Staff Client Help v7.2
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../Default.htm#PolarisStaffHelp/Acquisitions/Acquisitions Topics.htm">Open topic with navigation</a>
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<h1><a name="XREF_73967_Acquisitions_Topics"></a>Polaris Acquisitions Overview</h1>
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<p><a name="kanchor1653"></a><a name="IX_overview_of_workflow"></a><a name="XREF_21059_hownow"></a>With Polaris Acquisitions, you can<a name="XREF_19520_The_Acquisitions"></a> automate and streamline the following common acquisitions processes:</p>
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<ul type="disc">
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<li>
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<p class="FM_Task"><span class="FM_BulletHead">Managing the acquisitions budget</span> - Using fund records linked to a fiscal year record, you can track encumbrances and expenditures for materials and services. You can also set up donor funds to track the items that were purchased using these funds. Once your acquisitions budget is set up in Polaris, the funds are available to link to selection lists, purchase orders, and invoices. When the purchase order is released or the invoice is paid, the linked funds are automatically encumbered or expended. </p>
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<li>
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<p class="FM_Task"><span class="FM_BulletHead">Maintaining supplier records </span>- You set up supplier records that contain all the information you need for sending paper or electronic orders to your suppliers. </p>
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</li>
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<li>
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<p class="FM_Task"><span class="FM_BulletHead">Selecting the materials</span> - You can use selection lists to compile lists of materials to order. These materials can be approved, automatically checked for duplicates, and then copied to a purchase order. </p>
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</li>
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<p class="FM_Task"><span class="FM_BulletHead">Ordering items </span>- You can create purchase orders using several different methods, depending on the level of automation you want and your library’s workflow. Each purchase order has information for the order as a whole at the header level, bibliographic information for each title at the line item level, and distribution information (destination, collection, and fund) for the copies at the line item segment level. </p>
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</li>
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<li>
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<p class="FM_Task"><span class="FM_BulletHead">Receiving shipments</span> - You can receive a whole order, all the items in an order, all copies of specific titles in an order, or certain copies of a title. You can also use Rapid Receipt to receive multiple purchase order line items from the Invoice workform. If your library sends EDI orders to a vendor that provides an Advanced Shipping Notice, you can receive an entire carton at a time. If your library sends Enriched EDI orders, your circulation staff can check in and receive shelf-ready materials at the same time. </p>
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</li>
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<li>
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<p class="FM_Task"><span class="FM_BulletHead">Claiming items</span> - You can set up claiming criteria in Polaris, so that if you order items and do not receive them within a specified period of time, an automatic claim alert is generated and appears on the Claim Alert List. </p>
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</li>
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<li>
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<p class="FM_Task"><span class="FM_BulletHead">Canceling items </span>-<span class="FM_BulletHead"> </span>When you need to cancel items, you can cancel the entire order or specific lines of the purchase order. If you need to order from a different supplier, you can copy the purchase order or lines within the purchase order to a new purchase order with a different supplier. </p>
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</li>
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<li>
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<p class="FM_Task"><span class="FM_BulletHead">Closing purchase orders</span> - When your library is no longer receiving a subscription or <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>, the purchase order can be closed. You can also close partly received purchase orders when the vendor cannot supply the materials. </p>
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</li>
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<li>
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<p class="FM_Task"><span class="FM_BulletHead">Creating invoices </span>- Invoices are created automatically for prepaid and EDI orders. If your library prevents partial shipment EDI invoices from being created automatically, you can generate these EDI invoices separately. You can also copy purchase orders to an invoice or create an invoice without a purchase order. Or, you can simultaneously receive purchase order line items and add the corresponding invoice line items using Rapid Receipt. </p>
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</li>
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<li>
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<p class="FM_Task"><span class="FM_BulletHead">Distributing charges, credits, and discounts</span> - You can distribute charges, credits, and discounts across multiple line items and segments within an invoice.</p>
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</li>
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<li>
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<p class="FM_Task"><span class="FM_BulletHead">Paying invoices</span> - You can pay an entire invoice, individual line items on an invoice, or segments within an invoice line item. You can also view all charges for an invoice and the payment history. After paying the invoice in Polaris, you can print a voucher. </p>
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</li>
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<li>
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<p class="FM_Task"><span class="FM_BulletHead">Adjusting prepaid invoices</span> - On prepaid invoices, you can adjust the discount or unit price for line items and the credits for line item segments. Header charges can be adjusted using a miscellaneous invoice linked to the prepaid invoice. </p>
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</li>
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<li>
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<p class="FM_Task"><span class="FM_BulletHead">Crediting invoices</span> - After an invoice has been paid or prepaid, you can credit the entire invoice, multiple lines within an invoice, a single line item, or segments within a line item. </p>
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</li>
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<li>
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<p class="FM_Task"><span class="FM_BulletHead">Linking invoices</span> - You can link multiple invoices together so that you can see debit and credit activities posted against the original invoice. </p>
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</li>
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<li>
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<p class="FM_Task"><span class="FM_BulletHead">Creating reports</span> - Many standard Acquisitions reports are available from the Polaris Shortcut Bar. If your library has Polaris SimplyReports, you can generate order and invoice reports using a variety of output columns and filters. </p>
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</li>
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</ul>
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<p>For more information on the features and functions in Polaris Acquisitions, see the following topics:</p>
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<p><a href="PAstart/Acquisitions_Setup_Checklist.htm" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Acquisitions Setup Checklist</span></a>
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</p>
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<p style="text-indent: 0.5in;">Steps for setting up Polaris Acquisitions</p>
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<p><a href="PAstart/Acquisitions_Workflows.htm" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Acquisitions Workflows, Record Types and Automatic Processes</span></a>
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</p>
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<p class="indent2">Descriptions of the acquisitions workflows your library can use; the Polaris Acquisitions record types; and automatic processes that can streamline acquisitions.</p>
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<p><a href="PAbudget/Setting_Up_the_Acquisitions_Budget.htm">Setting Up the Acquisitions Budget</a> </p>
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<p class="indent2">How to establish and maintain your acquisitions budget and track fund usage.</p>
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<p><a href="PAsuppliers/Setting_Up_Supplier_Records.htm#XREF_88531_Supplier_Records">Setting Up Supplier Records </a> </p>
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<p class="indent2">Recording and maintaining information about your library’s suppliers; entering the EDI data for the supplier; reporting on suppliers’ efficiency in filling orders. </p>
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<p><a href="PAtemplates/Setting_Up_Templates_for_Acquisitions.htm#XREF_71112_Cataloging">Setting Up Templates for Acquisitions</a> </p>
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<p class="indent2">Using templates to speed up your acquisitions processes.</p>
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<p><a href="PAselections/Setting_Up_Selection_Lists.htm#XREF_52632_Setting_Up">Setting Up Selection Lists</a> </p>
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<p class="indent2">Creating selection lists and automatically copying titles to purchase orders. </p>
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<p><a href="PAorder/Ordering.htm#XREF_33273_Ordering">Ordering </a> </p>
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<p class="indent2">Creating, releasing, and sending purchase orders; EDI ordering; Polaris Titles to Go.</p>
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<p><a href="PAreceive/Receiving_Orders.htm#XREF_35526_Receiving_a">Receiving Orders</a> </p>
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<p class="indent2">Receiving orders using various methods; printing workslips; and methods for processing new items.</p>
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<p><a href="PAclaim/Claiming.htm#XREF_19682_Claiming_Items">Claiming </a> </p>
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<p class="indent2">Claiming items that have not been received within a specified time period.</p>
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<p><a href="PAcancel/Canceling_Orders.htm#XREF_19544_Canceling_a">Canceling Orders</a> </p>
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<p class="indent2">Canceling items and printing cancellation notices.</p>
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<p><a href="PAclose/Closing_Orders.htm#XREF_17704_Closing_a_Purchase">Closing Orders</a> </p>
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<p class="indent2">Closing partially received purchase orders.</p>
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<p><a href="PAinv/Invoicing.htm#XREF_30622_Receiving_Items">Invoicing</a>
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</p>
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<p class="indent2">Creating, paying, crediting, adjusting, and linking invoices; EDI invoices. </p>
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<p><a href="PAdistribute/Distributing_Adjusting_Invoice_Charges_Credits.htm" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Distributing/Adjusting Invoice Charges/Credits</span></a>
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</p>
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<p class="indent2">Distributing charges, credits, and discounts across multiple line items and segments within an invoice.</p>
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<p><a href="PApay/Paying_Invoices.htm" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Paying Invoices</span></a>
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</p>
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<p class="indent2">Pay an entire invoice, individual line items on an invoice, or segments within an invoice line item; printing vouchers.</p>
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<p><a href="PAadjust/Adjusting_Prepaid_Invoices.htm" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Adjusting Prepaid Invoices</span></a>
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</p>
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<p class="indent2">Adjusting invoice charges for the invoice for specific line item segments on an invoice; adjusting the discount or unit price on a line item or the credits for line item segments.</p>
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<p><a href="PAcredit/Crediting_Invoices.htm" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Crediting Invoices</span></a>
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</p>
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<p class="indent2"> Crediting invoices when library has received a refund or credit.</p>
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<p><a href="Acquisitions_Shortcut_Keys.htm#XREF_77742_Shortcut_Keys">Acquisitions Shortcut Keys</a> </p>
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<p class="indent2">List of shortcut keys.</p>
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<p><a href="../Acquisitions_Admin/PDKacquire/Acquisitions_Administration.htm" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Acquisitions Administration Overview</span></a>
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</p>
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<p class="indent2">Setting up Acquisitions in Polaris Administration</p>
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<p><a href="PDKacqref/Acquisitions_Administration_Reference.htm" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Acquisitions Administration Reference</span></a>
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</p>
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<p class="indent2">Reference lists for Acquisitions permissions, parameters and profiles.</p>
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<h1>Acquisitions <a name="XREF_77742_Shortcut_Keys"></a>Shortcut Keys</h1>
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<p><a name="kanchor4601"></a><a name="IX_acquisitions_1"></a><a name="kanchor4602"></a><a name="IX_acquisitions_reference_3"></a><a name="kanchor4603"></a><a name="IX_reference"></a>These charts list keyboard shortcuts you can use with Polaris Acquisitions workflows. <a name="XREF_37461_Select_Actions"></a></p>
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<ul>
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<li><a href="#General" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">General</span></a>
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</li>
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<li><a href="#Purchase_Order_Workform" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Purchase Order Workform</span></a>
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</li>
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<li><a href="#Purchase_Order_Line_Item_Workform" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Purchase Order Line Item Workform</span></a>
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</li>
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<li><a href="#Invoice_Workform" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Invoice Workform</span></a>
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</li>
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<li><a href="#Selection_List_Workform" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Selection List Workform</span></a>
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|
||||
<col class="TableStyle-BlueHeader-Column-Column1" />
|
||||
<col class="TableStyle-BlueHeader-Column-Column1" />
|
||||
<thead>
|
||||
<tr class="TableStyle-BlueHeader-Head-Header1">
|
||||
<th class="TableStyle-BlueHeader-HeadD-Column1-Header1" colspan="2">
|
||||
<p colspan="2"><a name="General"></a>General</p>
|
||||
</th>
|
||||
</tr>
|
||||
</thead>
|
||||
<tbody>
|
||||
<tr class="TableStyle-BlueHeader-Body-Body1">
|
||||
<td class="TableStyle-BlueHeader-BodyE-Column1-Body1" style="text-align: center;font-weight: bold;">FUNCTION</td>
|
||||
<td class="TableStyle-BlueHeader-BodyD-Column1-Body1" style="text-align: center;font-weight: bold;">KEYS</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;">Workform help</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;font-weight: bold;font-style: normal;">F1</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;">New dialog box</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;font-weight: bold;font-style: normal;">CTRL+N</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;">Close workform</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;font-weight: bold;font-style: normal;">ALT+F4</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;">Save record</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;font-weight: bold;font-style: normal;">CTRL+S</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;">Print current view</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;font-weight: bold;">CTRL+P</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;">Print current list view</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;font-weight: bold;">CTRL+SHIFT+P</td>
|
||||
</tr>
|
||||
</tbody>
|
||||
</table>
|
||||
<p> </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" />
|
||||
<thead>
|
||||
<tr class="TableStyle-BlueHeader-Head-Header1">
|
||||
<th class="TableStyle-BlueHeader-HeadD-Column1-Header1" colspan="2">
|
||||
<p colspan="2"><a name="Purchase_Order_Workform"></a>Purchase Order Workform</p>
|
||||
</th>
|
||||
</tr>
|
||||
</thead>
|
||||
<tbody>
|
||||
<tr class="TableStyle-BlueHeader-Body-Body1">
|
||||
<td class="TableStyle-BlueHeader-BodyE-Column1-Body1" style="text-align: center;font-weight: bold;">FUNCTION</td>
|
||||
<td class="TableStyle-BlueHeader-BodyD-Column1-Body1" style="text-align: center;font-weight: bold;">KEYS</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;">Add Line Item</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;font-weight: bold;font-style: normal;">CTRL+I</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;">Claim Line Item</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;font-weight: bold;font-style: normal;">CTRL+M</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;">Cancel Line item</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;font-weight: bold;font-style: normal;">CTRL+N</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;">Receive Line Item</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;font-weight: bold;font-style: normal;">CTRL+R</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;">Copy Line Item</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;font-weight: bold;">CTRL+T</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;">Refresh list view</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;font-weight: bold;">CTRL+E</td>
|
||||
</tr>
|
||||
</tbody>
|
||||
</table>
|
||||
<p> </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" />
|
||||
<thead>
|
||||
<tr class="TableStyle-BlueHeader-Head-Header1">
|
||||
<th class="TableStyle-BlueHeader-HeadD-Column1-Header1" colspan="2">
|
||||
<p colspan="2"><a name="Purchase_Order_Line_Item_Workform"></a>Purchase Order Line Item Workform</p>
|
||||
</th>
|
||||
</tr>
|
||||
</thead>
|
||||
<tbody>
|
||||
<tr class="TableStyle-BlueHeader-Body-Body1">
|
||||
<td class="TableStyle-BlueHeader-BodyE-Column1-Body1" style="text-align: center;font-weight: bold;">FUNCTION</td>
|
||||
<td class="TableStyle-BlueHeader-BodyD-Column1-Body1" style="text-align: center;font-weight: bold;">KEYS</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;">Receive Segment</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;font-weight: bold;font-style: normal;">CTRL+R</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;">Copy Segment</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;font-weight: bold;font-style: normal;">CTRL+Y</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;">Modify Segment</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;font-weight: bold;font-style: normal;">CTRL+M</td>
|
||||
</tr>
|
||||
</tbody>
|
||||
</table>
|
||||
<p> </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" />
|
||||
<thead>
|
||||
<tr class="TableStyle-BlueHeader-Head-Header1">
|
||||
<th class="TableStyle-BlueHeader-HeadD-Column1-Header1" colspan="2">
|
||||
<p colspan="2"><a name="Invoice_Workform"></a>Invoice Workform</p>
|
||||
</th>
|
||||
</tr>
|
||||
</thead>
|
||||
<tbody>
|
||||
<tr class="TableStyle-BlueHeader-Body-Body1">
|
||||
<td class="TableStyle-BlueHeader-BodyE-Column1-Body1" style="text-align: center;font-weight: bold;">FUNCTION</td>
|
||||
<td class="TableStyle-BlueHeader-BodyD-Column1-Body1" style="text-align: center;font-weight: bold;">KEYS</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;">Add Line Item</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;font-weight: bold;font-style: normal;">CTRL+I</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;">Receive Line Item</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;font-weight: bold;font-style: normal;">CTRL+R</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;">Credit Line Item</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;font-weight: bold;font-style: normal;">CTRL+E</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;">Pay Line Item</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;font-weight: bold;font-style: normal;">CTRL+Y</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;">Refresh list view</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;font-weight: bold;font-style: normal;">CTRL+E</td>
|
||||
</tr>
|
||||
</tbody>
|
||||
</table>
|
||||
<p> </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" />
|
||||
<thead>
|
||||
<tr class="TableStyle-BlueHeader-Head-Header1">
|
||||
<th class="TableStyle-BlueHeader-HeadD-Column1-Header1" colspan="2">
|
||||
<p colspan="2"><a name="Selection_List_Workform"></a>Selection List Workform</p>
|
||||
</th>
|
||||
</tr>
|
||||
</thead>
|
||||
<tbody>
|
||||
<tr class="TableStyle-BlueHeader-Body-Body1">
|
||||
<td class="TableStyle-BlueHeader-BodyE-Column1-Body1" style="text-align: center;font-weight: bold;">FUNCTION</td>
|
||||
<td class="TableStyle-BlueHeader-BodyD-Column1-Body1" style="text-align: center;font-weight: bold;">KEYS</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;">Add Line Item</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;font-weight: bold;font-style: normal;">CTRL+I</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;">Delete Line Item</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;font-weight: bold;font-style: normal;">CTRL+D</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;">Refresh list view</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;font-weight: bold;font-style: normal;">CTRL+E</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;">Copy segment data</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;font-weight: bold;font-style: normal;">CTRL+N</td>
|
||||
</tr>
|
||||
</tbody>
|
||||
</table>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
|
||||
<col style="width: 50%;" />
|
||||
<col style="width: 50%;" />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
|
||||
</tr>
|
||||
</tbody>
|
||||
</table>
|
||||
<table style="width: 100%;">
|
||||
<col />
|
||||
<tbody>
|
||||
<tr>
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<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
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<h1><a name="XREF_24814_Adjust_invoice"></a>Adjust Invoice Line Item Segment Credits and Discounts</h1>
|
||||
<p><a name="kanchor1913"></a><a name="IX_adjusting_prepaid_2"></a><a name="kanchor1914"></a><a name="IX_adjusting_prepaid_1"></a><a name="kanchor1915"></a><a name="IX_adjusting_credits_and_1"></a><a name="kanchor1916"></a><a name="IX_adjusting_credits_and"></a><a name="kanchor1917"></a><a name="IX_credits_and_discounts_on"></a>To adjust invoice credits and discounts for prepaid invoice line item segments.</p>
|
||||
<ol>
|
||||
<li value="1">Open the Invoice Line Item workform for the prepaid line.</li>
|
||||
<li value="2">Right-click the segment for which you want to adjust credits or discounts, and select <b>Adjust Credits</b> from the context menu.</li>
|
||||
<p class="NoteShade"><b>Tip: <img src="AdjustCredbn_16x16.gif" class="imginline" alt="" style="width: 16;height: 16;" /><br /></b>Click after selecting the segment.</p>
|
||||
<p>The Adjust Amount Credited/Discounted dialog box appears.</p>
|
||||
<li value="3">Select one of the following options:</li>
|
||||
<ul type="disc">
|
||||
<li><b>Overwrite existing value</b> to change the amount credited/discounted to the amount you specify.</li>
|
||||
<li><b>Adjust existing value</b> to change the amount you specify to the amount credited/discounted.</li>
|
||||
</ul>
|
||||
<li value="4">To include a note, type it in the <b>Note</b> box.</li>
|
||||
<li value="5">Type the amount to credit or discount in the <b>Amount</b> box.</li>
|
||||
<li value="6">Click<b> OK </b>to submit your settings.</li>
|
||||
</ol>
|
||||
</div>
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<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
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<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
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<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
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<h1><a name="XREF_35053_Adjust_invoice"></a>Adjust Line Item Discount/Unit Price on a Prepaid Invoice</h1>
|
||||
<p>For prepaid invoices, you can adjust the unit price or discount at the line item level, and charges at the line item segment level.</p>
|
||||
<p>To adjust the discount or unit price for a prepaid invoice line item:</p>
|
||||
<ol>
|
||||
<li value="1">Open the Invoice Line Item workform for the prepaid line.</li>
|
||||
<li value="2">Select <b>Tools </b>><b> Adjust</b> from the menu.
|
||||
|
||||
<p>The Adjust Line Item dialog box appears.</p><p class="NoteShade"><b>Note:<br /></b>Each time the Adjust Line Item dialog box is used for a prepaid invoice, it affects the invoice, its line item segments, and all linked funds. A fund transaction is posted for the amount of the adjustment in every fund linked to the invoice line item segments.</p></li>
|
||||
<li value="3">Choose one of the following <b>Type</b> options:<ul type="disc"><li>To adjust the discount, select <b>Discount (%).</b></li><li>To adjust the unit price, select<b> Unit Price</b>.</li></ul></li>
|
||||
<li value="4">To add a note, type it in the <b>Note</b> field. This note appears on the Payment History view of the Invoice workform.</li>
|
||||
<li value="5">In the <b>Amount</b> box, type the percentage if you are adjusting the discount, or a dollar amount if you are adjusting the unit price.</li>
|
||||
<li value="6">Click<b> OK </b>to submit your settings.
|
||||
|
||||
<p>If you are adjusting the unit price, the Record Check/Voucher Data dialog box appears with the adjustment amount.</p></li>
|
||||
<li value="7">If the Record Check/Voucher Data dialog box appears, enter the check or voucher number if you are sending or receiving a check for the adjustment, and click <b>OK </b>to complete the adjustment.
|
||||
<p>The adjustment is made to the unit price or discount, the transaction is posted on the Fund workform, and on the Invoice workform-Payment History view.</p></li>
|
||||
</ol>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
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<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
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<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
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<h1><a name="XREF_63220_Adjust_line_item"></a>Adjust Line Item Segment Charges on a Prepaid Invoice</h1>
|
||||
<p><a name="kanchor3919"></a><a name="IX_adjusting_prepaid"></a><a name="kanchor3920"></a><a name="IX_adjusting_segment"></a><a name="kanchor3921"></a><a name="IX_adjusting_charges_on_1"></a><a name="kanchor3922"></a><a name="IX_adjusting_segment_charges"></a><a name="kanchor3923"></a><a name="IX_adjusting_invoice_2"></a><a name="kanchor3924"></a><a name="IX_charges_on_line_item"></a>To adjust charges on a prepaid invoice line item segment:</p>
|
||||
<ol>
|
||||
<li value="1">Open the Invoice Line Item workform for the prepaid line item.</li>
|
||||
<p class="NoteShade"><b>Tip: <img src="Adjustbn_16x16.gif" class="imginline" alt="" style="width: 16;height: 16;" /><br /></b>Click after selecting the segment.</p>
|
||||
<li value="2">Right-click the segment for which you want to adjust charges, and select <b>Adjust Charges</b> from the context menu.</li>
|
||||
<p>The Adjust Charges dialog box appears.</p>
|
||||
<li value="3">Select one of the following <b>Type</b> options:<ul type="disc"><li><b>Shipping charges</b> for charges for shipping the copies in the segment.</li><li><b>Cataloging services</b> for charges associated with cataloging services for the segment.</li><li><b>Special handling</b> for any special handling charges associated with the line item segment.</li><li><b>Service </b>for any additional charge associated with the purchase of the items in this segment.</li><li><b>Binding format</b> for any charge associated with binding that applies to the line item segment.</li><li><b>Other</b> for any miscellaneous charges included in this segment.</li></ul></li>
|
||||
<li value="4">Select an <b>Action</b> option:<ul type="disc"><li><b>Overwrite existing charge</b> if the charge replaces any previous charge.</li><li><b>Add to existing charge</b> if the charge is added to the previous charges.</li></ul></li>
|
||||
<li value="5">If necessary, type a note in the <b>Note</b> box. The note appears on the Payment History view of the Invoice workform.</li>
|
||||
<li value="6">Type the amount you would like to adjust in the <b>Amount</b> box.</li>
|
||||
<li value="7">Click<b> OK </b>to submit your settings.</li>
|
||||
<p>The Record Check/Voucher Data dialog box appears.</p>
|
||||
<li value="8">Click <b>Check</b> or <b>Voucher</b> to indicate the payment method.</li>
|
||||
<li value="9">If needed, type a check or voucher number in the <b>Number</b> box.</li>
|
||||
<li value="10">To enter a different date, type a date in the <b>Date</b> box or select it from the calendar.</li>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If the number in the <b>Amount</b> box is not what you expected, you can cancel the operation and change the adjustment.</p>
|
||||
<li value="11">Click <b>OK </b>to submit your settings.</li>
|
||||
<p>A message asks you to confirm the transaction.</p>
|
||||
<li value="12">Click <b>OK </b>to confirm the amount.</li>
|
||||
<p>When the adjustment is completed, the message <b>Charges adjusted successfully</b> appears in the status bar of the Invoice Line Item workform.</p>
|
||||
</ol>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
|
||||
<col style="width: 50%;" />
|
||||
<col style="width: 50%;" />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
|
||||
</tr>
|
||||
</tbody>
|
||||
</table>
|
||||
<table style="width: 100%;">
|
||||
<col />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
|
||||
</tr>
|
||||
</tbody>
|
||||
</table>
|
||||
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|
||||
</html>
|
||||
+84
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||||
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<html xmlns:MadCap="http://www.madcapsoftware.com/Schemas/MadCap.xsd" lang="en-us" xml:lang="en-us" data-mc-search-type="Stem" data-mc-help-system-file-name="Default.xml" data-mc-path-to-help-system="../../../" data-mc-toc-path="Acquisitions " data-mc-target-type="WebHelp2" data-mc-runtime-file-type="Topic" data-mc-preload-images="false" data-mc-in-preview-mode="false">
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Acquisitions/PAadjust/Adjusting_Prepaid_Invoices.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="XREF_34588_Adjusting_Invoices"></a>Adjusting Prepaid Invoices</h1>
|
||||
<p>You can adjust invoice charges for the invoice for specific line item segments on an invoice. In addition, you can adjust the discount or unit price on a line item or the credits for line item segments on a prepaid invoice.</p>
|
||||
<p class="NoteShade"><b>Important:<br /></b>If the prepaid invoice has charges at the header level, you must link another invoice to it to adjust the charges or post credits. See <a href="../PAinv/Link_an_invoice_to_another_invoice.htm#XREF_66732_Link_an_invoice_to">Link an invoice to another invoice</a>.</p>
|
||||
<p>See also:</p>
|
||||
<ul type="disc">
|
||||
<li><a href="Adjust_line_item_discount_unit_price_on_a_prepaid_invoice.htm#XREF_35053_Adjust_invoice">Adjust line item discount/unit price on a prepaid invoice</a>
|
||||
</li>
|
||||
<li><a href="Adjust_line_item_segment_charges_on_a_prepaid_invoice.htm#XREF_63220_Adjust_line_item">Adjust line item segment charges on a prepaid invoice</a>
|
||||
</li>
|
||||
<li><a href="Adjust_invoice_line_item_segment_credits_and_discounts.htm#XREF_24814_Adjust_invoice">Adjust invoice line item segment credits and discounts</a>
|
||||
</li>
|
||||
</ul>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
|
||||
<col style="width: 50%;" />
|
||||
<col style="width: 50%;" />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
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|
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</tbody>
|
||||
</table>
|
||||
<table style="width: 100%;">
|
||||
<col />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
|
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</tbody>
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</table>
|
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</body>
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</html>
|
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<!DOCTYPE html>
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<html xmlns:MadCap="http://www.madcapsoftware.com/Schemas/MadCap.xsd" lang="en-us" xml:lang="en-us" data-mc-search-type="Stem" data-mc-help-system-file-name="Default.xml" data-mc-path-to-help-system="../../../" data-mc-toc-path="Acquisitions |Setting Up the Acquisitions Budget|Managing Funds" data-mc-target-type="WebHelp2" data-mc-runtime-file-type="Topic" data-mc-preload-images="false" data-mc-in-preview-mode="false">
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<meta name="search-keywords" content="circulation, public services, DQ2407050, Polaris user guide" /><title>Add a subfund</title>
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|
||||
<h1><a name="XREF_14468_Add_a_subfund"></a>Add a Subfund</h1>
|
||||
<p>You can create an unlimited number of funds and subfunds. When you create a subfund from the main (parent) fund, a new Fund workform opens with the name of the parent fund in the <b>Parent fund</b> box, and the fiscal year to which the fund is associated in the <b>Fiscal year</b> box. Then you complete the Fund workform for the subfund.</p>
|
||||
<p>All subfunds created from a parent fund have the same fund type as the parent fund. If the subfund has a fund type of Deposit Account, you cannot change it to Regular or Donation. If the subfund has a fund type of Regular or Donation, you cannot change it to Deposit Account.</p>
|
||||
<p class="KeepWithNext">To add a subfund to an existing fund:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Be sure to set up your fund structure before allocating money to the funds. You can view the fund hierarchy with the Fund Explorer. See <a href="View_the_fund_structure.htm#XREF_16599_View_the_fund">View the fund structure</a>.</p>
|
||||
<ol>
|
||||
<li value="1">Open the Fund workform.</li>
|
||||
<li value="2"><a name="kanchor5549"></a><a name="IX_linking_to_funds"></a><a name="kanchor5550"></a><a name="IX_linking_to_subfunds"></a><a name="kanchor5551"></a><a name="IX_funds_to_subfunds"></a>Select <b>Tools</b> > <b>Create</b> <b>Subfund</b>.
|
||||
|
||||
<p class="indent2">A new Fund workform opens with the <b>Status</b>, <b>Transfers</b>, <b>Fiscal year</b>, <b>Fund type</b>, <b>Parent fund</b>, and<b> Owner</b> boxes already filled in.</p><p class="indent2"><img alt="Subfund.gif" style="width: 321.309pt;height: 228.360pt;margin-bottom: 0.000pt;" id="image7" src="Subfund.gif" /> </p></li>
|
||||
<li value="3">Follow the instructions for adding the fund information in <a href="Create_a_fund.htm#XREF_11391_Create_a_fund_from">Create a fund</a>.</li>
|
||||
</ol>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
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|
||||
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||||
<tbody>
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||||
<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
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<table style="width: 100%;">
|
||||
<col />
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<tbody>
|
||||
<tr>
|
||||
<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
|
||||
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|
||||
</tbody>
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</table>
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</body>
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</html>
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+100
@@ -0,0 +1,100 @@
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Acquisitions/PAbudget/Add_donor_information_to_a_fund.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="XREF_50120_Adding_the_donor"></a>Add Donor Information to a Fund</h1>
|
||||
<p><a name="kanchor245"></a><a name="IX_entering_information_in_5"></a><a name="kanchor246"></a><a name="IX_entering_information_in_4"></a><a name="kanchor247"></a><a name="IX_entering_donor"></a>You can set up a donor fund to track purchases using donated funds. To add donor information to a fund:</p>
|
||||
<p class="NoteShade"><a name="kanchor248"></a><a name="IX_tracking_purchases_using"></a><a name="kanchor249"></a><a name="IX_tracking_items_purchased"></a><b>Note:<br /></b>When you release a purchase order that uses a donor fund and create on-order items, the donor information is copied to the Source and Acquisition view of the Item Record workform. When you pay for the order, the donor funds and the items that were purchased using the donor funds are listed in the Items by Donor Fund Report. See <a href="../../Polaris_Basics/PIreports/Acq_Reports.htm#Acquisit">Acquisitions Reports</a>.</p>
|
||||
<ol>
|
||||
<li value="1">Open the Fund workform - Donor view.
|
||||
|
||||
<p class="NoteShade"><b>Tip: <img alt="funddonbut.gif" style="margin-bottom: -4.500pt;width: 30;height: 28;" id="image5" src="funddonbut_30x28.gif" /><br /></b>Click to display the Fund Balances view.</p><p class="indent2"><img alt="FundwkfmDonorvwNew.gif" style="margin-bottom: 0.000pt;width: 425;height: 302;" id="image6" src="FundwkfmDonorvwNew_425x302.gif" /> </p></li>
|
||||
<li value="2">Select <b>Donation</b> in the <b>Fund type</b> box if the fund type is Donation.</li>
|
||||
<li value="3">Select the type of donation in the <b>Fund category</b> box.
|
||||
|
||||
<p class="NoteShade"><b>Note:<br /></b>Fund categories are defined in Polaris Administration.</p></li>
|
||||
<li value="4">Select the date when the fund is renewed in the <b>Renewal date </b>box.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Polaris_Basics/PIgetstart/Using_Polaris_Workforms.htm#XREF_63933_Using_Date_Pickers">Using Date Pickers</a>.</MadCap:conditionalText><p class="NoteShade"><a name="kanchor250"></a><a name="IX_searching_for_donor"></a><a name="kanchor251"></a><a name="IX_searching_for_a_fund_or"></a><b>Tip:<br /></b>You can search for a donor fund by first name, last name, or organization name. You can search for purchase order line items and invoice line items by donor name, if they are linked to a donor fund.</p></li>
|
||||
<li value="5">If the donor is an individual, type the person’s name in the <b>First name</b>, <b>Middle </b>(initial), and<b> Last name</b> boxes.</li>
|
||||
<li value="6">If the donor is an organization, type the organization’s name in the <b>Donor organization</b> box.</li>
|
||||
<li value="7">Type the donor’s address in the <b>Address 1 </b>box. If you need more room for the address, continue typing in the <b>Address 2</b> box.</li>
|
||||
<li value="8">Type the postal code in the <b>Postal Code</b> box.
