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<h1><a name="XREF_32725_Add_purchase_order"></a>Add a Purchase Order Line Item</h1>
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<p>To add a purchase order line item to an existing purchase order:</p>
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<ol>
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<li value="1"><a name="kanchor5216"></a><a name="IX_adding_to_a_purchase_1"></a><a name="kanchor5217"></a><a name="IX_adding_to_orders"></a><a name="kanchor5218"></a><a name="IX_adding_line_items"></a>Open the Purchase Order workform.</li>
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<p class="NoteShade"><b>Tip: <img style="width: 26;height: 18;" src="POLineItemViewButton_26x18.gif" class="imginline" alt="" /><br /></b>Click to display the line items view.</p>
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<li value="2">Select <b>View </b>><b> Line Items</b> from the menu bar.</li>
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<p>The Line Items view appears.</p>
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<p class="NoteShade"><b>Note:<br /></b>If the purchase order was created with a template that has a default line item, the order has one line item containing a distribution grid (segments), but no bibliographic information. See <a href="Create_a_purchase_order_with_a_template_or_workform.htm#XREF_36817_Create_a_PO_using">Create a purchase order with a template or workform</a>.</p>
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<img style="margin-bottom: 0.000pt;width: 409;height: 289;" src="POliviewdefaulLI00270_409x289.gif" alt="" /> </p>
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<li value="3">Do one of the following steps to create or complete the first line item.</li>
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<ul type="disc">
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<li>If the purchase order was created from a template and has a default line item, double-click the line item to open the Purchase Order Line Item workform.</li>
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<li>If the purchase order was created in a blank Purchase Order workform or from a template without a line item, click <img alt="Newbn.gif" style="width: 26;height: 18;" src="Newbn_26x18.gif" class="imginline" /> on the line item toolbar or press <b>CTRL+I</b>.</li>
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</ul>
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<p>The Purchase Order Line Item workform appears.</p>
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<p>
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<img style="margin-bottom: 0.000pt;width: 432;height: 288;" src="POLINew_432x288.gif" alt="" /> </p>
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<li value="4">Enter the bibliographic information for the item, using one of the following methods:</li>
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<p class="NoteShade"><b>Tip:<br /></b>To preview a bibliographic record and the usage statistics for its linked item records, right-click the record in the Find Tool results list and select <b>Preview</b>. See <a href="../PAselections/Creating_Selection_Lists.htm#XREF_35218_Creating_Selection">Creating Selection Lists</a>.</p>
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<ul type="disc">
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<li><span class="FM_BulletHead">Select an existing bibliographic record from the database</span> - </li>
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</ul>
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<p><a name="kanchor5219"></a><a name="IX_entering_an_ISBN"></a><a name="kanchor5220"></a><a name="IX_entering_in_a_purchase"></a>- If you know the ISBN for the bibliographic record, you can type it in the ISBN box, and press <b>ENTER</b>. The bibliographic information is automatically filled in if one exact match to the ISBN is found in the database.</p>
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<p class="NoteShade"><a name="kanchor5221"></a><a name="IX_changing_the_ISBN"></a><a name="kanchor5222"></a><a name="IX_changing_in_a_purchase"></a><b>Important:<br /></b>The search is based on the ISBN currently in the ISBN box. To search for a new bibliographic record, select (highlight) the existing ISBN and type a new ISBN in the box before clicking <b>Find</b>.</p>
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<p><a name="kanchor5223"></a><a name="IX_display_in_purchase_1"></a><a name="kanchor5224"></a><a name="IX_display_of_UPC_or_other"></a><a name="kanchor5225"></a><a name="IX_display_in_purchase"></a> - If you do not know the ISBN, click <b>Find</b>, and use the Find Tool to search for and select an existing bibliographic record. When you select the record in the Find Tool results, the information is automatically filled in. You can enter or search for a 10-digit or 13-digit ISBN. The ISBN comes from the 020 tag or 024 tag with a first indicator of 3. The <b>Other no</b> (other number) field contains the UPC number or other stock number that comes from the 024, 028, or 037 tags in the bibliographic record.</p>
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<p class="NoteShade"><a name="kanchor5226"></a><a name="IX_multiple_in_purchase_1"></a><a name="kanchor5227"></a><a name="IX_multiple_ISBNs_2"></a><a name="kanchor5228"></a><a name="IX_multiple_in_purchase"></a><b>Note:<br /></b>If you add a bibliographic record to a purchase order line item by searching by anything other than ISBN or UPC, and the bibliographic record has multiple ISBNs or UPCs, the most-recently added number will be used. However, if you search by a specific ISBN or UPC, that number will be used in the purchase order line item, whether or not it is the most recently added number. This ensures that the correct format of the title is ordered. (The import profile must be set to retain the ISBN or UPC from the most recent record so that it appears in the top of the list.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Cataloging/PKimport/Setting_Up_Import_Profiles.htm#XREF_57153_Acquisitions_Bibs">Acquisitions Bibs Import Profile</a>.)</MadCap:conditionalText></p>
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<ul type="disc">
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<li><a name="kanchor5229"></a><a name="IX_Z39_50_search_for_titles"></a><a name="kanchor5230"></a><a name="IX_searching_a_remote"></a><a name="kanchor5231"></a><a name="IX_searching_for_a_title_1"></a><span class="FM_BulletHead">Search an external database using Z39.50 </span>- If the title is not found in your local Polaris database, click <b>Find</b>, enter the title information on the General tab of the Find Tool, and select the remote databases on the Databases tab. When you select a bibliographic record in the search results, it is saved in the database, so you must have the Acquisitions permission <b>Create a bib record from acquisitions and serials</b> and the Cataloging permission <b>Bibliographic records: Create.</b><MadCap:conditionalText data-mc-conditions="Primary.Online"> For more information, see <a href="../../Polaris_Basics/PIfindrec/Searching_Remote_Databases.htm#XREF_94436_Searching_Remote">Searching Remote Databases</a>.</MadCap:conditionalText></li>
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<li><span class="FM_BulletHead">Search for a record using Polaris Titles to Go</span> - See <a href="Using_Polaris_Titles_to_Go.htm#XREF_98776_Titles_to_Go">Using Polaris Titles to Go</a>.</li>
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<li><a name="kanchor5232"></a><a name="IX_entering_in_acquisitions"></a><a name="kanchor5233"></a><a name="IX_creating_in_acquisitions"></a><a name="kanchor5234"></a><a name="IX_bibs_created_in"></a><span class="FM_BulletHead">Create a new bibliographic record from Acquisitions</span> - Type the bibliographic information in the appropriate fields in the <b>Description</b> frame. If the title begins with an article (the, a, an), type the title without the initial article.</li>
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</ul>
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<p class="NoteShade"><b>Tip:<br /></b>If you do not select a template, the brief bibliographic record that is created will be coded as a book.</p>
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<p><a name="kanchor5235"></a><a name="IX_creating_brief_from"></a><a name="kanchor5236"></a><a name="IX_creating_bibliographic_3"></a>To use a bibliographic template that already has MARC tags defined, select a template in the <b>Template </b>box. This is especially useful for creating bibliographic records for non-print material. The bibliographic record that is created when you use a template has the information from the template, such as the 008, 245 $h, and the 006/007 tags, as well as the information you entered in the purchase order line item. It also has an encoding level of 5 (partial or preliminary). You can identify all the preliminary bibliographic records created in Acquisitions using the Preliminary Bibliographic Records report.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Polaris_Basics/PIreports/Acq_Reports.htm#Acquisit">Acquisitions Reports</a>.</MadCap:conditionalText></p>
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<p class="NoteShade" data-mc-conditions="Primary.Online"><b>Note:</b>
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<br />See <a href="../PAtemplates/Create_an_on-order_bibliographic_template.htm#XREF_16885_Example_of_An_On">Example - Bib Record Created from a PO Line Item</a>.</p>
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<p class="NoteShade"><b>Important</b>:<br />You must create a bibliographic template in Cataloging with a name that begins with <b>on-order </b>for the template to display in the Purchase Order Line Item and Invoice Line Item workforms. See <a href="../PAtemplates/Creating_On-Order_Bibliographic_Templates.htm#XREF_58296_Creating_On_Order">Creating On-Order Bibliographic Templates</a>.</p>
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<p class="NoteShade"><b>Tip:<br /></b>Brief bibliographic records created from Acquisitions automatically display in the PAC if the Acquisitions profile <b>Display in PAC: Brief bibliographic records created in Acquisitions</b> is set to <b>Yes </b>in Polaris Administration.</p>
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<li value="5"><a name="kanchor5237"></a><a name="IX_Display_in_PAC_setting_1"></a><a name="kanchor5238"></a><a name="IX_on_order_items_2"></a>To display the on-order item in the public access catalog, select <b>Display in PAC</b>.</li>
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<li value="6">Select the <b>Alert</b> checkbox if the materials need to be processed quickly or require special processing. </li>
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<p class="NoteShade"><b>Note:<br /></b>When the Alert box is checked, an alert icon <img alt="alerticon.gif" style="margin-bottom: -4.000pt;width: 23;height: 23;" id="image15" src="alerticon_23x23.gif" /> appears next to the line item in the Line Items view of the Purchase Order, and in the Find Tool results list.</p>
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<li value="7">Select the material type in the <b>Material type</b> box if it is not already there.</li>
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<p class="NoteShade"><b>Note:<br /></b>The material type is copied to the line item if the purchase order was created using a template with a default line item that contains a material type. </p>
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<li value="8">Type a unit price in the <b>Unit price</b> box if a price is not already there.</li>
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<li value="9">If the discount information is not already entered from the purchase order header, enter it using the rate or the discount price:</li>
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<p class="NoteShade"><b>Tip:<br /></b>You can enter digits up to four places beyond the decimal point for the discount rate. For example, <b>33.3333</b>.</p>
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<ul type="disc">
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<li><a name="kanchor5239"></a><a name="IX_entering_for_a_purchase"></a>To calculate the discount price automatically, type the rate in the <b>Discount rate %</b> box if it is not already there. The rate is applied to the unit price and the discounted price appears in the <b>Discount price</b> box.</li>
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<li>To enter a specific discount price, type it in the <b>Discount price </b>box. The discount rate (percentage) is calculated and appears in the <b>Discount rate % </b>box.</li>
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</ul>
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<li value="10">If the distribution grid does not contain data, add all the segments for this title according to the instructions in <a href="Add_purchase_order_line_item_segments.htm#XREF_65800_Add_purchase_order">Add purchase order line item segments</a>.</li>
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<li value="11">To add supplier instructions for the line item, follow the steps in <a href="Add_supplier_instructions_for_a_purchase_order_line_item.htm#XREF_10308_Add_supplier">Add supplier instructions for a purchase order line item</a>.</li>
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<li value="12">Select <b>File </b>><b> Save </b>.</li>
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<p class="NoteShade"><b>Note:<br /></b>If there are duplicate line items with the same ISBN (or bibliographic ID if no ISBN is present), destination, and collection on other purchase orders, a message appears with a list of the purchase orders that contain the duplicates. Select <b>Yes</b> to continue or <b>No</b> to return to the Purchase Order Line Item workform.</p>
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<li value="13"><a name="kanchor5240"></a><a name="IX_adding_lines_by_copying"></a><a name="kanchor5241"></a><a name="IX_copying_lines_on_same"></a>Add more line items using one of the methods below, depending on the information you want to copy from the existing purchase order line item.</li>
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</ol>
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<ul>
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<li><a name="kanchor5242"></a><a name="IX_copying_to_next_purchase"></a><a name="kanchor5243"></a><a name="IX_copying_to_new_purchase"></a><span class="FM_BulletHead">Copy the segments, but not the bibliographic data</span> - Press <b>CTRL+N</b> or click <img src="Newbn_16x16.gif" class="imginline" alt="" style="width: 16;height: 16;" /> on the Purchase Order Line Item workform. The material type is also copied to the new line item if the profile <b>Retain Material type when copying line item segment data </b>is set to <b>Yes</b> in Polaris Administration.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Acquisitions_Admin/PDKacquire/Retain_material_type_in_copied_line_items.htm#XREF_38754_Specify_whether_to">Retain material type in copied line items</a>.</MadCap:conditionalText></li>
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<li><span class="FM_BulletHead">Copy the segments and the bibliographic data</span> - Select <b>File > New</b> or click the down arrow next to the new icon, and select <b>Copy workform</b>.</li>
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<li><span class="FM_BulletHead">Create a new blank purchase order line item</span> - Select <b>File > New</b> or click the down arrow next to the new button, and select <b>Clear workform</b>.</li>
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</ul>
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<p class="NoteShade"><a name="kanchor5244"></a><a name="IX_copying_using_Clear"></a><b>Tip:<br /></b>If you have used a template to create the purchase order, the segment data from the template (not from the previous line item) is used to create the next line item if you select <b>Clear workform</b>.</p>
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<ul type="disc">
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<li>
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<p class="FM_Bullet"><a name="kanchor5245"></a><a name="IX_adding_line_items_when"></a><a name="kanchor5246"></a><a name="IX_adding_when_using_a"></a><span class="FM_BulletHead">Create a new purchase order line item using all the default data from the template</span> - Close the Purchase Order Line Item workform and go to view 2 of the Purchase Order workform. Press <b>CTRL+I</b> or click <b>New</b> above the line items list. All the default line item data from the purchase order template is used to create the new purchase order line item. You can continue to add default line items from the template as long as the Purchase Order workform is open. If you close the purchase order and reopen it, the data from the template is not used.</p>
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<div>Polaris Version <span class="mc-variable III_Variables.VersionNumber variable">8.0</span></div>
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||||
<div class="content">
|
||||
<div role="main" id="mc-main-content">
|
||||
<h1><a name="XREF_49247_Entering_charges"></a>Add Charges for a Purchase Order Line Item Segment </h1>
|
||||
<p>To add the charges for a purchase order line item segment:</p>
|
||||
<ol>
|
||||
<li value="1">Open the Purchase Order Line Item workform.</li>
|
||||
<li value="2"><a name="kanchor1816"></a><a name="IX_adding_charges_to"></a><a name="kanchor1817"></a><a name="IX_adding_charges"></a><a name="kanchor1818"></a><a name="IX_adding_to_purchase_order"></a>Add a purchase order line item segment. See <a href="Add_purchase_order_line_item_segments.htm#XREF_65800_Add_purchase_order">Add purchase order line item segments</a>.</li>
|
||||
<li value="3">Click the <b>Charges</b> tab on the Purchase Order Line Item workform.</li>
|
||||
</ol>
|
||||
<p class="indent2">The Charges tabbed page appears.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="4">Add or change cataloging, special handling, service, shipping, binding format, and other charges in the appropriate boxes for the segment.</li>
|
||||
<li value="5">Select <b>File </b>><b> Save</b>.</li>
|
||||
</ol>
|
||||
<p class="indent2">The charges are saved.</p>
|
||||
</div>
|
||||
</div>
|
||||
<div id="footer">
|
||||
<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2025 Innovative (Part of Clarivate)</a><![CDATA[
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]]></div>
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<div>Polaris Version <span class="mc-variable III_Variables.VersionNumber variable">8.0</span></div>
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<script type="text/javascript">/*<![CDATA[*/document.write("<a href='mailto:doccust@iii.com?subject=documentation%20feedback%20(Polaris staff client): "+document.title+"&body=Topic%20reference%20(for%20Innovative%20use%20only):%20"+location.pathname+"%0A%0APlease provide comments, report discrepancies, or suggest improvements for Innovative documentation. Your suggestions and corrections will be emailed to Innovative staff, who review them for future versions of the documentation. Thank you for your feedback.%0A%0APlease do not report technical or software issues here. Authorized staff at your organization should submit a service request for those issues.%0A%0AEnter%20your%20comments%20below:%0A%0A'>Send documentation feedback to Innovative</a>");
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Acquisitions/PAorder/Add_or_change_claiming_information_for_an_order.htm">Open topic with navigation</a>
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</p>
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<div class="nocontent">
