My Selection List interface section added.
[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
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
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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
104<title>Create a Purchase Order</title>\r
105<para>You can create a purchase order to which you can add brief records and charges.</para>\r
106<note><para>In addition to the method described here, you can create a purchase order from a <link linkend="convert-selection-list">selection list</link>, a batch \r
107<link linkend="marc-order-records">load of MARC order records</link>, the <link linkend="view-place-orders">View/Place Orders</link> link in the catalogue, or the results \r
108from a <link linkend="marc-federated-search">MARC federated search</link>.</para></note>\r
109\r
110<procedure>\r
111<step>\r
112<informalfigure>\r
113<para>Select <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Create Purchase Order</guimenuitem></menuchoice>.</para>\r
114<para><mediaobject>\r
115<alt>screenshot of line item status</alt>\r
116\r
117<imageobject>\r
118<imagedata fileref="media/create-new-purchaseorder-1.png" scalefit="0"></imagedata>\r
119</imageobject>\r
120</mediaobject></para>\r
121</informalfigure>\r
122</step>\r
123\r
124<step>\r
125<informalfigure>\r
126<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
127<para><mediaobject>\r
128<alt>screenshot of line item status</alt>\r
129\r
130<imageobject>\r
131<imagedata fileref="media/create-new-purchaseorder-2.png" scalefit="0"></imagedata>\r
132</imageobject>\r
133</mediaobject></para>\r
134</informalfigure>\r
135</step>\r
136\r
137<step>\r
138<informalfigure>\r
139<para>In the <guilabel>Provider</guilabel> field, enter the code for the provider. The text will auto-complete.</para>\r
140<para><mediaobject>\r
141<alt>screenshot of line item status</alt>\r
142\r
143<imageobject>\r
144<imagedata fileref="media/create-new-purchaseorder-3.png" scalefit="0"></imagedata>\r
145</imageobject>\r
146</mediaobject></para>\r
147</informalfigure>\r
148</step>\r
149\r
150<step>\r
151<informalfigure>\r
152<para>If prepayment is required, check the box adjacent to <guilabel>Prepayment Required</guilabel>.</para>\r
153<para><mediaobject>\r
154<alt>screenshot of line item status</alt>\r
155\r
156<imageobject>\r
157<imagedata fileref="media/create-new-purchaseorder-4.png" scalefit="0"></imagedata>\r
158</imageobject>\r
159</mediaobject></para>\r
160</informalfigure>\r
161<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
162selected when you enter the provider code.</para></tip>\r
163</step>\r
164\r
165<step>\r
166<informalfigure>\r
167<para>Click <guibutton>Save</guibutton>.</para>\r
168<para><mediaobject>\r
169<alt>screenshot of line item status</alt>\r
170\r
171<imageobject>\r
172<imagedata fileref="media/create-new-purchaseorder-5.png" scalefit="0"></imagedata>\r
173</imageobject>\r
174</mediaobject></para>\r
175</informalfigure>\r
176</step>\r
177\r
178<step>\r
179<informalfigure>\r
180<para>The purchase order has been created. You can now create a <link linkend="add-additional-purchase">new charge type</link> or \r
181<link linkend="purchase-add-brief">add a brief record</link>.</para>\r
182<para><mediaobject>\r
183<alt>screenshot of line item status</alt>\r
184\r
185<imageobject>\r
186<imagedata fileref="media/create-new-purchaseorder-6.png" scalefit="0"></imagedata>\r
187</imageobject>\r
188</mediaobject></para>\r
189</informalfigure>\r
190</step>\r
191</procedure>\r
192\r
193<note><informalfigure><para>On the 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
194when the purchase order is activated. The <guilabel>Total Spent</guilabel> column automatically updates with the items are invoiced.</para>\r
195<para><mediaobject>\r
196<alt>screenshot of line item status</alt>\r
197\r
198<imageobject>\r
199<imagedata fileref="media/create-new-purchaseorder-7.png" scalefit="0"></imagedata>\r
200</imageobject>\r
201</mediaobject></para>\r
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202</informalfigure>\r
203<para>When the provider and funds use different currencies:</para>\r
204<itemizedlist>\r
205<listitem>\r
206<para>Total Estimated is calculated in the currency of the provider.</para>\r
207</listitem>\r
208<listitem>\r
209<para>Total Encumbered is calculated in the currency of the fund.</para>\r
210</listitem>\r
211<listitem>\r
212<para>Total Spent is calculated in the currency of the fund.</para>\r
213</listitem>\r
214</itemizedlist>\r
215</note>\r
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216\r
217</section>\r
218\r
219\r
220 <section xml:id="name-purchase-order">\r
221 <title>Name a Purchase Order</title>\r
