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ukcs_acquisitions
====== 1. ====== ===== ===== ===== Acquisitions ===== Importance
Compliance


NB: This section covers the acquisition of all material, including monographs and serials. Specific reference to serials is made where necessary. Ongoing control of serial issues (i.e. check-in, claiming, routing and binding) is covered in 6 below.



=== === === General ===

==== R1 ====
There must be provision for acquiring print and non-print material, including monographs and serials, with integrated financial management and a common supplier file


==== R2 ====
An audit trail must be maintained for all material at all stages of the acquisitions process




The system must support Electronic Data Interchange (EDI) in conformance with the EDIFACT standards, to include the following EDI transactions for both monographs and serials:


==== R3 ====
orders


==== R4 ====
claims


==== R5 ====
cancellations


==== R6 ====
acknowledgements


==== R7 ====
invoices


==== R8 ====
reports


==== R9 ====
quotes


==== R10 ====
fulfilments


==== R11 ====
It must be possible to produce acquisitions notices in print format


==== R12 ====
Format and content of acquisitions notices must be library-definable


==== R13 ====
The system must allow for input to be corrected and amended at all stages, including ‘undo’ operations


==== R14 ====
It must be possible to display on order records on the OPAC and allow/disallow reservations to be placed


==== R15 ====
It must be possible to read barcodes printed on books as an aid in acquisitions processing


==== R16 ==== === === It must be possible to read barcodes printed on serials as an aid in acquisitions processing


==== R17 ==== === === === The system must support the import of order/bibliographic data from suppliers, e.g. from showroom visits or suppliers’ websites. ===


=== === === Potential requirements file ===

==== R18 ==== === === It must be possible to hold potential order records on the system (e.g. approvals lists).



=== === === Bibliographic data ===

==== R19 ====
It must be possible to input bibliographic data for order records both by direct input and by use of imported bibliographic records at the order stage. Requirements for bibliographic data entry/import are the same as described under bibliographic database management (see 2 above).


==== R20 ====
It must be possible to input both brief and full data at the order stage


==== R21 ====
The system must allow for bibliographic and item information on order records to be used as the basis for catalogue records and vice-versa



=== === === Supplier records ===



The following fields must be included:


==== R22 ====
supplier code


==== R23 ====
name and address


==== R24 ====
telephone, fax, e-mail, web address


==== R25 ====
contact names


==== R26 ====
account number


==== R27 ====
standard discount


==== R28 ====
VAT number


==== R29 ====
EDI transmission details


==== R30 ====
chasing regime (library-defined)


==== R31 ====
servicing arrangements


==== R32 ====
delivery charges


==== R33 ====
fields for notes to staff and suppliers


==== R34 ====
It must be possible to create orders for suppliers not used on a regular basis, i.e. without having to enter full supplier details



=== === === Pre-order searching ===

==== R35 ====
The system must allow pre-order searching of both stock and order records using any library-defined index



=== === === Ordering ===



The system must:


==== R36 ====
allow session defaults to be set when creating orders, e.g. default supplier, fund, currency, location


== V1 == P
allow session defaults to be defined by location


==== R37 ====
allow order data to be carried forward for a succession of records


==== R38 ====
allow existing order records to be copied to form new order e.g. for ordering additional copies




be capable of dealing with a variety of order types, including:


==== R39 ====
firm orders


==== R40 ====
approvals


==== R41 ====
subscriptions


==== R42 ====
payment with order


==== R43 ====
It must be possible to handle multi-part or standing orders, i.e. where multiple parts for a single order need to be receipted, invoiced and catalogued separately


==== R44 ====
It must be possible to handle donations, i.e. where an order has not been created.


==== R45 ====
It must be possible to handle exchanges, i.e. where an order has not been created.




The order record must include the following elements in addition to the bibliographic data:


==== R46 ====
supplier


==== R47 ====
unit price


==== R48 ====
fund


==== R49 ====
currency


==== R50 ====
location


==== R51 ====
number of copies


==== R52 ====
date of order


==== R53 ====
order number


==== R54 ====
order status e.g. urgent


==== R55 ====
order type


==== R56 ====
subscription period (if applicable)


==== R57 ====
subscription renewal date (if applicable)


==== R58 ====
notes to suppliers


==== R59 ====
notes to staff


==== R60 ====
requester/recommender information (if applicable)


==== R61 ====
supplier report


==== R62 ====
claims


==== R63 ====
source, e.g. user request, staff recommendation




Order records must be accessible by:


==== R64 ====
bibliographic data elements


==== R65 ====
order number,


==== R66 ====
supplier,


==== R67 ====
order status


==== R68 ====
order type


==== R69 ====
order date




It must be possible to access the following data directly from the order record (where applicable):


==== R70 ====
full bibliographic record


==== R71 ====
check-in screens


==== R72 ====
invoicing procedure and payment details


==== R73 ====
prediction pattern


==== R74 ====
supplier record


==== R75 ====
The system must allow for multiple copies of all types of items including subscriptions to be ordered for different locations and from different funds


==== R76 ====
It must be possible to flag subscription orders either to renew automatically or to alert staff before manual renewal is due


==== R77 ====
It must be possible to block automatic renewal if no parts have been received for any order and/or no payment has been made for purchase orders and to provide a report/message to supplier on such blocked records.