|
||||
|
||||
<p class="NoteShade"><b>Note:<br /></b>If you enter a valid postal code, the <b>City</b>, <b>State</b>, and <b>County </b>boxes are automatically filled in.</p></li>
|
||||
<li value="9">If you did not enter a valid postal code, type the donor’s city, state, and county in the <b>City</b>, <b>State</b>, and <b>County</b> boxes.</li>
|
||||
<li value="10">Select the donor’s country in the <b>Country</b> box.</li>
|
||||
<li value="11">Type the contact information for the donor in the <b>Phone</b>, <b>Fax</b>, and <b>Email </b>boxes.</li>
|
||||
<li value="12">Select <b>File > Save</b> to save the record.</li>
|
||||
</ol>
|
||||
<h4>Related Information</h4>
|
||||
<ul>
|
||||
<li><a name="kanchor252"></a><a name="IX_changing_to_regular_funds"></a><span class="FM_BulletHead">Changing fund types</span> - If you change a Donation fund type to a Regular fund type after entering the donor information, a message tells you that the donor information will be deleted.</li>
|
||||
<li><span class="FM_BulletHead"> Item records</span> - If you generate item records, the donor information is automatically transferred to the item record.<MadCap:conditionalText data-mc-conditions="Primary.Online"> 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>
|
||||
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|
||||
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|
||||
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<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
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<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
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<h1><a name="kanchor5313"></a><a name="IX_manually_changing"></a><a name="kanchor5314"></a><a name="IX_adjusting_balances"></a><a name="XREF_25139_Adjust_fund"></a>Adjust Fund Balances Manually</h1>
|
||||
<p>You can manually adjust fund balances through the Adjust Fund Balances dialog box, which you access from the Fund workform. You can add a supplementary allocation, reduce the allocation, manually adjust the total currently encumbered, and manually adjust the total expended.</p>
|
||||
<p class="NoteShade"><b>Important:</b>
|
||||
<br />If you manually adjust the amounts encumbered or expended, and the fund is linked to a purchase order or invoice, there may be inconsistencies in the fund history display and in fund reports. For information on fund reports,<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 adjust the balances in a fund</p>
|
||||
<ol>
|
||||
<li value="1">Open the Fund workform.</li>
|
||||
<li value="2">Select <b>Tools </b>><b> Adjust</b> <b>Fund Balances</b> on the Fund workform menu.
|
||||
|
||||
<p class="indent2">The Adjust Fund Balances dialog box appears.</p></li>
|
||||
<li value="3">Choose one of the following values to adjust:
|
||||
|
||||
<p class="NoteShade"><b>Note:<br /></b>You can assign the beginning allocation only if there is no allocation amount already entered in the fund. See <a href="Assign_the_beginning_allocation_for_a_fund.htm#XREF_40965_Assign_the">Assign the beginning allocation for a fund</a>.</p><ul><li><a name="kanchor5315"></a><a name="IX_adding_supplementary_1"></a><a name="kanchor5316"></a><a name="IX_adding_supplementary"></a><a name="kanchor5317"></a><a name="IX_adding"></a>To add more money to the fund, click <b>Supplementary allocation.</b></li><li><a name="kanchor5318"></a><a name="IX_reducing_the_allocation"></a><a name="kanchor5319"></a><a name="IX_reducing"></a>To reduce the budgeted amount, click <b>Reduction in allocation</b>.</li><li><a name="kanchor5320"></a><a name="IX_adjusting_encumbered"></a><a name="kanchor5321"></a><a name="IX_encumbered_amount"></a><a name="kanchor5322"></a><a name="IX_adjusting_funds"></a>To change the amount encumbered, click <b>Manually adjust “Total currently encumbered.</b>”</li></ul><p class="NoteShade"><b>Note:</b><br />This option is unavailable for <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> funds.</p><ul><li><a name="kanchor5323"></a><a name="IX_adjusting_expended_amount"></a><a name="kanchor5324"></a><a name="IX_adjusting_funds_manually"></a>To change the amount expended, click <b>Manually adjust “Total expended.”</b></li></ul></li>
|
||||
<li value="4">Type a positive or negative number in the <b>Amount</b> box.</li>
|
||||
<li value="5">Type a reason for the change in the <b>Note</b> box.</li>
|
||||
<li value="6">Click <b>OK</b> to submit the changes.
|
||||
<p class="indent2">A new line appears in the Transaction list on the Fund workform, and the free balance for the fund is adjusted accordingly.</p></li>
|
||||
</ol>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
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<col style="width: 50%;" />
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||||
<tbody>
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||||
<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
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|
||||
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|
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|
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|
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<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Acquisitions/PAbudget/Assign_the_beginning_allocation_for_a_fund.htm">Open topic with navigation</a>
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<h1><a name="kanchor5000"></a><a name="IX_entering_beginning"></a><a name="kanchor5001"></a><a name="IX_assigning_the_beginning"></a><a name="kanchor5002"></a><a name="IX_assigning_for_a_fund"></a><a name="XREF_40965_Assign_the"></a>Assign the Beginning Allocation for a Fund</h1>
|
||||
<p>When you create a new fund, you specify the initial amount in this fund (beginning allocation). To assign the beginning allocation for a fund:</p>
|
||||
<p class="NoteShade"><b>Important:<br /></b>Be sure your funds and subfunds are set up properly before any transactions are performed. You cannot delete a fund after money has been allocated, encumbered, or expended. If monetary transactions are associated with the fund, it cannot be deleted until the next fiscal year rollover. You can view the fiscal year and its fund hierarchy in the Fiscal Year Explorer. See <a href="View_the_fiscal_year_and_fund_hierarchy.htm#XREF_58549_View_the_fiscal">View the fiscal year and fund hierarchy</a>.</p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>You can also transfer an amount from another fund, and specify this amount as the beginning allocation for the destination fund. See <a href="Transfer_money_between_funds.htm#XREF_49143_Transfer_money">Transfer money between funds</a>.</p>
|
||||
<ol>
|
||||
<li value="1">Open the Fund workform.</li>
|
||||
<li value="2">Select <b>Tools </b>><b> Adjust Fund</b> <b>Balances</b> on the Fund workform menu.
|
||||
|
||||
<p class="indent2">The Adjust Fund Balances dialog box appears with <b>Assign Beginning allocation</b> selected.</p></li>
|
||||
<li value="3">Type the beginning allocation amount in the <b>Amount</b> box.</li>
|
||||
<li value="4">(Optional) Type a note in the <b>Note</b> box.</li>
|
||||
<li value="5">Click <b>OK</b> to enter the allocation amount.
|
||||
|
||||
<p class="indent2">The Fund workform opens with the beginning allocation amount.</p></li>
|
||||
<li value="6">Select <b>File </b>><b> Save</b> to save the record.</li>
|
||||
</ol>
|
||||
<h4>Related Information</h4>
|
||||
<p>If the fund limits are set to $0.00, they are updated with the beginning allocation, but you can change the amounts. See <a href="Set_fund_encumbrance_expenditure_limits.htm#XREF_98647_Set_fund">Set fund encumbrance/expenditure limits</a>.</p>
|
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||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
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<h1><a name="kanchor4369"></a><a name="IX_creating_new_3"></a><a name="XREF_11391_Create_a_fund_from"></a>Create a Fund</h1>
|
||||
<p>To create a new fund from the New dialog box:</p>
|
||||
<p class="NoteShade"><b>Tip</b>:<br />You can also create a fund directly from the Fiscal Year workform by selecting <b>Tools</b> > <b>Create</b><b>Fund</b>.</p>
|
||||
<ol>
|
||||
<li value="1">Select <b>File > New</b> from the Polaris Shortcut Bar.
|
||||
<p>The New dialog box opens.</p></li>
|
||||
<li value="2">Select <b>Fund</b> in the <b>Objects</b> box, and click <b>OK</b>.
|
||||
<p>The Fund workform opens.</p><p><img alt="FundwkfmNew.gif" style="margin-bottom: 0.000pt;width: 428;height: 304;" id="image2" src="FundwkfmNew_428x304.gif" /> </p><p class="NoteShade"><b>Tips: <br /></b>You can name your funds to include a group name, and then name subcategories under the group, for example General Fund - Adult, General Fund - Children’s. <br /><br />The alternate name can be a short form of the working name, an abbreviation, popular name, or the former name of the fund.<br /><br />Fund names also appear on vouchers. See <a href="../PApay/Print_one_or_multiple_vouchers.htm#XREF_93158_Print_a_voucher">Print one or multiple vouchers</a>.</p></li>
|
||||
<li value="3">Type a working name for the fund in the <b>Name</b> box and a unique alternate name in the <b>Alternative name</b> box.
|
||||
<p class="NoteShade"><b>Note:<br /></b>By default, both the fund name and alternate name display for each fund in the Fund list box on various Acquisitions workforms. To shorten this list by displaying one or the other, use the <b>Acq Fund Droplist setup</b> profile in Polaris Administration. See<MadCap:conditionalText data-mc-conditions="Primary.Online"> <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></p></li>
|
||||
<li value="4"><a name="kanchor4370"></a><a name="IX_allowing_fund"></a><a name="kanchor4371"></a><a name="IX_allowing_transfers"></a>To allow transfers of money from this fund to other funds, select the <b>Transfers </b>checkbox. </li>
|
||||
<li value="5"><a name="kanchor4372"></a><a name="IX_selecting_the_type"></a>Select the fund type in the <b>Fund type</b> box.
|
||||
<p class="NoteShade"><b>Note:<br /></b>If you choose a fund type of <b>Donation</b>, you must enter the individual donor’s last name and first name, or the name of the donating organization, on the Donation view of the Fund workform. See <a href="Add_donor_information_to_a_fund.htm#XREF_50120_Adding_the_donor">Add donor information to a fund</a>.</p></li>
|
||||
<li value="6">Select the fiscal year to which you want to link this fund in the <b>Fiscal year </b>box.</li>
|
||||
<li value="7">Select the library that owns or controls the fund in the <b>Owner</b> box.</li>
|
||||
<li value="8">Type the name of the fund in the <b>External name</b> box. This is the name by which the organization (shown in the <b>Source</b> box) refers to this fund.</li>
|
||||
<li value="9"><a name="XREF_37801_Completing_the_new"></a>Type the name of the organization that supplies the money for this fund in the <b>Source</b> box.
|
||||
<p class="NoteShade"><b>Tip:<br /></b>If you are creating a parent fund with subfunds under it, you may want to prevent the parent fund from being selected for purchases by clearing the <b>Display </b>checkbox.</p></li>
|
||||
<li value="10"><a name="kanchor4373"></a><a name="IX_fund_display_check_box"></a><a name="kanchor4374"></a><a name="IX_suppressing_funds_from"></a><a name="kanchor4375"></a><a name="IX_suppressing_from_display"></a><a name="kanchor4376"></a><a name="IX_setting_up"></a><span class="FM_StepNumber"><span style="word-spacing: normal;font: 6.0pt "Times New Roman";"> </span></span>If you do not want the fund to display in the list of funds in selection list line items, purchase order line items, or invoice line items, clear the <b>Display</b> checkbox.</li>
|
||||
<li value="11">Assign the beginning allocation for the fund. See <a href="Assign_the_beginning_allocation_for_a_fund.htm#XREF_40965_Assign_the">Assign the beginning allocation for a fund</a>.</li>
|
||||
<li value="12">To set limits on fund encumbrances/expenditures, see <a href="Set_fund_encumbrance_expenditure_limits.htm#XREF_98647_Set_fund">Set fund encumbrance/expenditure limits</a>.</li>
|
||||
<li value="13">Select <b>File > Save</b> to save the fund.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Note:</b>
|
||||
<br /> A message informs you if Polaris detects a duplicate fund name for the same fiscal period. Click <b>OK</b>, and rename the fund.</p>
|
||||
<h4>Related Information</h4>
|
||||
<p><a href="Add_a_subfund.htm#XREF_14468_Add_a_subfund">Add a subfund</a>
|
||||
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|
||||
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|
||||
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|
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||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
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<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
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<h1><a name="kanchor1781"></a><a name="IX_editing_at_once"></a><a name="kanchor1782"></a><a name="IX_editing_multiple"></a><a name="kanchor1783"></a><a name="IX_procedure_11"></a>Edit Multiple Funds</h1>
|
||||
<p>You can enter the beginning allocation and fund limits for multiple funds from a single window.
|
||||
To modify multiple funds, you must have the following permissions:</p>
|
||||
<ul>
|
||||
<li><b>Fiscal Years (Access)</b>, available at the System, Library, Branch levels</li>
|
||||
<li><b>Funds (Modify)</b>, available at the System, Library, Branch levels</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Important:</b> <br />Correct permissions allow you to process funds correctly. If you have insufficient or incorrect permissions, you may encounter unexpected results. Check permissions first if you experience any issues with funds processing.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../PDKacqref/Acquisitions_Administration_Reference.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Acquisitions Administration Reference</span></a>.</MadCap:conditionalText></p>
|
||||
<p>To edit multiple funds:</p>
|
||||
<ol>
|
||||
<li value="1">From the Polaris Shortcut Bar, select<b> Funds </b>><b> Multi-fund Editor</b>.
|
||||
|
||||
<p class="indent2">The Multi-Fund Editor window opens.</p><p class="indent2"><img alt="multifundeditor.gif" style="margin-bottom: 0.000pt;width: 416;height: 241;" id="image13" src="multifundeditor_416x241.gif" /> </p><p class="NoteShade"><b>Note:</b><br />If a user does not have the appropriate Fiscal Years (Access) permissions, an error message will display to alert them of this, and the user is unable to continue the operation.</p></li>
|
||||
<li value="2">Select the fiscal year from the <b>Fiscal Year</b> drop-down list. The <b>Fiscal Year</b> list displays the fiscal years with a status of <span style="font-style: italic;">Open</span> or <span style="font-style: italic;">All encumbrances closed</span> to which the user has access.
|
||||
|
||||
<p class="indent2">The <b>Funds</b> column displays the regular, donation, or <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> funds with a status of <span style="font-style: italic;">Open</span> or <span style="font-style: italic;">Encumbrances closed </span>for which you have access and modify permissions.</p><p class="NoteShade"><b>Note:<br /></b>No funds are displayed if you do not have the appropriate permissions, or if any of the funds are in use by other staff members. If a message informs you that other staff members have one or more of these funds open, contact the staff members, and ask them to close the Fund workform for these funds. Then, reopen the Multi-Fund Editor.</p></li>
|
||||
<li value="3">To modify the funds displayed in the Multi-Fund Editor, enter dollar amounts in the same row as the fund you are editing in the following columns:
|
||||
|
||||
<p class="NoteShade"><b>Note:<br /></b>Only numbers, dollar signs, and decimals are allowed.</p><ul type="disc"><li>Beginning Allocation (If the fund already has a beginning allocation, you cannot replace it. You must open the individual fund and apply a supplemental allocation.)</li><li>Encumbrance Limits Cannot Exceed: Line Item, Order, Fund</li><li>Expenditure Limits Cannot Exceed: Line Item, Invoice, Fund, Free</li></ul><p class="NoteShade"><b>Note:<br /></b>If the fund type is deposit account, the encumbrance and exceed free balance limits are read-only in the fund workform.</p></li>
|
||||
<li value="4">To save all the changes in all funds, click <b>Save</b>, or to cancel the charges, click <b>Close</b>.</li>
|
||||
</ol>
|
||||
<h4>Transactions posted in the Fund workform</h4>
|
||||
<p>If you edited funds and saved the changes in the Multi-Fund Editor, the following transactions are posted in the Fund workform:</p>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">Beginning Allocation</span> - The transaction indicates the beginning allocation was entered using the multi-fund editor. For a regular or donation fund, the transaction type is beginning allocation. For a deposit account, the transaction type is a credit. The following updates are made the amounts in the Fund workform:
|
||||
<ul type="disc"><li>The Beginning allocation field contains the amount entered in the Multi-Fund Editor.</li><li>The new beginning allocation is added to the Total allocated field.</li><li>The new beginning allocation is added to the Free balance field.</li></ul></li>
|
||||
<li><span class="FM_BulletHead">Limits Replaced</span> - Only the limits are replaced; the fund totals remain the same if you replaced any fund limits.</li>
|
||||
</ul>
|
||||
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<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
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<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Acquisitions/PAbudget/Managing_Funds.htm">Open topic with navigation</a>
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<h1><a name="XREF_70657_Managing_Funds"></a>Managing Funds</h1>
|
||||
<p><a name="kanchor2964"></a><a name="IX_deposit_account"></a><a name="kanchor2965"></a><a name="IX_described_53"></a>Fund records track the finances for the purchase of library materials and services for the linked fiscal year. You can set up funds for sources of money that are based on fiscal budgets, gifts, grants, donations, and endowments. In addition, you can set up deposit funds to track accounts where you have deposited a certain amount of money with a supplier.</p>
|
||||
<p><a name="kanchor2966"></a><a name="IX_preventing_display_in"></a>To break funds down into subcategories, you can create subfunds that are linked to the “parent” fund. You can leave the parent fund at zero dollars and allocate money at the subfund level. Or, you can start with a bulk amount in the parent fund and transfer money down to the subfunds. You can clear the <b>Display </b>checkbox on the Fund workform for parent funds so they do not display in fund lists and are not used to purchase materials.</p>
|
||||
<p>If your library has standing orders or other predictable expenses, you can expend the funds up front so you know your library has the money to cover these costs. You can restrict the use of funds to a specific purpose, and prevent money from being transferred to other funds.</p>
|
||||
<p><a name="kanchor2967"></a><a name="IX_funds"></a><a name="kanchor2968"></a><a name="IX_alternative_name"></a><a name="kanchor2969"></a><a name="IX_using_the_Acq_Fund"></a><a name="kanchor2970"></a><a name="IX_filtering_the_list"></a>The name of the linked fund (or its alternative name) is displayed on invoice and purchase order workforms, and on selection list line item, purchase order line item, and invoice line item workforms. </p>
|
||||
<p><a name="kanchor2971"></a><a name="IX_lists_on_workforms"></a>You can use options in the <b>Acq Fund Droplist</b> <b>setup </b>profile in Polaris Administration to affect the fund list display as follows:</p>
|
||||
<ul type="disc">
|
||||
<li>Display the full fund name, the alternative name, or both names.</li>
|
||||
<li>Filter the funds lists so that only the destination branch’s funds are displayed for purchase orders and invoices.</li>
|
||||
<li>Display all funds for all branches under the parent library in purchase orders and invoices.</li>
|
||||
<li>Select specific funds across branches to display in selection lists.</li>
|
||||
</ul>
|
||||
<p>For more information on this profile,<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></p>
|
||||
<p class="NoteShade"><a name="kanchor2972"></a><a name="IX_deleting_16"></a><b>Important:<br /></b>Be sure your funds and subfunds are set up properly before any transactions are performed. You cannot delete a fund after money has been allocated, encumbered, or expended. If there are monetary transactions using the fund, it cannot be deleted until the next fiscal year rollover. You can view the fiscal year and its fund hierarchy in the Fiscal Year Explorer. See <a href="View_the_fiscal_year_and_fund_hierarchy.htm#XREF_58549_View_the_fiscal">View the fiscal year and fund hierarchy</a>.</p>
|
||||
<p>See also:</p>
|
||||
<ul type="disc">
|
||||
<li>
|
||||
<p class="FM_Task"><a href="#XREF_59026_Fund_Transactions">Fund Transactions</a>
|
||||
</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Task"><a href="Create_a_fund.htm#XREF_11391_Create_a_fund_from">Create a fund</a>
|
||||
</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Task"><a href="Set_fund_encumbrance_expenditure_limits.htm#XREF_98647_Set_fund">Set fund encumbrance/expenditure limits</a>
|
||||
</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Task"><a href="Add_donor_information_to_a_fund.htm#XREF_50120_Adding_the_donor">Add donor information to a fund</a>
|
||||
</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Task"><a href="Add_a_subfund.htm#XREF_14468_Add_a_subfund">Add a subfund</a>
|
||||
</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Task"><a href="View_the_fund_structure.htm#XREF_16599_View_the_fund">View the fund structure</a>
|
||||
</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Task"><a href="View_the_fiscal_year_and_fund_hierarchy.htm#XREF_58549_View_the_fiscal">View the fiscal year and fund hierarchy</a>
|
||||
</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Task"><a href="Assign_the_beginning_allocation_for_a_fund.htm#XREF_40965_Assign_the">Assign the beginning allocation for a fund</a>
|
||||
</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Task"><a href="Transfer_money_between_funds.htm#XREF_49143_Transfer_money">Transfer money between funds</a>
|
||||
</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Task"><a href="Adjust_fund_balances_manually.htm#XREF_25139_Adjust_fund">Adjust fund balances manually</a>
|
||||
</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Task"><a href="View_fund_transactions.htm#XREF_15375_View_fund">View fund transactions</a>
|
||||
</p>
|
||||
</li>
|
||||
</ul>
|
||||
<h2><a name="TOC_Fund_Transactions"></a><a name="XREF_59026_Fund_Transactions"></a>Fund Transactions</h2>
|
||||
<p><a name="kanchor2973"></a><a name="IX_described_54"></a><a name="kanchor2974"></a><a name="IX_fund_described_1"></a>In Polaris Acquisitions, the following types of transactions are posted against funds:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>The transactions that occur as a result of the fiscal year rollover process are not covered here. See<MadCap:conditionalText data-mc-conditions="Primary.Online"> <a href="../../Acquisitions_Admin/PDKacquire/Managing_Fiscal_Year_Rollovers.htm#XREF_89678_Doing_Fiscal">Managing Fiscal Year Rollovers</a></MadCap:conditionalText> for information on this automatic process.</p>
|
||||
<ul>
|
||||
<li><b>Encumbrance </b>transactions are posted against funds when you:
|
||||
|
||||
<ul><li>Release a purchase order and select <b>Pay on receipt of invoice</b> on the Payment Options dialog box.</li><li>Manually adjust a fund and select the option <b>Adjust Fund Balances </b>><b> Manually adjust 'Total currently encumbered.'</b></li><li>Undo payment of an invoice - the amount expended is reversed and the amount is re-encumbered.</li></ul></li>
|
||||
<li><span class="FM_BulletHead" style="font-weight: bold;">Expenditures/Debit </span>transactions are posted against funds when you:
|
||||
|
||||
<ul><li>Release a purchase order and select <b>Prepay </b>on the Payment Options dialog box.
|
||||
|
||||
<p class="NoteShade"><b>Note:<br /></b>When you prepay, no encumbrances are posted against funds, just expenditures.</p></li><li>Release a purchase order with a fund type of Deposit Account (debit transactions).</li><li>Manually adjust a fund and select the option <b>Adjust Fund</b> <b>Balances </b>><b> Manually adjust 'Total expended.'</b></li><li>Pay an invoice line item segment, line item, or the entire invoice.
|
||||
|
||||
<p class="NoteShade"><b>Note:</b><br />If a purchase order is linked to the invoice, a disencumbrance transaction is also posted.</p></li></ul></li>
|
||||
<li><b>Disencumbrance</b> transactions are posted against funds when you:
|
||||
<ul><li>Pay a regular invoice. (If there is a linked purchase order line, then the original purchase order line amount is disencumbered, and the invoice line item amount is expended.)</li><li>Cancel a purchase order line item segment, a purchase order line item, or an entire purchase order.</li></ul></li>
|
||||
<li><b>Unexpenditure</b> transactions are posted against funds when you:
|
||||
|
||||
<ul><li>Credit a paid invoice line item segment, invoice line, or the entire invoice.</li><li>Cancel a prepaid purchase order line item segment, purchase order line item, or the entire purchase order.</li><li>Undo payment of an invoice.</li></ul></li>
|
||||
</ul>
|
||||
</div>
|
||||
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|
||||
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||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
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<h1><a name="XREF_98647_Set_fund"></a>Set Fund Encumbrance/Expenditure Limits</h1>
|
||||
<p><a name="kanchor5552"></a><a name="IX_setting_expenditure"></a><a name="kanchor5553"></a><a name="IX_setting_encumbrance"></a>You can set limits on encumbrances for line items, orders, and funds as a whole. You can also set limits on expenditures for line items, invoices, funds, and overexpenditures.</p>
|
||||
<p class="NoteShade"><a name="kanchor5554"></a><a name="IX_effect_on_fund_limits"></a><a name="kanchor5555"></a><a name="IX_adding_beginning"></a><b>Note:</b>
|
||||
<br />When the fund limits are at $0.00, and you add the beginning allocation or transfer an amount into the fund, the limits are updated with the allocated amount. You can change the fund limits after the beginning allocation. If you update the fund limits manually before you enter the beginning allocation, the fund limit amounts remain as you set them.</p>
|
||||
<p>To set the encumbrance and expenditure limits for the fund:</p>
|
||||
<ol>
|
||||
<li value="1">Open the Fund workform.
|
||||
<p class="NoteShade"><b>Tip: <img alt="fundbalbut.gif" style="margin-bottom: -4.500pt;width: 30;height: 28;" id="image3" src="fundbalbut_30x28.gif" /><br /></b>Click to display the Fund Balances view.</p></li>
|
||||
<li value="2">Select <b>View</b> > <b>Fund Balances</b> on the Fund workform.
|
||||
|
||||
<p class="indent2">The Fund Balances view appears.</p><p class="indent2"><img alt="FundBalancesvw.gif" style="width: 304.021pt;height: 216.105pt;margin-bottom: 0.000pt;" id="image4" src="FundBalancesvw.gif" /></p></li>
|
||||
<li value="3">Type the dollar amounts for the encumbrance limits in the following boxes:
|
||||
<ul type="disc"><li><b>Line item cannot exceed</b></li><li><b>Orders cannot exceed</b></li><li><b>Fund cannot exceed</b></li></ul><p class="NoteShade"><a name="kanchor5556"></a><a name="IX_deposit_account_1"></a><a name="kanchor5557"></a><a name="IX_encumbrance_limits"></a><b>Note:<br /></b>If the fund is 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>, you cannot set encumbrance limits.</p></li>
|
||||
<li value="4">Type the dollar amounts for the expenditure limits in the following boxes:
|
||||
<ul type="disc"><li><b>Line item cannot exceed</b></li><li><b>Invoices cannot exceed</b></li><li><b>Fund cannot exceed</b></li><li><b>Overexpenditure allowance</b></li></ul><p class="NoteShade"><a name="kanchor5558"></a><a name="IX_deposit_account_2"></a><a name="kanchor5559"></a><a name="IX_overexpenditures"></a><b>Note:<br /></b>If the fund is a deposit account, you cannot set an overexpenditure allowance.</p></li>
|
||||
<li value="5">To enter a note regarding the fund balances, type it in the <b>General</b> box.</li>
|
||||
<li value="6">Select <b>File </b>><b> Save</b> to save the record.</li>
|
||||
</ol>
|
||||
<h4>Related Information</h4>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">Fiscal Year Rollover</span> - When you do a fiscal year rollover, the fund limits are copied to the new funds.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Acquisitions_Admin/PDKacquire/Managing_Fiscal_Year_Rollovers.htm#XREF_89678_Doing_Fiscal">Managing Fiscal Year Rollovers</a>.</MadCap:conditionalText></li>
|
||||
<li><span class="FM_BulletHead">Overexpending funds </span>- To overexpend funds, a staff member must have the permission <b>Overexpend funds</b>.</li>
|
||||
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|
||||
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<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
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<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
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<h1><a name="XREF_33413_Creating_a_Fiscal"></a>Setting Up Fiscal Years</h1>
|
||||
<p><a name="kanchor4902"></a><a name="IX_overview_56"></a>A fiscal year is the period of time for which an organization budgets the money it has for acquiring materials. In Polaris Acquisitions, you create fiscal year records to manage and track multiple fund records linked to the fiscal year record.</p>
|
||||
<p><a name="kanchor4903"></a><a name="IX_start_and_end_dates"></a>When you set up a fiscal year record, you specify the fiscal year’s start and end dates. Multiple fiscal years of varying lengths may overlap and be active at the same time. For example, a fiscal year beginning July 1, 2016 and ending June 30, 2017 can overlap a fiscal year starting January 1, 2016 and ending December 31, 2016. You can track and report on separate statistics for each fiscal year.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>At the end of a fiscal year, you can roll over funds to the next fiscal year, keep expending from the previous year’s funds while encumbering in the new fiscal year’s funds, or close the previous fiscal year and start with a new fund structure.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Acquisitions_Admin/PDKacquire/Managing_Fiscal_Year_Rollovers.htm#XREF_89678_Doing_Fiscal">Managing Fiscal Year Rollovers</a>.</MadCap:conditionalText></p>
|
||||
<p><a name="kanchor4904"></a><a name="IX_creating_18"></a>To create a new fiscal year record:</p>
|
||||
<ol>
|
||||
<li value="1">Select <b>File</b> > <b>New</b> from the Polaris Shortcut Bar.
|
||||
|
||||
<p class="indent2">The New dialog box appears.</p></li>
|
||||
<li value="2">Select <b>Fiscal Year</b> in the <b>Objects</b> box, and click <b>OK</b>.
|
||||
|
||||
<p class="indent2">The Fiscal Year workform opens.</p></li>
|
||||
<li value="3">Type the name for the fiscal year in the <b>Name </b>box.
|
||||
|
||||
<p class="NoteShade"><b>Tip:<br /></b><MadCap:conditionalText data-mc-conditions="Primary.Online">See <a href="../../Polaris_Basics/PIgetstart/Using_Polaris_Workforms.htm#XREF_63933_Using_Date_Pickers">Using Date Pickers</a>.</MadCap:conditionalText></p></li>
|
||||
<li value="4">Enter the dates for the fiscal year in the <b>Start date</b> and <b>End date</b> boxes.</li>
|
||||
<li value="5"><a name="kanchor4905"></a><a name="IX_owner"></a><a name="kanchor4906"></a><a name="IX_fiscal_year"></a>Select the library that uses the fiscal year in the <b>Owner</b> box.</li>
|
||||
<li value="6">(Optional) Type a description of the fiscal year in the <b>Note </b>box.</li>
|
||||
<li value="7">Select <b>File </b>><b> Save</b> to save the Fiscal Year record.</li>
|
||||
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|
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<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
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<h1><a name="XREF_25361_Fiscal_Year_Window"></a>Setting Up the Acquisitions Budget</h1>
|
||||
<p><a name="kanchor3631"></a><a name="IX_See_also_funds"></a><a name="kanchor3632"></a><a name="IX_setting_up_overview"></a><a name="kanchor3633"></a><a name="IX_described_52"></a>When you set up the acquisitions budget in Polaris, you create fiscal years, funds, and subfunds, and then manage the money in these funds. Once you set up the fund structure and allocate money, Polaris automatically tracks all encumbrances and expenditures in the Fund Record. </p>
|
||||
<p>First, you create a fiscal year record to represent your organization’s total budget for the financial year. You can set up multiple fiscal years that can be more or less than a calendar year, and the time periods can overlap. Next, you set up fund records linked to the fiscal year to represent the money allocated for specific collections or types of materials. You can also set up fund records to track items purchased with donated funds.</p>
|
||||
<p>After setting up your funds at the first (parent) level under the fiscal year, you can create additional subfunds that are linked to the first level. Then, under the second level subfund, you can set a third level of subfunds and so on.</p>
|
||||
<div class="tipNote"><strong>Tip:</strong> To quickly view the fund structure, use the Fund Explorer. See <a href="View_the_fund_structure.htm#XREF_16599_View_the_fund">View the fund structure</a>.</div>
|
||||
<p class="KeepWithNext" data-mc-conditions="Primary.Online">See also:</p>
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<ul type="disc">
|
||||
<li>
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||||
<p data-mc-conditions="Primary.Online"><a href="Setting_Up_Fiscal_Years.htm#XREF_33413_Creating_a_Fiscal">Setting Up Fiscal Years</a>
|
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</p>
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||||
</li>
|
||||
<li>
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||||
<p data-mc-conditions="Primary.Online"><a href="Managing_Funds.htm#XREF_70657_Managing_Funds">Managing Funds</a>
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<h1><a name="XREF_49143_Transfer_money"></a>Transfer Money Between Funds</h1>
|
||||
<p>You can move money from one fund to another in the same fiscal year if transfers are allowed from both funds. The transfer amount must be less than the free balance of the fund from which you are transferring money.</p>
|
||||
<p class="NoteShade"><a name="kanchor2909"></a><a name="IX_transferring_money"></a><b>Tip:<br /></b>You can transfer money between funds with fund types of donation or regular, and you can transfer money from donation or regular funds to 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. Funds in deposit accounts can be transferred only to other deposit account funds.</p>
|
||||
<p>To transfer money from one fund to another:</p>
|
||||
<ol>
|
||||
<li value="1"><a name="kanchor2910"></a><a name="IX_transferring_between"></a><a name="kanchor2911"></a><a name="IX_transferring_money_1"></a>Open the Fund workform.