98c1406d 222 <para>By default a new purchase order is given the purchase order ID as its name.</para>\r
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223<para>You can change the name to any grouping of letters or numbers as determined by your \r
224library's policies. You can reuse purchase order names as long as a name is never used twice in the same year.</para>\r
225\r
226<procedure>\r
227<step>\r
228<para>Open or create a purchase order.</para>\r
229</step>\r
230\r
231<step>\r
232<informalfigure>\r
233<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
234<para><mediaobject>\r
235<alt>screenshot of line item status</alt>\r
236\r
237<imageobject>\r
238<imagedata fileref="media/name-purchaseorder-1.png" scalefit="0"></imagedata>\r
239</imageobject>\r
240</mediaobject></para>\r
241</informalfigure>\r
242</step>\r
243\r
244<step>\r
245<informalfigure>\r
246<para>Click on the hyperlinked ID number. A pop up box will appear.</para>\r
247<para><mediaobject>\r
248<alt>screenshot of line item status</alt>\r
249\r
250<imageobject>\r
251<imagedata fileref="media/name-purchaseorder-2.png" scalefit="0"></imagedata>\r
252</imageobject>\r
253</mediaobject></para>\r
254</informalfigure>\r
255</step>\r
256\r
257<step>\r
258<informalfigure>\r
259<para>Enter a new name for your purchase order and click <guibutton>Ok</guibutton>.</para>\r
260<para><mediaobject>\r
261<alt>screenshot of line item status</alt>\r
262\r
263<imageobject>\r
264<imagedata fileref="media/name-purchaseorder-3.png" scalefit="0"></imagedata>\r
265</imageobject>\r
266</mediaobject></para>\r
267</informalfigure>\r
268</step>\r
269\r
270<step>\r
271<informalfigure>\r
272<para>The new name will replace the internal ID number as the purchase order's name.</para>\r
273<para><mediaobject>\r
274<alt>screenshot of line item status</alt>\r
275\r
276<imageobject>\r
277<imagedata fileref="media/name-purchaseorder-4.png" scalefit="0"></imagedata>\r
278</imageobject>\r
279</mediaobject></para>\r
280</informalfigure>\r
281</step>\r
282\r
283</procedure>\r
284\r
285</section>\r
286\r
287\r
288 <section xml:id="purchase-add-brief">\r
289 <title>Add Brief Records to a Purchase Order</title>\r
98c1406d 290 <para>You can add brief records to a new or existing purchase order.</para>\r
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291\r
292<procedure>\r
293<step>\r
294<para>Open or create a purchase order.</para>\r
295</step>\r
296\r
297<step>\r
298<informalfigure>\r
299<para>Click the <guibutton>Add Brief Record</guibutton> button.</para>\r
300<para><mediaobject>\r
301<alt>screenshot of line item status</alt>\r
302\r
303<imageobject>\r
304<imagedata fileref="media/add-brief-purchaseorder-1.png" scalefit="0"></imagedata>\r
305</imageobject>\r
306</mediaobject></para>\r
307</informalfigure>\r
308</step>\r
309\r
310<step>\r
311<informalfigure>\r
312<para>Enter bibliographic information in the desired fields and click <guibutton>Save Record</guibutton>.</para>\r
313<para><mediaobject>\r
314<alt>screenshot of line item status</alt>\r
315\r
316<imageobject>\r
317<imagedata fileref="media/add-brief-purchaseorder-2.png" scalefit="0"></imagedata>\r
318</imageobject>\r
319</mediaobject></para>\r
320</informalfigure>\r
321</step>\r
322\r
323<step>\r
324<informalfigure>\r
325<para>A new line item appears on your purchase order.</para>\r
326<para><mediaobject>\r
327<alt>screenshot of line item status</alt>\r
328\r
329<imageobject>\r
330<imagedata fileref="media/add-brief-purchaseorder-3.png" scalefit="0"></imagedata>\r
331</imageobject>\r
332</mediaobject></para>\r
333</informalfigure>\r
334</step>\r
335\r
336<step>\r
337<informalfigure>\r
338<para>To add additional brief records, select <menuchoice><guimenu>Actions</guimenu>\r
339<guimenuitem>Add Brief Record</guimenuitem></menuchoice>.</para>\r
340<para><mediaobject>\r
341<alt>screenshot of line item status</alt>\r
342\r
343<imageobject>\r
344<imagedata fileref="media/add-brief-purchaseorder-4.png" scalefit="0"></imagedata>\r
345</imageobject>\r
346</mediaobject></para>\r
347</informalfigure>\r
348</step>\r
349</procedure>\r
350\r
351\r
352</section>\r
353\r
354\r
355 <section xml:id="add-additional-purchase">\r
356 <title>Add Charges, Taxes, and/or Fees to a Purchase Order</title>\r
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357 <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
358Sitka-wide. These additional charges will be reflected in the amounts that are estimated and encumbered on the purchase order.</para>\r
359\r
360<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
361<link linkend="create-invoice-purchase-order">Create an Invoice for a Purchase Order</link> for more information.</para></note>\r
362\r
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363\r
