Revised abstract for section on year end.
[sitka/doc/acquisitions.git] / acq / acq-purchase-orders.xml
CommitLineData
16b35757
RJ
1<?xml version='1.0' encoding='UTF-8'?>
2<chapter xmlns="http://docbook.org/ns/docbook" xmlns:xi="http://www.w3.org/2001/XInclude"
3 xml:lang="EN" xmlns:xlink="http://www.w3.org/1999/xlink" version="5.0" xml:id="acq-purchase-orders">
4 <info>
5 <title>Purchase Orders</title>
6 <legalnotice>
7 <para><emphasis role="bold">Adapted with permission from original material by the <link
8 xlink:title="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=the_acquisitions_module_ev.pdf"
9 xlink:href="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=the_acquisitions_module_ev.pdf">Evergreen
10 Community</link></emphasis></para>
11 </legalnotice>
12
13
14
15 <abstract>
16 <para>This chapter describes how to create, activate, and receive purchase orders in the Acquisitions Module. Other functions related to
17purchase orders are also covered.</para></abstract>
18
19
20 </info>
21
22<section xml:id="placeholder-purchaseorder">
23</section>
24
25 <section xml:id="mark-ready-order">
26 <title>Mark Ready for Order</title>
27<para>This step is optional but may be useful to some individual workflows.</para>
28 <para>After an item has been added to a selection list or purchase order, you can mark it ready for order.</para>
29
30<procedure>
31
32<step>
33<para>Open the selection list or purchase order that contains the line items you would like to <guilabel>Mark Ready for Order</guilabel>.</para>
34</step>
35
36<step>
37<informalfigure>
38<para>If you wish to <guilabel>Mark Ready</guilabel> only selected list items, check the boxes adjacent to those line items.</para>
39<para><mediaobject>
40<alt>screenshot of line item status</alt>
41
42<imageobject>
43<imagedata fileref="media/mark-order-purchaseorder-1.png" scalefit="0"></imagedata>
44</imageobject>
45</mediaobject></para>
46</informalfigure>
47</step>
48
49<step>
50<informalfigure>
51<para>Select <menuchoice><guimenu>Actions</guimenu><guimenuitem>Mark Ready for Order</guimenuitem></menuchoice>.</para>
52<para><mediaobject>
53<alt>screenshot of line item status</alt>
54
55<imageobject>
56<imagedata fileref="media/mark-order-purchaseorder-2.png" scalefit="0"></imagedata>
57</imageobject>
58</mediaobject></para>
59</informalfigure>
60</step>
61
62<step>
63<informalfigure>
64<para> A pop up box will appear. Choose either <guilabel>Mark selected</guilabel> or <guilabel>Mark all</guilabel>.</para>
65<para><mediaobject>
66<alt>screenshot of line item status</alt>
67
68<imageobject>
69<imagedata fileref="media/mark-selector-selection-3.png" scalefit="0"></imagedata>
70</imageobject>
71</mediaobject></para>
72</informalfigure>
73</step>
74
75<step>
76<informalfigure>
77<para>Click <guibutton>Go</guibutton>.</para>
78<para><mediaobject>
79<alt>screenshot of line item status</alt>
80
81<imageobject>
82<imagedata fileref="media/mark-selector-selection-4.png" scalefit="0"></imagedata>
83</imageobject>
84</mediaobject></para>
85</informalfigure>
86</step>
87
88<step>
89<informalfigure>
90<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>
91<para><mediaobject>
92<alt>screenshot of line item status</alt>
93
94<imageobject>
95<imagedata fileref="media/mark-order-purchaseorder-3.png" scalefit="0"></imagedata>
96</imageobject>
97</mediaobject></para>
98</informalfigure>
99</step>
100</procedure>
101
102</section>
103
104
105<section xml:id="create-purchase-order">
106<title>Create a Purchase Order</title>
107<para>You can create a purchase order to which you can add brief records and charges.</para>
108<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
109<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
110from a <link linkend="marc-federated-search">MARC federated search</link>.</para></note>
111
112<procedure>
113<step>
114<informalfigure>
115<para>Select <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Create Purchase Order</guimenuitem></menuchoice>.</para>
116<para><mediaobject>
117<alt>screenshot of line item status</alt>
118
119<imageobject>
120<imagedata fileref="media/create-new-purchaseorder-1.png" scalefit="0"></imagedata>
121</imageobject>
122</mediaobject></para>
123</informalfigure>
124</step>
125
126<step>
127<informalfigure>
128<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>
129<para><mediaobject>
130<alt>screenshot of line item status</alt>
131
132<imageobject>
133<imagedata fileref="media/create-new-purchaseorder-2.png" scalefit="0"></imagedata>
134</imageobject>
