Acquisitions is the process of acquiring or purchasing new books and other items for your library. Items may be acquired via purchase orders to suppliers or they may be acquired in other ways, e.g., ad hoc purchases or donations.
Note: You can choose not to use Acquisitions and just accession or catalogue new items as the are purchased, optionally recording supplier details and associated costs as required, or you can choose to use one or more of the following acquisitions options that best matches your operational scenario to manage your acquisitions.
Acquisitions Options
Prior to creating an order for a supplier you must indicate how the order will be managed and therefore the workflow process it will follow:
- Library Managed - the library will create orders as required and email them directly to suppliers. The individual cost of each item and its replacement cost will be recorded against each item record. Payment will be independently processed in line with the school's preferred payment policy.
- School Procurement System - the library will record the order details as required and pass them on or direct them to school's procurement service for ongoing procurement and management. The individual cost of each item and its replacement cost will be recorded against each item record. Items will be accessioned upon delivery. Payment will be made in line with the school's procurement payment policy.
- Donations - the value or individual cost and replacement cost of donated items can be recorded against each item record in line with the school's preferred donations tracking policy, e.g., one or more Donations budgets. Note: There is no specific Acquisitions workflow for donations.
- Ad hoc - the value or cost of ad hoc or random purchases can be recorded in line with the school's preferred ad hoc purchases policy, e.g., assign purchase cost to an appropriate budget. Note: There is no specific Acquisitions workflow for ad hoc purchases.
Manage Orders
- displays all active orders in order number order, starting with the most recent order at the top. An active order is one which is currently in the Order Workflow as Open, Receiving, or Completed. 
- displays all historical orders in order number order, starting with the most recent order number at the top. An historical order is one which has exited the Order Workflow and has not been deleted. 
- for legacy orders. Note: This option will only be visible if you have legacy orders.
- displays all invoices in order number order, starting with the most recent order number at the top. If supplied, invoice details can be recorded if required.
- record invoice details if supplied and required. Note: Invoice details must be recorded prior to cataloguing each copy of a new delivery to ensure the invoice details will be available for each copy.- Filters - use filters as required to locate orders.