|
||||
|
||||
<p class="NoteShade"><b>Note: <br /></b>You cannot transfer money to or from a fund if the <b>Transfers</b> checkbox is not selected.</p></li>
|
||||
<li value="2">Select <b>Tools</b>> <b>Transfer Money </b>on the Fund workform menu.
|
||||
|
||||
<p class="indent2">The Transfer Money dialog box appears.</p></li>
|
||||
<li value="3">Select the fund to which you want to transfer the money in the <b>To</b> box.
|
||||
|
||||
<p class="NoteShade"><b>Note:</b> <br />Only the funds that are in the same fiscal year appear in this list. If you are transferring from a deposit account fund, only funds with a fund type of deposit account appear. If the fiscal year has only one fund, a message tells you that money cannot be transferred.</p></li>
|
||||
<li value="4">Type the amount of money to transfer in the <b>Amount</b> box.</li>
|
||||
<li value="5">(Optional) Type a reason for the transfer in the <b>Note</b> box.</li>
|
||||
<li value="6">Click <b>OK</b> to transfer the money.</li>
|
||||
<li value="7">If the destination fund has no beginning allocation, a dialog box appears. Choose one of the following options:
|
||||
|
||||
<ul type="disc"><li><p class="FM_Bullet">To designate the amount transferred as the beginning allocation for the destination fund, click<b> Yes</b>.</p></li><li><p class="FM_Bullet">To transfer the amount without making it the beginning allocation, click <b>No</b>.</p></li><li><p class="FM_Bullet">To cancel the transaction, click<b> Cancel</b>.</p></li></ul><p>A new line appears in the Transaction list on the Fund workform for each fund. An<span class="FM_GlossaryTerm"> </span><span class="FM_Emphasis">Outgoing Transfer</span> transaction appears in the source fund, and an <span class="FM_Emphasis">Incoming Transfer</span> or <span class="FM_Emphasis">Beginning Allocation</span> transaction appears in the destination fund.</p></li>
|
||||
</ol>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
|
||||
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|
||||
<col style="width: 50%;" />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
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|
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|
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<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
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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_15375_View_fund"></a>View Fund Transactions</h1>
|
||||
<p><a name="kanchor4361"></a><a name="IX_described_55"></a>When you release or cancel a purchase order, pay an invoice, transfer money, undo payment for an invoice, or enter a credit, the transaction is automatically recorded in the fund record. For an order using a regular fund, an encumbrance is posted when the purchase order is released, and an expenditure is posted when the invoice is paid. If the fund type is Deposit Account, an expenditure transaction is posted when the purchase order is released.</p>
|
||||
<p>If you cancel purchase orders, purchase order line items, or segments, the transactions are posted as disencumbrances (if the purchase order is not paid) or unexpend transactions (if the order was paid). When you cancel a paid purchase order, purchase order line item, or segment that uses 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>, the transaction is posted as a credit.</p>
|
||||
<p class="NoteShade"><a name="kanchor4362"></a><a name="IX_viewing_transactions_1"></a><a name="kanchor4363"></a><a name="IX_viewing_all_for_a_fund"></a><b>Tip:<br /></b>Press <b>CTRL+SHIFT+A</b> on the Fund workform to load all the fund transactions into the record. Scroll to see more transactions.</p>
|
||||
<p><a name="kanchor4364"></a><a name="IX_viewing_for_a_fund"></a><a name="kanchor4365"></a><a name="IX_viewing_transactions_2"></a>To view fund transactions:</p>
|
||||
<ol>
|
||||
<li value="1">Open the Fund workform.
|
||||
|
||||
<p class="indent2">The Fund workform - General view displays the transactions.</p></li>
|
||||
<li value="2"><a name="kanchor4366"></a><a name="IX_sorting_fund"></a>Click a column header to sort the list of the transactions.
|
||||
<p class="indent2">The transactions are sorted according to the column heading you selected.</p></li>
|
||||
</ol>
|
||||
<h4>Related Information</h4>
|
||||
<ul>
|
||||
<li><a name="kanchor4367"></a><a name="IX_viewing_total_allocated"></a><a name="kanchor4368"></a><a name="IX_Find_Tool_results_1"></a>Fund results list - The Fund results list in the Find Tool displays columns for the Total Allocated, Encumbered, and Expended. Linked list boxes that display funds also include these columns.</li>
|
||||
<li>Multi-fund editing - You can enter the beginning allocation and fund limits for multiple funds from a single window. See <a href="Edit_multiple_funds_in_Polaris_Acquisitions.htm" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Edit Multiple Funds</span></a>.</li>
|
||||
</ul>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
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||||
<col style="width: 50%;" />
|
||||
<col style="width: 50%;" />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
|
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|
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</tbody>
|
||||
</table>
|
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<table style="width: 100%;">
|
||||
<col />
|
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<tbody>
|
||||
<tr>
|
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<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
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</html>
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Acquisitions/PAbudget/View_the_fiscal_year_and_fund_hierarchy.htm">Open topic with navigation</a>
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<h1><a name="XREF_58549_View_the_fiscal"></a>View the Fiscal Year and Fund Hierarchy</h1>
|
||||
<p>After you set up a fiscal year and its associated funds and subfunds, you can view the entire fund structure and the fund balances in the Fiscal Year Fund Explorer window. </p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>You can also see an individual fund and its associated subfunds in the Fund Explorer window. See <a href="View_the_fund_structure.htm#XREF_16599_View_the_fund">View the fund structure</a>.</p>
|
||||
<p>To view the fiscal year and all the funds associated with it.</p>
|
||||
<ol>
|
||||
<li value="1">Use one of the following methods to access the Fiscal Year Fund Explorer:
|
||||
|
||||
<ul type="disc"><li>From the Fiscal Year workform, select <b>Links </b>><b> Fund Explorer</b>.</li><li>From a fiscal year listed in the Find Tool results, right-click the fiscal year, and select <b>Explore</b> from the context menu.
|
||||
<p class="indent2">The Fiscal Year Fund Explorer appears.</p><p class="indent2"><img alt="FundExplorer.gif" style="margin-bottom: 0.000pt;width: 347;height: 258;" id="image8" src="FundExplorer_347x258.gif" /> </p></li></ul></li>
|
||||
<li value="2">Select a fund to see the fund totals and the subfunds associated with the fund. The fund information appears on the right side of the explorer.</li>
|
||||
</ol>
|
||||
</div>
|
||||
</div>
|
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<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
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<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
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<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
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|
||||
<h1><a name="kanchor3386"></a><a name="IX_viewing_structure"></a><a name="XREF_16599_View_the_fund"></a>View the Fund Structure</h1>
|
||||
<p><a name="kanchor3387"></a><a name="IX_viewing_6"></a>With the Fund Explorer, you can view the fund balances and the balances for all subfunds that are linked to a parent fund.</p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>To see all the funds associated with a fiscal year, see <a href="View_the_fiscal_year_and_fund_hierarchy.htm#XREF_58549_View_the_fiscal">View the fiscal year and fund hierarchy</a>.</p>
|
||||
<p>To view the fund structure for a particular fund.</p>
|
||||
<ol>
|
||||
<li value="1">Use one of the following methods to access the Fund Explorer:
|
||||
|
||||
<ul type="disc"><li><a name="kanchor3388"></a><a name="IX_viewing_the_hierarchy"></a><a name="kanchor3389"></a><a name="IX_accessing"></a>From the Fund workform, select <b>Links </b>><b> Fund Explorer</b>.</li><li>From a fund listed in the Find Tool results, right-click and select <b>Explore</b> from the context menu.
|
||||
<p class="indent2">The Fund Explorer appears.</p></li></ul></li>
|
||||
<li value="2"><a name="kanchor3390"></a><a name="IX_viewing_the_balance"></a><a name="kanchor3391"></a><a name="IX_viewing_the_fund"></a>Select the fund or subfund for which you want to view the balance information.
|
||||
<p class="indent2">The information for that fund or subfund appears on the right side of the Fund Explorer.</p></li>
|
||||
</ol>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
|
||||
<col style="width: 50%;" />
|
||||
<col style="width: 50%;" />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
|
||||
</tr>
|
||||
</tbody>
|
||||
</table>
|
||||
<table style="width: 100%;">
|
||||
<col />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
|
||||
</tr>
|
||||
</tbody>
|
||||
</table>
|
||||
</body>
|
||||
</html>
|
||||
+86
@@ -0,0 +1,86 @@
|
||||
<!DOCTYPE html>
|
||||
<html xmlns:MadCap="http://www.madcapsoftware.com/Schemas/MadCap.xsd" lang="en-us" xml:lang="en-us" data-mc-search-type="Stem" data-mc-help-system-file-name="Default.xml" data-mc-path-to-help-system="../../../" data-mc-toc-path="Acquisitions |Canceling Orders" data-mc-target-type="WebHelp2" data-mc-runtime-file-type="Topic" data-mc-preload-images="false" data-mc-in-preview-mode="false">
|
||||
<head>
|
||||
<meta name="viewport" content="width=device-width, initial-scale=1.0" />
|
||||
<meta charset="utf-8" />
|
||||
<meta http-equiv="X-UA-Compatible" content="IE=edge" />
|
||||
<meta http-equiv="Content-Type" content="text/html; charset=utf-8" />
|
||||
<meta name="search-keywords" content="circulation, public services, DQ2407050, Polaris user guide" /><title>Cancel a line item segment</title>
|
||||
<!-- Global site tag (gtag.js) - Google Analytics -->
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<link href="../../../Skins/Default/Stylesheets/Slideshow.css" rel="stylesheet" type="text/css" data-mc-generated="True" />
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<link href="../../../Skins/Default/Stylesheets/Components/Mobile.css" rel="stylesheet" type="text/css" data-mc-generated="True" />
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<link href="../../../Skins/Default/Stylesheets/Components/Print.css" rel="stylesheet" type="text/css" data-mc-generated="True" />
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<link href="../../../Resources/Stylesheets/BookStyles.css" rel="stylesheet" type="text/css" />
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|
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<script src="../../../Resources/Scripts/require.config.js" type="text/javascript" defer="defer">
|
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|
||||
<script src="../../../Resources/Scripts/foundation.min.js" type="text/javascript" defer="defer">
|
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|
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</script>
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function gtag(){dataLayer.push(arguments);}
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gtag('js', new Date());
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gtag('config', 'G-CFH4DBPHLD');
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/* ]]> */</script>
|
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</head>
|
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<body>
|
||||
<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Acquisitions/PAcancel/Cancel_a_line_item_segment.htm">Open topic with navigation</a>
|
||||
</p>
|
||||
<div class="nocontent">
|
||||
<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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</div>
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</div>
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<div class="content">
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<div role="main" id="mc-main-content">
|
||||
<h1><a name="XREF_45558_Cancel_a_line_item"></a>Cancel a Line Item Segment</h1>
|
||||
<p>To cancel part of a purchase order line item:</p>
|
||||
<ol>
|
||||
<li value="1"><a name="kanchor4339"></a><a name="IX_line_item_segments_1"></a><a name="kanchor4340"></a><a name="IX_canceling_1"></a>Open the Purchase Order Line Item workform.</li>
|
||||
<li value="2">Right-click the segment to cancel, and select <b>Cancel</b> from the context menu.</li>
|
||||
<p>A message asks if you are sure you want to cancel the segment.</p>
|
||||
<li value="3">Click <b>Yes</b> to confirm that you want to cancel the segment.</li>
|
||||
<p>The Line Item Segment Canceling dialog box appears.</p>
|
||||
<li value="4">To cancel less than the quantity ordered, type a number in the <b>Quantity to cancel</b> box that is less than the number in the <b>Quantity ordered </b>box.</li>
|
||||
<li value="5">Click <b>OK </b>to cancel the segment.</li>
|
||||
<p>If you did not change the number in the<b> Quantity to cancel</b> box, the entire segment is canceled.</p>
|
||||
<p>If you typed a number less than the number in the <b>Quantity ordered</b> box, the segment is split into two segments, one with a status of canceled and one with the original status.</p>
|
||||
<p>The linked funds are disencumbered for the items canceled.</p>
|
||||
</ol>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
|
||||
<col style="width: 50%;" />
|
||||
<col style="width: 50%;" />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
|
||||
</tr>
|
||||
</tbody>
|
||||
</table>
|
||||
<table style="width: 100%;">
|
||||
<col />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
|
||||
</tr>
|
||||
</tbody>
|
||||
</table>
|
||||
</body>
|
||||
</html>
|
||||
+88
@@ -0,0 +1,88 @@
|
||||
<!DOCTYPE html>
|
||||
<html xmlns:MadCap="http://www.madcapsoftware.com/Schemas/MadCap.xsd" lang="en-us" xml:lang="en-us" data-mc-search-type="Stem" data-mc-help-system-file-name="Default.xml" data-mc-path-to-help-system="../../../" data-mc-toc-path="Acquisitions |Canceling Orders" data-mc-target-type="WebHelp2" data-mc-runtime-file-type="Topic" data-mc-preload-images="false" data-mc-in-preview-mode="false">
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<meta name="viewport" content="width=device-width, initial-scale=1.0" />
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<meta http-equiv="X-UA-Compatible" content="IE=edge" />
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<meta http-equiv="Content-Type" content="text/html; charset=utf-8" />
|
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<meta name="search-keywords" content="circulation, public services, DQ2407050, Polaris user guide" /><title>Cancel a single line item from the PO Line Item</title>
|
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<link href="../../../Skins/Default/Stylesheets/Components/Print.css" rel="stylesheet" type="text/css" data-mc-generated="True" />
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<script>/* <![CDATA[ */
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function gtag(){dataLayer.push(arguments);}
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gtag('js', new Date());
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gtag('config', 'G-CFH4DBPHLD');
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/* ]]> */</script>
|
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</head>
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||||
<body>
|
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Acquisitions/PAcancel/Cancel_a_single_line_item_from_the_PO_Line_Item.htm">Open topic with navigation</a>
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<div class="nocontent">
|
||||
<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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</div>
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</div>
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|
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<div role="main" id="mc-main-content">
|
||||
<h1 class="KeepWithNext"><a name="XREF_69781_Cancel_a_single"></a>Cancel a Single Line Item from the PO Line Item</h1>
|
||||
<p class="KeepWithNext">To cancel a line item on the Purchase Order Line Item workform:</p>
|
||||
<ol>
|
||||
<li value="1"><a name="kanchor5509"></a><a name="IX_canceling_a_single"></a><a name="kanchor5510"></a><a name="IX_single_line_item"></a>Open the Purchase Order Line Item workform.</li>
|
||||
<p class="NoteShade"><b>Tip:</b> <img src="CancelLIbn_16x16.gif" class="imginline" alt="" style="width: 16;height: 16;" /><br />Click to cancel the line item.</p>
|
||||
<li value="2">Select <b>Tools </b>><b> Cancel</b>.</li>
|
||||
<p>A confirmation message appears.</p>
|
||||
<li value="3">Click <b>Yes </b>to confirm that you want to cancel the line item.</li>
|
||||
<p>If the purchase order line item has hold requests associated with it that cannot be satisfied by any other item, a message asks if you want to cancel the linked hold requests.</p>
|
||||
<li value="4">If the cancel linked hold requests message appears, do one of the following steps:</li>
|
||||
<ul type="disc">
|
||||
<li>To cancel the line item and its associated hold requests, click <b>Yes</b>.</li>
|
||||
<li>To cancel the line item but retain the hold requests, click <b>No</b>.</li>
|
||||
<li>To stop the cancellation of the line item and retain the hold requests, click <b>Cancel</b>.</li>
|
||||
</ul>
|
||||
</ol>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
|
||||
<col style="width: 50%;" />
|
||||
<col style="width: 50%;" />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
|
||||
</tr>
|
||||
</tbody>
|
||||
</table>
|
||||
<table style="width: 100%;">
|
||||
<col />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
|
||||
</tr>
|
||||
</tbody>
|
||||
</table>
|
||||
</body>
|
||||
</html>
|
||||
+96
@@ -0,0 +1,96 @@
|
||||
<!DOCTYPE html>
|
||||
<html xmlns:MadCap="http://www.madcapsoftware.com/Schemas/MadCap.xsd" lang="en-us" xml:lang="en-us" data-mc-search-type="Stem" data-mc-help-system-file-name="Default.xml" data-mc-path-to-help-system="../../../" data-mc-toc-path="Acquisitions |Canceling Orders" data-mc-target-type="WebHelp2" data-mc-runtime-file-type="Topic" data-mc-preload-images="false" data-mc-in-preview-mode="false">
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<head>
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<meta name="viewport" content="width=device-width, initial-scale=1.0" />
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|
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<meta http-equiv="Content-Type" content="text/html; charset=utf-8" />
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<meta name="search-keywords" content="circulation, public services, DQ2407050, Polaris user guide" /><title>Cancel a whole order</title>
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<script>/* <![CDATA[ */
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gtag('js', new Date());
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<body>
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Acquisitions/PAcancel/Cancel_a_whole_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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<div role="main" id="mc-main-content">
|
||||
<h1><a name="XREF_99465_Cancel_a_whole"></a><a name="XREF_91081_Cancel_a_whole"></a>Cancel a Whole Order</h1>
|
||||
<p>To cancel an entire purchase order when none of the titles were supplied:</p>
|
||||
<ol>
|
||||
<li value="1"><a name="kanchor703"></a><a name="IX_See_purchase_orders_1"></a><a name="kanchor704"></a><a name="IX_canceling_all_line_items"></a><a name="kanchor705"></a><a name="IX_all_line_items"></a>Open the Purchase Order workform for the purchase order with a status of released, continuing, or prepaid.</li>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>If 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 with a status of Continuing has never been received, it can be canceled. However, if any part or issue has already been checked in via Serials, the Cancel option is not available.</p>
|
||||
<li value="2">Select<b> Tools </b>><b> Cancel</b> from the menu bar.</li>
|
||||
<p>A message asks if you are sure you want to cancel the purchase order.</p>
|
||||
<li value="3">Click <b>Yes </b>to confirm that you want to cancel the purchase order.</li>
|
||||
<p>If there is a bibliographic-level hold placed on any purchase order line item and the linked item is the only one that can satisfy the hold request, a message appears.</p>
|
||||
<li value="4">If the cancel linked hold requests message appears, do one of the following steps:</li>
|
||||
<ul type="disc">
|
||||
<li>To cancel the line item and its associated hold requests, click <b>Yes</b>.</li>
|
||||
<li>To cancel the line item but retain the hold requests, click <b>No</b>.</li>
|
||||
<li>To stop the cancellation of the line item and retain the hold requests, click <b>Cancel</b>.</li>
|
||||
</ul>
|
||||
<p><a name="kanchor706"></a><a name="IX_updates_in_linked_funds"></a>When the purchase order is canceled, <b>Purchase Order Canceled Successfully</b> appears in the status bar, and the following events occur:</p>
|
||||
<ul type="disc">
|
||||
<li>Funds are disencumbered.</li>
|
||||
<li>The status of the purchase order, line items, and segments is changed to canceled.</li>
|
||||
<li>The linked on-order item records are deleted.</li>
|
||||
<li>The <b>Display in PAC</b> checkbox in the linked bibliographic record is cleared (if there are no other linked records).</li>
|
||||
</ul>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Note</b>:<br />If the canceled order was prepaid, a credited status appears in the linked invoice line items, an unexpend transaction occurs in any linked funds, on-order items are deleted, and if checked, the <b>Display in PAC</b> checkbox is cleared (if there are no other linked records).</p>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
|
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<col style="width: 50%;" />
|
||||
<col style="width: 50%;" />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
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|
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<table style="width: 100%;">
|
||||
<col />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Acquisitions/PAcancel/Cancel_one_or_more_whole_line_items.htm">Open topic with navigation</a>
|
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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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<div class="content">
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<div role="main" id="mc-main-content">
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||||
<h1><a name="XREF_63253_Cancel_one_or_more"></a>Cancel One or More Whole Line Items</h1>
|
||||
<p class="FM_TableAnchor">You can cancel a single line item or multiple line items on a purchase order without canceling the entire order. Purchase order line items can be canceled if they have one of the following statuses:</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" />
|
||||
<thead>
|
||||
<tr class="TableStyle-BlueHeader-Head-Header1">
|
||||
<th class="TableStyle-BlueHeader-HeadE-Column1-Header1">On Order</th>
|
||||
<th class="TableStyle-BlueHeader-HeadD-Column1-Header1">Return Requested</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;">Backordered</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;">Returned</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;">Never published</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;">Claimed</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;">Out of print</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;">Pending Claim</td>
|
||||
</tr>
|
||||
</tbody>
|
||||
</table>
|
||||
<p>To cancel a specific line or multiple lines from the Purchase Order workform:</p>
|
||||
<ol>
|
||||
<li value="1"><a name="kanchor598"></a><a name="IX_canceling"></a><a name="kanchor599"></a><a name="IX_line_items"></a>Open the Purchase Order workform - Line Items view.</li>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>To keep your place in the list and retain your sort order, select <b>Edit </b>><b> Lock List View</b> or click <img src="locklisticon_16x16.gif" class="imginline" alt="" style="width: 16;height: 16;" />. When you update line items with the list view locked, the changes do not appear in the list view until you clear the Lock List View option or refresh the list. <b>List view locked</b> is displayed in the status bar when this option is on.<br />Click <img style="width: 32;height: 18;" src="refreslstvwbtn_32x18.gif" class="imginline" alt="" /> to refresh the list. After you refresh the list, your updates to the line items appear, and the list view is resorted.</p>
|
||||
<li value="2">Select the line item or items to cancel.</li>
|
||||
<li value="3">Right-click, and select <b>Cancel</b> or click <img src="Cancel_POLINE_Icon_16x16.gif" class="imginline" alt="" style="width: 16;height: 16;" /> in the toolbar.</li>
|
||||
<p>A dialog box appears.</p>
|
||||
<li value="4">Click <b>Yes </b>to confirm that you want to cancel the selected lines.</li>
|
||||
<p>If there is a bibliographic-level hold placed on any purchase order line item and the linked item is the only one that can satisfy the hold request, a message appears.</p>
|
||||
<li value="5">If the cancel linked hold requests message appears, do one of the following:</li>
|
||||
<ul type="disc">
|
||||
<li>To cancel the line item and its associated hold requests, click <b>Yes</b>.</li>
|
||||
<li>To cancel the line item but retain the hold requests, click <b>No</b>.</li>
|
||||
<li>To stop the cancellation of the line item and retain the hold requests, click <b>Cancel</b>.</li>
|
||||
</ul>
|
||||
<p>When the line items are canceled, <b>Purchase Order Lines Canceled Successfully</b> appears in the status bar, and the following events occur:</p>
|
||||
<ul type="disc">
|
||||
<li>Funds are disencumbered.</li>
|
||||
<li>The status of the line item and segments is changed to canceled.</li>
|
||||
<li>The linked on-order item records are deleted.</li>
|
||||
<li>Any hold requests are canceled or retained, depending on your response to linked hold request message.</li>
|
||||
<li>The patrons’ records are updated with the canceled holds, if applicable.</li>
|
||||
<li>The <b>Display in PAC </b>checkbox in the linked bibliographic record is cleared (if there are no other linked records).</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Note</b>:<br />If the canceled order was prepaid, a credited status appears in the linked invoice line items, an unexpend transaction occurs in any linked funds, on-order items are deleted, and if checked, the <b>Display in PAC</b> checkbox is cleared (if there are no other linked records).</p>
|
||||
</ol>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
|
||||
<col style="width: 50%;" />
|
||||
<col style="width: 50%;" />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
|
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|
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|
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|
||||
<table style="width: 100%;">
|
||||
<col />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Acquisitions/PAcancel/Canceling_Orders.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="XREF_19544_Canceling_a"></a>Canceling Orders</h1>
|
||||
<p><a name="kanchor3424"></a><a name="IX_overview_64"></a>You can cancel a purchase order and all the line items contained within it, multiple line items, a single line item, or selected line item segments. If you are canceling an item that has been claimed, you can cancel the item from the Claim Alert List.</p>
|
||||
<p>You can also set up Polaris to automatically cancel items after all claims have been generated. An overnight process identifies items that have been claimed and should be automatically canceled based on the claim/cancellation criteria on the individual purchase order line item. If all claims have been generated and the <b>Auto Cancel </b>box is checked on the purchase order line item, all segments with a status of Backordered, Exceptional Condition, Never Published, Out of Print, Returned, Return Requested, and Claimed will be changed to Canceled. The Claim workform is updated with the date the item was canceled, the time, the user ID, and the quantity for all segments changed to Canceled.</p>
|
||||
<p><a name="kanchor3425"></a><a name="IX_canceling_hold_requests"></a><a name="kanchor3426"></a><a name="IX_canceling_purchase_order_1"></a><a name="kanchor3427"></a><a name="IX_line_items_with_hold"></a>If you are canceling a line item that has one or more hold requests associated with it (and no other items can fill the hold requests), a warning message appears with the option to retain the holds or cancel them. You can retain the holds if you intend to reorder the item from a different supplier, or you can cancel the holds because you have decided not to reorder. When you cancel a hold along with the line item, you can automatically notify the patron that the hold request was canceled.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Patron_Services_Admin/PDPnotices/Request_Pick-Up_Second_Pick-Up_Cancelled_Request_Notices.htm#XREF_77135_Using_Hold_Request">Request Pick-Up, Second Pick-Up, & Cancelled Request Notices</a>.</MadCap:conditionalText></p>
|
||||
<p>After an order is canceled, you can delete the whole order, or you can delete specific line items. If there are titles you still want to order, you can copy them to another purchase order. Any hold requests still linked to purchase order line items are retained when they are copied.</p>
|
||||
<p>See also:</p>
|
||||
<ul type="disc">
|
||||
<li><a href="Cancel_a_whole_order.htm#XREF_91081_Cancel_a_whole">Cancel a whole order</a>
|
||||
</li>
|
||||
<li><a href="Cancel_one_or_more_whole_line_items.htm#XREF_63253_Cancel_one_or_more">Cancel one or more whole line items</a>
|
||||
</li>
|
||||
<li><a href="Cancel_a_single_line_item_from_the_PO_Line_Item.htm#XREF_69781_Cancel_a_single">Cancel a single line item from the PO Line Item</a>
|
||||
</li>
|
||||
<li><a href="Cancel_a_line_item_segment.htm#XREF_45558_Cancel_a_line_item">Cancel a line item segment</a>
|
||||
</li>
|
||||
<li><a href="Print_cancellation_notices.htm#XREF_62812_Print_cancellation">Print cancellation notices</a>
|
||||
</li>
|
||||
<li><a href="Delete_a_canceled_purchase_order.htm#XREF_60774_Delete_a_canceled">Delete a canceled purchase order</a>
|
||||
</li>
|
||||
<li><a href="Delete_a_canceled_purchase_order_line_item.htm#XREF_43143_Delete_a_canceled">Delete a canceled purchase order line item</a>
|
||||
</li>
|
||||
<li><a href="Copy_lines_segments_to_another_purchase_order.htm#XREF_38845_Copy_purchase">Copy lines/segments to another purchase order</a>
|
||||
</li>
|
||||
</ul>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
|
||||
<col style="width: 50%;" />
|
||||
<col style="width: 50%;" />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
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|
||||
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<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
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<html xmlns:MadCap="http://www.madcapsoftware.com/Schemas/MadCap.xsd" lang="en-us" xml:lang="en-us" data-mc-search-type="Stem" data-mc-help-system-file-name="Default.xml" data-mc-path-to-help-system="../../../" data-mc-toc-path="Acquisitions |Canceling Orders" data-mc-target-type="WebHelp2" data-mc-runtime-file-type="Topic" data-mc-preload-images="false" data-mc-in-preview-mode="false">
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Acquisitions/PAcancel/Copy_lines_segments_to_another_purchase_order.htm">Open topic with navigation</a>
|
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|
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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_38845_Copy_purchase"></a>Copy Lines/Segments to Another Purchase Order</h1>
|
||||
<p><a name="kanchor197"></a><a name="IX_copying_lines_or"></a><a name="kanchor198"></a><a name="IX_copying_lines_to_another"></a><a name="kanchor199"></a><a name="IX_copying_lines_and"></a><a name="kanchor200"></a><a name="IX_from_one_order_to_another"></a>To copy purchase order line items or line item segments to another purchase order:</p>
|
||||
<p class="NoteShade"><a name="kanchor201"></a><a name="IX_copying_line_items_to"></a><b>Note:<br /></b>When you cancel a purchase order line item, you have the option of canceling the holds or retaining them. If you choose to cancel the holds, the linked bibliographic record’s <b>Display in PAC</b> setting is cleared (if no other item records are linked to the bibliographic record). If you choose to retain the holds, the <b>Display in PAC</b> setting remains.</p>
|
||||
<ol>
|
||||
<li value="1">Select the purchase order line items or line item segments to copy to another purchase order by one of the following methods:</li>
|
||||
<p class="NoteShade"><b>Note:<br /></b>You cannot copy lines if the purchase order has a payment method of depository agreement.</p>
|
||||
<ul type="disc">
|
||||
<li>To copy all the lines, open the Purchase Order workform, and select <b>Tools </b>><b> Copy Lines To</b>.</li>
|
||||
<li>To copy selected lines, open the Purchase Order workform - Line Items view, select the lines, right-click and select <b>Copy To</b> from the context menu.</li>
|
||||
<li>To copy a single line, open the Purchase Order Line Item workform, and select <b>Tools </b>><b> Copy To</b> from the menu bar.</li>
|
||||
<li>To copy a segment, open the Purchase Order Line Item workform, right-click a segment, and select <b>Copy To</b> from the context menu.</li>
|
||||
</ul>
|
||||
<p>The Copy Lines To dialog box appears.</p>
|
||||
<li value="2">Click <b>Purchase Order</b>.</li>
|
||||
<li value="3">Do one of the following:</li>
|
||||
<ul>
|
||||
<li>To copy the lines to a new purchase order:<ol><li value="1">Select the <b>New</b> checkbox.</li><li value="2">Type a number for the new purchase order in the <b>Destination</b> box. The New Purchase Order dialog box appears.</li><li value="3">Click <b>OK</b>.</li></ol></li>
|
||||
</ul>
|
||||
<p>The lines are copied to the new purchase order.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>An error message appears if you attempt to copy a line or lines that are not linked to a bibliographic record because the bibliographic record was deleted.</p>
|
||||
<ul>
|
||||
<li>To copy the lines to an existing purchase order:<ol><li value="1">Type the purchase order number in the <b>Destination </b>box, or click <b>Find</b> and use the Find Tool to search for and select the purchase order. If Polaris detects that the purchase order number you entered matches more than one purchase order, a dialog box appears asking you to choose one of the purchase orders matching the number.</li><li value="2">If the Choose Purchase Order dialog box appears, select the appropriate purchase order.</li><li value="3">Click <b>OK</b> to submit your settings.</li></ol></li>
|
||||
</ul>
|
||||
<p>The lines are copied to the purchase order you selected.</p>
|
||||
</ol>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
|
||||
<col style="width: 50%;" />
|
||||
<col style="width: 50%;" />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
|
||||
</tr>
|
||||
</tbody>
|
||||
</table>
|
||||
<table style="width: 100%;">
|
||||
<col />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
|
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|
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</tbody>
|
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|
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|
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</html>
|
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+83
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Acquisitions/PAcancel/Delete_a_canceled_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="XREF_60774_Delete_a_canceled"></a>Delete a Canceled Purchase Order</h1>
|
||||
<p><a name="kanchor4604"></a><a name="IX_deleting_19"></a><a name="kanchor4605"></a><a name="IX_deleting_entire"></a>To delete a canceled purchase order:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>When you delete a canceled purchase order, all line items are deleted, but the linked bibliographic records remain in the database.</p>
|
||||
<ol>
|
||||
<li value="1">Open the Purchase Order workform for the canceled order:</li>
|
||||
<li value="2">Select <b>File </b>><b> Delete</b>.</li>
|
||||
<p>A message asks if you are sure you want to delete the purchase order.</p>
|
||||
<li value="3">Click <b>Yes </b>to confirm that you want to delete the purchase order.</li>
|
||||
<p>The purchase order is deleted and links to the supplier record, invoices, claim records, funds, and selection lists are broken.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>To delete a purchase order from the Find Tool, right-click the canceled purchase order, and select <b>Delete</b> from the context menu.</p>
|
||||
</ol>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
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|
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<col style="width: 50%;" />
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||||
<tbody>
|
||||
<tr>
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||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
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<col />
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<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
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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>
|
||||
</div>
|
||||
</div>
|
||||
<div class="content">
|
||||
<div role="main" id="mc-main-content">
|
||||
<h1><a name="XREF_43143_Delete_a_canceled"></a>Delete a Canceled Purchase Order Line Item</h1>
|
||||
<p><a name="kanchor119"></a><a name="IX_deleting_canceled"></a><a name="kanchor120"></a><a name="IX_deleting_line_items"></a>To delete a canceled purchase order line item:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>When you delete canceled purchase order line items, the linked bibliographic records remain in the database.</p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>You can also delete a purchase order line item from the Line Items view of the Purchase Order workform. Select the line item, and click <img alt="delebtncool.gif" style="margin-bottom: -4.500pt;mc-float: none;clear: none;vertical-align: middle;width: 29;height: 30;" id="image12" src="delebtncool_29x30.gif" />.</p>
|
||||
<ol>
|
||||
<li value="1">Open the Purchase Order Line Item workform for the canceled line item.</li>
|
||||
<li value="2">Select <b>File </b>><b> Delete</b>.</li>
|
||||
<p>A message asks if you are sure you want to delete the purchase order line item.</p>
|
||||
<li value="3">Click <b>Yes </b>to confirm that you want to delete the purchase order line item.</li>
|
||||
<p>The purchase order line item is deleted and links to the supplier record, invoices, claim records, funds, selection lists, and bibliographic records are broken.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>To delete a purchase order line item from the Find Tool, right-click the canceled purchase order line item, and select <b>Delete</b> from the context menu.</p>