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<div class="MCBreadcrumbsBox_0 breadcrumbs" role="navigation" aria-label="Breadcrumbs" data-mc-breadcrumbs-divider=" > " data-mc-breadcrumbs-count="3" data-mc-toc="True"><span class="MCBreadcrumbsPrefix">You are here: </span>
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<h1><a name="XREF_59792_Add_or_change_the"></a>Add or Change Claiming Information for an Order</h1>
|
||||
<p><a name="kanchor625"></a><a name="IX_setting_claiming_criteria_1"></a><a name="kanchor626"></a><a name="IX_setting_claiming_1"></a>To add or change claiming information for a purchase order:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>When you create a purchase order using a template, the claiming data is automatically filled in based the purchase order template. If you did not use a template, the claiming data from the supplier record is copied to the purchase order and all the line items when you select the supplier. You can add, modify, or delete claiming information on the purchase order, but you must first select a supplier.</p>
|
||||
<ol>
|
||||
<li value="1">Open the Purchase Order workform.</li>
|
||||
<li value="2">Type the number (1-5) in the <b>Maximum claims</b> box to indicate the number of claims to go to the supplier before canceling an ordered item.</li>
|
||||
<li value="3">In the <b>Days after release/expected arrival</b> box, type the number of days between the time a purchase order line item is released and the time the first claim is generated.</li>
|
||||
<li value="4">
|
||||
<p>Open the Purchase Order workform.</p>
|
||||
</li>
|
||||
<li value="5">Enter the claim cycle information as follows:<ol><li value="1">Select the <b>Cancel notice</b> checkbox to generate a cancellation notice.</li><li value="2">Select the <b>Claim notice </b>checkbox to generate a claim notice.</li><li value="3">Select the <b>Auto cancel </b>checkbox to automatically cancel the items after the claim cycle is over.</li><li value="4">Type a number in the <b>Cancel wait period</b> box to indicate the number of days to wait after the last claim is sent out before canceling items ordered from this supplier.</li></ol></li>
|
||||
</ol>
|
||||
<h4>Related Information</h4>
|
||||
<p><a href="../PAclaim/Claiming.htm#XREF_19682_Claiming_Items">Claiming</a>
|
||||
</p>
|
||||
</div>
|
||||
</div>
|
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<div id="footer">
|
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2025 Innovative (Part of Clarivate)</a><![CDATA[
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]]></div>
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<div>Polaris Version <span class="mc-variable III_Variables.VersionNumber variable">8.0</span></div>
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Acquisitions/PAorder/Add_or_change_general_purchase_order_information.htm">Open topic with navigation</a>
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<h1><a name="XREF_95573_Add_or_change_the"></a>Add or Change General Purchase Order Information</h1>
|
||||
<p>If you created a new purchase order from the Polaris shortcut bar, the Purchase Order workform opens with blank fields. However, if you used a template to create the purchase order, some information may already be copied from the template.</p>
|
||||
<p>To add or change the information on the General view of the Purchase Order workform:</p>
|
||||
<ol>
|
||||
<li value="1"><a name="kanchor714"></a><a name="IX_adding_general"></a>Open the Purchase Order workform.</li>
|
||||
<p class="NoteShade"><a name="kanchor715"></a><a name="IX_changing_the_purchase"></a><a name="kanchor716"></a><a name="IX_changing_3"></a><b>Tip:<br /></b>You can change the purchase order number and purchase order suffix before and after the purchase order is released. When you change the original purchase order number and/or suffix, the Properties sheet displays the original numbers for tracking purposes.</p>
|
||||
<li value="2"><a name="kanchor717"></a><a name="IX_purchase_order"></a><a name="kanchor718"></a><a name="IX_entering_1"></a>If your library does not use system-generated purchase order numbers, type the purchase order number in the <b>Number</b> box. The purchase order number can be up to 30 characters long.</li>
|
||||
<p class="NoteShade"><b>Note:<br /></b>You can type over the system-generated purchase order number to change it, if necessary. System-generated purchase order numbers are set in Polaris Administration.<MadCap:conditionalText data-mc-conditions="Primary.Online"> For more information, see <a href="../../Acquisitions_Admin/PDKacquire/Enable_automatic_purchase_order_numbers.htm#XREF_39175_Enable_automatic">Enable automatic purchase order numbers</a>.</MadCap:conditionalText></p>
|
||||
<li value="3"><a name="kanchor719"></a><a name="IX_entering_a_purchase"></a>Type the suffix in the box to the right of the <b>Number</b> box. A suffix is not required, but you can search for purchase orders by their suffix. You can enter a suffix for either system-generated or manually-entered purchase order numbers. The purchase order number suffix can be up to 8 characters long.</li>
|
||||
<p class="NoteShade"><a name="kanchor720"></a><a name="IX_purchase_order_number"></a><a name="kanchor721"></a><a name="IX_entering_for_EDI"></a><b>Important:<br /></b>When EDI orders are sent, only the purchase order number is transmitted to the supplier. The suffix is not transmitted with the number. If the supplier has a limit on the number of characters in a purchase order number, an error message appears when you attempt to release the order.</p>
|
||||
<li value="4"><a name="kanchor722"></a><a name="IX_selecting_5"></a>Select the type of order in the <b>Order type</b> box.</li>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>See <a href="Creating_Purchase_Orders.htm#XREF_58039_Order_Types">Order Types, Payment Methods, and Fund Types</a>.</p>
|
||||
<li value="5"><a name="kanchor723"></a><a name="IX_payment_method_2"></a><a name="kanchor724"></a><a name="IX_selecting_the_payment"></a><a name="kanchor725"></a><a name="IX_payment_method_1"></a><a name="kanchor726"></a><a name="IX_payment_method"></a><a name="kanchor727"></a><a name="IX_selecting_on_a_purchase"></a>Select the payment from the <b>Payment method</b> box.</li>
|
||||
<li value="6">If applicable, enter the following optional information:<ul type="disc"><li>name of the person authorizing the purchase in the <b>Authorization</b> box</li><li>name of the plan in the <b>Plan name </b>box</li><li>date when rental items need to be returned in the <b>Rental return</b> box.</li></ul></li>
|
||||
<li value="7">Click <b>Find</b> next to the <b>Supplier Name</b> box.</li>
|
||||
<p>The <span class="mc-variable III_Variables.Find_Tool variable">Find Tool</span> appears.</p>
|
||||
<li value="8">Search for and select the supplier to which you will send the purchase order.</li>
|
||||
<p>The name of the supplier appears in the <b>Supplier Name</b> box.</p>
|
||||
<p class="NoteShade"><a name="kanchor728"></a><a name="IX_selecting_a_foreign"></a><a name="kanchor729"></a><a name="IX_selecting_foreign"></a><a name="kanchor730"></a><a name="IX_selecting_foreign_in"></a><b>Note:<br /></b>If you want to use a foreign supplier, you can limit the search by currency code. When the purchase order is linked to a supplier that uses a different currency from your base currency, the amounts will be displayed in the foreign currency with the currency code next to the total on the Charges view of the Purchase Order workform. <a href="../PAsuppliers/Set_up_a_supplier_record_for_a_foreign_vendor.htm#XREF_67069_Set_up_a_supplier">Set up a supplier record for a foreign vendor</a>.</p>
|
||||
<p class="NoteShade"><b>Note:</b>
|
||||
<br />To enter another identifier for the purchase order, type it in the <b>External ID</b> box. You can search for purchase orders in the Polaris Find Tool by the External ID number.</p>
|
||||
<li value="9">Select <b>File </b>><b> Save</b>.</li>
|
||||
</ol>
|
||||
<h4>Related Information</h4>
|
||||
<ul type="disc">
|
||||
<li>Claiming data in the purchase order - Any claiming or cancellation data in the supplier record are copied to the purchase order when you select the supplier. You can change the claim data on the purchase order, but you must first select a supplier. Changing the claiming and cancellation data on the purchase order does not change the supplier record. For instructions on adding or changing the claiming data, see <a href="Add_or_change_claiming_information_for_an_order.htm#XREF_59792_Add_or_change_the">Add or change claiming information for an order</a>.</li>
|
||||
<li>Entering purchase order header charges - You can add header charges for the purchase order as a whole, such as shipping charges, in the Header Charges section of the Purchase Order workform. But, since the exact amounts for these charges are not known until the invoice is received, it may be preferable to enter these charges in the Invoice workform. See <a href="../PAinv/Add_or_change_invoice_header_charges_and_credits.htm#XREF_14464_Add_or_change">Add or change invoice header charges and credits</a>.</li>
|
||||
<li>Funds at the purchase order line item segment level - Each purchase order line item segment must have a fund associated with it. For information on allocating funds for a purchase order line item segment, see <a href="Add_purchase_order_line_item_segments.htm#XREF_65800_Add_purchase_order">Add purchase order line item segments</a>.</li>
|
||||
</ul>
|
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|
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|
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2025 Innovative (Part of Clarivate)</a><![CDATA[
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]]></div>
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<div>Polaris Version <span class="mc-variable III_Variables.VersionNumber variable">8.0</span></div>
|
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|
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<p align="center">
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<script type="text/javascript">/*<![CDATA[*/document.write("<a href='mailto:doccust@iii.com?subject=documentation%20feedback%20(Polaris staff client): "+document.title+"&body=Topic%20reference%20(for%20Innovative%20use%20only):%20"+location.pathname+"%0A%0APlease provide comments, report discrepancies, or suggest improvements for Innovative documentation. Your suggestions and corrections will be emailed to Innovative staff, who review them for future versions of the documentation. Thank you for your feedback.%0A%0APlease do not report technical or software issues here. Authorized staff at your organization should submit a service request for those issues.%0A%0AEnter%20your%20comments%20below:%0A%0A'>Send documentation feedback to Innovative</a>");
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<h1><a name="XREF_36993_Enter_Supplier"></a>Add or Change Supplier Instructions for a Purchase Order</h1>
|
||||
<p>To specify instructions to the supplier on the Instructions To Supplier view of the Purchase Order workform:</p>
|
||||
<ol>
|
||||
<li value="1"><a name="kanchor3868"></a><a name="IX_adding_supplier"></a><a name="kanchor3869"></a><a name="IX_adding_to_a_purchase"></a>Open the Purchase Order workform.</li>
|
||||
<p class="NoteShade"><b>Tip: <img style="width: 24;height: 18;" src="InstSupIcon_24x18.gif" class="imginline" alt="" /><br /></b>Click to display the Instructions to Supplier view.</p>
|
||||
<li value="2">Select <b>View </b>><b> Instructions to Supplier</b> from the menu bar.</li>
|
||||
<p>The Instructions to Supplier view appears.</p>
|
||||
<li value="3">Provide any specific instructions to the supplier concerning this order as a whole by completing the appropriate boxes.</li>
|
||||
<li value="4">Select <b>File </b>><b> Save</b> to save the record.</li>
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<h1><a name="XREF_65800_Add_purchase_order"></a>Add Purchase Order Line Item Segments</h1>
|
||||
<p>To add purchase order line item segments:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>For information on Polaris Administration profiles and parameters that affect purchase order line item segments, see <a href="#XREF_42885_Administration">Administration Settings That Affect Line Item Segments</a>.</p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>If you used a purchase order template with a default line item, some segments may already appear.</p>
|
||||
<ol>
|
||||
<li value="1">Open the Purchase Order Line Item workform. See <a href="Add_a_purchase_order_line_item.htm#XREF_32725_Add_purchase_order">Add a purchase order line item</a>.</li>
|
||||
<li value="2">Type the quantity of items to order in the <b>Quantity</b> box.</li>
|
||||
<li value="3"><a name="kanchor1819"></a><a name="IX_branch_on_purchase_order"></a>Select a destination branch in the <b>Destination</b> box.</li>
|
||||
<li value="4">Select a collection for the item in the <b>Collection</b> box.</li>
|
||||
<li value="5">Select a fund from the list, or click <img src="FindFundbut_16x16.gif" class="imginline" alt="" style="width: 16;height: 16;" /> and use the Find Tool to search for and select a fund. To use multiple funds to pay for a segment, click <img src="SplitFundsbut_16x16.gif" class="imginline" alt="" style="width: 16;height: 16;" /> to split the funds. For information on using more than one fund to pay for a line item segment, see <a href="Split_funds_for_a_purchase_order_line_item_segment.htm#XREF_13574_Split_funds_for">Split funds for a purchase order line item segment</a>.</li>
|
||||
<p>The funds are allocated for this line item segment.</p>
|
||||
<li value="6">Type any charges associated with the segment. See <a href="Add_charges_for_a_purchase_order_line_item_segment.htm#XREF_49247_Entering_charges">Add charges for a purchase order line item segment</a>.</li>
|
||||
<li value="7">Click in the next segment line to add the next segment, and add or change the segment information.</li>
|
||||
<li value="8">Select <b>File </b>><b> Save</b> to save the segments.</li>
|
||||
</ol>
|
||||
<h4 class="KeepWithNext"><a name="XREF_42885_Administration"></a>Administration Settings That Affect Line Item Segments</h4>
|
||||
<p class="KeepWithNext">The following Polaris Administration settings affect line item segments:</p>
|
||||
<ul type="disc">
|
||||
<li>If the Acquisitions parameter <b>Copy last segment data to next segment</b> is set to <b>Yes</b> in Polaris Administration, the data from the previous segment is copied to the new segment.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Acquisitions_Admin/PDKacquire/Enable_copy_segment_data_to_next_segment.htm#XREF_39764_Enable_copy">Enable copy segment data to next segment</a>.</MadCap:conditionalText></li>
|
||||
<li>The Polaris Administration profile <b>Filter branches in line item segments</b> controls which branch is selected as the default and the available branches in the drop-down list.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Acquisitions_Admin/PDKacquire/Filter_destination_branch_lists_by_parent_library.htm#XREF_30628_Filter_destination">Filter destination branch lists by parent library</a>.</MadCap:conditionalText></li>
|
||||
<li>The Polaris Administration profile <b>Acq fund droplist setup</b> controls how funds are displayed<MadCap:conditionalText data-mc-conditions="Primary.Online">. See <a href="../../Acquisitions_Admin/PDKacquire/Specify_how_funds_are_displayed_in_Acquisitions.htm#XREF_47269_Specify_display_of">Specify how funds are displayed in Acquisitions</a>.</MadCap:conditionalText></li>
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||||
</ul>
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2025 Innovative (Part of Clarivate)</a><![CDATA[
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]]></div>
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<div>Polaris Version <span class="mc-variable III_Variables.VersionNumber variable">8.0</span></div>
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<h1><a name="XREF_10308_Add_supplier"></a>Add Supplier Instructions for a Purchase Order Line Item</h1>
|
||||
<p>To add any applicable supplier instructions or notes for a purchase order line item:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>The supplier instructions are not required for a purchase order line item, but if any specific instructions apply to the title being ordered, you can enter them on the Purchase Order Line Item workform - Instructions to Supplier view. The claiming information is copied from the Purchase Order workform, but you can change it on the Purchase Order Line Item workform.</p>
|
||||
<ol>
|
||||
<li value="1">Open the Purchase Order Line Item workform - Instructions to Supplier view.</li>
|
||||
<p class="NoteShade"><b>Tip: <img src="notesicon_16x16.gif" class="imginline" alt="" style="width: 16;height: 16;" /><br /></b>Click to display the Instructions to Supplier view.</p>
|
||||
<li value="2">Select the cataloging services in the <b>Cataloging services </b>box.</li>
|
||||
<li value="3">Select the backorder instructions in the <b>Backorder</b> box, and type the number of copies in the <b>Quantity</b> box.</li>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>The <b>Membership</b> checkbox is selected if there is a linked serial holdings record with membership indicated.</p>
|
||||
<li value="4">Type the confirmation date in the <b>Confirm date </b>box.</li>
|
||||
<li value="5">Type a note that contains additional instructions in the <b>Note</b> box.</li>
|
||||
<li value="6">Select the binding format in the <b>Format</b> box and the second choice for binding in the <b>Substitution</b> box.</li>
|
||||
<li value="7">If the material is a rental, type a return date in the <b>Rental return date </b>box.</li>
|
||||
<li value="8">Change the claim data if necessary. See <a href="../PAsuppliers/Add_the_claiming_criteria_for_a_supplier.htm#XREF_22585_Adding_the">Add the claiming criteria for a supplier</a>.</li>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>The public and non-public notes are copied to on-order line items, if on-order items are created.</p>
|
||||
<li value="9">Type a public note in the <b>Public note</b> box.</li>
|
||||
<li value="10">Type a note in the <b>Non-public not</b>e box.</li>
|
||||
<li value="11">Select <b>File </b>><b> Save</b> to save the line item.</li>
|
||||
</ol>
|
||||
</div>
|
||||
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|
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<div id="footer">
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2025 Innovative (Part of Clarivate)</a><![CDATA[
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]]></div>
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<div>Polaris Version <span class="mc-variable III_Variables.VersionNumber variable">8.0</span></div>
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<script type="text/javascript">/*<![CDATA[*/document.write("<a href='mailto:doccust@iii.com?subject=documentation%20feedback%20(Polaris staff client): "+document.title+"&body=Topic%20reference%20(for%20Innovative%20use%20only):%20"+location.pathname+"%0A%0APlease provide comments, report discrepancies, or suggest improvements for Innovative documentation. Your suggestions and corrections will be emailed to Innovative staff, who review them for future versions of the documentation. Thank you for your feedback.%0A%0APlease do not report technical or software issues here. Authorized staff at your organization should submit a service request for those issues.%0A%0AEnter%20your%20comments%20below:%0A%0A'>Send documentation feedback to Innovative</a>");
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<h1><a name="XREF_18816_Adding_Purchase"></a>Adding PO Line Distribution Grid</h1>
|
||||
<p><a name="kanchor1997"></a><a name="IX_purchase_order_line_item_1"></a>For each title you order on the Purchase Order Line Item workform, you must enter at least one line item segment that specifies the number of copies, destination, collection, and fund. If the purchase order was created with a template that has a default line item, the segment information is already filled in for the first line item on the purchase order. The segment specifies the destination, collection, and fund allocation for the individual copies of the title. The destination and the fund allocation are required to add a segment, but the collection is optional.</p>
