This is where the procurement and acquisition of new library materials is dealt with.
The Cicero LMS features integrations with publishers and suppliers of library materials, as well as a number of financial management systems. It is possible to register an annual spending budget divided into a range of different subject accounts.
When ordering and billing purchases, Cicero automatically calculates the scheduled purchases and the amounts spent. Users therefore always have an overview of how much has been spent on library materials in each account. The budget can always be adjusted and moved between accounts. If the user chooses to order fully prepared library materials, these materials only need to be scanned on receipt. They are then ready for placing or direct lending.
It is also possible for a library to establish its own bibliographic records for registering items such as materials sourced from abroad or (in the case of school libraries) for registering teaching-related material not already found in central data registers.
Subscriptions can be registered to provide registration and management of subscriptions to magazines, journals, yearbooks, etc.
The Cicero LMS feature support for:
- Opportunities for automatically setting up weekly selection lists, or generating them on an ad hoc basis.
- When ordering materials, price quotations can be downloaded from different suppliers.
- Users can see the materials ordered for a single branch or school.
- In connection with the registration of orders, the intended placing of the materials can be registered so that materials prepared by the supplier can be set up with proper placement information and barcodes/RFID information.
- Orders can be shipped directly from the Cicero LMS to the supplier in the EDitX format, and bills of shipping can be received from the supplier.
- The order shows the current status with regard to receipt of the materials, and the invoice is automatically sent to payment when all the materials have been received. A tolerance limitation can be set up to verify that prices do not exceed the registered limit.
- Materials can be received either automatically or manually. On receipt, the temporary material number is replaced with a permanent number.
- Users can create catalogue records manually. All entries are validated against the approved templates from appropriate central data registers. Users can create both local entries (visible to their own library), joint items (visible to all libraries in the community) and local supplementary items that are only visible to their own library.
- Bibliographic records can be saved as a draft.
- Materials accounts can be configured and individual accounts and subjects can be allocated separate budgets.
- When materials are purchased, the expenditure is recorded in these accounts, so users can always keep track of how much money is still available in the budget.
- Users can register subscriptions that control the ordering of periodicals, magazines, newspapers, etc. and that follow up on receipt of such materials. In addition, Cicero deals with the registering of special issues and periodicals published on an irregular basis.