4. Placing Orders

To place an order you must first search for the vendor or bookseller you want to send the order to.

4.1. Create a basket

To create a basket you must first search for the vendor you're ordering from:

Next to the vendor name you will see a 'New Basket' button

  • When adding a basket you want to give it a name that will help you identify it later

  • Enter in the Billing Place and Delivery Place (this will default the library you're logged in at)

  • If you would like to change the vendor you're ordering from you can use the Vendor pull down menu

  • The notes fields are optional and can contain any type of information

If you have added contracts to the vendor you're ordering from, you will also have an option to choose which contract you're ordering these items under.

When finished, click 'Save'

Once your basket is created you are presented with several options for adding items to the order.

  • If you are ordering another copy of an existing item, you can simply search for the record in your system.

    • From the results, simply click 'Order' to be brought to the order form.

      • All of the details associated with the item will already be listed under 'Catalog details.'

  • If you allow patrons to make purchase suggestions (learn more in the Managing Suggestions section of this manual), then you can place orders from those suggestions. In order to keep track of suggestions that have been ordered and received you must place the order using this link.

    • From the results, click 'Order' next to the item you want to order and you will be presented with the order form including a link to the suggestion

      • From this form you can make changes to the Catalog Details if necessary.

      • When the item appears in your basket it will include a link to the suggestion.

    • Orders added to the basket in this way will notify the patron via email that their suggestion has been ordered and will update the patron's 'My purchase suggestions' page in the OPAC.

  • To order from a record that can't be found anywhere else, choose the 'From a new (empty) record.'

    • You will be presented with an empty form to fill in all of the necessary details about the item you are ordering.

  • If you want to search other libraries for an item to purchase, you can use the 'From an external source' option that will allow you to order from a MARC record found via a Z39.50 search.

    • From the results, click the Order link next to the item you want to purchase.

    • If the item you're ordering from an external source looks like it might be a duplicate, Koha will warn you and give you options on how to proceed.

      • From the warning, you can choose to order another copy on the existing bib record, create a new bib record, or cancel your order of this item.

    • In the order form that pops up, you will not be able to edit the catalog details.

  • The final option for ordering is to order from a staged record (learn more about staging records).

    • From the list of files you are presented with, choose the 'Add orders' link.

      • From the list of records, click 'Add order' next to the item that you want to add to your order.

        • From the order form, you will not be able to edit the catalog details.

      • The other option is to import all records from the staged file by scrolling below the list of records in the staged file and filling in the item information.

        • If you choose this option the Koha will look in the 020$c and grab the pricing information from that field and put that on each order line.

After bringing in the bib information, if your AcqCreateItem system preference is set to add an item when ordering you will enter the item info next. You need to fill out at least one item record and then click the 'Add' button at the bottom left of the item form.

After clicking the 'Add item' button below the item record the item will appear above the form and then you can enter your next item the same way (if ordering more than one item).

Once you have entered the info about the item, you need to enter the Accounting information.

  • Quantity is populated by the number of items you've added to the order above.

    • Important

      You cannot edit the quantity manually, you must click 'Add' below the item form to add as many items as you're ordering.

  • The list of funds is populated by the funds you have assigned in the Acquisitions Administration area.

  • The currency pull down will have the currencies you set up in the Acquisitions Administration area.

  • The vendor price is the price before any taxes or discounts are applied.

  • If the price is uncertain, check the uncertain price box.

    • A basket with at least one uncertain price can't be closed.

  • If you are charged sales tax, choose that from the gstrate field

  • Enter the percentage discount you're receiving on this order, once you enter this, hit tab and Koha will populate the rest of the cost fields below.

  • If you added Planning Values when creating the Fund, those values will appear in the two Planning Value fields.

Once an item is added to the basket you will be presented with a basket summary.

If you would like to see more details you can check the 'Show all details' checkbox

From here, you can edit or remove the items that you have added.

  • Choosing to 'Delete the order' will delete the order line but leave the record in the catalog.

  • Choosing to 'Delete order and catalog record' removes both the order line and the record in the catalog.

    • The catalog record cannot always be deleted. You might see notes explaining why.

On the summary page, you also have the option to edit the information that you entered about the basket by clicking the 'Edit basket header information' button, to delete the basket altogether by clicking the 'Delete this basket' button, or to export your basket as a CSV file by clicking the 'Export this basket as CSV' button.

Once you're sure your basket is complete, you can click 'Close this basket' button to indicate that this basket is complete and has been sent to the vendor. If you have your BasketConfirmations preference set to show a confirmation, you will be asked if you are sure about closing the basket.

When closing the basket you can choose to add the basket to a group for easy printing and retrieval. If you check the box to 'Attach this basket to a new basket group' you will be brought to the group list where you can print a PDF of the order.

Important

A basket with at least one item marked as 'uncertain price' will not be able to be closed.

Clicking the 'Uncertain Prices' button will call up a list of items with uncertain prices to quick editing. From that list, you can quickly edit the items by entering new prices and quantities.

Important

The Uncertain Prices page is independent of the basket. It is linked to the vendor so you will see all items on order with uncertain prices for that vendor.

4.2. Create a basket group

A basket group is simply a group of baskets. In some libraries, you have several staff members that create baskets, and, at the end of a period of time, someone then groups them together to send to the vendor in bulk. That said, it is possible to have one basket in a basket group if that's the workflow used in your library.

4.3. Printing baskets

When you are finished adding items to your basket, click 'Close this Basket.'

You will be asked if you want to create a purchase order at this time.

Your completed order will be listed on the Basket Grouping page for printing or further modification.

Clicking 'Print' below your order will generate a PDF for printing, which will have all of your library information followed by the items in your order.