Acquisitions is the process of acquiring or purchasing new books and other non-book items for your library. School Procurement System acquisitions follow a workflow process managed jointly by the library team and a procurement team external to the library, e.g., school procurement office. 


This type of order is used instead of a Library Managed order when an external procurement system is managing the order with the supplier and the library wants to track expenditure within Infiniti as the orders progress.

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: School Procurement 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 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 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 this calculation.
  2. $amount, e.g., $99.99 - the actual invoiced value of all line items on the order, excluding delivery charges and taxes, which have a Cost recorded and have been delivered and are being accessioned. Note: If a cost on a line item is edited it must be saved before it will be included in this calculation.
  3. Order status - refer to workflow status above.


Create A New Procurement System Order


Read Advice for open order.

  1. - click to create a new order:
    Note: Immediately a new order is created a blank template is displayedand active:
    1. Order Type - record the Procurement System Order Number from the procurement system.
    2. Order Created - defaults to today's date edit as required.
    3. Order Number - record order number as supplied by your school procurement system. If you have more than one procurement system; you may wish to use a consistent prefix to distinguish clashing order numbers. Note: To preserve integrity this number should be the genuine number from the School Procurement System. If NO order number is supplied by your School Office from your School Procurement system, you may retain the order number that is automatically assigned. This order number has its own Prefix, which defaults to "PS", but may be changed in Configure > Cataloguing > Missing Procurement Prefix. Changes to the prefix will be retrospective. 
    4. Budget - choose a budget to allocate expenditure for this order. Note: Budget can be added later.
    5. Supplier - choose the supplier. Note:  Supplier can be added later and must be registered. Only Enabled suppliers will be listed.
    6. Coordinator - choose the coordinator as required. Note: Coordinator can be added later. A coordinator helps know who to ask about an order or any items that may arrive for that order.
    7. .
    8. The new order will display in a separate tab.


Review Active Procurement System Orders


Go to: Acquisitions


Read Advice for open order.

The newly created order is now and active:

  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, Receiving, or Completed.
  2. Click More for:
    1. Coordinator - choose the coordinator as required. 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. Delivery Address - choose the campus delivery address. Note: This option will only be available if multiple campuses are defined.
    3. Supplier Reference - record reference if supplied. Note: Only visible after an order has been placed and reference is supplier by the supplier.
    4. Date Created - date this order was created.
    5.  any changes.
  3. - check if you wish to record product codes, they are available, and you need to record for non-book 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.
  4. - check to display and edit item replacement cost and remove Median Cost on the order prior to placing the order. Note: Replacement cost can also be recorded at accessioning time.


For each active School Procurement order you can:

  1. Add new Line Items or edit or remove existing line items.
  2. Record or review Invoice details.
  3. Review Received items.
  4. Add Notes:
    1. Record general notes about an order.
    2. Block and order from completion.


Edit An Existing School Procurement System Order


Open School Procurement System orders can be edited prior to acknowledging and prior to enteringworkflow status by adding Line Items or editing or removing existing line items.


Acknowledge Order Placed


After you have been advised the order has been sent by procurement, locate the order:

  1. - when advised, confirm order has been placed. Note: This button will only be activated after the official Procurement System Order Number from the procurement system has been recorded. If no official order number is available, create a suitable pseudo number.  


Edit An Existing Order


Open 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 at any time:

  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 orders have been received and catalogued they must be completed.

  1. - display all active orders in order number order.
  2.  - open complete received orders.
  3. - revise and update cost details if required. Note: This updates copies already catalogued.
  4. - complete order.
  5. - received all items on the order.
  6. - remove unreceived items as required.
  7. - complete order. Note: Order will now leave the workflow and become an historical order and audit trail will be maintained.
  8. - delete order. Read 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.