135</mediaobject></para>
136</informalfigure>
137</step>
138
139<step>
140<informalfigure>
141<para>In the <guilabel>Provider</guilabel> field, enter the code for the provider. The text will auto-complete.</para>
142<para><mediaobject>
143<alt>screenshot of line item status</alt>
144
145<imageobject>
146<imagedata fileref="media/create-new-purchaseorder-3.png" scalefit="0"></imagedata>
147</imageobject>
148</mediaobject></para>
149</informalfigure>
150</step>
151
152<step>
153<informalfigure>
154<para>If prepayment is required, check the box adjacent to <guilabel>Prepayment Required</guilabel>.</para>
155<para><mediaobject>
156<alt>screenshot of line item status</alt>
157
158<imageobject>
159<imagedata fileref="media/create-new-purchaseorder-4.png" scalefit="0"></imagedata>
160</imageobject>
161</mediaobject></para>
162</informalfigure>
163<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
164selected when you enter the provider code.</para></tip>
165</step>
166
167<step>
168<informalfigure>
169<para>Click <guibutton>Save</guibutton>.</para>
170<para><mediaobject>
171<alt>screenshot of line item status</alt>
172
173<imageobject>
174<imagedata fileref="media/create-new-purchaseorder-5.png" scalefit="0"></imagedata>
175</imageobject>
176</mediaobject></para>
177</informalfigure>
178</step>
179
180<step>
181<informalfigure>
182<para>The purchase order has been created. You can now create a <link linkend="add-additional-purchase">new charge type</link> or
183<link linkend="purchase-add-brief">add a brief record</link>.</para>
184<para><mediaobject>
185<alt>screenshot of line item status</alt>
186
187<imageobject>
188<imagedata fileref="media/create-new-purchaseorder-6.png" scalefit="0"></imagedata>
189</imageobject>
190</mediaobject></para>
191</informalfigure>
192</step>
193</procedure>
194
195<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
196when the purchase order is activated. The <guilabel>Total Spent</guilabel> column automatically updates with the items are invoiced.</para>
197<para><mediaobject>
198<alt>screenshot of line item status</alt>
199
200<imageobject>
201<imagedata fileref="media/create-new-purchaseorder-7.png" scalefit="0"></imagedata>
202</imageobject>
203</mediaobject></para>
204</informalfigure></note>
205
206</section>
207
208
209 <section xml:id="name-purchase-order">
210 <title>Name a Purchase Order</title>
211 <para>By default a new purchase order is given the purchase order ID its name.</para>
212<para>You can change the name to any grouping of letters or numbers as determined by your
213library's policies. You can reuse purchase order names as long as a name is never used twice in the same year.</para>
214
215<procedure>
216<step>
217<para>Open or create a purchase order.</para>
218</step>
219
220<step>
221<informalfigure>
222<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>
223<para><mediaobject>
224<alt>screenshot of line item status</alt>
225
226<imageobject>
227<imagedata fileref="media/name-purchaseorder-1.png" scalefit="0"></imagedata>
228</imageobject>
229</mediaobject></para>
230</informalfigure>
231</step>
232
233<step>
234<informalfigure>
235<para>Click on the hyperlinked ID number. A pop up box will appear.</para>
236<para><mediaobject>
237<alt>screenshot of line item status</alt>
238
239<imageobject>
240<imagedata fileref="media/name-purchaseorder-2.png" scalefit="0"></imagedata>
241</imageobject>
242</mediaobject></para>
243</informalfigure>
244</step>
245
246<step>
247<informalfigure>
248<para>Enter a new name for your purchase order and click <guibutton>Ok</guibutton>.</para>
249<para><mediaobject>
250<alt>screenshot of line item status</alt>
251
252<imageobject>
253<imagedata fileref="media/name-purchaseorder-3.png" scalefit="0"></imagedata>
254</imageobject>
255</mediaobject></para>
256</informalfigure>
257</step>
258
259<step>
260<informalfigure>
261<para>The new name will replace the internal ID number as the purchase order's name.</para>
262<para><mediaobject>
263<alt>screenshot of line item status</alt>
264
265<imageobject>
266<imagedata fileref="media/name-purchaseorder-4.png" scalefit="0"></imagedata>
267</imageobject>
268</mediaobject></para>
269</informalfigure>
270</step>
271
272</procedure>
273
274</section>
275
276
277 <section xml:id="purchase-add-brief">
278 <title>Add Brief Records to a Purchase Order</title>
279 <para>You can add brief records to new or existing purchase order.</para>
280
281<procedure>
282<step>
283<para>Open or create a purchase order.</para>
284</step>
285
286<step>