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>At the bottom of the purchase order, click <guibutton>New Charge</guibutton>.</para>\r
372<para><mediaobject>\r
373<alt>screenshot of new charges</alt>\r
374\r
375<imageobject>\r
376<imagedata fileref="media/new-charge-purchaseorder-1.png" scalefit="0"></imagedata>\r
377</imageobject>\r
378</mediaobject></para>\r
379</informalfigure>\r
380</step>\r
381\r
382<step>\r
383<informalfigure>\r
384<para>Using the first drop down menu, select a <guilabel>Charge Type</guilabel>.</para>\r
385<para><mediaobject>\r
386<alt>screenshot of new charges</alt>\r
387\r
388<imageobject>\r
389<imagedata fileref="media/new-charge-purchaseorder-2.png" scalefit="0"></imagedata>\r
390</imageobject>\r
391</mediaobject></para>\r
392</informalfigure>\r
393</step>\r
394\r
395<step>\r
396<informalfigure>\r
397<para>Using the next drop down menu, select a <guilabel>Fund</guilabel>.</para>\r
398<para><mediaobject>\r
399<alt>screenshot of new charges</alt>\r
400\r
401<imageobject>\r
402<imagedata fileref="media/new-charge-purchaseorder-3.png" scalefit="0"></imagedata>\r
403</imageobject>\r
404</mediaobject></para>\r
405</informalfigure>\r
406</step>\r
407\r
408<step>\r
409<informalfigure>\r
410<para>Enter a <guilabel>Title/Description</guilabel> if applicable.</para>\r
411<para><mediaobject>\r
412<alt>screenshot of new charges</alt>\r
413\r
414<imageobject>\r
415<imagedata fileref="media/new-charge-purchaseorder-4.png" scalefit="0"></imagedata>\r
416</imageobject>\r
417</mediaobject></para>\r
418</informalfigure>\r
419</step>\r
420\r
421<step>\r
422<informalfigure>\r
423<para>Enter your initials in the <guilabel>Author</guilabel> field.</para>\r
424<para><mediaobject>\r
425<alt>screenshot of new charges</alt>\r
426\r
427<imageobject>\r
428<imagedata fileref="media/new-charge-purchaseorder-5.png" scalefit="0"></imagedata>\r
429</imageobject>\r
430</mediaobject></para>\r
431</informalfigure>\r
432</step>\r
433\r
434<step>\r
435<informalfigure>\r
436<para>Enter a note if applicable.</para>\r
437<para><mediaobject>\r
438<alt>screenshot of new charges</alt>\r
439\r
440<imageobject>\r
441<imagedata fileref="media/new-charge-purchaseorder-6.png" scalefit="0"></imagedata>\r
442</imageobject>\r
443</mediaobject></para>\r
444</informalfigure>\r
445</step>\r
446\r
447<step>\r
448<informalfigure>\r
449<para>Enter an estimated cost.</para>\r
450<para><mediaobject>\r
451<alt>screenshot of new charges</alt>\r
452\r
453<imageobject>\r
454<imagedata fileref="media/new-charge-purchaseorder-7.png" scalefit="0"></imagedata>\r
455</imageobject>\r
456</mediaobject></para>\r
457</informalfigure>\r
458</step>\r
459\r
460<step>\r
461<informalfigure>\r
462<para>Click <guibutton>New Charge</guibutton> to add an additional charge or click <guibutton>Save New Charges</guibutton> to finish.</para>\r
463<para><mediaobject>\r
464<alt>screenshot of new charges</alt>\r
465\r
466<imageobject>\r
467<imagedata fileref="media/new-charge-purchaseorder-8.png" scalefit="0"></imagedata>\r
468</imageobject>\r
469</mediaobject></para>\r
470</informalfigure>\r
471</step>\r
472\r
473<step>\r
474<informalfigure>\r
475<para>The charge(s) will display on the purchase order.</para>\r
476<para><mediaobject>\r
477<alt>screenshot of new charges</alt>\r
478\r
479<imageobject>\r
480<imagedata fileref="media/new-charge-purchaseorder-9.png" scalefit="0"></imagedata>\r
481</imageobject>\r
482</mediaobject></para>\r
483</informalfigure>\r
484</step>\r
485</procedure>\r
486\r
487<note><para>Charges can be deleted by clicking the red <guibutton>X</guibutton> adjacent to the charge.</para></note>\r
488\r
489</section>\r
490\r
491\r
492 <section xml:id="add-notes-purchase">\r
493 <title>Add Notes to a Purchase Order</title>\r
494 <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
495\r
496<procedure>\r
497<step>\r
498<para>Open or create a purchase order.</para>\r
499</step>\r
500\r
501<step>\r
502<informalfigure>\r
503<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
504parentheses next to this field. Click the hyperlinked number.</para>\r
505<para><mediaobject>\r
506<alt>screenshot of add a note</alt>\r
507\r
508<imageobject>\r
509<imagedata fileref="media/add-notes-purchaseorder-1.png" scalefit="0"></imagedata>\r
510</imageobject>\r
511</mediaobject></para>\r
512</informalfigure>\r
513</step>\r
514\r
515\r
516<step>\r
517<informalfigure>\r
518<para>Click <guibutton>New Note</guibutton>.</para>\r
519<para><mediaobject>\r
520<alt>screenshot of add a note</alt>\r
521\r
522<imageobject>\r
523<imagedata fileref="media/add-notes-purchaseorder-2.png" scalefit="0"></imagedata>\r
524</imageobject>\r
525</mediaobject></para>\r
526</informalfigure>\r
527</step>\r
528\r
529<step>\r
530<informalfigure>\r
531<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
532<para><mediaobject>\r
