Create a Purchase Order by Bulk Adding Titles

To bulk-add titles from a record set to a purchase order, the bibliographic records must include 970 tags. For more information, see The Bulk Add Process.

Important:
When you import bibliographic records with 970 tags, bulk add them to a purchase order as soon as possible because another user could add 970 tags to the same bibliographic record before your 970 tags are updated with $9, indicating they are processed. See Mark 970 data as processed after bulk adding titles.

To create a purchase order and add multiple titles at once:

Tip:
To focus the search for the record set, select Type in the Limit by box and Bibliographic in the Value box. If you know you want to add all the records in the record set to the purchase order, select the record set in the Find Tool results list, right-click and select Add to purchase order > New.

  1. Select Cataloging > Record Sets from the Polaris Shortcut Bar.

    2. The Find Tool appears.

  2. Search for and select the bibliographic record set.

    3. Note:
    Provisional records cannot be used in the bulk add process.

    The bibliographic record set workform appears.

  3. Select Add all records to New Purchase Order or highlight specific records in the list, and choose Add selected records to New Purchase Order.

    4. The Add to New Purchase Order dialog box appears.

  4. Choose one of the following options:
    • To use a template, click Find next to the Template box, and use the Find Tool to locate and select a purchase order template. The supplier, branch, order type, and payment method are defined in the template. However, if the purchase order template has a default line item with distribution data in segments, the segments in the template are not used in the bulk add process. Only the data in the 970 tags or the bulk add defaults (if the parameter is set to use this information) create the distribution information in the segments.
    • To create the order without a template, select an option in the Ordered at, Type and Method boxes, and click Find next to the Supplier box to search for and select a supplier.

    5. Important:
    If you want the bulk add report to list records that did not get bulk added because they lacked the correct location, collection, material type, or fund data in the 970 tags, set the Polaris Administration Acquisitions parameter Bulk Add to PO: Replace Invalid Fields with Default data to No. In this case, the defaults will not be used, so you do not need to specify defaults for the material type, destination, collection, or fund.

  5. (Optional) Select the default values in the Material type, Destination, and Collection boxes.
  6. (Optional) Click Find next to the Fund box, and use the Find Tool to search for and select the default fund.
  7. Type the defaults values in the Quantity, List price, and Discount (%) boxes.
  8. Type a path and name for the error report file in the File name box, or click Browse, browse to the path, and enter a name for the file.
  9. Click OK to start the bulk add process.

    10. A message box shows the progress of the bulk add process. When the processing is complete, a dialog box appears.

  10. Click OK to acknowledge the message.

    11. Tip:
    Print the error report each time you bulk add records to a purchase order, and refer to it while editing the purchase order.

  11. Open the error report to see where substitutions were made.
  12. Use the Find Tool to search for and select the purchase order that you created using bulk add.

    13. The purchase order is displayed in the Purchase Order workform.

  13. Edit the purchase order as necessary, and select File > Save.

See also: