Acquisitions is the library function responsible for selecting, ordering, receiving, and paying for materials that become part of the library collection. In integrated library systems like Koha, the Acquisitions module streamlines this entire workflow from purchase request to catalog-ready item.

What Does Acquisitions Include?

The acquisitions process encompasses several interrelated activities:

1. Collection Development

  • Evaluating collection strengths and gaps
  • Reviewing patron requests and suggestions
  • Reading professional reviews and selection tools
  • Maintaining collection development policies
  • Balancing budget across subject areas and formats

2. Ordering

  • Creating purchase orders for vendors
  • Managing standing orders and subscriptions
  • Tracking approval plans
  • Handling rush orders
  • Requesting quotes for expensive items

3. Receiving

  • Checking shipments against orders
  • Reporting damaged or missing items
  • Claiming late or missing shipments
  • Verifying invoice accuracy
  • Handling partial shipments

4. Processing Payments

  • Approving invoices for payment
  • Tracking budget expenditures
  • Reconciling vendor statements
  • Managing fund accounting
  • Reporting to administration and stakeholders

5. Record Keeping

  • Maintaining order records
  • Tracking vendor performance
  • Managing subscription renewals
  • Generating acquisition statistics
  • Auditing financial transactions

The Acquisitions Workflow in Koha

Koha’s Acquisitions module provides comprehensive tools for the entire procurement cycle:

Step 1: Create Budget and Funds

Budgets represent fiscal years:

  • Budget period (e.g., 2024-2025)
  • Total budget amount
  • Active status

Funds divide budgets by purpose:

  • Adult Fiction: $10,000
  • Children’s Nonfiction: $8,000
  • Reference: $5,000
  • DVDs: $3,000
  • E-resources: $12,000

Navigate to: Acquisitions → Budgets → New Budget

Step 2: Set Up Vendors

Add vendors/suppliers with details:

  • Vendor name and contact information
  • Addresses (physical and billing)
  • Payment terms and discount rates
  • Ordering methods (EDI, email, phone)
  • Active/inactive status
  • Notes on specialties or issues

Navigate to: Acquisitions → Vendors → New Vendor

Step 3: Create Baskets (Shopping Carts)

Baskets group orders by:

  • Vendor
  • Fund source
  • Date or project
  • Approval status

Actions:

  • Add items to basket
  • Edit quantities and prices
  • Assign to appropriate fund
  • Close basket when ready to order

Navigate to: Acquisitions → Vendor → New Basket

Step 4: Add Orders to Basket

Methods to add orders:

A. From Existing Bibliographic Record

  • Search catalog
  • Add order line to existing bib
  • Specify quantity, fund, price

B. From New Record

  • Create simple order record
  • Full cataloging happens later
  • Essential data only

C. From Z39.50

  • Import full MARC record
  • Add order line simultaneously
  • Best for copy cataloging workflow

D. From Staged File

  • Upload MARC file with order data
  • Batch import multiple titles
  • Efficient for large orders

Step 5: Submit Orders

Close basket and generate:

  • Purchase order documents
  • Email to vendor (if EDI enabled)
  • PDF for faxing or printing

EDI (Electronic Data Interchange):

  • Automated order transmission
  • Real-time inventory checking
  • Faster processing

Step 6: Receive Items

When shipment arrives:

  • Navigate to Acquisitions → Receive Shipments
  • Select vendor and invoice number
  • Check off received items
  • Note damaged items
  • Create item records:
    • Barcode
    • Call number
    • Location
    • Item type
    • Notes

Partial Receipts: Mark some items received; others remain on order.

