Purchase Order Workform

Use the Purchase Order workform to:

• Create a new purchase order - Select File | New or click . See Creating Purchase Orders.
• Release the purchase order - Select Tools, Release or click . When you release a purchase order, you can choose whether the purchase order is prepaid (an invoice is created automatically), or paid on receipt of the items. See Releasing and Transmitting Purchase Orders.
• Receive the entire order - If you have received the whole order, including all copies of every title ordered, select Tools, Receive or click . See Receiving Orders.
• Cancel the purchase order - Select Tools, Cancel or click . See Cancel a whole order.
• Close a purchase order - Select Tools, Close or click . To close a purchase order or purchase order line item from the purchase order, all the purchase order line item segments must have a status of currently received, closed, or canceled. See Closing Orders.
• Save the purchase order as a template - Select File | Save as Template to save the workform as a purchase order template. See Create a purchase order template.
• Assign a number and suffix to the purchase order or change the purchase order number or suffix - Type a number in the Purchase Number box. You can also specify a purchase order suffix in the box to the right of the Number box. The purchase order number can be up to 30 characters in length, and the suffix can be up to 8 characters in length.
  
  You can edit the purchase order number and number suffix before and after the purchase order is released. If you change the purchase order number and/or suffix for a released purchase order, the Properties page displays the original purchase order number. For any linked on-order item records, the Source and Acquisition view of the Item Record workform displays the new purchase order number.
• Specify the purchase order type - Select an option in the Type box.
• Specify the method of payment - Select an option in the Payment Method box.
• Create an invoice based on this purchase order- Select Links > Create > Invoice/Credit Memo. See Creating Invoices.
• View a list of all funds used in the purchase order - Select Links, Funds to see a list of all the funds used for all line items in the purchase order as well as any funds used at the purchase order header level.
• Copy purchase order lines to an invoice or purchase order - Select Tools > Copy To, or click . See Copy lines/segments to another purchase order.
• Delete the purchase order - Select File > Delete, or click .
• Print the purchase order - Select File > Print, or click .
• Specify the ordering library and supplier - Select View > General.
• Add line items to the purchase order - Select View > Line Items or click .
• Check for duplicate purchase order line item segments - Select Tools > Check Duplicates, or click  to check for duplicate line item segments.
• Specify shipping, handling, and other supplier instructions- Select View > Supplier Instructions or click .

Purchase Order Workform - General View

Use the General view of the Purchase Order workform to:

• Specify the library creating the purchase order - Use the Name, SAN, and Authorization boxes.
• Specify the claiming information for this purchase order - When you select a supplier, the claiming information in the supplier record is copied to the purchase order. However, you can change the claiming information for this specific purchase order. Specify the claiming information using the Maximum Claims and the five Claim Waiting Period boxes.
• Specify the supplier - Click the Supplier Find button and select the supplier.
• Add charges for the purchase order as a whole (header charges)- In the Header Charges frame, select a charge type, type an amount, select a fund, and click Add. See Add or change invoice header charges and credits.
• Remove header charges- In the Header Charges frame, select a charge entry and click Remove.
• Enter an external ID for the purchase order- This field supports integration between Polaris Acquisitions and the Advantage 3 financial system software. It can be updated automatically by a daily process that is loaded into Polaris from Advantage 3, or it can be updated manually by typing an identifier. You can search for purchase orders in the Polaris Find Tool by the External PO number.
• Change the purchase order number and/or purchase order number suffix.

Purchase Order Workform - Line Items View

Use the Line Items view on the Purchase Order workform to:

• Sort line items - Click the column heading to sort the list by the contents in that column. Click the same column heading again to reverse the sort order.
• Add a line item to the purchase order - Click  or press CTRL+I. See Adding Titles to a Purchase Order.
• Place a hold on a line item - Select the line item, right-click and select Place Hold from the context menu, or click .
• Remove a pending line item from the purchase order- Select the pending line item, and click . Or, right-click, and select Delete on the context menu.
• Display details about a line item - Right-click the item, and click Open on the context menu. The Purchase Order Line Item workform appears.

Note:
If a red exclamation mark appears next to the purchase order line item, it means the Alert box is checked in the Purchase Order Line Item workform. For bulk-added purchase order line items with multiple ISBNs, the box is checked automatically if the Polaris Administration parameter Bulk add to PO: Add Alert to PO line item for multiple ISBNs in Polaris Administration is set to Yes. See Set alert indicator for bulk adding titles with multiple ISBNs.

• Receive one or more whole line items - Select the on-order items and click . Or, right-click, and select Receive.
• Undo receipt of a line item - If you received the line item in error, select it and click .
• Copy items to the invoice - Press CTRL while selecting the items to copy to the invoice, right-click, and select Copy To.
• Cancel items - Press CTRL while selecting the items to cancel, right-click, and select Cancel.
• Claim items - Press CTRL while selecting the items to claim, right-click, and select Claim.
• Print items - Press CTRL while selecting the items to print, right-click, and select Print.
• Print workslips - Right-click a line item and select Print, PO line item workslip.
• Lock the list view so you retain your place - As you work on line items in the list, you can retain your place. Click  to lock the list view. Click to refresh the list view.
• Bulk update purchase order notes - right-click one or line items and select the Update Note option. See Bulk Update Purchase Order Notes.

Purchase Order Workform - Charges View

Use the Charges view on the Purchase Order workform to:

• Specify the supplier’s discount and sales tax rates - Enter the percentages in the Discount applied and the Sales tax boxes. When you save the purchase order, the sales tax amount is calculated, and it displays in the Sales tax box under Totals.
• View header charges- Header charges are for services, such as shipping, associated with the order as a whole. They are entered on the General view of the Purchase Order workform and display on the Charges view. See Add or change invoice header charges and credits.

Note:
All charges associated with the processing of a particular copy of a title are specified at the purchase order line item segment level.

• View the charges subtotals and totals -
  • Line Item- The Materials subtotal displays the total price of all the materials ordered on the purchase order. The Charges subtotal is the sum of all the line item charges.
  • Totals - The total sales tax and the grand total for the order.
• View the EDI information - If the order was transmitted electronically via EDI, the unique file name, the date the file was created, and the time the file was created are listed under EDI.

Purchase Order Workform - Instructions to Supplier View

Use the Instructions to Supplier view on the Purchase Order workform to:

• Specify the shipping information - Use the Shipping Method and Do Not Ship Before boxes.
• Enter instructions to the supplier - If items are backordered or delayed for binding, you can use the Binding Substitution, Delayed Billing, and Backorder boxes. Select any applicable services for cataloging in the Cataloging Services box. You can also enter other instructions in the Special Instructions box.
• Enter the date the order was confirmed- Use the Order Confirmed Date box.
• View the order’s cancellation date - If the order was canceled, the date appears in the Order Canceled Date.
• Specify the invoicing requirements - Use No of Copies, Delivery Method, and Sequencing boxes.