Add Caution - no slash / backslash or spaces in the purchase order name
[sitka/doc/acquisitions.git] / acq / acq-purchase-orders.xml
CommitLineData
31063226
RJ
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
31063226
RJ
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
26 <para>After an item has been added to a selection list or purchase order, you can mark it ready for order.</para>\r
27\r
28<procedure>\r
29\r
30<step>\r
31<para>Open the selection list or purchase order that contains the line items you would like to <guilabel>Mark Ready for Order</guilabel>.</para>\r
32</step>\r
33\r
34<step>\r
35<informalfigure>\r
98c1406d 36<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
31063226
RJ
37<para><mediaobject>\r
38<alt>screenshot of line item status</alt>\r
39\r
40<imageobject>\r
41<imagedata fileref="media/mark-order-purchaseorder-1.png" scalefit="0"></imagedata>\r
42</imageobject>\r
43</mediaobject></para>\r
44</informalfigure>\r
45</step>\r
46\r
47<step>\r
48<informalfigure>\r
49<para>Select <menuchoice><guimenu>Actions</guimenu><guimenuitem>Mark Ready for Order</guimenuitem></menuchoice>.</para>\r
50<para><mediaobject>\r
51<alt>screenshot of line item status</alt>\r
52\r
53<imageobject>\r
54<imagedata fileref="media/mark-order-purchaseorder-2.png" scalefit="0"></imagedata>\r
55</imageobject>\r
56</mediaobject></para>\r
57</informalfigure>\r
58</step>\r
59\r
60<step>\r
61<informalfigure>\r
62<para> A pop up box will appear. Choose either <guilabel>Mark selected</guilabel> or <guilabel>Mark all</guilabel>.</para>\r
63<para><mediaobject>\r
64<alt>screenshot of line item status</alt>\r
65\r
66<imageobject>\r
67<imagedata fileref="media/mark-selector-selection-3.png" scalefit="0"></imagedata>\r
68</imageobject>\r
69</mediaobject></para>\r
70</informalfigure>\r
71</step>\r
72\r
73<step>\r
74<informalfigure>\r
75<para>Click <guibutton>Go</guibutton>.</para>\r
76<para><mediaobject>\r
77<alt>screenshot of line item status</alt>\r
78\r
79<imageobject>\r
80<imagedata fileref="media/mark-selector-selection-4.png" scalefit="0"></imagedata>\r
81</imageobject>\r
82</mediaobject></para>\r
83</informalfigure>\r
84</step>\r
85\r
86<step>\r
87<informalfigure>\r
88<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
89<para><mediaobject>\r
90<alt>screenshot of line item status</alt>\r
91\r
92<imageobject>\r
93<imagedata fileref="media/mark-order-purchaseorder-3.png" scalefit="0"></imagedata>\r
94</imageobject>\r
95</mediaobject></para>\r
96</informalfigure>\r
97</step>\r
98</procedure>\r
99\r
100</section>\r
101\r
102\r
103<section xml:id="create-purchase-order">\r
97c29d68
JP
104<title>Creating Purchase Orders</title>\r
105\r
106<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
107when the purchase order is activated. The <guilabel>Total Spent</guilabel> column automatically updates with the items are invoiced.</para>\r
108<para><mediaobject>\r
109<alt>screenshot of line item status</alt>\r
110\r
111<imageobject>\r
112<imagedata fileref="media/create-new-purchaseorder-7.png" scalefit="0"></imagedata>\r
113</imageobject>\r
114</mediaobject></para>\r
115</informalfigure>\r
116<para>When the provider and funds use different currencies:</para>\r
117<itemizedlist>\r
118<listitem>\r
119<para>Total Estimated is calculated in the currency of the provider.</para>\r
120</listitem>\r
121<listitem>\r
122<para>Total Encumbered is calculated in the currency of the fund.</para>\r
123</listitem>\r
124<listitem>\r
125<para>Total Spent is calculated in the currency of the fund.</para>\r
126</listitem>\r
127</itemizedlist>\r
128</note>\r
35a74ab8 129\r
35a74ab8
JP
130\r
131<para><link linkend="create-purchase-order-blank">Create a Blank Purchase Order</link></para>\r
132<para><link linkend="create-purchase-order-lineitem">Create a Purchase Order from Line Items</link></para>\r
97c29d68
JP
133<para><link linkend="convert-selection-list">Convert a Selection List to a Purchase Order</link></para>\r
134<para><link linkend="marc-order-records">Create a Purchase Order by Loading MARC Order Records</link></para>\r
135\r
35a74ab8
JP
136\r
137<simplesect xml:id="create-purchase-order-blank">\r
138<title>Create a Blank Purchase Order</title>\r
31063226 139<para>You can create a purchase order to which you can add brief records and charges.</para>\r
31063226
RJ
140\r
141<procedure>\r
142<step>\r
143<informalfigure>\r
144<para>Select <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Create Purchase Order</guimenuitem></menuchoice>.</para>\r
145<para><mediaobject>\r
146<alt>screenshot of line item status</alt>\r
147\r
148<imageobject>\r
149<imagedata fileref="media/create-new-purchaseorder-1.png" scalefit="0"></imagedata>\r
150</imageobject>\r
151</mediaobject></para>\r
152</informalfigure>\r
153</step>\r
154\r
155<step>\r
156<informalfigure>\r
157<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
158<para><mediaobject>\r
159<alt>screenshot of line item status</alt>\r
160\r
161<imageobject>\r
162<imagedata fileref="media/create-new-purchaseorder-2.png" scalefit="0"></imagedata>\r
163</imageobject>\r
164</mediaobject></para>\r
165</informalfigure>\r
166</step>\r
167\r
168<step>\r
169<informalfigure>\r
170<para>In the <guilabel>Provider</guilabel> field, enter the code for the provider. The text will auto-complete.</para>\r
171<para><mediaobject>\r
172<alt>screenshot of line item status</alt>\r
173\r
174<imageobject>\r
175<imagedata fileref="media/create-new-purchaseorder-3.png" scalefit="0"></imagedata>\r
176</imageobject>\r
177</mediaobject></para>\r
178</informalfigure>\r
179</step>\r
180\r
181<step>\r
182<informalfigure>\r
183<para>If prepayment is required, check the box adjacent to <guilabel>Prepayment Required</guilabel>.</para>\r
184<para><mediaobject>\r
185<alt>screenshot of line item status</alt>\r
186\r
187<imageobject>\r
188<imagedata fileref="media/create-new-purchaseorder-4.png" scalefit="0"></imagedata>\r
