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Latest revision as of 16:39, 21 February 2019

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:

Visual Cue
Narration
Slide 1

Title

Welcome to the Spoken Tutorial on How to place an order for a book.
Slide 2

Learning Objectives

  1. Place an order for a Book
  2. Close a Basket (Order)
  3. Receive a shipment
In this tutorial we will learn to-
  1. Place an order for a Book
  2. Close a Basket (Order)
  3. 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 -
  1. Billing place
  2. Delivery place
  3. 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: >> lLeave 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:
  1. Place an order for a Book
  2. Close a Basket (Order) and
  3. Receive a shipment
Slide

For Assignment-

  1. Prepare a Budget as- ‘Books’
  2. Under this, create Funds as ‘Civil Engineering’
  3. Order a book through existing vendor ‘Powai Book Agency’
For Assignment-
  1. Prepare a Budget for ‘Books’
  2. Under this, create Funds as ‘Civil Engineering’
  3. Order a book through an existing vendor ‘Powai Book Agency’
Slide:

About Spoken Tutorial project

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
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.

Contributors and Content Editors

Bellatony911, Nancyvarkey

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