View source for Koha-Library-Management-System/C2/Place-order-for-a-book/English

Topic: '''How to place an order for a book'''

Contributor Name: Bella Tony, Spoken Tutorial Project, IIT Bombay

Reviewed by: Nancy Varkey, Spoken Tutorial Project, IIT Bombay

Keywords:

{| border=1
| <center>'''Visual Cue'''</center>
| <center>'''Narration'''</center>

|-
|Slide 1

Title 
|Welcome to the '''Spoken Tutorial '''on '''How to place an order for a book.'''

|-
|Slide 2

'''Learning Objectives'''
# Place an order for a '''Book'''
# Close a '''Basket (Order)'''
# Receive a '''shipment'''
| style="border:0.75pt solid #000001;padding:0.176cm;"| In this tutorial we will learn to-
# Place an order for a '''Book'''
# Close a '''Basket (Order)'''
# Receive a '''shipment'''

|-
|Slide 3

'''System requirement'''
|To record this tutorial, I am using
* '''Ubuntu Linux OS 16.04'''
* '''Koha version 16.05'''

|-
|Slide Number 4

'''Pre-requisite'''
|To follow this''' tutorial,''' learners should be familiar with '''Library Science.'''

|-
|Slide 4b

'''Pre-requisites'''

|To practice this tutorial, 
* You should have '''Koha''' installed on your system.
* You should also have '''Admin '''access in''' Koha.'''

If not, please refer to the '''Koha Spoken Tutorial''' series on this website.

|-
|Log into '''Koha '''as '''Bella '''
|To begin, let’s login to '''Koha '''as '''Superlibrarian Bella.'''

|-
|Narration only
|First of all we will start by enabling''' ‘receiving an order’. '''

We will be using this information later in this tutorial.

|-
|Go to '''Koha Administration>>Global System Preferences''' 
|Go to '''Koha Administration.'''

Click on '''Global System Preferences'''.

|-
|Cursor on Acquisitions preferences
|'''Acquisitions preferences''' page opens.


Under the section '''Preference,''' for '''AcqCreateItem, '''from the drop down change''' 'placing an order' '''to''' ‘receiving an order’'''

|-
|Go to the bottom of the page.

Click on '''Save all Administration preferences'''
|Next click on '''Save all Acquisitions preferences '''at the top of the page.

|-
|Narration only
|Let’s move ahead.

|-
| On''' Home '''>> go to '''Acquisitions''' >> click on '''+New vendor'''
| Go to the''' Koha Homepage, ''' go to '''Acquisitions''' and click on '''plus New vendor.'''

|-
| New page >> add '''Vendor''' ('''Company) details''' as '''Powai Book Agency '''
| A new page '''Add vendor''' opens.

Under the section '''Company details''' go to  '''Name.'''

And in the field type '''Powai Book Agency.'''

Please Note: We can add multiple vendors, likewise.

|-
|Pause and show the filled in '''Contact details'''
|Fill in the details like '''Contact details.'''

I have filled out a few details here.


You may do so likewise.

|-
| Click in the checkboxes for-

Remember to check the checkboxes for- 
* Primary acquisitions contact:
* Primary serials contact:
* Contact about late orders?
* Contact about late issues
| Remember to check the checkboxes for- 
* Primary acquisitions contact
* Primary serials contact
* Contact about late orders
* Contact about late issues

|-
| Narration only
| Clicking these checkboxes will be useful to-
* send email notifications related to these options to the vendor.

|-
| Narration only
| If you do not have an information for a particular field, then leave it blank.

|-
|Ordering information
* For List Prices are>>RUPEE
* For Invoice prices are >>RUPEE
| Under the section '''Ordering information'''.
* For '''List Prices are, Koha''' by-default selects '''RUPEE''' 
* And similarly for '''Invoice prices are, Koha''' by-default selects '''RUPEE''' 

|-
| For '''Tax number registered: '''select''' Yes'''
For''' List prices:''' select''' Include tax'''

For''' Invoice prices: '''select '''Include tax'''
| For '''Tax number registered: '''select''' Yes'''

For''' List prices:''' select''' Include tax'''

For''' Invoice prices: '''select '''Include tax'''

|-
| Leave '''Tax rate'''

Enter''' Discount '''as '''10% >> '''and''' Delivery time''' as''' 14 days'''
| I will leave '''Tax rate '''as it is.