|
||||
<p>The default branch selected in the <b>Destination</b> box and the list of available branches in the drop-down list are controlled by the Polaris Administration profile <b>Filter branches in line item segments</b>. If the profile is set to <b>Yes</b>, the default <b>Destination</b> is the same as the<b> Ordered at</b> branch on the Purchase Order workform, and the available branches in the <b>Destination</b> list have the same parent library as the <b>Ordered at</b> branch. If the profile is set to <b>No</b>, the default <b>Destination</b> is the same as the user’s login branch, and the drop-down list box displays all branches in the system.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Acquisitions_Admin/PDKacquire/Filter_destination_branch_lists_by_parent_library.htm#XREF_30628_Filter_destination">Filter destination branch lists by parent library</a>.</MadCap:conditionalText></p>
|
||||
<p>When you choose a fund for the line item segment, you can select the fund from a list of available funds. The display of the funds is controlled by the settings in the Acquisitions/Serials profile<b> Acq fund droplist setup</b>.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Acquisitions_Admin/PDKacquire/Specify_how_funds_are_displayed_in_Acquisitions.htm#XREF_47269_Specify_display_of">Specify how funds are displayed in Acquisitions</a>.</MadCap:conditionalText> In addition, the available funds depend on the order type and payment method. See <a href="Creating_Purchase_Orders.htm#XREF_58039_Order_Types">Order Types, Payment Methods, and Fund Types</a>.</p>
|
||||
<p>Use the <b>Orders</b> and <b>Charges</b> tabbed pages on the bottom of the Purchase Order Line Item workform to specify the order information and additional charges related to the copies ordered in the segment. The <b>Totals</b> tabbed page displays the totals for the segment.</p>
|
||||
<p class="KeepWithNext">See also:</p>
|
||||
<ul>
|
||||
<li><a href="Add_purchase_order_line_item_segments.htm#XREF_65800_Add_purchase_order">Add purchase order line item segments</a>
|
||||
</li>
|
||||
<li><a href="Split_funds_for_a_purchase_order_line_item_segment.htm#XREF_13574_Split_funds_for">Split funds for a purchase order line item segment</a>
|
||||
</li>
|
||||
<li><a href="Add_charges_for_a_purchase_order_line_item_segment.htm#XREF_49247_Entering_charges">Add charges for a purchase order line item segment</a>
|
||||
</li>
|
||||
<li><a href="Copy_line_item_segments_within_a_line_item.htm#XREF_14980_Copy_purchase">Copy line item segments within a line item</a>
|
||||
</li>
|
||||
<li><a href="View_totals_for_a_purchase_order_line_item_segment.htm#XREF_37218_View_totals_for_a">View totals for a purchase order line item segment</a>
|
||||
</li>
|
||||
<li><a href="View_all_funds_for_the_purchase_order.htm#XREF_61640_View_all_funds_for">View all funds for the purchase order</a>
|
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<h1><a name="XREF_37205_Adding_Purchase"></a>Adding Titles to a Purchase Order</h1>
|
||||
<p><a name="kanchor4893"></a><a name="IX_overview_62"></a>The line items on the purchase order contain information about the titles you are ordering. The existing claiming and discount information is copied from the linked purchase order to the line item, but you can change this information on the Purchase Order Line Item workform. For more information on the claiming data, see <a href="Add_or_change_claiming_information_for_an_order.htm#XREF_59792_Add_or_change_the">Add or change claiming information for an order</a>.</p>
|
||||
<p>Within each line item is at least one segment that specifies the distribution (destination and collection) and the quantity ordered. The segments also specify the fund or funds allocated for the copy or copies of the title.</p>
|
||||
<p>If you used a template to create the purchase order, it contains one default line item without bibliographic data but with distribution information. You add the bibliographic record information by finding an existing record or by typing the information. When you add more line items, the template data will be used for as long as your logged-in session is open.</p>
|
||||
<p>You can edit the segment data and then copy it to the next purchase order line item without copying the bibliographic information. Copying all the distribution information saves you from selecting the destination, collection, and fund for each segment in the copied line item.</p>
|
||||
<p>If you are using <span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Titles to Go, you can check a title’s availability at your supplier’s site while remaining in the Purchase Order Line Item workform. If the title is not found in your local database, Titles to Go uses Web Services to bring back bibliographic and availability information from the supplier. See <a href="Using_Polaris_Titles_to_Go.htm#XREF_98776_Titles_to_Go">Using Polaris Titles to Go</a>.</p>
|
||||
<p>See also:</p>
|
||||
<ul>
|
||||
<li><a href="Add_a_purchase_order_line_item.htm#XREF_32725_Add_purchase_order"><a href="Add_a_purchase_order_line_item.htm" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Add a Purchase Order Line Item</span></a></a>
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||||
<li><a href="Copy_a_purchase_order_line_item.htm" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Copy a Purchase Order Line Item</span></a>
|
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||||
<li><a href="Add_supplier_instructions_for_a_purchase_order_line_item.htm#XREF_10308_Add_supplier"><a href="Add_supplier_instructions_for_a_purchase_order_line_item.htm" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Add Supplier Instructions for a Purchase Order Line Item</span></a></a>
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<h1><a name="XREF_80578_Adjust_and_overide"></a>Adjust Fund Limits</h1>
|
||||
<p><a name="kanchor4812"></a><a name="IX_releasing_a_purchase_1"></a>If you attempt to release a purchase order and there is an insufficient amount of money in the fund, or encumbrance limits will be exceeded, a dialog box appears. If you have the appropriate permissions set in Polaris Administration, you can continue releasing the purchase order and overencumber. Or, if you have permission to modify funds, you can adjust the fund to allow the purchase order to be released.</p>
|
||||
<p>To release a purchase order that will result in fund overencumbrance:</p>
|
||||
<ol>
|
||||
<li value="1">Open the Purchase Order workform.</li>
|
||||
<li value="2">Release the purchase order. See <a href="Release_a_purchase_order.htm#XREF_60679_Release_a_purchase">Release a purchase order</a>.</li>
|
||||
<li value="3">If the negative free balance warning message appears, click <b>OK</b> to continue anyway.</li>
|
||||
<li value="4">If the Overencumbrance List dialog box appears, choose one of the following options:<ul type="disc"><li>To continue even though it will exceed the encumbrance limits, click <b>Continue</b>. The purchase order is released.</li></ul><ul type="disc"><li><a name="kanchor4813"></a><a name="IX_releasing_a_purchase_2"></a><a name="kanchor4814"></a><a name="IX_adjusting_fund_balances"></a>To adjust the fund encumbrance limits or increase the fund balance, click the <b>Adjust Funds</b> button, right-click the fund you want to adjust, and select <b>Open</b>. The Fund workform appears. Change the encumbrance limits or adjust the fund balance.</li></ul></li>
|
||||
<p class="NoteShade"><b>Note:<br /></b>For information on changing encumbrance limits, see <a href="../PAbudget/Set_fund_encumbrance_expenditure_limits.htm#XREF_98647_Set_fund">Set fund encumbrance/expenditure limits</a>. For information on adjusting fund balances, see <a href="../PAbudget/Adjust_fund_balances_manually.htm#XREF_25139_Adjust_fund">Adjust fund balances manually</a>.</p>
|
||||
<li value="5">After adjusting the fund balance, release the purchase order again.</li>
|
||||
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|
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||||
<h1>Bulk Update Purchase Order Notes</h1>
|
||||
<p>You can update purchase order line item notes in bulk from the Line Item view in the Purchase Order workform.</p>
|
||||
<p>The <b>Update Note</b> option is in the right-click menu for purchase order line items. You can select one or more notes to update with this option.</p>
|
||||
<p>
|
||||
<img src="../../../Resources/Images/UpdtPOBulkNte.png" alt="">
|
||||
</img>
|
||||
</p>
|
||||
<p class="NoteShade"><b>Note:</b>
|
||||
<br>
|
||||
</br>This menu option is not enabled if any of the selected purchase order line items have a status of Closed.</p>
|
||||
<p>Selecting this option will open the <b>Update Notes</b> dialog with two note types: </p>
|
||||
<ul>
|
||||
<li><b>Public Note</b>
|
||||
</li>
|
||||
<li><b>Non-Public Note</b>
|
||||
</li>
|
||||
<p>Both note types have the following options:</p>
|
||||
<ul>
|
||||
<li><b>Replace</b> - replaces the existing note.</li>
|
||||
<li><b>Prepend</b> - inserts the new note and a blank line before the existing note.</li>
|
||||
<li><b>Append</b> - inserts a blank line and the new note after the existing note.</li>
|
||||
<img src="../../../Resources/Images/UpdtPOBulkNotes.png" alt="">
|
||||
</img>
|
||||
</ul>
|
||||
</ul>
|
||||
<p>If Replace is selected and text is not entered in the note field, the existing note will be deleted.</p>
|
||||
<p>Notes longer than 255 characters will be truncated to 255.</p>
|
||||
<p>If prepending or appending causes a note to be larger than 255 characters, you will see the following message: </p>
|
||||
<p>
|
||||
<img src="../../../Resources/Images/UpdtPOBulkNtePreAppd.png" alt="">
|
||||
</img>
|
||||
</p>
|
||||
<ul>
|
||||
<li>Yes - updates the note(s).</li>
|
||||
<li>No - returns you to the Purchase order updating only the line items where the data would not be truncated. The above message will appear for each line item that may be truncated.</li>
|
||||
<li>Cancel - returns the user to the purchase order with the line item(s) still highlighted.</li>
|
||||
</ul>
|
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|
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2025 Innovative (Part of Clarivate)</a><![CDATA[
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<h1>Changing the Fund, Destination Branch, or Collection for a PO Line Item Segment</h1>
|
||||
<p><a name="kanchor3436"></a>You can change the fund, destination branch, and/or collection for a purchase order line item segment on a released purchase order. This option is available for Purchase Order Line Item Segments with a status of On Order, Received, Backordered, Exceptional Condition, Never Published, Not Yet Published, Out of Print, Return Requested, or Returned; the payment status must be Open, and only one fund can be linked to the segment.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>You need the branch-level permission <b>Purchase Orders: Change fund, destination, collection</b> to do this procedure.</p>
|
||||
<p class="NoteShade"><b>Note:</b>
|
||||
<br />You can use SimplyReports to report on the "modify PO line item" action. Item List and Count reports include a <b>History action</b> drop-down list in the item general filters. Select <b>Modified via PO Line Change Fund processing</b> in the <b>History action</b> drop-down list. For more information, see SimplyReports online help.</p>
|
||||
<p>To change the fund, destination, and/or collection of a line item segment:</p>
|
||||
<ol>
|
||||
<li value="1">Open the Purchase Order Line Item workform.</li>
|
||||
<li value="2">Right-click the line item segment in the PO Line Item workform.</li>
|
||||
<li value="3">Select <b>Change Fund, Destination, Collection</b> from the context menu. The <b>Change PO Line Item Segment</b> dialog box opens. The <b>From</b> section of the dialog box shows the current destination, fund, and collection for the line item segment.</li>
|
||||
<p>
|
||||
<img src="../../../Resources/Images/POSegmentChange.png" alt="" />
|
||||
</p>
|
||||
<li value="4">To change the destination, select the new destination in the <b>To</b> section of the dialog box.</li>
|
||||
<li value="5">To change the fund, select the new fund in the <b>To</b> section of the dialog box.</li>
|
||||
<li value="6">To change the collection, select the new collection in the <b>To</b> section of the dialog box.</li>
|
||||
<li value="7">Click <b>OK</b>. A confirmation message appears.</li>
|
||||
<li value="8">Click <b>OK</b> to confirm the change.</li>
|
||||
</ol>
|
||||
<ul>
|
||||
<li>If the destination is changed, any linked on-order items are updated with the new <b>Assigned Branch</b>.</li>
|
||||
<li>If the collection is changed, any linked on-order items are updated with the new <b>Assigned Collection</b>.</li>
|
||||
<li>The item record history is updated for assigned branch and collection changes.</li>
|
||||
<li>The invoice line item/segment is updated with the new assigned branch and/or collection.</li>
|
||||
<li>If the segment fund is changed. a disencumber transaction is posted in the old fund, an encumbrance transaction is posted in the new fund, and the <b>Funding Source</b> field on the Item Record workform-Source and Acquisition view is updated for any linked on-order item records. The open invoice line item/segment fund is also updated with the new fund.</li>
|
||||
</ul>
|
||||
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|
||||
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|
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2025 Innovative (Part of Clarivate)</a><![CDATA[
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]]></div>
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<div>Polaris Version <span class="mc-variable III_Variables.VersionNumber variable">8.0</span></div>
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<h1>Changing the Header Fund or Material Type for a PO Line Item</h1>
|
||||
<p><a name="kanchor2554"></a>You can change the header fund for a purchase order line item to use the new fund for all line item segments, and/or change the material type of the line item. This option is available for Purchase Order Line Items with a status of On Order, Partly Rec, Received, Backordered, Exceptional Condition, Never Published, Not Yet Published, Out of Print, Return Requested, or Returned. Your changes are also reflected in any linked items and open invoices.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>You need the branch-level permission <b>Purchase Orders: Change fund, destination, collection</b> to do these procedures.</p>
|
||||
<p>See:</p>
|
||||
<ul>
|
||||
<li><a href="#Changing" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Changing the Header Fund for a PO Line Item</span></a>
|
||||
</li>
|
||||
<li><a href="#Changing2" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Changing the Material Type for a PO Line Item</span></a>
|
||||
</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Note:</b>
|
||||
<br />You can use SimplyReports to report on the "modify PO line item" action. Item List and Count reports include a <b>History action</b> drop-down list in the item general filters. Select <b>Modified via PO Line Change Fund processing</b> in the <b>History action</b> drop-down list. For more information, see SimplyReports online help.</p>
|
||||
<h2><a name="Changing"></a>Changing the Header Fund for a PO Line Item</h2>
|
||||
<p>When a fund change is successful, the system replaces the old fund with the new one in <b>all</b> affected PO line item segments. For each segment, the system records a disencumber transaction in the old fund and an encumbrance transaction in the new fund. The funding source is also updated in linked on-order items, and the funds are changed in the linked open invoice line item segments.</p>
|
||||
<p class="NoteShade"><b>Tip:</b>
|
||||
<br />You cannot use this method to change PO lines directly after the PO has been paid. However, you can unpay the PO, use this method to make your changes, and then repay. See <a href="../PApay/Paying_Invoices.htm" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Paying Invoices</span></a>.<br /></p>
|
||||
<p>To change a PO line item header fund:</p>
|
||||
<ol>
|
||||
<li value="1">Open the Purchase Order Line Item workform. </li>
|
||||
<li value="2">Select <b>Tools </b>><b> Change Fund </b>><b> Material Type</b> from the menu bar. The <b>Change PO Line Item</b> dialog box opens.</li>
|
||||
<p>
|
||||
<img src="../../../Resources/Images/POLIChangeFundDx.png" alt="" />
|
||||
</p>
|
||||
<li value="3">In the <b>From</b> section, select the current fund from the drop-down list. The list consists of all funds linked to all the PO line item segments in the line item. (The <b>Fund Owner</b> field is empty until you have selected a fund.)</li>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If a segment is linked to two or more funds, the funds do not appear in the list unless they are also used in another segment. You cannot change the fund for segments linked to two or more funds with this method.</p>
|
||||
<li value="4">In the <b>To</b> section, select the new fund from the drop-down list. The list displays funds based on the settings for the Acquisitions/Serials profile <b>Acq fund droplist setup</b> for the logged-on user.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Acquisitions_Admin/PDKacquire/Specify_how_funds_are_displayed_in_Acquisitions.htm" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Specify How Funds are Displayed in Acquisitions</span></a>.</MadCap:conditionalText></li>
|
||||
<li value="5">(Optional) In the <b>To</b> section, select a Fund Owner from the drop-down list to filter the Fund list. The list displays organizations based on the settings for the Acquisitions/Serials profile <b>Filter branches in line item segments</b> for the organization listed in the purchase order's Ordered At section.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Acquisitions_Admin/PDKacquire/Filtering_Branches_in_Line_Items.htm" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Filtering Branches in Line Items</span></a>.</MadCap:conditionalText></li>
|
||||
<li value="6">Click <b>OK</b>. A confirmation message appears if the change can be made.</li>
|
||||
<p class="NoteShade"><b>Note:</b>
|
||||
<br />If the change cannot be made, the system displays a message: <b>One or more segment statuses are ineligible, are split across funds, or they are linked to paid invoice lines.</b> Click <b>OK</b> to return to the <b>Change PO Line Item</b> dialog box and edit your changes, or click <b>Cancel</b> and make your changes by editing a PO line item segment directly. </p>
|
||||
<li value="7">Click <b>OK</b> to confirm the change.</li>
|
||||
</ol>
|
||||
<h2><a name="Changing2"></a>Changing the Material Type for a PO Line Item</h2>
|
||||
<p>To change the material type for a PO line item:</p>
|
||||
<ol>
|
||||
<li value="1">Open the Purchase Order Line Item workform. </li>
|
||||
<li value="2">Select <b>Tools </b>><b> Change Fund </b>><b> Material Type</b> from the menu bar. The <b>Change PO Line Item</b> dialog box opens.</li>
|
||||
<li value="3">In the <b>To</b> section of the dialog box, select the new <b>Material Type</b> from the drop-down list.</li>
|
||||
<li value="4">Click <b>OK</b>. A confirmation message appears if the change can be made.</li>
|
||||
<li value="5">Click <b>OK</b> to confirm the change.</li>
|
||||
</ol>
|
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2025 Innovative (Part of Clarivate)</a><![CDATA[
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<h1><a name="XREF_57175_Checking_for"></a>Checking for Duplicate Copies</h1>
|
||||
