acq/acq-receive.xml

   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-receive">
   4    <info>
   5       <title>Receive/Un-receive Acquisitions</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>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
  17 receive items before or after you create invoices for the items.</para></abstract>
  18
  19
  20    </info>
  21
  22 <section xml:id="receive-placeholder">
  23 </section>
  24
  25 <section xml:id="reun-purchase-orders">
  26 <title>Receiving and Un-Receiving Purchase Orders</title>
  27 <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
  28 of <guilabel>received</guilabel>.</para>
  29
  30 <para><link linkend="receive-purchase-orders">Receive a Purchase Order</link></para>
  31 <para><link linkend="unreceive-purchase-orders">Un-Receive a Purchase Order</link></para>
  32
  33    <simplesect xml:id="receive-purchase-orders">
  34       <title>Receive a Purchase Order</title>
  35       <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>
  36 <para>All line items on the purchase order must have the status of <guilabel>on-order</guilabel> for this function to be used.</para>
  37
  38 <procedure>
  39 <step>
  40 <para>Open your purchase order.</para>
  41 </step>
  42
  43 <step>
  44 <informalfigure>
  45 <para>Using the main <guilabel>Actions</guilabel> menu, select
  46 <menuchoice><guimenu>Actions</guimenu><guimenuitem>Mark Purchase Order as Received</guimenuitem></menuchoice>.</para>
  47 <para><mediaobject>
  48 <alt>screenshot of receiving</alt>
  49
  50 <imageobject>
  51 <imagedata fileref="media/purchaseorder-receive-1.png" scalefit="0"></imagedata>
  52 </imageobject>
  53 </mediaobject></para>
  54 </informalfigure>
  55 </step>
  56
  57 <step>
  58 <informalfigure>
  59 <para>Any alerts for the line items will pop up. Click <guibutton>OK</guibutton> to acknowledge the alerts and receive the items.</para>
  60 <para><mediaobject>
  61 <alt>screenshot of receiving</alt>
  62
  63 <imageobject>
  64 <imagedata fileref="media/purchaseorder-receive-2.png" scalefit="0"></imagedata>
  65 </imageobject>
  66 </mediaobject></para>
  67 </informalfigure>
  68 </step>
  69
  70 <step>
  71 <informalfigure>
  72 <para>All line items on the purchase order will change to a gray blue colour and the status will update to <guilabel>received</guilabel>.</para>
  73 <para><mediaobject>
  74 <alt>screenshot of receiving</alt>
  75
  76 <imageobject>
  77 <imagedata fileref="media/purchaseorder-receive-3.png" scalefit="0"></imagedata>
  78 </imageobject>
  79 </mediaobject></para>
  80 </informalfigure>
  81 </step>
  82 </procedure>
  83
  84
  85 </simplesect>
  86
  87
  88 <simplesect xml:id="unreceive-purchase-orders">
  89 <title>Un-Receive a Purchase Order</title>
  90 <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
  91 un-receive the purchase order. The purchase order must have the status of <guilabel>received</guilabel> for this function to be enabled.</para>
  92
  93 <procedure>
  94 <step>
  95 <para>Open your purchase order.</para>
  96 </step>
  97
  98 <step>
  99 <informalfigure>
 100 <para>Using the main <guilabel>Actions</guilabel> menu, select
 101 <menuchoice><guimenu>Actions</guimenu><guimenuitem>Un-Receive Purchase Order</guimenuitem></menuchoice>.</para>
 102 <para><mediaobject>
 103 <alt>screenshot of receiving</alt>
 104
 105 <imageobject>
 106 <imagedata fileref="media/purchaseorder-un-receive-1.png" scalefit="0"></imagedata>
 107 </imageobject>
