Integrated Library System

The Vendor is required to provide integrated library system for include:
• The acquisitions, cataloging, and circulation modules are fully integrated.
• Ability to make fund adjustments at any time during the fiscal year.
• The fields available for vendor records (vendor accounts), and any limitations to fields or quantity of records.
• The tools to monitor and manage accurate and up to date financial tracking and reporting. Including how it manages and balances funds through actions such as encumbering and disencumbering funds, updating fund expenditures, and maintaining accurate and up-to-date payment history records.
• Display data from book vendors in acquisition interface, including status, and stock.
• The system support the carryover of funds and encumbrances from one fiscal year to the next
• The system’s year-end fiscal processes, including how it manages the closing of current-year funds, the opening of new funds for the upcoming fiscal year, the handling of outstanding encumbrances, and the creation of new appropriations."
• Fund reports, with current amounts, are fully configurable
• Funds can be easily created, edited, and deleted with appropriate audit trail, and fund code description can easily be displayed. Describe any limit to fund code character lengths.
• Purchase orders can be created, edited, and deleted with appropriate audit trail.
• The system checks for potential duplicate orders by checking match points such as ISBN and title.
• Robust and flexible searching is available for POS, including ISBN, vendor name/number and the ability to use wildcards in the search.
• System allows custom fields to be included for individual line items in a purchase order.
• Create purchase orders manually, using multiple templates.
• Multiple order templates which reflect the different selection groups and distribution requirements for different types of materials.
• Validations rules for each field in order records.
• Data transfer for orders through Ingram (Ipage), and Midwest tape.
• Allows orders to be easily cancelled (holds and items); preferably one-click.
• The ability to create brief bibliographic records during the manual ordering process.
• Ability to easily create customized fund hierarchies.
• Interfaces to vendor shopping carts, invoicing, and notification systems for major vendors such as Ingram, Playaway, and Midwest tape.
• Dedicated Workslip note capability to convey processing instructions during receiving, with at least the following characteristics:
• *Workslip notes can be attached to order/PO lines and individual item records and maintained by authorized staff.
• *when items with Workslip notes are received, the system shall automatically display the relevant Workslip note(s) as part of the receiving workflow before the transaction is finalized, without requiring staff to search for them.
• *Workslip notes shall support sufficient text length to describe typical processing instructions (e.g., label/sticker instructions, special routing), without arbitrary legacy‑style field‑length constraints. "
• One or more internal note fields on order and item records that:
• One-click delivery of purchase orders, regardless of data transfer format.
• Standard data transfer formats, including edi.
• "High demand holds report is customizable by all fields, and by different holds ratios.
• Limitations to fields that can be displayed in this report."
• Include customer barcode on hold display and allow that barcode to be copied/pasted throughout the interface.
• Library staff to create invoices manually, with or without a po.
• Updating tools to move items between collections and update fields such as item type, item status, location, fund code, etc.
• Straightforward reporting of financials per purchase order, per vendor, per date range, and per fund.
• One or more line items can be transferred from one bibliographic record to another.
• The main po screen can be cusomized by the library to include fields such as fund code, budget, fund balance, etc.
• Suppress pop-up messages for multiple items on a po, for example, if a fund is over budget.
• The system supports credit memos.
• System allows library staff to hide or disable a vendor record.
• System allows multiple vendors to be included on a single po.
• "System supports the following workflow for vendors including playaway, amazon, library ideas, permabound: