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[sitka/doc/acquisitions.git] / acq / acq-purchase-orders.xml
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1<?xml version='1.0' encoding='UTF-8'?>\r
2<chapter xmlns="http://docbook.org/ns/docbook" xmlns:xi="http://www.w3.org/2001/XInclude"\r
3 xml:lang="EN" xmlns:xlink="http://www.w3.org/1999/xlink" version="5.0" xml:id="acq-purchase-orders">\r
4 <info>\r
5 <title>Purchase Orders</title>\r
6 <legalnotice>\r
7 <para><emphasis role="bold">Adapted with permission from original material by the <link\r
8 xlink:title="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=the_acquisitions_module_ev.pdf"\r
9 xlink:href="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=the_acquisitions_module_ev.pdf">Evergreen\r
10 Community</link></emphasis></para>\r
11 </legalnotice>\r
12 \r
13 \r
14\r
15 <abstract>\r
16 <para>This chapter describes how to create, activate, and receive purchase orders in the Acquisitions Module. Other functions related to \r
17purchase orders are also covered.</para></abstract>\r
18 \r
19\r
20 </info>\r
21\r
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22\r
23 <section xml:id="mark-ready-order">\r
24 <title>Mark Ready for Order</title>\r
25<para>This step is optional but may be useful to some individual workflows.</para>\r
083d01a4 26 <para>After an item has been added to a selection list you can mark it ready for order.</para>\r
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27\r
28<procedure>\r
29\r
30<step>\r
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31<para>Open the selection list that contains the line items you would like to <guilabel>Mark Ready\r
32 for Order</guilabel>.</para>\r
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33</step>\r
34\r
35<step>\r
36<informalfigure>\r
98c1406d 37<para>If you wish to <guilabel>Mark Ready for Order</guilabel> only selected list items, check the boxes adjacent to those line items.</para>\r
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38<para><mediaobject>\r
39<alt>screenshot of line item status</alt>\r
40\r
41<imageobject>\r
529e645e 42 <imagedata fileref="media/mark-order-purchaseorder-1.png" width="100%" scalefit="1"></imagedata>\r
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43</imageobject>\r
44</mediaobject></para>\r
45</informalfigure>\r
46</step>\r
47\r
48<step>\r
49<informalfigure>\r
50<para>Select <menuchoice><guimenu>Actions</guimenu><guimenuitem>Mark Ready for Order</guimenuitem></menuchoice>.</para>\r
51<para><mediaobject>\r
52<alt>screenshot of line item status</alt>\r
53\r
54<imageobject>\r
55<imagedata fileref="media/mark-order-purchaseorder-2.png" scalefit="0"></imagedata>\r
56</imageobject>\r
57</mediaobject></para>\r
58</informalfigure>\r
59</step>\r
60\r
61<step>\r
62<informalfigure>\r
63<para> A pop up box will appear. Choose either <guilabel>Mark selected</guilabel> or <guilabel>Mark all</guilabel>.</para>\r
64<para><mediaobject>\r
65<alt>screenshot of line item status</alt>\r
66\r
67<imageobject>\r
68<imagedata fileref="media/mark-selector-selection-3.png" scalefit="0"></imagedata>\r
69</imageobject>\r
70</mediaobject></para>\r
71</informalfigure>\r
72</step>\r
73\r
74<step>\r
75<informalfigure>\r
76<para>Click <guibutton>Go</guibutton>.</para>\r
77<para><mediaobject>\r
78<alt>screenshot of line item status</alt>\r
79\r
80<imageobject>\r
81<imagedata fileref="media/mark-selector-selection-4.png" scalefit="0"></imagedata>\r
82</imageobject>\r
83</mediaobject></para>\r
84</informalfigure>\r
85</step>\r
86\r
87<step>\r
88<informalfigure>\r
89<para>The screen will refresh. The marked line item(s) will be highlighted periwinkle, and the status will have changed to <guilabel>order-ready</guilabel>.</para>\r
90<para><mediaobject>\r
91<alt>screenshot of line item status</alt>\r
92\r
93<imageobject>\r
529e645e 94<imagedata fileref="media/mark-order-purchaseorder-3.png" width="100%" scalefit="1"></imagedata>\r
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95</imageobject>\r
96</mediaobject></para>\r
97</informalfigure>\r
98</step>\r
99</procedure>\r
100\r
101</section>\r
102\r
103\r
104<section xml:id="create-purchase-order">\r
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105<title>Creating Purchase Orders</title>\r
106\r
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107<para><link linkend="create-purchase-order-blank">Create a Blank Purchase Order</link></para>\r
108<para><link linkend="create-purchase-order-lineitem">Create a Purchase Order from Line Items</link></para>\r
109<para><link linkend="convert-selection-list">Convert a Selection List to a Purchase Order</link></para>\r
110<para><link linkend="marc-order-records">Create a Purchase Order by Loading MARC Order Records</link></para>\r
111\r
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112<note><informalfigure><para>On a purchase order, the <guilabel>Total Estimated</guilabel> is the sum of the prices. The <guilabel>Total Encumbered</guilabel> is the total estimated that is encumbered \r
113when the purchase order is activated. The <guilabel>Total Spent</guilabel> column automatically updates with the items are invoiced.</para>\r
114<para><mediaobject>\r
115<alt>screenshot of line item status</alt>\r
116\r
117<imageobject>\r
118<imagedata fileref="media/create-new-purchaseorder-7.png" scalefit="0"></imagedata>\r
119</imageobject>\r
120</mediaobject></para>\r
121</informalfigure>\r
122<para>When the provider and funds use different currencies:</para>\r
123<itemizedlist>\r
124<listitem>\r
125<para>Total Estimated is calculated in the currency of the provider.</para>\r
126</listitem>\r
127<listitem>\r
128<para>Total Encumbered is calculated in the currency of the fund.</para>\r
129</listitem>\r
130<listitem>\r
131<para>Total Spent is calculated in the currency of the fund.</para>\r
132</listitem>\r
133</itemizedlist>\r
134</note>\r
35a74ab8 135\r
35a74ab8 136\r
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137<simplesect xml:id="create-purchase-order-blank">\r
138<title>Create a Blank Purchase Order</title>\r
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139<para><link xlink:show="new" xlink:href="https://goo.gl/bqn8Hl">\r
140 <emphasis role="bold">Sitka Acquisitions Video - Create Purchase Order with Brief Records (4:10)</emphasis></link></para>\r
31063226 141<para>You can create a purchase order to which you can add brief records and charges.</para>\r
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142\r
143<procedure>\r
144<step>\r
145<informalfigure>\r
146<para>Select <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Create Purchase Order</guimenuitem></menuchoice>.</para>\r
147<para><mediaobject>\r
148<alt>screenshot of line item status</alt>\r
149\r
150<imageobject>\r
151<imagedata fileref="media/create-new-purchaseorder-1.png" scalefit="0"></imagedata>\r
152</imageobject>\r
153</mediaobject></para>\r
154</informalfigure>\r
155</step>\r
156\r
157<step>\r
158<informalfigure>\r
159<para>In the pop up box that appears, ensure that the correct ordering agency shows in the <guilabel>Ordering Agency</guilabel> field. Correct it if necessary.</para>\r
160<para><mediaobject>\r
161<alt>screenshot of line item status</alt>\r
162\r
163<imageobject>\r
164<imagedata fileref="media/create-new-purchaseorder-2.png" scalefit="0"></imagedata>\r
165</imageobject>\r
166</mediaobject></para>\r
167</informalfigure>\r
168</step>\r
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169 \r
170 <step>\r
171 <informalfigure>\r
172 <para>In the <guilabel>Name</guilabel> field, enter the name for the Purchase Order. .</para>\r
173 <para>If the selected name is already in use by another PO at or below the ordering agency for the PO, the save button is disabled, and you will see a link to the existing Purchase Order. The link opens the related Purchase Order in a new tab when clicked.</para> \r
174 \r
175 <para><mediaobject>\r
176 <alt>screenshot of line item status</alt>\r
177 \r
178 <imageobject>\r
179 <imagedata fileref="media/create-new-purchaseorder-9.png" scalefit="0"></imagedata>\r
180 </imageobject>\r
181 </mediaobject></para>\r
182 </informalfigure>\r
183 </step> \r
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184\r
185<step>\r
186<informalfigure>\r
187<para>In the <guilabel>Provider</guilabel> field, enter the code for the provider. The text will auto-complete.</para>\r
188<para><mediaobject>\r
189<alt>screenshot of line item status</alt>\r
190\r
191<imageobject>\r
192<imagedata fileref="media/create-new-purchaseorder-3.png" scalefit="0"></imagedata>\r
193</imageobject>\r
194</mediaobject></para>\r
195</informalfigure>\r
196</step>\r
197\r