287<informalfigure>
288<para>Click the <guibutton>Add Brief Record</guibutton> button.</para>
289<para><mediaobject>
290<alt>screenshot of line item status</alt>
291
292<imageobject>
293<imagedata fileref="media/add-brief-purchaseorder-1.png" scalefit="0"></imagedata>
294</imageobject>
295</mediaobject></para>
296</informalfigure>
297</step>
298
299<step>
300<informalfigure>
301<para>Enter bibliographic information in the desired fields and click <guibutton>Save Record</guibutton>.</para>
302<para><mediaobject>
303<alt>screenshot of line item status</alt>
304
305<imageobject>
306<imagedata fileref="media/add-brief-purchaseorder-2.png" scalefit="0"></imagedata>
307</imageobject>
308</mediaobject></para>
309</informalfigure>
310</step>
311
312<step>
313<informalfigure>
314<para>A new line item appears on your purchase order.</para>
315<para><mediaobject>
316<alt>screenshot of line item status</alt>
317
318<imageobject>
319<imagedata fileref="media/add-brief-purchaseorder-3.png" scalefit="0"></imagedata>
320</imageobject>
321</mediaobject></para>
322</informalfigure>
323</step>
324
325<step>
326<informalfigure>
327<para>To add additional brief records, select <menuchoice><guimenu>Actions</guimenu>
328<guimenuitem>Add Brief Record</guimenuitem></menuchoice>.</para>
329<para><mediaobject>
330<alt>screenshot of line item status</alt>
331
332<imageobject>
333<imagedata fileref="media/add-brief-purchaseorder-4.png" scalefit="0"></imagedata>
334</imageobject>
335</mediaobject></para>
336</informalfigure>
337</step>
338</procedure>
339
340
341</section>
342
343
344 <section xml:id="add-additional-purchase">
345 <title>Add Charges, Taxes, and/or Fees to a Purchase Order</title>
346 <para>You can add other charges, taxes, and/or fees to a purchase order. These additional charges will be reflected in the amounts that are estimated and
347encumbered on the purchase order.</para>
348
349<procedure>
350<step>
351<para>Open or create a purchase order.</para>
352</step>
353
354<step>
355<informalfigure>
356<para>At the bottom of the purchase order, click <guibutton>New Charge</guibutton>.</para>
357<para><mediaobject>
358<alt>screenshot of new charges</alt>
359
360<imageobject>
361<imagedata fileref="media/new-charge-purchaseorder-1.png" scalefit="0"></imagedata>
362</imageobject>
363</mediaobject></para>
364</informalfigure>
365</step>
366
367<step>
368<informalfigure>
369<para>Using the first drop down menu, select a <guilabel>Charge Type</guilabel>.</para>
370<para><mediaobject>
371<alt>screenshot of new charges</alt>
372
373<imageobject>
374<imagedata fileref="media/new-charge-purchaseorder-2.png" scalefit="0"></imagedata>
375</imageobject>
376</mediaobject></para>
377</informalfigure>
378</step>
379
380<step>
381<informalfigure>
382<para>Using the next drop down menu, select a <guilabel>Fund</guilabel>.</para>
383<para><mediaobject>
384<alt>screenshot of new charges</alt>
385
386<imageobject>
387<imagedata fileref="media/new-charge-purchaseorder-3.png" scalefit="0"></imagedata>
388</imageobject>
389</mediaobject></para>
390</informalfigure>
391</step>
392
393<step>
394<informalfigure>
395<para>Enter a <guilabel>Title/Description</guilabel> if applicable.</para>
396<para><mediaobject>
397<alt>screenshot of new charges</alt>
398
399<imageobject>
400<imagedata fileref="media/new-charge-purchaseorder-4.png" scalefit="0"></imagedata>
401</imageobject>
402</mediaobject></para>
403</informalfigure>
404</step>
405
406<step>
407<informalfigure>
408<para>Enter your initials in the <guilabel>Author</guilabel> field.</para>
409<para><mediaobject>
410<alt>screenshot of new charges</alt>
411
412<imageobject>
413<imagedata fileref="media/new-charge-purchaseorder-5.png" scalefit="0"></imagedata>
414</imageobject>
415</mediaobject></para>
416</informalfigure>
417</step>
418
419<step>
420<informalfigure>
421<para>Enter a note if applicable.</para>
422<para><mediaobject>
423<alt>screenshot of new charges</alt>
424
425<imageobject>
426<imagedata fileref="media/new-charge-purchaseorder-6.png" scalefit="0"></imagedata>
427</imageobject>
428</mediaobject></para>
429</informalfigure>
430</step>
431
432<step>
433<informalfigure>
434<para>Enter an estimated cost.</para>
435<para><mediaobject>
436<alt>screenshot of new charges</alt>
437
438<imageobject>
439<imagedata fileref="media/new-charge-purchaseorder-7.png" scalefit="0"></imagedata>
440</imageobject>
441</mediaobject></para>
442</informalfigure>
443</step>
444
445<step>
446<informalfigure>