 108 </mediaobject></para>
 109 </informalfigure>
 110 </step>
 111
 112 <step>
 113 <informalfigure>
 114 <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>
 115 <para><mediaobject>
 116 <alt>screenshot of receiving</alt>
 117
 118 <imageobject>
 119 <imagedata fileref="media/purchaseorder-un-receive-2.png" scalefit="0"></imagedata>
 120 </imageobject>
 121 </mediaobject></para>
 122 </informalfigure>
 123 </step>
 124
 125 <step>
 126 <informalfigure>
 127 <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>
 128 <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>
 129 <para><mediaobject>
 130 <alt>screenshot of receiving</alt>
 131
 132 <imageobject>
 133 <imagedata fileref="media/purchaseorder-un-receive-3.png" scalefit="0"></imagedata>
 134 </imageobject>
 135 </mediaobject></para>
 136 </informalfigure>
 137 </step>
 138 </procedure>
 139 </simplesect>
 140 </section>
 141
 142
 143 <section xml:id="reun-line-item">
 144 <title>Receiving and Un-Receiving Line Items</title>
 145 <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
 146 of <guilabel>received</guilabel>.</para>
 147
 148 <para><link linkend="receive-line-item">Receive a Line Item</link></para>
 149 <para><link linkend="unreceive-line-item">Un-Receive a Line Item</link></para>
 150
 151    <simplesect xml:id="receive-line-item">
 152       <title>Receive a Line Item</title>
 153       <para>Mark Received allows you to receive only particular line items on a purchase order.</para>
 154 <para>Line items must have a status of <guilabel>on-order</guilabel> for this function to be enabled; otherwise this option will be greyed out.</para>
 155
 156 <procedure>
 157 <step>
 158 <para>Open your purchase order.</para>
 159 </step>
 160
 161 <step>
 162 <informalfigure>
 163 <para>Using the <guilabel>Actions</guilabel> menu on the line item, select
 164 <menuchoice><guimenu>Actions</guimenu><guimenuitem>Mark Received</guimenuitem></menuchoice>.</para>
 165 <para><mediaobject>
 166 <alt>screenshot of receiving</alt>
 167
 168 <imageobject>
 169 <imagedata fileref="media/mark-received-lineitem-1.png" scalefit="0"></imagedata>
 170 </imageobject>
 171 </mediaobject></para>
 172 </informalfigure>
 173 </step>
 174
 175 <step>
 176 <informalfigure>
 177 <para>Any alerts on the line item will pop up. Click <guibutton>OK</guibutton> to acknowledge the alert and receive the item.</para>
 178 <para><mediaobject>
 179 <alt>screenshot of receiving</alt>
 180
 181 <imageobject>
 182 <imagedata fileref="media/mark-received-lineitem-2.png" scalefit="0"></imagedata>
 183 </imageobject>
 184 </mediaobject></para>
 185 </informalfigure>
 186 </step>
 187
 188 <step>
 189 <informalfigure>
 190 <para>The line item will change to a gray blue colour and the status will update to <guilabel>received</guilabel>.</para>
 191 <para><mediaobject>
 192 <alt>screenshot of receiving</alt>
 193
 194 <imageobject>
 195 <imagedata fileref="media/mark-received-lineitem-3.png" scalefit="0"></imagedata>
 196 </imageobject>
 197 </mediaobject></para>
 198 </informalfigure>
 199 </step>
 200 </procedure>
 201
 202 </simplesect>
 203
 204
 205    <simplesect xml:id="unreceive-line-item">
 206       <title>Un-Receive a Line Item</title>
 207  <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 to un-receive
 208 that line item. Line item must have a status of <guilabel>received</guilabel> for this function to be enabled; otherwise this option will be greyed out.</para>
 209
 210 <procedure>
 211 <step>
