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acq:purchaseorders_howto [2019/12/06 16:27] – tlittleacq:purchaseorders_howto [2020/09/01 19:32] – [Activate a purchase order] tlittle
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   * Rename the purchase order to include the full word "DELETE". A common naming convention is to rename them as something like DELETE-[POID], like DELETE-3012.   * Rename the purchase order to include the full word "DELETE". A common naming convention is to rename them as something like DELETE-[POID], like DELETE-3012.
-  * The purchase order must still be in a "pending" state, i.e. not on order.+  * The purchase order must still be in a "pending" state, i.e. not on order or cancelled.
   * There must be no line items on the purchase order. To delete all the line items at once, you can check the blue ticky above the line items, and select **Actions > Delete Selected Items**.   * There must be no line items on the purchase order. To delete all the line items at once, you can check the blue ticky above the line items, and select **Actions > Delete Selected Items**.
   * There must be no direct charges on the purchase order.   * There must be no direct charges on the purchase order.
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 ===== Activate a purchase order ===== ===== Activate a purchase order =====
  
 +When you activate a purchase order, you are accomplishing several different things:
 +  * Debits are created in your funds, so your money is now encumbered
 +  * If your provider is an EDI vendor, the order is queued up and subsequently sent to the vendor
 +  * Temporary Acquisitions barcodes are created
 +
 +Before you can activate an order, Acquisitions does several checks automatically, but some you need to do on your own. Acquisitions will automatically:
 +  * Check that each copy has a fund assigned
 +  * Check if encumbering your order would overencumber your assigned funds past your warning or stop limits
 +  * Check if each title has a quantity
 +  * Check if each title has a price
 +
 +Checks that you need to do:
 +  * Each copy needs to have a branch assigned
 +  * Each copy needs a shelving location assigned (unless this is set by a library setting, check with the Acquisitions Specialist)
 +  * Check that no line items have "link to catalog".
 +
 +<note tip>Instead of looking line by line for "link to catalog", do a CTRL+F on your keyboard and search for "link". If there are any instances in the page of the word "link", they will be highlighted.</note>
 ===== Activate without loading copies ===== ===== Activate without loading copies =====
  
acq/purchaseorders_howto.txt · Last modified: 2023/01/17 16:30 by tlittle