acq:purchaseorders_howto
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acq:purchaseorders_howto [2020/01/23 15:50] – [Delete a purchase order] tlittle | acq:purchaseorders_howto [2023/01/17 16:30] (current) – [A note about link to catalog] tlittle | ||
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1. Select **Acquisitions > Create Purchase Order.** | 1. Select **Acquisitions > Create Purchase Order.** | ||
- | {{: | + | {{: |
2. In the pop-up box that appears, ensure that the correct ordering agency shows in the //Ordering Agency// | 2. In the pop-up box that appears, ensure that the correct ordering agency shows in the //Ordering Agency// | ||
- | |||
- | {{ : | ||
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. | 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. | ||
- | 4. In the Provider field, | + | 4. In the Provider field, |
5. If prepayment is required, check the box adjacent to Prepayment Required. | 5. If prepayment is required, check the box adjacent to Prepayment Required. | ||
- | 6. Click Save. | + | 6. Click the blue **Create** button. |
- | + | ||
- | {{ : | + | |
7. The purchase order has been created. You can now add direct charges or add a brief record. | 7. The purchase order has been created. You can now add direct charges or add a brief record. | ||
- | {{ :acq:manual:5_po_create_8.png?nolink& | + | {{:acq:pasted:20230117-102030.png?direct}} |
===== Rename a purchase order ===== | ===== Rename a purchase order ===== | ||
+ | |||
By default a new purchase order is given the purchase order ID as a name. | By default a new purchase order is given the purchase order ID as a name. | ||
Line 36: | Line 34: | ||
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. | 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. | ||
- | {{ :acq:manual:5_po_name_12.png?nolink& }} | + | {{:acq:pasted:20230117-102240.png?direct&400}} |
3. Click on the hyperlinked ID number. A pop-up box will appear. | 3. Click on the hyperlinked ID number. A pop-up box will appear. | ||
- | 4. Enter a new name for your purchase order and click OK. | + | 4. Enter a new name for your purchase order. You can then either |
- | {{ :acq:manual:5_po_name_13.png?nolink& }} | + | {{:acq:pasted:20230117-102409.png?direct&300}} |
5. The new name will replace the internal ID number as the purchase order' | 5. The new name will replace the internal ID number as the purchase order' | ||
- | {{ :acq:manual:5_po_name_14.png?nolink& }} | + | 6. You cannot use the same name as another PO. If you attempt to do so, you will get an alert below the text box letting you know it is a duplicate name, with a link to the other purchase order. |
+ | |||
+ | {{:acq:pasted:20230117-102709.png?direct&300}} | ||
===== Delete a purchase order ===== | ===== Delete a purchase order ===== | ||
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* Rename the purchase order to include the full word " | * Rename the purchase order to include the full word " | ||
* The purchase order must still be in a " | * The purchase order must still be in a " | ||
- | * 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, | + | * There must be no line items on the purchase order. To delete all the line items at once, check the ticky box for **All Line Items** |
* There must be no direct charges on the purchase order. | * There must be no direct charges on the purchase order. | ||
* There must be no purchase order notes. | * There must be no purchase order notes. | ||
Line 70: | Line 70: | ||
3. Click the hyperlinked number to view the messages. | 3. Click the hyperlinked number to view the messages. | ||
- | {{ :acq:manual:5_po_view_63.png?nolink& }} | + | {{:acq:pasted:20230117-103032.png?direct&400}} |
See the **[[acq: | See the **[[acq: | ||
Line 86: | Line 86: | ||
2. Click the New Charge button at the bottom of the purchase order. | 2. Click the New Charge button at the bottom of the purchase order. | ||
- | {{ :acq:manual:5_po_addcharges_26.png?nolink& }} | + | {{:acq:pasted:20230117-103740.png?direct&400}} |
3. A line updater opens. | 3. A line updater opens. | ||
- | {{ :acq:manual:5_po_addcharges_27.png?nolink& | + | {{:acq:pasted:20230117-104006.png?direct}} |
+ | |||
+ | You'll notice that there are three required fields: Charge Type, Fund, and Estimated Cost. | ||
4. Click on Charge Type and pick a charge from the drop down list. | 4. Click on Charge Type and pick a charge from the drop down list. | ||
- | {{ :acq:manual:5_po_addcharges_28.png?nolink& }} | + | {{:acq:pasted:20230117-104919.png?direct&300}} |
<note important> | <note important> | ||
- | 5. Choose | + | 5. Choose |
- | 6. Click on Save New Charges. | + | 6. Click **Save**. |
- | {{ : | + | 7. The new charge will appear at the bottom of your PO. The total of the new charges has been added to the Total Estimated displayed at the top of the purchase order. |
- | 7. The purchase order will reload. The new charge will appear at the bottom. The total of the new charges | + | ===== Disencumber direct |
- | {{ : | + | ===== 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 | ||
- | ===== Activate | + | Before you can activate an order, Acquisitions does several checks automatically, |
+ | |||
+ | **Acquisitions will automatically: | ||
+ | * Check that each copy has a fund assigned | ||
+ | * Check that each copy has a branch 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:**\\ | ||
+ | * Check that no line items have "link to catalog" | ||
+ | |||
+ | <note tip> | ||
+ | |||
+ | ==== Fixes for Errors | ||
+ | |||
+ | {{tablelayout? | ||
+ | ^ Error ^ Fix ^ | ||
+ | | The requested acq.fund was not found (ACQ_FUND_NOT_FOUND) | ||
+ | | The lineitem has no price (ACQ_LINEITEM_NO_PRICE) | ||
+ | | The lineitem has no attached copies (ACQ_LINEITEM_NO_COPIES) | ||
+ | | Fund X would be encumbered beyond its stop level | The dollar amount you are trying to encumber using this fund exceeds its stop percentage. You need to edit some of your copies to use another fund. NOTE: If there are several funds that would be overencumbered past their stop or warning limits, you only are initially warned about the first one. It doesn' | ||
+ | | Activatable: | ||
+ | | Event: 1586: | ||
+ | | Event: 1228: | ||
+ | |||
+ | |||
+ | ==== A note about link to catalog | ||
+ | |||
+ | If you started your upload and: | ||
+ | * You closed your upload before it was uploaded to the server | ||
+ | * Didn't have the correct settings on the upload screen | ||
+ | * There was some internal database issue out of your control | ||
+ | |||
+ | It may be that your line items stay saying "link to catalog" | ||
+ | |||
+ | <note warning> | ||
+ | Very large orders (150+ titles) may take longer to finish the upload, but if after thirty minutes your queue has not started counting records processed, then there has been some enqueueing error and your purchase order is not going to complete. **[[acq: | ||
===== Activate without loading copies ===== | ===== Activate without loading copies ===== | ||
acq/purchaseorders_howto.1579794619.txt.gz · Last modified: 2020/01/23 15:50 by tlittle