<p>To prevent ordering unintentional duplicate copies of a title, you can check purchase orders to see if there are duplicates of the same title with the same ISBN (or bibliographic control number if no ISBN is present), destination, and collection already on a purchase order. When you add new purchase order line items manually, they are automatically checked for duplicates when you save them. Checking for duplicates in purchase orders also prevents unnecessary encumbrances if the title is already ordered.</p>
|
||||
<p>When you import records in Cataloging, you can use the <b>Acquisitions Bibs </b>import profile, which is set up to reject any duplicate incoming bibliographic records while retaining 970 order data. The 970 tags from the rejected incoming duplicate are copied to the resident record, and the resident record is added to the bibliographic record set specified in the profile.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Cataloging/PKimport/Setting_Up_Import_Profiles.htm#XREF_57153_Acquisitions_Bibs">Acquisitions Bibs Import Profile</a>.</MadCap:conditionalText> After the import is complete, the bibliographic records in the record set are bulk-added to a purchase order.</p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>You can set a Cataloging profile to delete tags that are marked as processed.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Cataloging_Admin/PDKcatalog/Setting_Utility_to_Delete_Bib_Tags_Marked_with_Subfield_9.htm#XREF_91413_Automatically">Setting Utility to Delete Bib Tags Marked with Subfield 9</a>.</MadCap:conditionalText></p>
|
||||
<p>To prevent the creation of duplicate line item segments, you can set the Acquisitions parameter <b>Bulk Add to PO: Mark 970 data as processed </b>to <b>Yes</b> in Polaris Administration. When this parameter is set to <b>Yes</b>, 970 tags are marked with a $9 when the bibliographic record is added to a purchase order. If the record is used again in a subsequent bulk-add process, the 970 tags marked with a $9 are not used to create line item segments.</p>
|
||||
<p class="NoteShade"><b>Important:<br /></b>Make sure records are bulk added to a purchase order soon after they are imported so that other users do not add 970 tags to the same bibliographic record before the existing tags are updated with the $9.</p>
|
||||
<p><a name="kanchor3113"></a><a name="IX_detecting_duplicates"></a><a name="kanchor3114"></a><a name="IX_checking_for_duplicates_3"></a><a name="kanchor3115"></a><a name="IX_checking_purchase_orders"></a>To check a purchase order to see if there are duplicate copies of the same title for the same ISBN (or Bib Control number if there is no ISBN), destination, and collection on other purchase orders, regardless of their status:</p>
|
||||
<ol>
|
||||
<li value="1">Open the Purchase Order workform.</li>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>Click <img src="chkdupbtn_16x16.gif" class="imginline" alt="" style="width: 16;height: 16;" /> to check for duplicate line item segments.</p>
|
||||
<li value="2">Select <b>Tools </b>><b> Check Duplicates</b>.<br /></li>
|
||||
<p class="NoteShade"><b>Note:</b>
|
||||
<br />The PO originating the search must have a status of Pending. The Check Duplicates option is not available for the other PO statuses.</p>
|
||||
<p>If duplicates are detected, a dialog box lists them.</p>
|
||||
<p>
|
||||
<img style="width: 268.021pt;height: 126.294pt;margin-bottom: 0.000pt;" src="dupdetdial.gif" alt="" /> </p>
|
||||
<li value="3">Do one of the following actions:</li>
|
||||
<ul type="disc">
|
||||
<li>Click <b>Print</b> to preview and print the report. The report shows the purchase order line item segments that are duplicates and the purchase orders on which they are found. It lists the destination, collection, and fund for each duplicate purchase order line item segment.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Important:<br /></b>When you delete purchase order line item segments from the Duplicate Purchase Order Line Item Segments dialog box, the purchase order line item segments with the same title, destination, and collection are deleted from the purchase order you are checking; the segments from other purchase orders that are listed in the dialog box are not deleted.</p>
|
||||
<ul type="disc">
|
||||
<li>Click <b>Delete </b>to delete all the duplicate purchase order line item segments. This deletes all the duplicate segments on the purchase order you are checking; it does not affect the segments listed in the dialog box.</li>
|
||||
<li>Select specific duplicate segments, and select <b>Delete </b>from the context menu. The duplicate segments are deleted from the open purchase order you are checking.</li>
|
||||
</ul>
|
||||
<li value="4">Click <b>Close </b>to close the dialog box and continue ordering.</li>
|
||||
</ol>
|
||||
</div>
|
||||
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|
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<div id="footer">
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2025 Innovative (Part of Clarivate)</a><![CDATA[
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<h1><a name="XREF_73548_Copy_a_purchase"></a>Copy a Purchase Order Line Item</h1>
|
||||
<p>When you copy a purchase order line item to create a new purchase order line item on the same purchase order, you can copy all the data including the bibliographic information and the distribution information (segments). Or, you can copy all the segment data only and enter new bibliographic information. You can also clear the purchase order line item workform and create a new blank line item.</p>
|
||||
<p>To copy a purchase order line item in the same purchase order:</p>
|
||||
<ol>
|
||||
<li value="1">Open the Purchase Order workform - Line Items view.</li>
|
||||
<li value="2">Double-click a line item to open it in the Purchase Order Line Item workform.</li>
|
||||
<li value="3">Select <b>File </b>><b> New </b>or click the down arrow next to New.</li>
|
||||
<p>A menu appears.</p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>Press <b>CTRL+N</b> or click <img style="width: 28;height: 18;" src="newiconnoarrow_28x18.gif" class="imginline" alt="" /> to copy the segment data.</p>
|
||||
<li value="4">Select one of the following options to copy a purchase order line item:<ul type="disc"><li><span class="FM_BulletHead">Copy Segment Data </span>- All the segments are copied to the next purchase order line item, but none of the bibliographic data is copied except the material type. The material type is copied along with the segment data if the profile <b>Retain material type when copying segments</b> is set to <b>Yes</b> in Polaris Administration.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Acquisitions_Admin/PDKacquire/Retain_material_type_in_copied_line_items.htm#XREF_38754_Specify_whether_to">Retain material type in copied line items</a>.</MadCap:conditionalText></li><li><span class="FM_BulletHead">Clear Workform</span> - None of the information from the purchase order line item is copied. A new, blank Purchase Order Line Item workform appears.</li><li><span class="FM_BulletHead">Copy Workform </span>- All the bibliographic information, the material type, and the segments are copied to the next purchase order line item.</li></ul></li>
|
||||
<p class="NoteShade"><b>Important:<br /></b>When you select <b>Copy Workform</b>, and click <b>Find </b>to search for a bibliographic record, the search is based on the ISBN currently in the ISBN box. To search for a new bibliographic record, select (highlight) the existing ISBN and type a new ISBN in the box before clicking <b>Find</b>.</p>
|
||||
<li value="5">Change the bibliographic and segment data as needed.</li>
|
||||
<li value="6">Select <b>File </b>><b> Save</b>, press<b> CTRL+S</b>, or click <b>Save</b> to save the line item.</li>
|
||||
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|
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<h1><a name="XREF_14980_Copy_purchase"></a>Copy Line Item Segments Within a Line Item</h1>
|
||||
<p>To copy pending purchase order line item segments:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Both the purchase order line item and its segment must be pending in order to copy a segment.</p>
|
||||
<ol>
|
||||
<li value="1">Open the Purchase Order Line Item workform.</li>
|
||||
<li value="2"><a name="kanchor5359"></a><a name="IX_copying_on_same_line_item"></a><a name="kanchor5360"></a><a name="IX_adding_segments_on_same"></a>Add a purchase order line item segment. See <a href="Add_purchase_order_line_item_segments.htm#XREF_65800_Add_purchase_order">Add purchase order line item segments</a>.</li>
|
||||
<li value="3">Select the line item segment to copy.</li>
|
||||
<li value="4">Click <img src="Replicatebn_16x16.gif" class="imginline" alt="" style="width: 16;height: 16;" /> as many times as you want to copy the segment.</li>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>If the Acquisitions parameter <b>Copy last segment data to next segment</b> is set to <b>Yes</b> in Polaris Administration, the data from the previous segment is automatically copied to the next segment.</p>
|
||||
<li value="5">Change the quantity, destination, collection, fund, and charges as necessary for each copied segment. The purchase order cannot be saved if multiple segments have the same destination, collection, and fund.</li>
|
||||
<li value="6">Select <b>File </b>><b> Save</b>.</li>
|
||||
<p>The purchase order is saved with the copied segments.</p>
|
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<h1><a name="XREF_61381_Create_a_purchase"></a>Create a Purchase Order by Bulk Adding Titles</h1>
|
||||
<p>To bulk-add titles from a record set to a purchase order, the bibliographic records must include 970 tags. For more information, see <a href="Importing_and_Ordering_Processes.htm#XREF_55207_The_Bulk_Add">The Bulk Add Process</a>.</p>
|
||||
<p class="NoteShade"><a name="kanchor3414"></a><a name="IX_results_of_setting"></a><b>Important:<br /></b>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.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Acquisitions_Admin/PDKacquire/Mark_970_data_as_processed_after_bulk_adding_titles.htm#XREF_69023_Mark_970_tags">Mark 970 data as processed after bulk adding titles</a>.</MadCap:conditionalText></p>
|
||||
<p><a name="kanchor3415"></a><a name="IX_creating_purchase_orders"></a><a name="kanchor3416"></a><a name="IX_bulk_adding_titles_to_new_1"></a><a name="kanchor3417"></a><a name="IX_titles_to_new_purchase"></a>To create a purchase order and add multiple titles at once:</p>
|
||||
<p class="NoteShade"><a name="kanchor3418"></a><a name="IX_record_sets_in_Find_Tool_1"></a><b>Tip:<br /></b>To focus the search for the record set, select<b> Type</b> in the <b>Limit by</b> box and <b>Bibliographic</b> in the <b>Value</b> 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 <b>Add to purchase order </b>><b> New</b>.</p>
|
||||
<ol>
|
||||
<li value="1">Select <b>Cataloging </b>><b> Record Sets</b> from the <span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> shortcut bar.</li>
|
||||
<p>The <span class="mc-variable III_Variables.Find_Tool variable">Find Tool</span> appears.</p>
|
||||
<li value="2">Search for and select the bibliographic record set.</li>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Provisional records cannot be used in the bulk add process.</p>
|
||||
<p>The bibliographic record set workform appears.</p>
|
||||
<li value="3">Select <b>Add all records to New Purchase Order</b> or highlight specific records in the list, and choose <b>Add selected records to New Purchase Order</b>.</li>
|
||||
<p>The Add to New Purchase Order dialog box appears.</p>
|
||||
<li value="4">Choose one of the following options:<ul type="disc"><li>To use a template, click <b>Find</b> next to the <b>Template</b> box, and use the <span class="mc-variable III_Variables.Find_Tool variable">Find Tool</span> 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.</li><li>To create the order without a template, select an option in the <b>Ordered at</b>, <b>Type</b> and <b>Method</b> boxes, and click <b>Find</b> next to the <b>Supplier</b> box to search for and select a supplier.</li></ul></li>
|
||||
<p class="NoteShade"><b>Important:<br /></b>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 <b>Bulk Add to PO: Replace Invalid Fields with Default data </b>to<b> No</b>. 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.</p>
|
||||
<li value="5"><a name="kanchor3419"></a><a name="IX_using_defaults_for_1"></a><a name="kanchor3420"></a><a name="IX_using_defaults_in_bulk"></a>(Optional) Select the default values in the <b>Material type</b>, <b>Destination</b>, and <b>Collection</b> boxes.</li>
|
||||
<li value="6">(Optional) Click <b>Find</b> next to the <b>Fund</b> box, and use the <span class="mc-variable III_Variables.Find_Tool variable">Find Tool</span> to search for and select the default fund.</li>
|
||||
<li value="7">Type the defaults values in the <b>Quantity</b>, <b>List price</b>, and <b>Discount (%)</b> boxes.</li>
|
||||
<li value="8"><a name="kanchor3421"></a><a name="IX_specifying_the_bulk_add"></a>Type a path and name for the error report file in the <b>File name </b>box, or click <b>Browse</b>, browse to the path, and enter a name for the file.</li>
|
||||
<li value="9">Click <b>OK</b> to start the bulk add process.</li>
|
||||
<p>A message box shows the progress of the bulk add process. When the processing is complete, a dialog box appears.</p>
|
||||
<li value="10">Click <b>OK</b> to acknowledge the message.</li>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>Print the error report each time you bulk add records to a purchase order, and refer to it while editing the purchase order. </p>
|
||||
<li value="11">Open the error report to see where substitutions were made.</li>
|
||||
<li value="12">Use the <span class="mc-variable III_Variables.Find_Tool variable">Find Tool</span> to search for and select the purchase order that you created using bulk add.</li>
|
||||
<p>The purchase order is displayed in the Purchase Order workform.</p>
|
||||
<li value="13">Edit the purchase order as necessary, and select <b>File </b>><b> Save</b>.</li>
|
||||
</ol>
|
||||
<p class="FM_Heading4n">See also:</p>
|
||||
<ul>
|
||||
<li><a href="Importing_and_Ordering_Processes.htm#XREF_55207_The_Bulk_Add">The Bulk Add Process</a>
|
||||
</li>
|
||||
</ul>
|
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2025 Innovative (Part of Clarivate)</a><![CDATA[
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]]></div>
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<div>Polaris Version <span class="mc-variable III_Variables.VersionNumber variable">8.0</span></div>
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<script type="text/javascript">/*<![CDATA[*/document.write("<a href='mailto:doccust@iii.com?subject=documentation%20feedback%20(Polaris staff client): "+document.title+"&body=Topic%20reference%20(for%20Innovative%20use%20only):%20"+location.pathname+"%0A%0APlease provide comments, report discrepancies, or suggest improvements for Innovative documentation. Your suggestions and corrections will be emailed to Innovative staff, who review them for future versions of the documentation. Thank you for your feedback.%0A%0APlease do not report technical or software issues here. Authorized staff at your organization should submit a service request for those issues.%0A%0AEnter%20your%20comments%20below:%0A%0A'>Send documentation feedback to Innovative</a>");
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<h1><a name="XREF_20266_Create_a_purchase"></a>Create a Purchase Order by Copying a Purchase Order</h1>
|
||||
<p>To copy an existing purchase order to create a new one:</p>
|
||||
<p class="NoteShade"><b>Notes:<br /></b>You cannot copy a purchase order that has a payment method of depository agreement to a new or existing purchase order. <br />If you are copying a purchase order with an order type of <b>Gift</b> to a new purchase order, the payment method is set to <b>Free</b> in the new purchase order.</p>
|
||||
<ol>
|
||||
<li value="1">Open the Purchase Order workform.</li>
|
||||
<li value="2">Select <b>File </b>><b> New</b> from the workform menu bar.</li>
|
||||
<p>The New Purchase Order dialog box appears.</p>
|
||||
<li value="3">Select <b>Copy Existing Workform</b>, and click <b>OK</b>.</li>
|
||||
<p>The purchase order workform is copied. If automatic purchase order numbering is enabled, the purchase order number is incremented by one.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Acquisitions_Admin/PDKacquire/Enable_automatic_purchase_order_numbers.htm#XREF_39175_Enable_automatic">Enable automatic purchase order numbers</a>.</MadCap:conditionalText></p>
|
||||
<li value="4">Add or change information on the purchase order workform.</li>
|
||||
<li value="5">Select <b>File </b>><b> Save</b>.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Important:<br /></b>If the purchase order you are copying contains lines that are no longer linked to a bibliographic record because the bibliographic record was deleted, you cannot copy the purchase order. An error message appears listing the unlinked purchase order line items.</p>
|
||||
<h4>Related Information</h4>
|
||||
<p><span class="FM_BulletHead">Copying purchase order line items or segments</span> - You can copy individual lines or segments from an existing purchase order to create a new one. This is useful when part of the order is canceled. For more information, see <a href="../PAcancel/Copy_lines_segments_to_another_purchase_order.htm#XREF_38845_Copy_purchase">Copy lines/segments to another purchase order</a>.</p>
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<h1><a name="XREF_36817_Create_a_PO_using"></a>Create a Purchase Order with a Template or Workform</h1>
|
||||
<p>You can create a purchase order using a purchase order template that already contains default data, including a default line item with a distribution grid (segments). Or, you can open a blank purchase order workform and enter all the information.</p>
|
||||
<p>To create a purchase order:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>For information on saving purchase orders as templates, see <a href="../PAtemplates/Creating_Purchase_Order_Templates.htm#XREF_15094_Creating_a">Creating Purchase Order Templates</a>.</p>
|
||||
<p class="NoteShade"><a name="kanchor93"></a><a name="IX_creating_from_a_template"></a><a name="kanchor94"></a><a name="IX_using_in_the_Find_Tool"></a><b>Tip:<br /></b>You can search for the purchase order template in the <span class="mc-variable III_Variables.Find_Tool variable">Find Tool</span>, right-click the template in the results list, and select <b>Create</b> > <b>Purchase Order</b> from the context menu.</p>
|
||||
<ol>
|
||||
<li value="1">Select <b>File </b>><b> New</b>.</li>
|
||||
<p>The New dialog box appears.</p>
|
||||
<li value="2">Select <b>Purchase Order</b> from the list.</li>
|
||||
<p>The existing purchase order templates are listed in the bottom frame of the New dialog box.</p>
|
||||
<li value="3">Do one of the following steps on the New dialog box:</li>
|
||||
<p class="NoteShade"><a name="kanchor95"></a><a name="IX_using_session_defaults"></a><a name="kanchor96"></a><a name="IX_using_same_template_to"></a><b>Tip:<br /></b>If you are creating multiple purchase orders using the same template, you can select the template, and select the <b>Make session default</b> box. When you create the next purchase order, the template is automatically selected.</p>
|
||||
<ul type="disc">
|
||||
<li>If you want to use a template, select <b>Existing template</b>, and select a template from the list.</li>
|
||||
</ul>
|
||||
<ul type="disc">
|
||||
<li>If you do not want to use a template, select <b>No template</b>.</li>
|
||||
</ul>
|
||||
<li value="4">Click <b>OK</b>.</li>
|
||||
<p>If you selected a template, the Purchase Order workform appears with the information copied from the template. See <a href="../PAtemplates/Creating_Purchase_Order_Templates.htm#XREF_15094_Creating_a">Creating Purchase Order Templates</a> for a list of the information that is copied when a template is used to create a new purchase order. If the template contains a default line item, it is copied to the new purchase order along with the default segment information.</p>
|
||||
<li value="5">Select <b>View </b>><b> Line Items</b>.</li>