447<para>Click <guibutton>New Charge</guibutton> to add an additional charge or click <guibutton>Save New Charges</guibutton> to finish.</para>
448<para><mediaobject>
449<alt>screenshot of new charges</alt>
450
451<imageobject>
452<imagedata fileref="media/new-charge-purchaseorder-8.png" scalefit="0"></imagedata>
453</imageobject>
454</mediaobject></para>
455</informalfigure>
456</step>
457
458<step>
459<informalfigure>
460<para>The charge(s) will display on the purchase order.</para>
461<para><mediaobject>
462<alt>screenshot of new charges</alt>
463
464<imageobject>
465<imagedata fileref="media/new-charge-purchaseorder-9.png" scalefit="0"></imagedata>
466</imageobject>
467</mediaobject></para>
468</informalfigure>
469</step>
470</procedure>
471
472<note><para>Charges can be deleted by clicking the red <guibutton>X</guibutton> adjacent to the charge.</para></note>
473
474</section>
475
476
477 <section xml:id="add-notes-purchase">
478 <title>Add Notes to a Purchase Order</title>
479 <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>
480
481<procedure>
482<step>
483<para>Open or create a purchase order.</para>
484</step>
485
486<step>
487<informalfigure>
488<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
489parentheses next to this field. Click the hyperlinked number.</para>
490<para><mediaobject>
491<alt>screenshot of add a note</alt>
492
493<imageobject>
494<imagedata fileref="media/add-notes-purchaseorder-1.png" scalefit="0"></imagedata>
495</imageobject>
496</mediaobject></para>
497</informalfigure>
498</step>
499
500
501<step>
502<informalfigure>
503<para>Click <guibutton>New Note</guibutton>.</para>
504<para><mediaobject>
505<alt>screenshot of add a note</alt>
506
507<imageobject>
508<imagedata fileref="media/add-notes-purchaseorder-2.png" scalefit="0"></imagedata>
509</imageobject>
510</mediaobject></para>
511</informalfigure>
512</step>
513
514<step>
515<informalfigure>
516<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>
517<para><mediaobject>
518<alt>screenshot of add a note</alt>
519
520<imageobject>
521<imagedata fileref="media/add-notes-purchaseorder-3.png" scalefit="0"></imagedata>
522</imageobject>
523</mediaobject></para>
524</informalfigure>
525</step>
526
527<step>
528<informalfigure>
529<para>Click <guibutton>Create</guibutton>.</para>
530<para><mediaobject>
531<alt>screenshot of add a note</alt>
532
533<imageobject>
534<imagedata fileref="media/add-notes-purchaseorder-4.png" scalefit="0"></imagedata>
535</imageobject>
536</mediaobject></para>
537</informalfigure>
538</step>
539
540<step>
541<informalfigure>
542<para>Add as many notes as you require.</para>
543<para><mediaobject>
544<alt>screenshot of add a note</alt>
545
546<imageobject>
547<imagedata fileref="media/add-notes-purchaseorder-5.png" scalefit="0"></imagedata>
548</imageobject>
549</mediaobject></para>
550</informalfigure>
551</step>
552
553<step>
554<informalfigure>
555<para>Click <guibutton>Return</guibutton> to return to the purchase order.</para>
556<para><mediaobject>
557<alt>screenshot of add a note</alt>
558
559<imageobject>
560<imagedata fileref="media/add-notes-purchaseorder-6.png" scalefit="0"></imagedata>
561</imageobject>
562</mediaobject></para>
563</informalfigure>
564</step>
565
566<step>
567<informalfigure>
568<para>The number in parentheses will increases to reflect the number of notes attached to the purchase order.</para>
569<para><mediaobject>
570<alt>screenshot of add a note</alt>
571
572<imageobject>
573<imagedata fileref="media/add-notes-purchaseorder-7.png" scalefit="0"></imagedata>
574</imageobject>
575</mediaobject></para>
576</informalfigure>
577</step>
578</procedure>
579
580</section>
581
582<section xml:id="activate-purchase-order">
583<title>Activating Purchase Orders</title>
584
585<para><link linkend="criteria-purchase-order">Activation Criteria</link></para>
586<para><link linkend="activation-purchase-order">Activate a Purchase Order</link></para>
587
588<simplesect xml:id="criteria-purchase-order">
589<title>Activation Criteria</title>
590
591<para>Before you can activate a purchase order, the following criteria must be met:</para>
592<itemizedlist>
593<listitem>
594<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>
595</listitem>
596<listitem>
597<informalfigure>
598<para>Each line item must contain an estimated price. If there is no estimated price the <guilabel>Activate Order?</guilabel> field will read,
599<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>
600<para><mediaobject>
601<alt>screenshot of line item status</alt>
602
603<imageobject>