==== R78 ====
Once orders have been placed, funds should be committed immediately. Any subsequent amendment to price information must automatically update commitments


==== R79 ====
It must be possible to link to e-mail/fax functions for sending of orders by these methods rather than print/EDI



=== === === Reports from suppliers ===


=== === The system must:


==== R80 ==== === === alert staff to outstanding reservations when a report on an order is received


==== R81 ==== === === notify users who have requested/ recommended items when a report on an order is received



=== === === Receipting ===



The system must:


==== R82 ====
allow receipt of items and invoice processing to be carried out in a single operation or separately as required




be able to handle:


==== R83 ====
partial receipt of an order


==== R84 ====
return of damaged, incorrect or unwanted items


==== R85 ====
variations in price/currency since order


==== R86 ====
changes in bibliographic information.


==== R87 ====
orders received on approval


==== R88 ====
It must be possible to record the receipt of items for which there is no order, e.g. donation


==== R89 ====
Reservations/requests must be alerted at the receipting stage and the requester notified



=== === === Invoice processing ===

==== R90 ====
It must be possible to handle invoices before receipt, at the time of receipt or at a later date




The system must be able to handle:


==== R91 ====
credit notes


==== R92 ====
pro-forma invoices


==== R93 ====
subscription invoices


==== R94 ====
discounts


==== R95 ====
on approval payments


==== R96 ====
fund transfers


==== R97 ====
handling charges




Invoice records must include the following details:


==== R98 ====
supplier details


==== R99 ====
invoice number


==== R100 ====
invoice date


==== R101 ====
invoice total


==== R102 ====
discount amount


==== R103 ====
Delivery/postage and packing charges


==== R104 ====
VAT


==== R105 ====
supplier servicing charges (lamination, labelling etc)


==== R106 ====
links to display orders invoiced


==== R107 ====
free text note field


==== R108 ====
The system must allow online display of invoice data for a library-defined period


==== R109 ====
Invoice processing must reconcile invoice totals and individual amounts charged on invoices with line items




The system must provide an alert before accepting invoice data for the following:


==== R110 ====
items which have been cancelled


==== R111 ====
items which have claims outstanding


==== R112 ====
items which are charged to over-committed and overspent funds


==== R113 ====
if no parts have been received



=== === === Fund accounting ===

==== R114 ====
It must be possible to set up and display hierarchies of funds


==== R115 ====
The system must allow transfer of monies between funds




The system must maintain and display for each fund:


==== R116 ====
fund allocation


==== R117 ====
expenditure


==== R118 ====
commitment


==== R119 ====
cash balance


==== R120 ====
Each fund should have the facility for library-defined limits on commitment and expenditure and warnings must be generated when these are reached


==== R121 ====
The system must maintain a currency exchange table which can be updated regularly; changes to the currency exchange table should automatically update commitments


==== R122 ====
The system must provide procedures for dealing with closing funds at the end of the financial year. It must be possible to roll over commitments to next financial year


==== R123 ====
For serial subscription renewals, the system must carry forward commitment based on the actual total cost of that subscription for the previous financial year


==== R124 ====
It must be possible to compare fund records for a library-defined number of previous financial years



=== === === Claiming and cancellations ===



The system must:


==== R125 ====
allow a library-defined default claim period for each supplier


==== R126 ====
allow for the default claim period to be amended on individual orders. Amendment of the delivery date should automatically reset the claims cycle


==== R127 ====
It must be possible to link to e-mail/fax functions for sending of claims by these methods rather than print/EDI


==== R128 ====
allow staff to force or suppress claims for individual items and subscriptions


==== R129 ====
allow staff to either review items flagged for claiming before claims are generated, or generate claims without prior review


==== R130 ====
allow authorised staff to cancel an order


==== R131 ====
allow authorised staff to transfer an order to another supplier


==== R132 ====
commitment details must be immediately adjusted upon cancellation of an order


==== R133 ====
notify users who have requested/recommended an item if the order is cancelled



=== === === Export/import of data ===

==== R134 ====
The system must allow the export of financial data to organisational financial systems


ukcs_acquisitions.txt · Last modified: 2018/06/26 20:25 (external edit)