|
||||
</ol>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
|
||||
<col style="width: 50%;" />
|
||||
<col style="width: 50%;" />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
|
||||
</tr>
|
||||
</tbody>
|
||||
</table>
|
||||
<table style="width: 100%;">
|
||||
<col />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
|
||||
</tr>
|
||||
</tbody>
|
||||
</table>
|
||||
</body>
|
||||
</html>
|
||||
+94
@@ -0,0 +1,94 @@
|
||||
<!DOCTYPE html>
|
||||
<html xmlns:MadCap="http://www.madcapsoftware.com/Schemas/MadCap.xsd" lang="en-us" xml:lang="en-us" data-mc-search-type="Stem" data-mc-help-system-file-name="Default.xml" data-mc-path-to-help-system="../../../" data-mc-toc-path="Acquisitions |Canceling Orders" data-mc-target-type="WebHelp2" data-mc-runtime-file-type="Topic" data-mc-preload-images="false" data-mc-in-preview-mode="false">
|
||||
<head>
|
||||
<meta name="viewport" content="width=device-width, initial-scale=1.0" />
|
||||
<meta charset="utf-8" />
|
||||
<meta http-equiv="X-UA-Compatible" content="IE=edge" />
|
||||
<meta http-equiv="Content-Type" content="text/html; charset=utf-8" />
|
||||
<meta name="search-keywords" content="circulation, public services, DQ2407050, Polaris user guide" /><title>Print cancellation notices</title>
|
||||
<!-- Global site tag (gtag.js) - Google Analytics -->
|
||||
<link href="../../../Skins/Default/Stylesheets/Slideshow.css" rel="stylesheet" type="text/css" data-mc-generated="True" />
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<link href="../../../Skins/Default/Stylesheets/Components/Tablet.css" rel="stylesheet" type="text/css" data-mc-generated="True" />
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||||
<link href="../../../Skins/Default/Stylesheets/Components/Mobile.css" rel="stylesheet" type="text/css" data-mc-generated="True" />
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<link href="../../../Skins/Default/Stylesheets/Components/Print.css" rel="stylesheet" type="text/css" data-mc-generated="True" />
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<link href="../../../Resources/Stylesheets/BookStyles.css" rel="stylesheet" type="text/css" />
|
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<script src="../../../Resources/Scripts/jquery.min.js" type="text/javascript">
|
||||
</script>
|
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<script src="../../../Resources/Scripts/purify.min.js" type="text/javascript" defer="defer">
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</script>
|
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<script src="../../../Resources/Scripts/require.min.js" type="text/javascript" defer="defer">
|
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</script>
|
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<script src="../../../Resources/Scripts/require.config.js" type="text/javascript" defer="defer">
|
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</script>
|
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<script src="../../../Resources/Scripts/foundation.min.js" type="text/javascript" defer="defer">
|
||||
</script>
|
||||
<script src="../../../Resources/Scripts/plugins.min.js" type="text/javascript" defer="defer">
|
||||
</script>
|
||||
<script src="../../../Resources/Scripts/MadCapAll.js" type="text/javascript" defer="defer">
|
||||
</script>
|
||||
<script async="" src="https://www.googletagmanager.com/gtag/js?id=G-CFH4DBPHLD">
|
||||
</script>
|
||||
<script>/* <![CDATA[ */
|
||||
window.dataLayer = window.dataLayer || [];
|
||||
function gtag(){dataLayer.push(arguments);}
|
||||
gtag('js', new Date());
|
||||
|
||||
gtag('config', 'G-CFH4DBPHLD');
|
||||
/* ]]> */</script>
|
||||
</head>
|
||||
<body>
|
||||
<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Acquisitions/PAcancel/Print_cancellation_notices.htm">Open topic with navigation</a>
|
||||
</p>
|
||||
<div class="nocontent">
|
||||
<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>
|
||||
</div>
|
||||
</div>
|
||||
<div class="content">
|
||||
<div role="main" id="mc-main-content">
|
||||
<h1><a name="XREF_62812_Print_cancellation"></a>Print Cancellation Notices</h1>
|
||||
<p><a name="kanchor375"></a><a name="IX_printing_cancellation_2"></a><a name="kanchor376"></a><a name="IX_printing_cancellation_1"></a><a name="kanchor377"></a><a name="IX_printing_cancellation"></a><a name="kanchor378"></a><a name="IX_printing_7"></a>You can print cancellation notices for the titles that your library is canceling from suppliers. Polaris generates a notice for each supplier with one or more canceled titles.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>The <b>Cancel notice</b> checkbox must be selected on the Supplier Record workform - Claims view for that supplier.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Acquisitions_Admin/PDKacquire/Set_claim_cancellation_notice_defaults.htm#XREF_88647_Set_claim_defaults">Set claim/cancellation notice defaults</a>.</MadCap:conditionalText></p>
|
||||
<p>To generate the cancellation notices for the titles your library is canceling from suppliers:</p>
|
||||
<ol>
|
||||
<li value="1">Select <b>Utilities, Reports and Notices</b> on the Polaris Shortcut Bar.</li>
|
||||
<p>The Polaris Reports dialog box appears.</p>
|
||||
<li value="2">Select <b>Notices </b>><b> Acquisitions</b>.</li>
|
||||
<li value="3">Double-click <b>Cancellation Notices</b>.</li>
|
||||
<p>The Report Wizard dialog box appears.</p>
|
||||
<li value="4">Select the organization(s) that sent the notices.</li>
|
||||
<li value="5">Select <b>Branch</b>, <b>Library</b>, or <b>System</b> in the <b>Return Address</b> box to indicate which organization’s address to use in the return address.</li>
|
||||
<li value="6">Select dates in the <b>Start Date </b>and <b>End Date</b> boxes to indicate the date range for the cancellation notices.</li>
|
||||
<li value="7">Click <b>Submit</b>.</li>
|
||||
<p>The Cancellation Notice pdf appears in Adobe Reader.</p>
|
||||
<p>
|
||||
<img style="margin-bottom: -7.182pt;width: 380;height: 292;" src="cannotice_380x292.gif" alt="" />
|
||||
</p>
|
||||
<li value="8">Click <b>Print</b> on the Adobe Reader toolbar to print the cancellation notice.</li>
|
||||
</ol>
|
||||
<h4> Related Information</h4>
|
||||
<p><span class="FM_BulletHead">Setting up the cancellation message and contact information</span> -<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Acquisitions_Admin/PDKacquire/Set_claim_cancellation_notice_defaults.htm#XREF_88647_Set_claim_defaults">Set claim/cancellation notice defaults</a>.</MadCap:conditionalText></p>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
|
||||
<col style="width: 50%;" />
|
||||
<col style="width: 50%;" />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
|
||||
</tr>
|
||||
</tbody>
|
||||
</table>
|
||||
<table style="width: 100%;">
|
||||
<col />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
|
||||
</tr>
|
||||
</tbody>
|
||||
</table>
|
||||
</body>
|
||||
</html>
|
||||
+89
@@ -0,0 +1,89 @@
|
||||
<!DOCTYPE html>
|
||||
<html xmlns:MadCap="http://www.madcapsoftware.com/Schemas/MadCap.xsd" lang="en-us" xml:lang="en-us" data-mc-search-type="Stem" data-mc-help-system-file-name="Default.xml" data-mc-path-to-help-system="../../../" data-mc-toc-path="Acquisitions |Claiming" data-mc-target-type="WebHelp2" data-mc-runtime-file-type="Topic" data-mc-preload-images="false" data-mc-in-preview-mode="false">
|
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<head>
|
||||
<meta name="viewport" content="width=device-width, initial-scale=1.0" />
|
||||
<meta charset="utf-8" />
|
||||
<meta http-equiv="X-UA-Compatible" content="IE=edge" />
|
||||
<meta http-equiv="Content-Type" content="text/html; charset=utf-8" />
|
||||
<meta name="search-keywords" content="circulation, public services, DQ2407050, Polaris user guide" /><title>Cancel a title from the Claim Alert List</title>
|
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<!-- Global site tag (gtag.js) - Google Analytics -->
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<link href="../../../Skins/Default/Stylesheets/Slideshow.css" rel="stylesheet" type="text/css" data-mc-generated="True" />
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<link href="../../../Skins/Default/Stylesheets/Components/Tablet.css" rel="stylesheet" type="text/css" data-mc-generated="True" />
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<link href="../../../Skins/Default/Stylesheets/Components/Mobile.css" rel="stylesheet" type="text/css" data-mc-generated="True" />
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<link href="../../../Skins/Default/Stylesheets/Components/Print.css" rel="stylesheet" type="text/css" data-mc-generated="True" />
|
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<link href="../../../Resources/Stylesheets/BookStyles.css" rel="stylesheet" type="text/css" />
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<script src="../../../Resources/Scripts/jquery.min.js" type="text/javascript">
|
||||
</script>
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<script src="../../../Resources/Scripts/purify.min.js" type="text/javascript" defer="defer">
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</script>
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<script src="../../../Resources/Scripts/require.min.js" type="text/javascript" defer="defer">
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</script>
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<script src="../../../Resources/Scripts/require.config.js" type="text/javascript" defer="defer">
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</script>
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<script src="../../../Resources/Scripts/plugins.min.js" type="text/javascript" defer="defer">
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</script>
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<script src="../../../Resources/Scripts/MadCapAll.js" type="text/javascript" defer="defer">
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<script>/* <![CDATA[ */
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function gtag(){dataLayer.push(arguments);}
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gtag('js', new Date());
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gtag('config', 'G-CFH4DBPHLD');
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/* ]]> */</script>
|
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</head>
|
||||
<body>
|
||||
<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Acquisitions/PAclaim/Cancel_a_title_from_the_Claim_Alert_List.htm">Open topic with navigation</a>
|
||||
</p>
|
||||
<div class="nocontent">
|
||||
<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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</div>
|
||||
</div>
|
||||
<div class="content">
|
||||
<div role="main" id="mc-main-content">
|
||||
<h1><a name="XREF_11551_Canceling_a_title"></a>Cancel a Title from the Claim Alert List </h1>
|
||||
<p><a name="kanchor5169"></a><a name="IX_canceling_purchase_order"></a><a name="kanchor5170"></a><a name="IX_line_items_from_the"></a>You can cancel titles that appear on the Claim Alert List, or you can select the <b>Auto cancel</b> option on the linked purchase order line item to cancel the title automatically after the claiming cycle is over. </p>
|
||||
<p>To cancel a title from the Claim Alert List:</p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>You can also cancel from the purchase order, the purchase order line item, or the purchase order line item segment.</p>
|
||||
<ol>
|
||||
<li value="1">Select <b>Acquisitions </b>><b> Claim Alert List</b> from the Polaris Shortcut Bar.</li>
|
||||
<p>The Claim Alert List appears.</p>
|
||||
<li value="2">Use one of the following options to cancel titles from the Claim Alert List:</li>
|
||||
<ul type="disc">
|
||||
<li>To cancel all the titles, select <b>Tools </b>><b> Cancel</b> from the menu bar.</li>
|
||||
<li>To cancel multiple titles, select the title, right-click, and select <b>Cancel</b> from the context menu.</li>
|
||||
<li>To cancel one title, right-click a specific title, and select <b>Cancel</b> from the context menu.</li>
|
||||
</ul>
|
||||
<p>A message asks if you want to cancel the selected titles.</p>
|
||||
<li value="3">Click <b>Yes </b>to cancel the titles.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Note:<br /></b>For more information, see <a href="../PAcancel/Canceling_Orders.htm#XREF_19544_Canceling_a">Canceling Orders</a>.</p>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
|
||||
<col style="width: 50%;" />
|
||||
<col style="width: 50%;" />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
|
||||
</tr>
|
||||
</tbody>
|
||||
</table>
|
||||
<table style="width: 100%;">
|
||||
<col />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
|
||||
</tr>
|
||||
</tbody>
|
||||
</table>
|
||||
</body>
|
||||
</html>
|
||||
+86
@@ -0,0 +1,86 @@
|
||||
<!DOCTYPE html>
|
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<html xmlns:MadCap="http://www.madcapsoftware.com/Schemas/MadCap.xsd" lang="en-us" xml:lang="en-us" data-mc-search-type="Stem" data-mc-help-system-file-name="Default.xml" data-mc-path-to-help-system="../../../" data-mc-toc-path="Acquisitions |Claiming" data-mc-target-type="WebHelp2" data-mc-runtime-file-type="Topic" data-mc-preload-images="false" data-mc-in-preview-mode="false">
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<head>
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<meta name="viewport" content="width=device-width, initial-scale=1.0" />
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<meta charset="utf-8" />
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<meta http-equiv="X-UA-Compatible" content="IE=edge" />
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<meta http-equiv="Content-Type" content="text/html; charset=utf-8" />
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<meta name="search-keywords" content="circulation, public services, DQ2407050, Polaris user guide" /><title>Claim a segment of a purchase order line item</title>
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|
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Acquisitions/PAclaim/Claim_a_segment_of_a_purchase_order_line_item.htm">Open topic with navigation</a>
|
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|
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|
||||
<div role="main" id="mc-main-content">
|
||||
<h1><a name="XREF_24429_Claim_a_segment_of"></a>Claim a Segment of a Purchase Order Line Item</h1>
|
||||
<p><a name="kanchor1108"></a><a name="IX_claiming_1"></a><a name="kanchor1109"></a><a name="IX_segments_of_purchase"></a>If you order multiple copies of a title but you receive fewer than you ordered, you can claim the copies that you did not receive. To claim a segment of a purchase order line item:</p>
|
||||
<ol>
|
||||
<li value="1">Open the Purchase Order Line Item workform.</li>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>Select the segment, and click <img src="RecSegbn_16x16.gif" class="imginline" alt="" style="width: 16;height: 16;" /> on the list toolbar.</p>
|
||||
<li value="2">Right-click the line item segment for which you received less than the total quantity, and select <b>Receive.</b></li>
|
||||
<p>The Line Item Segment Receiving dialog box appears.</p>
|
||||
<li value="3">Type the number of copies received in the <b>Quantity received</b> box.</li>
|
||||
<li value="4">Click <b>OK</b> to confirm that you want to receive the selected line item segment. If you receive less than the total quantity of copies for the segment, the segment is split. One segment shows the quantity received and the other shows the quantity still on order.</li>
|
||||
<li value="5">Select <b>Tools </b>><b> Claim.</b></li>
|
||||
<p>A message asks if you are sure you want to claim the items.</p>
|
||||
<li value="6">Click <b>Yes</b>.</li>
|
||||
<p>The copies that were not received are claimed, and the Claim workform appears.</p>
|
||||
</ol>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
|
||||
<col style="width: 50%;" />
|
||||
<col style="width: 50%;" />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
|
||||
</tr>
|
||||
</tbody>
|
||||
</table>
|
||||
<table style="width: 100%;">
|
||||
<col />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
|
||||
</tr>
|
||||
</tbody>
|
||||
</table>
|
||||
</body>
|
||||
</html>
|
||||
+82
@@ -0,0 +1,82 @@
|
||||
<!DOCTYPE html>
|
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<html xmlns:MadCap="http://www.madcapsoftware.com/Schemas/MadCap.xsd" lang="en-us" xml:lang="en-us" data-mc-search-type="Stem" data-mc-help-system-file-name="Default.xml" data-mc-path-to-help-system="../../../" data-mc-toc-path="Acquisitions |Claiming" data-mc-target-type="WebHelp2" data-mc-runtime-file-type="Topic" data-mc-preload-images="false" data-mc-in-preview-mode="false">
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Acquisitions/PAclaim/Claim_a_single_line_from_a_purchase_order_line_item.htm">Open topic with navigation</a>
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</p>
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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_39510_Claim_a_single"></a>Claim a Single Line from a Purchase Order Line Item</h1>
|
||||
<p><a name="kanchor4091"></a><a name="IX_claiming"></a><a name="kanchor4092"></a><a name="IX_purchase_order_line_item_6"></a>To claim a single purchase order line item:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>When you are claiming a line item, any segments with a status of closed, canceled, or received cannot be claimed.</p>
|
||||
<ol>
|
||||
<li value="1">Open the Purchase Order Line Item workform.</li>
|
||||
<li value="2">Select <b>Tools </b>><b> Claim</b> from the menu bar.</li>
|
||||
<p>A message asks if you want to claim the item.</p>
|
||||
<li value="3">Click <b>Yes</b>.</li>
|
||||
<p>The Claim workform appears. You can use the Claim workform to view an item’s claim history, enter a response from the supplier, or specify why an item was claimed.</p>
|
||||
</ol>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
|
||||
<col style="width: 50%;" />
|
||||
<col style="width: 50%;" />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
|
||||
</tr>
|
||||
</tbody>
|
||||
</table>
|
||||
<table style="width: 100%;">
|
||||
<col />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
|
||||
</tr>
|
||||
</tbody>
|
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</table>
|
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</body>
|
||||
</html>
|
||||
+79
@@ -0,0 +1,79 @@
|
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<!DOCTYPE html>
|
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<html xmlns:MadCap="http://www.madcapsoftware.com/Schemas/MadCap.xsd" lang="en-us" xml:lang="en-us" data-mc-search-type="Stem" data-mc-help-system-file-name="Default.xml" data-mc-path-to-help-system="../../../" data-mc-toc-path="Acquisitions |Claiming" data-mc-target-type="WebHelp2" data-mc-runtime-file-type="Topic" data-mc-preload-images="false" data-mc-in-preview-mode="false">
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<body>
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Acquisitions/PAclaim/Claim_all_items_on_a_purchase_order.htm">Open topic with navigation</a>
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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_10631_Claim_all_items_on"></a>Claim All Items on a Purchase Order</h1>
|
||||
<p>To claim all items on a purchase order:</p>
|
||||
<ol>
|
||||
<li value="1">In the Purchase Order workform, select <b>Tools </b>><b> Claim</b>.</li>
|
||||
<p>A message asks if you want to claim all items in the purchase order.</p>
|
||||
<li value="2">Select <b>Yes</b> to generate the Claim records.</li>
|
||||
</ol>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
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<col style="width: 50%;" />
|
||||
<col style="width: 50%;" />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
|
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</tr>
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</tbody>
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</table>
|
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<table style="width: 100%;">
|
||||
<col />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
|
||||
</tr>
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</tbody>
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</table>
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</body>
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</html>
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+87
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<!DOCTYPE html>
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<meta name="search-keywords" content="circulation, public services, DQ2407050, Polaris user guide" /><title>Claim items from the Claim Alert List</title>
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Acquisitions/PAclaim/Claim_items_from_the_Claim_Alert_List.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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<div role="main" id="mc-main-content">
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<h1><a name="XREF_87277_Claim_items_from"></a>Claim Items from the Claim Alert List</h1>
|
||||
<p class="NoteShade"><a name="kanchor3076"></a><a name="IX_backordered_or_returned"></a><a name="kanchor3077"></a><a name="IX_displaying_backordered"></a><a name="kanchor3078"></a><a name="IX_appearing_on_Claim_Alert_1"></a><a name="kanchor3079"></a><a name="IX_appearing_on_Claim_Alert"></a><b>Important:<br /></b>Items that already had a status of <b>Backordered</b> or <b>Returned</b> before claiming was set up will not appear on the Claim Alert List, since those items do not have a claim alert date.</p>
|
||||
<p><a name="kanchor3080"></a><a name="IX_procedure_12"></a>To claim items that appear on the Claim Alert List:</p>
|
||||
<p class="NoteShade"><a name="kanchor3081"></a><a name="IX_expanding_the_window_and"></a><b>Tips:<br /></b>Use the <b>Organizations</b> and <b>Status</b> boxes to filter the Claim Alert List. To expand the Claim Alert List window, drag the lower right-hand corner. To expand a column, drag the border of a column header.</p>
|
||||
<ol>
|
||||
<li value="1">Select <b>Acquisitions </b>><b> Claim Alert List</b> from the Polaris Shortcut Bar.</li>
|
||||
<p>The Claim Alert List appears.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>The Claim Alert List shows purchase order line items that are eligible to be claimed. If you start from the Serials menu, you will see the serials issues or parts that are eligible to be claimed. You can also see the serials information if you change the record type in the Claim Alert List.</p>
|
||||
<p>
|
||||
<img style="margin-bottom: 0.000pt;width: 452;height: 305;" src="ClaimAlertList_452x305.gif" alt="" />
|
||||
</p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>Click <img src="ClaimBut_16x16.gif" class="imginline" alt="" style="width: 16;height: 16;" /> on the menu bar to claim all items, or click this icon in the list bar to claim selected line items.<br /><br /></p>
|
||||
<li value="2">Right-click the item or items for which you want to send a claim to the supplier, and select <b>Claim</b> from the context menu. Or, select <b>Tools </b>><b> Claim</b> from the menu bar to claim all the items in the list. When you claim a purchase order line item, segments that have a status of closed, canceled, or received are not claimed.</li>
|
||||
<p>A claim record is created for each item you selected.</p>
|
||||
</ol>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
|
||||
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|
||||
<col style="width: 50%;" />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
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|
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|
||||
</table>
|
||||
<table style="width: 100%;">
|
||||
<col />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
|
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|
||||
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|
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|
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</html>
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Acquisitions/PAclaim/Claim_line_items_from_a_purchase_order.htm">Open topic with navigation</a>
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<h1><a name="XREF_34557_Claim_one_or"></a>Claim Line Items from a Purchase Order</h1>
|
||||
<p>You can claim one or multiple line items from the Purchase Order workform, Line Items view. You can also claim a single line item from the Purchase Order Line Item workform.</p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>To keep your place in the list and retain your sort order, select <span style="font-weight: bold;">Edit </span>><span style="font-weight: bold;"> Lock List View</span> or click <img alt="locklisticon.gif" style="margin-bottom: -5.500pt;width: 21;height: 26;" id="image2" src="locklisticon_21x26.gif" />.When you update line items with the list view locked, the changes do not appear in the list view until you uncheck the Lock List View option or refresh the list. <span style="font-weight: bold;">List view locked</span> is displayed in the status bar when this option is on.<br />Click <img alt="refreslstvwbtn.gif" style="margin-bottom: 0.000pt;width: 25;height: 23;" id="image3" src="refreslstvwbtn_25x23.gif" /> to refresh the list. After you refresh the list, your updates to the line items appear, and the list view is resorted.</p>
|
||||
<p>To claim one or more items in a purchase order:</p>
|
||||
<ol>
|
||||
<li value="1">Open the Purchase Order workform - Line Items view.</li>
|
||||
<li value="2">Select the line or lines to claim.</li>
|
||||
<li value="3">Right-click, and select <b>Claim</b> from the context menu.</li>
|
||||
<p>A message asks if you want to claim the items you selected.</p>
|
||||
<li value="4">Click <b>Yes</b> to continue claiming the item or items you selected.</li>
|
||||
<p>Claim records are generated for the items claimed.</p>
|
||||
</ol>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
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<col style="width: 50%;" />
|
||||
<col style="width: 50%;" />
|
||||
<tbody>
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||||
<tr>
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||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
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<table style="width: 100%;">
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<col />
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<tbody>
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<tr>
|
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<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
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<h1><a name="XREF_19682_Claiming_Items"></a>Claiming</h1>
|
||||
<p><a name="kanchor665"></a><a name="IX_described_60"></a>Claiming is the process of notifying the supplier that items were ordered but not received as expected. For example, you might claim an item in the following situations:</p>
|
||||
<ul>
|
||||
<li>The library was billed for an item it ordered but did not receive.</li>
|
||||
<li>The library did not receive an ordered item within a specified period of time, and no notice arrived from the supplier warning that the item would be late.</li>
|
||||
<li>The item was received damaged.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>You can also claim serial issues or <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> parts that were not received as expected. For information on claiming serials issues or parts,<MadCap:conditionalText data-mc-conditions="Primary.Online"> see <a href="../../Serials/PSclaim/Claim_issues_parts_from_the_Claim_Alert_List.htm#XREF_29098_Claim_issues_parts">Claim issues/parts from the Claim Alert List</a>.</MadCap:conditionalText></p>
|
||||
<p>To claim an item, you set up the claiming information in the supplier record. See <a href="../PAsuppliers/Add_the_claiming_criteria_for_a_supplier.htm#XREF_22585_Adding_the">Add the claiming criteria for a supplier</a>. This information is copied to purchase orders using this supplier. You can add more claiming intervals or change the claiming information on the Purchase Order workform. See <a href="../PAorder/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>If an item has not been received in the specified amount of time after being ordered, it appears on the Claim Alert List. An automatic nightly process identifies purchase order line items that are eligible to be claimed.</p>
|
||||
<p class="NoteShade"><b>Important:<br /></b>You must set up claiming criteria in the Supplier record before items will appear on the Claim Alert List. Items that already had a status of <b>Backordered</b> or <b>Returned</b> before claiming was set up will not appear on the Claim Alert List, since those items do not have a claim alert date.</p>
|
||||
<p>When you claim an item for the first time from the Claim Alert List, it is removed from the list, and a claim record is generated. The same item appears on the Claim Alert List again if it still has not been received in the specified time after the first claim was generated. This process continues until the maximum number of claims have been generated. When you claim an item, a claim notice is generated and you can send the notice to the supplier. You must set up the claiming notices with the message and contact information in Polaris Administration.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Acquisitions_Admin/PDKacquire/Set_claim_cancellation_notice_defaults.htm#XREF_88647_Set_claim_defaults">Set claim/cancellation notice defaults</a>.</MadCap:conditionalText></p>
|
||||
<p>See also:</p>
|
||||
<ul type="disc">
|
||||
<li><a href="Claim_items_from_the_Claim_Alert_List.htm#XREF_87277_Claim_items_from">Claim items from the Claim Alert List</a>
|
||||
</li>
|
||||
<li><a href="Claim_all_items_on_a_purchase_order.htm#XREF_10631_Claim_all_items_on">Claim all items on a purchase order</a>
|
||||
</li>
|
||||
<li><a href="Claim_line_items_from_a_purchase_order.htm">Claim line items from a purchase order</a>
|
||||
</li>
|
||||
<li><a href="Claim_a_single_line_from_a_purchase_order_line_item.htm#XREF_39510_Claim_a_single">Claim a single line from a purchase order line item</a>
|
||||
</li>
|
||||
<li><a href="Claim_a_segment_of_a_purchase_order_line_item.htm#XREF_24429_Claim_a_segment_of">Claim a segment of a purchase order line item</a>
|
||||
</li>
|
||||
<li><a href="Stop_a_claim.htm#XREF_75399_Stop_a_claim">Stop a claim</a>
|
||||
</li>
|
||||
<li><a href="Cancel_a_title_from_the_Claim_Alert_List.htm#XREF_11551_Canceling_a_title">Cancel a title from the Claim Alert List</a>
|
||||
</li>
|
||||
<li><a href="View_and_enter_an_items_claim_information.htm">View and enter an item's claim information</a>
|
||||
</li>
|
||||
<li><a href="Print_claim_notices.htm#XREF_52892_Print_claim_notices">Print claim notices</a>
|
||||
</li>
|
||||
</ul>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
|
||||
<col style="width: 50%;" />
|
||||
<col style="width: 50%;" />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
|
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|
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|
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<table style="width: 100%;">
|
||||
<col />
|
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<tbody>
|
||||
<tr>
|
||||
<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
|
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|
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</tbody>
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</table>
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</html>
|
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<html xmlns:MadCap="http://www.madcapsoftware.com/Schemas/MadCap.xsd" lang="en-us" xml:lang="en-us" data-mc-search-type="Stem" data-mc-help-system-file-name="Default.xml" data-mc-path-to-help-system="../../../" data-mc-toc-path="Acquisitions |Claiming" data-mc-target-type="WebHelp2" data-mc-runtime-file-type="Topic" data-mc-preload-images="false" data-mc-in-preview-mode="false">
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Acquisitions/PAclaim/Print_claim_notices.htm">Open topic with navigation</a>
|
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</p>
|
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<div class="nocontent">
|
||||
<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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<div role="main" id="mc-main-content">
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<h1><a name="XREF_52892_Print_claim_notices"></a>Print Claim Notices</h1>
|
||||
<p><a name="kanchor4938"></a><a name="IX_printing_acquisitions"></a><a name="kanchor4939"></a><a name="IX_printing_claim"></a>You can print claim notices for the titles your library is claiming. Polaris generates a notice for each supplier with one or more claimed titles. There are two types of notices: the Initial claim notice that includes all the titles being claimed for the first time, and the Claim notice that includes all the titles already claimed.</p>
|
||||
<p>To generate claim notices for the titles your library is claiming from suppliers:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>To include claimed items for a particular supplier, the <b>Claim notice</b> checkbox must be selected on the Supplier Record workform - Claims view.</p>
|
||||
<ol>
|
||||
<li value="1">Select <b>Utilities </b>><b> Reports and Notices</b> on the Polaris Shortcut Bar.</li>
|
||||
<p>The Polaris Reports dialog box appears.</p>
|
||||
<li value="2">Select <b>Notices </b>><b> Acquisitions</b> > <b>Claim Notices</b>.</li>
|
||||
<p>The Report Wizard dialog box appears.</p>
|
||||
<p>
|
||||
<img style="margin-bottom: 0.000pt;width: 329;height: 270;" src="reportsetupwiz_329x270.gif" alt="" />
|
||||
</p>
|
||||
<li value="3">Select the organization(s) that sent the claim notices.</li>
|
||||
<p>Select <b>Branch</b> > <b>Library</b> > or <b>System </b>in the Return Address box to specify the address to use for the claim notice.</p>
|
||||
<li value="4">Select dates in the <b>Start Date</b> and <b>End Date</b> boxes to specify the date range for the claims.</li>
|
||||
<li value="5">Click <b>Submit</b>.</li>
|
||||
<p>The Claim Notice pdf appears in Adobe Reader.</p>
|
||||
<p>
|
||||
<img style="margin-bottom: 0.000pt;width: 315;height: 230;" src="claimnot_315x230.gif" alt="" /> </p>
|
||||
<li value="6">Click <b>Print</b> on the Adobe Reader toolbar to print the claim notice.</li>
|
||||
</ol>
|
||||
<h4>Related Information</h4>
|
||||
<ul type="disc">
|
||||
<li>Claim messages and contact information -<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Acquisitions_Admin/PDKacquire/Set_claim_cancellation_notice_defaults.htm#XREF_88647_Set_claim_defaults">Set claim/cancellation notice defaults</a>.</MadCap:conditionalText></li>
|
||||
<li><a name="kanchor4940"></a><a name="IX_reports_10"></a><a name="XREF_17716_Claims_Ready_for"></a>Claims Ready for Cancellation Report -<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Polaris_Basics/PIreports/Acq_Reports.htm#Acquisit">Acquisitions Reports</a>.</MadCap:conditionalText></li>
|
||||
</ul>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
|
||||
<col style="width: 50%;" />
|
||||
<col style="width: 50%;" />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
|
||||
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|
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|
||||
</table>
|
||||
<table style="width: 100%;">
|
||||
<col />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
|
||||
</tr>
|
||||
</tbody>
|
||||
</table>
|
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</body>
|
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</html>
|
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+80
@@ -0,0 +1,80 @@
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<!DOCTYPE html>
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<html xmlns:MadCap="http://www.madcapsoftware.com/Schemas/MadCap.xsd" lang="en-us" xml:lang="en-us" data-mc-search-type="Stem" data-mc-help-system-file-name="Default.xml" data-mc-path-to-help-system="../../../" data-mc-toc-path="Acquisitions |Claiming" data-mc-target-type="WebHelp2" data-mc-runtime-file-type="Topic" data-mc-preload-images="false" data-mc-in-preview-mode="false">
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<meta name="search-keywords" content="circulation, public services, DQ2407050, Polaris user guide" /><title>Stop a claim</title>
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Acquisitions/PAclaim/Stop_a_claim.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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<div role="main" id="mc-main-content">
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||||
<h1><a name="XREF_75399_Stop_a_claim"></a>Stop a claim</h1>
|
||||
<p><a name="kanchor4821"></a><a name="IX_stopping"></a>If you have claimed an item and decide not to initiate another claim for that item, you can stop the claim process from the Purchase Order Line Item workform. (You cannot stop a claim from the Claim Alert List or from the Claim workform.) When you stop a claim, the transaction is posted in the History view of the Claim workform.</p>
|
||||
<p>To stop a claim:</p>
|
||||
<ol>
|
||||
<li value="1">Open the Purchase Order Line Item workform.</li>
|
||||
<li value="2">Select <b>Tools </b>><b> Stop Claim</b>.</li>
|
||||
<p>The claiming process is stopped.</p>
|
||||
</ol>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
|
||||
<col style="width: 50%;" />
|
||||
<col style="width: 50%;" />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
|
||||
</tr>
|
||||
</tbody>
|
||||
</table>
|
||||
<table style="width: 100%;">
|
||||
<col />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
|
||||
</tr>
|
||||
</tbody>
|
||||
</table>
|
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</body>
|
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</html>
|
||||
+81
@@ -0,0 +1,81 @@
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<!DOCTYPE html>
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Acquisitions/PAclaim/View_and_enter_an_items_claim_information.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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<div role="main" id="mc-main-content">
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<h1><a name="XREF_36680_Enter_claim"></a>View and Enter an Item’s Claim Information</h1>
|
||||
<p><a name="kanchor2583"></a><a name="IX_printing_claim_notices"></a><a name="kanchor2584"></a><a name="IX_entering_notes_and"></a><a name="kanchor2585"></a><a name="IX_viewing_claim_history"></a>When an item has been claimed, a claim record is created. You can use the claim record to view an item’s claim history, to enter a response from the supplier, or to specify why the item was claimed. You can also enter notes regarding the claim, print a claim notice, and include a reminder flag on the claim alert list.</p>
|
||||
<p>To view an item’s claim history, and enter claim information on the Claim workform:</p>
|
||||
<ol>
|
||||
<li value="1">Display the claim record in the Claim workform.</li>
|
||||
<p>The Claim workform appears with the Claim History view displayed.</p>
|
||||
