Softlink Training – Acquisitions and Budgeting in Oliver

Barbara Philip

4 August 2008

OLIVER VERSION 3 5 2 4

barb_philip@yahoo.com.au

Disclaimer: I have written these notes to reflect what I learnt during a training session at Softlink. They are my recollections and may be quite specific to the library that I am currently working in. I will happily correct any mistakes that are pointed out to me and apologise in advance if the procedures noted here don’t work in your personal situation. These are simply guidelines for my library that I am willing to share, but take no responsibility for how others use them.

Contents

• Setting up budgets

• Ordering in Acquisitions

• Arriving Orders

• Ordering from the Catalogue

• Retrospective Ordering• On Approvals – and replacing weeded resources

• Additional Information Learnt at Training

PART ONE

Setting up the funds and cost centres annually.

Remember the code cannot be changed so carefully

think through any codes that you add

For additional reading please refer to Softlink Support material available from Online Helpdesk

http://helpdesk.softlink.net.au/helpdesk/downloads/Oliver/SettingBudgetforNextYear.pdf

http://helpdesk.softlink.net.au/helpdesk/downloads/Oliver/Oliver35ReferenceManual.pdf

At the beginning of each financial year it is necessary to reset the budget for each area. This should be the responsibility of the Teacher-Librarian. Orders from the previous year should be scrutinized to see if they are to be cancelled or carried forward

Go to Acquisitions – Budgets (figure 1)

on the top right hand corner of the screen choose select year (figure 2)

and update the financial year that you wish to input the budget details in to.

Figure 1

Figure 2

Go to Set Budgets (figure 2)

Check that you are working within the correct financial year and highlight the Cost Centre and Fund that you wish to allocate funds to. In the box on the right-hand side add a $ value for this area.

Click Save and continue updating other Cost Centre and Fund combinations the same way. When all areas are completed click Finish

$ values can be altered at anytime if changes to allocated amounts occur or to reconcile figures

Cost Centre totals should now reflect the total budget allocation for the period

PART TWO

The ordering process.

This is likely to be completed by either the TL or the

Library Officer.

For additional reading please refer to Softlink Support material available from Online Helpdesk

http://helpdesk.softlink.net.au/helpdesk/downloads/Oliver/Oliver35ReferenceManual.pdf

Ordering in Acquisitions Placing an order directly in acquisitions with no catalogue link means that

it is not visible in the OPAC to users unless they have the appropriate security

level set (OpacOrderSearch). This will be available after housekeeping has

been run.

Go to Acquisitions – Orders

On the top right hand corner choose Orders – New

Complete as much of the order form as you wish to make the resource identifiable (See figure 3)

Click on Add to finalise the order.

(See figure 4) A tag is automatically generated that says notprinted. This is very important and will be referred to later

Figure 3

Match existing title will allow you to see if you have this item in the catalogue and use the details if you wish to order the same resource

Search buttons will allow you to choose from the Authority Files

Match ISBN or ISSN will allow you to locate the exact resource in the catalogue

Message should appear on the printed order to enable you to pass on information to supplier e.g. hardcover only. 2nd edition only

Notes are for library use

Quoted price is the amount that will be committed in the budget. If entering a foreign amount a pop-up will appear to allow you to alter the exchange rate (Figure 5)

Cost centre can be shared

Client allows the library to bereminded of, or to search for, whoever requested the book

Required will allow you to enter a date to flag the order as a late order if desired

Figure 5

Figure 4

After entering all the items for a single supplier you can search the orders database for this order. (see figure 6)

Remember that prior to housekeeping these will only appear in a new records search

Figure 6

When the orders have been entered and you have a search result that is correct go to Suppliers, then choose – Search from the options on the right-hand side of the screen.

Search or choose the supplier that you are placing the order with. (in this case I will choose Supplier 4)

Current orders means the total number of resource entries for the order i.e. if you order multiple copies they are counted as 1 order.

Choose the number next to the supplier (4) and the following options will appear

From here you can choose to Print the order or go to Current Orders to make any changes prior to printing.

Choose Print and the following options will appear

Choose the appropriate format for printing. The order will be exported to word where it can be edited, saved, emailed as an attachment etc.

When you return to the result you will be given this option (see figure 7)

Choose OK and the tag notprinted will be removed from the resources ordered.

You will not be able to reprint orders that have had the tag notprinted removed

Choose Cancel and the orders remain unchanged

When the order has been printed the order record will display the note Order sent by letter on 12/08/2008

Figure 7

Arriving orders1. Go to Acquisitions – Suppliers

2. On the top right hand corner choose Search. Select the supplier whose order you wish to receive.

3. Click on the hyperlinked number on the left hand side and follow the links to Current Orders

4. Select the resource that you wish to receive by clicking on the hyperlinked number on the left hand side

5. Select Arrive and enter the number of copies to receive.

The message in figure 8 warns you that although the book has arrived and will be moved into Order History and marked as spent in the budget, you have still not created a catalogue record for this resource.

