order Type at the Purchase Order Line.
6.2 PURCHASE ORDER LINES
There can be any number of Purchase Order Lines associated with a Purchase Order. You must have at least one Purchase Order Line associated with each order.
When you click on New Purchase Order Line, a list of potential entry methods appear. Select one of these methods.
Manual Entry-‐-‐displays a blank template that you fill in with appropriate information.
From Search-‐-‐opens a Z39.50 search form. The available targets will be those configured via the Search Targets configuration area.
Upload Record—displays a pop-‐up window to select a file to upload.
Apply Template and Import from Catalog are currently unavailable.
TIP: By setting up your Koha system as a search target, you can import and link Purchase Order Lines to records that already exist in your catalog.
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New PO Line Entry Options
When you choose Manual Entry, the basic PO Line Entry Form will be displayed. Fill in as much information as you have available, including the List Price and Discounted Price.
TIP: The Discounted Price field will be automatically calculated based on the Vendor Account Discount, specified within the Vendor Account record. You can override the discount using the Purchase Order Line Discount field. You can also type a Discounted Price directly in if it cannot be calculated by one of the above methods.
Basic New PO Line Entry Form
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When you choose to create a new PO Line from Search, the search form will be displayed. You can search by:
Once you initiate your search, you will see the word ‘Loading’ while you wait for the results of the search.
When the results are returned, you’ll see the record’s search target identified in the Location column.
If your search finds a Bibliographic Record that currently exists in your database, the BR ID (Bib Record Identifier) column will include the Bibliographic Record Identifier.
The lower pane of this window provides a preview of a selected Bibliographic Record. To preview a different Bibliographic Record, highlight a different Bibliographic Record.
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Search results and preview pane
When you find a Bibliographic Record that matches the title you want to order, double-‐click on the Bibliographic Record within the results area to download the bibliographic information into a Purchase Order Line.
Bibliographic information loaded automatically into the PO Line
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TIP: Don’t forget to enter the List Price and the Discounted Price. After you click Save, PO Line will be added to the PO.
6.3 COPIES
After you have entered a PO Line, the PO Line form will refresh with some additional header and footer information and you can create one or more Copies. To create a new Copy, click on Add a Copy at the top of the Copies grid (bottom third of the page). For information on using the Templates feature, please refer to the Templates section.
Each Copy you order for this Purchase Order Line will have one Copy entry. The Copy includes:
-‐Location, from the list of locations defined in the GetIt Locations configuration. -‐Copy Identifier -‐Create Item on receipt check-‐box -‐Expected Date -‐Vendor Note -‐Staff Note
Note that each Copy is red after it has been created. This indicates that the Copy is not yet funded.
WARNING: All copies must be fully funded before GetIt will allow a PO to be sent to the Vendor. If the PO Send button is disabled, verify that all copies have been funded.
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Once you’ve entered each Copy you are ordering, you need to assign Funds to each Copy. GetIt allows you to specify multiple funding sources for a given copy.
Highlight the copy. Notice that the Fund button is now active. Click on the Fund button. The Fund this Copy form displays.
After you click the Add Funding button, a Fund entry becomes active.
Fund Line and Amount
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Type the first letter of the fund you want to assign to this copy. A list that matches what you typed will appear. Choose the Fund from the list.
The dollar amount will be calculated automatically based on the Purchase Order Line Discounted Price. Verify this amount and click Save. If you wish to use more than one Fund for this copy, reduce the Amount value, click Save, and click Add Funding to add another entry. The Amount in the new entry will be calculated automatically based on how much of the Discounted Price has been funded already.
After the Funding for that Copy is saved, the Copy’s background color changes from red to green. A green background means that this Copy is fully-‐funded.
Green background on a full-‐funded copy
Each Copy must be funded before the PO can be sent to the vendor.
TIP: The summary on the right side verifies that order has not been sent.
6.4 COMPLETING THE PO LINE
Once all Copies have been funded, scroll to the top of the Purchase Order Line to complete the ordering process.
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The toolbar has three active buttons. They are; Save, Close and Send to Catalog.
Save: This button saves the purchase order line.