Then I will enter''' Discount '''as '''10% '''and''' Delivery time''' as''' 14 days.'''

|-
| Cursor on Notes
| I will leave the '''Notes''' field blank.

|-
| Click on '''Save'''
| After filling in all the details, click on '''Save''' at the bottom of the page.

|-
| New page
| A new page opens up.

|-
| Click on''' +New basket'''
| Now, adjacent to the name of the vendor, click on''' plus New basket.'''

|-
| Cursor on '''Add a basket to Powai Book Agency'''

Fill in the details like-

'''Basket name: IITB/ST/Books/2017-10'''
| On the new page- '''Add a basket to Powai Book Agency''', fill in the details for '''Basket name: '''

I will add '''IITB/ST/Books/2017-10'''

|-
| Cursor on 

'''Billing place'''

'''Delivery place'''

'''Vendor'''
| Some details will be filled in by default by '''Koha.'''

|-
| Cursor on drop down.
| For any change in the default details of -
# '''Billing place'''
# '''Delivery place'''
# '''Vendor'''

select the required option from the drop-down.

|-
| Cursor on '''Internal note''' and/or '''Vendor note''' 
| Add '''Internal note''' and/or the '''Vendor note''' if any.

|-
| Type '''Internal note >> For Biology Section'''
| As''' Internal note '''I will type ‘'''For Biology Section.'''

|-
| Type''' Vendor note''' >> '''To be delivered on 22 May 2017'''
| For '''Vendor note,''' I will type '''‘To be delivered on 22 May 2017’.'''

|-
| Cursor on '''Orders are standing: >> l'''Leave the check-box as blank.
| Depending upon the requirement, click on '''Orders are standing: '''I will leave the check-box blank.

|-
| Click on '''Save'''
| After filling in all the details, click on '''Save '''at the bottom of the page.

|-
| Click on the Tab '''+Add to basket'''
| On the new page that opens, click on the tab '''plus Add to basket'''

|-
| Cursor on dialog box

Following options are displayed.
* '''From an existing record'''
* '''From a suggestion'''
* '''From a subscription'''
* '''From a new (empty) record'''
* '''From an external source'''
* '''From a staged file'''
* '''From titles with highest hold ratios'''

| A dialog box ‘'''Add order to basket’''' opens up.

Now select a book to be ordered from the following options.

|-
| Click on '''From a new (empty) record'''
| I will click on '''From a new (empty) record'''

|-
| Cursor on ‘'''New order’'''
| Another page with the heading ''''New order' '''opens.

|-
| Cursor on '''Title:'''
Type '''Industrial Microbiology'''
| Enter the title of the book which has to be ordered.

I will type '''Industrial Microbiology.'''

|-
| In the section '''Accounting details'''
| Next comes '''Accounting details'''.

|-
| For '''Quantity '''enter '''5'''

For '''Fund''', select '''Books Fund'''
| For '''Quantity, '''enter '''5.'''

For '''Fund Koha '''by-default selects '''Books Fund'''

Here remember, if multiple funds are available, then we can select as per the requirement.

|-
| '''Currency- RUPEE'''

'''Vendor price- 1000'''
| Next, fill in the details for '''Currency'''

Here, '''Koha '''by-default has selected '''RUPEE''' 

You may choose as per your requirement from the drop-down.

Enter '''Vendor price '''as''' 1000'''

|-
| Cursor on '''Uncertain price:'''
| Next is, '''Uncertain price:''' 


Select this checkbox if you are uncertain about the price.

