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Acquisitions System & Vendor Management

Last updated July 15, 2026

Overview of the Acquisitions Module

The Acquisitions system in MyOPAC manages the entire procurement lifecycle of library materials. It tracks vendor information, budgets, funds, purchase orders, and incoming invoices to ensure transparency and control over library spending.

Key Features & Core Concepts

  • Budgets & Funds: Establish fiscal budget periods and allocate specific funds (e.g., General Books, Serials, Electronic Resources). Expenditures are tracked dynamically when items are ordered and received.
  • Vendor Directory: Maintain profiles of all publishers and book sellers including custom discount rates, default tax settings, delivery turnaround times, and billing currencies.
  • Order Baskets: Group related purchases together. Basket states cycle from Open (items being added) to Closed (orders sent to the vendor).
  • Invoicing: Match incoming shipments with physical invoices, billing dates, and shipping charges, automatically drawing down the associated funds.

Step-by-Step Procurement Workflow

  1. Define Budget Periods & Funds: Navigate to /librarian/acquisitions/budgets and /librarian/acquisitions/funds to establish your active fiscal period and allocate fund limits.
  2. Add a Vendor Profile: Go to /librarian/acquisitions/vendors and enter the supplier details, tax registers, and default discount percentages.
  3. Create a New Order Basket: Open a basket for the vendor to group your Q1 or theme-specific academic books.
  4. Add Orders to the Basket: Search copy-cataloging servers (Z39.50) or type metadata manually to add items with list prices and discount rates.
  5. Close and Send Basket: Finalize the basket. The status changes to ordered.
  6. Receive Shipment & Invoice: When the books arrive, locate the basket and click Receive Items. Enter the invoice number and match shipment costs to finalize the transaction.

Seeded Sandbox Data

Your library is pre-seeded with sandbox data for testing the acquisitions workflow:

  • Vendor: Oxford University Press (OUP) — set up with a default 10% discount.
  • Budget: Fiscal Year 2026 with a General Books Fund allocation of 3,000,000 PKR.
  • Sample Order Basket: "Q1 Academic Book Acquisitions" containing a partial order for Introduction to Algorithms.