Difference between revisions of "Koha-Library-Software/C2/Place-Order-For-a-Book/English"

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* '''Budgeted cost '''as 800.00
 
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Latest revision as of 15:59, 9 December 2024

Title of the Script: Place Order For a Book

Author: Vaibhavi Satardekar and Maya Hans

Keywords: Koha, Koha Library Setup, Koha 24.05,Add a New Vendor In Koha, Create a Basket in Koha, Add Orders to the Basket in Koha, Close the Basket in Koha, Receive Shipments in Koha, Video tutorial.

Visual Cue Narration
Slide Number 1

Title Slide

Welcome to the Spoken Tutorial on Place Order For a Book in Koha.
Slide Number 2

Learning Objectives We will learn how to:

  • Place Order For a Book
  • Close a Basket (Order)
  • Receive a shipment
In this tutorial, we will learn how to:
  • Place Order For a Book
  • Close a Basket (Order) and
  • Receive a shipment
Slide Number 3

System Requirement To record this tutorial, I am using

  • Ubuntu Linux OS v22.04
  • Koha v24.05
  • Firefox v131.0.3
  • A working internet connectivity.
To record this tutorial, I am using
  • Ubuntu Linux OS version 22.04
  • Koha version 24.05
  • Firefox version 131.0.3

A working internet connectivity.

Slide Number 4

Pre-requisites https://spoken-tutorial.org/

To follow this tutorial, you should have
  • Koha installed on your system and
  • Admin access in Koha.

If not, refer to the Koha Installation tutorial on this site. Also, you should have knowledge of Library Science.

Show Koha login interface Let us switch to the Koha interface.
Username as Bella and Password as Library@1.

Click on Log in

To place an order for a book, we have to login as superlibrarian.

So, I will type the username as Bella and the password as Library@1. For the library field, from the drop down select Spoken Tutorial Library. Now click on the Login button. If you had given a different username and password, then type that.

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 Click on Koha administration module
Koha administration page Koha administration page opens.
Click on System preferences Now, click on System preferences.
System preferences Accounting Preferences page System preferences Accounting preferences page opens.
Left menu >>click on Acquisitions On this page from the left side menu click on Acquisitions.
System preferences Acquisitions preferences page

Preference for AcqCreateItem>> from the drop-down change placing an order to receiving an order.

System preferences Acquisitions preferences page opens.

On this page, under the Policy section, go to AcqCreateItem, from the drop-down change placing an order to receiving an order.

Go to the top of the page.

Click on Save all Acquisitions preferences

Next, click on Save all Acquisitions preferences at the top of the page.
Textbox with message

Saved preference AcqCreateItem

A text in black box says Saved preference AcqCreateItem.
Narration only Let’s move ahead.
Click on Home icon>> Go to the top left corner of the page and click on the Home icon.
Koha homepage This will bring us to the Koha homepage.
Click on Acquisitions module Click on the Acquisitions module.
Acquisitions page Acquisitions page opens.
click on +New vendor Here, click on the New vendor button on top of the page.
Add Vendor page.

(Company) details as Powai Book Agency

A new page Add vendor opens.

Under the section Company details Name field, type Powai Book Agency. Please Note: We can add multiple vendors, likewise.

Pause and show the filled in Contact details

Contact name: Raju Mahajan Alternative phone: +91 xxx xxx xxxx Email: contact@spokentutorial.org

Now scroll down and fill in the details like Contact details.

I have filled out a few details here. You may do so likewise.

Check the checkboxes under Acquisitions options for-
  • Primary acquisitions contact
  • Contact about late orders

Also, check the checkboxes under Serials options for-

  • Primary serials contact
  • Contact about late issues
Remember to check the checkboxes under Acquisitions options for-
  • Primary acquisitions contact
  • Contact about late orders

Also, check the checkboxes under Serials options for-

  • Primary serials contact
  • Contact about late issues

This will enable us to send emails related to these options to the vendor.

Narration only If we don't have information for a particular field, then we can leave it blank.
Cursor on Ordering information
  • For List Prices are>>RUPEE
  • For Invoice prices are >>RUPEE
Now scroll down to the Ordering information section.

For List prices are field , 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 top of the page.
New page title Powai Book Agency A new page with the title Powai Book Agency opens.
Click on +New>>Basket Now, above the name of the vendor, click on New, from the dropdown and select Basket.
Cursor on Add a basket to Powai Book Agency

Fill in the details like- Basket name: IITB/ST/Books/2023-11

On the new page, Add a basket to Powai Book Agency, fill in the details.

For the Basket name, I will add IITB/ST/Books/2023-11

Cursor on

Billing place Delivery place Vendor

Some details are filled by default by Koha.
Cursor on drop down. To make change in the details of -
  • Billing place
  • Delivery place
  • Vendor

select the required option from the drop-down.

Cursor on Internal note and/or Vendor note Add an Internal note 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 15 Dec 2024 For Vendor note, I will type To be delivered on 15 Dec 2024.
Cursor on Orders are standing: >> blank Depending upon the requirement, check or uncheck Orders are standing.

I will keep it unchecked.

