Minor revisions to Add Records section.
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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-receive">\r
4 <info>\r
5 <title>Receive/Un-receive Acquisitions</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>You can receive and un-receive entire purchase orders, line items on a purchase order, and individual copies that are attached to a line item. You can \r
17receive items before or after you create invoices for the items.</para></abstract>\r
18 \r
19\r
20 </info>\r
21\r
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22\r
23<section xml:id="reun-purchase-orders">\r
24<title>Receiving and Un-Receiving Purchase Orders</title>\r
25<para>You can receive purchase orders that have a status of <guilabel>on-order</guilabel>. You can un-receive purchase orders that have a status \r
26of <guilabel>received</guilabel>.</para>\r
27\r
28<para><link linkend="receive-purchase-orders">Receive a Purchase Order</link></para>\r
29<para><link linkend="unreceive-purchase-orders">Un-Receive a Purchase Order</link></para>\r
30\r
31 <simplesect xml:id="receive-purchase-orders">\r
32 <title>Receive a Purchase Order</title>\r
33 <para>In the event that all items on a purchase order arrive together you are able to receive the entire purchase order at once.</para>\r
34<para>All line items on the purchase order must have the status of <guilabel>on-order</guilabel> for this function to be used.</para>\r
35\r
36<procedure>\r
37<step>\r
1de62509 38<para>Open a purchase order.</para>\r
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39</step>\r
40\r
41<step>\r
42<informalfigure>\r
43<para>Using the main <guilabel>Actions</guilabel> menu, select \r
44<menuchoice><guimenu>Actions</guimenu><guimenuitem>Mark Purchase Order as Received</guimenuitem></menuchoice>.</para>\r
45<para><mediaobject>\r
46<alt>screenshot of receiving</alt>\r
47\r
48<imageobject>\r
49<imagedata fileref="media/purchaseorder-receive-1.png" scalefit="0"></imagedata>\r
50</imageobject>\r
51</mediaobject></para>\r
52</informalfigure>\r
53</step>\r
54\r
55<step>\r
56<informalfigure>\r
1de62509 57<para>Alerts for any of the line items will pop up. Click <guibutton>OK</guibutton> to acknowledge the alerts and receive the items.</para>\r
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58<para><mediaobject>\r
59<alt>screenshot of receiving</alt>\r
60\r
61<imageobject>\r
62<imagedata fileref="media/purchaseorder-receive-2.png" scalefit="0"></imagedata>\r
63</imageobject>\r
64</mediaobject></para>\r
65</informalfigure>\r
66</step>\r
67\r
68<step>\r
69<informalfigure>\r
1de62509 70<para>All line items on the purchase order will change to a gray blue colour and the status of each line item will update to <guilabel>received</guilabel>.</para>\r
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71<para><mediaobject>\r
72<alt>screenshot of receiving</alt>\r
73\r
74<imageobject>\r
75<imagedata fileref="media/purchaseorder-receive-3.png" scalefit="0"></imagedata>\r
76</imageobject>\r
77</mediaobject></para>\r
78</informalfigure>\r
79</step>\r
80</procedure>\r
81\r
82\r
83</simplesect>\r
84\r
85\r
86<simplesect xml:id="unreceive-purchase-orders">\r
87<title>Un-Receive a Purchase Order</title>\r
88<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
89un-receive the purchase order. The purchase order must have the status of <guilabel>received</guilabel> for this function to be enabled.</para>\r
90\r
91<procedure>\r
92<step>\r
1de62509 93<para>Open a purchase order.</para>\r
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94</step>\r
95\r
96<step>\r
97<informalfigure>\r
98<para>Using the main <guilabel>Actions</guilabel> menu, select \r
99<menuchoice><guimenu>Actions</guimenu><guimenuitem>Un-Receive Purchase Order</guimenuitem></menuchoice>.</para>\r
100<para><mediaobject>\r
101<alt>screenshot of receiving</alt>\r
102\r
103<imageobject>\r
104<imagedata fileref="media/purchaseorder-un-receive-1.png" scalefit="0"></imagedata>\r
105</imageobject>\r
106</mediaobject></para>\r
107</informalfigure>\r
108</step>\r
109\r
110<step>\r
111<informalfigure>\r
112<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
113<para><mediaobject>\r