198<step>\r
199<informalfigure>\r
200<para>If prepayment is required, check the box adjacent to <guilabel>Prepayment Required</guilabel>.</para>\r
201<para><mediaobject>\r
202<alt>screenshot of line item status</alt>\r
203\r
204<imageobject>\r
205<imagedata fileref="media/create-new-purchaseorder-4.png" scalefit="0"></imagedata>\r
206</imageobject>\r
207</mediaobject></para>\r
208</informalfigure>\r
209<tip><para>If prepayment is always required for a specific provider, your acquisitions administrator can set this in the provider's profile so it is automatically\r
210selected when you enter the provider code.</para></tip>\r
211</step>\r
212\r
213<step>\r
214<informalfigure>\r
215<para>Click <guibutton>Save</guibutton>.</para>\r
216<para><mediaobject>\r
217<alt>screenshot of line item status</alt>\r
218\r
219<imageobject>\r
220<imagedata fileref="media/create-new-purchaseorder-5.png" scalefit="0"></imagedata>\r
221</imageobject>\r
222</mediaobject></para>\r
223</informalfigure>\r
224</step>\r
225\r
226<step>\r
227<informalfigure>\r
228<para>The purchase order has been created. You can now create a <link linkend="add-additional-purchase">new charge type</link> or \r
229<link linkend="purchase-add-brief">add a brief record</link>.</para>\r
230<para><mediaobject>\r
231<alt>screenshot of line item status</alt>\r
232\r
233<imageobject>\r
083d01a4 234 <imagedata fileref="media/create-new-purchaseorder-brief.png" scalefit="0"></imagedata>\r
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235</imageobject>\r
236</mediaobject></para>\r
237</informalfigure>\r
238</step>\r
239</procedure>\r
240\r
31063226 241\r
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242</simplesect>\r
243\r
244<simplesect xml:id="create-purchase-order-lineitem">\r
245<title>Create a Purchase Order from Line Items</title>\r
246\r
247\r
97c29d68 248<note><para>The instructions listed here are to be used in conjuction with the instructions for <link linkend="marc-federated-search">MARC federated search</link>,\r
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249<link linkend="catalog-record-ids">Catalog Record IDs</link>, and the <link linkend="view-place-orders">View/Place Orders</link> link in the catalogue.</para></note>\r
250\r
251<procedure>\r
252\r
253<step>\r
254<informalfigure>\r
255<para>Select <menuchoice><guimenu>Actions</guimenu>\r
256<guimenuitem>Create Purchase Order</guimenuitem></menuchoice>.</para>\r
257<para><mediaobject>\r
258<alt>screenshot of selection lists</alt>\r
259\r
260<imageobject>\r
261<imagedata fileref="media/convert-selection-1.png" scalefit="0"></imagedata>\r
262</imageobject>\r
263</mediaobject></para>\r
264</informalfigure>\r
265</step>\r
266\r
267<step>\r
268<informalfigure>\r
269<para>A pop up box will appear.</para>\r
270<para><mediaobject>\r
271<alt>screenshot of selection lists</alt>\r
272\r
273<imageobject>\r
274<imagedata fileref="media/convert-selection-2.png" scalefit="0"></imagedata>\r
275</imageobject>\r
276</mediaobject></para>\r
277</informalfigure>\r
278</step>\r
279\r
280<step>\r
281<informalfigure>\r
282<para>Select the <guimenuitem>Ordering Agency</guimenuitem> from the drop down menu.</para>\r
283<para><mediaobject>\r
284<alt>screenshot of selection lists</alt>\r
285\r
286<imageobject>\r
287<imagedata fileref="media/convert-selection-3.png" scalefit="0"></imagedata>\r
288</imageobject>\r
289</mediaobject></para>\r
290</informalfigure>\r
291</step>\r
292\r
293<step>\r
294<informalfigure>\r
295<para>Enter the code for the <guilabel>provider</guilabel>. This field will auto-complete as you type.</para>\r
296<para><mediaobject>\r
297<alt>screenshot of selection lists</alt>\r
298\r
299<imageobject>\r
300<imagedata fileref="media/convert-selection-4.png" scalefit="0"></imagedata>\r
301</imageobject>\r
302</mediaobject></para>\r
303</informalfigure>\r
304</step>\r
305\r
306<step>\r
307<informalfigure>\r
308<para>If prepayment is required, check the box adjacent to <guilabel>Prepayment Required</guilabel>.</para>\r
309<para><mediaobject>\r
310<alt>screenshot of selection lists</alt>\r
311\r
312<imageobject>\r
313<imagedata fileref="media/convert-selection-5.png" scalefit="0"></imagedata>\r
314</imageobject>\r
315</mediaobject></para>\r
316</informalfigure>\r
317<tip><para>If prepayment is always required for a specific provider, your acquisitions administrator can set this in the provider's profile so it is automatically \r
318selected when you enter the provider code.</para>\r
319</tip>\r
320</step>\r
321\r
322<step>\r
323<informalfigure>\r
324<para>Choose to either add <guilabel>All Lineitems</guilabel> or <guilabel>Selected Lineitems</guilabel> to the purchase order.</para>\r
325<para><mediaobject>\r
326<alt>screenshot of selection lists</alt>\r
327\r
328<imageobject>\r
329<imagedata fileref="media/convert-selection-6.png" scalefit="0"></imagedata>\r
330</imageobject>\r
331</mediaobject></para>\r
332</informalfigure>\r
333</step>\r
334\r
335<step>\r
336<informalfigure>\r
337<para>Check the box adjacent to <guilabel>Import Bibs and Create Copies</guilabel> if you wish to import them at this time. If not previously selected bibliographic\r
338items will be imported and copies created when the purchase order is activated.</para>\r
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339<para>If you check this box the Vandelay interface will appear when <guibutton>Submit</guibutton> is clicked. See \r
340<link linkend="load-bib-vandelay">How to Load Bibliographic Records and Items into the Catalogue</link> for instructions.</para>\r
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341<para><mediaobject>\r
342<alt>screenshot of selection lists</alt>\r
343\r
344<imageobject>\r
345<imagedata fileref="media/convert-selection-7.png" scalefit="0"></imagedata>\r
346</imageobject>\r
347</mediaobject></para>\r
348</informalfigure>\r
349</step>\r
350\r
351<step>\r
352<informalfigure>\r
353<para>Click <guibutton>Submit</guibutton>.</para>\r
354<para><mediaobject>\r
355<alt>screenshot of selection lists</alt>\r
356\r
357<imageobject>\r
358<imagedata fileref="media/convert-selection-8.png" scalefit="0"></imagedata>\r
359</imageobject>\r
360</mediaobject></para>\r
361</informalfigure>\r
362</step>\r
363\r
364<step>\r
365<para>Your purchase order will be created and open in the same tab.</para>\r
366</step>\r
367</procedure>\r
31063226 368\r
35a74ab8 369</simplesect>\r
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370</section>\r
371\r
372\r
373 <section xml:id="name-purchase-order">\r
374 <title>Name a Purchase Order</title>\r
98c1406d 375 <para>By default a new purchase order is given the purchase order ID as its name.</para>\r
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376<para>You can change the name to any grouping of letters or numbers as determined by your \r
377library's policies. You can reuse purchase order names as long as a name is never used twice in the same year.</para>\r
378\r
f687ad58 379<caution><para>Do not use "\" or "/" or "spaces" in the purchase order name or EDI orders will fail.</para></caution> \r
1b374af6 380\r
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381<procedure>\r
382<step>\r
383<para>Open or create a purchase order.</para>\r
384</step>\r
385\r
386<step>\r
387<informalfigure>\r
388<para>The name of the purchase order is in the top left column of the purchase order. The hyperlinked number is an internal ID number that Evergreen has assigned.</para>\r
389<para><mediaobject>\r
65dc669a 390<alt>screenshot of purchase order</alt>\r
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391\r
392<imageobject>\r
65dc669a 393<imagedata fileref="media/poname.png" scalefit="0"></imagedata>\r
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394</imageobject>\r
395</mediaobject></para>\r
396</informalfigure>\r
397</step>\r
398\r
399<step>\r
400<informalfigure>\r
401<para>Click on the hyperlinked ID number. A pop up box will appear.</para>\r
402<para><mediaobject>\r
65dc669a 403 <alt>screenshot of text entry</alt>\r
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404\r
405<imageobject>\r
65dc669a 406<imagedata fileref="media/poname1.png" scalefit="0"></imagedata>\r
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407</imageobject>\r
408</mediaobject></para>\r
409</informalfigure>\r
410</step>\r
411\r
412<step>\r
413<informalfigure>\r
414<para>Enter a new name for your purchase order and click <guibutton>Ok</guibutton>.</para>\r
415<para><mediaobject>\r
65dc669a 416<alt>screenshot of text entry</alt>\r
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417\r
418<imageobject>\r
65dc669a 419<imagedata fileref="media/poname2.png" scalefit="0"></imagedata>\r
