Line Item Batch Updater added to Line Item chaper.
[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
217<imagedata fileref="media/create-new-purchaseorder-6.png" scalefit="0"></imagedata>\r
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
362<procedure>\r
363<step>\r
364<para>Open or create a purchase order.</para>\r
365</step>\r
366\r
367<step>\r
368<informalfigure>\r
369<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
370<para><mediaobject>\r
371<alt>screenshot of line item status</alt>\r
372\r
373<imageobject>\r
374<imagedata fileref="media/name-purchaseorder-1.png" scalefit="0"></imagedata>\r
375</imageobject>\r
376</mediaobject></para>\r
377</informalfigure>\r
378</step>\r
379\r
380<step>\r
381<informalfigure>\r
382<para>Click on the hyperlinked ID number. A pop up box will appear.</para>\r
383<para><mediaobject>\r
384<alt>screenshot of line item status</alt>\r
385\r
386<imageobject>\r
387<imagedata fileref="media/name-purchaseorder-2.png" scalefit="0"></imagedata>\r
388</imageobject>\r
389</mediaobject></para>\r
390</informalfigure>\r
391</step>\r
392\r
393<step>\r
394<informalfigure>\r
395<para>Enter a new name for your purchase order and click <guibutton>Ok</guibutton>.</para>\r
396<para><mediaobject>\r
397<alt>screenshot of line item status</alt>\r
398\r
399<imageobject>\r
400<imagedata fileref="media/name-purchaseorder-3.png" scalefit="0"></imagedata>\r
401</imageobject>\r
402</mediaobject></para>\r
403</informalfigure>\r
404</step>\r
405\r
406<step>\r
407<informalfigure>\r
408<para>The new name will replace the internal ID number as the purchase order's name.</para>\r
409<para><mediaobject>\r
410<alt>screenshot of line item status</alt>\r
411\r
412<imageobject>\r
413<imagedata fileref="media/name-purchaseorder-4.png" scalefit="0"></imagedata>\r
414</imageobject>\r
415</mediaobject></para>\r
416</informalfigure>\r
417</step>\r
418\r
419</procedure>\r
420\r
421</section>\r
422\r
423\r
424 <section xml:id="purchase-add-brief">\r
425 <title>Add Brief Records to a Purchase Order</title>\r
98c1406d 426 <para>You can add brief records to a new or existing purchase order.</para>\r
31063226
RJ
427\r
428<procedure>\r
429<step>\r
430<para>Open or create a purchase order.</para>\r
431</step>\r
432\r
433<step>\r
434<informalfigure>\r
435<para>Click the <guibutton>Add Brief Record</guibutton> button.</para>\r
436<para><mediaobject>\r
437<alt>screenshot of line item status</alt>\r
438\r
439<imageobject>\r
440<imagedata fileref="media/add-brief-purchaseorder-1.png" scalefit="0"></imagedata>\r
441</imageobject>\r
442</mediaobject></para>\r
443</informalfigure>\r
444</step>\r
445\r
446<step>\r
447<informalfigure>\r
448<para>Enter bibliographic information in the desired fields and click <guibutton>Save Record</guibutton>.</para>\r
449<para><mediaobject>\r
450<alt>screenshot of line item status</alt>\r
451\r
452<imageobject>\r
453<imagedata fileref="media/add-brief-purchaseorder-2.png" scalefit="0"></imagedata>\r
454</imageobject>\r
455</mediaobject></para>\r
456</informalfigure>\r
457</step>\r
458\r
459<step>\r
460<informalfigure>\r
461<para>A new line item appears on your purchase order.</para>\r
462<para><mediaobject>\r
463<alt>screenshot of line item status</alt>\r
464\r
465<imageobject>\r
466<imagedata fileref="media/add-brief-purchaseorder-3.png" scalefit="0"></imagedata>\r
467</imageobject>\r
468</mediaobject></para>\r
469</informalfigure>\r
470</step>\r
471\r
472<step>\r
473<informalfigure>\r
474<para>To add additional brief records, select <menuchoice><guimenu>Actions</guimenu>\r
475<guimenuitem>Add Brief Record</guimenuitem></menuchoice>.</para>\r
476<para><mediaobject>\r
477<alt>screenshot of line item status</alt>\r
478\r
479<imageobject>\r
480<imagedata fileref="media/add-brief-purchaseorder-4.png" scalefit="0"></imagedata>\r
481</imageobject>\r
482</mediaobject></para>\r
483</informalfigure>\r
484</step>\r
485</procedure>\r
486\r
487\r
488</section>\r
489\r
490\r
491 <section xml:id="add-additional-purchase">\r
492 <title>Add Charges, Taxes, and/or Fees to a Purchase Order</title>\r
