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