Notes from training in the Oliver LMS

1. Softlink Training – Acquisitions and Budgeting in Oliver Barbara Philip 4 August 2008 OLIVER VERSION 3 5 2 4 [email_address] Disclaimer: I have written these notes to reflect what I learnt during a training session at Softlink. They are my recollections and may be quite specific to the library that I am currently working in. I will happily correct any mistakes that are pointed out to me and apologise in advance if the procedures noted here don’t work in your personal situation. These are simply guidelines for my library that I am willing to share, but take no responsibility for how others use them.

6. Cost Centre totals should now reflect the total budget allocation for the period

9. Figure 3 Match existing title will allow you to see if you have this item in the catalogue and use the details if you wish to order the same resource Search buttons will allow you to choose from the Authority Files Match ISBN or ISSN will allow you to locate the exact resource in the catalogue Message should appear on the printed order to enable you to pass on information to supplier e.g. hardcover only. 2nd edition only Notes are for library use Quoted price is the amount that will be committed in the budget. If entering a foreign amount a pop-up will appear to allow you to alter the exchange rate (Figure 5) Cost centre can be shared Client allows the library to be reminded of, or to search for, whoever requested the book Required will allow you to enter a date to flag the order as a late order if desired Figure 5

10. Figure 4 After entering all the items for a single supplier you can search the orders database for this order. (see figure 6) Remember that prior to housekeeping these will only appear in a new records search Figure 6

11. When the orders have been entered and you have a search result that is correct go to Suppliers, then choose – Search from the options on the right-hand side of the screen. Search or choose the supplier that you are placing the order with. (in this case I will choose Supplier 4) Current orders means the total number of resource entries for the order i.e. if you order multiple copies they are counted as 1 order. Choose the number next to the supplier (4) and the following options will appear From here you can choose to Print the order or go to Current Orders to make any changes prior to printing.

14. Enter the Invoice no and the Invoice date Date cert is the date that you want this item allocated to the budget. This may be quite important at the beginning and end of the year. Enter the Actual cost as printed on the invoice. This will become the spent amount in the budget Another way to arrive a book: Return to step 5 on the previous slide and choose Interim and add the record to the Library. This will place a bibliographic record for this resource on the catalogue and subsequently, in the OPAC. The Classification field will have the message On order Save this record and you will be returned to the screen where you can arrive the book as you did in the previous slide Catalogue view of the resource (above) received, showing tag for Interim record alerting you to the need to complete the record.

15. This resource is now moved from the committed column to the spent column in the budget

20. 4. If you can identify a former supplier add a supplier code 5. In the note field add any information that you would like to pass on to the TL 6. Copies: How many do you think we need? 7. Quoted price: If you know the price of the book please fill in this area. The first box is for foreign currency (note the format), the second for local currency. Fill in one of the boxes if you can. 8. If the book is a replacement complete this field as per the inset below, otherwise complete according to who is requesting the item. This area can be left blank if you are unsure. Nothing in On approvals is reflected in the budget at this stage 9. Click on Add 10. Go to the Tags field and add your user name as a tag. This may help with searching at a later date

21. Using on approvals to purchase or reject resources. On approvals can be searched in a similar way to the catalogue. Locate the item(s) you wish to process by supplier, title, author. Alternatively, go to Acquisitions – On approvals – System – Tag manager to locate resources tagged by a certain staff member. Choose the number next to the resource and the following options will appear The Update option allows the user to modify the record and add detail that may be missing (supplier, price, budget allocations) Print will not print an order, just a record of On approvals. Commit will move the item from On approvals into the Orders area. It is now registering in the budget as a commitment. This order can be dealt with in the usual way (see slide 11 )