The full cataloguing record is stored in three pieces: Biblio, Group, and Item records. BiblioItem contains the information relating to one specific copy: barcode, purchasing information, branch attachment, lending record. A Group record can contain one or several records. It specifies the item type (and associated borrowing parameters), classification, ISBN, and imprint data. You might have eg 2 copies of a title, one of which is to be Reference only, and the other a borrowing copy. You would make 2 group records, one for each copy. But if you later added another borrowing copy, you would add it to the group containing the first borrowing copy, since all the data in the Group field is true of both copies.

Koha has two acquisitions processes. The full acquisitions is a sophisticated system for keeping track of spending on books and other materials in multiple budgets. The simple version is a much quicker method of adding data if budget tracking is not required.

http://intradev.katipo.co.nz/cgi-bin/koha/acqui.simple/addbooks.pl is the simple version. Start by typing any distinctive keyword from the title into the Keyword field, or the ISBN into the ISBN field.

If you find a biblio record that fits, clicking on it takes you to the Section Two screen (see below) where you can add the item info. If the catalogue check for a matching record fails, you can add a new biblio by downloading a MARC record, if this has been set up for you (more in Koha v1,4), but meanwhile you can add items manually by clicking on Add New Biblio.

The first screen when adding a biblio is Section One, Copyright Information. The only mandatory field is the title. Section Two covers Group Information and Item information. On the http://intradev.katipo.co.nz/cgi-bin/koha/acqui.simple/additem.pl?biblionumber=

The full Acquisitions programme is designed so that items cannot be added to the data base without an explanation of where they have come from. If you want to add a lot of items without going through this process, or if you don't have to worry about keeping track of a budget, use the simplified Acquisitions process.

Setup

1. Suppliers: build a list of your regular suppliers on http://test.library.org.nz/acquisitions/ by typing in the Start, receive, modify any order. Click on Add New Supplier and fill in the fields in the left column.

The right hand column of Ordering Information works like this: List prices and Invoice prices: you have the option of selecting the currency in which the price is quoted. If it is to be imported, Koha will do the calculation for the cost in your own currency by using the currency conversion table on http://test.library.org.nz/acquisitions/. It does this separately for the List price for the amount that is committed at the time of ordering, and then corrects the amount if it is different at the time the invoice is paid, due to currency fluctuations. (GST is a local tax in New Zealand, similar to VAT in Britain. It is paid to the supplier as a separate item, but it can be reclaimed as an expense, so that book prices are effectively nett, not including GST. This field could be used for a local Sales Tax in other countries if it is reclaimed. Ask your administrator to set the right percentage). If you don't pay any local taxes, and don't want to use this field for anything else, set all your suppliers to No. The next three fields allow for a variety of invoice formats. Some invoices list items by the full retail price, then deduct discount and add tax to the subtotals at the bottom of the invoice. Others deduct discount line by line and don't charge tax. Koha can accommodate all these variations in calculating the exact amount any one item costs. Manual Calculations only is used for sundry purchases for which it's not worthwhile setting up a separate supplier profile. Save changes when you're done. You can update a supplier profile at any future date by clicking on the supplier link on http://test.library.org.nz/cgi-bin/koha/acqui/order.pl.

1. Bookfunds: Your installer will help you set up Bookfunds and the currencies you might be importing in. Get the exchange rates from your bank, enter them, and you're ready to go.

Placing an Order Enter a keyword for the supplier. Click the Order button on http://test.library.org.nz/cgi-bin/koha/acqui/order.pl. Do the biblio search. If it's a new title, click on Add New Biblio and reach http://test.library.org.nz/cgi-bin/koha/acqui/newbiblio.pl?id=9&basket=4730&sub=no. (If you're adding an extra copy to an existing biblio, you'll reach this screen with some fields already filled) Fill in the catalogue information on the left, except for the barcode. On the right column, enter the number of copies, bookfund and supplier's list price. Tab down through the next 5 fields and Koha will enter the Replacement cost (usually the same as the List Price, but you can change it later if you need to), the budgeted cost, which is the list price less the discount expected, the GST (tax) if any, and the budgeted total. Then click on Add order.

The budget is updated. The budgeted amount is added to the committed total, and the same amount is deducted from the available total.

To add another title to the same order, start with a new Keyword search on http://test.library.org.nz/cgi-bin/koha/acqui/newbasket.pl?id=(supplier number). Use the same basket for all the books ordered at the same time. If you can't get them all entered in one session, you can reopen the basket and add more titles the next day. Receiving an Order Start at http://test.library.org.nz/acquisitions/ with a supplier search. Click on Receive. Koha will ask for the Invoice number, the amount of GST on the Invoice, any freight charged and the number of items included on this invoice. When you have entered this data, Koha takes you to a Receipt Summary screen. Identify the item you have received by ISBN or by title keyword, and return to the order screen you filled partially when placing the order.

Catalogue Detail: Fill in any new details in the Catalogue Detail column, and assign the item a barcode. Creating a branch called Processing, and receiving orders into it is a help in tracking down new arrivals. Accounting Details: Fill in Quantity received, the actual cost and the Invoice number.

Carry on with the next item.

When you have finished receiving all the items on this invoice, Koha will have divided the Postage and Packing cost between the all the items received; totaled the GST and it will have calculated the correct net price for each item. Each item will have this price added to its Acquisition record as the Actual Price. This record is retrievable in future by clicking on the Accession link on the item detail page in Catalogue Inquiry. Koha will have updated the budget, moving the money from committed to Spent

Donations Donations can be handled in the full Acquisitions programme by creating a virtual supplier called Donations. Koha will require you to enter all prices manually, and will show a warning each time that this is necessary.

Sundry Suppliers Occasional suppliers from whom you expect to make only one purchase can be treated by shortcut. Choose the manual calculations option, and enter the name and address of the supplier in the notes field on the item record.

What else? Starting up/shutting down