Close: You will use this button when an item cannot be supplied from the vendor. The choices you have are:
Send to Catalog: This button will send the bibliographic information to the OPAC. You can choose to suppress this record by answering Yes. When you choose No, the record will be listed in search results in the public OPAC and will have a note that indicates the number of copies for this title that are On Order.
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Title and Holdings information for an on-‐order record, sent from GetIt
After Sending the PO Line, you can exit the PO Line screen, or click New PO Line to add additional PO Lines to this PO.
6.5 ADDITIONAL OPTIONS ON THE PO LINE EDIT TOOLBAR
The Edit PO Line toolbar has some unique buttons. They are:
Unlink
Notes
View in Catalog
View MARC
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Edit PO Line Toolbar
If have already sent the item to the catalog and the vendor cannot supply the item, you’ll need to click on the Unlink option. This will remove the brief record that had been added earlier in the process.
If you want to attach a note to this Purchase Order Line, use the Notes button. You can add as many notes to the Purchase Order Line as you want.
PO Line Notes
The View in Catalog button will open a new browser tab and will immediately display the ordered title in Koha’s Staff Interface. Any bibliographic information sent to the catalog will be displayed in a normal view of the record.
The View MARC button will launch embedded ‡biblios, and will open the bibliographic record in the cataloging editor for additional modification by a cataloger.
6.6 SENDING A PO TO THE VENDOR
When all titles have been attached as funded PO Lines, the order is ready to send to the vendor NOTE: Sending a PO to the vendor is different than sending a PO Line to the catalog. Sending the PO to a vendor is the action that encumbers or expends funds (depending on the value of the ‘prepaid’ field in the PO Line record). Sending a PO to a vendor does not currently
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automatically send all associated PO Lines to the catalog, though that is a feature that will be available in a future version of GetIt.
Purchase Order View
The toolbar for the Purchase Order contains four potential actions.
New PO-‐-‐you can begin a new Purchase Order (NOTE: creating a new PO will not automatically Send the existing PO).
Send-‐-‐clicking the Send button will send the order to the vendor and will encumber or expend funds for this order. This button will be disabled until all PO Lines have at least one fully-‐funded Copy and all Copies on all PO Lines are fully funded.
Delete-‐-‐clicking on this button will delete the current purchase order.
Print-‐-‐your order will be formatted and printed so you can send the order to the vendor by mail or fax.
If you don’t intend to mail or fax the order because you have a different arrangement with the vendor, you still will need to click on Send to encumber or expend your funds.
When you click on Send, you will have another chance to discontinue working with this purchase order.
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Dialog box con
After you click on the Send button, the Purchase Order status changes to Sent and the encumbered/expended amounts, the relevant funds, and how many copies are expected are displayed in the PO header
PO Header updated with Encumbered/Expended Amounts
6.7 PURCHASE ORDERS VIA EDI
For a purchase order to be sent via EDI it must be completed, fully funded, and approved. Refer to the Ordering Chapter for more information on creating purchase orders.
When a PO with an EDI-‐capable vendor is approved, a pop-‐up will ask the user whether they want to send the order via EDI.
Pop-‐up for sending a PO via EDI
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If Yes, the order will be immediately sent, and the results can be seen under the EDI tab on the purchase order screen screen.
If No, the user may later send the order via EDI at any time with the Send EDI tab (on the purchase order screen).
Send EDI button in the purchase order screen
The EDI tab lists all EDI transactions associated with this PO (including acknowledgments). EDI transactions can be reviewed with the View Details button.
View Details button on the EDI tab
6.8 PURCHASE ORDER ACKNOWLEGEMENTS
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Incoming EDI documents are periodically retrieved by a script which runs at scheduled intervals. When a PO is acknowledged, the PO's status changes from Approved to Acknowledged, with a color change from orange to yellow.
PO statuses are indicated by color
At this point the user can review the PO. Acknowledgments can have several effects on a purchase order line:
Fields such as title, author, publication date, etc., may be filled in if the vendor returns this information
List and discounted price are adjusted if necessary The Backordered checkbox is set if the item is backordered Status is set to Closed if the PO line cannot be fulfilled at all. It is set to Open if full or partial fulfillment is possible.