I will leave it blank.

|-
| Select '''Tax rate >> 0.00%'''
| Next is '''Tax rate''' 

'''Koha '''by-default selects '''Tax rate '''as''' 0%'''

|-
| Select '''Discount 20%'''
| I will select '''Discount '''as''' 20%'''

|-
| Cursor on '''Replacement cost, Budgeted cost, Total, Actual cost'''
| Note that '''Koha''' will auto-calculate the-

*'''Replacement cost '''as 1000.00

*'''Budgeted cost '''as 800.00

*'''Total '''as 4000.00 and

*'''Actual cost '''as 0.00

|-
| 
| Also note that, '''Replacement cost '''and '''Actual cost '''are editable.

|-
| Cursor on '''Internal note''' and '''Vendor note'''
| Type the '''Internal note''' and '''Vendor note''' if any.

I will keep '''Statistic 1''' and '''Statistic 2 '''as blank.

|-
| Click on '''Save'''
| And then click on '''Save''' at the bottom of the page.

|-
| Cursor on 

Warning! You will exceed 10.00% of your fund.

Do you want to confirm this order?

Click on-

Yes, I confirm
| A new page with a dialog box appears.


'''Warning! You will exceed 10.00% of your fund.'''

'''Do you want to confirm this order?'''

Click on '''Yes, I confirm'''.

|-
| Cursor on '''Basket IITB/ST/Books/2017-10 (2) for Powai Book Agency'''


| A page opens with the '''Basket '''details -

'''Basket IITB/ST/Books/2017-10 (2) for Powai Book Agency'''

|-
| Highlight the tabs
* '''+Add to basket'''
* '''Edit basket'''
* '''Delete this basket'''
* '''Close this basket'''
* '''Export this basket as CSV'''
| It also shows various tabs.

|-
| Only narration
| We will now learn how to close a '''basket.'''

|-
| Click on the tab '''Close this basket'''
| On the same '''Basket details''' page, click on the tab '''Close this basket.'''


It means the '''Order '''is final and can be sent to the respective vendor.

|-
| Cursor on dialog box-- '''Are you sure you want to close basket IITB/ST/Books/2017-10??'''
| A dialog box opens- '''Are you sure you want to close Basket IITB/ST/Books/2017-10?'''

|-
| Click on '''Yes, close (Y)'''
| Click on the button '''Yes'''

|-
| Cursor on '''Powai Book Agency'''
| A new page with the name of the vendor '''Powai Book Agency''' appears.


Do not to close this page yet, as we have to learn few a more things here.

|-
| Only narration
| Moving ahead, we will learn how to '''Receive shipment.'''

|-
| Click on the tab '''Receive Shipment'''
| On the same page, click on the tab '''Receive Shipment.'''

|-
| Cursor on '''Receive shipment from vendor Powai Book Agency'''
| A new page opens - '''Receive shipment from vendor Powai Book Agency.'''

|-
| '''Receive a new shipment-'''

* Fill in the''' Vendor invoice '''as '''IITB/ST/Books/2017-10 '''
* '''Shipment date '''as''' 08/18/2018'''
* Click on the '''Shipment date '''
| Under the section '''Receive a new shipment, '''fill in the''' Vendor invoice '''as '''IITB/ST/Books/2017-10 '''

'''Koha''' will auto-select '''Shipment date '''.

