When to create item records for titles brought in through the Acquisitions module
This document will outline the options for setting a default functionality for creating item records for copies of titles added through the Acquisitions module. While it is possible to set up default behaviour for creating item records for titles ordered through Acquisitions, this default behaviour can be overwritten on a case by case basis.
Options on the system preference
Go to Koha administration > Global System Preferences and search for AcqCreateItem.
This will bring up a system preference of the same name.
There are three options for this system preference:
Create an item when:
cataloging the record
This option will mean that library staff will need to manually add new item records for ordered titles and item records won't be created during the Acquisition process.
Instead, once the title has been ordered and received, staff members will need to manually create an item record on the bibliographic record linked to the Acquisition record.
For more details about manualy adding an item record to an existing bibliographic record, please check our Help Centre.
placing an order
This option will require item details to be added when the order is being placed.
For more details about how to place an order, please check our Help Centre.
Details of the item form that appear when a copy if being ordered can be edited based on the framework associated with the Acquisitions module.
For more details on selecting the framework to be associated with the Acquisitions module, please contact Interleaf Technology directly.
Fill in the item details and click the Add item button to add a single item record.
If Add multiple items is selected, a new box will appear to the right hand side of the box, where the total number of items to be added should be entered e.g, if three item records are being ordered, the number three should be put into the box.
Click the Add button.
This will generate a table to represent the item records that have been created.
receiving an order
This option wil require item details to be added when the new copy if accepted by the library.
For more details about receiving an order, please check our Help Centre.
When the order is being received, there will be a section for adding details of the item.
Fill in the item details and click the Add item button to add a single item record.
If Add multiple items is selected, a new box will appear to the right hand side of the box, where the total number of items to be added should be entered e.g, if three item records are being ordered, the number three should be put into the box.
Click the Add item button.
This will generate a table to represent the item records that have been created.
Save changes to the system preference
Select the preferred option from the dropdown menu and click Save all Acquisitions preferences.
The option defined in the system preference can be overwritten at the basket level.
Overriding the default functionality
When creating or editing a basket, there will be an option to define when item records for the titles being ordered should be created. Select the prefered option from the dropdown menu and that functionality will be applied to orders in that specific basket.
| Version | Date | Detail | Author |
| 1.0 | 26/04/22 | Document created | Holly Cooper |
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