Acquisitions module in Koha, designed for new users

Acquisitions module in Koha, designed for new users 

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🛒 Koha Acquisitions Module – Step-by-Step Guide

The Acquisitions module in Koha helps you manage vendors, budgets, ordering, receiving, and invoicing of library materials efficiently.

🔹 Step 1: Set Up Budgets and Funds

Before placing any order, define your financial structure.

➤ Go to: Acquisitions → Budgets

1. Click "New Budget".

2. Enter a budget name (e.g., 2024-2025), start and end date.

3. Click "Save".

4. Inside the budget, click "New Fund".

   • Name it (e.g., Books, Journals).

   • Assign a percentage or amount.

   • Link to a branch if needed.

🔹 Step 2: Add a Vendor (Bookseller/Distributor)

You must add vendors to create purchase orders.

➤ Go to: Acquisitions → Vendors → New Vendor

1. Enter:

   • Vendor name (e.g., "ABC Books Ltd")

   • Contact info, addresses, account number.

2. Click "Save".

🔹 Step 3: Create a Basket (Purchase Order)

Baskets are containers for orders under a vendor.

➤ Go to: Acquisitions → Vendor Name → New Basket

1. Add a basket name (e.g., June Order).

2. Add a billing/shipping place.

3. Assign a contract (optional).

4. Click "Save".

🔹 Step 4: Add Items to the Basket

You can order from existing catalog records or create new ones.

➤ Inside the basket:

1. Click "Add to basket" → From existing record or "From new (brief) record".

2. Fill in:

   • Title, Author, ISBN.

   • Quantity ordered, budget code, price, GST (if applicable).

3. Click "Save".

4. Repeat for multiple titles if needed.

🔹 Step 5: Close the Basket

Once your order is complete:

1. Click "Close this basket".

2. Optionally, print the order (PDF) or email to the vendor.

🔹 Step 6: Receive Ordered Items

When the items arrive:

➤ Go to: Acquisitions → Vendor → Basket → Receive shipment

1. Enter invoice number, shipment date.

2. Click "Receive" next to each title.

3. Add barcode, item location, call number, etc.

4. Click "Save".

🔹 Step 7: Invoice and Finalize

After receiving:

1. Go to the invoice attached to the basket.

2. Confirm unit prices, shipping charges, and GST.

3. Save the invoice to complete the order cycle.

📝 Optional Features:

• EDIFACT support for vendor communication.

• Late order tracking and cancellation.

• Reports: Order status, budget usage, invoice summaries.

✅ Summary Workflow

1. Create Budget → 2. Add Vendor → 3. Open Basket
   → 4. Add Titles to Basket → 5. Close Basket
   → 6. Receive Items → 7. Add Invoice