 212 <para>Open your purchase order.</para>
 213 </step>
 214
 215 <step>
 216 <informalfigure>
 217 <para>Using the <guilabel>Actions</guilabel> menu on the line item, select
 218 <menuchoice><guimenu>Actions</guimenu><guimenuitem>Un-Receive</guimenuitem></menuchoice>.</para>
 219 <para><mediaobject>
 220 <alt>screenshot of receiving</alt>
 221
 222 <imageobject>
 223 <imagedata fileref="media/un-receive-lineitem-1.png" scalefit="0"></imagedata>
 224 </imageobject>
 225 </mediaobject></para>
 226 </informalfigure>
 227 </step>
 228
 229 <step>
 230 <informalfigure>
 231 <para>A pop up will appear asking you to confirm that you wish to un-receive the line item. Click <guibutton>OK</guibutton>.</para>
 232 <para><mediaobject>
 233 <alt>screenshot of receiving</alt>
 234
 235 <imageobject>
 236 <imagedata fileref="media/un-receive-lineitem-2.png" scalefit="0"></imagedata>
 237 </imageobject>
 238 </mediaobject></para>
 239 </informalfigure>
 240 </step>
 241
 242 <step>
 243 <informalfigure>
 244 <para>The line item will change to a mauve colour and the status will update to <guilabel>on-order</guilabel>.</para>
 245 <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>
 246 <para><mediaobject>
 247 <alt>screenshot of receiving</alt>
 248
 249 <imageobject>
 250 <imagedata fileref="media/un-receive-lineitem-3.png" scalefit="0"></imagedata>
 251 </imageobject>
 252 </mediaobject></para>
 253 </informalfigure>
 254 </step>
 255 </procedure>
 256 </simplesect>
 257
 258 </section>
 259
 260
 261 <section xml:id="reun-copies">
 262 <title>Receiving and Un-Receiving Copies</title>
 263 <para>You can receive copies that have a status of <guilabel>on-order</guilabel>. You can un-receive copies that have a status
 264 of <guilabel>received</guilabel>.</para>
 265
 266 <para><link linkend="receive-copies">Receive a Copy</link></para>
 267 <para><link linkend="unreceive-copies">Un-Receive a Copy</link></para>
 268
 269    <simplesect xml:id="receive-copies">
 270       <title>Receive a Copy</title>
 271       <para>Mark Received in the copies screen allows you to receive only specific copies on a purchase order.</para>
 272 <para>Copies must have a status of <guilabel>on-order</guilabel> for the <guilabel>Mark Received</guilabel> link to appear.</para>
 273
 274 <procedure>
 275 <step>
 276 <para>Open your purchase order.</para>
 277 </step>
 278
 279 <step>
 280 <informalfigure>
 281 <para>Click the <guilabel>Copies</guilabel> link on the line item containing the copy or copies you wish to receive.</para>
 282 <para><mediaobject>
 283 <alt>screenshot of receiving</alt>
 284
 285 <imageobject>
 286 <imagedata fileref="media/copies-receive-1.png" scalefit="0"></imagedata>
 287 </imageobject>
 288 </mediaobject></para>
 289 </informalfigure>
 290 </step>
 291
 292 <step>
 293 <informalfigure>
 294 <para>Click the <guilabel>Mark Received</guilabel> link adjacent to the copy you wish to receive.</para>
 295 <para><mediaobject>
 296 <alt>screenshot of receiving</alt>
 297
 298 <imageobject>
 299 <imagedata fileref="media/copies-receive-2.png" scalefit="0"></imagedata>
 300 </imageobject>
 301 </mediaobject></para>
 302 </informalfigure>
 303 </step>
 304
 305 <step>
 306 <informalfigure>
 307 <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>
 308 <para><mediaobject>
 309 <alt>screenshot of receiving</alt>
 310
 311 <imageobject>
 312 <imagedata fileref="media/copies-receive-3.png" scalefit="0"></imagedata>
 313 </imageobject>
 314 </mediaobject></para>
 315 </informalfigure>