15a27b64
JP
493 <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
494Sitka-wide. These additional charges will be reflected in the amounts that are estimated and encumbered on the purchase order.</para>\r
495\r
496<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
497<link linkend="create-invoice-purchase-order">Create an Invoice for a Purchase Order</link> for more information.</para></note>\r
498\r
31063226
RJ
499\r
500<procedure>\r
501<step>\r
502<para>Open or create a purchase order.</para>\r
503</step>\r
504\r
505<step>\r
506<informalfigure>\r
507<para>At the bottom of the purchase order, click <guibutton>New Charge</guibutton>.</para>\r
508<para><mediaobject>\r
509<alt>screenshot of new charges</alt>\r
510\r
511<imageobject>\r
512<imagedata fileref="media/new-charge-purchaseorder-1.png" scalefit="0"></imagedata>\r
513</imageobject>\r
514</mediaobject></para>\r
515</informalfigure>\r
516</step>\r
517\r
518<step>\r
519<informalfigure>\r
520<para>Using the first drop down menu, select a <guilabel>Charge Type</guilabel>.</para>\r
521<para><mediaobject>\r
522<alt>screenshot of new charges</alt>\r
523\r
524<imageobject>\r
525<imagedata fileref="media/new-charge-purchaseorder-2.png" scalefit="0"></imagedata>\r
526</imageobject>\r
527</mediaobject></para>\r
528</informalfigure>\r
529</step>\r
530\r
531<step>\r
532<informalfigure>\r
533<para>Using the next drop down menu, select a <guilabel>Fund</guilabel>.</para>\r
534<para><mediaobject>\r
535<alt>screenshot of new charges</alt>\r
536\r
537<imageobject>\r
538<imagedata fileref="media/new-charge-purchaseorder-3.png" scalefit="0"></imagedata>\r
539</imageobject>\r
540</mediaobject></para>\r
541</informalfigure>\r
542</step>\r
543\r
544<step>\r
545<informalfigure>\r
546<para>Enter a <guilabel>Title/Description</guilabel> if applicable.</para>\r
547<para><mediaobject>\r
548<alt>screenshot of new charges</alt>\r
549\r
550<imageobject>\r
551<imagedata fileref="media/new-charge-purchaseorder-4.png" scalefit="0"></imagedata>\r
552</imageobject>\r
553</mediaobject></para>\r
554</informalfigure>\r
555</step>\r
556\r
557<step>\r
558<informalfigure>\r
559<para>Enter your initials in the <guilabel>Author</guilabel> field.</para>\r
560<para><mediaobject>\r
561<alt>screenshot of new charges</alt>\r
562\r
563<imageobject>\r
564<imagedata fileref="media/new-charge-purchaseorder-5.png" scalefit="0"></imagedata>\r
565</imageobject>\r
566</mediaobject></para>\r
567</informalfigure>\r
568</step>\r
569\r
570<step>\r
571<informalfigure>\r
572<para>Enter a note if applicable.</para>\r
573<para><mediaobject>\r
574<alt>screenshot of new charges</alt>\r
575\r
576<imageobject>\r
577<imagedata fileref="media/new-charge-purchaseorder-6.png" scalefit="0"></imagedata>\r
578</imageobject>\r
579</mediaobject></para>\r
580</informalfigure>\r
581</step>\r
582\r
583<step>\r
584<informalfigure>\r
585<para>Enter an estimated cost.</para>\r
586<para><mediaobject>\r
587<alt>screenshot of new charges</alt>\r
588\r
589<imageobject>\r
590<imagedata fileref="media/new-charge-purchaseorder-7.png" scalefit="0"></imagedata>\r
591</imageobject>\r
592</mediaobject></para>\r
593</informalfigure>\r
594</step>\r
595\r
596<step>\r
597<informalfigure>\r
598<para>Click <guibutton>New Charge</guibutton> to add an additional charge or click <guibutton>Save New Charges</guibutton> to finish.</para>\r
599<para><mediaobject>\r
600<alt>screenshot of new charges</alt>\r
601\r
602<imageobject>\r
603<imagedata fileref="media/new-charge-purchaseorder-8.png" scalefit="0"></imagedata>\r
604</imageobject>\r
605</mediaobject></para>\r
606</informalfigure>\r
607</step>\r
608\r
609<step>\r
610<informalfigure>\r
611<para>The charge(s) will display on the purchase order.</para>\r
612<para><mediaobject>\r
613<alt>screenshot of new charges</alt>\r
614\r
615<imageobject>\r
616<imagedata fileref="media/new-charge-purchaseorder-9.png" scalefit="0"></imagedata>\r
617</imageobject>\r
618</mediaobject></para>\r
619</informalfigure>\r
620</step>\r
621</procedure>\r
622\r