189</imageobject>\r
190</mediaobject></para>\r
191</informalfigure>\r
192<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
193selected when you enter the provider code.</para></tip>\r
194</step>\r
195\r
196<step>\r
197<informalfigure>\r
198<para>Click <guibutton>Save</guibutton>.</para>\r
199<para><mediaobject>\r
200<alt>screenshot of line item status</alt>\r
201\r
202<imageobject>\r
203<imagedata fileref="media/create-new-purchaseorder-5.png" scalefit="0"></imagedata>\r
204</imageobject>\r
205</mediaobject></para>\r
206</informalfigure>\r
207</step>\r
208\r
209<step>\r
210<informalfigure>\r
211<para>The purchase order has been created. You can now create a <link linkend="add-additional-purchase">new charge type</link> or \r
212<link linkend="purchase-add-brief">add a brief record</link>.</para>\r
213<para><mediaobject>\r
214<alt>screenshot of line item status</alt>\r
215\r
216<imageobject>\r
65dc669a 217<imagedata fileref="media/briefrecord.png" scalefit="0"></imagedata>\r
31063226
RJ
218</imageobject>\r
219</mediaobject></para>\r
220</informalfigure>\r
221</step>\r
222</procedure>\r
223\r
31063226 224\r
35a74ab8
JP
225</simplesect>\r
226\r
227<simplesect xml:id="create-purchase-order-lineitem">\r
228<title>Create a Purchase Order from Line Items</title>\r
229\r
230\r
97c29d68 231<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
35a74ab8
JP
232<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
233\r
234<procedure>\r
235\r
236<step>\r
237<informalfigure>\r
238<para>Select <menuchoice><guimenu>Actions</guimenu>\r
239<guimenuitem>Create Purchase Order</guimenuitem></menuchoice>.</para>\r
240<para><mediaobject>\r
241<alt>screenshot of selection lists</alt>\r
242\r
243<imageobject>\r
244<imagedata fileref="media/convert-selection-1.png" scalefit="0"></imagedata>\r
245</imageobject>\r
246</mediaobject></para>\r
247</informalfigure>\r
248</step>\r
249\r
250<step>\r
251<informalfigure>\r
252<para>A pop up box will appear.</para>\r
253<para><mediaobject>\r
254<alt>screenshot of selection lists</alt>\r
255\r
256<imageobject>\r
257<imagedata fileref="media/convert-selection-2.png" scalefit="0"></imagedata>\r
258</imageobject>\r
259</mediaobject></para>\r
260</informalfigure>\r
261</step>\r
262\r
263<step>\r
264<informalfigure>\r
265<para>Select the <guimenuitem>Ordering Agency</guimenuitem> from the drop down menu.</para>\r
266<para><mediaobject>\r
267<alt>screenshot of selection lists</alt>\r
268\r
269<imageobject>\r
270<imagedata fileref="media/convert-selection-3.png" scalefit="0"></imagedata>\r
271</imageobject>\r
272</mediaobject></para>\r
273</informalfigure>\r
274</step>\r
275\r
276<step>\r
277<informalfigure>\r
278<para>Enter the code for the <guilabel>provider</guilabel>. This field will auto-complete as you type.</para>\r
279<para><mediaobject>\r
280<alt>screenshot of selection lists</alt>\r
281\r
282<imageobject>\r
283<imagedata fileref="media/convert-selection-4.png" scalefit="0"></imagedata>\r
284</imageobject>\r
285</mediaobject></para>\r
286</informalfigure>\r
287</step>\r
288\r
289<step>\r
290<informalfigure>\r
291<para>If prepayment is required, check the box adjacent to <guilabel>Prepayment Required</guilabel>.</para>\r
292<para><mediaobject>\r
293<alt>screenshot of selection lists</alt>\r
294\r
295<imageobject>\r
296<imagedata fileref="media/convert-selection-5.png" scalefit="0"></imagedata>\r
297</imageobject>\r
298</mediaobject></para>\r
299</informalfigure>\r
300<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
301selected when you enter the provider code.</para>\r
302</tip>\r
303</step>\r
304\r
305<step>\r
306<informalfigure>\r
307<para>Choose to either add <guilabel>All Lineitems</guilabel> or <guilabel>Selected Lineitems</guilabel> to the purchase order.</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-6.png" scalefit="0"></imagedata>\r
313</imageobject>\r
314</mediaobject></para>\r
315</informalfigure>\r
316</step>\r
317\r
318<step>\r
319<informalfigure>\r
320<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
321items will be imported and copies created when the purchase order is activated.</para>\r
b0b63b99
JP
322<para>If you check this box the Vandelay interface will appear when <guibutton>Submit</guibutton> is clicked. See \r
323<link linkend="load-bib-vandelay">How to Load Bibliographic Records and Items into the Catalogue</link> for instructions.</para>\r
35a74ab8
JP
324<para><mediaobject>\r
325<alt>screenshot of selection lists</alt>\r
326\r
327<imageobject>\r
328<imagedata fileref="media/convert-selection-7.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>Click <guibutton>Submit</guibutton>.</para>\r
337<para><mediaobject>\r
338<alt>screenshot of selection lists</alt>\r
339\r
340<imageobject>\r
341<imagedata fileref="media/convert-selection-8.png" scalefit="0"></imagedata>\r
342</imageobject>\r
343</mediaobject></para>\r
344</informalfigure>\r
345</step>\r
346\r
347<step>\r
348<para>Your purchase order will be created and open in the same tab.</para>\r
349</step>\r
350</procedure>\r
31063226 351\r
35a74ab8 352</simplesect>\r
31063226
RJ
353</section>\r
354\r
355\r
356 <section xml:id="name-purchase-order">\r
357 <title>Name a Purchase Order</title>\r
98c1406d 358 <para>By default a new purchase order is given the purchase order ID as its name.</para>\r
31063226
RJ
359<para>You can change the name to any grouping of letters or numbers as determined by your \r
360library's policies. You can reuse purchase order names as long as a name is never used twice in the same year.</para>\r
361\r
1b374af6
C
362<caution><para>Do not use "\" or "/" or "spaces" in the purchase order name or EDI orders will fail</para></caution> \r
363\r
31063226
RJ
364<procedure>\r
365<step>\r
366<para>Open or create a purchase order.</para>\r
367</step>\r
368\r
369<step>\r
370<informalfigure>\r