114<alt>screenshot of receiving</alt>\r
115\r
116<imageobject>\r
117<imagedata fileref="media/purchaseorder-un-receive-2.png" scalefit="0"></imagedata>\r
118</imageobject>\r
119</mediaobject></para>\r
120</informalfigure>\r
121</step>\r
122\r
123<step>\r
124<informalfigure>\r
125<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
126<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
127<para><mediaobject>\r
128<alt>screenshot of receiving</alt>\r
129\r
130<imageobject>\r
131<imagedata fileref="media/purchaseorder-un-receive-3.png" scalefit="0"></imagedata>\r
132</imageobject>\r
133</mediaobject></para>\r
134</informalfigure>\r
135</step>\r
136</procedure>\r
137</simplesect>\r
138</section>\r
139\r
140\r
141<section xml:id="reun-line-item">\r
142<title>Receiving and Un-Receiving Line Items</title>\r
143<para>You can receive line items that have a status of <guilabel>on-order</guilabel>. You can un-receive line items that have a status \r
144of <guilabel>received</guilabel>.</para>\r
145\r
146<para><link linkend="receive-line-item">Receive a Line Item</link></para>\r
147<para><link linkend="unreceive-line-item">Un-Receive a Line Item</link></para>\r
148\r
149 <simplesect xml:id="receive-line-item">\r
150 <title>Receive a Line Item</title>\r
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151 <para>Mark Received allows you to receive a particular line items on a purchase order.</para>\r
152<para>Line items must have the status of <guilabel>on-order</guilabel> for this function to be enabled; otherwise this option is greyed out.</para>\r
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153\r
154<procedure>\r
155<step>\r
156<para>Open your purchase order.</para>\r
157</step>\r
158\r
159<step>\r
160<informalfigure>\r
161<para>Using the <guilabel>Actions</guilabel> menu on the line item, select \r
162<menuchoice><guimenu>Actions</guimenu><guimenuitem>Mark Received</guimenuitem></menuchoice>.</para>\r
163<para><mediaobject>\r
164<alt>screenshot of receiving</alt>\r
165\r
166<imageobject>\r
167<imagedata fileref="media/mark-received-lineitem-1.png" scalefit="0"></imagedata>\r
168</imageobject>\r
169</mediaobject></para>\r
170</informalfigure>\r
171</step>\r
172\r
173<step>\r
174<informalfigure>\r
175<para>Any alerts on the line item will pop up. Click <guibutton>OK</guibutton> to acknowledge the alert and receive the item.</para>\r
176<para><mediaobject>\r
177<alt>screenshot of receiving</alt>\r
178\r
179<imageobject>\r
180<imagedata fileref="media/mark-received-lineitem-2.png" scalefit="0"></imagedata>\r
181</imageobject>\r
182</mediaobject></para>\r
183</informalfigure>\r
184</step>\r
185\r
186<step>\r
187<informalfigure>\r
188<para>The line item will change to a gray blue colour and the status will update to <guilabel>received</guilabel>.</para>\r
189<para><mediaobject>\r
190<alt>screenshot of receiving</alt>\r
191\r
192<imageobject>\r
193<imagedata fileref="media/mark-received-lineitem-3.png" scalefit="0"></imagedata>\r
194</imageobject>\r
195</mediaobject></para>\r
196</informalfigure>\r
197</step>\r
198</procedure>\r
199\r
200</simplesect>\r
201\r
202\r
203 <simplesect xml:id="unreceive-line-item">\r
204 <title>Un-Receive a Line Item</title>\r
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205 <para>In the event that a line item is accidently received or should not have been received in the first place, due to damage or other reasons, it is possible \r
206to un-receive that line item.</para>\r
207<para> Line item must have a status of <guilabel>received</guilabel> for this function to be enabled; otherwise this option is greyed out.</para>\r
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208\r
209<procedure>\r
210<step>\r
1de62509 211<para>Open a purchase order.</para>\r
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212</step>\r
213\r
214<step>\r
215<informalfigure>\r
216<para>Using the <guilabel>Actions</guilabel> menu on the line item, select \r
217<menuchoice><guimenu>Actions</guimenu><guimenuitem>Un-Receive</guimenuitem></menuchoice>.</para>\r
218<para><mediaobject>\r
219<alt>screenshot of receiving</alt>\r
220\r
221<imageobject>\r