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420</imageobject>\r
421</mediaobject></para>\r
422</informalfigure>\r
423</step>\r
424\r
425<step>\r
426<informalfigure>\r
427<para>The new name will replace the internal ID number as the purchase order's name.</para>\r
428<para><mediaobject>\r
65dc669a 429<alt>screenshot of purchase order name</alt>\r
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430\r
431<imageobject>\r
65dc669a 432<imagedata fileref="media/poname3.png" scalefit="0"></imagedata>\r
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433</imageobject>\r
434</mediaobject></para>\r
435</informalfigure>\r
436</step>\r
437\r
438</procedure>\r
439\r
440</section>\r
441\r
442\r
443 <section xml:id="purchase-add-brief">\r
444 <title>Add Brief Records to a Purchase Order</title>\r
98c1406d 445 <para>You can add brief records to a new or existing purchase order.</para>\r
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446\r
447<procedure>\r
448<step>\r
449<para>Open or create a purchase order.</para>\r
450</step>\r
451\r
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452 <step>\r
453 <informalfigure>\r
454 <para>Select <menuchoice><guimenu>Actions</guimenu>\r
455 <guimenuitem>Add Brief Record</guimenuitem></menuchoice>.</para>\r
456 <para><mediaobject>\r
457 <alt>screenshot of brief record</alt>\r
458 \r
459 <imageobject>\r
460 <imagedata fileref="media/new-brief-record-po.png" scalefit="0"></imagedata>\r
461 </imageobject>\r
462 </mediaobject></para>\r
463 </informalfigure>\r
464 </step>\r
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465\r
466<step>\r
467<informalfigure>\r
468<para>Enter bibliographic information in the desired fields and click <guibutton>Save Record</guibutton>.</para>\r
469<para><mediaobject>\r
470<alt>screenshot of line item status</alt>\r
471\r
472<imageobject>\r
65dc669a 473<imagedata fileref="media/newbrief.png" scalefit="0"></imagedata>\r
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474</imageobject>\r
475</mediaobject></para>\r
476</informalfigure>\r
477</step>\r
478\r
479<step>\r
480<informalfigure>\r
481<para>A new line item appears on your purchase order.</para>\r
482<para><mediaobject>\r
483<alt>screenshot of line item status</alt>\r
484\r
485<imageobject>\r
266270bc 486<imagedata fileref="media/newbrief2.png" width="100%" scalefit="1"></imagedata>\r
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487</imageobject>\r
488</mediaobject></para>\r
489</informalfigure>\r
490</step>\r
491\r
492<step>\r
493<informalfigure>\r
494<para>To add additional brief records, select <menuchoice><guimenu>Actions</guimenu>\r
495<guimenuitem>Add Brief Record</guimenuitem></menuchoice>.</para>\r
496<para><mediaobject>\r
497<alt>screenshot of line item status</alt>\r
498\r
499<imageobject>\r
65dc669a 500<imagedata fileref="media/newbrief3.png" scalefit="0"></imagedata>\r
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501</imageobject>\r
502</mediaobject></para>\r
503</informalfigure>\r
504</step>\r
505</procedure>\r
506\r
507\r
508</section>\r
509\r
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510<section xml:id="add-line-item-po">\r
511<title>Add Line Items to a Purchase Order</title>\r
31063226 512\r
15a27b64 513\r
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514<para>It is now possible to select line items on a selection list, when doing a <link linkend="marc-federated-search">MARC federated search</link> or\r
515when bringing records in via their <link linkend="catalog-record-ids">Catalog Record IDs</link> and add the line items to an existing purchase order.</para>\r
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516\r
517<procedure>\r
518<step>\r
31063226 519<informalfigure>\r
20ed853f 520<para>Add the line item to an existing purchase order by checking the box adjacent to the desired line item(s) and selecting \r
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521<menuchoice><guimenu>Actions</guimenu><guimenuitem>Add to Purchase Order</guimenuitem></menuchoice>.</para>\r
522<para>See <link linkend="create-purchase-order-lineitem">Create a Purchase Order from Line Items</link> for further instructions.</para>\r
31063226 523<para><mediaobject>\r
c9c020a7 524<alt>screenshot of MARC federated search</alt>\r
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525\r
526<imageobject>\r
c9c020a7 527<imagedata fileref="media/MARC-federated-addrecord-9.png" scalefit="0"></imagedata>\r
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528</imageobject>\r
529</mediaobject></para>\r
530</informalfigure>\r
31063226 531\r
31063226 532<informalfigure>\r
c9c020a7 533<para>In the pop up box that appears enter the name of the purchase order you wish to add the line item to.</para>\r
31063226 534<para><mediaobject>\r
c9c020a7 535<alt>screenshot of MARC federated search</alt>\r
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536\r
537<imageobject>\r
c9c020a7 538<imagedata fileref="media/MARC-federated-addrecord-10.png" scalefit="0"></imagedata>\r
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539</imageobject>\r
540</mediaobject></para>\r
541</informalfigure>\r
542</step>\r
543\r
544<step>\r
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545<para>The selected line item(s) will be added to the existing purchase order.</para>\r
546<para>Copies will be automatically added to the line item if a default number of copies has been added to the provider.</para>\r
31063226 547</step>\r
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548</procedure>\r
549</section>\r
31063226 550\r
c0fdd158 551<section xml:id="blanket-order">\r
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552 <title>Blanket Orders</title>\r
553<para>Blanket orders allow staff to invoice an encumbered amount multiple times, paying off the\r
554 charge over a period of time.</para>\r
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555 <para>The work flow supported by this development assumes staff does not need to track the individual contents of the order, only the amounts encumbered and invoiced in bulk.</para>\r
556\r
557 <simplesect xml:id="create-blanket-order">\r
558<title>Create a Blanket Purchase Order</title>\r
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559\r
560<procedure>\r
561<step>\r
562<informalfigure>\r
563<para>Select <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Create Purchase Order</guimenuitem></menuchoice>.</para>\r
564<para><mediaobject>\r
565<alt>screenshot of line item status</alt>\r
566\r
567<imageobject>\r
ea3adf1e 568 <imagedata fileref="media/create-new-purchaseorder-1.png" scalefit="0"></imagedata>\r
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569</imageobject>\r
570</mediaobject></para>\r
571</informalfigure>\r
572</step>\r
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573 <step><para>A pop up window will appear</para>\r
574 <para><itemizedlist>\r
575 <listitem>\r
85ac3c92 576 <para>Verify the correct <guilabel>Ordering Agency</guilabel> is selected.</para>\r
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577 </listitem>\r
578 <listitem>\r
579 <para>Enter a Purchase Order <guilabel>Name</guilabel>.</para>\r
580 </listitem>\r
581 <listitem>\r
85ac3c92 582 <para>Enter the <guilabel>Provider</guilabel>.</para></listitem>\r
2dddf731 583 </itemizedlist>\r
ea3adf1e 584 <informalfigure>\r
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585 <para><mediaobject>\r
586 <alt>screenshot of purchase order</alt>\r
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587 <imageobject>\r
588 <imagedata fileref="media/blanketorder-1.png" scalefit="0"></imagedata>\r
589 </imageobject>\r
590 </mediaobject></para>\r
591 </informalfigure>\r
2dddf731 592 </para></step>\r
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593 <step><para>Click <guilabel>Save</guilabel>.</para></step>\r
594 <step>\r
595 <informalfigure>\r
596 <para>Click <guibutton>New Charge</guibutton>.</para>\r
597 <para><mediaobject>\r
598 <alt>screenshot of purchase order</alt>\r
599 \r
600 <imageobject>\r
601 <imagedata fileref="media/blanketorder-2.png" scalefit="1"></imagedata>\r
602 </imageobject>\r
603 </mediaobject></para>\r
604 </informalfigure>\r
605 </step>\r
606 <step>\r
607 <informalfigure>\r
608 <para>Choose <guimenuitem>Blanket Order</guimenuitem> from the <guimenu>Charge Type</guimenu> drop down menu.</para>\r
609 <para><mediaobject>\r
610 <alt>screenshot of blanket purchase order</alt>\r
611 <imageobject>\r
612 <imagedata fileref="media/blanketorder-3.png" scalefit="1"></imagedata>\r
613 </imageobject>\r
614 </mediaobject></para>\r
615 </informalfigure>\r
616 </step> \r
617 <step>\r
618 <informalfigure>\r