623<note><para>Charges can be deleted by clicking the red <guibutton>X</guibutton> adjacent to the charge.</para></note>\r
624\r
625</section>\r
626\r
627\r
628 <section xml:id="add-notes-purchase">\r
629 <title>Add Notes to a Purchase Order</title>\r
630 <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
631\r
632<procedure>\r
633<step>\r
634<para>Open or create a purchase order.</para>\r
635</step>\r
636\r
637<step>\r
638<informalfigure>\r
639<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
640parentheses next to this field. Click the hyperlinked number.</para>\r
641<para><mediaobject>\r
642<alt>screenshot of add a note</alt>\r
643\r
644<imageobject>\r
645<imagedata fileref="media/add-notes-purchaseorder-1.png" scalefit="0"></imagedata>\r
646</imageobject>\r
647</mediaobject></para>\r
648</informalfigure>\r
649</step>\r
650\r
651\r
652<step>\r
653<informalfigure>\r
654<para>Click <guibutton>New Note</guibutton>.</para>\r
655<para><mediaobject>\r
656<alt>screenshot of add a note</alt>\r
657\r
658<imageobject>\r
659<imagedata fileref="media/add-notes-purchaseorder-2.png" scalefit="0"></imagedata>\r
660</imageobject>\r
661</mediaobject></para>\r
662</informalfigure>\r
663</step>\r
664\r
665<step>\r
666<informalfigure>\r
667<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
668<para><mediaobject>\r
669<alt>screenshot of add a note</alt>\r
670\r
671<imageobject>\r
672<imagedata fileref="media/add-notes-purchaseorder-3.png" scalefit="0"></imagedata>\r
673</imageobject>\r
674</mediaobject></para>\r
675</informalfigure>\r
676</step>\r
677\r
678<step>\r
679<informalfigure>\r
15a27b64 680<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
681<para><mediaobject>\r
682<alt>screenshot of add a note</alt>\r
683\r
684<imageobject>\r
685<imagedata fileref="media/add-notes-purchaseorder-5.png" scalefit="0"></imagedata>\r
686</imageobject>\r
687</mediaobject></para>\r
688</informalfigure>\r
689</step>\r
690\r
691<step>\r
692<informalfigure>\r
693<para>Click <guibutton>Return</guibutton> to return to the purchase order.</para>\r
694<para><mediaobject>\r
695<alt>screenshot of add a note</alt>\r
696\r
697<imageobject>\r
698<imagedata fileref="media/add-notes-purchaseorder-6.png" scalefit="0"></imagedata>\r
699</imageobject>\r
700</mediaobject></para>\r
701</informalfigure>\r
702</step>\r
703\r
704<step>\r
705<informalfigure>\r
706<para>The number in parentheses will increases to reflect the number of notes attached to the purchase order.</para>\r
707<para><mediaobject>\r
708<alt>screenshot of add a note</alt>\r
709\r
710<imageobject>\r
711<imagedata fileref="media/add-notes-purchaseorder-7.png" scalefit="0"></imagedata>\r
712</imageobject>\r
713</mediaobject></para>\r
714</informalfigure>\r
715</step>\r
716</procedure>\r
717\r
718</section> \r
719\r
720<section xml:id="activate-purchase-order">\r
721<title>Activating Purchase Orders</title>\r
722\r
723<para><link linkend="criteria-purchase-order">Activation Criteria</link></para>\r
724<para><link linkend="activation-purchase-order">Activate a Purchase Order</link></para>\r
725\r
726<simplesect xml:id="criteria-purchase-order">\r
727<title>Activation Criteria</title>\r
728\r
729<para>Before you can activate a purchase order, the following criteria must be met:</para>\r
730<itemizedlist>\r
731<listitem>\r
dd828c6e 732<informalfigure>\r
3771f88d
JP
733<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
734<guilabel>Activatable? No: The lineitem has no attached copies (ACQ_LINEITEM_NO_COPIES) (lineitemID)</guilabel>. Simply attach a copy to the line item. \r
735See <link linkend="add-copies-lineitem">Add a Copy to a Line Item</link> for instructions.</para>\r
dd828c6e
JP
736<para><mediaobject>\r
737<alt>screenshot of activating</alt>\r
738\r
739<imageobject>\r
740<imagedata fileref="media/activate-purchaseorder-0.png" scalefit="0"></imagedata>\r
741</imageobject>\r
742</mediaobject></para>\r
743</informalfigure>\r
3771f88d 744\r
dd828c6e 745<informalfigure>\r
3771f88d 746<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
747<para><mediaobject>\r