Figure 8

Enter the Invoice no

and the Invoice date

Date cert is the date that you want this item allocated to the budget. This may be quite important at the beginning and end of the year.

Enter the Actual cost as printed on the invoice. This will become the spent amount in the budget

Another way to arrive a book:

Return to step 5 on the previous slide and choose Interim and add the record to the Library.

This will place a bibliographic record for this resource on the catalogue and subsequently, in the OPAC. The Classification field will have the message On order

Save this record and you will be returned to the screen where you can arrive the book as you did in the previous slide

Catalogue view of the resource (above) received, showing tag for Interim record alerting you to the need to complete the record.

This resource is now moved from the committed column to the spent column in the budget

The bibliographic record can be edited to be more accurate and copies can now be added.

Notes on copies:

At this point the location can be changed to reflect the intended location.

The status can be changed to Processing if required

Price : reflects the Actual Cost from the acquisitions database

Cost : can be altered to reflect the amount that will appear in any charges made to clients

Altering these fields will not alter the budget data

Ordering from the Catalogue Placing an order via the catalogue will make the resource visible in the

OPAC

1. Go to Cataloguing – Resources

2. On the top right hand corner choose New or Z-Cataloguing (this will be a matter of personal preference)

3. When you have a satisfactory record (either imported or created) click Order copy (Check to see if there is a record in our own catalogue first and use it if there is)

At this point you can edit the Classification field in the record to display on order. This will be shown in the OPAC and may be useful to users. See figure 9.

4. Complete as much of the order form as you wish to make the resource identifiable (See figure 3)

5. Return to catalogue and repeat with all the books that you wish to order

6. After entering the last resource click on the suppliers name to find the screen where the orders can be generated from. Return to slide 10 to re-visit this stage of the process.

Remember to check the order prior to printing as all resources tagged notprinted will be printed. If there are resources that you do not want on that order, you may need to temporarily remove the tag

Figure 9

Retrospective Ordering1. Go to Cataloguing – Resources

2. On the top right hand corner choose New or Z-Cataloguing (this will be a matter of personal preference)

3. When you have a satisfactory record (either imported or created) click Order copy (Check to see if there is a record in our own catalogue first and use it if there is)

4. Edit the record to reflect local preferences (cover image, remove or add tags)

5. Choose Add Retrospective Order

6. Add Supplier code, Copies and Actual cost (because you will have the invoice to verify this)

7. Allocate Cost Centre as advised by budget holderOrdered: Will reflect today’s date, but can be altered if requiredReceived: Will reflect today’s date.

Invoice date: As written on the invoice

Date cert: The date that you require the funds to be taken from the budget.

8. Select Add. The financial data is now updated in the budget

9. Select 2Catalogue to add copies (see slide 16)

On Approvals(and replacement books)

If suppliers leave books on approval or you are provided with inspection copies, this is the area that you would use to keep track of them, however, in our library I can see that it would be a useful place for library staff to enter books that they feel may need to be re-ordered or books that have been requested by patrons. The TL can then action the order when they wish. By keeping this data in On approvals they will not accidentally be requested with other orders.

1. Go to Acquisitions – On Approvals2. On the top right hand corner choose New3. Complete as much of the order form as you wish to make the resource identifiable. If replacing a book use the Match existing title button to search for the resource (see below). Choosing the title from here will fill in most of the record for you.

4. If you can identify a former supplier add a supplier code

5. In the note field add any information that you would like to pass on to the TL

6. Copies: How many do you think we need?

7. Quoted price: If you know the price of the book please fill in this area. The first box is for foreign currency (note the format), the second for local currency. Fill in one of the boxes if you can.

8. If the book is a replacement complete this field as per the inset below, otherwise complete according to who is requesting the item. This area can be left blank if you are unsure.

Nothing in On approvals is reflected in the budget at this stage

9. Click on Add

10. Go to the Tags field and add your user name as a tag. This may help with searching at a later date

Using on approvals to purchase or reject resources.

On approvals can be searched in a similar way to the catalogue.

Locate the item(s) you wish to process by supplier, title, author.

Alternatively, go to Acquisitions – On approvals – System – Tag manager to locate resources tagged by a certain staff member.

Choose the number next to the resource and the following options will appear

The Update option allows the user to modify the record and add detail that may be missing (supplier, price, budget allocations)

Print will not print an order, just a record of On approvals.

Commit will move the item from On approvals into the Orders area. It is now registering in the budget as a commitment. This order can be dealt with in the usual way (see slide 11)

Additional information learnt at training

Global change is a useful and powerful function. When you have a set of resources that you wish to globally change simply type gl and you will be taken to the screen that will allow you to work with the selected data.

Similarly, typing email in a screen will open up an email box

Merging & comparing records can be very useful, especially when updating interim records.

• Search for the records that you would like to look at

• From the top right hand corner choose Resources – Merge

• Select the numbers of the records that you wish to compare and click compare

• Two records will be displayed side by side. Scroll to the bottom of the page and choose which will be your primary record and click on merge

• You will have the opportunity to change fields before completing the merge