533<alt>screenshot of add a note</alt>\r
534\r
535<imageobject>\r
536<imagedata fileref="media/add-notes-purchaseorder-3.png" scalefit="0"></imagedata>\r
537</imageobject>\r
538</mediaobject></para>\r
539</informalfigure>\r
540</step>\r
541\r
542<step>\r
543<informalfigure>\r
15a27b64 544<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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545<para><mediaobject>\r
546<alt>screenshot of add a note</alt>\r
547\r
548<imageobject>\r
549<imagedata fileref="media/add-notes-purchaseorder-5.png" scalefit="0"></imagedata>\r
550</imageobject>\r
551</mediaobject></para>\r
552</informalfigure>\r
553</step>\r
554\r
555<step>\r
556<informalfigure>\r
557<para>Click <guibutton>Return</guibutton> to return to the purchase order.</para>\r
558<para><mediaobject>\r
559<alt>screenshot of add a note</alt>\r
560\r
561<imageobject>\r
562<imagedata fileref="media/add-notes-purchaseorder-6.png" scalefit="0"></imagedata>\r
563</imageobject>\r
564</mediaobject></para>\r
565</informalfigure>\r
566</step>\r
567\r
568<step>\r
569<informalfigure>\r
570<para>The number in parentheses will increases to reflect the number of notes attached to the purchase order.</para>\r
571<para><mediaobject>\r
572<alt>screenshot of add a note</alt>\r
573\r
574<imageobject>\r
575<imagedata fileref="media/add-notes-purchaseorder-7.png" scalefit="0"></imagedata>\r
576</imageobject>\r
577</mediaobject></para>\r
578</informalfigure>\r
579</step>\r
580</procedure>\r
581\r
582</section> \r
583\r
584<section xml:id="activate-purchase-order">\r
585<title>Activating Purchase Orders</title>\r
586\r
587<para><link linkend="criteria-purchase-order">Activation Criteria</link></para>\r
588<para><link linkend="activation-purchase-order">Activate a Purchase Order</link></para>\r
589\r
590<simplesect xml:id="criteria-purchase-order">\r
591<title>Activation Criteria</title>\r
592\r
593<para>Before you can activate a purchase order, the following criteria must be met:</para>\r
594<itemizedlist>\r
595<listitem>\r
596<para>Each line must have at least one copy attached to it. See <link linkend="add-copies-lineitem">Add a Copy to a Line Item</link> for instructions.</para>\r
597</listitem>\r
598<listitem>\r
599<informalfigure>\r
600<para>Each line item must contain an estimated price. If there is no estimated price the <guilabel>Activate Order?</guilabel> field will read, \r
601<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
602<para><mediaobject>\r
603<alt>screenshot of line item status</alt>\r
604\r
605<imageobject>\r
606<imagedata fileref="media/activate-purchaseorder-1.png" scalefit="0"></imagedata>\r
607</imageobject>\r
608</mediaobject></para>\r
609</informalfigure>\r
610</listitem>\r
611\r
612<listitem>\r
613<informalfigure>\r
614<para>Each line item must have funds applied to it. If no funds are applied the <guilabel>Activate Order?</guilabel> field will read,\r
615<guilabel>No: The requested acq. fund was not found (ACQ_FUND_NOT_FOUND)</guilabel>. Simply apply funds individually or as a batch. See \r
616<link linkend="apply-funds-acq">Apply Funds to Line Items</link> for instructions.</para>\r
617<para><mediaobject>\r
618<alt>screenshot of line item status</alt>\r
619\r
620<imageobject>\r
621<imagedata fileref="media/activate-purchaseorder-2.png" scalefit="0"></imagedata>\r
622</imageobject>\r
623</mediaobject></para>\r
624</informalfigure>\r
625</listitem>\r
626<listitem>\r
627<informalfigure>\r
628<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
629will 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
630fund must be applied to the purchase order.</para>\r
631<para><mediaobject>\r
632<alt>screenshot of line item status</alt>\r
633\r
634<imageobject>\r
635<imagedata fileref="media/activate-purchaseorder-4.png" scalefit="0"></imagedata>\r
636</imageobject>\r
637</mediaobject></para>\r
638</informalfigure>\r
639</listitem>\r
640</itemizedlist>\r
641\r
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642<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
643 the purchase order.</para></note>\r
644\r
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645</simplesect>\r
646\r
647<simplesect xml:id="activation-purchase-order">\r
648<title>Activate a Purchase Order</title>\r
649\r
650<para>When the above criteria have been met, proceed with the following:</para>\r
651\r
652<procedure>\r
653<step>\r
654<informalfigure>\r
655<para>The <guilabel>Activate Order?</guilabel> field will read, <guilabel>Yes. Activate Order</guilabel>.</para>\r
656<para><mediaobject>\r
657<alt>screenshot of line item status</alt>\r
658\r
659<imageobject>\r
660<imagedata fileref="media/activate-purchaseorder-3.png" scalefit="0"></imagedata>\r
661</imageobject>\r
662</mediaobject></para>\r
