Acquisitions is the process of acquiring or purchasing new books and other items for your library. Retrospective acquisitions follow a workflow process largely managed by the library after an item has been purchased independently and delivered to the library.


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: Retrospective Orders do not follow all workflow processes.



Common Retrospective workflow statuses explained:

  1. Retrospective - an order that does not have an Open-Placed-Receiving workflow as the activity occurred outside Infiniti in the past. A retrospective order remains in this state until all information the librarian cares to supply has been entered; the order can then be completed to move the retrospective order out of the Active orders area.


There is no concept of quantity separate from the amount of items received for a Retrospective Order, because you are not collating or planning a future order, so unlike other orders you can receive as many items of a title as you choose to declare and that amount becomes the quantity for the Retrospective Order.


Unlike Library Managed orders which always have an auto "INF{999999}" order number or School Procurement orders that always require an external order number, Retrospective Orders can legitimately show any format depending on what information is supplied.


Concepts like 'estimate' are irrelevant for Retrospective Orders, so cost counts apply on invoiced and received values only.


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 actual invoiced value of all line items on the order, excluding delivery charges and taxes, which have a Cost recorded and intend to add to your collection and accession. Note: If a cost is edited it must be saved before it will be included in the calculation.
  2. Order status - refer to workflow status above.


Create A New Retrospective Order


Read Advice for retrospective order.

  • - click to create a new order:
    1. Order Type - Retrospective - A historical purchase that did not use a procurement system.
    2. Order Created - set a date for when the order is created.
    3. Order Date - set a date for the order, default is today's date.
    4. Budget - choose a budget to allocate expenditure for this order. Note: Budget can be added later.
    5. Supplier - choose supplier for this item.
    6. Coordinator - choose coordinator for this item.
    7. Supplier Reference - record as required.
    8. .
    9. Click More 
    10. Supplier - choose the supplier. Note: Supplier can be added later and must be registered. Only Enabled suppliers will be listed.
    11. Retroactive Acquirer - record as required. Note: The chosen acquirer must be a patron registered as a staff member.
    12. Date Placed - date of purchase.
    13. Date Created - date this order was created.
    14. .
    15. Add line items as required.


Retrospective 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 orders.
  3. Choose source to search.
  4. - sources to search for details of the title being ordered. Note: By default, My Library is the primary search source. Other sources available in the list must be recorded as possible cataloguing sources in Configure Z39.50 Sources.
  5. Scan ISBN or type a word/s of the Title.
  6. - to initiate search and attach specific details to the line item. Note: If the ISBN used is a duplicate, or the Title word/s are associated with multiple titles, you will be required to select record/s to attach and each record attached will be listed as a line item on the order.
    • - the searched source does not have this record. You must choose another source to search.
  7. Cost - record actual cost of item.
  8. - save cost.
  9. Quantity - defaults to 1 but can be increased.
  10. Supplier Reference - record supplier reference if provided, available and required.
  11. - to save details of individual copies received.


For each active Retroactive 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.


Accept Items


Once retrospective orders arrive they have to be moved into the receiving workflow phase:

  1. :
    1. - record invoice details if supplied and required. Note: Invoice details must be recorded prior to cataloguing each new delivery to ensure the invoice details will be available for each copy. See Step 5 below.
  2. Read Advice for orders.
  3. Adjust individual line item cost details if required.
  4. - recalculate costs as required.
  5. - create copy records for each item received:
    1. Adjust record invoice details if required. Note: Invoice number must have been recorded at Step 1 above.
    2. Scan or generate barcode/s for each copy received as required.


Cancel Orders


Retrospective orders cannot be cancelled.


Complete Order


Retrospective orders that have been received and catalogued must be completed.

  1. - display all active orders listed by order number.
  2.  - open retrospective order.
    1. - click to mark order as completed. Note: Any line items NOT Received will be stripped from a Retrospective order when Completed, 
    2. - click to update records as required.   
  3. - 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.