acq-working-purchase-order.adoc

Working with Purchase Orders

For creating purchase orders see [_creating_purchase_orders].

For adding line items to purchase orders see [_adding_line_items_to_purchase_orders].

Activating Purchase Orders

Activation Criteria

Price

• Each line item must contain an estimated price.

• If there is no estimated price the Status will display as One or more line items have no price.

  

• Enter prices in the estimated price fields to resolve this.

Item

• Each line must have at least one item attached to it.

• If there is no item the Status will display as One or more line items have no items attached.

  

• Attach a copy to the line item to resolve the issue.

  • Refer to [_add_items_to_a_line_item] for details.

  • Items should not be added to line items after a purchase order is activated.

Owning Branch

• Each line item must have an Owning Branch.

• If there is no assigned Owning Branch the status will display as One or more items have no owning lib.

  

• Use the Line Item Batch Updater to assign an Owning Branch.

  • Refer to [_line_item_batch_updater] for details.

Fund

• Each line item must have funds applied to it.

• If no funds are applied the status will display as ACQ_FUND_NOT_FOUND: The requested acq.fund was not found.

  

• Apply funds individually or as a batch.

• The fund(s) used for the purchase order must not have reached its stop level. If the fund is above its stop level the status field will display as Fund exceeds stop percentage: FUND CODE (YYYY).

  

  To resolve this more credit must be allocated to the fund or a different fund must be applied to the line items. ** 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 the purchase order.

  + image::images/acquisitions/working-purchase-order/activating-po-6.png[]

When the above criteria have been met the Activate Order button will appear and you can proceed with the following:

Activate a Purchase Order

Activate a Purchase Order

1. Click Activate Order.

   

2. When you activate the order the bibliographic records and items will be imported into the catalogue, if not previously imported.

3. Apply the appropriate template or fill in the fields.

4. Select or create a queue for the load.

5. Click Submit.

   

6. The purchase order is activated.

   Note	You may need to refresh your browser twice to see the on-order purchase order. There is currently a bug where the purchase order doesn’t automatically refresh depending on how the line items were added to it.

7. The purchase order and line items will show as on order and your funds associated with the purchases will be encumbered.

   

Activate Purchase Order Without Loading Items

This function should only be used in situations where the items have already been added to the catalogue.

• Cleaning up pre-acquisitions backlog

• Direct purchases that have already been catalogued

Activate Purchase Order without loading items

1. Click Activate Without Loading Items.

   

2. The funds associated with the purchases will be encumbered.

Note	Once the purchase order has been activated without loading items, it is not possible to load the items in Acquisitions.

Updating Purchase Order Names

To change the name of an existing purchase order:

1. Within the purchase order, the Name of the purchase order is a link. Click that link to edit the name.

   

2. You will now have a field where you can enter the new purchase order name.

   

3. Click anywhere on the screen to save the purchase order name.

When creating a purchase order or editing an existing purchase order, the purchase order name must be unique for the ordering agency. Evergreen will display a warning dialog to users if the purchase order name entered already exists for the ordering agency.

Note	Purchase order names are case sensitive.

Purchase Order Actions

The actions available will depend on the current state.

Purchase Order in any State

• Export Single Attribute List

• Apply Claim Policy to Selected Line Items

If Purchase Order State is pending

• Add Brief Record

• Delete Selected Items

• Add Items to Selected Line Items

• Batch Update Items on Selected Line Items

• Load Bibs and Items

If Purchase Order State is on-order

• Cancel Selected Line items

• Mark Selected Line Items as Received

• Un-Receive Selected Line Items

• Create Invoice From Selected Line Items

• Link Selected Line Items to Invoice

Deleting a Purchase Order

Purchase orders cannot be deleted from within the staff client.

Purchase orders that meet all the following criteria are automatically deleted from the database daily.

• The purchase order has the state of Pending

• The purchase order is empty, has no line items or charges

• The purchase order has the word delete at the beginning of its name

Delaying a Purchase Order

If something happens to delay an entire order, such as a shipment is lost, the purchase order can be delayed in Evergreen. This enables you to track what is going on with the order while still indicating that the order is expected to arrive eventually.

To delay an entire purchase orders all line items must have the status of on-order. If you need to delay just particular line items see [_delaying_line_items].

Note	Delaying a purchase order uses the same functionality as canceling it. The crucial difference is the cancel reason used. When delaying purchase orders you must select a cancel reason prefaced with Delayed. See [_cancel_reasons] for a full list of cancel reasons.

1. Open the purchase order you wish to delay.

2. Click Cancel Order.

   

3. In the pop-up that appears choose a reason from the drop down menu.

   1. You must choose a reason that begins with Delayed.

4. Click Apply.

   

5. The status of the purchase order and all line items becomes Delayed. The colour of the line items changes to blue and the delayed count on each line item increases.

   1. The funds are still encumbered.

   2. A delayed purchase order is resolved when all the line items are marked as received or cancelled.

      

Canceling a Purchase Order

If an order has been canceled by the library or your provider and you no longer expect to receive the order the entire purchase can be canceled in Evergreen. To cancel an entire purchase orders all line items must have the status of on-order. If you need to cancel just particular line items see [_canceling_line_items].

1. Open the purchase order you wish to cancel.

2. Click Cancel Order.

   

3. In the pop-up that appears choose a reason from the drop down menu.

   1. You must choose a reason that begins with Canceled.

4. Click Apply.

   

5. The status of the purchase order and all line items becomes Canceled. The colour of the line items changes to white and the canceled count on each line item increases.

   1. The funds no longer show as encumbered for the purchase order.

   2. Catalogue items associated with the line items are deleted.

   3. Holds placed for associated catalogue items are cancelled and appear in the patron’s account under cancelled holds as a staff forced hold.