Acquisitions is the process of acquiring or purchasing new books and other non-book items for your library. Library Managed acquisitions follow a workflow process largely managed and controlled by the library team through Infiniti.


Overview of Order Workflow Status


- orders follow a workflow from the time they are created until the time they are completed or abandoned. Once completed, the information captured and recorded along the workflow for each order is stored for future reference; unless the order is deleted or the catalogue records are purged.  Note: Library Managed orders may not follow all workflow processes.



Common Library Managed workflow statuses explained:

  1. Open - newly created order is the step where items are collated for ordering; some information recorded in this step can be altered later, some cannot. Orders can be re-opened provided no items have been received from the supplier; a new order should be collated at that stage.
  2. Placed - an Open order has been placed either directly or indirectly.
  3. Receiving - a Placed order awaiting fulfilment or delivery.
  4. Received - a Receiving order has been received/delivered.
  5. Completed - a Received order has been finalised.
  6. Cancelled - a Placed order has been cancelled.


Setup


If you intend to align expenditure with budgets then prior to creating orders you should:

  1. Check your cost centres have been created.
  2. Check your budgets have been created and assigned for the current budget period.
  3. Ensure your suppliers are recorded.


Go to: Acquisitions


Active orders will display. You can filter active orders by:

  • Supplier
  • Coordinator
  • Status


Click the Order Number or Edit button to open an existing order. 


Current Order Workflow Status


The order progress is displayed in the top right corner of each order and automatically updates as you make changes:

  1. $amount, e.g., $99.99 - the actual invoiced value of all line items on the order which have a Cost recorded. Note: If a cost on a line item is edited it must be saved before it will be included in the calculation.
  2. $amount*, e.g., $99.99* - the estimated value of all line items on the order which do have a Cost recorded. Note: If a cost on a line item is edited it must be saved before it will be included in the calculation.
  3. Order status - refer to workflow status above.


Create A New Library Managed Order

  1. - click to create a new order:
    Note: Immediately a new order is created a blank template is displayed and active:
    1. Order Number - in the case of a Library Managed order, Infiniti will automatically assign an order number. This order number will begin with an “INF” prefix in case both Infiniti and School Procurement Managed orders are used.
    2. Order Type - Library Managed - an order managed mostly through Infiniti.
    3. Default Budget - choose a default budget that resources acquired on this order are aligned to. Resources of an order can also be assigned other, differing, budgets when received by the library. Budgets are optional.
    4. Supplier - choose the supplier. Note: Only Enabled suppliers will be listed.
    5. Supplier Reference - record reference if supplied.
    6. Coordinator - choose the coordinator. Note: Coordinator can be added later. A coordinator helps other librarians know who to ask about an order or any parcels that may arrive for that order.
  2. .
  3. The new order will display in a separate tab.


Review Active Library Managed Orders


Go to: Acquisitions

  1. - 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, Place, Receiving, or Received, or Retrospective.
  2. or {order number} - open order to review or edit.
  3. Supplier - the supplier of this order.
  4. Read Advice for order.
  5. Delivery Address - record the delivery address for this order if it is different from the delivery address on the email template. Note: This option will only be available if multiple campuses are defined and can only be accessed after pressing More...
    1. Click More...
    2. Coordinator - person responsible for order. Note: This is optional.
    3. Delivery Address - edit as required.
    4. .


For each active Library Managed order you can:

  1. Add new Line Items or edit or remove existing line items.
  2. Record or review Invoice details. Note: Invoice details must be recorded for expenditure details to be included in budgets.
  3. Review Received items.
  4. Add Notes:
    1. Record general notes about an order.
    2. Block and order from completion.


Place Orders


When you have an order that is ready to send, locate the order:

  1. - check to email this order.
  2. - check if product codes are available and need to be recorded for line items. A product code is supplier-specific (non-ISBN) code used by the supplier to identify the product amongst their stock, e.g., Scholastic book club number.
  3. - to activate the order, optionally email it, and await delivery or items. :
    1. Order will be moved into theworkflow phase, and
    2. Order will be marked as . Note Advice for a placed order.
  4. If tracking purchases on a budget, the value of the order will be added onto the PLACED column of the budget.
  5. - open aorder to review or edit. Order will show as,displays last email date. Note Advice for an open order. Note: If applicable, details of the email order sent date will be displayed. A librarian may opt to not send the email again if the revisions in the re-opened order were discussed with the supplier through other means (phone call, email chain, etc) and a new email is not required. A Note can be recorded.
  6. Supplier Reference - record supplier’s reference for this order if provided, available, and required. Whether this is the same as a delivery tracking number may differ by supplier and by library practices.


Edit An Existing Library Managed Order


Open Library Managed orders can be edited prior to entering theworkflow status by adding Line Items or editing or removing existing line items.


Cancel Orders


Orders can be cancelled until an invoice has been added to an order or the first item is received, at which point an order is already partially fulfilled and should only progress towards Completed (partial or full):

  1. - click to cancel an order. Order will show as.
  2. - delete all record of the order. Note: This will delete all components of the order.


Complete Order


Once an order has received any item, the order will eventually progress to  - with how many items the supplier opted to send (which may or may not be all items initially requested). This moves the order out of the Active area into the Historical area for future purposes..

  1. - display all active orders in order number order.
  2.  - open received orders.
  3. - complete order.
  4. - received all items on the order.
  5. - remove unreceived items.This is an optional action if the librarian would prefer the complete order to only reflect what the supplier sent rather than what the library asked for.
  6. - revise and update cost details if required. Note: This updates copies already catalogued.
  7. - complete order. Note: Order will now leave the workflow and become an historical order and audit trail will be maintained.
  8. - delete order. Note Advice for a order. Note: Order will be deleted, all associated details will not be deleted and the historical order and audit trail will be lost.