<li value="2">You can do the following tasks using the Claim workform:<ul type="disc"><li>If you want a claim notice to be printed, select the <b>Print on notice</b> checkbox. When this box is checked, a claim notice is automatically generated for the item, and you can print the notice. See <a href="Print_claim_notices.htm#XREF_52892_Print_claim_notices">Print claim notices</a>.</li><li>If you want a reminder flag to appear next to this item on the Claim Alert List, select the <b>Reminder</b> checkbox. The flag indicates that the item was claimed.</li><li>If the supplier has responded to the claim, type the response from the supplier in the <b>Response</b> box.</li><li>Select the reason this item was claimed in the <b>Reason</b> box.</li></ul><ul type="disc"><li>If you want a claim notice to be printed, select the <b>Print on notice</b> checkbox. When this box is checked, a claim notice is automatically generated for the item, and you can print the notice. See <a href="Print_claim_notices.htm#XREF_52892_Print_claim_notices">Print claim notices.</a></li><li>If you want a reminder flag to appear next to this item on the Claim Alert List, select the <b>Reminder</b> checkbox. The flag indicates that the item was claimed.</li><li>If the supplier has responded to the claim, type the response from the supplier in the <b>Response</b> box.</li><li>Select the reason this item was claimed in the <b>Reason</b> box.</li></ul></li>
|
||||
<li value="3">Select <b>File </b>><b> Save</b>.</li>
|
||||
</ol>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
|
||||
<col style="width: 50%;" />
|
||||
<col style="width: 50%;" />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
|
||||
</tr>
|
||||
</tbody>
|
||||
</table>
|
||||
<table style="width: 100%;">
|
||||
<col />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
|
||||
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|
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</tbody>
|
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|
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|
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</html>
|
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+83
@@ -0,0 +1,83 @@
|
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<!DOCTYPE html>
|
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<h1><a name="XREF_21625_Close_line_items"></a>Close a Purchase Order</h1>
|
||||
<p>To close a purchase order:</p>
|
||||
<p class="NoteShade"><b>Important:<br /></b>If the purchase order is cancelled and you want to delete it later, do not close it. Only Cancelled orders can be deleted.</p>
|
||||
<ol>
|
||||
<li value="1"><a name="kanchor3715"></a><a name="IX_all_line_items_1"></a>Open the Purchase Order workform.</li>
|
||||
<li value="2">Select <b>Tools </b>><b> Close</b> from the menu bar on the Purchase Order workform.</li>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>Click <img src="closeicon.gif" alt="" /> on the toolbar.</p>
|
||||
<p>A message asks if you want to close the order.</p>
|
||||
<li value="3">Click <b>Yes</b> to confirm that you want to close the purchase order.</li>
|
||||
<p><b>Purchase order closed successfully</b> appears in the status bar.</p>
|
||||
</ol>
|
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</div>
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</div>
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<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
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<col style="width: 50%;" />
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<tbody>
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<tr>
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<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
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<table style="width: 100%;">
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<col />
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<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
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<html xmlns:MadCap="http://www.madcapsoftware.com/Schemas/MadCap.xsd" lang="en-us" xml:lang="en-us" data-mc-search-type="Stem" data-mc-help-system-file-name="Default.xml" data-mc-path-to-help-system="../../../" data-mc-toc-path="Acquisitions |Closing Orders" data-mc-target-type="WebHelp2" data-mc-runtime-file-type="Topic" data-mc-preload-images="false" data-mc-in-preview-mode="false">
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Acquisitions/PAclose/Close_line_items_on_a_standing_or_subscription_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_92579_Close_line_items"></a>Close Line Items on a Standing or Subscription Order</h1>
|
||||
<p>To close all line items or specific line items on 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 purchase order:</p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>When searching for a purchase order, you can limit by <b>Order Type</b> and select <b>Standing Order</b> or <b>Subscription</b>.</p>
|
||||
<ol>
|
||||
<li value="1">Display a subscription order or standing order in the Purchase Order workform.</li>
|
||||
<li value="2">Select the line items you want to close, and click <img src="closeicon_16x16.gif" class="imginline" alt="" style="width: 16;height: 16;" />.</li>
|
||||
<p>A message asks if you want to close the line items.</p>
|
||||
<li value="3"><a name="kanchor4701"></a><a name="IX_changing_serial_holdings_1"></a><a name="kanchor4702"></a><a name="IX_changing_serial_holdings"></a><a name="kanchor4703"></a><a name="IX_closing_a_purchase_order"></a>Click <b>Yes</b> to confirm that you want to close the line items.</li>
|
||||
<li value="4">If the Update Serial Holdings Record Statuses dialog box appears, select a status to apply to the linked serial holdings records, or select <b>No status change</b> to leave the serial holdings record as it is, and click <b>OK</b>.</li>
|
||||
<p>The serial holdings record is updated with the status you chose.</p>
|
||||
</ol>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
|
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<col style="width: 50%;" />
|
||||
<col style="width: 50%;" />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
|
||||
</tr>
|
||||
</tbody>
|
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</table>
|
||||
<table style="width: 100%;">
|
||||
<col />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
|
||||
</tr>
|
||||
</tbody>
|
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</table>
|
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</body>
|
||||
</html>
|
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+86
@@ -0,0 +1,86 @@
|
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<!DOCTYPE html>
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Acquisitions/PAclose/Closing_Orders.htm">Open topic with navigation</a>
|
||||
</p>
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<div class="nocontent">
|
||||
<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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</div>
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<div class="content">
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<div role="main" id="mc-main-content">
|
||||
<h1><a name="XREF_17704_Closing_a_Purchase"></a>Closing Orders</h1>
|
||||
<p><a name="kanchor2513"></a><a name="IX_closing_purchase_orders"></a><a name="kanchor2514"></a><a name="IX_closing_orders_for"></a><a name="kanchor2515"></a><a name="IX_closing_1"></a><a name="kanchor2516"></a><a name="IX_closing_overview"></a><a name="kanchor2517"></a><a name="IX_reasons"></a>You can close a Firm, Donation or Gift purchase order that has a status of Cancelled, Received or PartRec (partially received). When you close a purchase order with header charges and/or purchase order line items that are received but not yet paid, you will receive a warning message, and the amounts are NOT disencumbered. You can also close specific purchase order line items for serial subscriptions or serial standing orders.</p>
|
||||
<p>Libraries can set a parameter in Acquisitions Administration to close purchase orders automatically.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Acquisitions_Admin/PDKacquire/AutoCosePO.htm" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Automatically Close Purchase Orders</span></a>.</MadCap:conditionalText></p>
|
||||
<p>See also:</p>
|
||||
<ul type="disc">
|
||||
<li>
|
||||
<p><a href="Close_a_purchase_order.htm#XREF_21625_Close_line_items">Close a purchase order</a>
|
||||
</p>
|
||||
</li>
|
||||
<li>
|
||||
<p><a href="Close_line_items_on_a_standing_or_subscription_order.htm#XREF_92579_Close_line_items">Close line items on a standing or subscription order</a>
|
||||
</p>
|
||||
</li>
|
||||
</ul>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
|
||||
<col style="width: 50%;" />
|
||||
<col style="width: 50%;" />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
|
||||
</tr>
|
||||
</tbody>
|
||||
</table>
|
||||
<table style="width: 100%;">
|
||||
<col />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
|
||||
</tr>
|
||||
</tbody>
|
||||
</table>
|
||||
</body>
|
||||
</html>
|
||||
+90
@@ -0,0 +1,90 @@
|
||||
<!DOCTYPE html>
|
||||
<html xmlns:MadCap="http://www.madcapsoftware.com/Schemas/MadCap.xsd" lang="en-us" xml:lang="en-us" data-mc-search-type="Stem" data-mc-help-system-file-name="Default.xml" data-mc-path-to-help-system="../../../" data-mc-toc-path="Acquisitions |Crediting Invoices" data-mc-target-type="WebHelp2" data-mc-runtime-file-type="Topic" data-mc-preload-images="false" data-mc-in-preview-mode="false">
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<h1><a name="XREF_32897_Credit_a_single"></a>Credit a Single Line Item</h1>
|
||||
<p>To credit a single paid invoice line item:</p>
|
||||
<ol>
|
||||
<li value="1">Open the Invoice Line Item workform for the paid invoice line item.</li>
|
||||
<p class="NoteShade"><b>Tip: <img src="CreditIconOnToolbar_16x16.gif" class="imginline" alt="" style="width: 16;height: 16;" /><br /></b>Click the credit icon on the main toolbar.</p>
|
||||
<li value="2">Select <b>Tools</b> > <b>Credit</b> from the menu.</li>
|
||||
<p>The Invoice Payment/Credit dialog box appears.</p>
|
||||
<li value="3">Click <b>Check</b> or <b>Voucher</b> to specify the method of credit.</li>
|
||||
<li value="4">If needed, type the supplier’s check or voucher number in the <b>Number</b> box.</li>
|
||||
<li value="5">Click <b>OK </b>to credit the line item.</li>
|
||||
<p>The message <b>Invoice line was credited successfully</b> appears in the status bar of the Invoice workform, and the following events occur:</p>
|
||||
<ul type="disc">
|
||||
<li>The status of the line changes from paid or prepaid to credited.</li>
|
||||
<li>Unexpend transactions are posted to the funds linked to the invoice line item segments.</li>
|
||||
<li>The status of the invoice changes to part paid if there are still paid line items on the invoice.</li>
|
||||
<li>The invoice payment history is updated.</li>
|
||||
</ul>
|
||||
</ol>
|
||||
</div>
|
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|
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|
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<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
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<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
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<h1><a name="XREF_82621_Credit_an_entire"></a>Credit an Entire Invoice</h1>
|
||||
<p>To credit an entire invoice:</p>
|
||||
<ol>
|
||||
<li value="1">Open the Invoice workform for the paid or prepaid invoice.</li>
|
||||
<li value="2">Select <b>Tools </b>><b> Credit</b> from the menu bar.</li>
|
||||
<p>The Check/Voucher dialog box appears.</p>
|
||||
<li value="3">Click <b>Check</b> or <b>Voucher</b> to specify the method of payment.</li>
|
||||
<li value="4">If necessary, type the supplier’s check or voucher number in the <b>Number</b> box.</li>
|
||||
<li value="5">Click<b> OK</b>.</li>
|
||||
<p>When the credit process is completed, the message <b>The invoice was credited successfully</b> appears in the status bar.</p>
|
||||
</ol>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
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<col style="width: 50%;" />
|
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<col style="width: 50%;" />
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||||
<tbody>
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<tr>
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<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
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</tbody>
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</table>
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<table style="width: 100%;">
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<col />
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<tbody>
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<tr>
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<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
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<h1><a name="XREF_12174_Credit_a_single"></a>Credit an Invoice Line Item Segment </h1>
|
||||
<p> To credit a paid invoice line item segment:</p>
|
||||
<ol>
|
||||
<li value="1">Open the Invoice Line Item workform for the paid, partpaid or prepaid invoice line item.</li>
|
||||
<li value="2">Right-click the segment to credit, and select <b>Credit</b> from the context menu.</li>
|
||||
<p>The Segment Payment/Credit dialog box appears.</p>
|
||||
<p class="NoteShade"><b>Tip: <img src="CreditIconOnToolbar_16x16.gif" class="imginline" alt="" style="width: 16;height: 16;" /><br /></b>Click the Credit icon on the toolbar to credit the line item segment.</p>
|
||||
<li value="3">Select one of the following options:</li>
|
||||
<ul type="disc">
|
||||
<li>To credit the total number of copies received, click <b>OK.</b></li>
|
||||
<li>To credit less than the total number of copies paid or prepaid, type a number less than the quantity received in the <b>Enter quantity to credit box</b>, and click <b>OK</b>.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If you credit less than the quantity received, the invoice line item segment is split, with one segment remaining Paid or Part Paid and the other Credited.</p>
|
||||
<p>The Check/Voucher dialog box appears.</p>
|
||||
<li value="4">Click <b>Check</b> or <b>Voucher</b> to specify the method of credit.</li>
|
||||
<li value="5">If needed, type the supplier’s check or voucher number in the <b>Number</b> box.</li>
|
||||
<li value="6">To change the date, type a different date or select a date from the calendar.</li>
|
||||
<li value="7">Click <b>OK </b>to submit your settings.</li>
|
||||
<p>When credit processing is complete, <b>The invoice line segment was credited (or partially credited) successfully</b> appears in the status bar of the Invoice workform, and the following events occur:</p>
|
||||
<ul type="disc">
|
||||
<li>The status of the segment changes from paid or prepaid to credited.</li>
|
||||
<li>An unexpend transaction is posted to the fund linked to the invoice line item segment.</li>
|
||||
<li>The invoice payment history is updated.</li>
|
||||
</ul>
|
||||
</ol>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
|
||||
<col style="width: 50%;" />
|
||||
<col style="width: 50%;" />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
|
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</tbody>
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</table>
|
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<table style="width: 100%;">
|
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<col />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
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|
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</tbody>
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</html>
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+95
@@ -0,0 +1,95 @@
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<!DOCTYPE html>
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<h1><a name="XREF_77123_Credit_multiple"></a>Credit Multiple Lines on an Invoice</h1>
|
||||
<p><a name="kanchor5404"></a><a name="IX_crediting_multiple_on_an"></a><a name="kanchor5405"></a><a name="IX_crediting_multiple_lines"></a><a name="kanchor5406"></a><a name="IX_multiple_lines"></a>To credit multiple lines on a paid, partially paid or prepaid invoice:</p>
|
||||
<ol>
|
||||
<li value="1">Open the Invoice workform for the paid, part-paid, or prepaid invoice that contains the line items you want to credit.</li>
|
||||
<p class="NoteShade"><b>Tip: </b>
|
||||
<img src="PAcredit00290_16x16.gif" class="imginline" alt="" style="width: 16;height: 16;" />
|
||||
<br />Click on the Invoice Line Items icon on the menu bar to see the line items in the invoice.</p>
|
||||
<li value="2">Select <b>View</b> > <b>Line Items</b>.</li>
|
||||
<p>The Line Items view of the Invoice workform appears.</p>
|
||||
<li value="3">Select the line items to credit by holding down the<b> CTRL </b>key while selecting the lines.<b> </b>The lines must have a status of paid or prepaid.</li>
|
||||
<p class="NoteShade"><b>Tip: <img src="CreditIconOnToolbar_16x16.gif" class="imginline" alt="" style="width: 16;height: 16;" /><br /></b>Click after selecting the line items.</p>
|
||||
<li value="4">Right-click the selected lines, and select <b>Credit</b> from the context menu.</li>
|
||||
<p>The Invoice Payment/Credit dialog box appears.</p>
|
||||
<li value="5">Select <b>Check</b> or <b>Voucher</b> to specify the method of credit.</li>
|
||||
<li value="6">If needed, type the check or voucher number in the <b>Number</b> box.</li>
|
||||
<li value="7">Click <b>OK </b>to submit the settings.</li>
|
||||
<p><b>The invoice lines were credited successfully</b> appears in the status bar of the Invoice workform, and the following events occur:</p>
|
||||
<ul type="disc">
|
||||
<li>The statuses of the lines change from paid or prepaid to credited.</li>
|
||||
<li>Unexpend transactions are posted to the funds linked to the invoice line item segments.</li>
|
||||
<li>The invoice payment history is updated.</li>
|
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</ul>
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<h1><a name="XREF_19585_Paying_the_Invoice"></a><a name="XREF_34588_Adjusting_Invoices"></a><a name="XREF_37192_Crediting_the"></a>Crediting Invoices</h1>
|
||||
<p><a name="kanchor2427"></a><a name="IX_crediting_2"></a><a name="kanchor2428"></a><a name="IX_invoices_2"></a>After an invoice has been paid or prepaid, it may need to be credited fully or partially because your library has received a refund or credit. You can credit an entire invoice, multiple lines within an invoice, a single line item, or segments within a line item. To post a credit to a fund record that is unlinked to any purchase order line item, you can credit a miscellaneous invoice that has not been paid.</p>
|
||||
<p>When you credit an entire invoice, the status of the invoice changes from paid to credited, the transaction appears in the Payment History view of the Invoice workform, and an unexpend transaction appears in the funds linked to each line item segment and the funds linked to any invoice header charges.</p>
|
||||
<p>You can credit individual line items while leaving the rest of the invoice paid or partially paid. Or, you can credit segments of a line item, leaving the other segments paid. When crediting a single segment of a line, you can credit less than the number ordered and received. This causes a split in the invoice line item segment. One segment remains paid or prepaid, while the other segment is credited.</p>
|
||||
<p>See also:</p>
|
||||
<ul type="disc">
|
||||
<li><a href="Credit_an_entire_invoice.htm#XREF_82621_Credit_an_entire">Credit an entire invoice</a>
|
||||
</li>
|
||||
<li><a href="Credit_multiple_lines_on_an_invoice.htm#XREF_77123_Credit_multiple">Credit multiple lines on an invoice</a>
|
||||
</li>
|
||||
<li><a href="Credit_a_single_line_item.htm#XREF_32897_Credit_a_single">Credit a single line item</a>
|
||||
</li>
|
||||
<li><a href="Credit_an_invoice_line_item_segment.htm#XREF_12174_Credit_a_single">Credit an invoice line item segment</a>
|
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</li>
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<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
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<h1><a name="XREF_25634_Payment_credit_of"></a>Distribute Charges on a Prepaid Invoice</h1>
|
||||
<p>To distribute charges among line item segments on a prepaid invoice:</p>
|
||||
<ol>
|
||||
<li value="1"><a name="kanchor1071"></a><a name="IX_distributing_on_prepaid"></a><a name="kanchor1072"></a><a name="IX_distributing_charges"></a>Open the Invoice workform for the prepaid invoice.</li>
|
||||
<li value="2">Choose <b>Tools </b>><b> Distribute Charges</b> from the menu bar.</li>
|
||||
<p>The Distribute Charges dialog box appears.</p>
|
||||
<li value="3">Select a charge type.</li>
|
||||
<li value="4">Choose one of the following <b>Action</b> options:</li>
|
||||
<ul type="disc">
|
||||
<li>Select <b>Add to an existing charge</b> to add the charge to the charges already entered.</li>
|
||||
<li>Select <b>Overwrite existing charge</b> to replace any previous charge already entered in the line item, or if no charge was entered.</li>
|
||||
</ul>
|
||||
<li value="5">Choose one of the following <b>Distribute</b> options:</li>
|
||||
<ul type="disc">
|
||||
<li>Select <b>Evenly across line segments</b> to distribute the charge amount equally among all the line segments for the invoice.</li>
|
||||
<li>Select <b>Based on total quantity received</b> to apply the charges based on the quantity received.</li>
|
||||
</ul>
|
||||
<li value="6">If needed, type a note in the <b>Note</b> box.</li>
|
||||
<li value="7">Type the amount to distribute in the <b>Amount</b> box, and click <b>OK</b>.</li>
|
||||
<p>The Record Check/Voucher Data dialog box appears.</p>
|
||||
<li value="8">Select <b>Check</b> or <b>Voucher</b>.</li>
|
||||
<li value="9">To record the check or voucher number, type it in the <b>Number</b> box.</li>
|
||||
<li value="10">To change the due date, type it the <b>Date</b> box or select it in the calendar.</li>
|
||||
<li value="11">Click <b>OK</b> to submit your settings.</li>
|
||||
<p>A message informs you that the action cannot be undone.</p>
|
||||
<li value="12">Click <b>OK</b><span class="FM_Symbol"> </span>to confirm that you want to distribute the charges.</li>
|
||||
<p>The following events occur:</p>
|
||||
<ul type="disc">
|
||||
<li><b>Charges distributed successfully</b> appears in the status bar.</li>
|
||||
<li>Any linked funds are updated.</li>
|
||||
<li>The Charges view of the Invoice workform shows the subtotals for all line item charges and credits in the <b>Charges and Credits</b> box.</li>
|
||||
<li>The Charges tabbed page in each invoice line item segment shows the amount of the charge that was distributed to the individual segment.</li>
|
||||
</ul>
|
||||
</ol>
|
||||
<h4>Related Information</h4>
|
||||
<p>If you need to make slight adjustments to the charges, see <a href="Make_manual_adjustments_to_charges.htm#XREF_64616_Make_manual">Make manual adjustments to charges</a>.</p>
|
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Acquisitions/PAdistribute/Distribute_charges_on_an_open_invoice.htm">Open topic with navigation</a>
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<h1><a name="XREF_30595_Distribute_charges"></a>Distribute Charges on an Open Invoice</h1>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Charges must be distributed one type at a time.</p>
|
||||
<p>To distribute charges on an open invoice:</p>
|
||||
<ol>
|
||||
<li value="1">Open the Invoice workform.</li>
|
||||
<li value="2">Select <b>Tools </b>><b> Distribute </b>><b> Charges</b> from the menu bar.</li>
|
||||
<p>The Distribute Charges dialog box appears.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>For all the options on the Distribute Charges dialog box to be active, all the lines on the invoice must have been received.</p>
|
||||
<li value="3">Indicate the charge type by selecting one of the following options:</li>
|
||||
<ul type="disc">
|
||||
<li>Cataloging services</li>
|
||||
<li>Special handling</li>
|
||||
<li>Service</li>
|
||||
<li>Shipping</li>
|
||||
<li>Binding format</li>
|
||||
<li>Other</li>
|
||||
</ul>
|
||||
<li value="4">Select one of the following Action options:</li>
|
||||
<ul type="disc">
|
||||
<li><b>Overwrite existing charge</b> to replace the charge already entered in the line item, or if no charge was previously entered.</li>
|
||||
<li><b>Add to existing charge</b> to add the charge to the charges already entered.</li>
|
||||
</ul>
|
||||
<li value="5">Choose one of the following Distribute options:</li>
|
||||
<ul type="disc">
|
||||
<li>Select <b>Evenly across line item segments</b> to distribute the same charge amount to all the line segments for the invoice.</li>
|
||||
<li>Select <b>Based on total quantity received</b> to apply the charges based on the quantity received in each segment.</li>
|
||||
</ul>
|
||||
<li value="6">Type the amount to distribute in the <b>Amount box</b>, and click <b>OK.</b></li>
|
||||
<p>A message asks you to confirm that you want to distribute the charges.</p>
|
||||
<li value="7">Click <b>OK</b> to confirm that you want to distribute the charges.</li>
|
||||
</ol>
|
||||
<p class="KeepWithNext">The following events occur:</p>
|
||||
<ul type="disc">
|
||||
<li><b>Charges distributed successfully</b> appears in the status bar.</li>
|
||||
<li>Any linked funds are updated.</li>
|
||||
<li>The Charges view of the Invoice workform shows the subtotals for all line item charges and credits in the <b>Charges and Credits</b> box.</li>
|
||||
<li>The Charges tabbed page in each invoice line item segment shows the amount of the charge that was distributed to the individual segment.</li>
|
||||
</ul>
|
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</div>
|
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</div>
|
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<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
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<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
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<h1><a name="XREF_17131_Distribute_credits"></a>Distribute Credits/Discounts on a Prepaid Invoice</h1>
|
||||
<p>To distribute credits or discounts among line item segments on a prepaid invoice. </p>
|
||||
<ol>
|
||||
<li value="1"><a name="kanchor5767"></a><a name="IX_distributing_on_a_1"></a><a name="kanchor5768"></a><a name="IX_distributing_on_a"></a><a name="kanchor5769"></a><a name="IX_distributing_credits_and_1"></a>Open the Invoice workform for the prepaid invoice.</li>
|
||||
<li value="2">Select <b>Tools </b>><b> Distribute Credits/Discounts</b> from the menu bar.</li>
|
||||
<p>The Distribute Credits/Discounts dialog box appears.</p>
|
||||
<li value="3">Select one of the following credit/discount types:<ul type="disc"><li><b>Credit/Discounts($)</b> to distribute a credit or discount dollar amount, and go to step 4.</li><li><b>Discount (%)</b> to distribute a discount rate across all segments equally, and go to step 6.</li></ul></li>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If you choose to distribute a discount percentage, the options under <b>Action</b> and <b>Distribute</b> are unavailable. Simply type any notes you want to include, type the percentage amount, and click <b>OK</b>.</p>
|
||||
<li value="4">If you selected <b>Credit/Discounts($) </b>in the previous step, select one of the following Action options:<ul type="disc"><li><b>Overwrite existing value</b> to replace the existing credit or discount.</li><li><b>Adjust existing value</b> to add the amount to the existing credit or discount.</li></ul></li>
|
||||
<li value="5">Select one of the following Distribute options:<ul type="disc"><li><b>Evenly across line item segments</b> to distribute the credit or discount evenly across all line item segments.</li><li><b>Based on total quantity received</b> to apply the credits or discounts based on the total quantity in the segments.</li></ul></li>
|
||||
<li value="6">Type any applicable notes in the <b>Notes</b> box.</li>
|
||||
<li value="7">Type the credit/discount dollar amount or the discount percentage that you want to distribute in the <b>Amount</b> box, and click<b> OK</b>.</li>
|
||||
<p>The Record Check/Voucher Data dialog appears.</p>
|
||||
<li value="8">Select <b>Check</b> or <b>Voucher</b>.</li>
|
||||
<li value="9">If needed, type the check or voucher number in the <b>Number</b> box.</li>
|
||||
<li value="10">To change the date, type it in the <b>Date</b> box or select it from the calendar.</li>
|
||||
<li value="11">Click<b> OK </b>to submit your settings.</li>
|
||||
<p>A message informs you that the action cannot be undone.</p>
|
||||
<li value="12">Click<b> OK </b>to confirm that you want to distribute the credit or discount.</li>
|
||||
<p class="KeepWithNext">The following events occur:</p>
|
||||
<ul type="disc">
|
||||
<li><b>Credits distributed successfully </b>appears in the status bar. </li>
|
||||
<li>The Charges view of the Invoice workform shows the subtotals for all line item charges and credits in the <b>Charges and Credits</b> box.</li>
|
||||
<li>The Totals tabbed page in each invoice line item segment shows the amount credited or discounted for each segment in the <b>Credits & Discounts </b>column.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Note:<br /></b>In some cases, the amount cannot be distributed evenly among the segments, so you may need to adjust the credits or discounts for an individual segment. For example, the credit is $10.00 and there are 3 segments. The credit that appears in each segment is $3.33, for a total of $9.99. You need to adjust one segment’s credits to $3.34. If you need to adjust the amount of credits or discounts for a segment on a prepaid invoice, you can right-click the segment, and select <b>Adjust Credits.</b> See <a href="../PAadjust/Adjust_invoice_line_item_segment_credits_and_discounts.htm#XREF_24814_Adjust_invoice">Adjust invoice line item segment credits and discounts</a>.</p>
|
||||
</ol>
|
||||
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|
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|
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<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
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<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
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<h1><a name="XREF_18155_Distribute_credits"></a>Distribute Credits/Discounts on an Open Invoice</h1>
|
||||
<p>To distribute credits or discounts among the line item segments on an open invoice:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Credits and discounts must be distributed one at a time.</p>
|
||||
<ol>
|
||||
<li value="1">Open the Invoice workform.</li>
|
||||
<li value="2">Select <b>Tools </b>><b> Distribute Credits/Discounts</b> from the menu bar.<p>The Distribute Credits/Discounts dialog box appears.</p></li>
|
||||
<li value="3">Select one of the following credit/discount types:<ul type="disc"><li><b>Credit/Discount($)</b> to distribute a credit or discount dollar amount, and go to step 4.</li><li><b>Discount (%)</b> to distribute a discount rate across all line item segments equally. Then, go to step 7.</li></ul><p class="NoteShade"><b>Note:<br /></b>If you choose to distribute a discount percentage, the options under <b>Action</b> and <b>Distribute</b> are disabled. Simply type the percentage amount, and click <b>OK</b>. </p></li>
|
||||
<li value="4">If you selected <b>Credit/Discount($)</b> in the previous step, select one of the following <b>Action</b> options:<ul type="disc"><li><b>Overwrite existing value</b> to replace the existing credit or discount.</li><li><b>Adjust existing value</b> to add the amount to the existing credit or discount.</li></ul></li>
|
||||
<li value="5">Select one of the following <b>Distribute</b> options:<ul type="disc"><li><b>Evenly across line item segments</b> to distribute the credit or discount evenly across all line item segments.</li><li><b>Based on total quantity received</b> to apply the credits or discounts based on the total quantity in the segments.</li></ul></li>
|
||||
<li value="6">Type any applicable notes in the <b>Note</b> box.</li>
|
||||
<li value="7">Type the credit/discount dollar amount or the discount percentage to distribute in the <b>Amount</b> box, and click <b>OK</b>.</li>
|
||||
<li value="8">A message informs you that the action cannot be undone.</li>
|
||||
<li value="9">Click <b>OK</b> to confirm that you want to distribute the credits and discounts.</li>
|
||||
</ol>
|
||||
<p>The following events occur when you distribute the credit or discount:</p>
|
||||
<ul type="disc">
|
||||
<li><b>Credits distributed successfully</b> appears in the status bar. </li>
|
||||
<li>Any linked funds are updated.</li>
|
||||
<li>The Charges view of the Invoice workform shows the subtotals for all line item charges and credits in the <b>Charges and Credits</b> box.</li>
|
||||
<li>The Totals tabbed page in each invoice line item segment shows the amount of the credits and discounts that was distributed to the individual segment.</li>
|
||||
</ul>
|
||||
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|
||||
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|
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<h1><a name="XREF_33402_Invoice_Charges"></a>Distributing/Adjusting Invoice Charges/Credits</h1>
|
||||
<p>You can distribute charges, credits, and discounts across multiple line items and segments within an invoice. Distributing charges is useful for libraries that do not use a centralized fund to pay for the charges on the invoice. For example, the supplier charges a certain amount for shipping the entire order, but each branch has its own fund from which it pays shipping charges. You can distribute the shipping charges equally among all the line items’ segments within the invoice. Similarly, a discount or credit can be applied to all the invoice lines.</p>
|
||||
<p><a name="kanchor1163"></a><a name="IX_adjusting_to_match"></a>You may find that your paper invoice from the supplier does not match the invoice in Polaris. In this case, you can adjust the amount of a charge or credit on an individual segment of the open Polaris invoice by typing the amount in the appropriate box on the Charges tabbed page of the invoice line item segment.</p>
|
||||
<p>When distributing charges or credits, Polaris treats prepaid and open invoices differently. Since prepaid invoices have transactions already posted to linked funds, distributing charges or credits across a prepaid invoice causes fund adjustments. With open invoices, the funds have not been expended, so no funds are adjusted.</p>
|
||||
<p>See also:</p>
|
||||
<ul type="disc">
|
||||
<li> <a href="Distributing_Charges.htm#XREF_75100_Distributing" data-mc-conditions="Primary.Online,Primary.Hidden">Distributing Charges</a></li>
|
||||
<li> <a href="Distributing_Credits_Discounts.htm#XREF_23740_Distributing" data-mc-conditions="Primary.Online,Primary.Hidden">Distributing Credits & Discounts</a></li>
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<h1><a name="XREF_75100_Distributing"></a>Distributing Charges</h1>
|
||||
<p>You can distribute charges equally among the line item segments in the invoice. If the invoice is open, the funds are not affected. If the invoice is prepaid, adjustments are made to the funds in the invoice line item segments.</p>
|
||||
<p>See also:</p>
|
||||
<ul type="disc">
|
||||
<li><a href="Distribute_charges_on_an_open_invoice.htm#XREF_30595_Distribute_charges">Distribute charges on an open invoice</a>
|
||||
</li>
|
||||
<li><a href="Make_manual_adjustments_to_charges.htm#XREF_64616_Make_manual">Make manual adjustments to charges</a>
|
||||
</li>
|
||||
<li><a href="Distribute_charges_on_a_prepaid_invoice.htm#XREF_25634_Payment_credit_of">Distribute charges on a prepaid invoice</a>
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<h1><a name="XREF_23740_Distributing"></a>Distributing Credits & Discounts</h1>
|
||||
<p><a name="kanchor3614"></a><a name="IX_distributing_on_an_1"></a><a name="kanchor3615"></a><a name="IX_distributing_credits_and"></a><a name="kanchor3616"></a><a name="IX_distributing_on_an"></a>You can distribute credit or discount dollar amounts among invoice line item segments, or you can distribute discount rates (percentages) among invoice line items. If you enter a credit or discount dollar amount, you can specify whether you want it equally distributed across all segments or according to the quantity received. If you enter a discount rate, this percentage is applied to all line items equally.</p>
|
||||
<p>See also:</p>
|
||||
<ul type="disc">
|
||||
<li><a href="Distribute_credits_discounts_on_an_open_invoice.htm#XREF_18155_Distribute_credits">Distribute credits/discounts on an open invoice</a>
|
||||
</li>
|
||||
<li><a href="Make_manual_adjustments_to_credits_and_discounts.htm#XREF_17854_Make_manual">Make manual adjustments to credits and discounts</a>
|
||||
</li>
|
||||
<li><a href="Distribute_credits_discounts_on_a_prepaid_invoice.htm#XREF_17131_Distribute_credits">Distribute credits/discounts on a prepaid invoice</a>
|
||||
</li>
|
||||
</ul>
|
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|
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<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
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<h1><a name="XREF_64616_Make_manual"></a>Make Manual Adjustments to Charges</h1>
|
||||
<p><a name="kanchor68"></a><a name="IX_adjusting_or_rounding"></a><a name="kanchor69"></a><a name="IX_adjusting_invoice"></a><a name="kanchor70"></a><a name="IX_adjusting_charges_on"></a>When you distribute charges automatically following the instructions in <a href="Distribute_charges_on_an_open_invoice.htm#XREF_30595_Distribute_charges">Distribute charges on an open invoice</a>, the amount may not be distributed evenly among the segments, and you may need to make slight adjustments. For example, the shipping charge is $10.00 and there are 3 segments. The shipping charge that appears in each segment is $3.33, for a total of $9.99. You need to adjust one segment’s shipping charge to $3.34.</p>
|
||||
<p>To make manual adjustments to charges on an invoice:</p>
|
||||
<ol>
|
||||
<li value="1">Open the Invoice Line Item workform</li>
|
||||
<li value="2">Select the <b>Charges</b> tab, and select the charge you want to adjust.</li>
|
||||
<li value="3">Type the adjusted charge, and save the invoice line item.</li>
|
||||
</ol>
|
||||
</div>
|
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</div>
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<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
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<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
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<h1><a name="XREF_17854_Make_manual"></a>Make Manual Adjustments to Credits and Discounts</h1>
|
||||
<p><a name="kanchor1862"></a><a name="IX_credits_or_discounts_on"></a><a name="kanchor1863"></a><a name="IX_adjusting_invoice_1"></a><a name="kanchor1864"></a><a name="IX_adjusting_credits_or"></a><a name="kanchor1865"></a><a name="IX_rounding_on_invoices"></a>When you distribute credits/discounts automatically by following the instructions in <a href="Distribute_credits_discounts_on_an_open_invoice.htm#XREF_18155_Distribute_credits">Distribute credits/discounts on an open invoice</a>, the amount may not be evenly distributed among the segments. For example, the credit/discount is $10.00 and there are 3 segments with the amount of $3.33 in each segment. You need to adjust one segment’s credit/discount to $3.34 to get the total $10.00.</p>
|
||||
<p>To make manual adjustments to credits or discounts.</p>
|
||||
<ol>
|
||||
<li value="1">Open the Invoice Line Item workform.</li>
|
||||
<li value="2">Select the <b>Totals</b> tab of the segment you want to adjust.</li>
|
||||
<li value="3">Select the credit and discounts box.</li>