 316 </step>
 317
 318 <step>
 319 <informalfigure>
 320 <para>Click <guibutton>Return</guibutton> to return to the purchase order.</para>
 321 <para><mediaobject>
 322 <alt>screenshot of receiving</alt>
 323
 324 <imageobject>
 325 <imagedata fileref="media/copies-receive-4.png" scalefit="0"></imagedata>
 326 </imageobject>
 327 </mediaobject></para>
 328 </informalfigure>
 329 </step>
 330
 331 <step>
 332 <informalfigure>
 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
 334 been received.  Otherwise the line item continues to display in a mauve colour with a state of <guilabel>on-order</guilabel>.</para>
 335 <para><mediaobject>
 336 <alt>screenshot of receiving</alt>
 337
 338 <imageobject>
 339 <imagedata fileref="media/copies-receive-5.png" scalefit="0"></imagedata>
 340 </imageobject>
 341 </mediaobject></para>
 342 </informalfigure>
 343 </step>
 344 </procedure>
 345
 346
 347 </simplesect>
 348
 349
 350    <simplesect xml:id="unreceive-copies">
 351       <title>Un-Receive a Copy</title>
 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
 353 un-receive that copy. Copies must have a status of <guilabel>received</guilabel> for the <guilabel>Un-Receive</guilabel> link to appear.</para>
 354
 355 <procedure>
 356 <step>
 357 <para>Open your purchase order.</para>
 358 </step>
 359
 360 <step>
 361 <informalfigure>
 362 <para>Click the <guilabel>Copies</guilabel> link on the line item containing the copy or copies you wish to un-receive.</para>
 363 <para><mediaobject>
 364 <alt>screenshot of receiving</alt>
 365
 366 <imageobject>
 367 <imagedata fileref="media/copies-receive-1.png" scalefit="0"></imagedata>
 368 </imageobject>
 369 </mediaobject></para>
 370 </informalfigure>
 371 </step>
 372
 373 <step>
 374 <informalfigure>
 375 <para>Click the <guilabel>Un-Receive</guilabel> link adjacent to the copy you wish to un-receive.</para>
 376 <para><mediaobject>
 377 <alt>screenshot of receiving</alt>
 378
 379 <imageobject>
 380 <imagedata fileref="media/copies-un-receive-1.png" scalefit="0"></imagedata>
 381 </imageobject>
 382 </mediaobject></para>
 383 </informalfigure>
 384 </step>
 385
 386 <step>
 387 <informalfigure>
 388 <para>A pop up will appear asking you to confirm that you wish to un-receive the copy. Click <guibutton>OK</guibutton>.</para>
 389 <para><mediaobject>
 390 <alt>screenshot of receiving</alt>
 391
 392 <imageobject>
 393 <imagedata fileref="media/copies-un-receive-2.png" scalefit="0"></imagedata>
 394 </imageobject>
 395 </mediaobject></para>
 396 </informalfigure>
 397 </step>
 398
 399 <step>
 400 <informalfigure>
 401 <para>Click <guibutton>Return</guibutton> to return to the purchase order.</para>
 402 <para><mediaobject>
 403 <alt>screenshot of receiving</alt>
 404
 405 <imageobject>
 406 <imagedata fileref="media/copies-un-receive-3.png" scalefit="0"></imagedata>
 407 </imageobject>
 408 </mediaobject></para>
 409 </informalfigure>
 410 </step>
 411
 412 <step>
 413 <informalfigure>
 414 <para>The line item will be a mauve colour and the <guilabel>Status</guilabel> will show as <guilabel>on-order</guilabel>.</para>
 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>
 416 <para><mediaobject>
 417 <alt>screenshot of receiving</alt>
 418
 419 <imageobject>
 420 <imagedata fileref="media/copies-receive-5.png" scalefit="0"></imagedata>
 421 </imageobject>
 422 </mediaobject></para>
 423 </informalfigure>
 424 </step>
 425 </procedure>
 426 </simplesect>
 427
 428 </section>
 429
 430 </chapter>