663</informalfigure>\r
664</step>\r
665\r
666<step>\r
667<informalfigure>\r
668<para>Click the hyperlinked <guilabel>Activate Order</guilabel>.</para>\r
669<para><mediaobject>\r
670<alt>screenshot of activate order</alt>\r
671\r
672<imageobject>\r
673<imagedata fileref="media/activate-purchaseorder-4-2.png" scalefit="0"></imagedata>\r
674</imageobject>\r
675</mediaobject></para>\r
676</informalfigure>\r
677</step>\r
678\r
679<step>\r
680<informalfigure>\r
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681<para>When you activate the order the bibliographic records and copies will be imported into the catalogue, if not previously imported. The funds \r
682associated with the purchases will be encumbered.</para>\r
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683<para><mediaobject>\r
684<alt>screenshot of activate order</alt>\r
685\r
686<imageobject>\r
687<imagedata fileref="media/activate-purchaseorder-5.png" scalefit="0"></imagedata>\r
688</imageobject>\r
689</mediaobject></para>\r
690</informalfigure>\r
691</step>\r
692</procedure>\r
693\r
694</simplesect>\r
695\r
696</section>\r
697\r
698<section xml:id="split-purchase-order">\r
699<title>Split Purchase Order by Line Items</title>\r
700\r
701<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
702\r
703<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
704corner of the top half of the screen.</para>\r
705\r
706<procedure>\r
707\r
708<step>\r
709<para>Open the purchase order you would like to split.</para>\r
710</step>\r
711\r
712<step>\r
713<informalfigure>\r
714<para>Click <guibutton>Split Order by Lineitems</guibutton>.</para>\r
715<para><mediaobject>\r
716<alt>screenshot of split purchase order</alt>\r
717\r
718<imageobject>\r
719<imagedata fileref="media/split-line-purchase-order-1.png" scalefit="0"></imagedata>\r
720</imageobject>\r
721</mediaobject></para>\r
722</informalfigure>\r
723</step>\r
724\r
725<step>\r
726<informalfigure>\r
727<para>A pop up box will confirm that you wish to split the purchase order. Click <guibutton>Ok</guibutton> to continue.</para>\r
728<para><mediaobject>\r
729<alt>screenshot of split purchase order</alt>\r
730\r
731<imageobject>\r
732<imagedata fileref="media/split-line-purchase-order-2.png" scalefit="0"></imagedata>\r
733</imageobject>\r
734</mediaobject></para>\r
735</informalfigure>\r
736</step>\r
737\r
738<step>\r
739<informalfigure>\r
740<para>The line items will display with a PO Search.</para>\r
741<para><mediaobject>\r
742<alt>screenshot of split purchase order</alt>\r
743\r
744<imageobject>\r
745<imagedata fileref="media/split-line-purchase-order-3.png" scalefit="0"></imagedata>\r
746</imageobject>\r
747</mediaobject></para>\r
748</informalfigure>\r
749</step>\r
750\r
751<step>\r
752<informalfigure>\r
753<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
754<guibutton>Search</guibutton>.</para>\r
755<para><mediaobject>\r
756<alt>screenshot of split purchase order</alt>\r
757\r
758<imageobject>\r
759<imagedata fileref="media/split-line-purchase-order-4.png" scalefit="0"></imagedata>\r
760</imageobject>\r
761</mediaobject></para>\r
762</informalfigure>\r
763</step>\r
764\r
765<step>\r
766<informalfigure>\r
15a27b64 767<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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768screen.</para>\r
769<para><mediaobject>\r
770<alt>screenshot of split purchase order</alt>\r
771\r
772<imageobject>\r
773<imagedata fileref="media/split-line-purchase-order-5.png" scalefit="0"></imagedata>\r
774</imageobject>\r
775</mediaobject></para>\r
776</informalfigure>\r
777</step>\r
778\r
779</procedure>\r
780\r
781</section>\r
782\r
783<section xml:id="cansup-purchase-order">\r
784<title>Cancelling and Suspending Purchase Orders</title>\r
785<para>You can cancel or suspend purchase orders that are in a state of pending or on-order.</para>\r
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786<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
787example, 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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788remain encumbered for the purchase while the purchase order has the status of cancelled.</para>\r
789\r
790<para><link linkend="cancel-purchase-order">Cancel a Purchase Order</link></para>\r
791<para><link linkend="suspend-purchase-order">Suspend a Purchase Order</link></para>\r
792\r
793<simplesect xml:id="cancel-purchase-order">\r
794<title>Cancel a Purchase Order</title>\r
795\r
796<procedure>\r
797<step>\r
798<para>Open your purchase order.</para>\r
799</step>\r
800\r
801<step>\r
802<informalfigure>\r
803<para>Click <guibutton>Cancel order</guibutton>.</para>\r
804<para><mediaobject>\r
805<alt>screenshot of cancel order</alt>\r
806\r
807<imageobject>\r