|
||||
<p>The amount is highlighted.</p>
|
||||
<li value="4">Type the adjusted credit/discount, and save the line item.</li>
|
||||
</ol>
|
||||
</div>
|
||||
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|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
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<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
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<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
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<h1><a name="kanchor5586"></a><a name="IX_adding_sales_tax"></a><a name="kanchor5587"></a><a name="IX_sales_tax"></a><a name="kanchor5588"></a><a name="IX_entering_dollar_amount"></a><a name="XREF_74954_Add_a_tax_dollar"></a>Add a Tax Dollar Amount on an Invoice</h1>
|
||||
<p><a name="kanchor5589"></a><a name="IX_See_sales_tax"></a>To enter a dollar amount for the tax on the invoice:</p>
|
||||
<p class="NoteShade"><b>Important:<br /></b>All segments on the invoice must be received before you can enter a tax dollar amount for the invoice. Also, any charges, credits, or discounts must be distributed before the tax.</p>
|
||||
<ol>
|
||||
<li value="1">Open the Invoice workform.</li>
|
||||
<li value="2">Receive any items that have not already been received.</li>
|
||||
<li value="3">Click <img src="taxicon_16x16.gif" class="imginline" alt="" style="width: 16;height: 16;" /> on the Invoice toolbar.</li>
|
||||
<p>The distribute tax dialog box appears.</p>
|
||||
<li value="4">Enter the dollar amount to add to the invoice.</li>
|
||||
<p>The dollar amount is converted to a rate (percentage), any other tax rate or amount is overwritten, and the rate is applied to all the items.</p>
|
||||
<li value="5"><a name="kanchor5590"></a><a name="IX_fixing_difference_in_tax"></a>If there is a discrepancy between the amount you entered when you distributed the tax and the amount in the sales tax total, adjust the tax on a line item segment to modify the total tax.</li>
|
||||
<p>The total tax on the Invoice workform - Charges view will match the amount you distributed.</p>
|
||||
<li value="6">Select <b>File </b>><b> Save</b>.</li>
|
||||
</ol>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
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<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
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<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
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||||
<h1>Add an Invoice Line Linked to a Purchase Order Line</h1>
|
||||
<p>To add an invoice line that is linked to a purchase order line:</p>
|
||||
<ol>
|
||||
<li value="1">Open the Invoice workform.</li>
|
||||
<li value="2">Select <b>View</b> > <b>Line Items.</b></li>
|
||||
<p>The Line Items view appears.</p>
|
||||
<p class="NoteShade"><b>Tip: <br /></b>Press <b>CTRL</b>+<b>I</b> to add a new line item.</p>
|
||||
<li value="3">Click <b><img src="AddIconInvoiceToolbar_16x16.gif" class="imginline" alt="" style="width: 16;height: 16;" /></b> above the list of line items.</li>
|
||||
<p>The Invoice Line Item workform appears.</p>
|
||||
<li value="4">Select <b>View</b>, <b>Additional Information</b>.</li>
|
||||
<p>The Additional Information view appears. </p>
|
||||
<li value="5">Click <b>Find</b> in the Purchase Order section, and use the Find Tool to search for the existing purchase order line item.</li>
|
||||
<p>The Find Tool Results list appears.</p>
|
||||
<li value="6">Select the on-order, received, part received or currently received purchase order line item to which you want to link this new invoice line item.</li>
|
||||
<p>The information from the linked purchase order line item (including all segments) is copied to the new invoice line item. You can copy a purchase order line to an invoice line only once, except in the case of standing orders or subscriptions, which can be linked to multiple invoices.</p>
|
||||
</ol>
|
||||
<h4>Related Information</h4>
|
||||
<p>Standing Orders - If you want the invoice line item to accurately reflect payment for a distinct <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> part, link to the purchase order line item and click <b>Find</b> in the Description section of the Invoice Line Item workform. Then search for and select the bibliographic record for the Standing Order part.<MadCap:conditionalText data-mc-conditions="Primary.Online"> For more information, see <a href="../../Serials/PSsetup/Enter_order_data_for_a_serial_holdings_record.htm#XREF_60587_Enter_order_data">Enter order data for a serial holdings record</a>.</MadCap:conditionalText></p>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
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|
||||
<col style="width: 50%;" />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
|
||||
</tr>
|
||||
</tbody>
|
||||
</table>
|
||||
<table style="width: 100%;">
|
||||
<col />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
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<h1 class="KeepWithNext"><a name="XREF_41205_Add_an_invoice"></a>Add an Invoice Line Linked to a Subscription</h1>
|
||||
<p class="KeepWithNext"><a name="kanchor5040"></a><a name="IX_creating_an_invoice"></a><a name="kanchor5041"></a><a name="IX_paying_for_serials"></a><a name="kanchor5042"></a><a name="IX_linking_invoice_line"></a>To add an invoice line when you want to pay for a subscription for which there is no purchase order:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If the invoice line item is not already linked to an active purchase order line item, you can link one or more subscriptions that are not linked to a purchase order. A separate invoice line item segment is created for each serial holdings record with a unique combination of destination and collection. If the serial holdings record is linked to a subscription record, the unit price and the fund in the subscription record are copied to the invoice line item.</p>
|
||||
<ol>
|
||||
<li value="1">Select <b>File </b>><b> New </b>><b> Invoice</b>.</li>
|
||||
<p>The Invoice workform appears.</p>
|
||||
<li value="2">Type a number for the invoice in the <b>Invoice number</b> box.</li>
|
||||
<li value="3">Click <b>Find</b> next to the Supplier <b>Name</b> box, and select a supplier.</li>
|
||||
<li value="4">Save the invoice.</li>
|
||||
<li value="5">Select <b>View </b>><b> Line Items</b>.</li>
|
||||
<p>The Line Items view appears.</p>
|
||||
<li value="6">Click <img style="width: 30;height: 18;" src="Newbn_30x18.gif" class="imginline" alt="" /> above the line items list.</li>
|
||||
<p>The Invoice Line Item workform appears.</p>
|
||||
<li value="7">Select <b>View </b>><b> Additional Information</b> to display the Additional Information view.</li>
|
||||
<li value="8">Click <b>Find</b> in the <b>Subscription</b> frame.</li>
|
||||
<p>
|
||||
<img style="margin-bottom: 0.218pt;width: 371;height: 259;" src="invoicesubsc_371x259.gif" alt="" /> </p>
|
||||
<p>The Find Tool appears with <b>Serial Holdings</b> in the <b>Object</b> box.</p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>To multi-select serial holdings records, right-click, and choose <b>Select </b>from the context menu. All selected serial holdings records must be linked to the same bibliographic record.</p>
|
||||
<li value="9">Search for and select the serial holdings records you want to link to the invoice line item.</li>
|
||||
<p>The invoice line item is created with a separate segment for each serial holdings record you selected.</p>
|
||||
<p>
|
||||
<img style="margin-bottom: 0.000pt;width: 379;height: 192;" src="inlisub_379x192.gif" alt="" /> </p>
|
||||
<li value="10">Save the invoice line item.</li>
|
||||
</ol>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
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|
||||
<col style="width: 50%;" />
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||||
<tbody>
|
||||
<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
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<h1><a name="kanchor3371"></a><a name="IX_adding_line_items_1"></a><a name="kanchor3372"></a><a name="IX_adding_without_a"></a><a name="XREF_11071_Add_an_invoice"></a>Add an Invoice Line Unlinked to a Purchase Order Line</h1>
|
||||
<p><a name="kanchor3373"></a><a name="IX_creating_brief_from_1"></a>To add an invoice line that is not linked to a purchase order line:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>See <a href="Creating_Invoices.htm#XREF_40447_Creating_Invoices">Creating Invoices</a> for instructions to create and display a new invoice if the invoice does not exist in Polaris.</p>
|
||||
<ol>
|
||||
<li value="1">Open the Invoice workform.</li>
|
||||
<li value="2">Select <b>View</b> > <b>Line Items.</b></li>
|
||||
<p>The Line Items view appears.</p>
|
||||
<p class="NoteShade"><b>Tip: <br /></b>Press <b>CTRL+I</b> to add a new line item.</p>
|
||||
<li value="3">Click <img src="Newbn_16x16.gif" class="imginline" alt="" style="width: 16;height: 16;" /> on the items toolbar.</li>
|
||||
<p>The Invoice Line Item workform appears.</p>
|
||||
<li value="4">Enter the bibliographic information for the invoice line item, using one of the following methods:</li>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>You can preview a bibliographic record in the Find Tool results list by right-clicking the record and selecting <b>Preview</b>. To preview subsequent records in the results list, keep the Preview window open, select the first record, and press the down arrow key on your keyboard.</p>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">Select an existing bibliographic record from the database</span> - If you know the ISBN of the bibliographic record, you can type it in the <b>ISBN </b>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. 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.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>If you do not find the title in your Polaris database, you can search external databases using Z39.50. For more information,<MadCap:conditionalText data-mc-conditions="Primary.Online"> see <a href="../../Polaris_Basics/PIfindrec/Searching_Remote_Databases.htm#XREF_94436_Searching_Remote">Searching Remote Databases</a>.</MadCap:conditionalText></p>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">Create a new bibliographic record from Acquisitions</span> - Type the bibliographic information in the appropriate fields in the Description frame of the workform. If you are ordering non-print materials, you can select a template in the <b>Template </b>box. Upon saving the new bibliographic record, the leader, 006, and 007 are automatically placed in the record. This allows you to create brief non-print bibliographic records, instead of automatically generating a “book” bibliographic record, and then manually updating each non-print title to be ordered.<b> </b>If you do not select a template, the brief bibliographic record that is created will be for a book. </li>
|
||||
</ul>
|
||||
<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 Invoice Line Item workform. See <a href="../PAtemplates/Creating_On-Order_Bibliographic_Templates.htm#XREF_58296_Creating_On_Order">Creating On-Order Bibliographic Templates</a>.</p>
|
||||
<li value="5">Add the invoice line item segment information. See <a href="Add_segment_information_for_an_invoice_line.htm#XREF_91080_Add_segment">Add segment information for an invoice line</a>.</li>
|
||||
<li value="6">Select <b>View </b>><b> Additional Information</b>.</li>
|
||||
<p>The Additional Information view appears.</p>
|
||||
<li value="7">Type additional instructions, if applicable, in the following boxes:<ul type="disc"><li><b>Shipped date</b></li><li><b>Alert Note</b></li></ul></li>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>If an invoice line item has an alert note, an exclamation point appears next to the line item in the Find Tool results list and in the Invoice workform, Line Items view.</p>
|
||||
<li value="8">Select <b>File </b>><b> Save</b> to save the invoice line item to the invoice record.</li>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If you add a line item to an invoice with an invoice type of Approval or Blanket, the system checks for duplicate line items in invoices and purchase orders. If a duplicate is found with the same bibliographic ID, collection, destination, and fund, a message appears.</p>
|
||||
</ol>
|
||||
<h4>Related Information</h4>
|
||||
<p>If you are not using Rapid Receipt, and an invoice line item is not linked to a purchase order, you must receive the line item at the segment level - See <a href="../PAreceive/Receive_a_purchase_order_invoice_line_item_segment.htm#XREF_36272_Receive_a_line">Receive a purchase order/invoice line item segment</a>.</p>
|
||||
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|
||||
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|
||||
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<h1><a name="XREF_26634_Add_general"></a>Add General Information to an Invoice</h1>
|
||||
<p><a name="kanchor796"></a><a name="IX_adding_header_funds"></a>To enter general information on an invoice other than one generated via EDI:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>The invoice already includes some information if you created it by copying or linking from a purchase order or from another invoice.</p>
|
||||
<ol>
|
||||
<li value="1"><a name="kanchor797"></a><a name="IX_entering_transmission"></a><a name="kanchor798"></a><a name="IX_entering_for_invoices"></a><a name="kanchor799"></a><a name="IX_entering_shipment"></a>Open the Invoice workform.</li>
|
||||
<li value="2">Define the optional shipment information as follows:<ul type="disc"><li>Specify how the invoice was transmitted in the <b>Transmission method </b>box.</li><li>To specify a closing alert date, select the <b>Closing Alert Date</b> checkbox and select a date.</li><li>If you track the date your library expects the shipment to arrive, click <b>Due date</b> and type a date to specify the due date.</li><li>In the <b>Shipped date</b> box, type the date that the shipment was shipped by the supplier.</li><li>In the <b>Receipt date</b> box, type the date that the shipment or supplier’s invoice was received at the library.</li><li>Type any comments or special conditions about the shipment or invoice in the <b>General note</b> box.</li></ul></li>
|
||||
<li value="3">To enter or change header charges and funds for the invoice as a whole, such as shipping charges, follow the instructions in <a href="Add_or_change_invoice_header_charges_and_credits.htm#XREF_14464_Add_or_change">Add or change invoice header charges and credits</a>.</li>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If shipping and other charges are paid by various branches, assign funds at the line item segment level and distribute the charges. See <a href="../PAdistribute/Distribute_charges_on_an_open_invoice.htm#XREF_30595_Distribute_charges">Distribute charges on an open invoice</a>.</p>
|
||||
<li value="4">Select <b>File </b>><b> Save.</b></li>
|
||||
<li value="5">If applicable, add or change the charges and discount rates on the Charges view of the Invoice workform by following the instructions in <a href="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 value="6">Add the invoice line items by following the instructions in <a href="Adding_Invoice_Line_Items.htm#XREF_39201_Adding_Invoice">Adding Invoice Line Items</a>.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Most fields in the invoice become read-only once the invoice reaches the following statuses: Paid, PartPaid, or Credited. Fields in prepaid invoices are also restricted.</p>
|
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<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
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<h1><a name="kanchor5569"></a><a name="IX_adding_using_Rapid"></a><a name="XREF_83879_Add_invoice_lines"></a>Add Invoice Lines Using Rapid Receipt</h1>
|
||||
<p class="NoteShade"><b>Important:<br /></b>The printed purchase order contains the purchase order line item ID number that uniquely identifies each line item. If you want to use the Rapid Receipt function, ask your supplier to include this number for each line item on the packing slip/ invoice that comes with the shipment. You can also enter the ISBN or title for each line item, but the matching may not be as exact. </p>
|
||||
<p>You can create a new blank invoice, and use Rapid Receipt to find the purchase order line item that matches the number on your supplier’s packing slip. When you pull in the information from the purchase order line item, each invoice line item is created automatically, and the line item is also received. </p>
|
||||
<p><a name="kanchor5570"></a><a name="IX_using_8"></a><a name="kanchor5571"></a><a name="IX_using_Rapid_Receipt"></a><a name="kanchor5572"></a><a name="IX_using_Rapid_Receipt_from_1"></a>To receive purchase order line items from an invoice:</p>
|
||||
<ol>
|
||||
<li value="1">Open the Invoice workform - Line Items view.</li>
|
||||
<li value="2">Select <b>Tools </b>><b> Rapid Receipt </b>or click <img src="rapidrecbtn_16x16.gif" class="imginline" alt="" style="width: 16;height: 16;" /> on the Invoice workform.</li>
|
||||
<li value="3">Type the purchase order line item ID number in the <b>PO line ID</b> box, type the ISBN or ISSN in the <b>ISBN/ISSN</b> box, or type the title in the <b>Title</b> box.</li>
|
||||
<li value="4">Press <b>ENTER </b>or click <b>Find</b>.<p>If there is an exact match, the title details appear under <b>Confirm PO Line</b>.</p></li>
|
||||
<li value="5">Click <b>Save/Next</b>.<p>The invoice line item is added and the purchase order line item is updated to Received in one step.</p></li>
|
||||
<li value="6">Enter the next PO line ID on the Rapid Receipt dialog box.<p>The invoice line item is added and the purchase order line item is updated to Received in one step. For more information, see <a href="../PAreceive/Use_Rapid_Receipt_to_receive_line_items_from_an_invoice.htm#XREF_92865_Use_Rapid_Receipt">Use Rapid Receipt to receive line items from an invoice</a>.</p></li>
|
||||
<p>The Rapid Receipt dialog box appears.</p>
|
||||
</ol>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
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|
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<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Acquisitions/PAinv/Add_or_change_invoice_header_charges_and_credits.htm">Open topic with navigation</a>
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<h1><a name="XREF_14464_Add_or_change"></a>Add or Change Invoice Header Charges and Credits</h1>
|
||||
<p><a name="kanchor838"></a><a name="IX_adding_and_changing"></a><a name="kanchor839"></a><a name="IX_adding_or_changing"></a>Header charges are the charges from the supplier that are not associated with any specific line item, such as shipping or cataloging charges for the whole order. They are posted against distinct funds and are not distributed across line item segments. You can enter header charges in the Purchase Order workform, but the exact amount is often not known until the invoice is received.</p>
|
||||
<p>To enter or change header charges (or credits) that are associated with the entire invoice:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If the invoice is prepaid, you must create a linked invoice to adjust header charges. See <a href="Link_an_invoice_to_another_invoice.htm#XREF_66732_Link_an_invoice_to">Link an invoice to another invoice</a>.</p>
|
||||
<ol>
|
||||
<li value="1">Open the Invoice workform.</li>
|
||||
<p class="NoteShade"><b><b>Tip</b></b>:<br />Only one charge entry with one amount and one fund can be added for each charge type. For example, if you added a charge for Cataloging, the charge type of Cataloging no longer appears in the Charge Type list. If you need to split a charge so that two funds are used to pay for a charge, use the Other charge type.</p>
|
||||
<li value="2">To add each header charge, or a header credit, do the following in the Header Charges section on the Invoice workform - General view:<ol style="list-style-type: lower-alpha;"><li value="1">Select a charge type in the <b>Charge Type </b>box. To enter a credit, select the charge type <b>Credit</b>.</li></ol></li>
|
||||
<p class="NoteShade"><b>Note:<br /></b>To change the charge type of <b>Other </b>to a more specific name, you can rename it using the Acq/Serials parameter <b>Other charge type description</b>.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Acquisitions_Admin/PDKacquire/Rename_the_purchase_order_and_invoice_header_Other_charge_type.htm#XREF_65569_Rename_the">Rename the purchase order and invoice header Other charge type</a>.</MadCap:conditionalText></p>
|
||||
<li value="3">Type a dollar amount for the charge or credit in the <b>Amount</b> box.</li>
|
||||
<li value="4">Select a fund to use for the header charge or credit in the <b>Fund </b>box. If the fund does not appear in the Fund list box, click <b>Find</b> to search for and select it using the Polaris Find Tool.</li>
|
||||
<li value="5">Click <b>Add</b> to add the charge type, amount, and fund to the list box.</li>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If you need to remove or change a charge type, select it in the list box and click <b>Remove</b>.</p>
|
||||
<li value="6">Select <b>File </b>><b> Save</b> to save the record.</li>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Complete the invoice by following the steps in <a href="Adding_Invoice_Line_Items.htm#XREF_39201_Adding_Invoice">Adding Invoice Line Items</a>.</p>
|
||||
</ol>
|
||||
<h4>Related Information</h4>
|
||||
<ul type="disc">
|
||||
<li><a name="kanchor840"></a><a name="IX_viewing_invoice"></a><a name="kanchor841"></a><a name="IX_viewing_header_charges"></a><span class="FM_BulletHead">Charges view of the Invoice workform</span> - When you enter header charges and credits on the General view of the Invoice workform, they are displayed in the Charges view, but they cannot be changed there.</li>
|
||||
</ul>
|
||||
<ul type="disc">
|
||||
<li><a name="kanchor842"></a><a name="IX_viewing_linked_to_invoice"></a><a name="kanchor843"></a><a name="IX_viewing_linked_funds"></a><span class="FM_BulletHead">Linked Funds</span> - Select <b>Link </b>><b> Funds</b> to open the list of funds linked to the invoice. When the invoice is paid, the header charges and credits are posted in the funds selected for the header charges on the General view of the Invoice workform.</li>
|
||||
</ul>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
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<col style="width: 50%;" />
|
||||
<col style="width: 50%;" />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
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<table style="width: 100%;">
|
||||
<col />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
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<h1><a name="XREF_91080_Add_segment"></a>Add Segment Information for an Invoice Line</h1>
|
||||
<p><a name="kanchor3227"></a><a name="IX_adding_segment"></a>To add a segment that is not linked to a purchase order line item:</p>
|
||||
<ol>
|
||||
<li value="1">Open the Invoice Line Item workform.</li>
|
||||
<li value="2">To change the default destination, select a branch in the <b>Destination</b> box.</li>
|
||||
<li value="3">Select a fund in the <b>Fund</b> box, or click <b>Find</b> to search for and select a fund. To pay for the segment with more than one fund, click <img src="SplitFundsbut_16x16.gif" class="imginline" alt="" style="width: 16;height: 16;" />, and follow the instructions in <a href="../PAorder/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 value="4">If there are any charges associated with the individual segment, click the <b>Charges</b> tab, and type the dollar amount in the appropriate charges box.</li>
|
||||
<li value="5">If there are any credits or discounts associated with the individual segment, click the <b>Totals</b> tab, and type the dollar amount in the <b>Credits & Discounts</b> box.</li>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>You can distribute charges and credits/discounts among invoice line item segments, and then make slight adjustments to individual segments. See <a href="../PAdistribute/Distribute_charges_on_an_open_invoice.htm#XREF_30595_Distribute_charges">Distribute charges on an open invoice</a> and <a href="../PAdistribute/Distribute_credits_discounts_on_an_open_invoice.htm#XREF_18155_Distribute_credits">Distribute credits/discounts on an open invoice</a>.</p>
|
||||
<li value="6">Continue adding segments for the invoice line item by repeating steps 1-5.</li>
|
||||
<li value="7">Select <b>File </b>><b> Save</b> to save the invoice.</li>
|
||||
</ol>
|
||||
<h4>Related Information</h4>
|
||||
<p>The following Acquisitions/Serials profiles in Polaris Administration control the display of data in segments:</p>
|
||||
<ul type="disc">
|
||||
<li>Filter branches in line item segments - Specifies the default branch 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>Acq fund droplist setup - Controls how funds display.<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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<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
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<col style="width: 50%;" />
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<tbody>
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<tr>
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||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
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<h1><a name="XREF_39201_Adding_Invoice"></a>Adding Invoice Line Items</h1>
|
||||
<p>Invoice lines can be added to an invoice whether or not they are linked to a purchase order. If a line item is linked to a purchase order, all the applicable information within the order is automatically copied to the invoice. You can change this information or enter new data on the Invoice Line Item workform. If a line item is not linked to a purchase order, you enter all the line item information following the procedures in this section. You can create invoice line items from the Invoice Line Item workform or by using Rapid Receipt on the Invoice workform. When you use Rapid Receipt from the Invoice workform, the invoice line items are added and the linked purchase order line items are received in one step.</p>
|
||||
<p>See also:</p>
|
||||
<ul type="disc">
|
||||
<li><a href="Add_an_invoice_line_unlinked_to_a_purchase_order_line.htm#XREF_11071_Add_an_invoice">Add an invoice line unlinked to a purchase order line</a>
|
||||
</li>
|
||||
<li><a href="Add_invoice_lines_using_Rapid_Receipt.htm#XREF_83879_Add_invoice_lines">Add invoice lines using Rapid Receipt</a>
|
||||
</li>
|
||||
<li><a href="Add_segment_information_for_an_invoice_line.htm#XREF_91080_Add_segment">Add segment information for an invoice line</a>
|
||||
</li>
|
||||
<li><a href="Add_an_invoice_line_linked_to_a_subscription.htm#XREF_41205_Add_an_invoice">Add an invoice line linked to a subscription</a>
|
||||
</li>
|
||||
<li><a href="../PAorder/Copy_a_purchase_order_line_item.htm#XREF_73548_Copy_a_purchase">Copy an invoice line item</a>
|
||||
</li>
|
||||
<li><a href="View_all_funds_for_the_invoice.htm#XREF_14684_View_all_funds_for">View all funds for the invoice</a>
|
||||
</li>
|
||||
</ul>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
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<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
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<h1><a name="XREF_31694_Copy_a_single_line"></a>Copy a Single Line Item or Specific Segments to an Invoice</h1>
|
||||
<p><a name="kanchor632"></a><a name="IX_copying_to_invoices_1"></a><a name="kanchor633"></a><a name="IX_copying_purchase_order_1"></a>To create a new invoice by copying a purchase order line item or line item segments:</p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>You can copy purchase order line items from different purchase orders to the same invoice.</p>
|
||||
<ol>
|
||||
<li value="1">Open the Purchase Order Line Item workform.</li>
|
||||
<li value="2">Select <b>Tools </b>><b> Copy To</b> from the menu to copy the line item, or select the segments, right-click and select <b>Copy To</b>.</li>
|
||||
<p class="NoteShade"><b>Important:<br /></b>If you are selecting multiple segments, you must put the cursor in the <b>Segment Number</b> column.</p>
|
||||
<p>The Copy Lines To dialog box appears.</p>
|
||||
<li value="3">Select <b>Invoice</b> > <b>New</b> checkbox, and click <b>OK</b>.</li>
|
||||
<p>The New Invoice dialog box appears.</p>
|
||||
<li value="4">Do the following steps to complete the New Invoice dialog box:</li>
|
||||
<ol>
|
||||
<li value="1">Type the number of the invoice in the <b>Invoice No.</b> box. It can be up to 30 characters.</li>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>You can search for invoices by invoice number suffix.</p>
|
||||
<li value="2">If your library uses a suffix to identify invoices, type a suffix in the <b>Suffix</b> box. It can be up to 8 characters.</li>
|
||||
<li value="3">To select a different library, change the library in the <b>Owner</b> box.</li>
|
||||
<li value="4">To select a different supplier, click <b>Find</b> and search for a different supplier.</li>
|
||||
</ol>
|
||||
<li value="5">Click <b>OK </b>to submit your settings.</li>
|
||||
<p><b>Copy Completed Successfully</b> appears in the status bar.</p>
|
||||
<p class="NoteShade"><b>Note: <br /></b>If the lines have already been copied to an invoice, you are alerted and the operation fails. <b>Exception:</b> Standing order and subscription lines can be copied to multiple invoices.</p>
|
||||
<li value="6">Use the Find Tool to search for and select the invoice.</li>
|
||||
<p>The invoice you created appears in the Invoice workform and contains the line item or segments copied from the purchase order.</p>
|
||||
</ol>
|
||||
</div>
|
||||
</div>
|
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<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
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|
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<col style="width: 50%;" />
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||||
<tbody>
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||||
<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
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<table style="width: 100%;">
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<col />
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<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
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<h1><a name="XREF_73548_Copy_a_purchase"></a>Copy an Invoice Line Item</h1>
|
||||
<p><a name="kanchor5671"></a><a name="IX_copying_lines_on_same_1"></a><a name="kanchor5672"></a><a name="IX_copying_on_same_invoice"></a>To copy an invoice line item in the same invoice:</p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>Press <b>CTRL+N</b> or click <img src="newiconnoarrow_16x16.gif" class="imginline" alt="" style="width: 16;height: 16;" /> on the toolbar to copy an invoice line item.</p>
|
||||
<ol>
|
||||
<li value="1"> Open the Invoice Line Item workform.</li>
|
||||
<li value="2">Select <b>File </b>><b> New</b>.</li>
|
||||
<li value="3">Select one of the following options to copy an invoice line item:<ul type="disc"><li>Clear Workform - None of the information from the invoice line item is copied. A new, blank Invoice Line Item workform appears.</li><li>Copy Existing Workform - All the bibliographic information, the material type, and the segments are copied to the new invoice line item.</li></ul></li>
|
||||
<p class="NoteShade"><b>Important:<br /></b>When you select <b>Copy Existing Workform</b>, and click <b>Find</b> on the new line item to search for another bibliographic record, the search is based on the ISBN currently in the ISBN box on the new line item. 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="4">Change the bibliographic or segment data and save the copied line item.</li>
|
||||
</ol>
|
||||
</div>
|
||||
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|
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|
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<col style="width: 50%;" />
|
||||
<col style="width: 50%;" />
|
||||
<tbody>
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||||
<tr>
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<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
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<h1><a name="XREF_84997_Copy_an_invoice_to"></a>Copy an Invoice to Create a New Invoice</h1>
|
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<p>To create a new invoice by copying an existing invoice:</p>
|
||||
<ol>
|
||||
<li value="1">Open the Invoice workform.</li>
|
||||
<li value="2">Select <b>File </b>><b> New</b>.</li>
|
||||
<p>The New Invoice dialog box appears.</p>
|
||||
<li value="3">Select one of the following options:<ul type="disc"><li><b>Copy Existing Workform </b>to copy the information to a new invoice workform.</li><li><b>Clear Workform </b>to clear the contents of the workform and reset any default data.</li></ul></li>
|
||||
<li value="4">Click <b>OK</b> to continue the process.</li>
|
||||
<p>The Invoice workform appears with the same number as the invoice you copied.</p>
|
||||
<p class="NoteShade"><b>Note: <br /></b>All invoice workform information is copied except for invoice line items, payment history, check and/or voucher date and number, invoice status (the new status is Open), and invoice status date (the new status date is today’s date).</p>
|
||||
<li value="5">Type a different number for the invoice in the <b>Invoice no</b> box.</li>
|
||||
<li value="6">Select <b>File </b>><b> Save</b> to save the new invoice.</li>
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<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
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<h1><a name="XREF_38228_Copy_multiple_line"></a>Copy Multiple Line Items to an Invoice</h1>
|
||||
<p><a name="kanchor454"></a><a name="IX_copying_to_invoices"></a><a name="kanchor455"></a><a name="IX_copying_purchase_order"></a><a name="kanchor456"></a><a name="IX_adding_invoice_line"></a>You can copy all the purchase order lines from any view of the Purchase Order workform, or you can select specific line items to copy from the Line Items view. The purchase order must be released in order to copy lines to an invoice.</p>
|
||||
<p>To create an invoice by copying purchase order lines from the Purchase Order workform:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>You can also copy purchase order lines to an existing invoice.</p>
|
||||
<ol>
|
||||
<li value="1">Open the Purchase Order workform.</li>
|
||||
<li value="2">Choose one of the following options:<ul type="disc"><li>To copy all the line items, select <b>Tools </b>><b> Copy Lines To </b>from the menu bar.</li><li>To copy only selected line items, right-click the line items on the Line Items view, and select <b>Copy To</b> from the context menu.</li></ul></li>
|
||||
<li value="3">The Copy Lines To dialog box appears.</li>
|
||||
<li value="4">Select <b>Invoice</b> > select the <b>New</b> checkbox, and click <b>OK</b>.<p>The New Invoice dialog box appears.</p></li>
|
||||
<li value="5">Do the following steps to complete the New Invoice dialog box:</li>
|
||||
<ol style="list-style-type: lower-alpha;">
|
||||
<li value="1">Type the number of the invoice in the <b>Invoice No.</b> box. It can be up to 30 characters.<p class="NoteShade"><b>Tip:<br /></b>You can search for invoices by invoice number suffix. </p></li>
|
||||
<li value="2">If your library uses a suffix to identify invoices, type a suffix in the <b>Suffix </b>box. It can be up to 8 characters.</li>
|
||||
<li value="3">If you want a different date than the present date to appear on the invoice, type the date in the <b>Invoice Date </b>box or click the calendar icon and select the date.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Polaris_Basics/PIgetstart/Using_Polaris_Workforms.htm#XREF_63933_Using_Date_Pickers">Using Date Pickers</a>.</MadCap:conditionalText></li>
|
||||
<li value="4">To select a different library, change the library in the <b>Owner</b> box. The default library that appears in this box is the library in the purchase order source record.</li>
|
||||
<li value="5">To select a different supplier, click <b>Find</b>. Search for and select the supplier of your choice from the results list.</li>
|
||||
<li value="6">Click <b>OK </b>to submit your settings.<p><b>Copy Completed Successfully</b> appears in the status bar. </p><p class="NoteShade"><b>Note: <br /></b>If the lines have already been copied to an invoice, you are alerted and the operation fails. <b>Exception:</b> Standing order or subscription lines can be copied to multiple invoices.</p></li>
|
||||
</ol>
|
||||
<li value="6">Use the Find Tool to search for and select the invoice.</li>
|
||||
</ol>
|
||||
<p>The invoice you created appears in the Invoice workform and contains all the line items copied from the purchase order.</p>
|
||||
<p class="NoteShade"><b>Important:<br /></b>The charges, sales tax, and discount rate are not copied to the new invoice when you copy the line items.</p>
|
||||
</div>
|
||||
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|
||||
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<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
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<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
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<h1><a name="XREF_34450_Create_a"></a>Create a Miscellaneous Invoice</h1>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If you need to distribute charges, use another type of order such as an <a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">approval plan<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>An arrangement with a publisher or vendor to send materials automatically. With an approval plan, it is not necessary for the library to order each title individually, and titles that are not considered appropriate may be returned by the library. An approval plan with a vendor is usually an agreement that the library will receive current imprints selected for the library on the basis of a detailed profile.</span></a> order. You cannot distribute charges on a miscellaneous invoice.</p>
|
||||
<p><a name="kanchor3849"></a><a name="IX_creating_25"></a><a name="kanchor3850"></a><a name="IX_miscellaneous"></a>You can use miscellaneous invoices to track library expenditures or credits that are not directly linked to specific bibliographic records. When you enter an invoice line item in a miscellaneous invoice, you do not search for and select a bibliographic record. Instead, you type a description of the charge or credit in the <b>Title</b> box, but no brief bibliographic record is created.</p>
|
||||
<p>Miscellaneous invoices do not require a link to a supplier record either. You can create a miscellaneous invoice that has charges or credits at the header level but no line items.</p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>You can search for miscellaneous invoices in the Find Tool by selecting <b>Type </b>in the <b>Limit by</b> box and <b>Miscellaneous</b> in the<b> Value </b>box.</p>
|
||||
<p>To create a miscellaneous invoice:</p>
|
||||
<ol>
|
||||
<li value="1">Select <b>File </b>><b> New</b> from the Shortcut Bar.</li>
|
||||
<p>The New dialog box appears.</p>
|
||||
<li value="2">Select<b> Invoice</b> in the <b>Objects</b> list, and click <b>OK</b>.</li>
|
||||
<p>The Invoice workform appears.</p>
|
||||
<li value="3">Type the number for the invoice in the <b>Invoice number</b> box.</li>
|
||||
<li value="4">Select <b>Miscellaneous</b> in the <b>Type</b> box.