|
||||
<p>The Line Items view of the Purchase Order workform appears.</p>
|
||||
<p>If you created the purchase order with a template that contains a default line item, one line item appears without bibliographic data.</p>
|
||||
<p><a class="MCPopupThumbnailLink MCPopupThumbnailPopup" href="../../../Resources/Images/POliviewdefaulLI.png" data-mc-popup-alt="Purchase Order Line Item"><img class="MCPopupThumbnail img" data-mc-width="797" data-mc-height="560" src="../../../Resources/Images/POliviewdefaulLI.png" alt="Purchase Order Line Item" title="Click to expand" tabindex="" style="margin-bottom: 0.000pt;mc-thumbnail-max-width: 200px;mc-thumbnail-max-height: auto;mc-thumbnail: popup;max-width: 200px;" /></a>
|
||||
</p>
|
||||
<li value="6">Do one of the following steps to add the line items to the purchase order:</li>
|
||||
<ul type="disc">
|
||||
<li>If an existing default line item is listed, double-click the line item.</li>
|
||||
<li>If there is no default line item, click <img alt="newbt.gif" style="width: 32;height: 18;" src="newbt_32x18.gif" class="imginline" /> in the line items toolbar.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><a name="kanchor97"></a><a name="IX_adding_on_orders_created"></a><a name="kanchor98"></a><a name="IX_adding_default_line"></a><b>Important:<br /></b>If the purchase order was created using a template and you add line items from this view, the line items are created using the information from the template for as long as you have the purchase order open. You can save the purchase order and keep adding more lines using the default data from the purchase order template. However, when you close the purchase order, reopen it and add line items, the information is not retained from the template.</p>
|
||||
<p>The Purchase Order Line Item workform appears.</p>
|
||||
<li value="7">Add the line items following the steps in the section <a href="Add_a_purchase_order_line_item.htm#XREF_32725_Add_purchase_order">Add a purchase order line item</a>.</li>
|
||||
<li value="8">Add or edit the information on the other views of the Purchase Order workform, and save the purchase order.</li>
|
||||
</ol>
|
||||
<h4>Related Information</h4>
|
||||
<ul type="disc">
|
||||
<li><a href="Add_or_change_general_purchase_order_information.htm#XREF_95573_Add_or_change_the">Add or change general purchase order information</a>
|
||||
</li>
|
||||
<li><a href="Add_or_change_claiming_information_for_an_order.htm#XREF_59792_Add_or_change_the">Add or change claiming information for an order</a>
|
||||
</li>
|
||||
<li><a href="Add_or_change_supplier_instructions_for_a_purchase_order.htm#XREF_36993_Enter_Supplier">Add or change supplier instructions for a purchase order</a>
|
||||
</li>
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2025 Innovative (Part of Clarivate)</a><![CDATA[
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Acquisitions/PAorder/Creating_Purchase_Orders.htm">Open topic with navigation</a>
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<h1><a name="kanchor2195"></a><a name="IX_overview_61"></a><a name="kanchor2196"></a><a name="IX_overview_of_methods"></a><a name="XREF_80666_Create_a_purchase"></a><a name="XREF_69647_Order_Types"></a><a name="XREF_35568_Creating_a"></a>Creating Purchase Orders</h1>
|
||||
<p>The purchase order record contains instructions, cumulative totals, and notes that pertain to the order as a whole, as well as line items for the titles being ordered. Each line item is a distinct record that contains unique information about a title. Within each line item, the segments contain distribution and fund information for copies of the title. You can create purchase orders using various methods in <span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span>.</p>
|
||||
<p>See also:</p>
|
||||
<ul type="disc">
|
||||
<li>
|
||||
<p class="FM_Task"><a href="#XREF_85880_Order_Types">Order Types</a>
|
||||
</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Task"><a href="#XREF_58039_Order_Types">Order Types, Payment Methods, and Fund Types</a>
|
||||
</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Task"><a href="Create_a_purchase_order_by_bulk_adding_titles.htm#XREF_61381_Create_a_purchase">Create a Purchase Order by Bulk Adding Titles</a>
|
||||
</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Task"><a href="Create_a_purchase_order_with_a_template_or_workform.htm#XREF_36817_Create_a_PO_using">Create a Purchase Order with a Template or Workform</a>
|
||||
</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Task"><a href="Create_a_purchase_order_by_copying_a_purchase_order.htm#XREF_20266_Create_a_purchase">Create a Purchase Order by Copying a Purchase Order</a>
|
||||
</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Task"><a href="Add_or_change_general_purchase_order_information.htm#XREF_95573_Add_or_change_the">Add or Change General Purchase Order Information</a>
|
||||
</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Task"><a href="Add_or_change_claiming_information_for_an_order.htm#XREF_59792_Add_or_change_the">Add or Change Claiming Information for an Order</a>
|
||||
</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Task"><a href="Add_or_change_supplier_instructions_for_a_purchase_order.htm#XREF_36993_Enter_Supplier">Add or Change Supplier Instructions for a Purchase Order</a>
|
||||
</p>
|
||||
</li>
|
||||
</ul>
|
||||
<h2><a name="TOC_Order_Types"></a><a name="XREF_85880_Order_Types"></a>Order Types</h2>
|
||||
<p><a name="kanchor2197"></a><a name="IX_selecting_the_order_type"></a><a name="kanchor2198"></a><a name="IX_selecting_4"></a>Depending on the funding source, the supplier’s arrangement with your library, and the materials being ordered, you can select from the following order types in <span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span>:</p>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">Firm </span>orders are used for ordering specific titles that are not published serially. When the order is released, the funds are encumbered. When the items come in, they are received and the line items are copied to the invoice. When the invoice is paid, the funds are expended.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>For most orders, you select the type in the <b>Order type</b> box in the Purchase Order workform. However, for blanket orders or approval plans, no order is used, and you select the type in the <b>Type</b> box on the Invoice workform.</p>
|
||||
<ul type="disc">
|
||||
<li>Donation orders are for ordering items using donated funds. The fund type must be <b>Donation</b> in the Fund Record.</li>
|
||||
<li><span class="FM_BulletHead">Gift</span> orders are used when the items are free, and the order is for tracking and reporting purposes. No funds are selected with a gift order, and a gift order cannot be copied to an invoice.</li>
|
||||
<li><a name="kanchor2199"></a><a name="IX_using_a_standing_order"></a><a name="kanchor2200"></a><a name="IX_defined_1"></a><span class="FM_BulletHead">Standing Order</span> is the order type used exclusively for ordering parts in a <a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">monographic series<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>A group of monographs with a collective title in addition to their individual titles. The individual titles may or may not be numbered. The collective title is generally found on the title page or the cover of each monograph.</span></a> for which there is an overall title, but each volume has its own title. A purchase order line item is linked to the series as a whole. When the purchase order is released, the funds are encumbered for the series as a whole. Or, a <a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">standing order<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>An order placed with a vendor or the publisher directly for all publications in a series, all volumes in a set, or all publications of a single publisher.</span></a> can be prepaid. A Serial Holdings Record represents the overall title of the series. When standing order parts come in, they are checked in via Serials, not by receiving in Acquisitions. Each standing order part is linked to a bibliographic record when it is checked in.</li>
|
||||
<li><span class="FM_BulletHead">Subscription</span> orders are for paying subscriptions with issues that can be predicted. When subscription issues arrive, they are checked in via Serials, and item records can be generated at check in.</li>
|
||||
<li><span class="FM_BulletHead">Blanket Order</span> and <span class="FM_BulletHead">Approval Plan</span> types are used when the supplier automatically ships titles under a specific program. For these types, no purchase order is created, and the information is entered in the Invoice workform. For more information, see <a href="../PAinv/Invoicing.htm#XREF_30622_Receiving_Items">Invoicing</a>.</li>
|
||||
</ul>
|
||||
<h2><a name="TOC_Order_Types_Payment"></a><a name="kanchor2201"></a><a name="IX_purchase_orders"></a><a name="kanchor2202"></a><a name="IX_types_payment_methods"></a><a name="XREF_58039_Order_Types"></a>Order Types, Payment Methods, and Fund Types</h2>
|
||||
<p>The following table shows the combinations of order types, payment methods, and fund types that can be used in <span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span>.</p>
|
||||
<table style="mc-table-style: url('../../../Resources/TableStyles/BlueHeader.css');margin-left: 0;margin-right: auto;" class="TableStyle-BlueHeader" cellspacing="1">
|
||||
<col class="TableStyle-BlueHeader-Column-Column1" />
|
||||
<col class="TableStyle-BlueHeader-Column-Column1" />
|
||||
<col class="TableStyle-BlueHeader-Column-Column1" />
|
||||
<thead>
|
||||
<tr class="TableStyle-BlueHeader-Head-Header1">
|
||||
<th class="TableStyle-BlueHeader-HeadE-Column1-Header1">Order Type</th>
|
||||
<th class="TableStyle-BlueHeader-HeadE-Column1-Header1">Payment Method</th>
|
||||
<th class="TableStyle-BlueHeader-HeadD-Column1-Header1">Available Fund Types</th>
|
||||
</tr>
|
||||
</thead>
|
||||
<tbody>
|
||||
<tr class="TableStyle-BlueHeader-Body-Body1">
|
||||
<td class="TableStyle-BlueHeader-BodyE-Column1-Body1" style="padding-left: 15px;border-left-style: none;border-left-width: 1px;border-right-width: 1px;border-top-style: none;border-top-width: 1px;border-bottom-width: 1px;">
|
||||
<p>Firm</p>
|
||||
<p>Subscription</p>
|
||||
<p>Standing Order</p>
|
||||
</td>
|
||||
<td class="TableStyle-BlueHeader-BodyE-Column1-Body1" style="padding-left: 15px;border-left-style: none;border-left-width: 1px;border-right-width: 1px;border-top-style: none;border-top-width: 1px;border-bottom-width: 1px;">Purchase</td>
|
||||
<td class="TableStyle-BlueHeader-BodyD-Column1-Body1" style="padding-left: 15px;border-left-style: none;border-left-width: 1px;border-right-width: 1px;border-top-style: none;border-top-width: 1px;border-bottom-width: 1px;">
|
||||
<p>Regular</p>
|
||||
<p>Donation</p>
|
||||
</td>
|
||||
</tr>
|
||||
<tr class="TableStyle-BlueHeader-Body-Body1">
|
||||
<td class="TableStyle-BlueHeader-BodyE-Column1-Body1" style="padding-left: 15px;border-left-style: none;border-left-width: 1px;border-right-width: 1px;border-top-style: none;border-top-width: 1px;border-bottom-width: 1px;">
|
||||
<p>Firm</p>
|
||||
<p>Subscription</p>
|
||||
<p>Standing Order</p>
|
||||
</td>
|
||||
<td class="TableStyle-BlueHeader-BodyE-Column1-Body1" style="padding-left: 15px;border-left-style: none;border-left-width: 1px;border-right-width: 1px;border-top-style: none;border-top-width: 1px;border-bottom-width: 1px;">Depository Agreement</td>
|
||||
<td class="TableStyle-BlueHeader-BodyD-Column1-Body1" style="padding-left: 15px;border-left-style: none;border-left-width: 1px;border-right-width: 1px;border-top-style: none;border-top-width: 1px;border-bottom-width: 1px;">Deposit Account</td>
|
||||
</tr>
|
||||
<tr class="TableStyle-BlueHeader-Body-Body1">
|
||||
<td class="TableStyle-BlueHeader-BodyE-Column1-Body1" style="padding-left: 15px;border-left-style: none;border-left-width: 1px;border-right-width: 1px;border-top-style: none;border-top-width: 1px;border-bottom-width: 1px;">
|
||||
<p>Subscription</p>
|
||||
<p>Standing Order</p>
|
||||
</td>
|
||||
<td class="TableStyle-BlueHeader-BodyE-Column1-Body1" style="padding-left: 15px;border-left-style: none;border-left-width: 1px;border-right-width: 1px;border-top-style: none;border-top-width: 1px;border-bottom-width: 1px;">Free</td>
|
||||
<td class="TableStyle-BlueHeader-BodyD-Column1-Body1" style="padding-left: 15px;border-left-style: none;border-left-width: 1px;border-right-width: 1px;border-top-style: none;border-top-width: 1px;border-bottom-width: 1px;">None</td>
|
||||
</tr>
|
||||
<tr class="TableStyle-BlueHeader-Body-Body1">
|
||||
<td class="TableStyle-BlueHeader-BodyE-Column1-Body1" style="padding-left: 15px;border-left-style: none;border-left-width: 1px;border-right-width: 1px;border-top-style: none;border-top-width: 1px;border-bottom-width: 1px;">Gift</td>
|
||||
<td class="TableStyle-BlueHeader-BodyE-Column1-Body1" style="padding-left: 15px;border-left-style: none;border-left-width: 1px;border-right-width: 1px;border-top-style: none;border-top-width: 1px;border-bottom-width: 1px;">Free</td>
|
||||
<td class="TableStyle-BlueHeader-BodyD-Column1-Body1" style="padding-left: 15px;border-left-style: none;border-left-width: 1px;border-right-width: 1px;border-top-style: none;border-top-width: 1px;border-bottom-width: 1px;">None</td>
|
||||
</tr>
|
||||
<tr class="TableStyle-BlueHeader-Body-Body1">
|
||||
<td class="TableStyle-BlueHeader-BodyB-Column1-Body1" style="padding-left: 15px;border-left-style: none;border-left-width: 1px;border-right-width: 1px;border-top-style: none;border-top-width: 1px;border-bottom-width: 1px;">Donation</td>
|
||||
<td class="TableStyle-BlueHeader-BodyB-Column1-Body1" style="padding-left: 15px;border-left-style: none;border-left-width: 1px;border-right-width: 1px;border-top-style: none;border-top-width: 1px;border-bottom-width: 1px;">Purchase</td>
|
||||
<td class="TableStyle-BlueHeader-BodyA-Column1-Body1" style="padding-left: 15px;border-left-style: none;border-left-width: 1px;border-right-width: 1px;border-top-style: none;border-top-width: 1px;border-bottom-width: 1px;">Donation</td>
|
||||
</tr>
|
||||
</tbody>
|
||||
</table>
|
||||
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|
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<div>Polaris Version <span class="mc-variable III_Variables.VersionNumber variable">8.0</span></div>
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<h1><a name="XREF_46069_Importing_and"></a>Importing and Ordering Processes</h1>
|
||||
<p>Automatic processing during importing and ordering work together in Polaris to create purchase orders or selections lists, and update on-order items so they can circulate.</p>
|
||||
<p>See also:</p>
|
||||
<ul type="disc">
|
||||
<li>
|
||||
<p class="FM_Task"><a href="#XREF_55207_The_Bulk_Add">The Bulk Add Process</a>
|
||||
</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Task"><a href="#XREF_11377_Enriched_EDI">Enriched EDI Orders and Shelf-Ready Items</a>
|
||||
</p>
|
||||
</li>
|
||||
</ul>
|
||||
<h2><a name="TOC_The_Bulk_Add_Process"></a><a name="XREF_55207_The_Bulk_Add"></a>The Bulk Add Process</h2>
|
||||
<p><a name="kanchor1759"></a><a name="IX_bulk_adding_titles_1"></a><a name="kanchor1760"></a><a name="IX_bulk_adding_titles"></a><a name="kanchor1761"></a><a name="IX_overview_63"></a>When you import a supplier’s brief bibliographic records using the Acquisition Bibs import profile (or a copy of this profile), the records are gathered in the bibliographic record set specified in the profile. Then, you open the record set and bulk-add the records to create a purchase order or a selection list. Specific tags and subfields must be in the imported bibliographic records for Polaris to create the line items and segments.</p>
|
||||
<p class="NoteShade"><a name="kanchor1762"></a><a name="IX_import_profile_2"></a><a name="kanchor1763"></a><a name="IX_import_profile_1"></a><b>Important: <br /></b>The import profile must be set up to retain 970 tags as well as 020 (ISBN) and 024 (UPC) tags.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Cataloging/PKimport/Setting_Up_Import_Profiles.htm#XREF_57153_Acquisitions_Bibs">Acquisitions Bibs Import Profile</a>.</MadCap:conditionalText></p>
|
||||
<p><a name="kanchor1764"></a><a name="IX_970_tag_of_the"></a><a name="kanchor1765"></a><a name="IX__h"></a><a name="kanchor1766"></a><a name="IX_copy_level_code_in_970"></a><a name="kanchor1767"></a><a name="IX_in_970_h"></a><a name="kanchor1768"></a><a name="IX_abbreviations_in_970_tags_1"></a><a name="kanchor1769"></a><a name="IX_abbreviations_in_970_tags"></a><a name="kanchor1770"></a><a name="IX_970_tags_to_create"></a><a name="kanchor1771"></a><a name="IX_subfields_that_create"></a><a name="kanchor1772"></a><a name="IX_bibliographic_records_5"></a><a name="kanchor1773"></a><a name="IX_bibliographic_records_4"></a><a name="kanchor1774"></a><a name="IX_bibliographic_records_3"></a>The following information in the 970 tag of the bibliographic record is used to create each segment of the purchase order or selection list automatically:</p>
|
||||
<p class="NoteShade"><a name="kanchor1775"></a><a name="IX_in_020_tag_subfield_c"></a><a name="kanchor1776"></a><a name="IX_price_in_subfield_c"></a><b>Note:<br /></b>The collection information, material type, and non-public note are not required to create a segment. If the supplier includes copy-level information in $h, it is used in the creation of on-order items.</p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>The subfields can be in any order in the 970 tag.</p>
|
||||
<ul type="disc">
|
||||
<li><b>$l</b> = location (must match the branch abbreviation in Polaris)</li>
|
||||
<li><b>$q</b> = quantity</li>
|
||||
<li><b>$f</b> = fund (must match the fund name or fund alternative name for an open fund in Polaris)</li>
|
||||
<li><b>$c </b>= collection (must match the collection abbreviation in Polaris)</li>
|
||||
<li><b>$p</b> = price </li>
|
||||
<li><b>$m </b>= material type (must match the material type code in Polaris)</li>
|
||||
<li><b>$n</b> = non-public note (cannot exceed 255 characters; if there is a non-public note, it appears on the Instructions to Supplier view of the Purchase Order Line Item workform)</li>
|
||||
<li><a name="kanchor1777"></a><a name="IX_characters"></a><a name="kanchor1778"></a><a name="IX_definition"></a><b>$h</b> = item template code. It can contain alpha and/or numeric characters, or up to 10 characters. See<MadCap:conditionalText data-mc-conditions="Primary.Online,Primary.Hidden"> <a href="../PAtemplates/Creating_On-Order_Item_Templates.htm">Matching With Item Template Codes</a></MadCap:conditionalText>.</li>
|
||||
</ul>
|
||||
<p><a name="kanchor1779"></a><a name="IX_purchase_order_line_item_3"></a>The illustration shows how the 970 tags in the bulk added bibliographic record are used to create purchase order line item segments.</p>
|
||||
<p>
|
||||
<img alt="bibtopoli.gif" style="margin-bottom: -8.845pt;border-left-style: solid;border-left-width: 0px;border-right-style: solid;border-right-width: 0px;border-top-style: solid;border-top-width: 0px;border-bottom-style: solid;border-bottom-width: 0px;width: 500;height: 189;" id="image55" src="bibtopoli_500x189.gif" /> </p>
|
||||
<p><a name="kanchor1780"></a><a name="IX_most_recently_added_UPC"></a><a name="kanchor1781"></a><a name="IX_PO_line_item_displays"></a>If a bulk-added bibliographic record contains more than one ISBN or UPC, the purchase order line item displays the most-recently added ISBN (020$a) at the top of the <b>ISBN</b> list (and its associated price from the 020$c in the <b>Price</b> box), or the most-recently added UPC in the <b>Other number</b> box.</p>
|
||||
<p class="NoteShade"><a name="kanchor1782"></a><a name="IX_purchase_order_line"></a><b>Note:<br /></b>If the Polaris Administration Acquisitions parameter <b>Bulk add to PO: Add Alert to PO line item for multiple ISBNs</b> is set to <b>Yes</b>, purchase order line items with multiple ISBNs are listed with an exclamation mark in the Find Tool results list and the Purchase Order workform, Line Items view. The <b>Alert </b>box is also checked in the Purchase Order Line Item workform if the linked bibliographic record contains multiple ISBNs.</p>