604<imagedata fileref="media/activate-purchaseorder-1.png" scalefit="0"></imagedata>
605</imageobject>
606</mediaobject></para>
607</informalfigure>
608</listitem>
609
610<listitem>
611<informalfigure>
612<para>Each line item must have funds applied to it. If no funds are applied the <guilabel>Activate Order?</guilabel> field will read,
613<guilabel>No: The requested acq. fund was not found (ACQ_FUND_NOT_FOUND)</guilabel>. Simply apply funds individually or as a batch. See
614<link linkend="apply-funds-acq">Apply Funds to Line Items</link> for instructions.</para>
615<para><mediaobject>
616<alt>screenshot of line item status</alt>
617
618<imageobject>
619<imagedata fileref="media/activate-purchaseorder-2.png" scalefit="0"></imagedata>
620</imageobject>
621</mediaobject></para>
622</informalfigure>
623</listitem>
624<listitem>
625<informalfigure>
626<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
627will 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
628fund must be applied to the purchase order.</para>
629<para><mediaobject>
630<alt>screenshot of line item status</alt>
631
632<imageobject>
633<imagedata fileref="media/activate-purchaseorder-4.png" scalefit="0"></imagedata>
634</imageobject>
635</mediaobject></para>
636</informalfigure>
637</listitem>
638</itemizedlist>
639
640</simplesect>
641
642<simplesect xml:id="activation-purchase-order">
643<title>Activate a Purchase Order</title>
644
645<para>When the above criteria have been met, proceed with the following:</para>
646
647<procedure>
648<step>
649<informalfigure>
650<para>The <guilabel>Activate Order?</guilabel> field will read, <guilabel>Yes. Activate Order</guilabel>.</para>
651<para><mediaobject>
652<alt>screenshot of line item status</alt>
653
654<imageobject>
655<imagedata fileref="media/activate-purchaseorder-3.png" scalefit="0"></imagedata>
656</imageobject>
657</mediaobject></para>
658</informalfigure>
659</step>
660
661<step>
662<informalfigure>
663<para>Click the hyperlinked <guilabel>Activate Order</guilabel>.</para>
664<para><mediaobject>
665<alt>screenshot of activate order</alt>
666
667<imageobject>
668<imagedata fileref="media/activate-purchaseorder-4-2.png" scalefit="0"></imagedata>
669</imageobject>
670</mediaobject></para>
671</informalfigure>
672</step>
673
674<step>
675<informalfigure>
676<para>When you activate the order the bibliographic records and copies will be imported into the catalogue, if you have not previously done so, and the funds associated with
677the purchases will be encumbered.</para>
678<para><mediaobject>
679<alt>screenshot of activate order</alt>
680
681<imageobject>
682<imagedata fileref="media/activate-purchaseorder-5.png" scalefit="0"></imagedata>
683</imageobject>
684</mediaobject></para>
685</informalfigure>
686</step>
687</procedure>
688
689</simplesect>
690
691</section>
692
693<section xml:id="split-purchase-order">
694<title>Split Purchase Order by Line Items</title>
695
696<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>
697
698<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
699corner of the top half of the screen.</para>
700
701<procedure>
702
703<step>
704<para>Open the purchase order you would like to split.</para>
705</step>
706
707<step>
708<informalfigure>
709<para>Click <guibutton>Split Order by Lineitems</guibutton>.</para>
710<para><mediaobject>
711<alt>screenshot of split purchase order</alt>
712
713<imageobject>
714<imagedata fileref="media/split-line-purchase-order-1.png" scalefit="0"></imagedata>
715</imageobject>
716</mediaobject></para>
717</informalfigure>
718</step>
719
720<step>
721<informalfigure>
722<para>A pop up box will confirm that you wish to split the purchase order. Click <guibutton>Ok</guibutton> to continue.</para>
723<para><mediaobject>
724<alt>screenshot of split purchase order</alt>
725
726<imageobject>
727<imagedata fileref="media/split-line-purchase-order-2.png" scalefit="0"></imagedata>
728</imageobject>
729</mediaobject></para>
730</informalfigure>
731</step>
732
733<step>
734<informalfigure>
735<para>The line items will display with a PO Search.</para>
736<para><mediaobject>
737<alt>screenshot of split purchase order</alt>
738
739<imageobject>
740<imagedata fileref="media/split-line-purchase-order-3.png" scalefit="0"></imagedata>
741</imageobject>
742</mediaobject></para>
743</informalfigure>
744</step>
745
746<step>
747<informalfigure>
748<para>Select Pending from the <guilabel>State</guilabel> drop down menu. Leave <guilabel>Show results as a virtual combined PO</guilabel> checked and click