371<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
372<para><mediaobject>\r
65dc669a 373<alt>screenshot of purchase order</alt>\r
31063226
RJ
374\r
375<imageobject>\r
65dc669a 376<imagedata fileref="media/poname.png" scalefit="0"></imagedata>\r
31063226
RJ
377</imageobject>\r
378</mediaobject></para>\r
379</informalfigure>\r
380</step>\r
381\r
382<step>\r
383<informalfigure>\r
384<para>Click on the hyperlinked ID number. A pop up box will appear.</para>\r
385<para><mediaobject>\r
65dc669a 386 <alt>screenshot of text entry</alt>\r
31063226
RJ
387\r
388<imageobject>\r
65dc669a 389<imagedata fileref="media/poname1.png" scalefit="0"></imagedata>\r
31063226
RJ
390</imageobject>\r
391</mediaobject></para>\r
392</informalfigure>\r
393</step>\r
394\r
395<step>\r
396<informalfigure>\r
397<para>Enter a new name for your purchase order and click <guibutton>Ok</guibutton>.</para>\r
398<para><mediaobject>\r
65dc669a 399<alt>screenshot of text entry</alt>\r
31063226
RJ
400\r
401<imageobject>\r
65dc669a 402<imagedata fileref="media/poname2.png" scalefit="0"></imagedata>\r
31063226
RJ
403</imageobject>\r
404</mediaobject></para>\r
405</informalfigure>\r
406</step>\r
407\r
408<step>\r
409<informalfigure>\r
410<para>The new name will replace the internal ID number as the purchase order's name.</para>\r
411<para><mediaobject>\r
65dc669a 412<alt>screenshot of purchase order name</alt>\r
31063226
RJ
413\r
414<imageobject>\r
65dc669a 415<imagedata fileref="media/poname3.png" scalefit="0"></imagedata>\r
31063226
RJ
416</imageobject>\r
417</mediaobject></para>\r
418</informalfigure>\r
419</step>\r
420\r
421</procedure>\r
422\r
423</section>\r
424\r
425\r
426 <section xml:id="purchase-add-brief">\r
427 <title>Add Brief Records to a Purchase Order</title>\r
98c1406d 428 <para>You can add brief records to a new or existing purchase order.</para>\r
31063226
RJ
429\r
430<procedure>\r
431<step>\r
432<para>Open or create a purchase order.</para>\r
433</step>\r
434\r
435<step>\r
436<informalfigure>\r
437<para>Click the <guibutton>Add Brief Record</guibutton> button.</para>\r
438<para><mediaobject>\r
439<alt>screenshot of line item status</alt>\r
440\r
441<imageobject>\r
65dc669a 442<imagedata fileref="media/briefrecord.png" scalefit="0"></imagedata>\r
31063226
RJ
443</imageobject>\r
444</mediaobject></para>\r
445</informalfigure>\r
446</step>\r
447\r
448<step>\r
449<informalfigure>\r
450<para>Enter bibliographic information in the desired fields and click <guibutton>Save Record</guibutton>.</para>\r
451<para><mediaobject>\r
452<alt>screenshot of line item status</alt>\r
453\r
454<imageobject>\r
65dc669a 455<imagedata fileref="media/newbrief.png" scalefit="0"></imagedata>\r
31063226
RJ
456</imageobject>\r
457</mediaobject></para>\r
458</informalfigure>\r
459</step>\r
460\r
461<step>\r
462<informalfigure>\r
463<para>A new line item appears on your purchase order.</para>\r
464<para><mediaobject>\r
465<alt>screenshot of line item status</alt>\r
466\r
467<imageobject>\r
65dc669a 468<imagedata fileref="media/newbrief2.png" scalefit="0"></imagedata>\r
31063226
RJ
469</imageobject>\r
470</mediaobject></para>\r
471</informalfigure>\r
472</step>\r
473\r
474<step>\r
475<informalfigure>\r
476<para>To add additional brief records, select <menuchoice><guimenu>Actions</guimenu>\r
477<guimenuitem>Add Brief Record</guimenuitem></menuchoice>.</para>\r
478<para><mediaobject>\r
479<alt>screenshot of line item status</alt>\r
480\r
481<imageobject>\r
65dc669a 482<imagedata fileref="media/newbrief3.png" scalefit="0"></imagedata>\r
31063226
RJ
483</imageobject>\r
484</mediaobject></para>\r
485</informalfigure>\r
486</step>\r
487</procedure>\r
488\r
489\r
490</section>\r
491\r
c9c020a7
JP
492<section xml:id="add-line-item-po">\r
493<title>Add Line Items to a Purchase Order</title>\r
31063226 494\r
15a27b64 495\r
c9c020a7
JP
496<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
497when 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
31063226
RJ
498\r
499<procedure>\r
500<step>\r
31063226 501<informalfigure>\r
c9c020a7
JP
502<para>Add the line item to an existing line item by checking the box adjacent to the desired line item(s) and selecting \r
503<menuchoice><guimenu>Actions</guimenu><guimenuitem>Add to Purchase Order</guimenuitem></menuchoice>.</para>\r
504<para>See <link linkend="create-purchase-order-lineitem">Create a Purchase Order from Line Items</link> for further instructions.</para>\r
31063226 505<para><mediaobject>\r
c9c020a7 506<alt>screenshot of MARC federated search</alt>\r
31063226
RJ
507\r
508<imageobject>\r
c9c020a7 509<imagedata fileref="media/MARC-federated-addrecord-9.png" scalefit="0"></imagedata>\r
31063226
RJ
510</imageobject>\r
511</mediaobject></para>\r
512</informalfigure>\r
31063226 513\r
31063226 514<informalfigure>\r
c9c020a7 515<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 516<para><mediaobject>\r
c9c020a7 517<alt>screenshot of MARC federated search</alt>\r
31063226
RJ
518\r
519<imageobject>\r
c9c020a7 520<imagedata fileref="media/MARC-federated-addrecord-10.png" scalefit="0"></imagedata>\r
31063226
RJ
521</imageobject>\r
522</mediaobject></para>\r
523</informalfigure>\r
524</step>\r
525\r
526<step>\r
c9c020a7
JP
527<para>The selected line item(s) will be added to the existing purchase order.</para>\r
528<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 529</step>\r
c9c020a7
JP
530</procedure>\r
531</section>\r
31063226 532\r
31063226 533\r
c9c020a7
JP
534 <section xml:id="add-additional-purchase">\r
535 <title>Add Charges, Taxes, and/or Fees to a Purchase Order</title>\r
45da7f63
JP
536 \r
537 <caution><para>Charges should not be added to purchase orders at this time.</para></caution>\r
538 \r
539<!-- \r
c9c020a7
JP
540 <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
541Sitka-wide. These additional charges will be reflected in the amounts that are estimated and encumbered on the purchase order.</para>\r