|
||||
<p><a name="kanchor1783"></a><a name="IX_unit_price_from_bib_when"></a><a name="kanchor1784"></a><a name="IX_copied_from_bib_during"></a>If a price is not in the MARC record’s <b>970 $p</b>, the system checks for the price in the following tags:</p>
|
||||
<ul type="disc">
|
||||
<li><b>020</b> - If an ISBN is present in <b>020 $a</b>, the corresponding <b>020 $c</b> is checked for a price. If both are found, the ISBN is copied to the purchase order line item’s <b>ISBN</b> field, and the price is copied to the purchase order line item’s <b>Unit price</b> field.</li>
|
||||
<li><b>024</b> - If no price is found in the <b>020 $c</b>, the system checks for a <b>024 $a </b>with a first indicator of <b>3</b>, and if present, the corresponding <b>024 $c</b> is checked for a price (OCLC records place the 13-digit ISBN and the accompanying price in the 024 tag, if the first indicator is a 3). If both are found, the number in the <b>024 $a </b>is copied to the purchase order line item’s <b>ISBN</b> field, and the price is copied to the purchase order line item’s <b>Unit price</b> field.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If the first indicator in the <b>024 $a</b> is <b>1 </b>or any number other than 3, the number is copied to the purchase order line item’s <b>Other number</b> field. In this case, the unit price is copied from the default value in the Bulk Add to Purchase Order dialog.</p>
|
||||
<p>If the price is not in the record, and the Acquisitions parameter<b> Bulk Add to PO: Replace Invalid Fields with Default Data</b> is set to <b>Yes</b> in Polaris Administration, the default price is used.</p>
|
||||
<p>Any missing or invalid information is noted in the bulk add error report, and you can edit the purchase order or selection list as needed.</p>
|
||||
<p class="FM_Heading4n">Administration Settings That Affect Bulk-Add Processing</p>
|
||||
<p><a name="kanchor1785"></a><a name="IX_setting_administration_1"></a>The following parameters and profiles in Polaris Administration control bulk-add processing:</p>
|
||||
<ul type="disc">
|
||||
<li><b>Bulk add to PO: Add Alert to PO line item for multiple ISBNs</b> - Adds an alert for purchase order line items with multiple ISBNs.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Acquisitions_Admin/PDKacquire/Set_alert_indicator_for_bulk_adding_titles_with_multiple_ISBNs.htm#XREF_23644_Set_alert">Set alert indicator for bulk adding titles with multiple ISBNs</a>.</MadCap:conditionalText></li>
|
||||
<li><b>Bulk add to PO: Replace invalid fields with default data </b>- Specifies defaults for records bulk-added to purchase orders. <MadCap:conditionalText data-mc-conditions="Primary.Online">See <a href="../../Acquisitions_Admin/PDKacquire/Set_bulk_add_to_use_default_data_in_purchase_orders.htm#XREF_40095_Substitute_data_in">Set bulk add to use default data in purchase orders</a>.</MadCap:conditionalText></li>
|
||||
<li><b>Bulk Add to SL: Replace invalid fields with default data </b>- Specifies default data for records bulk-added to selection lists. <MadCap:conditionalText data-mc-conditions="Primary.Online">See <a href="../../Acquisitions_Admin/PDKacquire/Set_bulk_add_to_use_default_data_in_selection_lists.htm#XREF_60451_Set_bulk_add_to">Set bulk add to use default data in selection lists</a>.</MadCap:conditionalText></li>
|
||||
<li><b>Bulk add to PO/SL: Mark 970 data as processed</b> - Marks processed 970 tags so they do not get used again.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Acquisitions_Admin/PDKacquire/Mark_970_data_as_processed_after_bulk_adding_titles.htm#XREF_69023_Mark_970_tags">Mark 970 data as processed after bulk adding titles</a>.</MadCap:conditionalText></li>
|
||||
<li><b>Filter branches in line item segments</b> - Filters destination branches.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Acquisitions_Admin/PDKacquire/Filtering_Branches_in_Line_Items.htm#XREF_90936_Filtering_Branches">Filtering Branches in Line Items</a>.</MadCap:conditionalText></li>
|
||||
</ul>
|
||||
<h2><a name="TOC_Enriched_EDI_Orders_and"></a><a name="XREF_11377_Enriched_EDI"></a>Enriched EDI Orders and Shelf-Ready Items</h2>
|
||||
<p><a name="kanchor1786"></a><a name="IX_allowing_supplier_to"></a><a name="kanchor1787"></a><a name="IX_allowing_suppliers_to"></a><a name="kanchor1788"></a><a name="IX_displaying_in_a_Z39_50"></a><a name="kanchor1789"></a><a name="IX_described_59"></a>If your library uses a supplier’s cataloging services so that materials arrive shelf-ready, you can send enriched EDI orders so that the supplier can return bibliographic records with embedded holdings data. When the bibliographic records are imported using the Enriched EDI Order import profile, the embedded holdings data is used to update on-order items to shelf-ready items. Another method for creating shelf-ready items is to allow the supplier to search the Polaris database and retrieve holdings information. See <a href="#XREF_70922_Shelf_Ready_Items">Shelf-Ready Items Using Z39.50</a>.</p>
|
||||
<h3><a name="XREF_52977_Enriched_EDI_Orders"></a>Enriched EDI Orders</h3>
|
||||
<p>An Enriched EDI order includes the following information for each purchase order line item segment in the transmission:</p>
|
||||
<ul type="disc">
|
||||
<li>Title</li>
|
||||
<li>ISBN</li>
|
||||
<li>Bibliographic record control number (from Polaris)</li>
|
||||
<li>Purchase Order Line Item ID - Unique ID for the purchase order line item, not the number that appears in the Purchase Order workform</li>
|
||||
<li>Purchase Order Line Item Segment Number - Segment number as it is displayed in the Purchase Order Line Item</li>
|
||||
<li>Quantity - Number of copies ordered for that location (collection and branch)</li>
|
||||
<li>Branch Code - The branch’s abbreviation exactly as defined in Polaris</li>
|
||||
<li>Collection Code - The collection abbreviation exactly as defined in Polaris</li>
|
||||
<li>Call Number - Call number in the linked on-order item record. Your supplier may or may not use call numbers.</li>
|
||||
</ul>
|
||||
<p>When the supplier processes the Enriched EDI order, a file containing full bibliographic records with embedded holdings data is produced. These bibliographic records with embedded holdings data in the 949 tag (or another tag you and your supplier have agreed upon) are imported into Polaris. If the holdings data is in the 949 tag, you can use the Enriched EDI Order profile (or a copy of the profile with the same settings, but named according to the supplier) to import these records. This profile is set up so that the existing item records are updated with the data in the 949 tag.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Cataloging/PKimport/Setting_Up_Import_Profiles.htm#XREF_53954_Polaris_Read_only">Polaris Read-Only Import Profiles</a></MadCap:conditionalText>.</p>
|
||||
<p>If the option <b>Update linked PO line item to received</b> is checked in the EDI Invoice Defaults profile, the linked purchase order line items are received, and the linked items either remain on-order, or they are updated to in-process as soon as the EDI invoice is created in Polaris (depending on the item record option selected in the profile).<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Acquisitions_Admin/PDKacquire/Set_up_EDI_invoice_defaults.htm#XREF_29762_Set_up_EDI_invoice">Set up EDI invoice defaults</a>.</MadCap:conditionalText></p>
|
||||
<p>You can wait until the shipment arrives to update the purchase order line items. When the shipment arrives, use the Check In Shelf-Ready Materials workform to check in the shelf-ready item records and update the linked purchase order line item segments in the same step.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Patron_Services/PPckin/Check_in_new_shelf-ready_items.htm#XREF_19843_Check_in_new_shelf">Check in new shelf-ready items</a>.</MadCap:conditionalText></p>
|
||||
<h3><a name="XREF_70922_Shelf_Ready_Items"></a>Shelf-Ready Items Using Z39.50 </h3>
|
||||
<p><a name="kanchor1790"></a><a name="IX_allowing_supplier_to_1"></a><a name="kanchor1791"></a><a name="IX_allowing_suppliers_to_1"></a><a name="kanchor1792"></a><a name="IX_displaying_in_a_Z39_50_1"></a>If your library allows suppliers to search the Polaris database using Z39.50, the supplier can provide shelf-ready item data in their bibliographic records. When the supplier searches the Polaris database, the bibliographic records are displayed with an 852 tag for every item record, whether it was manually created or imported. If the item is linked to a purchase order line item, the holdings data displays the linked purchase order line item ID followed by the purchase order line item segment number in subfield e ($e). For information on setting up Polaris as a remote database for suppliers to search,<MadCap:conditionalText data-mc-conditions="Primary.Online"> see <a href="../../Administration/PDserver/Offering_the_Polaris_Database_as_a_Remote_Target.htm#XREF_85580_Offering_the">Offering the Polaris Database as a Remote Target</a>.</MadCap:conditionalText></p>
|
||||
<p class="FM_Heading4n"><a name="XREF_82330_Holds_for_On_order"></a>
|
||||
</p>
|
||||
<p>See also:</p>
|
||||
<ul>
|
||||
<li>
|
||||
<MadCap:conditionalText data-mc-conditions="Primary.Online"><a href="../../Patron_Services_Admin/PDPrequests/holds_onorder_multivolsets.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Holds for on-order multi-volume sets</span></a>
|
||||
</MadCap:conditionalText>
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|
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|
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<h1><a name="XREF_24137_Recording_Vendor"></a>Modifying PO Line Items’ Statuses</h1>
|
||||
<p><a name="kanchor3013"></a><a name="IX_changing_the_status_1"></a><a name="kanchor3014"></a><a name="IX_purchase_order_line_item_2"></a><a name="kanchor3015"></a><a name="IX_changing_a_purchase"></a>After a purchase order has been released and sent to the supplier, you may get a response from the supplier indicating that some titles are not available. You can enter the supplier responses for particular line items and change the line items’ statuses.</p>
|
||||
<p>If you sent the order via mail, email, or fax, the response regarding your order is sent back to your library. However, if your order was sent via EDI, the supplier’s system automatically generates an acknowledgment file and stores it in a specific directory on their server. The Polaris EDIAgent job checks this directory periodically, captures any order acknowledgments and invoices for the purchase orders your library sent, and stores this data in the EDI table on the library’s server. You can generate the Electronic PO Acknowledgment Report, which gathers data from the EDI table, and record the responses from the report.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Polaris_Basics/PIreports/Acq_Reports.htm#Acquisit">Acquisitions Reports</a>.</MadCap:conditionalText></p>
|
||||
<p>To modify a purchase order line item's status:</p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>If the order was sent via EDI, the order acknowledgment is downloaded and processed in the <b>C:\Polaris Reports\EDIDone directory</b>.</p>
|
||||
<ol>
|
||||
<li value="1">Open the Purchase Order Line Item workform.</li>
|
||||
<li value="2">Select <b>Tools, Modify Status</b> from the menu bar.</li>
|
||||
<p>A menu of options appears. For a list of the possible status changes, see <a href="Releasing_and_Transmitting_Purchase_Orders.htm#XREF_13912_Releasing_a">Releasing and Transmitting Purchase Orders</a>.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>You cannot modify a status of Pending, Currently Received, Closed or Canceled from the Tools menu.</p>
|
||||
<li value="3">Select one of the options from the list.</li>
|
||||
<p>The status of the line item is changed.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Most fields on the Purchase Order Line Item workform become read-only once the purchase order line item reaches the following statuses: Backordered, Exceptional Condition, Never Published, On Order, Out of Print, Return Requested, or Returned.</p>
|
||||
<li value="4">To record more information regarding the status change, select <b>View</b> > <b>Instructions to Supplier </b>and type a note in the<b> Non-Public Note</b> box.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If there is a claim record associated with the line item, the change in status also appears on the Claim workform.</p>
|
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<h1><a name="XREF_33273_Ordering"></a>Ordering</h1>
|
||||
<p><a name="kanchor1686"></a><a name="IX_See_purchase_orders"></a>You have several options for ordering items, depending on your library’s acquisitions workflow and whether orders are emailed, faxed, or transmitted via electronic data interchange (EDI). The basic steps involved in ordering are outlined below.</p>
|
||||
<ol>
|
||||
<li value="1">Select titles and save the bibliographic records in <span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> using one of these methods:<ul type="disc"><li><p class="FM_Task"><a name="kanchor1687"></a><a name="IX_selecting_and_importing"></a><span class="FM_BulletHead">Select titles on the supplier’s website</span> - Select the titles on the supplier’s website using the distribution grid set up with your library’s location, collection, and fund information. If your Polaris administrator has added the links, you can go to your suppliers’ websites by selecting <b>Utilities </b>><b> Link to Supplier Databases</b>.</p></li><li><p class="FM_Task"><span class="FM_BulletHead">Download the brief <span class="mc-variable III_Variables.Format_MARC variable">MARC</span> records for the selected titles </span>-<span class="FM_BulletHead"> </span>Save the records to your desktop or another file location.</p></li><li><p class="FM_Task"><span class="FM_BulletHead">Import the brief <span class="mc-variable III_Variables.Format_MARC variable">MARC</span> records into Polaris</span> - Select <b>Utilities </b>><b> Importing</b> ><b> Express Import </b>or<b> Full Import</b> and select the <b>Acquisitions Bibs</b> profile, or an import profile named for the supplier. In the import setup, you specify the record set where all the bibliographic records are gathered. For more information,<MadCap:conditionalText data-mc-conditions="Primary.Online"> see <a href="../../Cataloging/PKimport/Setting_Up_Import_Profiles_and_Importing_Records.htm#XREF_70782_Importing_Catalog">Setting Up Import Profiles and Importing Records</a>.</MadCap:conditionalText></p></li></ul></li>
|
||||
<li value="2"><span class="FM_BulletHead" style=" font-style: normal; color: #000000; text-decoration: none; letter-spacing: 0.00em; font-weight: normal;">Create a purchase order in <span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> using one of the following methods:</span>
|
||||
</li>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>For information about the types of orders you can create in Polaris, see <MadCap:conditionalText data-mc-conditions="Primary.Online,Primary.Hidden"><a href="Creating_Purchase_Orders.htm#XREF_69647_Order_Types">Creating Purchase Orders</a></MadCap:conditionalText>.</p>
|
||||
<blockquote>
|
||||
<ul type="disc">
|
||||
<li>
|
||||
<p class="FM_Bullet"><span class="FM_BulletHead">Bulk add titles to the purchase order</span> - Download bibliographic records from your supplier, import them into record sets, and bulk add titles to the purchase order. The distribution segments are created automatically from 970 tags in the bibliographic records.</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Bullet"><span class="FM_BulletHead">Create a new blank purchase order</span> - Select <b>File </b>><b> New</b> from the Polaris Shortcut Bar, and select a template, or create a new, blank purchase order. <span class="FM_BulletHead">Add purchase order lines and segments manually.</span> Line items contain information about the titles you are ordering. Each line item contains at least one segment with the distribution and fund information for the copies of that title.</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Bullet"><span class="FM_BulletHead">Copy an existing purchase order</span> - Save the new purchase order with a different number.</p>
|
||||
</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>You can also bulk add titles to a selection list and then copy them to a purchase order.</p>
|
||||
<ul type="disc">
|
||||
<li>
|
||||
<p class="FM_Bullet"><span class="FM_BulletHead">Copy selection list lines to a new or existing purchase order</span>
|
||||
</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Bullet"><span class="FM_BulletHead">Use <span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Titles to Go</span> - Query a supplier’s site and bring back title information to create purchase order line items.</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Bullet"><span class="FM_BulletHead">Renew a subscription in Serials</span> - Purchase orders are created automatically when subscriptions are renewed if the parameter <b>Create Purchase Order at subscription renewal</b> is set to <b>Yes</b> in <span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Administration.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Serials/PSsubscriptions/Renew_a_subscription_from_the_subscription_record.htm#XREF_79788_Renew_a">Renew a subscription from the subscription record</a><span style="font-style: italic;">.</span></MadCap:conditionalText></p>
|
||||
</li>
|
||||
</ul>
|
||||
</blockquote>
|
||||
<li value="3">Release the purchase order, and specify the payment method.</li>
|
||||
<li value="4">Send the purchase order to the supplier using one of these methods:</li>
|
||||
<ul>
|
||||
<li>Fax</li>
|
||||
<li>Email</li>
|
||||
<li>Electronic data interchange (EDI)-The supplier produces an electronic order acknowledgment that is retrieved by the Polaris EDIAgent. You can generate the Electronic PO Acknowledgment report from the EDI acknowledgment files.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Polaris_Basics/PIreports/Acq_Reports.htm#Acquisit">Acquisitions Reports</a>.</MadCap:conditionalText>.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Important:<br /></b>Your library may have collection development programs where suppliers send many titles of a specific type or genre, but the titles are not known until you receive the order. In these cases, you can create an invoice without a purchase order and give it an order type of <b>Approval Plan</b> or <b>Blanket Order. </b>Your library may refer to these types of orders as <span style="font-style: italic;">standing orders. </span>However, in Polaris, the order type <span style="font-weight: bold;">Standing Order</span> is used only with serials. See <MadCap:conditionalText data-mc-conditions="Primary.Online,Primary.Hidden"> <a href="Creating_Purchase_Orders.htm#XREF_69647_Order_Types">Creating Purchase Orders</a></MadCap:conditionalText>.</p>
|
||||
</ol>
|
||||
<p>See also:</p>
|
||||
<ul>
|
||||
<li>
|
||||
<p data-mc-conditions="Primary.Online,Primary.Hidden"><a href="Creating_Purchase_Orders.htm#XREF_35568_Creating_a">Creating Purchase Orders</a>
|
||||
</p>
|
||||
</li>
|
||||
<li>
|
||||
<p data-mc-conditions="Primary.Online,Primary.Hidden"><a href="Adding_Titles_to_a_Purchase_Order.htm#XREF_37205_Adding_Purchase">Adding Titles to a Purchase Order</a>
|
||||
</p>
|
||||
</li>
|
||||
<li>
|
||||
<p data-mc-conditions="Primary.Online,Primary.Hidden"><a href="Adding_PO_Line_Distribution_Grid.htm#XREF_18816_Adding_Purchase">Adding PO Line Distribution Grid</a>
|
||||
</p>
|
||||
</li>
|
||||
<li>
|
||||
<p data-mc-conditions="Primary.Online,Primary.Hidden"><a href="Checking_for_Duplicate_Copies.htm#XREF_57175_Checking_for">Checking for Duplicate Copies</a>
|
||||
</p>
|
||||
</li>
|
||||
<li>
|
||||