619 <para>Choose a <guilabel>Fund</guilabel> from the <guimenu>Fund</guimenu> drop down menu.</para>\r
620 <para><mediaobject>\r
621 <alt>screenshot of blanket purchase order</alt> \r
622 <imageobject>\r
623 <imagedata fileref="media/blanketorder-4.png" scalefit="1"></imagedata>\r
624 </imageobject>\r
625 </mediaobject></para>\r
626 </informalfigure>\r
627 </step>\r
628 <step>\r
629 <informalfigure>\r
630 <para>Enter the <guilabel>Estimated Cost</guilabel> for the blanket order.</para>\r
631 <para><mediaobject>\r
632 <alt>screenshot of blanket purchase order</alt> \r
633 <imageobject>\r
634 <imagedata fileref="media/blanketorder-5.png" scalefit="1"></imagedata>\r
635 </imageobject>\r
636 </mediaobject></para>\r
637 </informalfigure>\r
638 </step> \r
639 <step><para>Click <guibutton>Save New Charges</guibutton></para></step>\r
640 <step>\r
641 <informalfigure>\r
2dddf731 642 <para>Click <guibutton>Activate Order</guibutton></para>\r
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643 <para><mediaobject>\r
644 <alt>screenshot of blanket purchase order</alt> \r
645 <imageobject>\r
646 <imagedata fileref="media/blanketorder-6.png" scalefit="1"></imagedata>\r
647 </imageobject>\r
648 </mediaobject></para>\r
649 </informalfigure>\r
650 </step> \r
c0fdd158 651</procedure>\r
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652 \r
653 <para>See <link linkend="invoice-blanket-order">Invoice and Receive Blanket Orders</link> for further instructions</para> \r
c0fdd158 654\r
ea3adf1e 655</simplesect> \r
c0fdd158 656\r
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657<simplesect xml:id="complete-blanket-order-PO">\r
658<title>Finalize Blanket Order from Purchase Order</title>\r
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659<para>When the final shipment arrives, staff select the <guilabel>Final Invoice for Blanket Order</guilabel> option on the invoice screen to mark the PO as received and drop any remaining encumbrances to $0.00.</para>\r
660\r
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661<para>Alternativey, if the PO needs to be finalized without creating a final invoice, staff can use the new <guilabel>Finalize Blanket Order</guilabel> option the the PO interface. </para>\r
662<procedure>\r
663<step>\r
664<informalfigure>\r
665<para>Select <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Purchase Orders</guimenuitem></menuchoice>.</para>\r
666<para><mediaobject>\r
667<alt>screenshot of purchase order</alt>\r
668\r
669<imageobject>\r
ea3adf1e 670 <imagedata fileref="media/purchase-search-1.png" scalefit="0"></imagedata>\r
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671</imageobject>\r
672</mediaobject></para>\r
673</informalfigure>\r
674</step>\r
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675 <step>\r
676 <informalfigure>\r
677 <para>By default the search interface is set to search for on-order purchase orders created by your ordering agency.</para>\r
678 <para>Click <guibutton>Search</guibutton>.</para>\r
679 <para><mediaobject>\r
680 <alt>screenshot of the Purchase Order Search</alt>\r
681 \r
682 <imageobject>\r
683 <imagedata fileref="media/purchase-search-2.png" scalefit="0"></imagedata>\r
684 </imageobject>\r
685 </mediaobject></para>\r
686 </informalfigure>\r
687 </step>\r
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688 <step>\r
689 <informalfigure>\r
690 <para>Click the hyperlinked Purchase Order <guilabel>Name</guilabel> in the search results.</para>\r
691 <para><mediaobject>\r
692 <alt>screenshot of purchase order search results</alt>\r
693 \r
694 <imageobject>\r
695 <imagedata fileref="media/invoice-blanketorder-posearch-1.png" width="100%" scalefit="1"></imagedata>\r
696 </imageobject>\r
697 </mediaobject></para>\r
698 </informalfigure>\r
699 </step> \r
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700 <step>\r
701 <informalfigure>\r
702 <para>The Purchase Order will be displayed on screen.</para>\r
703 <para><mediaobject>\r
704 <alt>screenshot of the Blanket Order </alt>\r
705 <imageobject>\r
706 <imagedata fileref="media/blanketorder-7.png" scalefit="1"></imagedata>\r
707 </imageobject>\r
708 </mediaobject></para>\r
709 </informalfigure>\r
710 </step>\r
711 <step>\r
712 <informalfigure>\r
713 <para>Click <guibutton>Finalize Blanket Order</guibutton></para>\r
714 <para><mediaobject>\r
715 <alt>screenshot of the Blanket Order </alt>\r
716 <imageobject>\r
717 <imagedata fileref="media/blanketorder-8.png" scalefit="1"></imagedata>\r
718 </imageobject>\r
719 </mediaobject></para>\r
720 </informalfigure>\r
721 </step>\r
722 <step>\r
723 <informalfigure>\r
724 <para>Click <guilabel>OK</guilabel> to confirm the action.</para>\r
725 <para><mediaobject>\r
726 <alt>screenshot of the Blanket Order </alt>\r
727 <imageobject>\r
728 <imagedata fileref="media/blanketorder-warning.png" scalefit="0"></imagedata>\r
729 </imageobject>\r
730 </mediaobject></para>\r
731 </informalfigure>\r
732 </step>\r
733 <step>\r
734 <informalfigure>\r
735 <para>The Purchase Order is now marked as <guilabel>Received</guilabel> and all funds have been disencumbered.</para>\r
736 <para><mediaobject>\r
737 <alt>screenshot of the Blanket Order </alt>\r
738 <imageobject>\r
739 <imagedata fileref="media/blanketorder-9.png" scalefit="1"></imagedata>\r
740 </imageobject>\r
741 </mediaobject></para>\r
742 </informalfigure>\r
743 </step>\r
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744</procedure>\r
745\r
746</simplesect>\r
747\r
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748\r
749\r
c0fdd158 750</section>\r
31063226 751\r
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752 <section xml:id="add-additional-purchase">\r
753 <title>Add Charges, Taxes, and/or Fees to a Purchase Order</title>\r
45da7f63 754 \r
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755 <caution><para>Excluding <link linkend="blanket-order">Blanket Orders</link>, charges should not be added to\r
756 purchase orders at this time.</para></caution>\r
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757 \r
758<!-- \r
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759 <para>You can add other charges, taxes, and/or fees to a purchase order. The charge types, also called invoice item types, are defaults that have been set \r
760Sitka-wide. These additional charges will be reflected in the amounts that are estimated and encumbered on the purchase order.</para>\r
31063226 761\r
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762<note><para> Charges added to a purchase order are only moved to an invoice if the invoice is created out of the entire purchase order. See \r
763<link linkend="create-invoice-purchase-order">Create an Invoice for a Purchase Order</link> for more information.</para></note>\r
31063226 764\r
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765\r
766<procedure>\r
767<step>\r
768<para>Open or create a purchase order.</para>\r
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769</step>\r
770\r
771<step>\r
772<informalfigure>\r
c9c020a7 773<para>At the bottom of the purchase order, click <guibutton>New Charge</guibutton>.</para>\r
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774<para><mediaobject>\r
775<alt>screenshot of new charges</alt>\r
776\r
777<imageobject>\r
c9c020a7 778<imagedata fileref="media/new-charge-purchaseorder-1.png" scalefit="0"></imagedata>\r
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779</imageobject>\r
780</mediaobject></para>\r
781</informalfigure>\r
782</step>\r
783\r
784<step>\r
785<informalfigure>\r
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786<para>Fill in the fields:</para>\r
787<itemizedlist>\r
788<listitem>\r
789<para>Charge Type</para>\r
790</listitem>\r
791<listitem>\r
792<para>Fund</para>\r
793</listitem>\r
794<listitem>\r
795<para>Title/Description</para>\r
796</listitem>\r
797<listitem>\r
798<para>Author</para>\r
799</listitem>\r
800<listitem>\r
801<para>Note</para>\r
802</listitem>\r
803<listitem>\r
804<para>Estimated Cost</para>\r
805</listitem>\r
806</itemizedlist>\r
807\r
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808<para><mediaobject>\r
809<alt>screenshot of new charges</alt>\r
810\r
811<imageobject>\r
c9c020a7 812<imagedata fileref="media/new-charge-purchaseorder-2.png" scalefit="0"></imagedata>\r
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813</imageobject>\r
814</mediaobject></para>\r
815</informalfigure>\r
816</step>\r
817\r
c9c020a7 818\r
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819<step>\r
820<informalfigure>\r
821<para>Click <guibutton>New Charge</guibutton> to add an additional charge or click <guibutton>Save New Charges</guibutton> to finish.</para>\r