31063226 542\r
c9c020a7
JP
543<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
544<link linkend="create-invoice-purchase-order">Create an Invoice for a Purchase Order</link> for more information.</para></note>\r
31063226 545\r
c9c020a7
JP
546\r
547<procedure>\r
548<step>\r
549<para>Open or create a purchase order.</para>\r
31063226
RJ
550</step>\r
551\r
552<step>\r
553<informalfigure>\r
c9c020a7 554<para>At the bottom of the purchase order, click <guibutton>New Charge</guibutton>.</para>\r
31063226
RJ
555<para><mediaobject>\r
556<alt>screenshot of new charges</alt>\r
557\r
558<imageobject>\r
c9c020a7 559<imagedata fileref="media/new-charge-purchaseorder-1.png" scalefit="0"></imagedata>\r
31063226
RJ
560</imageobject>\r
561</mediaobject></para>\r
562</informalfigure>\r
563</step>\r
564\r
565<step>\r
566<informalfigure>\r
c9c020a7
JP
567<para>Fill in the fields:</para>\r
568<itemizedlist>\r
569<listitem>\r
570<para>Charge Type</para>\r
571</listitem>\r
572<listitem>\r
573<para>Fund</para>\r
574</listitem>\r
575<listitem>\r
576<para>Title/Description</para>\r
577</listitem>\r
578<listitem>\r
579<para>Author</para>\r
580</listitem>\r
581<listitem>\r
582<para>Note</para>\r
583</listitem>\r
584<listitem>\r
585<para>Estimated Cost</para>\r
586</listitem>\r
587</itemizedlist>\r
588\r
31063226
RJ
589<para><mediaobject>\r
590<alt>screenshot of new charges</alt>\r
591\r
592<imageobject>\r
c9c020a7 593<imagedata fileref="media/new-charge-purchaseorder-2.png" scalefit="0"></imagedata>\r
31063226
RJ
594</imageobject>\r
595</mediaobject></para>\r
596</informalfigure>\r
597</step>\r
598\r
c9c020a7 599\r
31063226
RJ
600<step>\r
601<informalfigure>\r
602<para>Click <guibutton>New Charge</guibutton> to add an additional charge or click <guibutton>Save New Charges</guibutton> to finish.</para>\r
603<para><mediaobject>\r
604<alt>screenshot of new charges</alt>\r
605\r
606<imageobject>\r
607<imagedata fileref="media/new-charge-purchaseorder-8.png" scalefit="0"></imagedata>\r
608</imageobject>\r
609</mediaobject></para>\r
610</informalfigure>\r
611</step>\r
612\r
613<step>\r
614<informalfigure>\r
615<para>The charge(s) will display on the purchase order.</para>\r
616<para><mediaobject>\r
617<alt>screenshot of new charges</alt>\r
618\r
619<imageobject>\r
620<imagedata fileref="media/new-charge-purchaseorder-9.png" scalefit="0"></imagedata>\r
621</imageobject>\r
622</mediaobject></para>\r
623</informalfigure>\r
624</step>\r
625</procedure>\r
626\r
627<note><para>Charges can be deleted by clicking the red <guibutton>X</guibutton> adjacent to the charge.</para></note>\r
628\r
45da7f63 629-->\r
31063226
RJ
630</section>\r
631\r
632\r
633 <section xml:id="add-notes-purchase">\r
634 <title>Add Notes to a Purchase Order</title>\r
635 <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
636\r
637<procedure>\r
638<step>\r
639<para>Open or create a purchase order.</para>\r
640</step>\r
641\r
642<step>\r
643<informalfigure>\r
644<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
645parentheses next to this field. Click the hyperlinked number.</para>\r
646<para><mediaobject>\r
647<alt>screenshot of add a note</alt>\r
648\r
649<imageobject>\r
65dc669a 650<imagedata fileref="media/ponotes.png" scalefit="0"></imagedata>\r
31063226
RJ
651</imageobject>\r
652</mediaobject></para>\r
653</informalfigure>\r
654</step>\r
655\r
656\r
657<step>\r
658<informalfigure>\r
659<para>Click <guibutton>New Note</guibutton>.</para>\r
660<para><mediaobject>\r
661<alt>screenshot of add a note</alt>\r
662\r
663<imageobject>\r
664<imagedata fileref="media/add-notes-purchaseorder-2.png" scalefit="0"></imagedata>\r
665</imageobject>\r
666</mediaobject></para>\r
667</informalfigure>\r
668</step>\r
669\r
670<step>\r
671<informalfigure>\r
672<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
673<para><mediaobject>\r
674<alt>screenshot of add a note</alt>\r
675\r
676<imageobject>\r
677<imagedata fileref="media/add-notes-purchaseorder-3.png" scalefit="0"></imagedata>\r
678</imageobject>\r
679</mediaobject></para>\r
680</informalfigure>\r
681</step>\r
682\r
683<step>\r
684<informalfigure>\r
15a27b64 685<para>Click <guibutton>Create</guibutton> and your note will appear. Repeat the process to add as many notes as you require.</para>\r
31063226
RJ
686<para><mediaobject>\r
687<alt>screenshot of add a note</alt>\r
688\r
689<imageobject>\r
690<imagedata fileref="media/add-notes-purchaseorder-5.png" scalefit="0"></imagedata>\r
691</imageobject>\r
692</mediaobject></para>\r
693</informalfigure>\r
694</step>\r
695\r
696<step>\r
697<informalfigure>\r
698<para>Click <guibutton>Return</guibutton> to return to the purchase order.</para>\r
699<para><mediaobject>\r
700<alt>screenshot of add a note</alt>\r
701\r
702<imageobject>\r
703<imagedata fileref="media/add-notes-purchaseorder-6.png" scalefit="0"></imagedata>\r
704</imageobject>\r
705</mediaobject></para>\r
706</informalfigure>\r
707</step>\r
708\r
709<step>\r
710<informalfigure>\r
711<para>The number in parentheses will increases to reflect the number of notes attached to the purchase order.</para>\r
712<para><mediaobject>\r
713<alt>screenshot of add a note</alt>\r
714\r
715<imageobject>\r
716<imagedata fileref="media/add-notes-purchaseorder-7.png" scalefit="0"></imagedata>\r
717</imageobject>\r
718</mediaobject></para>\r
719</informalfigure>\r
720</step>\r
721</procedure>\r
722\r
723</section> \r
724\r
725<section xml:id="activate-purchase-order">\r
726<title>Activating Purchase Orders</title>\r
727\r
728<para><link linkend="criteria-purchase-order">Activation Criteria</link></para>\r
729<para><link linkend="activation-purchase-order">Activate a Purchase Order</link></para>\r
c8aa73b5
CB
730<para><link linkend="activation-wo-loaditems">Activate a Purchase Order without loading Items</link></para>\r
731 \r
31063226
RJ
732<simplesect xml:id="criteria-purchase-order">\r