<p data-mc-conditions="Primary.Online,Primary.Hidden"><a href="Placing_Holds_from_Purchase_Orders.htm#XREF_95350_Placing_Holds_from">Placing Holds from Purchase Orders</a>
|
||||
</p>
|
||||
</li>
|
||||
<li>
|
||||
<p data-mc-conditions="Primary.Online,Primary.Hidden"><a href="Releasing_and_Transmitting_Purchase_Orders.htm#XREF_13912_Releasing_a">Releasing and Transmitting Purchase Orders</a>
|
||||
</p>
|
||||
</li>
|
||||
<li>
|
||||
<p data-mc-conditions="Primary.Online,Primary.Hidden"><a href="Modifying_PO_Line_Item_Statuses.htm#XREF_24137_Recording_Vendor">Modifying PO Line Items’ Statuses</a>
|
||||
</p>
|
||||
</li>
|
||||
<li data-mc-conditions="Primary.Online,Primary.Hidden">
|
||||
<p><a href="Using_Polaris_Titles_to_Go.htm#XREF_98776_Titles_to_Go">Using Polaris Titles to Go</a>
|
||||
</p>
|
||||
</li>
|
||||
<li>
|
||||
<p><a href="Importing_and_Ordering_Processes.htm#XREF_46069_Importing_and">Importing and Ordering Processes</a>
|
||||
</p>
|
||||
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|
||||
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|
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2025 Innovative (Part of Clarivate)</a><![CDATA[
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<h1><a name="XREF_95350_Placing_Holds_from"></a>Placing Holds from Purchase Orders</h1>
|
||||
<p>If you have the Circulation permission to place a hold request, you can place a bibliographic-level hold request from the Line Items view (view 2) of the Purchase Order workform, the Purchase Order Line Item workform, or a purchase order line item in the Find Tool results list. If you are placing holds on bibliographic records without linked item records, a message appears if the Hold option <b>If no items are attached: Alert in Staff Client</b> is checked in Polaris Administration.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Patron_Services_Admin/PDPrequests/Set_Holds_options_Enabling_Item_Status_Restrictions_First.htm#XREF_30663_Define_hold">Set Holds options: Enabling, Item Status Restrictions, First Available Copy</a>.</MadCap:conditionalText></p>
|
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<p><a name="kanchor1463"></a><a name="IX_from_a_purchase_order"></a><a name="kanchor1464"></a><a name="IX_placing_from_a_purchase"></a><a name="kanchor1465"></a><a name="IX_placing_hold_requests"></a>To place a hold from a purchase order line item:</p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>Click <img src="holdsicon_16x16.gif" class="imginline" alt="" style="width: 16;height: 16;" /> to place a bibliographic-level hold from a purchase order line item.</p>
|
||||
<ol>
|
||||
<li value="1">Open the Purchase Order workform that contains the line item, or open the Purchase Order Line Item workform.</li>
|
||||
<li value="2">Do one of the following steps:
|
||||
<ul type="disc"><li>From the Line Items view of the Purchase Order workform, right-click the line item and select <b>Place Hold</b> from the context menu.</li><li>From the Purchase Order Line Item workform, select <b>Tools </b>><b> Place Hold</b> from the menu.</li></ul></li>
|
||||
<p>The Hold Request workform appears.</p>
|
||||
<li value="3">Follow the steps in<MadCap:conditionalText data-mc-conditions="Primary.Online"> <a href="../../Patron_Services/PPholds/Place_single_or_consecutive_hold_requests.htm#XREF_17602_Request_a_title">Place single or consecutive hold requests</a>.</MadCap:conditionalText></li>
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<h1><a name="kanchor2609"></a><a name="IX_printing_multiple_from"></a><a name="XREF_96268_Print_multiple"></a>Print Multiple Purchase Orders at Once</h1>
|
||||
<p>To print one or multiple purchase orders from the Find Tool results list or from a list view box that displays the orders:</p>
|
||||
<ol>
|
||||
<li value="1">Select one or multiple purchase orders in the list</li>
|
||||
<li value="2">Right-click, and select<b> Print </b>><b> Purchase Order </b>><b> Sort By</b> and choose a sort option.</li>
|
||||
<p>
|
||||
<img style="margin-bottom: 0.000pt;width: 600;height: 308;" src="../../../Resources/Images/PrintMultPOs_600x308.png" alt="" /> </p>
|
||||
<p>The purchase orders appear in Adobe Reader.</p>
|
||||
<li value="3">Click <b>Print</b> in the Adobe Reader to print the purchase orders.</li>
|
||||
</ol>
|
||||
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<h1><a name="XREF_16575_Print_a_purchase"></a>Print or email a single purchase order</h1>
|
||||
<p><a name="kanchor3213"></a><a name="IX_printing_from_workform"></a><a name="kanchor3214"></a><a name="IX_purchase_order_1"></a>To print or email a purchase order:</p>
|
||||
<ol>
|
||||
<li value="1">Open the Purchase Order workform.</li>
|
||||
<li value="2">Select <b>File </b>><b> Print</b>.</li>
|
||||
<p>The menu selection expands.</p>
|
||||
<li value="3"><a name="kanchor3215"></a><a name="IX_e_mail_to_supplier"></a><a name="kanchor3216"></a><a name="IX_purchase_order_2"></a>Select <b>Purchase Order</b>, and select a <b>Sort By</b> option.</li>
|
||||
<p>
|
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<img style="width: 305.438pt;height: 222.887pt;margin-bottom: 0.000pt;" src="printmenuopt.gif" alt="" /> </p>
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<img style="width: 242.510pt;height: 312.809pt;margin-bottom: 0.000pt;" src="poprint.gif" alt="" /> </p>
|
||||
<li value="4">Print or email the purchase order from Adobe Reader as follows:
|
||||
<ul type="disc"><li>To print the purchase order, click <img src="printPObut_16x16.gif" class="imginline" alt="" style="width: 16;height: 16;" /> and mail or fax the purchase order to the supplier.</li><li>To email the purchase order, click <img src="emailPO_16x16.gif" class="imginline" alt="" style="width: 16;height: 16;" /> and select <b>Attach to email</b>, and follow the instructions.</li></ul></li>
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2025 Innovative (Part of Clarivate)</a><![CDATA[
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<h1><a name="XREF_60679_Release_a_purchase"></a>Release a purchase order</h1>
|
||||
<p>To release a purchase order:</p>
|
||||
<p class="NoteShade"><b>Important:<br /></b>If you attempt to release a purchase order that has a purchase order number exceeding the supplier’s limit, you will be unable to release the order.</p>
|
||||
<p class="FM_Step">Open the Purchase Order workform.</p>
|
||||
<p class="FM_Step"><a name="kanchor2098"></a><a name="IX_supplier_limits"></a><a name="kanchor2099"></a><a name="IX_alerts"></a><a name="kanchor2100"></a><a name="IX_releasing"></a><a name="kanchor2101"></a><a name="IX_generating_on_order"></a><a name="kanchor2102"></a><a name="IX_generating"></a>Select <b>Tools </b>><b> Release</b> from the menu bar or click <img src="releaseordicon_16x16.gif" class="imginline" alt="" style="width: 16;height: 16;" />.</p>
|
||||
<p class="indent2">If no issues were found with the purchase order, a message box appears with the prompt to generate on-order items. For information about additional messages that may appear when you release a purchase order, see <a href="#Related">Additional Messages and Alerts</a>.</p>
|
||||
<ul>
|
||||
<li><span class="FM_BulletHead">Generate item records </span>- If the purchase order is not a <a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">standing order<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>An order placed with a vendor or the publisher directly for all publications in a series, all volumes in a set, or all publications of a single publisher.</span></a> or subscription, a message asks if you want to generate item records. Click <b>Yes</b> if you want the items to appear with the circulation status On-Order in the public access catalog, click <b>No</b> if you do not want to generate item records, or click <b>Cancel</b> to stop the purchase order release. If you generate items, the purchase order information is transferred to the Source and Acquisition view of the Item Record workform. The invoice number is displayed on this view when the invoice is paid.<MadCap:conditionalText data-mc-conditions="Primary.Online"> For more information, see <a href="../../Cataloging/PKitems/Enter_acquisitions_information_for_an_item_record.htm#XREF_27356_Enter_acquisitions">Enter acquisitions information for an item record</a>.</MadCap:conditionalText></li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Important:</b>
|
||||
<br />If the bibliographic records linked to the on-order items have call numbers, and the Polaris Administration Cataloging profile <b>Bring call number fields from bib to item record when link is made</b> is set to <b>Yes</b>, the call number information is copied to the linked on-order item records according to settings in the Item Create Call Number Hierarchy database table.</p>
|
||||
<p class="NoteShade"><a name="kanchor2103"></a><a name="IX_unit_list_price_copied"></a><a name="kanchor2104"></a><a name="IX_unit_list_copied_to_on"></a><b>Note:</b>
|
||||
<br />When the purchase order is released and on-order items are generated, the <b>Unit price </b>(list price) displayed in each of the purchase order line items is copied to the on-order items, not the discount price.</p>
|
||||
<p>
|
||||
<p class="NoteShade"><a name="kanchor2105"></a><a name="IX_including_call_numbers_1"></a><a name="kanchor2106"></a><a name="IX_including_call_numbers"></a><a name="kanchor2107"></a><a name="IX_including_item_call"></a><a name="kanchor2108"></a><a name="IX_include_call_numbers"></a><a name="kanchor2109"></a><a name="IX_include_in_enriched_EDI"></a><b>Important:<br /></b>If you are releasing an enriched EDI order so that you receive shelf-ready items from the supplier, you should generate on-order items so that the items retain the link to the purchase order line item segment when they are updated to shelf-ready items. If you do not create on-order items, you can still import bibliographic records with embedded holdings data to create shelf-ready items, but they will not be linked to a purchase order line item segment. Only shelf-ready items that are linked to a purchase order line item segment can be checked in and received using the Check In Shelf-Ready Materials workform. </p>
|
||||
</p>
|
||||
<p class="FM_Step">When the Payment Options dialog box appears, select <b>Pay on receipt of invoice </b>or <b>Prepay </b>on the Payment Options dialog box.<b> </b></p>
|
||||
<p class="indent2">If you chose <b>Prepay</b>, the Payment Options dialog box expands to display the Payment Methods frame. You can select <b>Check </b>or <b>Voucher</b>, type the check or voucher number, and select the date, but this information is not required to prepay the order.</p>
|
||||
<p class="FM_Step"><a name="kanchor2110"></a><a name="IX_supplier_accepts_EDI"></a>Click <b>OK</b> on the Payment Options dialog box.</p>
|
||||
<p class="indent2">When the purchase order is released successfully, the following events occur:</p>
|
||||
<ul>
|
||||
<li>
|
||||
<p class="FM_Bullet">The status of the order in the order status box changes from <b>Pending</b> to <b>Released</b> (or <b>Continuing</b> if the order type is standing order or subscription).</p>
|
||||
</li>
|
||||
<li>The purchase order is saved with the original purchase order number and purchase order number suffix, but these can be changed after the order is released. If the purchase order number and/or suffix is changed, the Properties sheet displays the original purchase order and suffix. The purchase order number/suffix is updated for any linked on-order item records.</li>
|
||||
<li>The date of the release appears.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>If the purchase order is linked to a foreign supplier, the amounts encumbered or expended are converted to the base currency according to the current exchange rate, and the amounts are posted in the linked funds in the base currency.</p>
|
||||
<p>
|
||||
<ul>
|
||||
<li>If you selected the <b>Pay on receipt of invoice</b> checkbox, the appropriate funds are encumbered.</li>
|
||||
</ul>
|
||||
</p>
|
||||
<p>
|
||||
<ul>
|
||||
<li>If you selected <b>Prepaid</b>, the appropriate funds are expended, and an invoice is automatically created.</li>
|
||||
</ul>
|
||||
</p>
|
||||
<p>
|
||||
<ul>
|
||||
<li>If the purchase order has a payment method of depository agreement, the appropriate funds are debited, and an invoice is automatically created.</li>
|
||||
</ul>
|
||||
</p>
|
||||
<p>
|
||||
<ul>
|
||||
<li>If you chose to create item records upon release, the item records are created with a circulation status of on-order. The <b>List price </b>in the purchase order line items (not the discount price) is copied to the on-order items.</li>
|
||||
</ul>
|
||||
</p>
|
||||
<p>
|
||||
<ul>
|
||||
<li>The status bar indicates that the order was released successfully.</li>
|
||||
</ul>
|
||||
</p>
|
||||
<p class="FM_Heading4n"><a name="Related"></a><b>Additional Messages and Alerts</b>
|
||||
</p>
|
||||
<p>
|
||||
<p><a name="kanchor2111"></a><a name="IX_viewing_fund_transactions_1"></a><a name="kanchor2112"></a><a name="IX_viewing_fund_transactions"></a><a name="kanchor2113"></a><a name="IX_viewing_from_a_released"></a>
|
||||
</p>
|
||||
<p><a name="Additional_messages_and_alerts"></a><b><a name="Additionalmsgalerts"></a></b>The following messages and alerts may appear when you release a purchase order:<ul><li><span class="FM_BulletHead">Purchase order release alert </span>- There are linked bibliographic records without an ISBN, or with the <b>Display in PAC</b> box unchecked. Click <b>Display in PAC</b> to check the box in the bibliographic record and click <b>Continue</b> to release the purchase order, or click <b>Cancel </b>and edit the line items before releasing the purchase order.</li></ul></p>
|
||||
<p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>To change the <b>Display in PAC</b> setting in the linked bibliographic records, you must have the permission <b>Modify a bib record from acquisitions and serials</b>.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Acquisitions_Admin/PDKacquire/Administering_Purchase_Orders.htm#XREF_63060_Ordering">Administering Purchase Orders</a>.</MadCap:conditionalText></p>
|
||||
</p>
|
||||
<p class="NoteShade"><b><b>Important:<br /></b></b>If you order using EDI, a line item may be rejected and automatically cancelled by the supplier if it is missing an ISBN/ISSN. Check your supplier’s requirements.</p>
|
||||
<ul>
|
||||
<li class="listindent"><span class="FM_BulletHead">This supplier accepts EDI orders</span> - If the supplier linked to the purchase order accepts EDI orders, a message reminds you to send the order. Click <b>OK</b> to close the message box.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>Releasing the order does not automatically send it via EDI; select <b>File </b>><b> Send</b> from the Purchase Order workform. See <a href="Transmit_a_purchase_order_electronically.htm">Transmit a purchase order electronically</a>.</p>
|
||||
<ul>
|
||||
<li><a name="kanchor2114"></a><a name="IX_EDI_purchase_order"></a><a name="kanchor2115"></a><a name="IX_limit_on_purchase_order"></a><span class="FM_BulletHead"><span class="FM_BulletHead">This supplier cannot accept orders where the PO number exceeds [X] characters. </span>-<span class="FM_BulletHead"> </span></span>If the supplier linked to the purchase order has a limit on the length of the purchase order number allowed for EDI orders, a message tells you to change the purchase order number to be less than or equal to the supplier’s EDI purchase order number maximum length.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>Polaris attempts to match each released line item segment with an existing item template. See <a href="../PAtemplates/Creating_On-Order_Item_Templates.htm#XREF_12390_Creating_On_Order" data-mc-conditions="Primary.Online,Primary.Hidden">Creating On-Order Item Templates</a>.</p>
|
||||
<ul type="disc">
|
||||
<li><a name="kanchor2116"></a><a name="IX_item_record_create_error"></a><a name="kanchor2117"></a><a name="IX_missing_required_fields"></a><span class="FM_BulletHead">The following item templates are missing required fields</span>. - If the system cannot find an item template to match the branch, collection, and material type, the Item Record Creation error message box appears. It lists the missing required fields and alerts you that no item records will be created if a template cannot be found.<ul style="list-style-type: circle;"><li>Click <b>No</b> to cancel the release operation. Create an on order item template if none exists, or correct an existing one in the Cataloging subsystem. See <a href="../PAtemplates/Creating_On-Order_Item_Templates.htm#XREF_12390_Creating_On_Order" data-mc-conditions="Primary.Online,Primary.Hidden">Creating On-Order Item Templates</a>.</li><li>Click <b>Yes</b> to release the purchase order without creating item records. An error condition will result. Even in the event an item template code match is done, no item template will be found. You can create the item records when the items are received, although if you are outsourcing your cataloging through enriched EDI, correcting the error is encouraged. </li></ul></li>
|
||||
</ul>
|
||||
</p>
|
||||
<p>
|
||||
<ul>
|
||||
<li><span class="FM_BulletHead">Foreign currencies</span> -<b> </b>If the linked supplier uses a currency other than your base currency, the currency code appears next to <b>Amount</b>; for example, <b>Amount (USD)</b> if your base currency is Canadian Dollars, and the linked supplier uses U.S. dollars. If you need to change the exchange rate, click <b>Cancel</b> and select <b>Utilities</b> > <b>Update Currency Exchange Rate</b>. You must have the Polaris Acquisitions permission <b>Adjust currency exchange rate: Allow</b>. See <a href="../PAsuppliers/Update_the_currency_exchange_rate_for_a_foreign_currency.htm#XREF_21514_Update_the" data-mc-conditions="Primary.Online,Primary.Hidden">Update the currency exchange rate for a foreign currency</a>.</li>
|
||||
</ul>
|
||||
</p>
|
||||
<blockquote>
|
||||
<p>
|
||||
<ul style="list-style-type: circle;">
|
||||
<li><a name="kanchor2118"></a><a name="IX_releasing_a_purchase"></a><a name="kanchor2119"></a><a name="IX_adjusting"></a><a name="kanchor2120"></a><a name="IX_adjusting_fund_when"></a><span class="FM_BulletHead">Exceeding or adjusting encumbrance limits - </span>If you selected <b>Pay on receipt of invoice</b>, a dialog box appears if there is insufficient money in the fund.</li>
|
||||
</ul>
|
||||
<ul style="list-style-type: circle;">
|
||||
<li>Click <b>OK</b> to continue. The Overencumbrance List dialog box appears. </li>
|
||||
<li>Click <b>Continue</b> to overencumber the funds and exceed the negative free balance. You must have the permission<b> Release order exceeding fund encumbrance limits</b>.</li>
|
||||
<li>Click<b> Adjust Funds</b> to adjust the fund limits in the fund record. See <a href="Adjust_fund_limits.htm#XREF_80578_Adjust_and_overide">Adjust fund limits</a>. Then, you can release the purchase order.</li>
|
||||
</ul>
|
||||
</p>
|
||||
</blockquote>
|
||||
<p>
|
||||
<ul>
|
||||
<li><a name="kanchor2121"></a><a name="IX_when_releasing_prepaid"></a><span class="FM_BulletHead">Exceeding or adjusting expenditure limits</span> - If you selected <b>Prepay</b>, and there is insufficient money in the fund or if the fund expenditure limits will be exceeded, the Overexpenditure List dialog box appears.</li>
|
||||
</ul>
|
||||
</p>
|
||||
<blockquote>
|
||||
<p>
|
||||
<ul style="list-style-type: circle;">
|
||||
<li>Click <b>Continue</b> and release the order. You must have the permission <b>Release order exceeding fund expenditure limits</b>.</li>
|
||||
<li>Select a fund and click <b>Adjust Funds</b> to make changes in the fund. See <a href="Adjust_fund_limits.htm#XREF_80578_Adjust_and_overide">Adjust fund limits</a>.</li>
|
||||
</ul>
|
||||
</p>
|
||||
</blockquote>
|
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<h1><a name="XREF_13912_Releasing_a"></a>Releasing and Transmitting Purchase Orders</h1>
|
||||