749<guibutton>Search</guibutton>.</para>
750<para><mediaobject>
751<alt>screenshot of split purchase order</alt>
752
753<imageobject>
754<imagedata fileref="media/split-line-purchase-order-4.png" scalefit="0"></imagedata>
755</imageobject>
756</mediaobject></para>
757</informalfigure>
758</step>
759
760<step>
761<informalfigure>
762<para>All pending orders will as a virtual combined purchase order. You are able to activate the purchase order for each item from this
763screen.</para>
764<para><mediaobject>
765<alt>screenshot of split purchase order</alt>
766
767<imageobject>
768<imagedata fileref="media/split-line-purchase-order-5.png" scalefit="0"></imagedata>
769</imageobject>
770</mediaobject></para>
771</informalfigure>
772</step>
773
774</procedure>
775
776</section>
777
778<section xml:id="cansup-purchase-order">
779<title>Cancelling and Suspending Purchase Orders</title>
780<para>You can cancel or suspend purchase orders that are in a state of pending or on-order.</para>
781<para>You can also use cancel reasons to suspend purchase orders. This is done by choosing a cancel reason for which debits are
782kept. For example, a cancel reason such as Publication Postponed, for which debits are kept, indicates that the item will still be purchased when published. The funds
783remain encumbered for the purchase while the purchase order has the status of cancelled.</para>
784
785<para><link linkend="cancel-purchase-order">Cancel a Purchase Order</link></para>
786<para><link linkend="suspend-purchase-order">Suspend a Purchase Order</link></para>
787
788<simplesect xml:id="cancel-purchase-order">
789<title>Cancel a Purchase Order</title>
790
791<procedure>
792<step>
793<para>Open your purchase order.</para>
794</step>
795
796<step>
797<informalfigure>
798<para>Click <guibutton>Cancel order</guibutton>.</para>
799<para><mediaobject>
800<alt>screenshot of cancel order</alt>
801
802<imageobject>
803<imagedata fileref="media/purchase-order-cancel-1.png" scalefit="0"></imagedata>
804</imageobject>
805</mediaobject></para>
806</informalfigure>
807</step>
808
809<step>
810<informalfigure>
811<para>From the drop down menu that appears, select a cancel reason.</para>
812<para><mediaobject>
813<alt>screenshot of cancel order</alt>
814
815<imageobject>
816<imagedata fileref="media/purchase-order-cancel-2.png" scalefit="0"></imagedata>
817</imageobject>
818</mediaobject></para>
819</informalfigure>
820</step>
821
822<step>
823<informalfigure>
824<para>Click <guibutton>Cancel order</guibutton>.</para>
825<para><mediaobject>
826<alt>screenshot of cancel order</alt>
827
828<imageobject>
829<imagedata fileref="media/purchase-order-cancel-3.png" scalefit="0"></imagedata>
830</imageobject>
831</mediaobject></para>
832</informalfigure>
833</step>
834
835<step>
836<informalfigure>
837<para>A pop up will appear asking you to confirm that you wish to cancel the purchase order. Click <guibutton>OK</guibutton>.</para>
838<para><mediaobject>
839<alt>screenshot of cancel order</alt>
840
841<imageobject>
842<imagedata fileref="media/purchase-order-cancel-4.png" scalefit="0"></imagedata>
843</imageobject>
844</mediaobject></para>
845</informalfigure>
846</step>
847
848<step>
849<informalfigure>
850<para>The status of the purchase order becomes <guilabel>cancelled</guilabel> and all the line item bars change to white.</para>
851<para>The funds no longer show as encumbered for the purchase order.</para>
852<para><mediaobject>
853<alt>screenshot of cancel order</alt>
854
855<imageobject>
856<imagedata fileref="media/purchase-order-cancel-5.png" scalefit="0"></imagedata>
857</imageobject>
858</mediaobject></para>
859</informalfigure>
860</step>
861</procedure>
862
863</simplesect>
864
865<simplesect xml:id="suspend-purchase-order">
866<title>Suspend a Purchase Order</title>
867
868<procedure>
869<step>
870<para>Open your purchase order.</para>
871</step>
872
873<step>
874<informalfigure>
875<para>Click <guibutton>Cancel order</guibutton>.</para>
876<para><mediaobject>
877<alt>screenshot of cancel order</alt>
878
879<imageobject>
880<imagedata fileref="media/purchase-order-suspend-1.png" scalefit="0"></imagedata>
881</imageobject>
882</mediaobject></para>
883</informalfigure>
884</step>
885
886<step>
887<informalfigure>
888<para>From the drop down menu that appears, select a cancel reason for which debits are kept. See
889<link linkend="cancel-reasons-defaults">Sitka Cancel Reason Defaults</link> for which cancel reasons keep debits.</para>
890<para><mediaobject>
891<alt>screenshot of cancel order</alt>