733<title>Activation Criteria</title>\r
734\r
735<para>Before you can activate a purchase order, the following criteria must be met:</para>\r
736<itemizedlist>\r
737<listitem>\r
dd828c6e 738<informalfigure>\r
3771f88d
JP
739<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
740<guilabel>Activatable? No: The lineitem has no attached copies (ACQ_LINEITEM_NO_COPIES) (lineitemID)</guilabel>. Simply attach a copy to the line item. \r
741See <link linkend="add-copies-lineitem">Add a Copy to a Line Item</link> for instructions.</para>\r
dd828c6e
JP
742<para><mediaobject>\r
743<alt>screenshot of activating</alt>\r
744\r
745<imageobject>\r
746<imagedata fileref="media/activate-purchaseorder-0.png" scalefit="0"></imagedata>\r
747</imageobject>\r
748</mediaobject></para>\r
749</informalfigure>\r
3771f88d 750\r
dd828c6e 751<informalfigure>\r
3771f88d 752<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
dd828c6e
JP
753<para><mediaobject>\r
754<alt>screenshot of activating</alt>\r
755\r
756<imageobject>\r
757<imagedata fileref="media/activate-purchaseorder-00.png" scalefit="0"></imagedata>\r
758</imageobject>\r
759</mediaobject></para>\r
760</informalfigure>\r
3771f88d
JP
761\r
762<caution><para> Copies should not be added to line items after a purchase order is activated.</para></caution>\r
31063226
RJ
763</listitem>\r
764<listitem>\r
765<informalfigure>\r
766<para>Each line item must contain an estimated price. If there is no estimated price the <guilabel>Activate Order?</guilabel> field will read, \r
767<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
768<para><mediaobject>\r
769<alt>screenshot of line item status</alt>\r
770\r
771<imageobject>\r
772<imagedata fileref="media/activate-purchaseorder-1.png" scalefit="0"></imagedata>\r
773</imageobject>\r
774</mediaobject></para>\r
775</informalfigure>\r
776</listitem>\r
777\r
778<listitem>\r
779<informalfigure>\r
780<para>Each line item must have funds applied to it. If no funds are applied the <guilabel>Activate Order?</guilabel> field will read,\r
781<guilabel>No: The requested acq. fund was not found (ACQ_FUND_NOT_FOUND)</guilabel>. Simply apply funds individually or as a batch. See \r
782<link linkend="apply-funds-acq">Apply Funds to Line Items</link> for instructions.</para>\r
783<para><mediaobject>\r
784<alt>screenshot of line item status</alt>\r
785\r
786<imageobject>\r
787<imagedata fileref="media/activate-purchaseorder-2.png" scalefit="0"></imagedata>\r
788</imageobject>\r
789</mediaobject></para>\r
790</informalfigure>\r
791</listitem>\r
792<listitem>\r
793<informalfigure>\r
794<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
795will 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
796fund must be applied to the purchase order.</para>\r
797<para><mediaobject>\r
798<alt>screenshot of line item status</alt>\r
799\r
800<imageobject>\r
801<imagedata fileref="media/activate-purchaseorder-4.png" scalefit="0"></imagedata>\r
802</imageobject>\r
803</mediaobject></para>\r
804</informalfigure>\r
805</listitem>\r
806</itemizedlist>\r
807\r
15a27b64
JP
808<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
809 the purchase order.</para></note>\r
810\r
31063226
RJ
811</simplesect>\r
812\r
813<simplesect xml:id="activation-purchase-order">\r
814<title>Activate a Purchase Order</title>\r
815\r
31cdc06b 816<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
31063226
RJ
817\r
818<procedure>\r
819<step>\r
820<informalfigure>\r
c9c020a7 821<para>Click the button <guibutton>Activate Order</guibutton>.</para>\r
31063226
RJ
822<para><mediaobject>\r
823<alt>screenshot of activate order</alt>\r
824\r
825<imageobject>\r
c8aa73b5 826<imagedata fileref="media/activate1.png" scalefit="0"></imagedata>\r
31063226
RJ
827</imageobject>\r
828</mediaobject></para>\r
829</informalfigure>\r
830</step>\r
831\r
832<step>\r
833<informalfigure>\r
d506db97 834<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 835See <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 836<para>The funds associated with the purchases will be encumbered.</para>\r
31063226
RJ
837<para><mediaobject>\r
838<alt>screenshot of activate order</alt>\r
839\r
840<imageobject>\r
c8aa73b5 841<imagedata fileref="media/activate2.png" scalefit="0"></imagedata>\r
31063226
RJ
842</imageobject>\r
843</mediaobject></para>\r
844</informalfigure>\r
845</step>\r
846</procedure>\r
847\r
848</simplesect>\r
c8aa73b5
CB
849 \r
850 <simplesect xml:id="activation-wo-loaditems">\r
851 <title>Activate a Purchase Order without Loading Items</title>\r
852 \r
853 <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
854 <itemizedlist>\r
855 <listitem><para>Cleaning up pre-acquisitions backlog</para></listitem>\r
856 <listitem><para>Direct purchases that have already been catalogued</para></listitem>\r
857 </itemizedlist>\r
858\r
859 <informalfigure>\r
860 <para><mediaobject>\r
861 <alt>screenshot of activate order</alt>\r
862 <imageobject>\r
863 <imagedata fileref="media/activate3.png" scalefit="0"></imagedata>\r
864 </imageobject>\r
865 </mediaobject></para>\r
866 </informalfigure>\r
867 \r
868 </simplesect> \r
31063226
RJ
869\r
870</section>\r
871\r
872<section xml:id="split-purchase-order">\r
873<title>Split Purchase Order by Line Items</title>\r
874\r
875<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
876\r
877<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
878corner of the top half of the screen.</para>\r
879\r
880<procedure>\r
881\r
882<step>\r
883<para>Open the purchase order you would like to split.</para>\r
884</step>\r
885\r
886<step>\r
887<informalfigure>\r
888<para>Click <guibutton>Split Order by Lineitems</guibutton>.</para>\r
889<para><mediaobject>\r
890<alt>screenshot of split purchase order</alt>\r
891\r
892<imageobject>\r
893<imagedata fileref="media/split-line-purchase-order-1.png" scalefit="0"></imagedata>\r
894</imageobject>\r
