Budgeting for Electronic Resources in Koha
This article describes how libraries can account for electronic resources in their budgets using Koha's Acquisitions module.
The instructions below assume familiarity with Koha's Acquisitions module, including creating budgets, vendors, and baskets, working with invoices, and receiving orders. Please see the Koha manual for instructions on general Acquisitions use/features.
Note that your library should already have budgets/funds created in order to use the steps below.
Setup
This section will only be needed for initial setup, or when you add new electronic resource vendors or bibs.
Create new vendor
In Acquisitions, start by creating one or more vendors with the '+ New vendor' button. Depending on how your library wants to view and report on electronic resources, you can add each actual vendor (ex: Kanopy) or one vendor per type of electronic resource (ex: Streaming).
Vendor details can be as minimal as the Name - no other details are necessary unless your library wants to include them.
Create a basket
In the Vendor record, click '+ New' > 'Basket'.
On the basket details page, set the following:
- Name the basket. Keep in mind that you will be reusing this basket over multiple years.
- Select 'Orders are standing' so that you can re-use this basket annually.
- Change 'Create items when' to 'cataloging the record' so that you do not need to create items to account for these expenses.
Add to basket
Once your basket is saved, select '+ Add to basket', then 'From a new (empty) record'.
Create a bib for your specific electronic resource, or for the type of electronic resource you wish to track. For instance, you could create a bib for Databases and account for all databases expenses together, or you could create separate bibs for each database. Neither way is better or incorrect - it depends entirely on how your library wants to track these expenditures.
At this step:
- Enter a title.
- Be sure to select the appropriate Item type.
- Choose a Fund.
- Leave Vendor price set to 0.
- Don't select Uncertain price.
Click 'Save' to create the order line. Note that since this is a standing order, you will not close the basket.
Update eResource bib
Once you have created your bib/order line, open the bib in a new tab, and then:
- Select 'Edit' > 'Edit record'.
- Go to tab 9, and on 942$n/Suppress in OPAC, select Yes (or 1).
- Save your change.
This will prevent your eResource bibs from showing in the OPAC.
Repeat for other vendors/bib
If you are tracking expenses for multiple vendors and/or bibs, repeat the steps above as needed.
Charging your budget
Once the initial setup above is complete, these are the steps that you will use to actually charge against your budget. Repeat these steps for each amount you want charged to your budgets/funds.
'Receive' your order
From Acquisitions, search for the vendor whose payments need to be charged to your budget, then click 'Receive shipments'.
Create an invoice
Enter an invoice name/number, then click 'Next'.
Select the applicable order lines
Select the order lines you want to charge to your budget, then click 'Receive selected'. (If you are only receiving one order line, you can click the 'Receive' link in that single line.)
Update order details
Update the following for each order line:
- Confirm that the correct Fund is selected, and update if needed.
- Add the cost for this order in Actual cost. This Actual cost is what will be reflected in the Fund you select on this screen.
- If desired, add an Internal note (for instance, the vendor name).
When finished, click 'Confirm' to continue.
NOTE: You will need to update the Fund every time you receive orders from this basket in future budget years.
After this step, you will see the amount(s) entered for each order line reflected in the Spent column of each applicable budget.
Finish receiving
If you are finished receiving for that vendor, click 'Finish receiving'.
Repeat 'Charging your budget' steps as needed
Repeat this process as needed for your current budget year for different vendors, and in future years for all vendors.
Baskets created this way will remain available to use annually. Since it's a standing order, there is no need to create a new basket with new orders each year.
When you receive on this basket in future budget years, remember to update:
- The Actual cost, to match your current invoice.
- The Fund, to use the budget/fund from your current budget year.
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