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 Infiniti is not contacting the suppliers but the library wants to track within Infiniti the procurement in detail as it progresses.


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 create 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 the order. 


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 nay 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.


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.
  2. $amount*, e.g., $99.99* - the estimated value of all line items on the order which do not have a Cost recorded.
  3. Order status - refer to workflow status above.


Create A New Procurement System Order

  1. - click to create a new order:
    1. Order Type - record the Procurement System Order Number from the procurement system.
    2. Order Created - date order is created.
    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. (Infiniti uses “INF-” for order tracking)
    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.
    6. Coordinator - choose the coordinator. Note: Coordinator can be added later.
  2. .
  3. The new order will display in a separate tab.


Review Active Procurement System Orders


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. Read Advice for order.
  3. Delivery Address - record the delivery address for this order if it is different from the delivery address on the email template. Note: This option can only be accessed after pressing More...
    1. Click More... 
    2. Change Delivery Address
    3. .
  4. - check if product codes are available and need to be recorded for line item.


For each active School procurement order you can:

  1. Add 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.


Acknowledge Order Placed


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

  1. - confirmation order has been placed.


Receive Goods


After goods are delivered they have to be moved into the receiving workflow phase:

  1. - to start the receiving workflow process.
  2. :
    1. - record invoice details if supplied and required. Note: Invoices must also be added to make sure that Budgets are debited. If absent the Budget will not be updated. Invoice details must be recorded prior to cataloguing each new delivery to ensure the invoice details will be available for each copy. See Steps 5 and 6 below.
    2. Invoice Number - record invoice number.
    3. Invoice Date - record date on invoice.
    4. Supplier - record supplier.
    5. Delivery Cost - record delivery cost if applicable. Note: Record Delivery Cost for reference only. This amount will not be debited from the budget.
    6. Tax - record tax if applicable. Note: Record Tax for reference only. This amount will not be debited from the budget.
    7. Total Cost - record total cost.
    8. Notes - record any notes if required.
    9. .
  3. Read Advice for aorder.
  4. Adjust individual line item cost details if required. When goods are received, their “cost” value will be assigned from the line cost value, although this can be revised for any item later. Note: 
    If costs change for individual line items, the new cost must be amended before receiving, to ensure the Budget will be updated.
  5. - recalculate costs as required.
  6. Record unique identifying details for each item received:
    1. - click this button if received item was pre-catalogued, i.e., item details were recorded against the bibliographic record and set to On Order status prior to receiving the copy/item. Note: If this button is clicked and no matching pre-catalogued item can be found, use option 2.
    2. - click this button if received item is to be post-catalogued, i.e., item details have to been recorded for each item received:
      1. Adjust record invoice details if required. Note: Invoice number must have been recorded at Step 2 above.
      2. Scan or generate barcode/s for each copy received.
  7. - click to indicate all items that will be received have been received. Note: If some items on the order have not been received and this button is not clicked, the order can remain instatus as an active order awaiting fulfilment in the event further items will be received.


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. -
  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 me 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.