892
893<imageobject>
894<imagedata fileref="media/purchase-order-cancel-2.png" scalefit="0"></imagedata>
895</imageobject>
896</mediaobject></para>
897</informalfigure>
898</step>
899
900<step>
901<informalfigure>
902<para>Click <guibutton>Cancel order</guibutton>.</para>
903<para><mediaobject>
904<alt>screenshot of cancel order</alt>
905
906<imageobject>
907<imagedata fileref="media/purchase-order-suspend-2.png" scalefit="0"></imagedata>
908</imageobject>
909</mediaobject></para>
910</informalfigure>
911</step>
912
913<step>
914<informalfigure>
915<para>A pop up will appear asking you to confirm that you wish to cancel the purchase order. Click <guibutton>OK</guibutton>.</para>
916<para><mediaobject>
917<alt>screenshot of cancel order</alt>
918
919<imageobject>
920<imagedata fileref="media/purchase-order-cancel-4.png" scalefit="0"></imagedata>
921</imageobject>
922</mediaobject></para>
923</informalfigure>
924</step>
925
926<step>
927<informalfigure>
928<para>The status of the purchase order becomes <guilabel>cancelled</guilabel> and all the line item bars change to white.</para>
929<para>Because the purchase order has been suspended rather than cancelled, the funds are still encumbered.</para>
930<para><mediaobject>
931<alt>screenshot of cancel order</alt>
932
933<imageobject>
934<imagedata fileref="media/purchase-order-suspend-3.png" scalefit="0"></imagedata>
935</imageobject>
936</mediaobject></para>
937</informalfigure>
938</step>
939
940<step>
941<para>A suspended purchase order is resolved when the items arrive and are received.</para>
942</step>
943</procedure>
944
945</simplesect>
946</section>
947
948<section xml:id="print-purchase-order">
949<title>Print a Purchase Order</title>
950<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>
951on the printed purchase order.</para>
952
953<procedure>
954<step>
955<para>Open a purchase order.</para>
956</step>
957
958<step>
959<informalfigure>
960<para>Select <menuchoice><guimenu>Actions</guimenu><guimenuitem>Print Purchase Order</guimenuitem></menuchoice>.</para>
961<para><mediaobject>
962<alt>screenshot of print order</alt>
963
964<imageobject>
965<imagedata fileref="media/print-purchaseorder-1.png" scalefit="0"></imagedata>
966</imageobject>
967</mediaobject></para>
968</informalfigure>
969</step>
970
971<step>
972<informalfigure>
973<para>Depending on your computer you may or may not need to select your printer and click <guibutton>OK</guibutton>.</para>
974<para><mediaobject>
975<alt>screenshot of print order</alt>
976
977<imageobject>
978<imagedata fileref="media/print-purchaseorder-2.png" scalefit="0"></imagedata>
979</imageobject>
980</mediaobject></para>
981</informalfigure>
982</step>
983</procedure>
984
985
986</section>
987
988<section xml:id="view-purchase-order">
989<title>View On-Order Purchase Orders</title>
990
991<para><link linkend="search-tips-purchase">Search Tips</link></para>
992
993<para>The default purchase order search allows you to quickly generate a list of on-order purchase orders.</para>
994<para>This search can also easily be modified to search for purchase orders using other parameters.</para>
995
996<procedure>
997<step>
998<informalfigure>
999<para>To access the searching interface, select <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Purchase Orders</guimenuitem></menuchoice>.</para>
1000<para><mediaobject>
1001<alt>screenshot of view on-order</alt>
1002
1003<imageobject>
1004<imagedata fileref="media/view-onorder-purchaseorder-1.png" scalefit="0"></imagedata>
1005</imageobject>
1006</mediaobject></para>
1007</informalfigure>
1008</step>
1009
1010
1011<step>
1012<informalfigure>
1013<para>By default the search interface is set to search for on-order purchase orders created by your ordering agency.</para>
1014<para>If this is the search you wish to perform, click <guibutton>Search</guibutton>.</para>
1015<para><mediaobject>
1016<alt>screenshot of the Purchase Order Search</alt>
1017
1018<imageobject>
1019<imagedata fileref="media/purchase-search-2.png" scalefit="0"></imagedata>
1020</imageobject>
1021</mediaobject></para>
1022</informalfigure>
1023</step>
1024
1025</procedure>
1026
1027<simplesect xml:id="search-tips-purchase">
1028<title>Search Tips:</title>
1029<itemizedlist>
1030<listitem>
1031<para>To search for purchase orders with a status other than on-order, simply replace <guilabel>on-order</guilabel> with the status you wish to search.</para>
1032</listitem>
1033<listitem>
1034<informalfigure>
