Acquisition Manager
Open Advanced Manager > Acquisition Manager in CodeAchi Libcodesk - Easy Library Management Software. Select the library in the main header before working with its vendors, purchase requests, orders, receipts, budgets or supplier bills.
Before you start
Ask your organization admin for the acquisition permissions you need. Viewing records does not give permission to approve requests, change budgets or record receipts. Catalog handoff also needs the existing permission to create a catalog record or edit an existing one. Linking a supplier bill to a recorded expense needs access to Accounts.
Libcodesk WebApp works with your Cloud setup. The Standalone app works with the currently selected Cloud setup or Local setup. Confirm the library and setup before entering a purchase.
Set the library's purchasing rules
- Open Acquisition settings. The default requires a different authorized person to approve a request.
- Enable self-approval only if your library permits an authorized requester to approve their own request. This setting does not give anyone approval permission.
- Keep Block orders over budget for a firm spending limit, or choose the warning option if your library permits authorized orders despite insufficient budget.
- Change a value, then choose Save. An unchanged form cannot be saved again.
From request to issued order
- In Vendors, add the supplier's name and useful contact details. Keep suppliers available for new orders marked active.
- In Budgets, add an allocation, currency and start/end dates. Enter dates in the displayed organization format. Budget availability is tracked separately for each currency; currencies are not converted.
- In Purchase requests, choose Add. Enter a title, currency and requested items. Each line includes its title, optional ISBN, material type, quantity and unit price. Use up to 100 lines, with whole-number quantities and prices of up to two decimal places.
- Save the draft, then use its row action menu to Submit for approval. An authorized approver can approve or reject it. Rejection needs a reason; editing a rejected request returns it to a draft for review.
- For an approved request, choose Create purchase order. Select an active vendor, the appropriate budget and the order date.
- Review the resulting order and choose Issue order. Issuing reserves its full amount against the budget. Under the firm limit, the budget must be active, cover the order date, use the same currency and have enough available funds. Under the warning option, review any missing-budget or insufficient-budget warning before proceeding.
Approved request lines and issued order details are not ordinary editable drafts. Review them before approval and issuing. Generated request and order numbers identify the purchasing documents.
Receive items in parts
Open an issued or partly received order and choose Record receipt. Enter the receipt date, optional reference and the accepted/rejected quantities for the delivered lines. The combined quantity cannot exceed what remains to be received. Rejected copies remain outstanding for a later delivery.
Accepted quantities move their value from commitments to received spending. Repeat for later deliveries. Complete order releases any unused commitment; cancelling an eligible order also releases its unused commitment. Both actions require a reason and preserve already recorded receipts. They do not undo accepted copies or erase history.
Add accepted copies to the catalog
- Open Receiving, choose the receipt's action menu and select Add received copies to catalog.
- Choose its received item. Only accepted copies that have not already been added are available.
- Choose Create a catalog record, or search for and select an existing record when you have its edit permission.
- Complete the familiar catalog or new-copy form. Enter the correct accession, barcode and other required copy information. Add 1–100 copies at a time, without exceeding the remaining accepted quantity.
- Save and review the updated receipt. If a new catalog record already exists, return and choose the existing record instead.
In the Standalone app, first choose the receipt line and quantity, then the new or existing catalog record. Prepare the exact number of new copies in the shared copy-information dialog, then use the final Save action to complete the handoff.
Existing copies stay in place. Use new copy identifiers for the newly received copies; do not reuse an accession or barcode belonging to another copy.
Record supplier bills and link expenses
In Supplier bills, select an eligible purchase order, enter the supplier's bill number, date, optional due date and amount, then save. A bill number must be unique for that vendor in this library. Review any difference between the bill total and the order total before choosing Record bill.
Recording a supplier bill or receipt does not create a payment. To associate an already recorded expense, choose Link recorded expense. The expense must belong to this library, be recorded, have the same currency and exact amount, and not already be linked to another bill. Linking does not post the expense a second time. A linked bill is not cancelled from this page; review payment corrections in Accounts with the authorized staff.
Review, search and work on smaller screens
Use the page selector or menu to move between purchasing areas. Lists load in pages. Search vendors and budgets by the beginning of their name, and purchasing documents by the beginning of their number. Libcodesk WebApp also provides document status filters. Receipt and activity lists are reviewed by page.
Use the single row action menu to view or change an exact record. View history shows that record's actions, recorded reasons and times; Activity history shows the selected library's activity. These are review records, not an undo button.
On narrow screens, scroll tables horizontally to reach all columns and actions; dialog contents scroll vertically. In the Standalone app, use the purchasing-area selector and the shared row action menu. Tab moves between controls, Enter submits a valid available form, and Escape closes a dialog when a save is not running. Save controls show progress and keep your entries if saving fails.
Troubleshooting and good practice
- Record changed: close the form, refresh and review the latest record before repeating the action.
- Insufficient budget: check the currency, date range, allocation and existing commitments. Do not change policy merely to conceal a purchasing mistake.
- Expense cannot be linked: compare the library, currency, amount and recorded status. Choose an existing expense rather than recording the same payment again.
- Copies cannot be added: check the accepted quantity still available, catalog permissions and new-copy identifiers.
- A response was interrupted: retry the same action before creating a separate purchase or receipt. If unsure, refresh and inspect the document and its history first.
Do review quantities and prices before submitting. Do keep supplier references and reasons meaningful. Do not treat rejected deliveries as accepted stock or assume that a recorded supplier bill means it has been paid.
Frequently asked questions
Can a requester approve their own request?
Only when the library setting allows it and the requester already has approval permission. The default requires a different approver.
Why did completing an order not restore the full budget?
Only the unused commitment is released. Spending for accepted quantities remains recorded.
Can I receive a delivery without adding copies immediately?
Yes. Record the receipt first, then add accepted copies from Receiving when their catalog information is ready.
Does linking a supplier bill create another expense?
No. It associates an existing recorded expense with that bill without posting it again.
Screenshot to add
Show a partly received order, its remaining commitment, the receipt's catalog action and a narrow-screen action menu using demonstration data.