Vendor Note is set based upon the vendor's return status, e.g., backordered, ISBN incorrect, shipping, etc.
In the event that a PO line can be partially fulfilled, some of the PO line copies will have different statuses than others. These can be seen by expanding the PO or double-‐clicking the PO and checking the vendor notes on the copy lines.
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Vendor notes in the PO line
In addition, the EDI transaction can be seen under the EDI tab on the purchase order. If the status is set to Review, review of the PO is recommended, as this indicates that some items were backordered or rejected.
7 RECEIVING
Once you have verified that the correct number of physical copies has been received, click on Receive in the GetIt Dashboard.
A pop-‐up window will appear with a drop-‐down box to select the vendor. Choose the appropriate vendor for the items you are receiving and click Select.
Select a vendor to receive items
A list of the titles to be received from that vendor will be displayed. Click the check boxes next to each title and click the Mark as Received button to receive them.
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The receive grid with items selected to be received
If the Create Item on Receipt was checked, GetIt will display a Create Item Record form.
NOTE: Copy refers to Copies of a Purchase order Line. Item refers to the ILS’s concept of items attached to a bibliographic record. Where you see Item in this guide it always refers to the ILS item record, whereas Copy refers to the GetIt Copy record.
The Organization, Shelving Location, Collection, and Item Type values are pulled into GetIt from Koha. They will default to what has been specified in the Locations to Copy Mappings area for the location specified at Copy creation.
Select the appropriate values for this Item. Any values that you leave blank can be edited on within Koha after the Copy has been received.
The Cataloging Status field should be specified. There are three options: Cataloged, Sent to Bindery, and Ready to be Cataloged.
If you choose Cataloged, the received item will be immediately available for check out.
If you choose Sent to Bindery, the cataloging status in the Koha Item record will be set to Sent to Bindery and will display in the holdings tab in the OPAC.
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If you choose Ready to be Cataloged, the cataloging status in the Koha Item record will be set to Ready to be Cataloged and will display in the holdings tab in the OPAC.
Catalogers can run an SQL report from the Koha Guided Reports that will identify the records that are waiting to be cataloged. After the catalog records exist, the catalogers should change the cataloging status in the Item record.
Once the values are entered, click on the Save button. The following screen print shows that one copy has been received and one is still expected. Saving the Item record will also send that Item record to Koha and it will display if you click on View in Catalog.
Continue to receive the remaining Copies.
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As Copies are received, the summary area of the Copies grid will be updated with the number of Copies received.
8 INVOICING
After placing an order, your Vendor will typically supply an Invoice detailing the material that has been included in one or more shipments. Sometimes, the invoice will be provided with the shipment, other times it will precede or follow the shipment. GetIt provides for all three of these possibilities.
To access the Invoices module in GetIt, click on Invoices in the Dashboard area within navigation. A list of existing Invoices will be displayed—those highlighted in red are already completed and those with a white background are in process.
Invoices grid
If an Invoice in hand is not found in the list, you can register the Invoice by clicking on the New Invoice button.
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New Invoice Form
Click on the drop down arrow for the list of current Vendor Accounts; you can also type the first letter of Vendor Account, which will also retrieve the list of current Vendor Accounts.
List of Vendor Accounts
After you select the Vendor Account, enter the Invoice Number, if you do not specify an Invoice Number, GetIt will create one for you.
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Specifying the Invoice Number
The Invoice is now registered and Copies can be added to the Invoice.
Invoice Summary
To add Copies to the Invoice, click on Add. A list of Purchase Order Lines and Copies on order from this Vendor Account will display.
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Select the appropriate Copies for Purchase Order Lines that are on the invoice in hand by clicking the checkboxes next to each entry. The entries will be group by title (corresponding to the Purchase Order Lines they are affiliated with.
You can also select the top checkbox to select every entry in the list.
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When you click on Add Selected, the Copies and Funding distribution, along with associated Bibliographic data will be copied from each PO Line into the Invoice. The dollar amount for the Copies will also be entered into the INVOICE TOTALS section of the invoice.