1035<para>Use the <guilabel>Purchase Order</guilabel> search fields to modify your search as needed.</para>
1036<para><mediaobject>
1037<alt>screenshot of the Purchase Order Search</alt>
1038
1039<imageobject>
1040<imagedata fileref="media/purchase-search-3.png" scalefit="0"></imagedata>
1041</imageobject>
1042</mediaobject></para>
1043</informalfigure>
1044</listitem>
1045<listitem>
1046<para>See <link linkend="general-search-tips">Using the General Search</link> for more general search tips.</para>
1047</listitem>
1048</itemizedlist>
1049</simplesect>
1050
1051</section>
1052
1053<section xml:id="receive-purchase-order">
1054<title>Receive a Purchase Order</title>
1055<para>In the event that all items on a purchase order arrive together it is possible to receive the entire purchase order at once.</para>
1056
1057<procedure>
1058<step>
1059<para>Open your purchase order.</para>
1060</step>
1061
1062<step>
1063<informalfigure>
1064<para>Using the main <guilabel>Actions</guilabel> menu, select
1065<menuchoice><guimenu>Actions</guimenu><guimenuitem>Mark Purchase Order as Received</guimenuitem></menuchoice>.</para>
1066<para><mediaobject>
1067<alt>screenshot of receiving</alt>
1068
1069<imageobject>
1070<imagedata fileref="media/purchaseorder-receive-1.png" scalefit="0"></imagedata>
1071</imageobject>
1072</mediaobject></para>
1073</informalfigure>
1074</step>
1075
1076<step>
1077<informalfigure>
1078<para>Any alerts for the line items will pop up. Click <guibutton>OK</guibutton> to acknowledge the alerts and receive the items.</para>
1079<para><mediaobject>
1080<alt>screenshot of receiving</alt>
1081
1082<imageobject>
1083<imagedata fileref="media/purchaseorder-receive-2.png" scalefit="0"></imagedata>
1084</imageobject>
1085</mediaobject></para>
1086</informalfigure>
1087</step>
1088
1089<step>
1090<informalfigure>
1091<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>
1092<para><mediaobject>
1093<alt>screenshot of receiving</alt>
1094
1095<imageobject>
1096<imagedata fileref="media/purchaseorder-receive-3.png" scalefit="0"></imagedata>
1097</imageobject>
1098</mediaobject></para>
1099</informalfigure>
1100</step>
1101</procedure>
1102
1103
1104</section>
1105
1106<section xml:id="edi-purchase-order">
1107<title>View EDI Messages on a Purchase Order</title>
1108
1109<note><para>EDI is not currently available for Sitka libraries.</para>
1110<para>An announcement will be made when testing is completed and this feature becomes
1111available.</para></note>
1112
1113<para>You can view electronic messages from your provider about a specific purchase order.</para>
1114
1115<procedure>
1116<step>
1117<para>Open a purchase order.</para>
1118</step>
1119
1120<step>
1121<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
1122hyperlinked in parentheses next to this field.</para>
1123</step>
1124
1125<step>
1126<para>Click the hyperlinked number to view the messages.</para>
1127</step>
1128</procedure>
1129
1130
1131</section>
1132
1133<section xml:id="view-purchase-history">
1134<title>View Purchase Order History</title>
1135<para>The history of a specific purchase order can be viewed in two ways:</para>
1136
1137<procedure>
1138<step>
1139<para>Open a purchase order.</para>
1140</step>
1141
1142<step>
1143<informalfigure>
1144<para>In the top half of the purchase order, beside <guilabel>History</guilabel>, click the hyperlink <guibutton>View</guibutton>.</para>
1145<para><mediaobject>
1146<alt>screenshot of view history</alt>
1147
1148<imageobject>
1149<imagedata fileref="media/view-history-purchaseorder-1.png" scalefit="0"></imagedata>
1150</imageobject>
1151</mediaobject></para>
1152</informalfigure>
1153
1154<para>OR</para>
1155
1156<informalfigure>
1157<para>Using the main <guilabel>Actions</guilabel> menu, select <menuchoice><guimenu>Actions</guimenu><guimenuitem>View PO History</guimenuitem></menuchoice>.</para>
1158<para><mediaobject>
1159<alt>screenshot of view history</alt>
1160
1161<imageobject>
1162<imagedata fileref="media/view-history-purchaseorder-3.png" scalefit="0"></imagedata>
1163</imageobject>
1164</mediaobject></para>
1165</informalfigure>
1166</step>
1167
1168<step>
1169<informalfigure>
1170<para>The history of the purchase order will display. Use the column headers to sort.</para>
1171<para><mediaobject>
1172<alt>screenshot of view history</alt>
1173
1174<imageobject>
1175<imagedata fileref="media/view-history-purchaseorder-2.png" scalefit="0"></imagedata>
1176</imageobject>
1177</mediaobject></para>
1178</informalfigure>
1179</step>
1180</procedure>
1181
1182</section>
1183
1184</chapter>