|
||||
<p class="NoteShade"><b>Note:<br /></b>You do not need to link to a supplier record when the invoice type is <b>Miscellaneous</b>, but you will receive a message when you save the invoice without a supplier.</p></li>
|
||||
<li value="5">(Optional) To link to a supplier record, click <b>Find</b> next to the <b>Supplier </b>box and search for a supplier.</li>
|
||||
<li value="6"><a name="kanchor3851"></a><a name="IX_adding_header_charges"></a><a name="kanchor3852"></a><a name="IX_adding_header_charges_to"></a><a name="kanchor3853"></a><a name="IX_adding_header_on"></a>To enter header charges for a miscellaneous invoice, do the following steps:<p class="NoteShade"><b>Tip:<br /></b>If you enter a charge incorrectly, select it in the list and click <b>Remove</b>, then re-enter it and click <b>Add</b>.</p><ol style="list-style-type: lower-alpha;"><li value="1">On the Invoice workform-General view (view 1), in the Header Charges section, select the charge type in the <b>Charge type </b>box.</li><li value="2">Type an amount in the <b>Amount</b> box.</li><li value="3">Select a fund in the <b>Fund</b> box, or if the fund is not in the list, click <b>Find </b>and search for and select the fund using the Find Tool.</li></ol><ol style="list-style-type: lower-alpha;" data-mc-continue="true"><li value="4">Click <b>Add</b> to add the charge type, amount, and fund to the list of charges.</li></ol></li>
|
||||
<li value="7">To add line items to a miscellaneous invoice, do the following steps:<ol style="list-style-type: lower-alpha;"><li value="1">Select <b>View</b> > <b>Line Items or click <img src="LIviewicon_16x16.gif" class="imginline" alt="" style="width: 16;height: 16;" />.</b></li></ol><p>The Line Items view appears.</p><p class="NoteShade"><b>Tip: <br /></b>Press <b>CTRL+I</b> to add a new line item.</p><ol style="list-style-type: lower-alpha;" data-mc-continue="true"><li value="2">Click <img src="Newbn_16x16.gif" class="imginline" alt="" style="width: 16;height: 16;" /> on the items toolbar.</li></ol><p>The Invoice Line Item workform appears.</p><ol style="list-style-type: lower-alpha;" data-mc-continue="true"><li value="3">In the <b>Title </b>box, type a description for the service or materials being purchased.<p class="NoteShade"><a name="kanchor3854"></a><a name="IX_bibliographic_Find_Tool"></a><b>Note:<br /></b>When the invoice type is <b>Miscellaneous</b>, the Find Tool is unavailable because a miscellaneous invoice line item is not linked to a bibliographic record. When you enter title information in the miscellaneous invoice line item, no brief bibliographic record is created.</p></li></ol><ol style="list-style-type: lower-alpha;" data-mc-continue="true"><li value="4">Type a price for the service or materials in the <b>Unit price</b> box.</li><li value="5">Type a quantity for the segment in the <b>Quantity</b> box. Unlike regular invoices, you do not need to receive the quantity to pay or credit it.</li><li value="6">Select the library that is receiving the service or materials in the <b>Destination</b> box.</li></ol><p class="NoteShade"><b>Tip:<br /></b>The display of the funds is controlled by the settings in the <b>Acquisitions/Serials profile Acq fund</b> droplist setup.<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></p><ol style="list-style-type: lower-alpha;" data-mc-continue="true"><li value="7">Select a fund in the <b>Fund</b> box, or click <img src="FindFundbut_16x16.gif" class="imginline" alt="" style="width: 16;height: 16;" /> to search for the fund.</li></ol><p class="NoteShade"><b>Note:<br /></b>To pay for or credit the segment using more than one fund, click <img src="SplitFundsbut_16x16.gif" class="imginline" alt="" style="width: 16;height: 16;" />, and follow the instructions in <a href="../PAorder/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>.</p></li>
|
||||
<li value="8">Add more line item segments, if necessary.</li>
|
||||
<li value="9">Select <b>File </b>><b> Save</b> to save the invoice line item to the invoice record.</li>
|
||||
<li value="10">Select <b>File </b>><b> Save</b> to save the invoice.</li>
|
||||
<p>If you have not selected a supplier, a message box appears.</p>
|
||||
<li value="11">Click <b>Yes</b> to save the miscellaneous invoice without a supplier or click <b>No </b>and use the Find Tool to select a supplier.</li>
|
||||
<li value="12">Then, save the miscellaneous invoice.<p class="NoteShade"><a name="kanchor3855"></a><a name="IX_create_a_credit_memo"></a><b>Tip: <br /></b>To credit a credit memo, create a Misc Invoice and select <b>Tools- Credit</b>.</p></li>
|
||||
<li value="13">Select <b>Pay</b> or <b>Credit</b> to post the expenditure or unexpenditure transaction in the linked fund or funds.</li>
|
||||
</ol>
|
||||
<h4>Related Information</h4>
|
||||
<ul type="disc">
|
||||
<li><a href="../PApay/Paying_Invoices.htm">Paying Invoices</a>
|
||||
</li>
|
||||
<li><a href="../PAcredit/Crediting_Invoices.htm#XREF_19585_Paying_the_Invoice">Crediting Invoices</a>
|
||||
</li>
|
||||
<li><a href="../PAbudget/Managing_Funds.htm#XREF_59026_Fund_Transactions">Fund Transactions</a>
|
||||
</li>
|
||||
</ul>
|
||||
</div>
|
||||
</div>
|
||||
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Acquisitions/PAinv/Create_an_invoice_without_a_purchase_order.htm">Open topic with navigation</a>
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<h1><a name="XREF_36193_Create_an_invoice"></a>Create an Invoice Without a Purchase Order</h1>
|
||||
<p><a name="kanchor2795"></a><a name="IX_creating_without_a"></a>You can create an invoice without a purchase order for blanket orders, approval plans, or miscellaneous invoices. </p>
|
||||
<p>To create a new invoice from the Polaris Shortcut Bar:</p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>You can also create an invoice containing line items from multiple purchase orders. See <a href="Add_invoice_lines_using_Rapid_Receipt.htm#XREF_83879_Add_invoice_lines">Add invoice lines using Rapid Receipt</a>.</p>
|
||||
<ol>
|
||||
<li value="1"><a name="kanchor2796"></a><a name="IX_creating_from_the_4"></a>Select <b>File </b>><b> New</b> from the Shortcut Bar.</li>
|
||||
<p>The New dialog box appears.</p>
|
||||
<li value="2">Select<b> Invoice</b> in the Objects list, and click <b>OK</b>.</li>
|
||||
<p>The Invoice workform appears with the following default information:</p>
|
||||
<ul type="disc">
|
||||
<li><b>Date - </b>today’s date</li>
|
||||
<li><b>Type -</b> Regular</li>
|
||||
<li><b>Payment method - Purchase</b>
|
||||
</li>
|
||||
<li><b>Invoice status - Open</b>
|
||||
</li>
|
||||
<li><b>Paid by (Library) - </b>library where user logged in</li>
|
||||
</ul>
|
||||
<li value="3">Type a number (up to 30 characters) in the <b>Number</b> box.</li>
|
||||
<li value="4">To add a number suffix, type it in the box to the right of the <b>Number </b>box. The suffix can be up to 8 characters.</li>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>You can change the invoice number and number suffix until the invoice is paid.</p>
|
||||
<li value="5">Click <b>Find</b> next to the <b>Supplier </b>box, and search for and select the supplier using the Find Tool.</li>
|
||||
<li value="6">Select <b>File </b>><b> Save</b> to save the invoice.</li>
|
||||
<li value="7">Complete the Invoice workform. See <a href="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 value="8">Add the invoice line items (titles). See <a href="Add_an_invoice_line_unlinked_to_a_purchase_order_line.htm#XREF_11071_Add_an_invoice">Add an invoice line unlinked to a purchase order line</a>.</li>
|
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<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
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<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
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||||
<h1><a name="XREF_40447_Creating_Invoices"></a>Creating Invoices</h1>
|
||||
<p>With orders that are paid upon receipt, use one of the following methods to create invoices:</p>
|
||||
<ul type="disc">
|
||||
<li>Copy all line items or selected line items from the Purchase Order workform to an invoice.</li>
|
||||
<li>Link a purchase order to an invoice.</li>
|
||||
<li>Copy lines or segments of lines from the Purchase Order Line Item workform to an invoice.</li>
|
||||
<li>Copy an existing invoice from the Invoice workform.</li>
|
||||
<li>Create a new invoice from the Shortcut Bar without a purchase order.</li>
|
||||
<li>Create a new invoice using Rapid Receipt.</li>
|
||||
<li>Set up an EDI invoice profile and create an EDI invoice automatically.</li>
|
||||
</ul>
|
||||
<p>See also:</p>
|
||||
<ul type="disc">
|
||||
<li><a href="Copy_multiple_line_items_to_an_invoice.htm#XREF_38228_Copy_multiple_line">Copy multiple line items to an invoice</a>
|
||||
</li>
|
||||
<li><a href="Link_from_a_purchase_order_to_create_an_invoice.htm#XREF_29810_Link_from_a">Link from a purchase order to create an invoice</a>
|
||||
</li>
|
||||
<li><a href="Copy_a_single_line_item_or_specific_segments_to_an_invoice.htm#XREF_31694_Copy_a_single_line">Copy a single line item or specific segments to an invoice</a>
|
||||
</li>
|
||||
<li><a href="Copy_an_invoice_to_create_a_new_invoice.htm#XREF_84997_Copy_an_invoice_to">Copy an invoice to create a new invoice</a>
|
||||
</li>
|
||||
<li><a href="Create_an_invoice_without_a_purchase_order.htm">Create an invoice without a purchase order</a>
|
||||
</li>
|
||||
<li><a href="Create_a_miscellaneous_invoice.htm#XREF_34450_Create_a">Create a miscellaneous invoice</a>
|
||||
</li>
|
||||
<li><a href="Review_automatic_EDI_invoices.htm#XREF_96912_Review_automatic">Review automatic EDI invoices</a>
|
||||
</li>
|
||||
<li><a href="Process_EDI_invoices_for_partial_shipments.htm#XREF_77703_Process_EDI">Process EDI invoices for partial shipments</a>
|
||||
</li>
|
||||
<li><a href="Add_general_information_to_an_invoice.htm#XREF_26634_Add_general">Add general information to an invoice</a>
|
||||
</li>
|
||||
<li><a href="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><a href="Add_a_tax_dollar_amount_on_an_invoice.htm#XREF_74954_Add_a_tax_dollar">Add a tax dollar amount on an invoice</a>
|
||||
</li>
|
||||
</ul>
|
||||
</div>
|
||||
</div>
|
||||
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<h1><a name="XREF_30622_Receiving_Items"></a>Invoicing</h1>
|
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<p><a name="kanchor5279"></a><a name="IX_types_2"></a><a name="kanchor5280"></a><a name="IX_overview_65"></a><a name="kanchor5281"></a><a name="IX_See_invoice"></a>An invoice in Polaris is an itemized list of the materials shipped to the library, including any services provided by the supplier. It includes titles, quantities, funds, prices, and other applicable charges. There are various options for invoicing in Polaris, though most orders are processed electronically, and a library may find EDI to be a beneficial option. Additionally, Polaris does offer other manual methods for specific types of processing. Options for processing invoices in Polaris include:</p>
|
||||
<p><b>Regular (paid upon receipt)</b> - Purchase order line items are copied to create invoice line items. Encumbrance transactions are posted in each linked fund until the invoice is paid and the expenditures are posted. The payment method can be <b>Depository Agreement</b>, <b>Free</b>, or <b>Purchase</b>.</p>
|
||||
<p><b>Prepaid</b> - If you select prepay when the purchase order is released, Polaris automatically creates a prepaid invoice, and the funds are immediately expended.</p>
|
||||
<p><b>Prepaid with 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</b> - An invoice is also created automatically when you release a purchase order with a deposit account fund. The linked funds are debited, and no encumbrances are transacted.</p>
|
||||
<p><a name="kanchor5282"></a><a name="IX_See_also_blanket_orders"></a><a name="kanchor5283"></a><a name="IX_See_also_approval_plans"></a><a name="kanchor5284"></a><a name="IX_approval_plan_type"></a><a name="kanchor5285"></a><a name="IX_blanket_order_type"></a><a name="kanchor5286"></a><a name="IX_selecting_type_on_invoice_1"></a><a name="kanchor5287"></a><a name="IX_described_62"></a><a name="kanchor5288"></a><a name="IX_described_61"></a><a name="kanchor5289"></a><a name="IX_selecting_type_on_invoice"></a><span class="FM_BulletHead">Approval plan and Blanket order </span>-Under an <a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">approval plan<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>An arrangement with a publisher or vendor to send materials automatically. With an approval plan, it is not necessary for the library to order each title individually, and titles that are not considered appropriate may be returned by the library. An approval plan with a vendor is usually an agreement that the library will receive current imprints selected for the library on the basis of a detailed profile.</span></a> or blanket order, the supplier sends specific types of material, but the individual titles are not known until they are received. For example, your supplier sends your library the latest releases from the most popular adult fiction authors. There is no difference in Polaris between Blanket orders and Approval plans. However, some libraries may wish to use the Blanket order type for items that cannot be returned to the supplier.</p>
|
||||
<p class="FM_Task">Select either of these order types on the Invoice workform to track the automatic shipment of titles under a specific program the supplier offers. You can enter the plan information in the <b>Plan</b> box on the Supplier workform.</p>
|
||||
<p class="FM_Task">When the shipment arrives, you add the line items for the titles and segments for the number of copies. The titles are checked for duplicates on existing firm orders, allowing you to decide whether to keep copies of titles that were already ordered. Then you receive the copies at the segment level where you add the number of copies that arrived for each title in the shipment. For more information, see <a href="Add_an_invoice_line_unlinked_to_a_purchase_order_line.htm#XREF_11071_Add_an_invoice">Add an invoice line unlinked to a purchase order line</a> and <a href="../PAreceive/Receive_a_purchase_order_invoice_line_item_segment.htm#XREF_36272_Receive_a_line">Receive a purchase order/invoice line item segment</a>.</p>
|
||||
<p class="FM_Task">With blanket orders and approval plans, funds are not encumbered, since there is no purchase order, and they are expended when the invoice is paid. You can track the expenditures for items paid for using these order types with the Items by Approval Plan and Items by Blanket Plan reports.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Polaris_Basics/PIreports/Acq_Reports.htm#Acquisit">Acquisitions Reports</a>.</MadCap:conditionalText></p>
|
||||
<p><a name="kanchor5290"></a><a name="IX_described_63"></a><span class="FM_BulletHead">Miscellaneous </span>- This invoice type can be used to account for charges other than for materials; to link to other invoices to make adjustments after the invoice is paid; or to indicate a lump payment to a serial supplier for all your subscription renewals. Line items on miscellaneous invoices are not linked to bibliographic records or purchase order line items. The payment method for miscellaneous invoices is always <b>Purchase</b>.</p>
|
||||
<p><b>Rapid Receipt</b> - You can start with a new invoice, pull in multiple line items from various purchase orders, and receive them in one step. See <a href="../PAreceive/Use_Rapid_Receipt_to_receive_line_items_from_an_invoice.htm#XREF_92865_Use_Rapid_Receipt">Use Rapid Receipt to receive line items from an invoice</a>.</p>
|
||||
<p><b>Invoices for serials</b> - You can create an invoice without a purchase order to pay for subscriptions. See <a href="Add_an_invoice_line_linked_to_a_subscription.htm#XREF_41205_Add_an_invoice">Add an invoice line linked to a subscription.</a></p>
|
||||
<p><b>Linked invoices </b>- You can link an invoice to one or more invoices to account for debits or credits to invoices that have been paid and keep a clear audit trail. See <a href="Linking_Invoices.htm#XREF_90713_Linking_Invoices">Linking Invoices</a>.</p>
|
||||
<p><b>EDI Invoices</b>- If you send orders using electronic data interchange (EDI), the electronic invoice file is created automatically when the order is filled. The EDI invoice reflects the contents of the actual shipment and may contain line items (titles) that were ordered via various EDI purchase order transactions.</p>
|
||||
<p><b>EDI invoice line items linked to purchase order line items</b> - The <b>EDI Invoice Defaults</b> profile updates the linked purchase order line item to received as soon as the invoice is saved in the Polaris database, or it can be set to not to automatically receive the purchase order line item, and receive later when the shipment arrives.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See<a href="../../Acquisitions_Admin/PDKacquire/Set_up_EDI_invoice_defaults.htm" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Set up EDI invoice defaults</span></a>.</MadCap:conditionalText></p>
|
||||
<ul>
|
||||
<li>No matching purchase order line item - If no matching bibliographic record is found, the invoice line item is created using all the information in the EDI Invoice Defaults 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></li>
|
||||
<li>Matching purchase order line item has an incorrect status - If a matching purchase order line item is found, but it has an incorrect status, such as cancelled, it cannot be linked to the purchase order line item. The information from the purchase order line item is used to create the invoice line item, and an error is listed on the log. For more information on the EDI invoice e-mail log, see <a href="Process_EDI_invoices_for_partial_shipments.htm#XREF_97704_The_EDI_Invoice_E">The EDI Invoice E-mail Log</a>.</li>
|
||||
<li>EDI invoice line items where quantity sent is not equal to quantity ordered - Select the Hold partial shipment option in the Polaris Administration profile EDI Invoice Defaults to prevent EDI invoices from being generated automatically if the quantity sent on any of the line items in the invoice does not match the quantity ordered. See<MadCap:conditionalText data-mc-conditions="Primary.Online"> <a href="../../Acquisitions_Admin/PDKacquire/Set_up_EDI_invoice_defaults.htm#XREF_29762_Set_up_EDI_invoice" data-mc-conditions="Primary.Online">Set up EDI invoice defaults</a> and </MadCap:conditionalText> <a href="Process_EDI_invoices_for_partial_shipments.htm#XREF_77703_Process_EDI">Process EDI invoices for partial shipments</a>.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><a name="kanchor5291"></a><a name="IX_line_item_quantity_sent"></a><a name="kanchor5292"></a><a name="IX_matching_purchase_order"></a><b>Note:<br /></b>For information on standard invoice reports,<MadCap:conditionalText data-mc-conditions="Primary.Online"> see <a href="../../Polaris_Basics/PIreports/Acq_Reports.htm#Acquisit">Acquisitions Reports</a>.</MadCap:conditionalText></p>
|
||||
<p>See also:</p>
|
||||
<ul type="disc">
|
||||
<li>
|
||||
<p><a href="Creating_Invoices.htm#XREF_40447_Creating_Invoices">Creating Invoices</a>
|
||||
</p>
|
||||
</li>
|
||||
<li>
|
||||
<p><a href="Adding_Invoice_Line_Items.htm#XREF_39201_Adding_Invoice">Adding Invoice Line Items</a>
|
||||
</p>
|
||||
</li>
|
||||
<li>
|
||||
<p><a href="Linking_Invoices.htm#XREF_90713_Linking_Invoices">Linking Invoices</a>
|
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<h1><a name="XREF_66732_Link_an_invoice_to"></a>Link an Invoice to Another Invoice</h1>
|
||||
<p>To link an invoice to another invoice:</p>
|
||||
<ol>
|
||||
<li value="1">Open the Invoice workform.</li>
|
||||
<li value="2">Select <b>Tools </b>><b> Link Invoice</b> from the menu or click <img src="linkinv_16x16.gif" class="imginline" alt="" style="width: 16;height: 16;" />.</li>
|
||||
<p>The Link Invoices dialog box appears.</p>
|
||||
<li value="3">Link to a new or existing invoice as follows:</li>
|
||||
<ul>
|
||||
<li>To link the invoice to a new invoice, click <b>New</b>.</li>
|
||||
<p>The New Linked Invoice dialog box appears.</p>
|
||||
<li>Type the number and number suffix in the Invoice no and Suffix boxes.</li>
|
||||
<li>The <b>Invoice date</b> defaults to the present date, but you can click on the calendar icon and change the date.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Polaris_Basics/PIgetstart/Using_Polaris_Workforms.htm#XREF_63933_Using_Date_Pickers">Using Date Pickers</a>.</MadCap:conditionalText></li>
|
||||
<li>Select the library branch in the <b>Owner</b> box.</li>
|
||||
<li>Select the invoice type in the <b>Invoice type</b> box.</li>
|
||||
<li>Select the payment method in the <b>Payment</b> box.</li>
|
||||
<li>The supplier for the new linked invoice is the same as the supplier in the invoice you are linking from. To select a different supplier, click <b>Find</b> and search for the supplier using the Find Tool.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Note:<br /></b>To link to a miscellaneous invoice that does not have a supplier, you must first create the miscellaneous invoice and then link to it.</p>
|
||||
<li value="4">Click <b>OK</b> to complete the link.</li>
|
||||
<ul>
|
||||
<li>To link to an existing invoice, click <b>Find</b>. The Find Tool appears.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>If you know the number of the invoice you want to link to, type the number in the <b>Invoice</b> box and press <b>ENTER</b>.</p>
|
||||
<li value="5">Search for the existing invoice, and select it. The Linked Invoices dialog box appears with the invoice you selected in the <b>Destination</b> box.</li>
|
||||
<li value="6">Click <b>OK</b> to complete the link.</li>
|
||||
<p>The Invoice workform for the original invoice appears with the message <b>Link completed successfully </b>in the status bar. The <b>Linked invoices </b>note remains in the status bar for any invoice that is linked to other invoices.</p>
|
||||
<li value="7">To go to the new or existing invoice to which you linked the original invoice, click <b>Links </b>><b> Invoices</b>.</li>
|
||||
</ol>
|
||||
</div>
|
||||
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<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
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<h1><a name="XREF_29810_Link_from_a"></a>Link from a purchase order to create an invoice </h1>
|
||||
<p><a name="kanchor634"></a><a name="IX_creating_invoices_from"></a><a name="kanchor635"></a><a name="IX_creating_from_purchase"></a>To create an invoice for items received as part of an order:</p>
|
||||
<ol>
|
||||
<li value="1">Open the Purchase Order workform.</li>
|
||||
<li value="2">Select <b>Tools </b>><b> Create Invoice</b>.</li>
|
||||
<p>The Invoice workform appears with the following information from the purchase order:</p>
|
||||
<ul type="disc">
|
||||
<li>
|
||||
<p class="FM_Bullet">The General view contains the same library, supplier, and fund information as the General view of the Purchase Order workform.</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Bullet">If there are header charges in the Purchase Order workform, they display on the General view and the Charges view of the Invoice workform.</p>
|
||||
</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Important:<br /></b>When you link a purchase order to an invoice, the line items are not automatically copied to the new invoice.</p>
|
||||
<li value="3">Type the number for the invoice in the Invoice number box.</li>
|
||||
<li value="4">Select <b>File </b>><b> Save </b>to save the new invoice.</li>
|
||||
<p>The invoice is saved and linked to the purchase order.</p>
|
||||
</ol>
|
||||
</div>
|
||||
</div>
|
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<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
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<col style="width: 50%;" />
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<tr>
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<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
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<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
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<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
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<meta name="search-keywords" content="circulation, public services, DQ2407050, Polaris user guide" /><title>Linking Invoices</title>
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<h1><a name="XREF_90713_Linking_Invoices"></a>Linking Invoices</h1>
|
||||
<p><a name="kanchor2408"></a><a name="IX_creating_by_linking_from"></a><a name="kanchor2409"></a><a name="IX_linking_together"></a><a name="kanchor2410"></a><a name="IX_invoices"></a>When you need to make changes to an invoice, you can link another invoice to the original invoice to account for debits or credits. You can link an unlimited number of invoices together regardless of their status or type. If an invoice is linked to another invoice, a message appears in the status bar on the Invoice workform. You can link an invoice to an existing invoice or you can create a new linked invoice. When you create a new linked invoice, the default type is <b>Miscellaneous</b>, but you can change the invoice type. To post credits to the header charges for a prepaid invoice, you must use a miscellaneous invoice.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Linking invoices is a method for tracking additional transactions to the original invoice. If you make modifications to one invoice, or print the invoice voucher, the changes do not affect the other invoices linked to it.</p>
|
||||
<p>See also:</p>
|
||||
<ul type="disc">
|
||||
<li><a href="Link_an_invoice_to_another_invoice.htm#XREF_66732_Link_an_invoice_to">Link an invoice to another invoice</a>
|
||||
</li>
|
||||
<li><a href="View_a_linked_invoice.htm#XREF_98654_View_a_linked">View a linked invoice</a>
|
||||
</li>
|
||||
<li><a href="Unlink_a_linked_invoice.htm#XREF_66138_Unlink_a_linked">Unlink a linked invoice</a>
|
||||
</li>
|
||||
</ul>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
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<col style="width: 50%;" />
|
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<col style="width: 50%;" />
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<tbody>
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<tr>
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<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
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<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
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<col />
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<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Acquisitions/PAinv/Process_EDI_invoices_for_partial_shipments.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="XREF_77703_Process_EDI"></a>Process EDI invoices for partial shipments</h1>
|
||||
<p><a name="kanchor3397"></a><a name="IX_processing"></a><a name="kanchor3398"></a><a name="IX_processing_partial_1"></a><a name="kanchor3399"></a><a name="IX_processing_partial"></a><a name="kanchor3400"></a><a name="IX_processing_partial_EDI"></a><a name="kanchor3401"></a><a name="IX_processing_for_partial"></a>Use the Process EDI Invoices workform if your library has selected the <b>Hold partial shipment invoices</b> option in the EDI Invoice Defaults profile in Polaris Administration. When the option to hold partial shipments is selected, the raw EDI invoice data from the supplier does not automatically create EDI invoice records in Polaris if the quantity sent and the quantity ordered do not match for at least one title on the invoice. If all quantities sent match all quantities ordered for all titles, the supplier’s EDI invoice data is saved automatically as an EDI invoice record in Polaris.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>You must have the permission <b>Process EDI Invoices: Allow</b> set at the system level to select EDI invoices to process.</p>
|
||||
<p>To generate an EDI invoice where the quantities sent do not equal the quantities ordered:</p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>You can wait to process partial shipment invoices if the supplier indicates the remainder of the order will be shipped eventually. When the supplier is able to complete the order and sends the EDI invoice file, the completed EDI invoice is created automatically in Polaris.</p>
|
||||
<ol>
|
||||
<li value="1">Select <b>Acquisitions </b>><b> EDI Services </b>><b> Process EDI Invoices</b> from the Polaris Shortcut Bar, click <img src="EDIicon_16x16.gif" class="imginline" alt="" style="width: 16;height: 16;" />, or press <b>ALT+A+E</b>.</li>
|
||||
<p>The Process EDI Invoices workform appears.</p>
|
||||
<p>
|
||||
<img src="ProcessEDIinvBlank.gif" alt="" />
|
||||
</p>
|
||||
<li value="2">Enter the search criteria for the invoice as follows:</li>
|
||||
<ul type="disc">
|
||||
<li>
|
||||
<p class="FM_Bullet">Enter the invoice number (maximum of 30 characters).</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Bullet">Enter the supplier’s SAN (maximum of 7 characters).</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Bullet">Enter an invoice date range by selecting dates in the <b>From </b>and <b>To</b> boxes.</p>
|
||||
</li>
|
||||
</ul>
|
||||
<li value="3">To filter the invoices by branch, select a branch in the <b>Organization</b> box. Select <b>All</b> to see all partially received EDI invoices in your library system.</li>
|
||||
<li value="4">Click <b>Go</b>.</li>
|
||||
<p>The ungenerated invoice or invoices that meet your search criteria are listed.</p>
|
||||
<li value="5">To see the purchase order line items linked to this invoice, right-click an invoice in the list, and select <b>Purchase Order Line Items</b> from the context menu.</li>
|
||||
<p>A box lists the linked purchase order line items. At least one of the purchase order line items listed has a number of copies sent less than the number of copies ordered. You can open a purchase order line item in its workform by double-clicking on it.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If the invoice is linked to only one purchase order line item, the Purchase Order Line Item workform appears.</p>
|
||||
<li value="6">Select the invoice or invoices in the list, right-click and select <b>Generate selected invoices</b>.</li>
|
||||
<p>The invoices you selected are generated, and they no longer appear in the list. If the <b>Update linked PO line items</b> checkbox is checked in the <b>EDI Invoice Defaults</b> profile in Polaris Administration, the linked purchase order line items are updated to Received, and any segments that could not be received are set to On-Order. The linked item records are either updated to in-process or remain on-order, depending on the setting in the profile. If the <b>Update linked PO line items</b> checkbox is not checked, the purchase order line items remain unreceived.<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>
|
||||
<li value="7">Use the Find Tool to search for and select the generated EDI invoice.</li>
|
||||
<p>If the line items are not received automatically, you can receive them from the invoice or purchase order. See <MadCap:conditionalText data-mc-conditions="Primary.Online,Primary.Hidden"> <a href="../PAreceive/Receiving_Orders.htm">Receiving Orders</a></MadCap:conditionalText>.</p>
|
||||
<p class="FM_Heading4n">Partial Shipments</p>
|
||||
<p>If you hold EDI invoices for partial shipments, you can set up your distribution profiles at your supplier’s site so the 970 tags are created first for the branches where you need the full number of copies ordered. Then you can receive the full number of copies for the busiest branches and split receipt for branches that can wait for the full number of copies to arrive. For more information, see <MadCap:conditionalText data-mc-conditions="Primary.Online,Primary.Hidden"><a href="../PAorder/Creating_Purchase_Orders.htm">Creating Purchase Orders</a></MadCap:conditionalText>.</p>
|
||||
<p class="FM_Heading4n"><a name="kanchor3402"></a><a name="IX_bibliographic_and_EDI"></a><a name="kanchor3403"></a><a name="IX_bibliographic_level_holds"></a><a name="kanchor3404"></a><a name="IX_EDI_invoice_details"></a><a name="kanchor3405"></a><a name="IX_message_details"></a><a name="XREF_97704_The_EDI_Invoice_E"></a>The EDI Invoice Email Log</p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>The EDIAgent and EDIFTP logs are created automatically, but are not sent to library staff members. These logs provide information regarding the FTP transfer and can be used in troubleshooting connection failures.<MadCap:conditionalText data-mc-conditions="Primary.Online"> For more information, see <a href="../../Acquisitions_Admin/PDKacquire/Setting_Up_EDI_Ordering.htm#XREF_77885_EDIAgent_and">EDIAgent and EDIFTP Logs</a>.</MadCap:conditionalText></p>
|
||||
<p>When Polaris attempts to create EDI invoices from data retrieved from suppliers, a separate log file is created for each supplier’s invoice data. For each invoice, the log file indicates whether the invoice was created and lists details regarding any line items that had errors. These log files are saved in the same directory as the <b>EDINew</b> and <b>EDIDone</b> folders with the following name:<br /><b>EDIInvoiceResults_(Supplier name).(Org abbreviation).log</b>.</p>
|
||||
<p class="NoteShade"><b>Examples:<br /></b><b>EDIInvoiceResults_Baker_And_Taylor.STI.log<br />EDIInvoiceResults_Ingram.STI.log</b>.</p>
|
||||
<p>These logs are emailed to the addresses in the <b>EDI Invoice Defaults</b> profile with the subject line <b>EDIInvoiceResults</b> and organization abbreviation. The email log lists invoice line items that were generated, line items with errors, and line items with bibliographic-level holds placed on the titles.</p>
|
||||
</ol>
|
||||
<p>The following types of messages may appear in the email log that is sent to the addresses in the <b>EDI Invoice Defaults</b> profile with the subject line <b>EDIInvoiceResults</b>:</p>
|
||||
<ul type="disc">
|
||||
<li>
|
||||
<li>This message indicates the invoices were created successfully and some line items have linked bibliographic hold requests:</li>
|
||||
</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>The holds information in the log can help you prioritize the processing of materials that have holds if you have enabled the <b>Update linked PO lines to Received</b> setting in the <b>EDI Invoice Defaults </b>profile. (When the purchase order line items are received automatically, users do not see the message that appears when manually receiving line items with holds.)</p>
|
||||
<p class="FM_Example"><b>Begin processing EDI 810 file: testsal3644d.txt </b>
|
||||
<br />
|
||||
<br /><b>Invoice # BTSAL3644e Suffix = EDI, was created.</b>
|
||||
<br />
|
||||
<br /><b>INLI #2 on Inv #BTSAL3644e Suffix = EDI, has 1 linked holds.</b>
|
||||
<br />
|
||||
<br /><b>Invoice # BTSAL3644b Suffix = EDI, was created.</b>
|
||||
<br />
|
||||
<br /><b>INLI #4 on Inv #BTSAL3644b Suffix = EDI, has 2 linked holds.</b>
|
||||
<br />
|
||||
<br /><b>Invoice # BTSAL3644d Suffix = EDI, was created.</b>
|
||||
<br />
|
||||
<br /><b>Invoice # BTSAL3644a Suffix = EDI, was created.</b>
|
||||
<br />
|
||||
<br /><b>End processing EDI 810 file: testsal3644d.txt</b>
|
||||
<br />
|
||||
</p>
|
||||
<ul type="disc">
|
||||
<li>
|
||||
<li>These messages indicate problems with the invoices:</li>
|
||||
<ul type="disc">
|
||||
<li><b>Invoice #3014384848 may not have been created. Contact your Polaris support representative for assistance.</b>
|
||||
</li>
|
||||
<li><b>Inv#3014384848 has invalid IT101(s). Could not match an IT101/IT111 with a PO# in the system. Inv#3014384848 suffix=EDI was created. - </b>The invoice was created, but there were problems with some of the invoice line items that did not match up with a purchase order.</li>
|
||||
<li><b>The SA Profile defaults were used to create INLI# 5 on Inv #3014384848. -</b> An unlinked invoice line item was created using default data in the EDI Invoice Defaults profile because no matching purchase order line item was found. If a bibliographic record with a matching ISBN and title is found in the Polaris database, it is used for the title of the invoice line item. If no matching ISBN or title is found, the title is the default title in the profile, for example, <b>No matching PO line item was found.</b></li>
|
||||
<li><b>The POLI# 5 on PO#BetterBooksPO1 is not linked to INLI# 4 on Inv# 3014384848 Suffix = EDI because it has the wrong status. An unlinked INLI was created. - </b>An invoice line item is created using information from the matching purchase order line item, but the invoice line item cannot be linked to the purchase order line item because the purchase order line item has a status that prevents it from being linked.</li>