748<alt>screenshot of activating</alt>\r
749\r
750<imageobject>\r
751<imagedata fileref="media/activate-purchaseorder-00.png" scalefit="0"></imagedata>\r
752</imageobject>\r
753</mediaobject></para>\r
754</informalfigure>\r
3771f88d
JP
755\r
756<caution><para> Copies should not be added to line items after a purchase order is activated.</para></caution>\r
31063226
RJ
757</listitem>\r
758<listitem>\r
759<informalfigure>\r
760<para>Each line item must contain an estimated price. If there is no estimated price the <guilabel>Activate Order?</guilabel> field will read, \r
761<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
762<para><mediaobject>\r
763<alt>screenshot of line item status</alt>\r
764\r
765<imageobject>\r
766<imagedata fileref="media/activate-purchaseorder-1.png" scalefit="0"></imagedata>\r
767</imageobject>\r
768</mediaobject></para>\r
769</informalfigure>\r
770</listitem>\r
771\r
772<listitem>\r
773<informalfigure>\r
774<para>Each line item must have funds applied to it. If no funds are applied the <guilabel>Activate Order?</guilabel> field will read,\r
775<guilabel>No: The requested acq. fund was not found (ACQ_FUND_NOT_FOUND)</guilabel>. Simply apply funds individually or as a batch. See \r
776<link linkend="apply-funds-acq">Apply Funds to Line Items</link> for instructions.</para>\r
777<para><mediaobject>\r
778<alt>screenshot of line item status</alt>\r
779\r
780<imageobject>\r
781<imagedata fileref="media/activate-purchaseorder-2.png" scalefit="0"></imagedata>\r
782</imageobject>\r
783</mediaobject></para>\r
784</informalfigure>\r
785</listitem>\r
786<listitem>\r
787<informalfigure>\r
788<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
789will 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
790fund must be applied to the purchase order.</para>\r
791<para><mediaobject>\r
792<alt>screenshot of line item status</alt>\r
793\r
794<imageobject>\r
795<imagedata fileref="media/activate-purchaseorder-4.png" scalefit="0"></imagedata>\r
796</imageobject>\r
797</mediaobject></para>\r
798</informalfigure>\r
799</listitem>\r
800</itemizedlist>\r
801\r
15a27b64
JP
802<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
803 the purchase order.</para></note>\r
804\r
31063226
RJ
805</simplesect>\r
806\r
807<simplesect xml:id="activation-purchase-order">\r
808<title>Activate a Purchase Order</title>\r
809\r
810<para>When the above criteria have been met, proceed with the following:</para>\r
811\r
812<procedure>\r
813<step>\r
814<informalfigure>\r
815<para>The <guilabel>Activate Order?</guilabel> field will read, <guilabel>Yes. Activate Order</guilabel>.</para>\r
816<para><mediaobject>\r
817<alt>screenshot of line item status</alt>\r
818\r
819<imageobject>\r
820<imagedata fileref="media/activate-purchaseorder-3.png" scalefit="0"></imagedata>\r
821</imageobject>\r
822</mediaobject></para>\r
823</informalfigure>\r
824</step>\r
825\r
826<step>\r
827<informalfigure>\r
828<para>Click the hyperlinked <guilabel>Activate Order</guilabel>.</para>\r
829<para><mediaobject>\r
830<alt>screenshot of activate order</alt>\r
831\r
832<imageobject>\r
833<imagedata fileref="media/activate-purchaseorder-4-2.png" scalefit="0"></imagedata>\r
834</imageobject>\r
835</mediaobject></para>\r
836</informalfigure>\r
837</step>\r
838\r
839<step>\r
840<informalfigure>\r
d506db97 841<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 842See <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 843<para>The funds associated with the purchases will be encumbered.</para>\r
31063226
RJ
844<para><mediaobject>\r
845<alt>screenshot of activate order</alt>\r
846\r
847<imageobject>\r
848<imagedata fileref="media/activate-purchaseorder-5.png" scalefit="0"></imagedata>\r
849</imageobject>\r
850</mediaobject></para>\r
851</informalfigure>\r
852</step>\r
853</procedure>\r
854\r
855</simplesect>\r
856\r
857</section>\r
858\r
859<section xml:id="split-purchase-order">\r
860<title>Split Purchase Order by Line Items</title>\r
861\r
862<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
863\r
