Getting Started with Acquistitions

Created by Lauren Seney, Modified on Wed, 25 Jun at 1:02 PM by Lauren Seney

Create Finance Structure

Create a Fiscal Year
1. In the Finance app, go to the 'Fiscal Year' tab and select 'New'
2. Fill in the required information at minimum
  1. For a fiscal year to be used, the current date must be included in the date range provided.
  2. Fiscal year dates can be modified after the year is created in the event data entry exceeds the actual dates for the library.
Create a Ledger
1. Next, go the the 'Ledger' tab and select 'New'
2. Fill in the required information at minimum
3. When checked, the checkboxes for 'Enforce all budget encumbrance limits' and 'Enforce all budget expenditure limits' will prevent transactions that exceed the limits assigned in the funds.
Create a Group if desired
1. Next, go the the 'Group' tab and select 'New'
2. Fill in the required information at minimum
Create a Fund
1. Next, go the the 'Fund' tab and select 'New'
2. Fill in the required information at minimum
3. If this fund is part of a Group, it can be added to the Group here.
4. To add a donor in 'Donor information,' the individual will need to be created as a Donor in the organizations app. You can search for an existing donor here, but at this time cannot create a new one.
Add a budget
1. With the 'Fund' tab selected, search for the Fund you just created
2. Click on the fund to open the display and click 'New' next to the 'Current budget'
3. Allocate funds to the budget
4. After the allocation has been applied, selecting the budget allows for changes to the allocations and transfers of funds from the 'Actions' menu
5. If you would like to add expense classes to the budget, select 'Edit' from the 'Actions' menu and scroll down to 'Add expense class'
  1. Expense classes are created under Settings -> Finance -> Expense classes

Create an organization record

In the Organizations app, click ‘New’
Fill out required information at minimum
Mark ‘Vendor’ checkbox if material is purchased from the Organization
Mark 'Donor' checkbox if it is tied to a gift.
Add Contact People
1. Search for a new contact or create one by clicking ‘New’
2. Fill out appropriate information
Add Interfaces when relevant
Click ‘Save & Close’
Add Integration details as appropriate

Create & Update order record

Create a PO
1. Actions -> New
  1. Templates available for a PO/POL, but not a POL only
    1. Settings -> Orders -> Order templates
    2. Can set a variety of PO and POL data points such as vendor, order type, order format, acquisition unit, receiving notes, acquisition method, ‘rush’ checkbox, receiving workflow, etc.
  2. Fill out information
  3. Click Save & Close
2. PO will save with ‘Workflow status’ = Pending
Add PO lines
1. Under the ‘PO lines’ accordion, choose Actions -> +Add PO line
2. If you selected a template when creating a PO, the constant data will pre-populate
3. Fill out information
4. Click Save & Close
  1. If you intend to immediately create another POL on the same PO, mark the ‘Create another’ checkbox
‘Open’ the PO
1. When looking at the PO, go to Actions -> Open
2. After all the POLs have been added, the order needs to be opened; this locks certain fields in the record and assumes it’s been sent to the vendor
3. Does 3 things:
  1. Creates/connects to items, holdings, and instance as outlined in the POL ‘Create inventory’
    1. Creates an expected piece in the Receiving App as configured
    2. If an item is created, the item status = On order
  2. Encumbers funding
  3. Date opened and approved are set
    1. UNLESS approval is required to open orders as configured in Settings -> Orders -> Approvals
‘Close’ a PO
1. POs will automatically close (workflow status = closed) if the receipt and payment statuses have been resolved through the appropriate Apps on ONE-TIME orders
  1. All received, paid, or canceled
    1. If receipt or payment is not required, then it is not taken into consideration when ‘closing’ a PO
  2. Including if one of the POLs has been canceled – it will consider that POL receipt and payment status closed
2. If an item was created as part of opening the PO and it was not yet received, the item status is changed to ‘order closed’ but it’s not deleted
3. Actions -> Close when viewing an open PO to manually close a PO
  1. Can define the Reasons for manual closure
    1. Settings -> Orders -> Closing purchase order reasons
‘Cancel’ a PO / POL
1. Can only be done on Open PO / POLs
  1. Actions -> Cancel
2. Removes all encumbrances and updates all associated item records to have an item status = order closed
3. Updates workflow status = closed, reason for closure = cancellation
‘Unopen’ a PO
1. Actions -> Unopen
2. If you ‘unopen’ a PO, it will remove encumbrances and delete any items with item status = on order; it will not delete items received, holdings, or instances
‘Receive’ a PO / POL
1. Takes you to the Receiving App and automatically searches for that PO#
‘Update encumbrances’ on PO
1. Used to reset encumbrances based on an order’s current price and fund distribution; conceived for FYRO errors
2. Reruns the system encumbrance logic
‘Duplicate’
1. Clones; copies all set data fields (including POL information) with new PO#, workflow status = Pending, and new created date
‘Delete’ PO/ POL
1. Would only use if you don’t want any record of the PO or POL in FOLIO OR you want to cancel a pending PO
2. Will delete the order and receiving history, but leave received items untouched

Receive a piece

Multiple ways to receive a piece; get to the Receiving App
1. Directly in the Receiving app
  1. Use Search & Filter to find the POL
    1. Quick Receive:
      1. Click/double click on the entry under Expected
      2. Enter information and choose ‘Quick Receive’
      3. Choosing Save & Close only updates the fields; doesn’t Receive the piece
      4. Note: barcode not part of this process if the order was set-up to create an item as part of the POL
    2. Highlight the entry & choose Actions -> Receive
      1. Click checkbox on item being received
      2. Enter information and choose ‘Receive’
2. In Orders:
  1. Find the PO or POL related to the item & choose Actions -> Receive
  2. Will take you to the Receiving App with options listed above
Updates ‘Receipt status’ in the POL
1. Fully received OR Partially received

Create & Update an invoice

Process an invoice:
1. Create a new invoice
  1. Actions -> New
  2. Fill out data
  3. Save & Close
  4. OR, from the PO, select Actions -> +New invoice to have details autofilled and the individual POL added as an invoice line
2. Add invoice lines
  1. By searching for the POL
  2. Adding an empty entry with a fund distribution
    1. Good for taxes, shipping, or other additional expenses untied to a PO
  3. Cost for the item will be assumed to be that in the POL
    1. If it’s different, you will need to go to Actions -> Edit
      1. Adjust the ‘Sub-total*’ for the item
      2. OR you can add a ‘Preset Adjustment’ but they aren’t working properly in Nolana so I recommend not using them at the invoice-line level
  4. To delete an invoice line, you must looking at the invoice line record and choose Actions -> Delete
  5. Can alter which invoice line data points are viewed by going to Actions -> Deselecting the lines you don’t want to see
3. Approve invoice
  1. Actions -> Approve
  2. Does 2 things:
    1. Payment amounts are considered ‘Awaiting payment’; transactions created
    2. Vouchers are created (batch voucher export)
4. Pay invoice
  1. Actions -> Pay
  2. Does 2 things:
    1. Updates the POL Payment status to Fully Paid or Partially Paid as appropriate
    2. Payment amounts are considered ‘Paid’; updates transactions
Cancel an invoice
1. Only invoices in an Approved or Paid status can be canceled
2. Actions -> Cancel
3. Does 2 things:
  1. Voids transactions against the invoice
  2. Invoice cannot be opened, approved, or paid after cancellation
Delete an invoice
1. Actions -> Delete
2. Removes the invoice and all associated documents from the system