222<imagedata fileref="media/un-receive-lineitem-1.png" scalefit="0"></imagedata>\r
223</imageobject>\r
224</mediaobject></para>\r
225</informalfigure>\r
226</step>\r
227\r
228<step>\r
229<informalfigure>\r
230<para>A pop up will appear asking you to confirm that you wish to un-receive the line item. Click <guibutton>OK</guibutton>.</para>\r
231<para><mediaobject>\r
232<alt>screenshot of receiving</alt>\r
233\r
234<imageobject>\r
235<imagedata fileref="media/un-receive-lineitem-2.png" scalefit="0"></imagedata>\r
236</imageobject>\r
237</mediaobject></para>\r
238</informalfigure>\r
239</step>\r
240\r
241<step>\r
242<informalfigure>\r
243<para>The line item will change to a mauve colour and the status will update to <guilabel>on-order</guilabel>.</para>\r
244<para>If the line item is received in the future it will behave in the same manner as a line item that is being received for the first time.</para>\r
245<para><mediaobject>\r
246<alt>screenshot of receiving</alt>\r
247\r
248<imageobject>\r
249<imagedata fileref="media/un-receive-lineitem-3.png" scalefit="0"></imagedata>\r
250</imageobject>\r
251</mediaobject></para>\r
252</informalfigure>\r
253</step>\r
254</procedure>\r
255</simplesect>\r
256\r
257</section>\r
258\r
259\r
260<section xml:id="reun-copies">\r
261<title>Receiving and Un-Receiving Copies</title>\r
262<para>You can receive copies that have a status of <guilabel>on-order</guilabel>. You can un-receive copies that have a status \r
263of <guilabel>received</guilabel>.</para>\r
264\r
265<para><link linkend="receive-copies">Receive a Copy</link></para>\r
266<para><link linkend="unreceive-copies">Un-Receive a Copy</link></para>\r
267\r
268 <simplesect xml:id="receive-copies">\r
269 <title>Receive a Copy</title>\r
270 <para>Mark Received in the copies screen allows you to receive only specific copies on a purchase order.</para>\r
271<para>Copies must have a status of <guilabel>on-order</guilabel> for the <guilabel>Mark Received</guilabel> link to appear.</para>\r
272\r
273<procedure>\r
274<step>\r
1de62509 275<para>Open a purchase order.</para>\r
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276</step>\r
277\r
278<step>\r
279<informalfigure>\r
280<para>Click the <guilabel>Copies</guilabel> link on the line item containing the copy or copies you wish to receive.</para>\r
281<para><mediaobject>\r
282<alt>screenshot of receiving</alt>\r
283\r
284<imageobject>\r
285<imagedata fileref="media/copies-receive-1.png" scalefit="0"></imagedata>\r
286</imageobject>\r
287</mediaobject></para>\r
288</informalfigure>\r
289</step>\r
290\r
291<step>\r
292<informalfigure>\r
293<para>Click the <guilabel>Mark Received</guilabel> link adjacent to the copy you wish to receive.</para>\r
294<para><mediaobject>\r
295<alt>screenshot of receiving</alt>\r
296\r
297<imageobject>\r
298<imagedata fileref="media/copies-receive-2.png" scalefit="0"></imagedata>\r
299</imageobject>\r
300</mediaobject></para>\r
301</informalfigure>\r
302</step>\r
303\r
304<step>\r
305<informalfigure>\r
306<para>Any alerts on the associated with the line item will pop up. Click <guibutton>OK</guibutton> to acknowledge the alert and receive the copy.</para>\r
1de62509 307<note><para>The alerts associated with a particular line item will appear each time a copy on that line item is received.</para></note>\r
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308<para><mediaobject>\r
309<alt>screenshot of receiving</alt>\r
310\r
311<imageobject>\r
312<imagedata fileref="media/copies-receive-3.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>Click <guibutton>Return</guibutton> to return to the purchase order.</para>\r
321<para><mediaobject>\r
322<alt>screenshot of receiving</alt>\r
323\r
324<imageobject>\r
325<imagedata fileref="media/copies-receive-4.png" scalefit="0"></imagedata>\r
326</imageobject>\r
327</mediaobject></para>\r
328</informalfigure>\r
329</step>\r
330\r
331<step>\r
332<informalfigure>\r
333<para>The line item will only change to a gray blue colour and update the status to <guilabel>received</guilabel> when all copies associated with the line item have \r
334been received. Otherwise the line item continues to display in a mauve colour with a state of <guilabel>on-order</guilabel>.</para>\r