808<imagedata fileref="media/purchase-order-cancel-1.png" scalefit="0"></imagedata>\r
809</imageobject>\r
810</mediaobject></para>\r
811</informalfigure>\r
812</step>\r
813\r
814<step>\r
815<informalfigure>\r
f30f023a 816<para>From the drop down menu that appears, select a <link linkend="cancel-reasons-default">cancel reason</link>.</para>\r
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817<para><mediaobject>\r
818<alt>screenshot of cancel order</alt>\r
819\r
820<imageobject>\r
821<imagedata fileref="media/purchase-order-cancel-2.png" scalefit="0"></imagedata>\r
822</imageobject>\r
823</mediaobject></para>\r
824</informalfigure>\r
825</step>\r
826\r
827<step>\r
828<informalfigure>\r
829<para>Click <guibutton>Cancel order</guibutton>.</para>\r
830<para><mediaobject>\r
831<alt>screenshot of cancel order</alt>\r
832\r
833<imageobject>\r
834<imagedata fileref="media/purchase-order-cancel-3.png" scalefit="0"></imagedata>\r
835</imageobject>\r
836</mediaobject></para>\r
837</informalfigure>\r
838</step>\r
839\r
840<step>\r
841<informalfigure>\r
842<para>A pop up will appear asking you to confirm that you wish to cancel the purchase order. Click <guibutton>OK</guibutton>.</para>\r
843<para><mediaobject>\r
844<alt>screenshot of cancel order</alt>\r
845\r
846<imageobject>\r
847<imagedata fileref="media/purchase-order-cancel-4.png" scalefit="0"></imagedata>\r
848</imageobject>\r
849</mediaobject></para>\r
850</informalfigure>\r
851</step>\r
852\r
853<step>\r
854<informalfigure>\r
855<para>The status of the purchase order becomes <guilabel>cancelled</guilabel> and all the line item bars change to white.</para>\r
856<para>The funds no longer show as encumbered for the purchase order.</para>\r
857<para><mediaobject>\r
858<alt>screenshot of cancel order</alt>\r
859\r
860<imageobject>\r
861<imagedata fileref="media/purchase-order-cancel-5.png" scalefit="0"></imagedata>\r
862</imageobject>\r
863</mediaobject></para>\r
864</informalfigure>\r
865</step>\r
866</procedure>\r
867\r
868</simplesect>\r
869\r
870<simplesect xml:id="suspend-purchase-order">\r
871<title>Suspend a Purchase Order</title>\r
872\r
873<procedure>\r
874<step>\r
875<para>Open your purchase order.</para>\r
876</step>\r
877\r
878<step>\r
879<informalfigure>\r
880<para>Click <guibutton>Cancel order</guibutton>.</para>\r
881<para><mediaobject>\r
882<alt>screenshot of cancel order</alt>\r
883\r
884<imageobject>\r
885<imagedata fileref="media/purchase-order-suspend-1.png" scalefit="0"></imagedata>\r
886</imageobject>\r
887</mediaobject></para>\r
888</informalfigure>\r
889</step>\r
890\r
891<step>\r
892<informalfigure>\r
f30f023a 893<para>From the drop down menu that appears, select a <link linkend="cancel-reasons-default">cancel reason</link> for which debits are kept.</para>\r
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894<para><mediaobject>\r
895<alt>screenshot of cancel order</alt>\r
896\r
897<imageobject>\r
898<imagedata fileref="media/purchase-order-cancel-2.png" scalefit="0"></imagedata>\r
899</imageobject>\r
900</mediaobject></para>\r
901</informalfigure>\r
902</step>\r
903\r
904<step>\r
905<informalfigure>\r
906<para>Click <guibutton>Cancel order</guibutton>.</para>\r
907<para><mediaobject>\r
908<alt>screenshot of cancel order</alt>\r
909\r
910<imageobject>\r
911<imagedata fileref="media/purchase-order-suspend-2.png" scalefit="0"></imagedata>\r
912</imageobject>\r
913</mediaobject></para>\r
914</informalfigure>\r
915</step>\r
916\r
917<step>\r
918<informalfigure>\r
919<para>A pop up will appear asking you to confirm that you wish to cancel the purchase order. Click <guibutton>OK</guibutton>.</para>\r
920<para><mediaobject>\r
921<alt>screenshot of cancel order</alt>\r
922\r
923<imageobject>\r
924<imagedata fileref="media/purchase-order-cancel-4.png" scalefit="0"></imagedata>\r
925</imageobject>\r
926</mediaobject></para>\r
927</informalfigure>\r
928</step>\r
929\r
930<step>\r
931<informalfigure>\r
932<para>The status of the purchase order becomes <guilabel>cancelled</guilabel> and all the line item bars change to white.</para>\r
933<para>Because the purchase order has been suspended rather than cancelled, the funds are still encumbered.</para>\r
934<para><mediaobject>\r
935<alt>screenshot of cancel order</alt>\r
936\r
937<imageobject>\r
938<imagedata fileref="media/purchase-order-suspend-3.png" scalefit="0"></imagedata>\r
939</imageobject>\r
940</mediaobject></para>\r
941</informalfigure>\r
942</step>\r
943\r
944<step>\r
945<para>A suspended purchase order is resolved when the items arrive and are received.</para>\r
946</step>\r
947</procedure>\r
948\r
949</simplesect>\r
950</section>\r
951\r
952<section xml:id="print-purchase-order">\r
953<title>Print a Purchase Order</title>\r
954<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