<p><a name="kanchor5654"></a><a name="IX_See_releasing_purchase"></a>After your library has verified all purchase order information (including charges, destination, collection, fund allocations, and totals), the purchase order is ready to be released. When you release a purchase order, Polaris automatically does the following actions:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If the purchase order status is continuing, received, part received, canceled, or closed, you cannot release the purchase order.</p>
|
||||
<ul type="disc">
|
||||
<li>
|
||||
<p class="FM_Bullet">Changes the status of the purchase order from pending to released for a firm order.</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Bullet">Changes the status from pending to continuing for a <a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">standing order<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>An order placed with a vendor or the publisher directly for all publications in a series, all volumes in a set, or all publications of a single publisher.</span></a> or subscription.</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Bullet">Saves the purchase order number and suffix.</p>
|
||||
<p class="NoteShade"><b>Note:</b>
|
||||
<br />The purchase order number and/or purchase order number suffix can be changed after the order is released. The Properties sheet displays the original purchase order number.</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Bullet">Expends funds if the purchase order is prepaid or the payment method is depository agreement.</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Bullet">Creates an invoice with the same number as the purchase order if the method is prepaid or depository agreement.</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Bullet">Encumbers funds if the payment method is purchase. If the purchase order is linked to a foreign supplier, the amount encumbered in the linked fund is converted to the base currency using the current exchange rate.</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Bullet">Creates item records for the titles in the purchase order if the purchase order type is firm, donation, or gift, and you have chosen this option.</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Bullet">Calculates the claim alert date for each purchase order line item if you have opted to include claim information.</p>
|
||||
</li>
|
||||
</ul>
|
||||
<p>See also:</p>
|
||||
<ul type="disc">
|
||||
<li>
|
||||
<p class="FM_Task"><a href="Release_a_purchase_order.htm#XREF_60679_Release_a_purchase">Release a purchase order</a>
|
||||
</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Task"><a href="Adjust_fund_limits.htm#XREF_80578_Adjust_and_overide">Adjust fund limits</a>
|
||||
</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Task"><a href="Transmit_a_purchase_order_electronically.htm#XREF_63675_Transmit_a">Transmit a purchase order electronically</a>
|
||||
</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Task"><a href="Print_multiple_purchase_orders_at_once.htm#XREF_96268_Print_multiple">Print multiple purchase orders at once</a>
|
||||
</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Task"><a href="Print_or_e-mail_a_single_purchase_order.htm#XREF_16575_Print_a_purchase">Print or email a single purchase order</a>
|
||||
</p>
|
||||
</li>
|
||||
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|
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<h1><a name="XREF_13574_Split_funds_for"></a>Split Funds for a Purchase Order Line Item Segment</h1>
|
||||
<p>To allocate more than one fund for a purchase order line item segment:</p>
|
||||
<ol>
|
||||
<li value="1">Open the Purchase Order Line Item workform.</li>
|
||||
<li value="2">Add a purchase order line item segment. See <a href="Add_purchase_order_line_item_segments.htm#XREF_65800_Add_purchase_order">Add purchase order line item segments</a>.</li>
|
||||
<li value="3"><a name="kanchor2511"></a><a name="IX_splitting_funds_in"></a><a name="kanchor2512"></a><a name="IX_splitting_in_purchase"></a>Select the <b>Fund</b> box on the line item segment for which you want to allocate more than one fund.</li>
|
||||
<li value="4">Click <img src="SplitFundsbut_16x16.gif" class="imginline" alt="" style="width: 16;height: 16;" /> on the list toolbar.</li>
|
||||
<p>The Split Funds dialog box appears.</p>
|
||||
<li value="5">Select a fund using one of the following methods:<ul type="disc"><li>Select the fund in the <b>Funds</b> box.</li><li>Click <b>Find</b> to use the <span class="mc-variable III_Variables.Find_Tool variable">Find Tool</span> to search for and select the fund.</li></ul></li>
|
||||
<p>The fund appears in the <b>Funds</b> box.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>When you select more than one fund to pay for a line item segment, the funds must be the same type. For example, you cannot select a <a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">deposit account<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>A deposit account is an account with a vendor that allows customers to pay all or a portion of the estimated annual billing in advance. Depending on the amount prepaid, the typical discount is from 1.5% to 4.5% more than with a regular plan, where invoices are paid after the receipt of titles.</span></a> fund and a regular fund for the same line item segment.</p>
|
||||
<li value="6">Type the percentage of the line item price that is to be paid by this fund in the <b>Percent allocation</b> box.</li>
|
||||
<li value="7">Click <b>Add</b>.</li>
|
||||
<p>The fund, fiscal year amount, and percentage for the fund you allocated appear in the fund display.</p>
|
||||
<li value="8">Continue allocating funds by repeating steps 3-6 until the total percentage is equal to 100.</li>
|
||||
<p class="NoteShade"><b>Note:<br /></b>To remove a fund from the Split Funds list, select the fund and click <b>Remove</b>.</p>
|
||||
<li value="9">Click <b>OK</b> on the Split Fund dialog box.</li>
|
||||
<p>The funds you selected are allocated for the line item segment.</p>
|
||||
<li value="10">Select <b>File </b>><b> Save</b>.</li>
|
||||
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<h1><a name="XREF_63675_Transmit_a"></a>Transmit a Purchase Order Electronically</h1>
|
||||
<p>After a purchase order is released, you can send it electronically if the supplier accepts purchase orders via Electronic Data Interchange (EDI).</p>
|
||||
<p class="NoteShade"><b>Important:<br /></b>To communicate with a supplier via EDI, you must first contact your Polaris Site Manager or Implementation Manager to obtain a license, then contact your supplier and get specific information to set up EDI ordering in Polaris.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Acquisitions_Admin/PDKacquire/Setting_Up_EDI_Ordering.htm#XREF_27654_Steps_to_Set_Up">Prepare for EDI Ordering.</a></MadCap:conditionalText> Then, set up the supplier record with the information you gathered. See <a href="../PAsuppliers/Enter_supplier_EDI_ordering_data.htm#XREF_66472_Enter_a_supplier_s">Enter the supplier’s EDI ordering data.</a></p>
|
||||
<p><a name="kanchor168"></a><a name="IX_transmitting_via_EDI"></a><a name="kanchor169"></a><a name="IX_purchase_orders_via_EDI"></a>To send a purchase order to a supplier via Electronic Data Interchange (EDI):</p>
|
||||
<p class="NoteShade"><b>Important:<br /></b>Check with your supplier to find out if ISBNs are required in purchase order line items.</p>
|
||||
<ol>
|
||||
<li value="1">Open the Purchase Order workform.</li>
|
||||
<li value="2">Select <b>File </b>><b> Send</b>.</li>
|
||||
<p>The purchase order is sent electronically via EDI.</p>
|
||||
<li value="3"><a name="kanchor170"></a><a name="IX_file_information_on"></a>To see details about the file transmission, select <b>View</b> > <b>Charges</b>. The Charges view displays the <b>EDI file name</b>, <b>Date created</b>, and <b>Time created</b> boxes filled in.</li>
|
||||
</ol>
|
||||
<h4>Related Information</h4>
|
||||
<ul type="disc">
|
||||
<li><a name="kanchor171"></a><a name="IX_retransmitting"></a><a name="kanchor172"></a><a name="IX_EDI_File_Sent_Warning"></a>Retransmitting a purchase order - If you get the EDI File Sent Warning message that the purchase order was transmitted to the supplier, click Continue to retransmit the purchase order, or click Cancel if you do not want to retransmit the order.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Note:</b>
|
||||
<br />You may want to check with your supplier before retransmitting the order, to avoid filling the order twice.</p>
|
||||
<ul type="disc">
|
||||
<li>Enriched EDI Ordering overview - See <a href="Importing_and_Ordering_Processes.htm#XREF_11377_Enriched_EDI">Enriched EDI Orders and Shelf-Ready Items</a>.</li>
|
||||
<li>Setting up EDI ordering - To communicate with a supplier via EDI, you must first contact your Polaris Site Manager or Implementation Manager to obtain a license. Then contact the supplier and get specific information to enter in Polaris.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Acquisitions_Admin/PDKacquire/Setting_Up_EDI_Ordering.htm#XREF_27654_Steps_to_Set_Up">Prepare for EDI Ordering</a>.</MadCap:conditionalText></li>
|
||||
<li>Entering EDI information in the Supplier record - Set up the supplier record with the information you gathered from the supplier. See <a href="../PAsuppliers/Enter_supplier_EDI_ordering_data.htm#XREF_66472_Enter_a_supplier_s">Enter the supplier’s EDI ordering data</a>.</li>
|
||||
<li>Polaris EDIAgent - The Polaris EDIAgent is a SQL job that scans the supplier’s file transfer protocol (FTP) server for files in the library’s directory, retrieves the files, and saves them in the Polaris database.<MadCap:conditionalText data-mc-conditions="Primary.Online"> For more information, see <a href="../../Acquisitions_Admin/PDKacquire/Setting_Up_EDI_Ordering.htm#XREF_26964_About_the_Polaris">About the Polaris EDIAgent Job</a>.</MadCap:conditionalText></li>
|
||||
<li>Electronic Purchase Order Acknowledgment - After the supplier receives the EDI purchase order, if the supplier uses EDI confirmations instead of email, an electronic purchase order acknowledgment is placed on the supplier’s FTP server. The Polaris EDIAgent retrieves the file and saves it in a directory on the library’s server. You can generate the Electronic Purchase Order Acknowledgment from the Utilities menu.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Polaris_Basics/PIreports/Acq_Reports.htm#Acquisit">Acquisitions Reports</a>.</MadCap:conditionalText></li>
|
||||
<li>Receiving the EDI invoice - After the purchase order is received, the supplier puts an invoice on their FTP server. The Polaris EDIAgent picks up the file and uses the data in the invoice file to create one or more invoice records in Polaris. For more information, see <a href="../PAinv/Review_automatic_EDI_invoices.htm#XREF_96912_Review_automatic">Review automatic EDI invoices</a>.</li>
|
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|
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<h1><a name="XREF_98776_Titles_to_Go"></a>Using Polaris Titles to Go</h1>
|
||||
<p>Polaris Titles to Go is a separately-licensed feature that uses Web Services (XML-based technology capable of bridging any operating system, hardware platform, or programming language) to link to a supplier’s database and check a title’s availability. Polaris Titles to Go uses UTF-8 encoding to be consistent with the supplier’s XML data.</p>
|
||||
<p>When the link is made between Polaris and the supplier’s database, the bibliographic information, availability, price, discount, edition, and binding format are transferred from the supplier to the purchase order line item record in Polaris. The availability (<b>Available, Out-of-print</b>, etc.) and binding format (<b>Large Print, Hardcover</b>, etc.) information appears in red at the bottom of the Purchase Order Line Item workform. For information on setting up Titles to Go with your suppliers,<MadCap:conditionalText data-mc-conditions="Primary.Online"> see <a href="../../Acquisitions_Admin/PDKacquire/Enable_Titles_to_Go_for_your_suppliers.htm#XREF_61976_Set_up_Titles_to_Go">Enable Titles to Go for your suppliers</a>.</MadCap:conditionalText></p>
|
||||
<p>To use Titles to Go, the purchase order must be linked to a supplier that accepts Titles to Go queries, and the supplier’s SAN must match the SAN in the Titles to Go profile in Polaris Administration.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Acquisitions_Admin/PDKacquire/Enable_Titles_to_Go_for_your_suppliers.htm#XREF_61976_Set_up_Titles_to_Go">Enable Titles to Go for your suppliers</a>.</MadCap:conditionalText></p>
|
||||
<p>To check availability and add line items using Polaris Titles to Go:</p>
|
||||
<ol>
|
||||
<li value="1"><a name="kanchor1738"></a><a name="IX_adding_purchase_order"></a>Open the Purchase Order workform.</li>
|
||||
<li value="2">Add a new purchase order line item.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>You must enter the entire ISBN because the supplier cannot search using a truncated number or wildcards. The supplier may return an error message if you do not enter the complete ISBN.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="3"><a name="kanchor1739"></a><a name="IX_searching_for_an_ISBN"></a><a name="kanchor1740"></a><a name="IX_searching_using_Titles"></a>Type the entire ISBN in the <b>ISBN</b> box on the Purchase Order Line Item workform, and press <b>ENTER</b>. </li>
|
||||
</ol>
|
||||
<p class="indent2">The system checks to see if the item is already owned by the library. If the library owns a copy, the system returns the bibliographic data and the control number. If the ISBN is not found at the library, and Titles to Go is enabled for the supplier, the system does the following:</p>
|
||||
<blockquote>
|
||||
<ul type="disc">
|
||||
<li>Compares the SAN in the supplier record (linked to the purchase order) against the SAN in the Titles to Go profile.</li>
|
||||
<li>Launches the Titles to Go query if the SAN is correct and the supplier is enabled in the profile.</li>
|
||||
</ul>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>If a discount already exists in the purchase order line item, it will be used instead of the one sent by the supplier.</p>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<ul type="disc">
|
||||
<li><a name="kanchor1741"></a><a name="IX_availability_on_Purchase"></a><a name="kanchor1742"></a><a name="IX_information_from_Titles_2"></a><a name="kanchor1743"></a><a name="IX_information_from_Titles_1"></a><a name="kanchor1744"></a><a name="IX_information_from_Titles"></a>Matches the ISBN you entered to the ISBN in the supplier’s database (if the title is located) and brings in the bibliographic data (title, author, publisher, edition, etc.), price, discount, binding (large print, hardcover), and availability (available, out-of-print, etc.). The availability and binding information appear in red in the status bar on the Purchase Order Line Item workform. If no match is found, an error message appears.</li>
|
||||
</ul>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<p class="NoteShade"><a name="kanchor1745"></a><a name="IX_availability_information"></a><a name="kanchor1746"></a><a name="IX_Titles_to_Go_availability"></a><a name="kanchor1747"></a><a name="IX_Titles_to_Go_and_Ingram"></a><b>Note:<br /></b>If a title is available from Ingram, the format of the item displays in red along with the word <b>Available</b>, for example <b>Paperback: Available</b>. If the title is not available from Ingram, the format of the item displays in red, but the<b> </b>availability status is blank, for example, <b>Paperback:</b>.<br />In addition, the price in the <b>Unit price</b> box is set to $0.00 in the Purchase Order Line Item workform if the title is unavailable from Ingram.</p>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<p class="indent2">
|
||||
<img src="TitlesTGoex.gif" class="printTitle" alt="" /> </p>
|
||||
</blockquote>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>You can use an on-order bibliographic template with Titles to Go.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="4">Enter the quantity, destination, collection, and fund information for the copies of the title.</li>
|
||||
<li value="5">Save the purchase order line item.</li>
|
||||
</ol>
|
||||
<p class="indent2">A brief bibliographic record is created and saved to the database.</p>
|
||||
</div>
|
||||
</div>
|
||||
<div id="footer">
|
||||
<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2025 Innovative (Part of Clarivate)</a><![CDATA[
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]]></div>
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||||
<div>Polaris Version <span class="mc-variable III_Variables.VersionNumber variable">8.0</span></div>
|
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Acquisitions/PAorder/View_all_funds_for_the_purchase_order.htm">Open topic with navigation</a>
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<div class="MCBreadcrumbsBox_0 breadcrumbs" role="navigation" aria-label="Breadcrumbs" data-mc-breadcrumbs-divider=" > " data-mc-breadcrumbs-count="3" data-mc-toc="True"><span class="MCBreadcrumbsPrefix">You are here: </span>
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<h1><a name="kanchor3091"></a><a name="IX_from_purchase_orders_to"></a><a name="kanchor3092"></a><a name="IX_linking_to_funds_1"></a><a name="kanchor3093"></a><a name="IX_linking_to_from_a"></a><a name="XREF_61640_View_all_funds_for"></a>View all Funds for the Purchase Order</h1>
|
||||
<p><a name="kanchor3094"></a><a name="IX_viewing_all_funds"></a><a name="kanchor3095"></a><a name="IX_viewing_all_for_an"></a>You can link to funds from the Purchase Order workform to see all the funds used in the purchase order. Each distinct fund is listed only once even if it was used in multiple purchase order line item segments.</p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>You can search for a purchase order and link to the funds from the Find Tool results list without opening the purchase order. Select the purchase order in the results list, right-click and select <b>Links, Funds</b>. You can also link to the fund from any linked list box that displays purchase orders.</p>
|
||||
<p>To view a list of all the funds used in a purchase order:</p>
|
||||
<ol>
|
||||
<li value="1">Open the Purchase Order workform.</li>
|
||||
<li value="2">Select <b>Links </b>><b> Funds</b> from the Purchase Order menu.</li>
|
||||
<p>If the purchase order is linked to only one fund, the Fund workform appears. If the purchase order is linked to multiple funds, a linked list box displays the funds used in the purchase order. This list includes the funds used to pay for charges at the purchase order header level, such as shipping for the whole order, and funds used to pay for the materials at the purchase order line item segment level. Each linked fund is listed only once.</p>
|
||||
<p>
|
||||
<img style="margin-bottom: 0.000pt;width: 399;height: 101;" src="linkedfundsPO_399x101.gif" alt="" /> </p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>You can also see the fund hierarchy by right-clicking and selecting <b>Explore</b>.</p>
|
||||
<li value="3">To open a fund displayed in the Linked Funds box, double-click it or right-click and select <b>Open</b>.</li>
|
||||
<p>The Fund workform appears.</p>
|
||||
</ol>
|
||||
</div>
|
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|
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2025 Innovative (Part of Clarivate)</a><![CDATA[
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<h1><a name="XREF_37218_View_totals_for_a"></a>View Totals for a Purchase Order Line Item Segment</h1>
|
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<p>To view the totals for a purchase order line item segment:</p>
|
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<ol>
|
||||
<li value="1">Open the Purchase Order Line Item workform.</li>
|
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<li value="2">Click the <b>Totals</b> tab at the bottom of the workform.</li>
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<p>The Totals tabbed page displays the line item and segment totals.</p>
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Reference in New Issue
Block a user