South Dakota Library Network
ALEPH Acquisitions
Simple Monograph Workflow
South Dakota Library Network
1200 University, Unit 9672
Spearfish, SD 57799
www.sdln.net
© South Dakota Library Network, 2012
©Ex Libris (USA), 2010
Modified for SDLN
Version 20.01
ALEPH Acquisitions
Acquisitions process
The Acquisitions process includes the following steps:
• Create a Bibliographic Record in the Cataloging module. This record
can be updated later.
• Initiate an Order by filling in the Order Form in the
Acquisitions/Serials module. The order will be sent to the vendor
and if you have budget control, the budget will be debited for the
encumbrance.
• Register the arrival of material as partial or complete.
• Register the Invoice. ALEPH distinguishes between a General
Invoice and an Item Debit. A General Invoice includes several
orders; an Item Debit is for an individual order (and is usually a line
in the General Invoice). When the invoice is registered, the budgets
linked to the order(s) are debited.
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ALEPH Acquisitions
Steps for workflow
•Budgets
•Vendors
•Creating an order
•Arriving the order
•Creating a holdings record (if necessary)
•Invoicing the order
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ALEPH Acquisitions
Budgets
Under the Administration Tab, select (B) Budget and click on
the New button
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ALEPH Acquisitions
Budgets
Mandatory fields to complete include:
• Budget Code – use format “budget – year”, example
BOOKS-2012
• Budget Type
• Valid to/from dates
Click on the Add button
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ALEPH Acquisitions
Budgets
In the 4. Transactions tab: check the Initial Allocation box and click
the Allocate button.
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ALEPH Acquisitions
Budgets
Click the radio button for Initial, choose a Currency, and enter a
sum. Click on the OK button.
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ALEPH Acquisitions
Vendors
Under the Administration Tab, select (V) Vendors and click on the New
button
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ALEPH Acquisitions
Vendors – mandatory fields
Mandatory fields to complete include the following:
Lower pane
• Tab 1: Vendor Code, Vendor Language, and Vendor Name
• Tab 2: Currency, Order Delivery (if letter, then Letter format), Send
Method
• Tab 3: Delivery 1 (and Delay, if any – good for batch claims)
• Tab 4: all fields are optional (and only become active after you click
on the Add button)
Top Pane
• Address button (add at least one)
Click on the Update button
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ALEPH Acquisitions
Vendors – mandatory fields
•
Tab 1: Vendor Code, Vendor Language, and Vendor Name
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ALEPH Acquisitions
Vendors – mandatory fields
•
Tab 2: Currency, Order Delivery (if letter, then Letter format), Send
Method
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ALEPH Acquisitions
Vendors – mandatory fields
•
Tab 3: Delivery 1 (and Delay, if any – good for batch claims)
•
Tab 4: all fields are optional (and only become active after you click
on the Update button in Tab 3.)
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ALEPH Acquisitions
Vendors – mandatory fields
Top Pane
Address button
(fill in add at least
one, the Order
Address)
Click on the
Update button
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ALEPH Acquisitions
Orders
To create an order, a bibliographic record must
already exist within YOUR catalog in which to attach
the order.
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ALEPH Acquisitions
Orders
Creating the Order
• Select the Find Tab (binoculars)
• Locate a record
•
Click on Orders button
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ALEPH Acquisitions
Orders
In the Order Tab, select (L) Order List
Click on the Add button – Choose Monograph – click OK
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ALEPH Acquisitions
Orders – mandatory fields
•
•
•
Tab 2: Material Type, Sublibrary, Acquisition Method
Tab 3: Vendor code, Order delivery type, Send Letter By
Tab 4: Number of units, Unit price, Currency, Encumber Budget
Tip: hit the Refresh button to find any other mandatory fields.
Click on the Add button
Select (L) Order List – Click on the Send button
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ALEPH Acquisitions
Orders – mandatory fields
Tab 2: Material Type, Sublibrary, Acquisition Method
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ALEPH Acquisitions
Orders – mandatory fields
Tab 3: Vendor code, Order delivery type, Send Letter By
Click in box for Batch Claiming if you wish to use services for claiming
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ALEPH Acquisitions
Orders – mandatory fields
Tab 4: Number of units, Unit price, Currency, Encumber Budget
Click in Create Item Records box and select Item Collection, if you wish
to have item records created automatically
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ALEPH Acquisitions
Orders – mandatory fields
Click Refresh to make sure no mandatory fields are missed
Then click Add
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ALEPH Acquisitions
Orders
Clicking Add saves the order form to the system, however, it does not
send it to the vendor nor does it encumber the budget if one was
designated during order creation. Order records at this point in the
process are assigned the process status of “New.”
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ALEPH Acquisitions
Orders – Notes regarding Encumbering Budgets
If you are using budget control, you must encumber a budget before sending
the order to the vendor by clicking Send. The budget can be encumbered via
the order form during the order creation, or via the Encumber node within the
Order Tab of the Navigation pane after the order has been created.
If you attempt to send an order to the Vendor by clicking the Send button
without first encumbering a budget for the order, the system will respond with
a Remote Service Error message. The order status will change from NEW to
DNB (Delayed No Budget), and will not allow you to send the order to the
vendor until a valid budget(s) has been assigned.
If you are not using budget control, be certain the CHECK-ORDERBUDGET switch in tab100 is set to N. You will then not be stopped from
sending the order.
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ALEPH Acquisitions
Orders
Clicking Send will send the order to the vendor and will encumber the
budget if one was designated during order creation, or designated
prior to clicking Send (see slide #23). Order records at this point in
the process are assigned the process status of “SV” or “Sent to
Vendor”.
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ALEPH Acquisitions
Arrival
To register an arrival, click on the Arrival node in the order tab of the
Navigation pane. Then click Add.
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ALEPH Acquisitions
Arrival
The arrival form becomes active in the lower pane. Fill in the number
of units arrived, make sure to click in order completely arrived, if the
order is complete. Then click Add.
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ALEPH Acquisitions
Creating Holdings Record
If a holdings record was not created when the bibliographic record was
created, you can create one now. If a holdings record already exists, skip this
step.
Select Items/Subscriptions, Click Tab 6. HOL Links, click Create New
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ALEPH Acquisitions
Creating Holdings Record
A new holdings record is created. Click Edit – this will take you
to the Cataloging module to edit the record.
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ALEPH Acquisitions
Creating Holdings Record
Edit the record in Cataloging, Save it to the server
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ALEPH Acquisitions
Creating Holdings Record
Go back to the Acq/Serials module, select Items/Subscriptions
Click Refresh to have edits updated in the Item record
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ALEPH Acquisitions
Invoices
On the Order tab, select Invoice, click on New
Assign an Invoice number, Click OK
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ALEPH Acquisitions
Invoices
The Line Item form opens. Complete the following:
• Add a Net amount: can be list/unit price
• Input an Added amount, if any: for instance tax or
•
•
shipping
Object Code
Invoice Date
Make sure Order Completely Invoiced box is checked
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ALEPH Acquisitions
Invoices
Once you have input the items listed on slide #32, Click Add
Then click Gen. Inv.
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ALEPH Acquisitions
Invoices
You will be taken to the Invoice tab, select General Invoice.
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ALEPH Acquisitions
Invoices
Select the 2. Payment Tab: Change the status to “P”, record the date
and the check number, click on Update.
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