Note that date of receipt is the '''Shipment Date.'''

|-
| Cursor on''' Shipment Cost '''

Cursor on '''Shipment Fund'''
| I will skip '''Shipment Cost '''and '''Shipment Fund.'''

|-
| Click on the '''Next''' button
| Click on the '''Next''' button located at the bottom of the page.

|-
| Cursor on '''Receipt summary for ''Powai Book Agency'' ''[ IITB/ST/Books/2017-10] ''on 08/05/2017'''
| Another page-

'''Receipt summary for ''Powai Book Agency opens up.

|-
| Scroll down and click '''Finish receiving'''
| Scroll down and click '''Finish receiving '''at the bottom of the page.

|-
| Cursor on '''Invoice: IITB/ST/Books/2017-10'''
| Another page opens with the heading '''Invoice: IITB/ST/Books/2017-10'''

The '''Shipment Date '''is filled by '''Koha''' as per the details entered earlier.

|-
| And''' Billing Date '''as '''23/05/2017'''
| And I will select''' Billing Date '''as '''05/23/2018'''

|-
| Cursor on '''Shipping cost'''
| I will keep''' Shipping cost '''as blank.

|-
| Click on '''Close >> '''click on '''Save'''
| Click on '''Close '''and then on '''Save '''at the bottom of the page.

|-
| Cursor on '''Invoice has been modified '''opens
| A new page, '''Invoice has been modified''' opens.

|-
| Click on '''Go to receipt page'''
| Click on '''Go to receipt page.'''

|-
| Cursor on '''Receipt summary for ''Powai Book Agency'' ''[ IITB/ST/Books/2017-10] ''on ''08/05/2017'''''
| Now you will be able to see-

'''Receipt summary for ''Powai Book Agency'' ''[ IITB/ST/Books/2017-10] ''on 08/05/2017

|-
| '''Log out''' from''' Koha'''


| You may now '''log out''' from''' Koha'''

Go to the top right corner of the '''Koha '''interface.

Click on''' Spoken Tutorial Library '''and select '''Logout''' from the drop-down.

|-
| 
| This brings us to the end of this tutorial.

|-
| Slide

Summary
| Let us summarise.

|-
| Slide

In this tutorial we learnt to:
* Place an order for a '''Book'''
* Close a '''Basket (Order)'''
* Receive a '''shipment'''

| In this tutorial, we learnt to:
# Place an order for a '''Book'''
# Close a '''Basket (Order) '''and
# Receive a '''shipment'''

|-
| Slide

'''For Assignment-'''
#Prepare a Budget as-''' ‘Books’'''
# Under this, create '''Funds''' as''' ‘Civil Engineering’'''
# Order a book through existing vendor '''‘Powai Book Agency’'''
| '''For Assignment-'''
#Prepare a '''Budget''' for''' ‘Books’'''
# Under this, create '''Funds''' as''' ‘Civil Engineering’'''
# Order a book through an existing vendor '''‘Powai Book Agency’'''

|-
| Slide:

About '''Spoken Tutorial project'''
* Watch the video available at [http://spoken-tutorial.org/What_is_a_Spoken_Tutorial http://spoken-tutorial.org/What_is_a_Spoken_Tutorial]
* It summarises the Spoken Tutorial project.
* If you do not have good bandwidth, you can download and watch it.
| The video at the following link summarizes the '''Spoken Tutorial project.'''

Please download and watch it.

|-
| Slide:

'''Spoken Tutorial''' workshops

The '''Spoken Tutorial Project''' Team
* Conducts workshops using spoken tutorials
* Gives certificates for those who pass an online test
* For more details, please write to [about:blank http://contact@spoken-tutorial.org]
|The''' Spoken Tutorial Project''' Team conducts workshops and gives certificates.

For more details, please write to us.

|-
| Slide:

Forum for specific questions
| Please post your timed queries in this forum.

|-
| Slide:

Acknowledgement

* '''Spoken Tutorial Project''' is a part of the Talk to a Teacher project
* It is supported by the '''National Mission on Education through ICT, MHRD, Government of India'''
* More information on this Mission is available at
* [http://spoken-tutorial.org/NMEICT-Intro http://spoken-tutorial.org/NMEICT-Intro]

| '''Spoken Tutorial project''' is funded by '''NMEICT, MHRD, Government of India.'''

More information on this mission is available at this link.

|-
| 
| This is Bella Tony from IIT Bombay signing off.

Thank you for joining.

|}