822<para><mediaobject>\r
823<alt>screenshot of new charges</alt>\r
824\r
825<imageobject>\r
826<imagedata fileref="media/new-charge-purchaseorder-8.png" scalefit="0"></imagedata>\r
827</imageobject>\r
828</mediaobject></para>\r
829</informalfigure>\r
830</step>\r
831\r
832<step>\r
833<informalfigure>\r
834<para>The charge(s) will display on the purchase order.</para>\r
835<para><mediaobject>\r
836<alt>screenshot of new charges</alt>\r
837\r
838<imageobject>\r
839<imagedata fileref="media/new-charge-purchaseorder-9.png" scalefit="0"></imagedata>\r
840</imageobject>\r
841</mediaobject></para>\r
842</informalfigure>\r
843</step>\r
844</procedure>\r
845\r
846<note><para>Charges can be deleted by clicking the red <guibutton>X</guibutton> adjacent to the charge.</para></note>\r
847\r
45da7f63 848-->\r
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849</section>\r
850\r
851\r
852 <section xml:id="add-notes-purchase">\r
853 <title>Add Notes to a Purchase Order</title>\r
854 <para>You can add notes to a purchase order. Notes can be viewed by staff and/or by the provider. By default, notes are visible only to staff.</para>\r
855\r
856<procedure>\r
857<step>\r
858<para>Open or create a purchase order.</para>\r
859</step>\r
860\r
861<step>\r
862<informalfigure>\r
863<para>In the top half of the purchase order there is a <guilabel>Notes</guilabel> field. The number of notes attached to the purchase order is hyperlinked in \r
864parentheses next to this field. Click the hyperlinked number.</para>\r
865<para><mediaobject>\r
866<alt>screenshot of add a note</alt>\r
867\r
868<imageobject>\r
65dc669a 869<imagedata fileref="media/ponotes.png" scalefit="0"></imagedata>\r
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870</imageobject>\r
871</mediaobject></para>\r
872</informalfigure>\r
873</step>\r
874\r
875\r
876<step>\r
877<informalfigure>\r
878<para>Click <guibutton>New Note</guibutton>.</para>\r
879<para><mediaobject>\r
880<alt>screenshot of add a note</alt>\r
881\r
882<imageobject>\r
883<imagedata fileref="media/add-notes-purchaseorder-2.png" scalefit="0"></imagedata>\r
884</imageobject>\r
885</mediaobject></para>\r
886</informalfigure>\r
887</step>\r
888\r
889<step>\r
890<informalfigure>\r
891<para>Enter the note. If you wish to make it available to the provider, check the box adjacent to <guilabel>Note is vendor-public</guilabel>.</para>\r
892<para><mediaobject>\r
893<alt>screenshot of add a note</alt>\r
894\r
895<imageobject>\r
896<imagedata fileref="media/add-notes-purchaseorder-3.png" scalefit="0"></imagedata>\r
897</imageobject>\r
898</mediaobject></para>\r
899</informalfigure>\r
900</step>\r
901\r
902<step>\r
903<informalfigure>\r
15a27b64 904<para>Click <guibutton>Create</guibutton> and your note will appear. Repeat the process to add as many notes as you require.</para>\r
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905<para><mediaobject>\r
906<alt>screenshot of add a note</alt>\r
907\r
908<imageobject>\r
909<imagedata fileref="media/add-notes-purchaseorder-5.png" scalefit="0"></imagedata>\r
910</imageobject>\r
911</mediaobject></para>\r
912</informalfigure>\r
913</step>\r
914\r
915<step>\r
916<informalfigure>\r
917<para>Click <guibutton>Return</guibutton> to return to the purchase order.</para>\r
918<para><mediaobject>\r
919<alt>screenshot of add a note</alt>\r
920\r
921<imageobject>\r
922<imagedata fileref="media/add-notes-purchaseorder-6.png" scalefit="0"></imagedata>\r
923</imageobject>\r
924</mediaobject></para>\r
925</informalfigure>\r
926</step>\r
927\r
928<step>\r
929<informalfigure>\r
930<para>The number in parentheses will increases to reflect the number of notes attached to the purchase order.</para>\r
931<para><mediaobject>\r
932<alt>screenshot of add a note</alt>\r
933\r
934<imageobject>\r
935<imagedata fileref="media/add-notes-purchaseorder-7.png" scalefit="0"></imagedata>\r
936</imageobject>\r
937</mediaobject></para>\r
938</informalfigure>\r
939</step>\r
940</procedure>\r
941\r
942</section> \r
943\r
944<section xml:id="activate-purchase-order">\r
945<title>Activating Purchase Orders</title>\r
946\r
947<para><link linkend="criteria-purchase-order">Activation Criteria</link></para>\r
948<para><link linkend="activation-purchase-order">Activate a Purchase Order</link></para>\r
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949<para><link linkend="activation-wo-loaditems">Activate a Purchase Order without loading Items</link></para>\r
950 \r
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951<simplesect xml:id="criteria-purchase-order">\r
952<title>Activation Criteria</title>\r
953\r
954<para>Before you can activate a purchase order, the following criteria must be met:</para>\r
955<itemizedlist>\r
956<listitem>\r
dd828c6e 957<informalfigure>\r
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958<para>Each line must have at least one copy attached to it. If there is no copy the <guilabel>Activate Order?</guilabel> field will read, \r
959<guilabel>Activatable? No: The lineitem has no attached copies (ACQ_LINEITEM_NO_COPIES) (lineitemID)</guilabel>. Simply attach a copy to the line item. \r
960See <link linkend="add-copies-lineitem">Add a Copy to a Line Item</link> for instructions.</para>\r
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961<para><mediaobject>\r
962<alt>screenshot of activating</alt>\r
963\r
964<imageobject>\r
965<imagedata fileref="media/activate-purchaseorder-0.png" scalefit="0"></imagedata>\r
966</imageobject>\r
967</mediaobject></para>\r
968</informalfigure>\r
3771f88d 969\r
dd828c6e 970<informalfigure>\r
3771f88d 971<para>In instances where a line item should not have any copies the <guilabel>Allow activation with zero-copy lineitems</guilabel> check box may be used.</para>\r
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972<para><mediaobject>\r
973<alt>screenshot of activating</alt>\r
974\r
975<imageobject>\r
976<imagedata fileref="media/activate-purchaseorder-00.png" scalefit="0"></imagedata>\r
977</imageobject>\r
978</mediaobject></para>\r
979</informalfigure>\r
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980\r
981<caution><para> Copies should not be added to line items after a purchase order is activated.</para></caution>\r
31063226 982</listitem>\r
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983 \r
984 <listitem>\r
985 <informalfigure>\r
986 <para>Each line item must have an Owning Branch. If there is no assigned Owning Branch\r
987 <guilabel>Activate Order?</guilabel> field will read,\r
988 <guilabel>Activatable</guilabel>. However attempting to Activate the order\r
989 will result in the following error message. Simply click\r
990 <guibutton>Reload</guibutton> and use the <link linkend="line-item-batch-updater"> Line Item Batch Updater</link> to assign an Owning\r
991 Branch.</para>\r
992 <para><mediaobject>\r
993 <alt>screenshot of line item status</alt>\r
994 \r
995 <imageobject>\r
996 <imagedata fileref="media/activatepurchaseorder10.png" scalefit="0"></imagedata>\r
997 </imageobject>\r
998 </mediaobject></para>\r
999 </informalfigure>\r
1000 </listitem> \r
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1001<listitem>\r
1002<informalfigure>\r
1003<para>Each line item must contain an estimated price. If there is no estimated price the <guilabel>Activate Order?</guilabel> field will read, \r
1004<guilabel>No: The lineitem has no price (ACQ_LINEITEM_NO_PRICE)</guilabel>. Simply enter prices in the estimated price fields and click <guibutton>Reload</guibutton>.</para>\r
1005<para><mediaobject>\r
1006<alt>screenshot of line item status</alt>\r
1007\r
1008<imageobject>\r
1009<imagedata fileref="media/activate-purchaseorder-1.png" scalefit="0"></imagedata>\r
1010</imageobject>\r
1011</mediaobject></para>\r
1012</informalfigure>\r
1013</listitem>\r
1014\r
1015<listitem>\r
1016<informalfigure>\r
1017<para>Each line item must have funds applied to it. If no funds are applied the <guilabel>Activate Order?</guilabel> field will read,\r
1018<guilabel>No: The requested acq. fund was not found (ACQ_FUND_NOT_FOUND)</guilabel>. Simply apply funds individually or as a batch. See \r
1019<link linkend="apply-funds-acq">Apply Funds to Line Items</link> for instructions.</para>\r
1020<para><mediaobject>\r
1021<alt>screenshot of line item status</alt>\r
1022\r
1023<imageobject>\r
1024<imagedata fileref="media/activate-purchaseorder-2.png" scalefit="0"></imagedata>\r
1025</imageobject>\r
1026</mediaobject></para>\r
1027</informalfigure>\r
1028</listitem>\r
1029<listitem>\r
1030<informalfigure>\r
1031<para>The fund(s) used for the purchase order must not have reached its stop level. If the fund is above its stop level the <guilabel>Activate Order?</guilabel> field\r