895</mediaobject></para>\r
896</informalfigure>\r
897</step>\r
898\r
899<step>\r
900<informalfigure>\r
901<para>A pop up box will confirm that you wish to split the purchase order. Click <guibutton>Ok</guibutton> to continue.</para>\r
902<para><mediaobject>\r
903<alt>screenshot of split purchase order</alt>\r
904\r
905<imageobject>\r
906<imagedata fileref="media/split-line-purchase-order-2.png" scalefit="0"></imagedata>\r
907</imageobject>\r
908</mediaobject></para>\r
909</informalfigure>\r
910</step>\r
911\r
912<step>\r
913<informalfigure>\r
914<para>The line items will display with a PO Search.</para>\r
915<para><mediaobject>\r
916<alt>screenshot of split purchase order</alt>\r
917\r
918<imageobject>\r
919<imagedata fileref="media/split-line-purchase-order-3.png" scalefit="0"></imagedata>\r
920</imageobject>\r
921</mediaobject></para>\r
922</informalfigure>\r
923</step>\r
924\r
925<step>\r
926<informalfigure>\r
927<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
928<guibutton>Search</guibutton>.</para>\r
929<para><mediaobject>\r
930<alt>screenshot of split purchase order</alt>\r
931\r
932<imageobject>\r
933<imagedata fileref="media/split-line-purchase-order-4.png" scalefit="0"></imagedata>\r
934</imageobject>\r
935</mediaobject></para>\r
936</informalfigure>\r
937</step>\r
938\r
939<step>\r
940<informalfigure>\r
15a27b64 941<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
31063226
RJ
942screen.</para>\r
943<para><mediaobject>\r
944<alt>screenshot of split purchase order</alt>\r
945\r
946<imageobject>\r
947<imagedata fileref="media/split-line-purchase-order-5.png" scalefit="0"></imagedata>\r
948</imageobject>\r
949</mediaobject></para>\r
950</informalfigure>\r
951</step>\r
952\r
953</procedure>\r
954\r
955</section>\r
956\r
957<section xml:id="cansup-purchase-order">\r
958<title>Cancelling and Suspending Purchase Orders</title>\r
31cdc06b 959<para>You can cancel or suspend purchase orders where all line items are in a state of on-order.</para>\r
15a27b64
JP
960<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
961example, 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
31063226
RJ
962remain encumbered for the purchase while the purchase order has the status of cancelled.</para>\r
963\r
964<para><link linkend="cancel-purchase-order">Cancel a Purchase Order</link></para>\r
965<para><link linkend="suspend-purchase-order">Suspend a Purchase Order</link></para>\r
966\r
967<simplesect xml:id="cancel-purchase-order">\r
968<title>Cancel a Purchase Order</title>\r
969\r
970<procedure>\r
971<step>\r
31cdc06b 972<para>Open the purchase order.</para>\r
31063226
RJ
973</step>\r
974\r
975<step>\r
976<informalfigure>\r
977<para>Click <guibutton>Cancel order</guibutton>.</para>\r
978<para><mediaobject>\r
979<alt>screenshot of cancel order</alt>\r
980\r
981<imageobject>\r
982<imagedata fileref="media/purchase-order-cancel-1.png" scalefit="0"></imagedata>\r
983</imageobject>\r
984</mediaobject></para>\r
985</informalfigure>\r
986</step>\r
987\r
988<step>\r
989<informalfigure>\r
165411c1 990<para>From the drop down menu that appears, select a <link linkend="cancel-reasons-defaults">cancel reason</link>.</para>\r
31063226
RJ
991<para><mediaobject>\r
992<alt>screenshot of cancel order</alt>\r
993\r
994<imageobject>\r
995<imagedata fileref="media/purchase-order-cancel-2.png" scalefit="0"></imagedata>\r
996</imageobject>\r
997</mediaobject></para>\r
998</informalfigure>\r
999</step>\r
1000\r
1001<step>\r
1002<informalfigure>\r
1003<para>Click <guibutton>Cancel order</guibutton>.</para>\r
1004<para><mediaobject>\r
1005<alt>screenshot of cancel order</alt>\r
1006\r
1007<imageobject>\r
1008<imagedata fileref="media/purchase-order-cancel-3.png" scalefit="0"></imagedata>\r
1009</imageobject>\r
1010</mediaobject></para>\r
1011</informalfigure>\r
1012</step>\r
1013\r
1014<step>\r
1015<informalfigure>\r
1016<para>A pop up will appear asking you to confirm that you wish to cancel the purchase order. Click <guibutton>OK</guibutton>.</para>\r
1017<para><mediaobject>\r
1018<alt>screenshot of cancel order</alt>\r
1019\r
1020<imageobject>\r
1021<imagedata fileref="media/purchase-order-cancel-4.png" scalefit="0"></imagedata>\r
1022</imageobject>\r
1023</mediaobject></para>\r
1024</informalfigure>\r
1025</step>\r
1026\r
1027<step>\r
1028<informalfigure>\r
1029<para>The status of the purchase order becomes <guilabel>cancelled</guilabel> and all the line item bars change to white.</para>\r
1030<para>The funds no longer show as encumbered for the purchase order.</para>\r
1031<para><mediaobject>\r
1032<alt>screenshot of cancel order</alt>\r
1033\r
1034<imageobject>\r
1035<imagedata fileref="media/purchase-order-cancel-5.png" scalefit="0"></imagedata>\r
1036</imageobject>\r
1037</mediaobject></para>\r
1038</informalfigure>\r
1039</step>\r
1040</procedure>\r
1041\r
1042</simplesect>\r
1043\r
1044<simplesect xml:id="suspend-purchase-order">\r
1045<title>Suspend a Purchase Order</title>\r
1046\r
1047<procedure>\r
1048<step>\r
31cdc06b 1049<para>Open the purchase order.</para>\r
31063226
RJ
1050</step>\r
1051\r
1052<step>\r
1053<informalfigure>\r
1054<para>Click <guibutton>Cancel order</guibutton>.</para>\r
1055<para><mediaobject>\r
1056<alt>screenshot of cancel order</alt>\r
1057\r
1058<imageobject>\r
0690aa19 1059<imagedata fileref="media/cancel.png" scalefit="0"></imagedata>\r
31063226
RJ
1060</imageobject>\r
1061</mediaobject></para>\r
1062</informalfigure>\r
1063</step>\r
1064\r
1065<step>\r
1066<informalfigure>\r
165411c1 1067<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
31063226
RJ
1068<para><mediaobject>\r
1069<alt>screenshot of cancel order</alt>\r
1070\r
1071<imageobject>\r
0690aa19 1072<imagedata fileref="media/cancel1.png" scalefit="0"></imagedata>\r
31063226
RJ
1073</imageobject>\r
1074</mediaobject></para>\r
1075</informalfigure>\r
1076</step>\r
1077\r
1078<step>\r
1079<informalfigure>\r