864<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
865corner of the top half of the screen.</para>\r
866\r
867<procedure>\r
868\r
869<step>\r
870<para>Open the purchase order you would like to split.</para>\r
871</step>\r
872\r
873<step>\r
874<informalfigure>\r
875<para>Click <guibutton>Split Order by Lineitems</guibutton>.</para>\r
876<para><mediaobject>\r
877<alt>screenshot of split purchase order</alt>\r
878\r
879<imageobject>\r
880<imagedata fileref="media/split-line-purchase-order-1.png" scalefit="0"></imagedata>\r
881</imageobject>\r
882</mediaobject></para>\r
883</informalfigure>\r
884</step>\r
885\r
886<step>\r
887<informalfigure>\r
888<para>A pop up box will confirm that you wish to split the purchase order. Click <guibutton>Ok</guibutton> to continue.</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-2.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>The line items will display with a PO Search.</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-3.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>Select Pending from the <guilabel>State</guilabel> drop down menu. Leave <guilabel>Show results as a virtual combined PO</guilabel> checked and click \r
915<guibutton>Search</guibutton>.</para>\r
916<para><mediaobject>\r
917<alt>screenshot of split purchase order</alt>\r
918\r
919<imageobject>\r
920<imagedata fileref="media/split-line-purchase-order-4.png" scalefit="0"></imagedata>\r
921</imageobject>\r
922</mediaobject></para>\r
923</informalfigure>\r
924</step>\r
925\r
926<step>\r
927<informalfigure>\r
15a27b64 928<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
929screen.</para>\r
930<para><mediaobject>\r
931<alt>screenshot of split purchase order</alt>\r
932\r
933<imageobject>\r
934<imagedata fileref="media/split-line-purchase-order-5.png" scalefit="0"></imagedata>\r
935</imageobject>\r
936</mediaobject></para>\r
937</informalfigure>\r
938</step>\r
939\r
940</procedure>\r
941\r
942</section>\r
943\r
944<section xml:id="cansup-purchase-order">\r
945<title>Cancelling and Suspending Purchase Orders</title>\r
946<para>You can cancel or suspend purchase orders that are in a state of pending or on-order.</para>\r
15a27b64
JP
947<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
948example, 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
949remain encumbered for the purchase while the purchase order has the status of cancelled.</para>\r
950\r
951<para><link linkend="cancel-purchase-order">Cancel a Purchase Order</link></para>\r
952<para><link linkend="suspend-purchase-order">Suspend a Purchase Order</link></para>\r
953\r
954<simplesect xml:id="cancel-purchase-order">\r
955<title>Cancel a Purchase Order</title>\r
956\r
957<procedure>\r
958<step>\r
959<para>Open your purchase order.</para>\r
960</step>\r
961\r
962<step>\r
963<informalfigure>\r
964<para>Click <guibutton>Cancel order</guibutton>.</para>\r
965<para><mediaobject>\r
966<alt>screenshot of cancel order</alt>\r
967\r
968<imageobject>\r
969<imagedata fileref="media/purchase-order-cancel-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
f30f023a 977<para>From the drop down menu that appears, select a <link linkend="cancel-reasons-default">cancel reason</link>.</para>\r
31063226
RJ
978<para><mediaobject>\r
979<alt>screenshot of cancel order</alt>\r
980\r
981<imageobject>\r
982<imagedata fileref="media/purchase-order-cancel-2.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
990<para>Click <guibutton>Cancel order</guibutton>.</para>\r
991<para><mediaobject>\r
992<alt>screenshot of cancel order</alt>\r
993\r
994<imageobject>\r
995<imagedata fileref="media/purchase-order-cancel-3.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>A pop up will appear asking you to confirm that you wish to cancel the purchase order. Click <guibutton>OK</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-4.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>The status of the purchase order becomes <guilabel>cancelled</guilabel> and all the line item bars change to white.</para>\r
