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acq:purchaseorders [2017/12/20 16:06] – tlittleacq:purchaseorders [2019/06/27 01:59] (current) – [Purchase Order Name] tlittle
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 ==== Purchase Order Information ==== ==== Purchase Order Information ====
-=== Purchase Order Name === 
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-By default a new purchase order is given the purchase order ID as a name. 
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-You can change the name to any grouping of letters or numbers as determined by your library's policies. You can reuse purchase order names as long as a name is never used twice in the same year. 
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-1. Open or create a purchase order. 
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-2. 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. 
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-{{  :acq:manual:5_po_name_12.png?nolink&  }} 
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-3. Click on the hyperlinked ID number. A pop-up box will appear. 
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-4. Enter a new name for your purchase order and click OK. 
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-{{  :acq:manual:5_po_name_13.png?nolink&  }} 
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-5. The new name will replace the internal ID number as the purchase order's name. 
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-{{  :acq:manual:5_po_name_14.png?nolink&  }} 
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-=== View EDI Messages === 
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-You can view electronic messages from your provider about a specific purchase order. 
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-1. Open a purchase order. 
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-2. In the top half of the purchase order, you see an //EDI Messages//  field. The number of messages that are attached to the purchase order is hyperlinked in parentheses next to this field. 
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-3. Click the hyperlinked number to view the messages. 
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-{{  :acq:manual:5_po_view_63.png?nolink&  }} 
  
 === View History === === View History ===
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 See [[acq:selectionlists#mark_ready_for_selector|Mark Ready for Selector]] See [[acq:selectionlists#mark_ready_for_selector|Mark Ready for Selector]]
  
-=== Add Brief Records to a Purchase Order === 
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-You can add brief records to a new or existing purchase order. 
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-1. Open or create a purchase order. 
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-2. Click the //Add Brief Record//  button. 
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-3. Enter the bibliographic information in the desired fields and click //Save Record.// 
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-{{  :acq:manual:5_po_name_16.png?nolink&  }} 
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-4. A new line item appears on your purchase order. 
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-{{  :acq:manual:5_po_name_17.png?nolink&  }} 
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-5. To add additional brief records, select //Actions→Add Brief Record.// 
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-{{  :acq:manual:5_po_name_18.png?nolink&  }} 
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-=== Print Purchase Order === 
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-You can print a purchase order from the purchase order screen. Any vendor-public notes will print in a section entitled //Notes to the Vendor//  on the printed purchase order. 
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-1. Open a purchase order. 
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-2. Select //Actions→Print Purchase Order.// 
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-{{  :acq:manual:5_po_print_59.png?nolink&  }} 
  
 ==== Line Items ==== ==== Line Items ====
 See [[acq:lineitems|Line Items]] See [[acq:lineitems|Line Items]]
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-==== Direct Charges ==== 
-=== Add Charges, Taxes, and/or Fees to a Purchase Order === 
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-You can add additional charges to any purchase order prior to activation. Possible charges include processing fees, cataloging fees, or shipping fees. See Invoice Item types [link] for a list of the charge types available. 
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-Some charge types in the list are labeled as "prorate." When a prorate-able invoice item type is chosen from the drop down list, it means the system will divide the amount being charged proportionally among the funds in use based on how much is being spent out of each fund when the items are invoiced. On the purchase order it means the funds will be encumbered. 
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-1. Open a purchase order that has not been activated. 
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-2. Click the New Charge button at the bottom of the purchase order. 
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-{{  :acq:manual:5_po_addcharges_26.png?nolink&  }} 
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-3. A line updater opens. 
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-{{  :acq:manual:5_po_addcharges_27.png?nolink&  }} 
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-4. Click on Charge Type and pick a charge from the drop down list. 
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-{{  :acq:manual:5_po_addcharges_28.png?nolink&  }} 
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-<note important>The list of Charge Types is a PINES default. See Invoice Item Type [link] for a full list. If you need new charges added to the list, please open a Helpdesk ticket.</note> 
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-5. Choose a fund and an estimated cost, at the minimum. You may also fill in the Title/Description, Author and Note fields as you need them. 
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-6. Click on Save New Charges. 
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-{{  :acq:manual:5_po_addcharges_29.png?nolink&  }} 
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-7. The purchase order will reload. The new charge will appear at the bottom. The total of the new charges has been added to the Total Estimated displayed at the top of the purchase order. 
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-{{  :acq:manual:5_po_addcharges_30.png?nolink&600  }} 
  
  
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   * Total Spent is calculated in the currency of the fund   * Total Spent is calculated in the currency of the fund
  
-<note>There is a soft limit of 250 items (copies) on purchase orders. If the resulting invoices have more than 250 items, there become issues with printing.</note>+<note>There is a soft limit of 250 items (copies) on purchase orders. If the resulting invoices have more than 250 items, there become issues with printing and EDI orders may fail.</note>
  
-=== Create a Blank Purchase Order === 
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-You can create a purchase order to which you can add brief records and charges. 
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-1. Select //Acquisitions→Create Purchase Order.// 
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-{{  :acq:manual:5_po_create_5.png?nolink&  }} 
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-2. In the pop-up box that appears, ensure that the correct ordering agency shows in the //Ordering Agency//  field. Correct if necessary. 
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-{{  :acq:manual:5_po_create_6.png?nolink&  }} 
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-3. In the Name field you can name your purchase order. If you choose not to create a name, the Purchase Order ID will become the name. The name can also be changed after the purchase order is created. 
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-4. In the Provider field, enter the code for the provider. The text will auto-complete. 
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-5. If prepayment is required, check the box adjacent to Prepayment Required. 
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-6. Click Save. 
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-{{  :acq:manual:5_po_create_7.png?nolink&  }} 
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-7. The purchase order has been created. You can now add direct charges or add a brief record. 
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-{{  :acq:manual:5_po_create_8.png?nolink&  }} 
  
 === Create a Purchase Order from Line Items === === Create a Purchase Order from Line Items ===
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   * The tab will reload with several changes: an activation date and time, encumbered funds displayed, invoicing and cancel order buttons now available.   * The tab will reload with several changes: an activation date and time, encumbered funds displayed, invoicing and cancel order buttons now available.
  
-===== Canceling and Suspending Purchase Orders ===== 
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-See [[:acq:manual:cancelsuspend#canceling_and_suspending_purchase_orders|Canceling and Suspending Purchase Orders]]. 
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-===== Receiving and Un-Receiving Purchase Orders ===== 
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-See: [[:acq:manual:receiving#receiving_and_un-receiving_purchase_orders|Receiving and Un-Receiving Purchase Orders]]. 
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-===== View On-Order Purchase Orders ===== 
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-The default purchase order search allows you to quickly generate a list of on-order purchase orders. This search can also easily be modified to search for purchase orders using other parameters [link]. 
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-1. To access the searching interface, select //Acquisitions→Purchase Orders//  or select Purchase Order from the toolbar. 
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-{{  :acq:manual:5_po_view_61.png?nolink&  }} 
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-2. By default, the search interface: 
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-  * Is scoped to the agency of your Evergreen workstation. Unless this matches your ordering agency, you will need to manually change it to your ordering agency in each different search. 
-  * Is set to search for purchase orders with a status of "on order." 
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-If this is the search you wish to perform, click //Search.//  The results screen will refresh to show a grid of all purchase orders that meet the criteria. 
  
-{{  :acq:manual:5_po_view_62.png?nolink&  }} 
  
acq/purchaseorders.1513785976.txt.gz · Last modified: 2018/10/11 20:15 (external edit)