335<para><mediaobject>\r
336<alt>screenshot of receiving</alt>\r
337\r
338<imageobject>\r
339<imagedata fileref="media/copies-receive-5.png" scalefit="0"></imagedata>\r
340</imageobject>\r
341</mediaobject></para>\r
342</informalfigure>\r
343</step>\r
344</procedure>\r
345\r
346\r
347</simplesect>\r
348\r
349\r
350 <simplesect xml:id="unreceive-copies">\r
351 <title>Un-Receive a Copy</title>\r
352 <para>In the event that a copy is accidently received or should not have been received in the first place due to damage or other reasons, it is possible to \r
353un-receive that copy. Copies must have a status of <guilabel>received</guilabel> for the <guilabel>Un-Receive</guilabel> link to appear.</para>\r
354\r
355<procedure>\r
356<step>\r
1de62509 357<para>Open a purchase order.</para>\r
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358</step>\r
359\r
360<step>\r
361<informalfigure>\r
362<para>Click the <guilabel>Copies</guilabel> link on the line item containing the copy or copies you wish to un-receive.</para>\r
363<para><mediaobject>\r
364<alt>screenshot of receiving</alt>\r
365\r
366<imageobject>\r
367<imagedata fileref="media/copies-receive-1.png" scalefit="0"></imagedata>\r
368</imageobject>\r
369</mediaobject></para>\r
370</informalfigure>\r
371</step>\r
372\r
373<step>\r
374<informalfigure>\r
375<para>Click the <guilabel>Un-Receive</guilabel> link adjacent to the copy you wish to un-receive.</para>\r
376<para><mediaobject>\r
377<alt>screenshot of receiving</alt>\r
378\r
379<imageobject>\r
380<imagedata fileref="media/copies-un-receive-1.png" scalefit="0"></imagedata>\r
381</imageobject>\r
382</mediaobject></para>\r
383</informalfigure>\r
384</step>\r
385\r
386<step>\r
387<informalfigure>\r
388<para>A pop up will appear asking you to confirm that you wish to un-receive the copy. Click <guibutton>OK</guibutton>.</para>\r
389<para><mediaobject>\r
390<alt>screenshot of receiving</alt>\r
391\r
392<imageobject>\r
393<imagedata fileref="media/copies-un-receive-2.png" scalefit="0"></imagedata>\r
394</imageobject>\r
395</mediaobject></para>\r
396</informalfigure>\r
397</step>\r
398\r
399<step>\r
400<informalfigure>\r
401<para>Click <guibutton>Return</guibutton> to return to the purchase order.</para>\r
402<para><mediaobject>\r
403<alt>screenshot of receiving</alt>\r
404\r
405<imageobject>\r
406<imagedata fileref="media/copies-un-receive-3.png" scalefit="0"></imagedata>\r
407</imageobject>\r
408</mediaobject></para>\r
409</informalfigure>\r
410</step>\r
411\r
412<step>\r
413<informalfigure>\r
414<para>The line item will be a mauve colour and the <guilabel>Status</guilabel> will show as <guilabel>on-order</guilabel>.</para> \r
415<para>If the copy is received in the future it will behave in the same manner as a copy that is being received for the first time.</para>\r
416<para><mediaobject>\r
417<alt>screenshot of receiving</alt>\r
418\r
419<imageobject>\r
420<imagedata fileref="media/copies-receive-5.png" scalefit="0"></imagedata>\r
421</imageobject>\r
422</mediaobject></para>\r
423</informalfigure>\r
424</step>\r
425</procedure>\r
426</simplesect>\r
427\r
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428</section> \r
429\r
430<section xml:id="receive-invoice">\r
431<title>Receive Line Items From an Invoice</title>\r
432\r
433<para>You can receive line items and copies that have been linked to an invoice directly from the invoice rather than through a purchase order.</para>\r
434\r
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435<para><link linkend="invoice-receive-batch">Numeric Mode</link></para>\r
436<para><link linkend="invoice-receive-copies">List Mode</link></para>\r
437\r
438\r
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439<simplesect xml:id="invoice-receive-batch">\r
440<title>Numberic Mode</title>\r
441\r
442<para><guilabel>Numeric Mode</guilabel> allows you to receive line items in batch.</para>\r
443\r
444<procedure>\r
445<step>\r
446<para><link linkend="creating-invoices">Create an invoice</link>.</para>\r
447</step>\r
448\r
449<step>\r
450<para>If necessary, link all applicable line items to the invoice. See <link linkend="link-lineitem-invoice">Link a Line Item to an Exisiting Invoice</link>\r