1032will read, <guilabel>No; fund [fund name here] would be encumbered beyond its stop level</guilabel>. In this case, more credit must be allocated to the fund or a different \r
1033fund must be applied to the purchase order.</para>\r
1034<para><mediaobject>\r
1035<alt>screenshot of line item status</alt>\r
1036\r
1037<imageobject>\r
1038<imagedata fileref="media/activate-purchaseorder-4.png" scalefit="0"></imagedata>\r
1039</imageobject>\r
1040</mediaobject></para>\r
1041</informalfigure>\r
1042</listitem>\r
1043</itemizedlist>\r
1044\r
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1045<note><para> If the fund(s) used for the purchase order have reached its warning level staff will be alerted but are able to continue with activating\r
1046 the purchase order.</para></note>\r
1047\r
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1048</simplesect>\r
1049\r
1050<simplesect xml:id="activation-purchase-order">\r
1051<title>Activate a Purchase Order</title>\r
1052\r
31cdc06b 1053<para>When the above criteria have been met the <guilabel>Activate Order</guilabel> button will appear and you can proceed with the following:</para>\r
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1054\r
1055<procedure>\r
1056<step>\r
1057<informalfigure>\r
c9c020a7 1058<para>Click the button <guibutton>Activate Order</guibutton>.</para>\r
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1059<para><mediaobject>\r
1060<alt>screenshot of activate order</alt>\r
1061\r
1062<imageobject>\r
c8aa73b5 1063<imagedata fileref="media/activate1.png" scalefit="0"></imagedata>\r
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1064</imageobject>\r
1065</mediaobject></para>\r
1066</informalfigure>\r
1067</step>\r
1068\r
1069<step>\r
1070<informalfigure>\r
d506db97 1071<para>When you activate the order the bibliographic records and copies will be imported into the catalogue using the Vandelay interface, if not previously imported. \r
b0b63b99 1072See <link linkend="load-bib-vandelay">How to Load Bibliographic Records and Items into the Catalogue</link> for instructions on using the Vandelay interface.</para>\r
d506db97 1073<para>The funds associated with the purchases will be encumbered.</para>\r
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1074<para><mediaobject>\r
1075<alt>screenshot of activate order</alt>\r
1076\r
1077<imageobject>\r
c8aa73b5 1078<imagedata fileref="media/activate2.png" scalefit="0"></imagedata>\r
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1079</imageobject>\r
1080</mediaobject></para>\r
1081</informalfigure>\r
1082</step>\r
1083</procedure>\r
1084\r
1085</simplesect>\r
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1086 \r
1087 <simplesect xml:id="activation-wo-loaditems">\r
1088 <title>Activate a Purchase Order without Loading Items</title>\r
1089 \r
1090 <para>It is now possible to activate a purchase order without loading items. Once the purchase order has been activated without loading items, it is not possible to load the items. This feature should only be used in situations where the copies have already been added to the catalogue.</para>\r
1091 <itemizedlist>\r
1092 <listitem><para>Cleaning up pre-acquisitions backlog</para></listitem>\r
1093 <listitem><para>Direct purchases that have already been catalogued</para></listitem>\r
1094 </itemizedlist>\r
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1095 <procedure>\r
1096 <step><informalfigure><para>Click the <guibutton>Activate Without Loading Items</guibutton> button.</para>\r
1097 <para><mediaobject>\r
1098 <alt>screenshot of activate order</alt>\r
1099 <imageobject>\r
1100 <imagedata fileref="media/activate3.png" scalefit="0"></imagedata>\r
1101 </imageobject>\r
1102 </mediaobject></para></informalfigure>\r
1103 </step>\r
1104 </procedure>\r
1105 \r
1106 \r
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1107 \r
1108 </simplesect> \r
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1109\r
1110</section>\r
1111\r
0cba4b43 1112 <!-- <section xml:id="split-purchase-order">\r
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1113<title>Split Purchase Order by Line Items</title>\r
1114\r
1115<para>You can create a purchase order with multiple line items and then split the purchase order so that each line item is on a separate purchase order.</para>\r
1116\r
1117<para>When a purchase order is in the status of <guilabel>pending-order</guilabel>, a link to <guibutton>Split Order by Lineitems</guibutton> appears in the bottom left \r
1118corner of the top half of the screen.</para>\r
1119\r
1120<procedure>\r
1121\r
1122<step>\r
1123<para>Open the purchase order you would like to split.</para>\r
1124</step>\r
1125\r
1126<step>\r
1127<informalfigure>\r
1128<para>Click <guibutton>Split Order by Lineitems</guibutton>.</para>\r
1129<para><mediaobject>\r
1130<alt>screenshot of split purchase order</alt>\r
1131\r
1132<imageobject>\r
529e645e 1133<imagedata fileref="media/split-line-purchase-order-1.png" width="100%" scalefit="1"></imagedata>\r
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1134</imageobject>\r
1135</mediaobject></para>\r
1136</informalfigure>\r
1137</step>\r
1138\r
1139<step>\r
1140<informalfigure>\r
1141<para>A pop up box will confirm that you wish to split the purchase order. Click <guibutton>Ok</guibutton> to continue.</para>\r
1142<para><mediaobject>\r
1143<alt>screenshot of split purchase order</alt>\r
1144\r
1145<imageobject>\r
1146<imagedata fileref="media/split-line-purchase-order-2.png" scalefit="0"></imagedata>\r
1147</imageobject>\r
1148</mediaobject></para>\r
1149</informalfigure>\r
1150</step>\r
1151\r
1152<step>\r
1153<informalfigure>\r
1154<para>The line items will display with a PO Search.</para>\r
1155<para><mediaobject>\r
1156<alt>screenshot of split purchase order</alt>\r
1157\r
1158<imageobject>\r
1159<imagedata fileref="media/split-line-purchase-order-3.png" scalefit="0"></imagedata>\r
1160</imageobject>\r
1161</mediaobject></para>\r
1162</informalfigure>\r
1163</step>\r
1164\r
1165<step>\r
1166<informalfigure>\r
1167<para>Select Pending from the <guilabel>State</guilabel> drop down menu. Leave <guilabel>Show results as a virtual combined PO</guilabel> checked and click \r
1168<guibutton>Search</guibutton>.</para>\r
1169<para><mediaobject>\r
1170<alt>screenshot of split purchase order</alt>\r
1171\r
1172<imageobject>\r
1173<imagedata fileref="media/split-line-purchase-order-4.png" scalefit="0"></imagedata>\r
1174</imageobject>\r
1175</mediaobject></para>\r
1176</informalfigure>\r
1177</step>\r
1178\r
1179<step>\r
1180<informalfigure>\r
15a27b64 1181<para>All pending orders will appear as a virtual combined purchase order. You are able to activate the purchase order for each item from this \r
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1182screen.</para>\r
1183<para><mediaobject>\r
1184<alt>screenshot of split purchase order</alt>\r
1185\r
1186<imageobject>\r
1187<imagedata fileref="media/split-line-purchase-order-5.png" scalefit="0"></imagedata>\r
1188</imageobject>\r
1189</mediaobject></para>\r
1190</informalfigure>\r
1191</step>\r
1192\r
1193</procedure>\r
1194\r
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1195</section> \r
1196/!-->\r
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1197\r
1198<section xml:id="cansup-purchase-order">\r
1199<title>Cancelling and Suspending Purchase Orders</title>\r
31cdc06b 1200<para>You can cancel or suspend purchase orders where all line items are in a state of on-order.</para>\r
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1201<para>Certain cancel reasons are used to suspend purchase orders. These cancel reasons are set to keep the debits when the purchase order is cancelled. For \r
1202example, a cancel reason such as Publication Postponed, for which debits are kept, indicates that the item will still be purchased when published. The funds\r
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1203remain encumbered for the purchase while the purchase order has the status of cancelled.</para>\r
1204\r
1205<para><link linkend="cancel-purchase-order">Cancel a Purchase Order</link></para>\r
1206<para><link linkend="suspend-purchase-order">Suspend a Purchase Order</link></para>\r
1207\r
1208<simplesect xml:id="cancel-purchase-order">\r
1209<title>Cancel a Purchase Order</title>\r
1210\r
1211<procedure>\r
1212<step>\r
31cdc06b 1213<para>Open the purchase order.</para>\r
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1214</step>\r
1215\r
1216<step>\r
1217<informalfigure>\r
1218<para>Click <guibutton>Cancel order</guibutton>.</para>\r
1219<para><mediaobject>\r