1080<para>Click <guibutton>Cancel order</guibutton>.</para>\r
1081<para><mediaobject>\r
1082<alt>screenshot of cancel order</alt>\r
1083\r
1084<imageobject>\r
0690aa19 1085<imagedata fileref="media/cancel2.png" scalefit="0"></imagedata>\r
31063226
RJ
1086</imageobject>\r
1087</mediaobject></para>\r
1088</informalfigure>\r
1089</step>\r
1090\r
1091<step>\r
1092<informalfigure>\r
1093<para>A pop up will appear asking you to confirm that you wish to cancel the purchase order. Click <guibutton>OK</guibutton>.</para>\r
1094<para><mediaobject>\r
1095<alt>screenshot of cancel order</alt>\r
1096\r
1097<imageobject>\r
0690aa19 1098<imagedata fileref="media/cancel3.png" scalefit="0"></imagedata>\r
31063226
RJ
1099</imageobject>\r
1100</mediaobject></para>\r
1101</informalfigure>\r
1102</step>\r
1103\r
1104<step>\r
1105<informalfigure>\r
0690aa19
CB
1106<para>The status of the purchase order becomes <guilabel>cancelled</guilabel> and all the line item\r
1107 bars change to blue and "postpone" has been added to each line.</para>\r
31063226
RJ
1108<para>Because the purchase order has been suspended rather than cancelled, the funds are still encumbered.</para>\r
1109<para><mediaobject>\r
1110<alt>screenshot of cancel order</alt>\r
1111\r
1112<imageobject>\r
0690aa19 1113<imagedata fileref="media/cancel4.png" width="100%" scalefit="0"></imagedata>\r
31063226
RJ
1114</imageobject>\r
1115</mediaobject></para>\r
1116</informalfigure>\r
1117</step>\r
1118\r
1119<step>\r
1120<para>A suspended purchase order is resolved when the items arrive and are received.</para>\r
1121</step>\r
1122</procedure>\r
1123\r
1124</simplesect>\r
1125</section>\r
1126\r
1127<section xml:id="print-purchase-order">\r
1128<title>Print a Purchase Order</title>\r
1129<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
1130on the printed purchase order.</para>\r
1131\r
1132<procedure>\r
1133<step>\r
1134<para>Open a purchase order.</para>\r
1135</step>\r
1136\r
1137<step>\r
1138<informalfigure>\r
1139<para>Select <menuchoice><guimenu>Actions</guimenu><guimenuitem>Print Purchase Order</guimenuitem></menuchoice>.</para>\r
1140<para><mediaobject>\r
1141<alt>screenshot of print order</alt>\r
1142\r
1143<imageobject>\r
1144<imagedata fileref="media/print-purchaseorder-1.png" scalefit="0"></imagedata>\r
1145</imageobject>\r
1146</mediaobject></para>\r
1147</informalfigure>\r
1148</step>\r
1149\r
1150<step>\r
31063226 1151<para>Depending on your computer you may or may not need to select your printer and click <guibutton>OK</guibutton>.</para>\r
31063226 1152</step>\r
b67040ec
CB
1153 \r
1154 <step>\r
1155 <informalfigure>\r
1156 <para>The <guilabel>Print Purchase Order</guilabel> option now prints the Purchase Order Name in addition to the Purchase Order ID.</para>\r
1157 <para><mediaobject>\r
1158 <alt>screenshot of printed purchase order</alt>\r
1159 \r
1160 <imageobject>\r
1161 <imagedata fileref="media/printedpo.png" scalefit="0"></imagedata>\r
1162 </imageobject>\r
1163 </mediaobject></para>\r
1164 </informalfigure>\r
1165 </step>\r
31063226
RJ
1166</procedure>\r
1167\r
1168\r
1169</section>\r
1170\r
1171<section xml:id="view-purchase-order">\r
1172<title>View On-Order Purchase Orders</title>\r
1173\r
15a27b64
JP
1174<para><link linkend="purchase-search-tips">Search Tips</link></para>\r
1175<para>The default purchase order search allows you to quickly generate a list of on-order purchase orders.</para> \r
31063226
RJ
1176<para>This search can also easily be modified to search for purchase orders using other parameters.</para>\r
1177\r
1178<procedure>\r
1179<step>\r
1180<informalfigure>\r
15a27b64
JP
1181<para>To access the searching interface, select\r
1182<menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Purchase Orders</guimenuitem></menuchoice>.</para>\r
31063226 1183<para><mediaobject>\r
15a27b64 1184<alt>screenshot of the Purchase Order Search</alt>\r
31063226
RJ
1185\r
1186<imageobject>\r
15a27b64 1187<imagedata fileref="media/purchase-search-1.png" scalefit="0"></imagedata>\r
31063226
RJ
1188</imageobject>\r
1189</mediaobject></para>\r
1190</informalfigure>\r
1191</step>\r
1192\r
31063226
RJ
1193<step>\r
1194<informalfigure>\r
1195<para>By default the search interface is set to search for on-order purchase orders created by your ordering agency.</para>\r
1196<para>If this is the search you wish to perform, click <guibutton>Search</guibutton>.</para>\r
1197<para><mediaobject>\r
1198<alt>screenshot of the Purchase Order Search</alt>\r
1199\r
1200<imageobject>\r
1201<imagedata fileref="media/purchase-search-2.png" scalefit="0"></imagedata>\r
1202</imageobject>\r
1203</mediaobject></para>\r
1204</informalfigure>\r
1205</step>\r
1206\r
1207</procedure>\r
31063226
RJ
1208</section>\r
1209\r
f30f023a
JP
1210<section xml:id="reun-purchase-order">\r
1211<title>Receiving and Un-Receiving Purchase Orders</title>\r
1212<simplesect xml:id="receive-purchase-order">\r
31063226 1213<title>Receive a Purchase Order</title>\r
f30f023a 1214<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 1215<link linkend="receive-line-item">receive a line item</link> and to <link linkend="receive-copies"> receive a copy</link>.</para>\r
31063226
RJ
1216\r
1217<procedure>\r
1218<step>\r
1219<para>Open your purchase order.</para>\r
1220</step>\r
1221\r
1222<step>\r
1223<informalfigure>\r
31cdc06b
JP
1224<para>Click the checkmark to select all items on the purchase order.</para>\r
1225<para><mediaobject>\r
1226<alt>screenshot of receiving</alt>\r
1227\r
1228<imageobject>\r
1229<imagedata fileref="media/purchaseorder-receive-0.png" scalefit="0"></imagedata>\r
1230</imageobject>\r
1231</mediaobject></para>\r
1232</informalfigure>\r
1233</step>\r
1234\r
1235<step>\r
1236<informalfigure>\r
31063226 1237<para>Using the main <guilabel>Actions</guilabel> menu, select \r