1017<para>The funds no longer show as encumbered for the purchase order.</para>\r
1018<para><mediaobject>\r
1019<alt>screenshot of cancel order</alt>\r
1020\r
1021<imageobject>\r
1022<imagedata fileref="media/purchase-order-cancel-5.png" scalefit="0"></imagedata>\r
1023</imageobject>\r
1024</mediaobject></para>\r
1025</informalfigure>\r
1026</step>\r
1027</procedure>\r
1028\r
1029</simplesect>\r
1030\r
1031<simplesect xml:id="suspend-purchase-order">\r
1032<title>Suspend a Purchase Order</title>\r
1033\r
1034<procedure>\r
1035<step>\r
1036<para>Open your purchase order.</para>\r
1037</step>\r
1038\r
1039<step>\r
1040<informalfigure>\r
1041<para>Click <guibutton>Cancel order</guibutton>.</para>\r
1042<para><mediaobject>\r
1043<alt>screenshot of cancel order</alt>\r
1044\r
1045<imageobject>\r
1046<imagedata fileref="media/purchase-order-suspend-1.png" scalefit="0"></imagedata>\r
1047</imageobject>\r
1048</mediaobject></para>\r
1049</informalfigure>\r
1050</step>\r
1051\r
1052<step>\r
1053<informalfigure>\r
f30f023a 1054<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
31063226
RJ
1055<para><mediaobject>\r
1056<alt>screenshot of cancel order</alt>\r
1057\r
1058<imageobject>\r
1059<imagedata fileref="media/purchase-order-cancel-2.png" scalefit="0"></imagedata>\r
1060</imageobject>\r
1061</mediaobject></para>\r
1062</informalfigure>\r
1063</step>\r
1064\r
1065<step>\r
1066<informalfigure>\r
1067<para>Click <guibutton>Cancel order</guibutton>.</para>\r
1068<para><mediaobject>\r
1069<alt>screenshot of cancel order</alt>\r
1070\r
1071<imageobject>\r
1072<imagedata fileref="media/purchase-order-suspend-2.png" scalefit="0"></imagedata>\r
1073</imageobject>\r
1074</mediaobject></para>\r
1075</informalfigure>\r
1076</step>\r
1077\r
1078<step>\r
1079<informalfigure>\r
1080<para>A pop up will appear asking you to confirm that you wish to cancel the purchase order. Click <guibutton>OK</guibutton>.</para>\r
1081<para><mediaobject>\r
1082<alt>screenshot of cancel order</alt>\r
1083\r
1084<imageobject>\r
1085<imagedata fileref="media/purchase-order-cancel-4.png" scalefit="0"></imagedata>\r
1086</imageobject>\r
1087</mediaobject></para>\r
1088</informalfigure>\r
1089</step>\r
1090\r
1091<step>\r
1092<informalfigure>\r
1093<para>The status of the purchase order becomes <guilabel>cancelled</guilabel> and all the line item bars change to white.</para>\r
1094<para>Because the purchase order has been suspended rather than cancelled, the funds are still encumbered.</para>\r
1095<para><mediaobject>\r
1096<alt>screenshot of cancel order</alt>\r
1097\r
1098<imageobject>\r
1099<imagedata fileref="media/purchase-order-suspend-3.png" scalefit="0"></imagedata>\r
1100</imageobject>\r
1101</mediaobject></para>\r
1102</informalfigure>\r
1103</step>\r
1104\r
1105<step>\r
1106<para>A suspended purchase order is resolved when the items arrive and are received.</para>\r
1107</step>\r
1108</procedure>\r
1109\r
1110</simplesect>\r
1111</section>\r
1112\r
1113<section xml:id="print-purchase-order">\r
1114<title>Print a Purchase Order</title>\r
1115<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
1116on the printed purchase order.</para>\r
1117\r
1118<procedure>\r
1119<step>\r
1120<para>Open a purchase order.</para>\r
1121</step>\r
1122\r
1123<step>\r
1124<informalfigure>\r
1125<para>Select <menuchoice><guimenu>Actions</guimenu><guimenuitem>Print Purchase Order</guimenuitem></menuchoice>.</para>\r
1126<para><mediaobject>\r
1127<alt>screenshot of print order</alt>\r
1128\r
1129<imageobject>\r
1130<imagedata fileref="media/print-purchaseorder-1.png" scalefit="0"></imagedata>\r
1131</imageobject>\r
1132</mediaobject></para>\r
1133</informalfigure>\r
1134</step>\r
1135\r
1136<step>\r
1137<informalfigure>\r
1138<para>Depending on your computer you may or may not need to select your printer and click <guibutton>OK</guibutton>.</para>\r
1139<para><mediaobject>\r
1140<alt>screenshot of print order</alt>\r
1141\r
1142<imageobject>\r
1143<imagedata fileref="media/print-purchaseorder-2.png" scalefit="0"></imagedata>\r
1144</imageobject>\r
1145</mediaobject></para>\r
