Acquisitions and periodicals

In the Configuration section, under Acquisitions and periodicals, you can view and make settings related to these areas.

Budgets

The list shows the budgets that have been created. You can also add new budgets, edit budgets and delete budgets no longer of interest.

Adding a budget

Add the budget on the organisational level where it should be possible to use it. Budgets can be used by all levels below this, which can be useful for example when creating a budget for project grants.

  1. Click Add budget.
  2. Fill in the fields. Mandatory fields are marked with an asterisk.
  3. Add one or several budget periods, and if you want to, a warning level. The warning level is used in the budget follow-up to indicate when you have reached the set level for the budget period.
  4. Click Save.

Currencies

You can add currencies to get an estimation of the cost when making purchases from international suppliers. There is no connection to currency rates used by financial institutes, and you need to maintain the currencies yourself.

If you want to use the currency functionality in Quria, you should add the default currency (the currency used in your location) with the exchange rate 1. Then add the other currencies with their exchange rates in relation to the default currency. A currency with exchange rate 0 will be disregarded.

Example

In a Swedish installation where you want to be able to make some purchases in euro, the Swedish SEK currency is set to Exchange rate 1. In the same installation, the euro EUR is set to Exchange rate 10.34 since 1 euro currently costs 10.34 SEK.

Suppliers

This is where you handle suppliers; both suppliers of manual orders of items, and the suppliers of the orders that automatically go in to Quria. A supplier is also mandatory when creating a periodical subscription.

There is a large number of settings, of which only a few are mandatory. You can for example add a communication language and currency if these are different from the system default settings (useful if you make orders from abroad). You can add a discount if this has been agreed upon. Note that the Website setting for the contact information must begin with http:// (or https://) to become clickable.

The contact persons that you add are just a way to keep track of these - not used in the system.

Customer numbers need to be added if orders are imported from suppliers. For EKZ, both username and password are mandatory as well as the organisation number ekz. To be able to get standing orders, also check the checkbox Fetch standing orders found under Add /Edit customer number.

If no information about organisation, department and budget is included in the imported data, the values registered per customer number will be used as default values.

Order service

The Quria Order Service handles all incoming orders from various suppliers.

Some suppliers offer the possibility to set detailed information such as branch/department, section and item type. If the information is sent correctly and there is a match in Quria for the codes that are entered, the information will be set on the order items in Quria.

If there is no match against the codes in Quria, the information will be set in the note field on the order line.

If the information is not to be seen at all, either the supplier does not send it, does not send it correctly or the order service can’t handle it for some reason. Please contact the Axiell support team if you suspect there is something missing in Quria Order Service.

The Quria online help does not include information about what data the different suppliers can handle and how that is entered at the suppliers’ online interfaces. Please contact your supplier if you need assistance.

Delivery and invoice addresses

You can set up addresses for delivery and invoicing, to for example get deliveries to the library but invoices to the financial department located at another address. The delivery and invoice addresses that you add here, are available for selection on different levels under Organisations/Organisation settings.

VAT rates

You can enter different VAT rates to be used for different kinds of acquisitions. These are all included in the budget transactions in the system for future use, however there is no available follow-up at the moment.