955on the printed purchase order.</para>\r
956\r
957<procedure>\r
958<step>\r
959<para>Open a purchase order.</para>\r
960</step>\r
961\r
962<step>\r
963<informalfigure>\r
964<para>Select <menuchoice><guimenu>Actions</guimenu><guimenuitem>Print Purchase Order</guimenuitem></menuchoice>.</para>\r
965<para><mediaobject>\r
966<alt>screenshot of print order</alt>\r
967\r
968<imageobject>\r
969<imagedata fileref="media/print-purchaseorder-1.png" scalefit="0"></imagedata>\r
970</imageobject>\r
971</mediaobject></para>\r
972</informalfigure>\r
973</step>\r
974\r
975<step>\r
976<informalfigure>\r
977<para>Depending on your computer you may or may not need to select your printer and click <guibutton>OK</guibutton>.</para>\r
978<para><mediaobject>\r
979<alt>screenshot of print order</alt>\r
980\r
981<imageobject>\r
982<imagedata fileref="media/print-purchaseorder-2.png" scalefit="0"></imagedata>\r
983</imageobject>\r
984</mediaobject></para>\r
985</informalfigure>\r
986</step>\r
987</procedure>\r
988\r
989\r
990</section>\r
991\r
992<section xml:id="view-purchase-order">\r
993<title>View On-Order Purchase Orders</title>\r
994\r
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995<para><link linkend="purchase-search-tips">Search Tips</link></para>\r
996<para>The default purchase order search allows you to quickly generate a list of on-order purchase orders.</para> \r
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997<para>This search can also easily be modified to search for purchase orders using other parameters.</para>\r
998\r
999<procedure>\r
1000<step>\r
1001<informalfigure>\r
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1002<para>To access the searching interface, select\r
1003<menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Purchase Orders</guimenuitem></menuchoice>.</para>\r
31063226 1004<para><mediaobject>\r
15a27b64 1005<alt>screenshot of the Purchase Order Search</alt>\r
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1006\r
1007<imageobject>\r
15a27b64 1008<imagedata fileref="media/purchase-search-1.png" scalefit="0"></imagedata>\r
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1009</imageobject>\r
1010</mediaobject></para>\r
1011</informalfigure>\r
1012</step>\r
1013\r
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1014<step>\r
1015<informalfigure>\r
1016<para>By default the search interface is set to search for on-order purchase orders created by your ordering agency.</para>\r
1017<para>If this is the search you wish to perform, click <guibutton>Search</guibutton>.</para>\r
1018<para><mediaobject>\r
1019<alt>screenshot of the Purchase Order Search</alt>\r
1020\r
1021<imageobject>\r
1022<imagedata fileref="media/purchase-search-2.png" scalefit="0"></imagedata>\r
1023</imageobject>\r
1024</mediaobject></para>\r
1025</informalfigure>\r
1026</step>\r
1027\r
1028</procedure>\r
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1029</section>\r
1030\r
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1031<section xml:id="reun-purchase-order">\r
1032<title>Receiving and Un-Receiving Purchase Orders</title>\r
1033<simplesect xml:id="receive-purchase-order">\r
31063226 1034<title>Receive a Purchase Order</title>\r
f30f023a
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1035<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
1036<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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1037\r
1038<procedure>\r
1039<step>\r
1040<para>Open your purchase order.</para>\r
1041</step>\r
1042\r
1043<step>\r
1044<informalfigure>\r
1045<para>Using the main <guilabel>Actions</guilabel> menu, select \r
1046<menuchoice><guimenu>Actions</guimenu><guimenuitem>Mark Purchase Order as Received</guimenuitem></menuchoice>.</para>\r
1047<para><mediaobject>\r
1048<alt>screenshot of receiving</alt>\r
1049\r
1050<imageobject>\r
1051<imagedata fileref="media/purchaseorder-receive-1.png" scalefit="0"></imagedata>\r
1052</imageobject>\r
1053</mediaobject></para>\r
1054</informalfigure>\r
1055</step>\r
1056\r
1057<step>\r
1058<informalfigure>\r
1059<para>Any alerts for the line items will pop up. Click <guibutton>OK</guibutton> to acknowledge the alerts and receive the items.</para>\r
1060<para><mediaobject>\r
1061<alt>screenshot of receiving</alt>\r
1062\r
1063<imageobject>\r
1064<imagedata fileref="media/purchaseorder-receive-2.png" scalefit="0"></imagedata>\r
1065</imageobject>\r
1066</mediaobject></para>\r
1067</informalfigure>\r
1068</step>\r
1069\r
1070<step>\r
1071<informalfigure>\r
1072<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
1073<para><mediaobject>\r
1074<alt>screenshot of receiving</alt>\r
1075\r
1076<imageobject>\r
1077<imagedata fileref="media/purchaseorder-receive-3.png" scalefit="0"></imagedata>\r