Cursor on Create items when Leave the Create items when field as it is.
Click on Save After filling in all the details, click on Save at the bottom of the page.
A new page Basket IITB/ST/Books/2023-11 (1) for Powai Book Agency

Click on +Add to basket

A new page Basket IITB/ST/Books/2023-11 (1) for Powai Book Agency opens.

Click on the Add to basket on top of the page.

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 window pops up to Add order to basket IITB/ST/Books/2023-11.

We can select a book to be ordered from the options available here.

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.
Highlight the Basket details section Note that the Basket details are already filled.
Cursor on Title:

Type Industrial Microbiology

Let me go to the Catalog details section.

In the Title field we have to enter the name of the book which has to be ordered. I will type Industrial Microbiology.

In the section Accounting details Next scroll down to Accounting details.
For Quantity enter 5

For Fund, select Books fund

Under Accounting details for Quantity enter 5.

For Fund from the dropdown select 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 1000.00

Cursor on Uncertain price: Next is, Uncertain price, check 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-
  • Retail price as 1000.00
  • Replacement cost as 1000.00
  • Budgeted cost as 800.00
  • Total as 4000.00 and
  • Actual cost as 0.00
Cursor on Replacement cost and Actual cost 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/2023-11 (1) for Powai Book Agency A page opens with the Basket details -

Basket IITB/ST/Books/2023-11 (1) for Powai Book Agency

Highlight the tabs
  • +Add to basket
  • Edit basket
  • Delete basket
  • Close basket
  • Export basket as CSV
  • Email order
It also shows various tabs.
Only narration We will now learn how to close a basket.
Click on Close basket So, click on the tab Close basket above Basket details.

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 the basket IITB/ST/Books/2023-11? A confirmation dialog box opens.

Are you sure you want to close basket IITB/ST/Books/2023-11? With an option to Attach this basket to a new basket group with the same name.

Click on Yes, close (Y) I will keep the option unchecked and click on the button Yes, close.
Cursor on Powai Book Agency A new page with the name of the vendor Powai Book Agency appears.
Only narration Moving ahead, we will learn how to Receive shipments.
Click on the Receive shipment tab On the same page, click on the tab Receive shipment above Powai Book Agency.
Cursor on Receive shipment from vendor Powai Book Agency A new page Receive shipment from vendor Powai Book Agency opens.
Receive a new shipment-
  • Fill in the Vendor invoice as IITB/ST/Books/2023-11
  • Shipment date as 11/29/2024
  • Click on the Shipment date
Under the section Receive a new shipment, fill in the Vendor invoice as IITB/ST/Books/2023-11

Koha will auto-select Shipment date . Note that the 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 Next button Click on the Next button located at the bottom of the page.
Cursor on

Receive orders from Powai Book Agency

Another page, Receive orders from Powai Book Agency opens.
Scroll down and click Finish receiving Scroll down and click Finish receiving at the bottom of the page.
Cursor on Invoice: Invoice: IITB/ST/Books/2023-11 Another page opens with the heading Invoice: IITB/ST/Books/2023-11

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

And Billing Date as 08/30/2024 I will select Billing Date as
Cursor on Shipping cost I will keep Shipping cost as blank.
Click on Close >> click on Save Check the Close field, and then click on the Save button.
Cursor on Invoice has been modified A text highlighted in blue on top of the page confirms Invoice has been modified.
Click on Go to receipt page Now scroll down and click on the Go to receipt page link.
Cursor on Receipt summary for Powai Book Agency [ IITB/ST/Books/2023-11 ] Now you will be able to see Receipt summary for Powai Book Agency IITB/ST/Books/2023-11

This page displays the details we entered in this tutorial.

Narration only With this, we come to the end of this tutorial.
Narration Only

Go to the top left corner and click on Home icon

To continue with the next tutorial.

Go to the top left corner of the page, click on the Home icon and stay Logged in.

Go to the top right corner, click on Vaibhavi Spoken Tutorial Library.

Then from the drop-down, select Log out.

To logout from the current session.

Go to the top right corner of the page, click on Vaibhavi Spoken Tutorial Library from the dropdown, select Log out.

Slide Number 5

Summary In this tutorial, we learned to

  • Place an order for a Book
  • Close a Basket (Order)
  • Receive a shipment
Let’s quickly recap.

Today we learned how to:

  • Place an order for a Book
  • Close a Basket (Order)
  • Receive a shipment
Slide Number 6

Assignment

  • Prepare a Budget as- ‘Books’
  • Under this, create Funds as ‘Civil Engineering’
  • Order a book through existing vendor ‘Powai Book Agency’
As an assignment
  • Prepare a Budget as- Books
  • Under this, create Funds as Civil Engineering
  • Order a book through existing vendor ‘Powai Book Agency
Slide Number 7

About Spoken Tutorial project

tutorial.org/What_is_a_Spoken_Tutorial]

  • It summarizes 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 Number 8

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/

http://contact@spoken-tutorial.org]]

The Spoken Tutorial Project Team conducts workshops and gives certificates.

For more details, please write to us.

Slide Number 9

Forum for specific questions

We will be happy to answer your specific questions regarding this tutorial. Post your questions in the forum and our team will get back to you.

Slide Number 10

Acknowledgment The Spoken Tutorial project was established at IIT Bombay by the Ministry of Education Govt of India. Thank you

Thank you for joining.

Contributors and Content Editors

Madhulika

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