1220<alt>screenshot of cancel order</alt>\r
1221\r
1222<imageobject>\r
1223<imagedata fileref="media/purchase-order-cancel-1.png" scalefit="0"></imagedata>\r
1224</imageobject>\r
1225</mediaobject></para>\r
1226</informalfigure>\r
1227</step>\r
1228\r
1229<step>\r
1230<informalfigure>\r
165411c1 1231<para>From the drop down menu that appears, select a <link linkend="cancel-reasons-defaults">cancel reason</link>.</para>\r
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1232<para><mediaobject>\r
1233<alt>screenshot of cancel order</alt>\r
1234\r
1235<imageobject>\r
1236<imagedata fileref="media/purchase-order-cancel-2.png" scalefit="0"></imagedata>\r
1237</imageobject>\r
1238</mediaobject></para>\r
1239</informalfigure>\r
1240</step>\r
1241\r
1242<step>\r
1243<informalfigure>\r
1244<para>Click <guibutton>Cancel order</guibutton>.</para>\r
1245<para><mediaobject>\r
1246<alt>screenshot of cancel order</alt>\r
1247\r
1248<imageobject>\r
1249<imagedata fileref="media/purchase-order-cancel-3.png" scalefit="0"></imagedata>\r
1250</imageobject>\r
1251</mediaobject></para>\r
1252</informalfigure>\r
1253</step>\r
1254\r
1255<step>\r
1256<informalfigure>\r
1257<para>A pop up will appear asking you to confirm that you wish to cancel the purchase order. Click <guibutton>OK</guibutton>.</para>\r
1258<para><mediaobject>\r
1259<alt>screenshot of cancel order</alt>\r
1260\r
1261<imageobject>\r
1262<imagedata fileref="media/purchase-order-cancel-4.png" scalefit="0"></imagedata>\r
1263</imageobject>\r
1264</mediaobject></para>\r
1265</informalfigure>\r
1266</step>\r
1267\r
1268<step>\r
1269<informalfigure>\r
1270<para>The status of the purchase order becomes <guilabel>cancelled</guilabel> and all the line item bars change to white.</para>\r
1271<para>The funds no longer show as encumbered for the purchase order.</para>\r
1272<para><mediaobject>\r
1273<alt>screenshot of cancel order</alt>\r
1274\r
1275<imageobject>\r
529e645e 1276<imagedata fileref="media/purchase-order-cancel-5.png" width="100%" scalefit="1"></imagedata>\r
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1277</imageobject>\r
1278</mediaobject></para>\r
1279</informalfigure>\r
1280</step>\r
1281</procedure>\r
1282\r
1283</simplesect>\r
1284\r
1285<simplesect xml:id="suspend-purchase-order">\r
1286<title>Suspend a Purchase Order</title>\r
1287\r
1288<procedure>\r
1289<step>\r
31cdc06b 1290<para>Open the purchase order.</para>\r
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1291</step>\r
1292\r
1293<step>\r
1294<informalfigure>\r
1295<para>Click <guibutton>Cancel order</guibutton>.</para>\r
1296<para><mediaobject>\r
1297<alt>screenshot of cancel order</alt>\r
1298\r
1299<imageobject>\r
0690aa19 1300<imagedata fileref="media/cancel.png" scalefit="0"></imagedata>\r
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1301</imageobject>\r
1302</mediaobject></para>\r
1303</informalfigure>\r
1304</step>\r
1305\r
1306<step>\r
1307<informalfigure>\r
165411c1 1308<para>From the drop down menu that appears, select a <link linkend="cancel-reasons-defaults">cancel reason</link> for which debits are kept.</para>\r
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1309<para><mediaobject>\r
1310<alt>screenshot of cancel order</alt>\r
1311\r
1312<imageobject>\r
0690aa19 1313<imagedata fileref="media/cancel1.png" scalefit="0"></imagedata>\r
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1314</imageobject>\r
1315</mediaobject></para>\r
1316</informalfigure>\r
1317</step>\r
1318\r
1319<step>\r
1320<informalfigure>\r
1321<para>Click <guibutton>Cancel order</guibutton>.</para>\r
1322<para><mediaobject>\r
1323<alt>screenshot of cancel order</alt>\r
1324\r
1325<imageobject>\r
0690aa19 1326<imagedata fileref="media/cancel2.png" scalefit="0"></imagedata>\r
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1327</imageobject>\r
1328</mediaobject></para>\r
1329</informalfigure>\r
1330</step>\r
1331\r
1332<step>\r
1333<informalfigure>\r
1334<para>A pop up will appear asking you to confirm that you wish to cancel the purchase order. Click <guibutton>OK</guibutton>.</para>\r
1335<para><mediaobject>\r
1336<alt>screenshot of cancel order</alt>\r
1337\r
1338<imageobject>\r
0690aa19 1339<imagedata fileref="media/cancel3.png" scalefit="0"></imagedata>\r
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1340</imageobject>\r
1341</mediaobject></para>\r
1342</informalfigure>\r
1343</step>\r
1344\r
1345<step>\r
1346<informalfigure>\r
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1347<para>The status of the purchase order becomes <guilabel>cancelled</guilabel> and all the line item\r
1348 bars change to blue and "postpone" has been added to each line.</para>\r
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1349<para>Because the purchase order has been suspended rather than cancelled, the funds are still encumbered.</para>\r
1350<para><mediaobject>\r
1351<alt>screenshot of cancel order</alt>\r
1352\r
1353<imageobject>\r
529e645e 1354<imagedata fileref="media/cancel4.png" width="100%" scalefit="1"></imagedata>\r
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1355</imageobject>\r
1356</mediaobject></para>\r
1357</informalfigure>\r
1358</step>\r
1359\r
1360<step>\r
1361<para>A suspended purchase order is resolved when the items arrive and are received.</para>\r
1362</step>\r
1363</procedure>\r
1364\r
1365</simplesect>\r
1366</section>\r
1367\r
1368<section xml:id="print-purchase-order">\r
1369<title>Print a Purchase Order</title>\r
1370<para>You can print a purchase order from the purchase order screen. Any vendor-public notes will print in a section entitled <guilabel>Notes to the Vendor</guilabel> \r
1371on the printed purchase order.</para>\r
1372\r
1373<procedure>\r
1374<step>\r
1375<para>Open a purchase order.</para>\r
1376</step>\r
1377\r
1378<step>\r
1379<informalfigure>\r
1380<para>Select <menuchoice><guimenu>Actions</guimenu><guimenuitem>Print Purchase Order</guimenuitem></menuchoice>.</para>\r
1381<para><mediaobject>\r
1382<alt>screenshot of print order</alt>\r
1383\r
1384<imageobject>\r
1385<imagedata fileref="media/print-purchaseorder-1.png" scalefit="0"></imagedata>\r
1386</imageobject>\r
1387</mediaobject></para>\r
1388</informalfigure>\r
1389</step>\r
1390\r
1391<step>\r
31063226 1392<para>Depending on your computer you may or may not need to select your printer and click <guibutton>OK</guibutton>.</para>\r
31063226 1393</step>\r
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1394 \r
1395 <step>\r
1396 <informalfigure>\r
1397 <para>The <guilabel>Print Purchase Order</guilabel> option now prints the Purchase Order Name in addition to the Purchase Order ID.</para>\r
1398 <para><mediaobject>\r
1399 <alt>screenshot of printed purchase order</alt>\r
1400 \r
1401 <imageobject>\r
1402 <imagedata fileref="media/printedpo.png" scalefit="0"></imagedata>\r
1403 </imageobject>\r
1404 </mediaobject></para>\r
1405 </informalfigure>\r
1406 </step>\r
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1407</procedure>\r
1408\r
1409\r
1410</section>\r
1411\r
1412<section xml:id="view-purchase-order">\r
1413<title>View On-Order Purchase Orders</title>\r
1414\r
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1415<para><link linkend="purchase-search-tips">Search Tips</link></para>\r
1416<para>The default purchase order search allows you to quickly generate a list of on-order purchase orders.</para> \r
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1417<para>This search can also easily be modified to search for purchase orders using other parameters.</para>\r
1418\r
1419<procedure>\r
1420<step>\r
1421<informalfigure>\r
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1422<para>To access the searching interface, select\r
1423<menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Purchase Orders</guimenuitem></menuchoice>.</para>\r
31063226 1424<para><mediaobject>\r
15a27b64 1425<alt>screenshot of the Purchase Order Search</alt>\r
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1426\r
1427<imageobject>\r
15a27b64 1428<imagedata fileref="media/purchase-search-1.png" scalefit="0"></imagedata>\r
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1429</imageobject>\r
1430</mediaobject></para>\r
1431</informalfigure>\r
1432</step>\r
1433\r
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1434<step>\r
1435<informalfigure>\r
1436<para>By default the search interface is set to search for on-order purchase orders created by your ordering agency.</para>\r
1437<para>If this is the search you wish to perform, click <guibutton>Search</guibutton>.</para>\r
1438<para><mediaobject>\r
1439<alt>screenshot of the Purchase Order Search</alt>\r
1440\r
1441<imageobject>\r