1146</informalfigure>\r
1147</step>\r
1148</procedure>\r
1149\r
1150\r
1151</section>\r
1152\r
1153<section xml:id="view-purchase-order">\r
1154<title>View On-Order Purchase Orders</title>\r
1155\r
15a27b64
JP
1156<para><link linkend="purchase-search-tips">Search Tips</link></para>\r
1157<para>The default purchase order search allows you to quickly generate a list of on-order purchase orders.</para> \r
31063226
RJ
1158<para>This search can also easily be modified to search for purchase orders using other parameters.</para>\r
1159\r
1160<procedure>\r
1161<step>\r
1162<informalfigure>\r
15a27b64
JP
1163<para>To access the searching interface, select\r
1164<menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Purchase Orders</guimenuitem></menuchoice>.</para>\r
31063226 1165<para><mediaobject>\r
15a27b64 1166<alt>screenshot of the Purchase Order Search</alt>\r
31063226
RJ
1167\r
1168<imageobject>\r
15a27b64 1169<imagedata fileref="media/purchase-search-1.png" scalefit="0"></imagedata>\r
31063226
RJ
1170</imageobject>\r
1171</mediaobject></para>\r
1172</informalfigure>\r
1173</step>\r
1174\r
31063226
RJ
1175<step>\r
1176<informalfigure>\r
1177<para>By default the search interface is set to search for on-order purchase orders created by your ordering agency.</para>\r
1178<para>If this is the search you wish to perform, click <guibutton>Search</guibutton>.</para>\r
1179<para><mediaobject>\r
1180<alt>screenshot of the Purchase Order Search</alt>\r
1181\r
1182<imageobject>\r
1183<imagedata fileref="media/purchase-search-2.png" scalefit="0"></imagedata>\r
1184</imageobject>\r
1185</mediaobject></para>\r
1186</informalfigure>\r
1187</step>\r
1188\r
1189</procedure>\r
31063226
RJ
1190</section>\r
1191\r
f30f023a
JP
1192<section xml:id="reun-purchase-order">\r
1193<title>Receiving and Un-Receiving Purchase Orders</title>\r
1194<simplesect xml:id="receive-purchase-order">\r
31063226 1195<title>Receive a Purchase Order</title>\r
f30f023a 1196<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 1197<link linkend="receive-line-item">receive a line item</link> and to <link linkend="receive-copies"> receive a copy</link>.</para>\r
31063226
RJ
1198\r
1199<procedure>\r
1200<step>\r
1201<para>Open your purchase order.</para>\r
1202</step>\r
1203\r
1204<step>\r
1205<informalfigure>\r
1206<para>Using the main <guilabel>Actions</guilabel> menu, select \r
1207<menuchoice><guimenu>Actions</guimenu><guimenuitem>Mark Purchase Order as Received</guimenuitem></menuchoice>.</para>\r
1208<para><mediaobject>\r
1209<alt>screenshot of receiving</alt>\r
1210\r
1211<imageobject>\r
1212<imagedata fileref="media/purchaseorder-receive-1.png" scalefit="0"></imagedata>\r
1213</imageobject>\r
1214</mediaobject></para>\r
1215</informalfigure>\r
1216</step>\r
1217\r
1218<step>\r
1219<informalfigure>\r
1220<para>Any alerts for the line items will pop up. Click <guibutton>OK</guibutton> to acknowledge the alerts and receive the items.</para>\r
1221<para><mediaobject>\r
1222<alt>screenshot of receiving</alt>\r
1223\r
1224<imageobject>\r
1225<imagedata fileref="media/purchaseorder-receive-2.png" scalefit="0"></imagedata>\r
1226</imageobject>\r
1227</mediaobject></para>\r
1228</informalfigure>\r
1229</step>\r
1230\r
1231<step>\r
1232<informalfigure>\r
1233<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
1234<para><mediaobject>\r
1235<alt>screenshot of receiving</alt>\r
1236\r
1237<imageobject>\r
1238<imagedata fileref="media/purchaseorder-receive-3.png" scalefit="0"></imagedata>\r
1239</imageobject>\r
1240</mediaobject></para>\r
1241</informalfigure>\r
1242</step>\r
1243</procedure>\r
f30f023a
JP
1244</simplesect>\r
1245\r
1246<simplesect xml:id="unreceive-purchase-order">\r
1247<title>Un-Receive a Purchase Order</title>\r
1248<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
1249un-receive the purchase order. The purchase order must have the status of <guilabel>received</guilabel> for this function to be enabled.</para>\r
31063226 1250\r
f30f023a
JP
1251<procedure>\r
1252<step>\r
1253<para>Open your purchase order.</para>\r