31cdc06b 1238<menuchoice><guimenu>Actions</guimenu><guimenuitem>Mark Selected Line Items as Received</guimenuitem></menuchoice>.</para>\r
31063226
RJ
1239<para><mediaobject>\r
1240<alt>screenshot of receiving</alt>\r
1241\r
1242<imageobject>\r
1243<imagedata fileref="media/purchaseorder-receive-1.png" scalefit="0"></imagedata>\r
1244</imageobject>\r
1245</mediaobject></para>\r
1246</informalfigure>\r
1247</step>\r
1248\r
1249<step>\r
1250<informalfigure>\r
1251<para>Any alerts for the line items will pop up. Click <guibutton>OK</guibutton> to acknowledge the alerts and receive the items.</para>\r
1252<para><mediaobject>\r
1253<alt>screenshot of receiving</alt>\r
1254\r
1255<imageobject>\r
1256<imagedata fileref="media/purchaseorder-receive-2.png" scalefit="0"></imagedata>\r
1257</imageobject>\r
1258</mediaobject></para>\r
1259</informalfigure>\r
1260</step>\r
1261\r
1262<step>\r
1263<informalfigure>\r
1264<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
1265<para><mediaobject>\r
1266<alt>screenshot of receiving</alt>\r
1267\r
1268<imageobject>\r
1269<imagedata fileref="media/purchaseorder-receive-3.png" scalefit="0"></imagedata>\r
1270</imageobject>\r
1271</mediaobject></para>\r
1272</informalfigure>\r
1273</step>\r
1274</procedure>\r
f30f023a
JP
1275</simplesect>\r
1276\r
1277<simplesect xml:id="unreceive-purchase-order">\r
1278<title>Un-Receive a Purchase Order</title>\r
1279<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
1280un-receive the purchase order. The purchase order must have the status of <guilabel>received</guilabel> for this function to be enabled.</para>\r
31063226 1281\r
f30f023a
JP
1282<procedure>\r
1283<step>\r
1284<para>Open your purchase order.</para>\r
1285</step>\r
31063226 1286\r
f30f023a
JP
1287<step>\r
1288<informalfigure>\r
31cdc06b
JP
1289<para>Click the checkmark to select all items on the purchase order.</para>\r
1290<para><mediaobject>\r
1291<alt>screenshot of receiving</alt>\r
1292\r
1293<imageobject>\r
1294<imagedata fileref="media/purchaseorder-receive-0.png" scalefit="0"></imagedata>\r
1295</imageobject>\r
1296</mediaobject></para>\r
1297</informalfigure>\r
1298</step>\r
1299\r
1300<step>\r
1301<informalfigure>\r
f30f023a 1302<para>Using the main <guilabel>Actions</guilabel> menu, select \r
31cdc06b 1303<menuchoice><guimenu>Actions</guimenu><guimenuitem>Un-Receive Selected Line Items</guimenuitem></menuchoice>.</para>\r
f30f023a
JP
1304<para><mediaobject>\r
1305<alt>screenshot of receiving</alt>\r
1306\r
1307<imageobject>\r
1308<imagedata fileref="media/purchaseorder-un-receive-1.png" scalefit="0"></imagedata>\r
1309</imageobject>\r
1310</mediaobject></para>\r
1311</informalfigure>\r
1312</step>\r
1313\r
1314<step>\r
1315<informalfigure>\r
1316<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
1317<para><mediaobject>\r
1318<alt>screenshot of receiving</alt>\r
1319\r
1320<imageobject>\r
1321<imagedata fileref="media/purchaseorder-un-receive-2.png" scalefit="0"></imagedata>\r
1322</imageobject>\r
1323</mediaobject></para>\r
1324</informalfigure>\r
1325</step>\r
1326\r
1327<step>\r
1328<informalfigure>\r
1329<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
1330<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
1331<para><mediaobject>\r
1332<alt>screenshot of receiving</alt>\r
1333\r
1334<imageobject>\r
1335<imagedata fileref="media/purchaseorder-un-receive-3.png" scalefit="0"></imagedata>\r
1336</imageobject>\r
1337</mediaobject></para>\r
1338</informalfigure>\r
1339</step>\r
1340</procedure>\r
1341</simplesect>\r
31063226
RJ
1342</section>\r
1343\r
1344<section xml:id="edi-purchase-order">\r
1345<title>View EDI Messages on a Purchase Order</title>\r
1346\r
31063226
RJ
1347<para>You can view electronic messages from your provider about a specific purchase order.</para>\r
1348\r
1349<procedure>\r
1350<step>\r
1351<para>Open a purchase order.</para>\r
1352</step>\r
1353\r
1354<step>\r
1355<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
1356hyperlinked in parentheses next to this field.</para>\r
1357</step>\r
1358\r
1359<step>\r
1360<para>Click the hyperlinked number to view the messages.</para>\r
1361</step>\r
1362</procedure>\r
31063226
RJ
1363\r
1364</section>\r
1365\r
1366<section xml:id="view-purchase-history">\r
1367<title>View Purchase Order History</title>\r
f30f023a 1368<para>The history of a specific purchase order can be viewed in two ways.</para>\r
31063226
RJ
1369\r
1370<procedure>\r
1371<step>\r
1372<para>Open a purchase order.</para>\r
1373</step>\r
1374\r
1375<step>\r
1376<informalfigure>\r
1377<para>In the top half of the purchase order, beside <guilabel>History</guilabel>, click the hyperlink <guibutton>View</guibutton>.</para>\r
1378<para><mediaobject>\r
1379<alt>screenshot of view history</alt>\r
1380\r
1381<imageobject>\r
1382<imagedata fileref="media/view-history-purchaseorder-1.png" scalefit="0"></imagedata>\r
1383</imageobject>\r
1384</mediaobject></para>\r
1385</informalfigure>\r
1386\r
1387<para>OR</para>\r
1388\r
1389<informalfigure>\r
1390<para>Using the main <guilabel>Actions</guilabel> menu, select <menuchoice><guimenu>Actions</guimenu><guimenuitem>View PO History</guimenuitem></menuchoice>.</para>\r
1391<para><mediaobject>\r
1392<alt>screenshot of view history</alt>\r
1393\r
1394<imageobject>\r
1395<imagedata fileref="media/view-history-purchaseorder-3.png" scalefit="0"></imagedata>\r
1396</imageobject>\r
1397</mediaobject></para>\r
1398</informalfigure>\r
1399</step>\r
1400\r
1401<step>\r
1402<informalfigure>\r
1403<para>The history of the purchase order will display. Use the column headers to sort.</para>\r
1404<para><mediaobject>\r
1405<alt>screenshot of view history</alt>\r
1406\r
1407<imageobject>\r
1408<imagedata fileref="media/view-history-purchaseorder-2.png" scalefit="0"></imagedata>\r
1409</imageobject>\r
1410</mediaobject></para>\r
1411</informalfigure>\r
1412</step>\r
1413</procedure>\r
1414\r
1415</section>\r
1416 \r
1417</chapter>\r