451 for instructions.</para>\r
452</step>\r
453\r
454<step>\r
455<informalfigure>\r
456<para>When your invoice is complete use one of the three <guibutton>Save</guibutton> options.</para>\r
457<para><mediaobject>\r
458<alt>screenshot of invoicing</alt>\r
459\r
460<imageobject>\r
461<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
462</imageobject>\r
463</mediaobject></para>\r
464</informalfigure>\r
465<para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>\r
466<para>Click <guibutton>Save and Prorate</guibutton> to save the invoice and prorate any additional changes, such as taxes across funds if multiple funds are used to \r
467pay the invoice.</para>\r
468<para>Click <guibutton>Save and Close</guibutton> to close the invoice when you have completed it.</para>\r
469<note><para>Invoices can be re-opened at a later date if adjustments are required. See <link linkend="reopen-invoice">Re-Open an Invoice</link>.</para></note>\r
470</step>\r
471\r
472<step>\r
473<para>In the top right corner of the screen click <guibutton>Receive Items</guibutton>.</para>\r
474</step>\r
475\r
476<step>\r
477<para>The <guilabel>Acqusitions Invoice Receiving</guilabel> interface opens.</para>\r
478<para>The interface defaults to <guilabel>Numberic Mode</guilabel>.</para>\r
479</step>\r
480\r
481<step>\r
482<para>Select the number of copies you would like to receive for each line item on the invoice.</para>\r
483</step>\r
484\r
485<step>\r
486<para>Click <guibutton>Receive Selected Copies</guibutton>.</para>\r
487</step>\r
488\r
489<step>\r
490<para>The screen will refresh. Select more copies to receive or click <guibutton>Return to Invoice</guibutton>.</para>\r
491</step>\r
492\r
493</procedure>\r
494\r
495\r
496</simplesect>\r
497\r
498<simplesect xml:id="invoice-receive-copies">\r
499<title>List Mode</title>\r
500\r
501<para><guilabel>List Mode</guilabel> allows you to receive indivdual copies in batch.</para>\r
502\r
503<procedure>\r
504<step>\r
505<para><link linkend="creating-invoices">Create an invoice</link>.</para>\r
506</step>\r
507\r
508<step>\r
509<para>If necessary, link all applicable line items to the invoice. See <link linkend="link-lineitem-invoice">Link a Line Item to an Exisiting Invoice</link>\r
510 for instructions.</para>\r
511</step>\r
512\r
513<step>\r
514<informalfigure>\r
515<para>When your invoice is complete use one of the three <guibutton>Save</guibutton> options.</para>\r
516<para><mediaobject>\r
517<alt>screenshot of invoicing</alt>\r
518\r
519<imageobject>\r
520<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
521</imageobject>\r
522</mediaobject></para>\r
523</informalfigure>\r
524<para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>\r
525<para>Click <guibutton>Save and Prorate</guibutton> to save the invoice and prorate any additional changes, such as taxes across funds if multiple funds are used to \r
526pay the invoice.</para>\r
527<para>Click <guibutton>Save and Close</guibutton> to close the invoice when you have completed it.</para>\r
528<note><para>Invoices can be re-opened at a later date if adjustments are required. See <link linkend="reopen-invoice">Re-Open an Invoice</link>.</para></note>\r
529</step>\r
530\r
531<step>\r
532<para>In the top right corner of the screen click <guibutton>Receive Items</guibutton>.</para>\r
533</step>\r
534\r
535<step>\r
536<para>The <guilabel>Acqusitions Invoice Receiving</guilabel> interface opens.</para>\r
537<para>The interface defaults to <guilabel>Numberic Mode</guilabel>.</para>\r
538</step>\r
539\r
540<step>\r
541<para>Click <guibutton>Use List Mode</guibutton>.</para>\r
542</step>\r
543\r
544<step>\r
545<para>Use the check boxes to select the specific copies you would like to receive.</para>\r
546</step>\r
547\r
548<step>\r
549<para>Click <guibutton>Receive Selected Copies</guibutton>.</para>\r
550</step>\r
551\r
552<step>\r
553<para>The screen will refresh. Select more copies to receive or click <guibutton>Return to Invoice</guibutton>.</para>\r
554</step>\r
555\r
556</procedure>\r
557\r
558\r
559</simplesect>\r
560\r
561</section>\r
562 \r
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563 \r
564</chapter>\r