Step 7: Process Invoices

Review and approve invoices:

  • Verify invoice total against received items
  • Check for discounts and shipping charges
  • Note tax and service fees
  • Mark invoice as paid or awaiting payment
  • Export to finance system if needed

Step 8: Claim Late Orders

For overdue items:

  • Generate claim notices
  • Send to vendor (email, print, EDI)
  • Track response
  • Cancel and reorder if necessary

Step 9: Reporting

Koha provides acquisition reports:

  • Budget vs. Spent - Track fund balances
  • Vendor Performance - Delivery times, error rates
  • Orders by Status - Active, received, cancelled
  • Most Ordered Titles - Demand analysis
  • Subject Spending - Collection balance

Types of Acquisition Orders

Firm Orders

Single purchases of specific titles:

  • Patron requests
  • Fill collection gaps
  • High-demand bestsellers

Standing Orders

Automatic ordering of series or publishers:

  • Annual reference updates
  • Book series (e.g., Harry Potter new releases)
  • Publisher series (e.g., Penguin Classics)

Subscriptions

Ongoing orders for serials:

  • Magazines and journals
  • Newspapers
  • Annual reports
  • Yearbooks

Approval Plans

Vendor automatically ships materials matching profile:

  • Subject areas
  • Reading levels
  • Format preferences
  • Publisher criteria

Library reviews and returns unwanted items.

Blanket Orders

Receive all output from specific:

  • Publishers
  • Subject areas
  • Geographic regions

Common in academic libraries for comprehensive collecting.

Gifts and Donations

Free materials added to collection:

  • Track in acquisitions for statistics
  • Assign to “Gifts” fund with $0 cost
  • Catalog and process like purchased items

Acquisitions Best Practices

1. Plan Budgets Carefully

  • Allocate funds based on collection policy
  • Monitor spending throughout fiscal year
  • Reserve funds for unexpected needs
  • Track multi-year subscriptions

2. Develop Vendor Relationships

  • Consolidate orders to negotiate discounts
  • Communicate clearly and promptly
  • Pay invoices on time
  • Provide feedback on service quality

3. Streamline Workflows

  • Use EDI for automated ordering
  • Import vendor-supplied MARC records
  • Batch-process similar orders
  • Set up standing orders for predictable purchases

4. Maintain Accurate Records

  • Close baskets promptly after ordering
  • Receive items as soon as they arrive
  • Process invoices within payment terms
  • Claim late items systematically

5. Involve Stakeholders

  • Accept patron purchase requests
  • Consult subject liaisons (academic libraries)
  • Review circulation data for demand-driven acquisition
  • Communicate budget constraints transparently

Key Metrics for Acquisitions

Track these statistics to evaluate performance:

  • Average Time from Order to Receipt - Vendor efficiency
  • Percentage of Budget Spent - Budget utilization
  • Claim Rate - Order accuracy and reliability
  • Cost per Item - Value and efficiency
  • Orders by Fund - Collection balance
  • Vendor Discounts - Savings achieved

Acquisition Challenges

Shrinking Budgets

Many libraries face funding cuts. Strategies:

  • Prioritize high-impact purchases
  • Negotiate consortium pricing
  • Embrace demand-driven acquisition
  • Weed to make room for new materials

Format Proliferation

Books, e-books, DVDs, streaming, databases…

  • Develop policies for each format
  • Balance print vs. electronic
  • Consider access models (ownership vs. subscription)

Vendor Issues

Late shipments, incorrect items, price changes:

  • Document problems systematically
  • Escalate to vendor management
  • Consider alternative suppliers
  • Use claim features in Koha

Complex Licensing

E-resources require negotiation:

  • License terms and restrictions
  • Concurrent user limits
  • Perpetual vs. subscription access
  • Consortial vs. individual pricing

Acquisitions Resources

  • Koha Acquisitions Manual
  • GOBI Library Solutions - Major academic vendor with Koha integration
  • Ingram - Leading book distributor
  • Baker & Taylor - Book vendor with MARC record services
  • EBSCO - Serials and e-resources
  • OCLC Collection Manager - Acquisition workflow tools

Conclusion

Acquisitions is the financial and logistical engine that keeps library collections fresh and relevant. While it involves administrative details—budgets, purchase orders, invoices—the ultimate goal is simple: get the right materials to patrons efficiently and economically.

Koha’s Acquisitions module provides powerful tools to manage this complex workflow. From budget planning through invoice payment, Koha tracks every step, ensuring accountability and enabling data-driven collection development decisions.

Whether you’re a small public library ordering a few dozen books per month or an academic library managing million-dollar budgets, understanding acquisitions principles and mastering Koha’s tools is essential for effective collection management.

Need help setting up or optimizing Koha’s Acquisitions module? Our team provides configuration, training, and workflow consulting. Contact us to learn more.