Purchase Order Line Item Workform

Use the Purchase Order Line Item workform to:

• Enter the title and ordering information - See Add a purchase order line item.
• Create a new line item - Select File > New or click . Select Copy Segment Data, Clear Workform, or Copy Workform.
• Specify claiming and supplier instructions - Select View > Charges or click .
• Display other records linked to this record -
  • To display the bibliographic record associated with this item, select Links > Existing > Bibliographic Records.
  • To display the item record associated with this line item, select Links > Existing > Items.
  • To display the purchase order that contains this line item, select Links, Existing, Purchase Orders.
  • To display the fund that is paying for this line item, select Links > Existing > Funds.
• Receive the line item - Select Tools > Receive or click . See Receive from the purchase order or invoice line item .
• Undo receipt of the line item - Select Tools > Undo Receipt or click . See Undo receipt of a line item or line item segment.
• Copy the line item to a purchase order or invoice - Select Tools > Copy To. See Copy lines/segments to another purchase order, or Copy a single line item or specific segments to an invoice.
• Change the status of this line item - Select Tools > Modify Status. See Modify a purchase order line item’s status.
• Cancel the line item - Select Tools > Cancel. See Cancel a single line item from the PO Line Item .
• Claim the line item - Select Tools > Claim. See Claim a single line from a purchase order line item.
• Stop the claim on the line item - Select Tools > Stop Claim. See Stop a claim .
• Place a patron hold request on the line item - Select Tools > Place Hold. See Place a hold from a purchase order line item.

PO Line Item Workform - General View

The three tabs on the lower half of the General view contain information relating to the individual segments that are part of the line item.

Use the Purchase Order Line Item workform - General view to:

• Select and display the bibliographic information for a new line item -Enter the ISBN in the ISBN field and press Enter. If there is an exact match, the information for the bibliographic record fills in automatically. If there is no exact match, the Find Tool opens where you can search for and select a record. You can create a new brief bibliographic record by entering the information in the Description frame. If you want to use a bibliographic template to enter this information, click the Template button and select a template from the list. See Adding Titles to a Purchase Order.
• Display or specify charges associated with a line item segment. Select the Charges tab. See Add charges for a purchase order line item segment .
• Display the totals associated with the line item - Select the Totals tab. See View totals for a purchase order line item segment
• Add purchase order line item segment information - Enter the segment information. See Add purchase order line item segments.
• Enter the list price for the line item - Use the Unit Price box.
• Enter the discount rate - Use the Discount rate box.
• Enter the discount price - Use the Discount price box.
• Enter the number of copies to order - Select the Orders tab and use the Qty box.
• Enter an alert for the line item - If the Alert box is checked, it indicates that the item should be given priority processing when it is received. An alert icon appears in the line items display of the Purchase Order and in the Find Tool.
• Enter the distribution information for the copies of the title - Select the Orders tab and specify the quantity for each set of copies of the title for a destination and collection.
• Enter charges for cataloging and other services - The Charges tab includes charges for cataloging and other services. See Add charges for a purchase order line item segment .
• View or specify the funds being used to pay for an individual segment - On the Orders tab, use the Fund box to select a fund for the segment. If the fund is not listed, right-click the segment, select Find Fund from the context menu, and select the fund from the Find Tool search results. If you want to use more than one fund, right-click the segment, select Split Fund from the context menu, and select funds for splitting the charges. See Split funds for a purchase order line item segment.
• View totals for the line item segments - Select the Totals tab.
• Cancel the line item segment order - On the Orders tab, right-click the segment, and select Cancel from the context menu.
• Close the line item segment order - On the Orders tab, right-click the segment, and select Close from the context menu.
• Copy the line item segment to an invoice - On the Orders tab, right-click the segment, and select Copy to from the context menu.
• Receive a line item segment - On the Orders tab, right-click the segment, and select Receive from the context menu.
• Modify the status of a line item segment - On the Orders tab, right-click the segment, select Modify Status from the context menu, and select a new status.
• Replicate the line item segment in the line item - On the Orders tab, right-click the segment, and select Replicate from the context menu.
• Delete the line item segment - On the Orders tab, right-click the segment, and select Delete from the context menu.
• Indicate whether this ordered line item should be displayed in the PAC - If the Display in PAC box is checked, the item is displayed in the PAC.

Purchase Order Line Item Workform - Instructions to Supplier View

This view displays instructions to the supplier related to a specific line item on the purchase order. This information is for the library’s use and does not get transferred to the supplier automatically. However, the instructions appear on the printed purchase order. See Add supplier instructions for a purchase order line item.

Enter supplier instructions relating to a specific line item as follows:  

• Cataloging Services - Select the cataloging service the supplier is to provide for this line item. For example, select Full processing if the item is to be fully cataloged.
• Confirm date - This is the date the supplier confirmed the order. To enter the date, type it or click the box to open the calendar icon and select the date.
• Backorder - If you want to backorder the copies in the line item, select an option.
• Quantity - If you want to backorder any copies, enter the quantity.

• Public note - If you want a note to display in the PAC, type it here. The note is carried over when an item record is created, and it appears in the Details view of the item in the PAC.    

• Non-public note - Type a note for library staff if you want to enter a note regarding this line item. If the line item was copied from a selection list line item that contained a note, the note appears here.  

•  Title Ordered As - Type the pre-publication title, if applicable.

Note:
You can search for the purchase order line item by Title Ordered As.

• Rental Return Date - If the item is a rental, enter the date it should be returned.
• Binding Format - Select the preferred binding format for the items being ordered.
• Binding Substitution - Select the substitution for the preferred binding or you can indicate that you do not want to substitute the binding.

Note:
The information in the Claims fields comes from the Supplier record, but you can change the information.

• Claim alert date - Date that the item generates an entry on the Claim Alert List, which means it is eligible to be claimed.
• Claim Waiting Period - Number of days after the purchase order is released before the first claim is sent to the supplier.
• Maximum claims - Maximum number of claims to be sent out for the item.
• Claim cycle - Number of days after each claim when the sent out.
• Cancel wait period - Number of days after the last claim is made before an item is canceled.
• Claim notice - Indicates that a notice will be generated when a claim is made.
• Cancel notice - Indicates that a cancel notice will be generated when an item is canceled.
• Auto cancel - Indicates that the item will be canceled automatically after the last claim and the cancel wait period.
• Membership - Check this box if the items were ordered through a membership in an organization.