1254</step>\r
31063226 1255\r
f30f023a
JP
1256<step>\r
1257<informalfigure>\r
1258<para>Using the main <guilabel>Actions</guilabel> menu, select \r
1259<menuchoice><guimenu>Actions</guimenu><guimenuitem>Un-Receive Purchase Order</guimenuitem></menuchoice>.</para>\r
1260<para><mediaobject>\r
1261<alt>screenshot of receiving</alt>\r
1262\r
1263<imageobject>\r
1264<imagedata fileref="media/purchaseorder-un-receive-1.png" scalefit="0"></imagedata>\r
1265</imageobject>\r
1266</mediaobject></para>\r
1267</informalfigure>\r
1268</step>\r
1269\r
1270<step>\r
1271<informalfigure>\r
1272<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
1273<para><mediaobject>\r
1274<alt>screenshot of receiving</alt>\r
1275\r
1276<imageobject>\r
1277<imagedata fileref="media/purchaseorder-un-receive-2.png" scalefit="0"></imagedata>\r
1278</imageobject>\r
1279</mediaobject></para>\r
1280</informalfigure>\r
1281</step>\r
1282\r
1283<step>\r
1284<informalfigure>\r
1285<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
1286<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
1287<para><mediaobject>\r
1288<alt>screenshot of receiving</alt>\r
1289\r
1290<imageobject>\r
1291<imagedata fileref="media/purchaseorder-un-receive-3.png" scalefit="0"></imagedata>\r
1292</imageobject>\r
1293</mediaobject></para>\r
1294</informalfigure>\r
1295</step>\r
1296</procedure>\r
1297</simplesect>\r
31063226
RJ
1298</section>\r
1299\r
1300<section xml:id="edi-purchase-order">\r
1301<title>View EDI Messages on a Purchase Order</title>\r
1302\r
1303<note><para>EDI is not currently available for Sitka libraries.</para> \r
1304<para>An announcement will be made when testing is completed and this feature becomes \r
1305available.</para></note>\r
1306\r
61418ec3 1307<!--\r
31063226
RJ
1308<para>You can view electronic messages from your provider about a specific purchase order.</para>\r
1309\r
1310<procedure>\r
1311<step>\r
1312<para>Open a purchase order.</para>\r
1313</step>\r
1314\r
1315<step>\r
1316<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
1317hyperlinked in parentheses next to this field.</para>\r
1318</step>\r
1319\r
1320<step>\r
1321<para>Click the hyperlinked number to view the messages.</para>\r
1322</step>\r
1323</procedure>\r
61418ec3 1324-->\r
31063226
RJ
1325\r
1326\r
1327</section>\r
1328\r
1329<section xml:id="view-purchase-history">\r
1330<title>View Purchase Order History</title>\r
f30f023a 1331<para>The history of a specific purchase order can be viewed in two ways.</para>\r
31063226
RJ
1332\r
1333<procedure>\r
1334<step>\r
1335<para>Open a purchase order.</para>\r
1336</step>\r
1337\r
1338<step>\r
1339<informalfigure>\r
1340<para>In the top half of the purchase order, beside <guilabel>History</guilabel>, click the hyperlink <guibutton>View</guibutton>.</para>\r
1341<para><mediaobject>\r
1342<alt>screenshot of view history</alt>\r
1343\r
1344<imageobject>\r
1345<imagedata fileref="media/view-history-purchaseorder-1.png" scalefit="0"></imagedata>\r
1346</imageobject>\r
1347</mediaobject></para>\r
1348</informalfigure>\r
1349\r
1350<para>OR</para>\r
1351\r
1352<informalfigure>\r
1353<para>Using the main <guilabel>Actions</guilabel> menu, select <menuchoice><guimenu>Actions</guimenu><guimenuitem>View PO History</guimenuitem></menuchoice>.</para>\r
1354<para><mediaobject>\r
1355<alt>screenshot of view history</alt>\r
1356\r
1357<imageobject>\r
1358<imagedata fileref="media/view-history-purchaseorder-3.png" scalefit="0"></imagedata>\r
1359</imageobject>\r
1360</mediaobject></para>\r
1361</informalfigure>\r
1362</step>\r
1363\r
1364<step>\r
1365<informalfigure>\r
1366<para>The history of the purchase order will display. Use the column headers to sort.</para>\r
1367<para><mediaobject>\r
1368<alt>screenshot of view history</alt>\r
1369\r
1370<imageobject>\r
1371<imagedata fileref="media/view-history-purchaseorder-2.png" scalefit="0"></imagedata>\r
1372</imageobject>\r
1373</mediaobject></para>\r
1374</informalfigure>\r
1375</step>\r
1376</procedure>\r
1377\r
1378</section>\r
1379 \r
1380</chapter>\r