1078</imageobject>\r
1079</mediaobject></para>\r
1080</informalfigure>\r
1081</step>\r
1082</procedure>\r
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1083</simplesect>\r
1084\r
1085<simplesect xml:id="unreceive-purchase-order">\r
1086<title>Un-Receive a Purchase Order</title>\r
1087<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
1088un-receive the purchase order. The purchase order must have the status of <guilabel>received</guilabel> for this function to be enabled.</para>\r
31063226 1089\r
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1090<procedure>\r
1091<step>\r
1092<para>Open your purchase order.</para>\r
1093</step>\r
31063226 1094\r
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1095<step>\r
1096<informalfigure>\r
1097<para>Using the main <guilabel>Actions</guilabel> menu, select \r
1098<menuchoice><guimenu>Actions</guimenu><guimenuitem>Un-Receive Purchase Order</guimenuitem></menuchoice>.</para>\r
1099<para><mediaobject>\r
1100<alt>screenshot of receiving</alt>\r
1101\r
1102<imageobject>\r
1103<imagedata fileref="media/purchaseorder-un-receive-1.png" scalefit="0"></imagedata>\r
1104</imageobject>\r
1105</mediaobject></para>\r
1106</informalfigure>\r
1107</step>\r
1108\r
1109<step>\r
1110<informalfigure>\r
1111<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
1112<para><mediaobject>\r
1113<alt>screenshot of receiving</alt>\r
1114\r
1115<imageobject>\r
1116<imagedata fileref="media/purchaseorder-un-receive-2.png" scalefit="0"></imagedata>\r
1117</imageobject>\r
1118</mediaobject></para>\r
1119</informalfigure>\r
1120</step>\r
1121\r
1122<step>\r
1123<informalfigure>\r
1124<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
1125<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
1126<para><mediaobject>\r
1127<alt>screenshot of receiving</alt>\r
1128\r
1129<imageobject>\r
1130<imagedata fileref="media/purchaseorder-un-receive-3.png" scalefit="0"></imagedata>\r
1131</imageobject>\r
1132</mediaobject></para>\r
1133</informalfigure>\r
1134</step>\r
1135</procedure>\r
1136</simplesect>\r
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1137</section>\r
1138\r
1139<section xml:id="edi-purchase-order">\r
1140<title>View EDI Messages on a Purchase Order</title>\r
1141\r
1142<note><para>EDI is not currently available for Sitka libraries.</para> \r
1143<para>An announcement will be made when testing is completed and this feature becomes \r
1144available.</para></note>\r
1145\r
1146<para>You can view electronic messages from your provider about a specific purchase order.</para>\r
1147\r
1148<procedure>\r
1149<step>\r
1150<para>Open a purchase order.</para>\r
1151</step>\r
1152\r
1153<step>\r
1154<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
1155hyperlinked in parentheses next to this field.</para>\r
1156</step>\r
1157\r
1158<step>\r
1159<para>Click the hyperlinked number to view the messages.</para>\r
1160</step>\r
1161</procedure>\r
1162\r
1163\r
1164</section>\r
1165\r
1166<section xml:id="view-purchase-history">\r
1167<title>View Purchase Order History</title>\r
f30f023a 1168<para>The history of a specific purchase order can be viewed in two ways.</para>\r
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1169\r
1170<procedure>\r
1171<step>\r
1172<para>Open a purchase order.</para>\r
1173</step>\r
1174\r
1175<step>\r
1176<informalfigure>\r
1177<para>In the top half of the purchase order, beside <guilabel>History</guilabel>, click the hyperlink <guibutton>View</guibutton>.</para>\r
1178<para><mediaobject>\r
1179<alt>screenshot of view history</alt>\r
1180\r
1181<imageobject>\r
1182<imagedata fileref="media/view-history-purchaseorder-1.png" scalefit="0"></imagedata>\r
1183</imageobject>\r
1184</mediaobject></para>\r
1185</informalfigure>\r
1186\r
1187<para>OR</para>\r
1188\r
1189<informalfigure>\r
1190<para>Using the main <guilabel>Actions</guilabel> menu, select <menuchoice><guimenu>Actions</guimenu><guimenuitem>View PO History</guimenuitem></menuchoice>.</para>\r
1191<para><mediaobject>\r
1192<alt>screenshot of view history</alt>\r
1193\r
1194<imageobject>\r
1195<imagedata fileref="media/view-history-purchaseorder-3.png" scalefit="0"></imagedata>\r
1196</imageobject>\r
1197</mediaobject></para>\r
1198</informalfigure>\r
1199</step>\r
1200\r
1201<step>\r
1202<informalfigure>\r
1203<para>The history of the purchase order will display. Use the column headers to sort.</para>\r
1204<para><mediaobject>\r
1205<alt>screenshot of view history</alt>\r
1206\r
1207<imageobject>\r
1208<imagedata fileref="media/view-history-purchaseorder-2.png" scalefit="0"></imagedata>\r
1209</imageobject>\r
1210</mediaobject></para>\r
1211</informalfigure>\r
1212</step>\r
1213</procedure>\r
1214\r
1215</section>\r
1216 \r
1217</chapter>\r