NOTE: If the dollar amount on the Invoice is not the same as in the Purchase Order record, you can edit the Invoice. You can also adjust the Fund distribution for Invoice Copies and this will not affect the Purchase Order Line Copies Funding.
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Invoices Summary with Lines
If there is a shipping and handling charge added to the Vendor’s Invoice, you can add it to the GetIt invoice as an Invoice Charge.
Click on the Invoice Charges tab.
Click on the New Invoice Charge button for the input form.
Enter the dollar amount charged for shipping and handling into the Amount field.
If you have a separate fund created for shipping and handling, you can enter that fund account. If you don’t have a separate fund, enter the same fund used when the order was placed.
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After you click on Save, the Invoice will refresh and the Invoice Charge will be listed under Other Charges in the Invoice Totals. It will also distribute the cost of that Charge evenly across all Invoice Line Copies on this Invoice.
Invoice Summary
The final step is to Send the Invoice to the business office for payment. This also updates your funds—encumbrances will be credited and expenditures will be debited.
Click on the Send button to complete the invoice process. Once the Invoice send is complete, the Send button will be inactive. Print the Invoice, and send it, with the Vendor’s invoice to the business office for payment. After you close the Invoice tab, refresh the list of open Invoices.
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The invoice you just entered will be the first invoice in the list. The red highlighting means that this invoice is complete. You may also want to review your Fund balances to verify that the encumbrance balance has been decreased and the expenditure balance has been increased by the amount of the Invoice.
8.1 EDITING AN INVOICE LINE
There will be times that the price on the Vendor’s Invoice is different than what is in your Order record. The price may have gone up, or you may receive a discount you didn’t expect. Regardless of the reason, you will want to edit the Invoice line so it reflects the price the Vendor charges you.
If you know about the price difference when you receive a Copy, you can change the price in the order line, so it’s correct at Invoicing time.
If you did not know about the price difference when the Copy was received, you can still adjust the dollar amount in the Invoice.
After you have created your Invoice and added the Invoice Lines, verify that the price for each Copy is correct.
To see the dollar amount for each Copy, first click on the plus sign at the beginning of the line.
Invoice Lines with Line expanded
Then click on the Edit icon under the word Actions on the right hand side of the display.
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opy
After you make your changes, click on Save.
The system will record your change and will update the Fund balances. When it is done, a verification screen will appear.
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Continue comparing the Copy price against the Invoice price and make any changes necessary.
After all Copies have the current price and all Copies are received you can refresh the Invoice to see the adjusted total dollar amount.
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APPENDIX 1
Searchable fields and their associated semantics and column names:
Type Column Name When Notes Vendors vendor_name default
Vendors vendor_code default “Vendor Code” in GetIt
Vendors internal_vendor_code default “Internal Vendor Code” in GetIt
Vendors account_number default
Vendors internal_vendor_account_number default “Internal Account Number” in GetIt
Vendors order_type_name explicit The vendor's order type
Vendors vendor_status_name explicit The vendor's status
Orders title default title in a PO line
Orders author default author in a PO line
Orders ISBN default column name MUST be all caps!
Orders ISSN, ... default Again, must be all caps. ISMN, UPC, and EAN13 are also available as
default search fields
Orders purchase_order_number default can be text instead of a number
Orders operator_name default The operator who created the PO
Orders vendor_account_name default
Orders purchase_order_status_name explicit The PO's status as a name, e.g. “approved” or “open”.
Orders staff_note explicit Staff notes on a PO line copy
Orders vendor_note explicit Vendor notes on a PO line copy. This includes EDI rejection and backorder
messages
Invoices title, author, ISBN, ... default Same line item fields as in a PO
Invoices invoice_number default Invoice “number”
Invoices vendor_account_name default
Invoices operator_name default Operator who made the invoice
Invoices invoice_status_name explicit Invoice status as a name e.g. “approved” or “open”
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Notes:
“Default” means these are searched by default when you don't specify an explicit field. “Explicit” means they are only searched if you ask for them specifically as an explicit term.
The vendor_note column in a PO line copy stores EDI responses associated with that particular copy. So for example if you wanted to find all orders whose copies had been rejected in an EDI response, you could do an Orders Search for [vendor_note]=rejected
.