Copy selection list lines to a purchase order

You can select specific line items to copy or you can select line items by their decision status. Even if a selection list line item was previously copied to a purchase order and has the status Processed, it can still be copied to another purchase order. The processed date is updated each time a selection list line item is copied to a purchase order.

To copy one or more selection list lines to a purchase order:

Important:
The selection list line must contain a unit price, location, and fund data before it can be copied to a purchase order.

1. Open the Selection List workform.



2. Use one of the following methods to copy the selection list line items:

Tip:
To keep your place in the list and retain your sort order, select Edit > Lock List View or click . Click to refresh the list.

• To copy all lines or all lines with a specific decision status (for example, all approved selection list lines), select Tools > Copy to Purchase Order from the Selection List menu bar, click on the top toolbar, or press Ctrl+Y.

The Copy To Purchase Order dialog box appears.



3. Click OK to copy all the selection list line items. To exclude selection list line items that have a certain decision status, uncheck the decision box.

• To copy specific lines, select the lines listed in the Selection List workform, right-click, and select Copy to Purchase Order from the context menu, or click above the line items list.

The Copy Lines To dialog box appears.



Note:
Selection list line items with a status of Rejected are not copied to a purchase order. To copy rejected selection list line items, you can first change their decision status. See Modify the decision on selection list line items.

4. Choose one of the following options:

• To copy the lines to a new purchase order, select the New checkbox.

• To copy the lines to an existing purchase order, click Find to search for and select the purchase order, or type the purchase order’s number or name in the Destination box.

5. Click OK on the Copy Lines To dialog box.

• If you are copying the selection list lines to an existing purchase order, a confirmation message appears. Click OK, and the lines are copied to the purchase order you selected. You can skip the next step.

• If you are copying to a new purchase order, the New Purchase Order dialog box appears.



Tip:
If the Alert box is checked on a selection list line item, the Alert box is checked on the corresponding purchase order line item. If there are notes in a selection list line item, they are copied to the Non-public note field in the purchase order line item.

6. If the New Purchase Order dialog box appears, type the purchase order number and suffix, and click Find to search for and select the supplier. You can also select a different owner, order type and payment method. Then, click OK on the New Purchase Order dialog box.
7. The line items are copied to the purchase order unless the line item has a status of Rejected. All the information in each selection list line item is copied to the corresponding purchase order line item.

Related Information

• Copying a manually-entered selection list line item - If you created the selection list line item by typing the information in the Selection List Line Item workform, it is not linked to a bibliographic record. When you copy the selection list line item to a purchase order, a brief bibliographic record is created and a message asks if you want any records created during the copy process to display in the PAC. Click Yes to allow the brief bibliographic record to display in the PAC, or No if you do not want the record to display. You can select No and later opt to display the records in the PAC when you release the purchase order.

• Copying a selection list line item with a title from a Z39.50 search - If you added a line item’s bibliographic information by searching a remote database for the title, the linked bibliographic record has a status of Provisional. When the selection list line item is copied to a purchase order, the status of the linked bibliographic record changes to Final.

• Duplicate selection list line items - Duplicate detection runs automatically when you copy selection list lines to a purchase order. If a duplicate message appears, and you want to print the duplicate report, click Yes. See Check a selection list for duplicates and print a report.

• Notes in the selection list line item - If there are notes in the Note box on the Additional Description view of the Selection List Line Item workform, they are copied to the Non-public notes box on the Purchase Order Line Item workform.

• Selection list line item segment funds and purchase order payment method - If the selection list line item segments funds have a fund type of Deposit Account, the payment method on the purchase order is Depository Agreement. If the selection list line item segments have a fund type of Regular or Donation, the payment method on the purchase order is Purchase. If the selection list line segments have a mixture of Deposit Account, and Regular or Donation fund types, an error message appears.