1442<imagedata fileref="media/purchase-search-2.png" scalefit="0"></imagedata>\r
1443</imageobject>\r
1444</mediaobject></para>\r
1445</informalfigure>\r
1446</step>\r
1447\r
1448</procedure>\r
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1449</section>\r
1450\r
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1451<section xml:id="reun-purchase-order">\r
1452<title>Receiving and Un-Receiving Purchase Orders</title>\r
1453<simplesect xml:id="receive-purchase-order">\r
31063226 1454<title>Receive a Purchase Order</title>\r
f30f023a 1455<para>In the event that all items on a purchase order arrive together it is possible to receive the entire purchase order at once. It is also possible to \r
b0b63b99 1456<link linkend="receive-line-item">receive a line item</link> and to <link linkend="receive-copies"> receive a copy</link>.</para>\r
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1457\r
1458<procedure>\r
1459<step>\r
1460<para>Open your purchase order.</para>\r
1461</step>\r
1462\r
1463<step>\r
1464<informalfigure>\r
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1465<para>Click the checkmark to select all items on the purchase order.</para>\r
1466<para><mediaobject>\r
1467<alt>screenshot of receiving</alt>\r
1468\r
1469<imageobject>\r
1470<imagedata fileref="media/purchaseorder-receive-0.png" scalefit="0"></imagedata>\r
1471</imageobject>\r
1472</mediaobject></para>\r
1473</informalfigure>\r
1474</step>\r
1475\r
1476<step>\r
1477<informalfigure>\r
31063226 1478<para>Using the main <guilabel>Actions</guilabel> menu, select \r
31cdc06b 1479<menuchoice><guimenu>Actions</guimenu><guimenuitem>Mark Selected Line Items as Received</guimenuitem></menuchoice>.</para>\r
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1480<para><mediaobject>\r
1481<alt>screenshot of receiving</alt>\r
1482\r
1483<imageobject>\r
1484<imagedata fileref="media/purchaseorder-receive-1.png" scalefit="0"></imagedata>\r
1485</imageobject>\r
1486</mediaobject></para>\r
1487</informalfigure>\r
1488</step>\r
1489\r
1490<step>\r
1491<informalfigure>\r
1492<para>Any alerts for the line items will pop up. Click <guibutton>OK</guibutton> to acknowledge the alerts and receive the items.</para>\r
1493<para><mediaobject>\r
1494<alt>screenshot of receiving</alt>\r
1495\r
1496<imageobject>\r
1497<imagedata fileref="media/purchaseorder-receive-2.png" scalefit="0"></imagedata>\r
1498</imageobject>\r
1499</mediaobject></para>\r
1500</informalfigure>\r
1501</step>\r
1502\r
1503<step>\r
1504<informalfigure>\r
1505<para>The line items on the purchase order will change to a gray blue colour and the <guilabel>Status</guilabel> will update to <guilabel>received</guilabel>.</para>\r
1506<para><mediaobject>\r
1507<alt>screenshot of receiving</alt>\r
1508\r
1509<imageobject>\r
529e645e 1510<imagedata fileref="media/purchaseorder-receive-3.png" width="100%" scalefit="1"></imagedata>\r
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1511</imageobject>\r
1512</mediaobject></para>\r
1513</informalfigure>\r
1514</step>\r
1515</procedure>\r
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1516</simplesect>\r
1517\r
1518<simplesect xml:id="unreceive-purchase-order">\r
1519<title>Un-Receive a Purchase Order</title>\r
1520<para>In the event that a purchase order is accidently received or should not have been received in the first place due to damage or other reasons, it is possible to \r
1521un-receive the purchase order. The purchase order must have the status of <guilabel>received</guilabel> for this function to be enabled.</para>\r
31063226 1522\r
f30f023a
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1523<procedure>\r
1524<step>\r
1525<para>Open your purchase order.</para>\r
1526</step>\r
31063226 1527\r
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1528<step>\r
1529<informalfigure>\r
31cdc06b
JP
1530<para>Click the checkmark to select all items on the purchase order.</para>\r
1531<para><mediaobject>\r
1532<alt>screenshot of receiving</alt>\r
1533\r
1534<imageobject>\r
1535<imagedata fileref="media/purchaseorder-receive-0.png" scalefit="0"></imagedata>\r
1536</imageobject>\r
1537</mediaobject></para>\r
1538</informalfigure>\r
1539</step>\r
1540\r
1541<step>\r
1542<informalfigure>\r
f30f023a 1543<para>Using the main <guilabel>Actions</guilabel> menu, select \r
31cdc06b 1544<menuchoice><guimenu>Actions</guimenu><guimenuitem>Un-Receive Selected Line Items</guimenuitem></menuchoice>.</para>\r
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1545<para><mediaobject>\r
1546<alt>screenshot of receiving</alt>\r
1547\r
1548<imageobject>\r
1549<imagedata fileref="media/purchaseorder-un-receive-1.png" scalefit="0"></imagedata>\r
1550</imageobject>\r
1551</mediaobject></para>\r
1552</informalfigure>\r
1553</step>\r
1554\r
1555<step>\r
1556<informalfigure>\r
1557<para>A pop up will appear asking you to confirm that you wish to rollback receipt of all the copies for the purchase order. Click <guibutton>OK</guibutton>.</para>\r
1558<para><mediaobject>\r
1559<alt>screenshot of receiving</alt>\r
1560\r
1561<imageobject>\r
1562<imagedata fileref="media/purchaseorder-un-receive-2.png" scalefit="0"></imagedata>\r
1563</imageobject>\r
1564</mediaobject></para>\r
1565</informalfigure>\r
1566</step>\r
1567\r
1568<step>\r
1569<informalfigure>\r
1570<para>The line items on the purchase order will change to a mauve colour and the status will update to <guilabel>on-order</guilabel>.</para>\r
1571<para>If the purchase order is received in the future it will behave in the same manner as a purchase order that is being received for the first time.</para>\r
1572<para><mediaobject>\r
1573<alt>screenshot of receiving</alt>\r
1574\r
1575<imageobject>\r
529e645e 1576<imagedata fileref="media/purchaseorder-un-receive-3.png" width="100%" scalefit="1"></imagedata>\r
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1577</imageobject>\r
1578</mediaobject></para>\r
1579</informalfigure>\r
1580</step>\r
1581</procedure>\r
1582</simplesect>\r
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1583</section>\r
1584\r
1585<section xml:id="edi-purchase-order">\r
1586<title>View EDI Messages on a Purchase Order</title>\r
1587\r
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1588<para>You can view electronic messages from your provider about a specific purchase order.</para>\r
1589\r
1590<procedure>\r
1591<step>\r
1592<para>Open a purchase order.</para>\r
1593</step>\r
1594\r
1595<step>\r
1596<para>In the top half of the purchase order you see an <guilabel>EDI Messages</guilabel> field. The number of messages that are attached to the purchase order is\r
1597hyperlinked in parentheses next to this field.</para>\r
1598</step>\r
1599\r
1600<step>\r
1601<para>Click the hyperlinked number to view the messages.</para>\r
1602</step>\r
1603</procedure>\r
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1604\r
1605</section>\r
1606\r
1607<section xml:id="view-purchase-history">\r
1608<title>View Purchase Order History</title>\r
f30f023a 1609<para>The history of a specific purchase order can be viewed in two ways.</para>\r
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1610\r
1611<procedure>\r
1612<step>\r
1613<para>Open a purchase order.</para>\r
1614</step>\r
1615\r
1616<step>\r
1617<informalfigure>\r
1618<para>In the top half of the purchase order, beside <guilabel>History</guilabel>, click the hyperlink <guibutton>View</guibutton>.</para>\r
1619<para><mediaobject>\r
1620<alt>screenshot of view history</alt>\r
1621\r
1622<imageobject>\r
1623<imagedata fileref="media/view-history-purchaseorder-1.png" scalefit="0"></imagedata>\r
1624</imageobject>\r
1625</mediaobject></para>\r
1626</informalfigure>\r
1627\r
1628<para>OR</para>\r
1629\r
1630<informalfigure>\r
1631<para>Using the main <guilabel>Actions</guilabel> menu, select <menuchoice><guimenu>Actions</guimenu><guimenuitem>View PO History</guimenuitem></menuchoice>.</para>\r
1632<para><mediaobject>\r
1633<alt>screenshot of view history</alt>\r
1634\r
1635<imageobject>\r
1636<imagedata fileref="media/view-history-purchaseorder-3.png" scalefit="0"></imagedata>\r
1637</imageobject>\r
1638</mediaobject></para>\r
1639</informalfigure>\r
1640</step>\r
1641\r
1642<step>\r
1643<informalfigure>\r
1644<para>The history of the purchase order will display. Use the column headers to sort.</para>\r
1645<para><mediaobject>\r
1646<alt>screenshot of view history</alt>\r
1647\r
1648<imageobject>\r
1649<imagedata fileref="media/view-history-purchaseorder-2.png" scalefit="0"></imagedata>\r
1650</imageobject>\r
1651</mediaobject></para>\r
1652</informalfigure>\r
1653</step>\r
1654</procedure>\r
1655\r
1656</section>\r
1657 \r
1658</chapter>\r