|
||||
<li><b>Invoice</b><b>#3014384848 Suffix = EDI was created. - </b>The invoice was created, but check the messages for individual invoice line items that may have problems.</li>
|
||||
<li><b>The POLI# 5 on PO#BetterBooksPO1 is not linked to INLI# 6 on INV# 3014384848 Suffix = EDI because the quantity sent did not equal what was ordered. An unlinked INLI was created. - </b>This message appears when the <b>Hold partial shipment</b> option is not selected in the EDI Invoice Defaults profile. When an invoice line item indicates that the quantity sent does not equal the quantity ordered, the invoice line item is created using information from the matching purchase order line item, but it cannot be linked to the purchase order line item because the quantities do not match.</li>
|
||||
<li><b>EDI Inv# X Suffix= EDI has not been generated because Invoice line item quantity sent does not equal the PO line item total quantity ordered and EDI invoicing is set to hold partial shipment invoices. These PO lines are partials: [POLI ID X, POLI ID Y] - </b>This message appears when the <b>Hold partial shipment invoices</b> option is selected on the EDI Invoice Defaults profile, and the EDI invoice indicates that for at least one line item, the quantity shipped does not equal the quantity ordered.</li>
|
||||
</ul>
|
||||
</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Note:<br /></b>To see the linked purchase order line item, use the Find Tool to search for it by the purchase order line item ID.</p>
|
||||
</div>
|
||||
</div>
|
||||
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<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
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<h1><a name="XREF_96912_Review_automatic"></a>Review automatic EDI invoices</h1>
|
||||
<p>EDI invoices are created automatically in Polaris using data retrieved from the supplier’s FTP server, and an email message notifies you that the invoice is available. You can search for EDI invoices by the invoice number suffix EDI.</p>
|
||||
<p>When an EDI invoice is generated in Polaris, a log of the invoice creation is posted to an EDI invoice log. The log lists the invoice numbers, and includes whether one or more titles have holds. The log also lists any errors.</p>
|
||||
<p>For more information about the invoice log contents, see <a href="Process_EDI_invoices_for_partial_shipments.htm#XREF_97704_The_EDI_Invoice_E">The EDI Invoice E-mail Log</a>.</p>
|
||||
<p class="NoteShade"><b>Important:<br /></b>To deal separately with EDI invoices where the quantity sent does not equal the quantity ordered, select the <b>Hold partial shipment invoices</b> option on the EDI Invoice Defaults 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> Then you can generate them using the Process EDI Invoices workform. See <a href="Process_EDI_invoices_for_partial_shipments.htm#XREF_77703_Process_EDI">Process EDI invoices for partial shipments</a>.</p>
|
||||
<p><a name="kanchor3762"></a><a name="IX_receiving_6"></a><a name="kanchor3763"></a><a name="IX_receiving_5"></a>To open and review automatic EDI invoices:</p>
|
||||
<ol>
|
||||
<li value="1">Select <b>Acquisitions </b>><b> Invoices</b> from the Polaris Shortcut Bar.</li>
|
||||
<p>The Find Tool appears with <b>Invoices</b> selected in the <b>Object</b> box.</p>
|
||||
<li value="2">Select <b>Invoice number suffix</b> in the <b>Search by</b> box, and type <b>EDI</b> in the <b>For</b> box.</li>
|
||||
<p class="NoteShade"><b>Note:<br /></b>You can also limit by the invoice number suffix, EDI. For example, you can search by invoice date range and limit by the EDI suffix. You can select a sort by option to sort the results list before it appears. For example, you could search by the number suffix EDI, limit by supplier, type <b>Baker*</b>, and sort by owner to list the Baker & Taylor EDI invoices sorted by the owning branch.</p>
|
||||
<p>The automatically-created EDI invoices appear in the results.</p>
|
||||
<p>
|
||||
<img src="FindEDIInv.gif" alt="" />
|
||||
</p>
|
||||
<li value="3">Double-click to open the invoice in the Invoice workform.</li>
|
||||
<p>The EDI filename and the date the order was shipped are displayed in the workform (if the supplier includes this information).</p>
|
||||
<p>
|
||||
<img src="EDIInv.gif" alt="" />
|
||||
</p>
|
||||
<li value="4">Select <b>View </b>><b> Line Items</b> to see the line items in the invoice.</li>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If there are invoice line items with errors that prevented them from linking to purchase order line items, a red exclamation point icon appears next to the invoice line items. The icon also appears in the Find Tool results list for EDI invoice line items that have errors.</p>
|
||||
<p>
|
||||
<img src="inliexclaminv.gif" alt="" />
|
||||
</p>
|
||||
<li value="5">Check your e-mail for messages regarding EDI invoice transmissions. The email message is a detailed log of the invoices that the EDIAgent picked up from the supplier’s site. The log lists any bibliographic-level holds placed on the items, and any errors in the invoice. See <a href="Process_EDI_invoices_for_partial_shipments.htm#XREF_97704_The_EDI_Invoice_E" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">The EDI Invoice Email Log</span></a>.</li>
|
||||
<p class="NoteShade"><b>Important:<br /></b>Correct any errors before paying the invoice.</p>
|
||||
<li value="6"><a name="kanchor3764"></a><a name="IX_linking_to_purchase"></a>If an invoice line item is listed with a red exclamation point because it was not linked to a purchase order line item, you can manually link to the purchase order line item by doing the following steps:</li>
|
||||
<ol>
|
||||
<li value="1">On the Invoice Line Item workform, select <b>View </b>><b> Additional Information</b>.</li>
|
||||
<p>The Additional Information view appears.</p>
|
||||
<li value="2">Click <b>Find</b>.</li>
|
||||
<p>The Find Tool appears with <b>Purchase Order Line Item</b> selected.</p>
|
||||
<li value="3">Search for and select the appropriate purchase order line item.</li>
|
||||
<p>Any information in the Invoice Line Item workform is overwritten with the information from the purchase order line item you selected.</p>
|
||||
</ol>
|
||||
</ol>
|
||||
<h4>Related Information</h4>
|
||||
<ul type="disc">
|
||||
<li>Setting up EDI ordering - To communicate with a supplier via EDI, you must first 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 an SQL job that scans the library’s directory on the supplier’s FTP server. When it finds files, they are retrieved and used to create the purchase order acknowledgment and EDI invoice. If the supplier provides an Advanced Shipping Notice (ASN), it is also retrieved by the EDIAgent.<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, an electronic purchase order acknowledgment is placed on the supplier’s FTP server. The Polaris EDIAgent retrieves the file and saves it in a local directory. You can generate the Electronic Purchase Order Acknowledgment from the <b>Utilities </b>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>Processing partial shipment EDI invoices - If your library has selected the <b>Hold partial shipment invoices</b> option in the EDI Invoice defaults profile, you can generate EDI invoices with invoice line items where the quantity sent does not match the quantity ordered. See <a href="Process_EDI_invoices_for_partial_shipments.htm#XREF_77703_Process_EDI">Process EDI invoices for partial shipments</a>.</li>
|
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|
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<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
|
||||
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<h1><a name="XREF_66138_Unlink_a_linked"></a>Unlink a Linked Invoice</h1>
|
||||
<p><a name="kanchor3453"></a><a name="IX_unlinking"></a>To unlink an invoice that is linked to another invoice:</p>
|
||||
<ol>
|
||||
<li value="1">Open the Invoice workform.</li>
|
||||
<p class="NoteShade"><b>Tips:<br /></b>Invoices that are linked to other invoices have <b>Linked invoices</b> in the status bar.<br /><br />You can search for linked invoices using the Limit by option <b>Linked invoices</b>, and selecting <b>Yes</b> as the value.</p>
|
||||
<li value="2"><a name="kanchor3454"></a><a name="IX_unlinking_1"></a><a name="kanchor3455"></a><a name="IX_invoices_1"></a>Click <img src="unlinkinv_16x16.gif" class="imginline" alt="" style="width: 16;height: 16;" /> or select <b>Tools </b>><b> Unlink Invoice.</b><ul type="disc"><li>If there is only one invoice linked to the invoice you have open, <b>Unlink completed successful</b> appears in the bottom status bar of the Invoice workform.</li><li>If there are multiple invoices linked to the invoice, a dialog box appears that lists the linked invoices.</li></ul></li>
|
||||
<li value="3">Select the invoice or invoices to unlink from the invoice you have open, and click <b>OK</b>.</li>
|
||||
<p>The message <b>Unlink completed successfully</b> appears in the bottom status bar of the Invoice workform.<a name="XREF_56325_Purchase_Order"></a></p>
|
||||
</ol>
|
||||
</div>
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||||
</div>
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||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
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<col style="width: 50%;" />
|
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<col style="width: 50%;" />
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||||
<tbody>
|
||||
<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
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</table>
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<table style="width: 100%;">
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<col />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
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</tbody>
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</table>
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</body>
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</html>
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<!DOCTYPE html>
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<html xmlns:MadCap="http://www.madcapsoftware.com/Schemas/MadCap.xsd" lang="en-us" xml:lang="en-us" data-mc-search-type="Stem" data-mc-help-system-file-name="Default.xml" data-mc-path-to-help-system="../../../" data-mc-toc-path="Acquisitions |Invoicing|Linking Invoices" data-mc-target-type="WebHelp2" data-mc-runtime-file-type="Topic" data-mc-preload-images="false" data-mc-in-preview-mode="false">
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Acquisitions/PAinv/View_a_linked_invoice.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="XREF_98654_View_a_linked"></a>View a Linked Invoice</h1>
|
||||
<p><a name="kanchor1180"></a><a name="IX_viewing_linked_1"></a><a name="kanchor1181"></a><a name="IX_viewing_7"></a>To see linked invoices:</p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>You can search for linked invoices using the <b>Limit by </b>option <b>Linked invoices</b>, and selecting <b>Yes</b> as the value.</p>
|
||||
<ol>
|
||||
<li value="1">Open the Invoice workform.</li>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Invoices that are linked to other invoices have <b>Linked invoices</b> in the status bar.</p>
|
||||
<li value="2">Select <b>Links </b>><b> Invoices</b>.</li>
|
||||
<p>If only one invoice is linked, it appears in the Invoice workform. If there are multiple linked invoices, they are listed in the Linked Invoices dialog box.</p>
|
||||
</ol>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
|
||||
<col style="width: 50%;" />
|
||||
<col style="width: 50%;" />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
|
||||
</tr>
|
||||
</tbody>
|
||||
</table>
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||||
<table style="width: 100%;">
|
||||
<col />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
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</table>
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</html>
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<!DOCTYPE html>
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<html xmlns:MadCap="http://www.madcapsoftware.com/Schemas/MadCap.xsd" lang="en-us" xml:lang="en-us" data-mc-search-type="Stem" data-mc-help-system-file-name="Default.xml" data-mc-path-to-help-system="../../../" data-mc-toc-path="Acquisitions |Invoicing|Adding Invoice Line Items" data-mc-target-type="WebHelp2" data-mc-runtime-file-type="Topic" data-mc-preload-images="false" data-mc-in-preview-mode="false">
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<meta name="search-keywords" content="circulation, public services, DQ2407050, Polaris user guide" /><title>View all funds for the invoice</title>
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Acquisitions/PAinv/View_all_funds_for_the_invoice.htm">Open topic with navigation</a>
|
||||
</p>
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||||
<div class="nocontent">
|
||||
<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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<div role="main" id="mc-main-content">
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||||
<h1><a name="kanchor3307"></a><a name="IX_linking_to_funds_from"></a><a name="kanchor3308"></a><a name="IX_linking_to_from_an"></a><a name="XREF_14684_View_all_funds_for"></a>View All Funds for the Invoice</h1>
|
||||
<p>You can link from the Invoice workform to see all the funds used in the invoice. Each distinct fund is listed only once even if it was used in multiple invoice line item segments.</p>
|
||||
<p>To view a list of all the funds used in an invoice:</p>
|
||||
<p class="NoteShade"><b>Tip:</b>
|
||||
<br style="font-weight: bold;" />You can search for an invoice and link to the funds from the Find Tool results list without opening the invoice. Select the invoice in the results list, right-click and select <b>Links </b>><b> Funds</b>. You can also link from any linked list box that displays invoices.</p>
|
||||
<ol>
|
||||
<li value="1">Open the Invoice workform.</li>
|
||||
<li value="2">Select <b>Links </b>><b> Funds</b>.</li>
|
||||
<p>If the invoice is linked to only one fund, the Fund workform appears. If the invoice is linked to multiple funds, a linked list box displays the funds used in the invoice. This list includes the funds used to pay for charges at the invoice header level, such as shipping for the whole order, and funds used to pay for the materials at the invoice line item segment level. Each linked fund is listed only once.</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>
|
||||
<p class="NoteShade"><b>Note:<br /></b>You can also see the fund hierarchy by right-clicking and selecting <b>Explore</b>.</p>
|
||||
</ol>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
|
||||
<col style="width: 50%;" />
|
||||
<col style="width: 50%;" />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
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</tr>
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</tbody>
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</table>
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<table style="width: 100%;">
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<col />
|
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<tbody>
|
||||
<tr>
|
||||
<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
|
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</tbody>
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</table>
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</html>
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<!DOCTYPE html>
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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>
|
||||
<li value="1"><a name="kanchor2603"></a><a name="IX_adding_to_a_purchase_1"></a><a name="kanchor2604"></a><a name="IX_adding_to_orders"></a><a name="kanchor2605"></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>
|
||||
<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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<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>
|
||||
<ul type="disc">
|
||||
<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>
|
||||
<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>
|
||||
<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>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">Select an existing bibliographic record from the database</span> - </li>
|
||||
</ul>
|
||||
<p><a name="kanchor2606"></a><a name="IX_entering_an_ISBN"></a><a name="kanchor2607"></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>
|
||||
<p class="NoteShade"><a name="kanchor2608"></a><a name="IX_changing_the_ISBN"></a><a name="kanchor2609"></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>
|
||||
<p><a name="kanchor2610"></a><a name="IX_display_in_purchase_1"></a><a name="kanchor2611"></a><a name="IX_display_of_UPC_or_other"></a><a name="kanchor2612"></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>
|
||||
<p class="NoteShade"><a name="kanchor2613"></a><a name="IX_multiple_in_purchase_1"></a><a name="kanchor2614"></a><a name="IX_multiple_ISBNs_2"></a><a name="kanchor2615"></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>
|
||||
<ul type="disc">
|
||||
<li><a name="kanchor2616"></a><a name="IX_Z39_50_search_for_titles"></a><a name="kanchor2617"></a><a name="IX_searching_a_remote"></a><a name="kanchor2618"></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>
|
||||
<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>
|
||||
<li><a name="kanchor2619"></a><a name="IX_entering_in_acquisitions"></a><a name="kanchor2620"></a><a name="IX_creating_in_acquisitions"></a><a name="kanchor2621"></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>
|
||||
</ul>
|
||||
<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>
|
||||
<p><a name="kanchor2622"></a><a name="IX_creating_brief_from"></a><a name="kanchor2623"></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>
|
||||
<p class="NoteShade" data-mc-conditions="Primary.Online"><b>Note:</b>
|
||||
<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>
|
||||
<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>
|
||||
<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>
|
||||
<li value="5"><a name="kanchor2624"></a><a name="IX_Display_in_PAC_setting_1"></a><a name="kanchor2625"></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>
|
||||
<li value="6">Select the <b>Alert</b> checkbox if the materials need to be processed quickly or require special processing. </li>
|
||||
<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>
|
||||
<li value="7">Select the material type in the <b>Material type</b> box if it is not already there.</li>
|
||||
<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>
|
||||
<li value="8">Type a unit price in the <b>Unit price</b> box if a price is not already there.</li>
|
||||
<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>
|
||||
<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>
|
||||
<ul type="disc">
|
||||
<li><a name="kanchor2626"></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>
|
||||
<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>
|
||||
</ul>
|
||||
<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>
|
||||
<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>
|
||||
<li value="12">Select <b>File </b>><b> Save </b>.</li>
|
||||
<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>
|
||||
<li value="13"><a name="kanchor2627"></a><a name="IX_adding_lines_by_copying"></a><a name="kanchor2628"></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>
|
||||
</ol>
|
||||
<ul>
|
||||
<li><a name="kanchor2629"></a><a name="IX_copying_to_next_purchase"></a><a name="kanchor2630"></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>
|
||||
<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>
|
||||
<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>
|
||||
</ul>
|
||||
<p class="NoteShade"><a name="kanchor2631"></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>
|
||||
<ul type="disc">
|
||||
<li>
|
||||
<p class="FM_Bullet"><a name="kanchor2632"></a><a name="IX_adding_line_items_when"></a><a name="kanchor2633"></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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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Acquisitions/PAorder/Add_charges_for_a_purchase_order_line_item_segment.htm">Open topic with navigation</a>
|
||||
</p>
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||||
<div class="nocontent">
|
||||
<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_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="kanchor5646"></a><a name="IX_adding_charges_to"></a><a name="kanchor5647"></a><a name="IX_adding_charges"></a><a name="kanchor5648"></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>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
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|
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<col style="width: 50%;" />
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<tbody>
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<tr>
|
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<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
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<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
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|
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|
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|
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<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
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|
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|
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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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<h1><a name="XREF_59792_Add_or_change_the"></a>Add or Change Claiming Information for an Order</h1>
|
||||
<p><a name="kanchor1101"></a><a name="IX_setting_claiming_criteria_1"></a><a name="kanchor1102"></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>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
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|
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<col style="width: 50%;" />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
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<table style="width: 100%;">
|
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<col />
|
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<tbody>
|
||||
<tr>
|
||||
<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
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</tbody>
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</table>
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</html>
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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="kanchor1395"></a><a name="IX_adding_general"></a>Open the Purchase Order workform.</li>
|
||||
<p class="NoteShade"><a name="kanchor1396"></a><a name="IX_changing_the_purchase"></a><a name="kanchor1397"></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="kanchor1398"></a><a name="IX_purchase_order"></a><a name="kanchor1399"></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="kanchor1400"></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="kanchor1401"></a><a name="IX_purchase_order_number"></a><a name="kanchor1402"></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="kanchor1403"></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="kanchor1404"></a><a name="IX_payment_method_2"></a><a name="kanchor1405"></a><a name="IX_selecting_the_payment"></a><a name="kanchor1406"></a><a name="IX_payment_method_1"></a><a name="kanchor1407"></a><a name="IX_payment_method"></a><a name="kanchor1408"></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="kanchor1409"></a><a name="IX_selecting_a_foreign"></a><a name="kanchor1410"></a><a name="IX_selecting_foreign"></a><a name="kanchor1411"></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>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
|
||||
<col style="width: 50%;" />
|
||||
<col style="width: 50%;" />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
|
||||
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|
||||
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|
||||
</table>
|
||||
<table style="width: 100%;">
|
||||
<col />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
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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="kanchor1230"></a><a name="IX_adding_supplier"></a><a name="kanchor1231"></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>
|
||||
</ol>
|
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</div>
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<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
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<tr>
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||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
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<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
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<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
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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="kanchor5344"></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>
|
||||
</ul>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
|
||||
<col style="width: 50%;" />
|
||||
<col style="width: 50%;" />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
|
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|
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</tbody>
|
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</table>
|
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<table style="width: 100%;">
|
||||
<col />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
|
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|
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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>
|
||||
</div>
|
||||
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<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
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<h1><a name="XREF_18816_Adding_Purchase"></a>Adding PO Line Distribution Grid</h1>
|
||||
<p><a name="kanchor2058"></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>
|
||||
</li>
|
||||
</ul>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
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<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
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<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
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<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Acquisitions/PAorder/Adding_Titles_to_a_Purchase_Order.htm">Open topic with navigation</a>
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<h1><a name="XREF_37205_Adding_Purchase"></a>Adding Titles to a Purchase Order</h1>
|
||||
<p><a name="kanchor5392"></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>
|
||||
</li>
|
||||
<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>
|
||||
</li>
|
||||
<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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|
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<col style="width: 50%;" />
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<tr>
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||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Acquisitions/PAorder/Adjust_fund_limits.htm">Open topic with navigation</a>
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<h1><a name="XREF_80578_Adjust_and_overide"></a>Adjust Fund Limits</h1>
|
||||
<p><a name="kanchor591"></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="kanchor592"></a><a name="IX_releasing_a_purchase_2"></a><a name="kanchor593"></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>
|
||||
</ol>
|
||||
</div>
|
||||
</div>
|
||||
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<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
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<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
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<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
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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>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
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||||
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||||
<tr>
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||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
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<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
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<h1>Changing the Fund, Destination Branch, or Collection for a PO Line Item Segment</h1>
|
||||
<p><a name="kanchor3508"></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>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
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<col style="width: 50%;" />
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<tbody>
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<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
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<h1>Changing the Header Fund or Material Type for a PO Line Item</h1>
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||||
<p><a name="kanchor1466"></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>
|
||||
</div>
|
||||
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<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
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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="kanchor1121"></a><a name="IX_detecting_duplicates"></a><a name="kanchor1122"></a><a name="IX_checking_for_duplicates_3"></a><a name="kanchor1123"></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>
|
||||
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|
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<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
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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>
|
||||
</ol>
|
||||
</div>
|
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|
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<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
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<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
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<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
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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="kanchor912"></a><a name="IX_copying_on_same_line_item"></a><a name="kanchor913"></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>
|
||||
</ol>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
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||||
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<tr>
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||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
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<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
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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="kanchor2245"></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="kanchor2246"></a><a name="IX_creating_purchase_orders"></a><a name="kanchor2247"></a><a name="IX_bulk_adding_titles_to_new_1"></a><a name="kanchor2248"></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="kanchor2249"></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="kanchor2250"></a><a name="IX_using_defaults_for_1"></a><a name="kanchor2251"></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="kanchor2252"></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>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
|
||||
<col style="width: 50%;" />
|
||||
<col style="width: 50%;" />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
|
||||
</tr>
|
||||
</tbody>
|
||||
</table>
|
||||
<table style="width: 100%;">
|
||||
<col />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
|
||||
</tr>
|
||||
</tbody>
|
||||
</table>
|
||||
</body>
|
||||
</html>
|
||||
+87
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|
||||
<!DOCTYPE html>
|
||||
<html xmlns:MadCap="http://www.madcapsoftware.com/Schemas/MadCap.xsd" lang="en-us" xml:lang="en-us" data-mc-search-type="Stem" data-mc-help-system-file-name="Default.xml" data-mc-path-to-help-system="../../../" data-mc-toc-path="Acquisitions |Ordering|Creating Purchase Orders" data-mc-target-type="WebHelp2" data-mc-runtime-file-type="Topic" data-mc-preload-images="false" data-mc-in-preview-mode="false">
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|
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|
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Acquisitions/PAorder/Create_a_purchase_order_by_copying_a_purchase_order.htm">Open topic with navigation</a>
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</p>
|
||||
<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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||||
<div class="content">
|
||||
<div role="main" id="mc-main-content">
|
||||
<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>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
|
||||
<col style="width: 50%;" />
|
||||
<col style="width: 50%;" />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
|
||||
</tr>
|
||||
</tbody>
|
||||
</table>
|
||||
<table style="width: 100%;">
|
||||
<col />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
|
||||
</tr>
|
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</tbody>
|
||||
</table>
|
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</body>
|
||||
</html>
|
||||
+117
@@ -0,0 +1,117 @@
|
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<!DOCTYPE html>
|
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<html xmlns:MadCap="http://www.madcapsoftware.com/Schemas/MadCap.xsd" lang="en-us" xml:lang="en-us" data-mc-search-type="Stem" data-mc-help-system-file-name="Default.xml" data-mc-path-to-help-system="../../../" data-mc-toc-path="Acquisitions |Ordering|Creating Purchase Orders" data-mc-target-type="WebHelp2" data-mc-runtime-file-type="Topic" data-mc-preload-images="false" data-mc-in-preview-mode="false">
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Acquisitions/PAorder/Create_a_purchase_order_with_a_template_or_workform.htm">Open topic with navigation</a>
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<div class="nocontent">
|
||||
<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_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="kanchor4049"></a><a name="IX_creating_from_a_template"></a><a name="kanchor4050"></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="kanchor4051"></a><a name="IX_using_session_defaults"></a><a name="kanchor4052"></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>
|
||||
<img style="margin-bottom: 0.000pt;width: 394;height: 279;" src="POliviewdefaulLI_394x279.gif" alt="" />
|
||||
</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="kanchor4053"></a><a name="IX_adding_on_orders_created"></a><a name="kanchor4054"></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>
|
||||
</ul>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
|
||||
<col style="width: 50%;" />
|
||||
<col style="width: 50%;" />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.2</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2022</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative (Part of Clarivate)</span></a></td>
|
||||
</tr>
|
||||
</tbody>
|
||||
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|
||||
<table style="width: 100%;">
|
||||
<col />
|
||||
<tbody>
|
||||
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|
||||
<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative" alt="Send documentation feedback"><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Short variable">Innovative Interfaces®</span></a></td>
|
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|
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|
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</html>
|
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