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<meta name="search-keywords" content="circulation, public services, DQ2407050, Polaris user guide" /><title>Ordering</title>
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Acquisitions/PAorder/Ordering.htm">Open topic with navigation</a>
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<h1><a name="XREF_33273_Ordering"></a>Ordering</h1>
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<p><a name="kanchor4844"></a><a name="IX_See_purchase_orders"></a>You have several options for ordering items, depending on your library’s acquisitions workflow and whether orders are emailed, faxed, or transmitted via electronic data interchange (EDI). The basic steps involved in ordering are outlined below.</p>
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<ol>
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<li value="1">Select titles and save the bibliographic records in <span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> using one of these methods:<ul type="disc"><li><p class="FM_Task"><a name="kanchor4845"></a><a name="IX_selecting_and_importing"></a><span class="FM_BulletHead">Select titles on the supplier’s website</span> - Select the titles on the supplier’s website using the distribution grid set up with your library’s location, collection, and fund information. If your Polaris administrator has added the links, you can go to your suppliers’ websites by selecting <b>Utilities </b>><b> Link to Supplier Databases</b>.</p></li><li><p class="FM_Task"><span class="FM_BulletHead">Download the brief <span class="mc-variable III_Variables.Format_MARC variable">MARC</span> records for the selected titles </span>-<span class="FM_BulletHead"> </span>Save the records to your desktop or another file location.</p></li><li><p class="FM_Task"><span class="FM_BulletHead">Import the brief <span class="mc-variable III_Variables.Format_MARC variable">MARC</span> records into Polaris</span> - Select <b>Utilities </b>><b> Importing</b> ><b> Express Import </b>or<b> Full Import</b> and select the <b>Acquisitions Bibs</b> profile, or an import profile named for the supplier. In the import setup, you specify the record set where all the bibliographic records are gathered. For more information,<MadCap:conditionalText data-mc-conditions="Primary.Online"> see <a href="../../Cataloging/PKimport/Setting_Up_Import_Profiles_and_Importing_Records.htm#XREF_70782_Importing_Catalog">Setting Up Import Profiles and Importing Records</a>.</MadCap:conditionalText></p></li></ul></li>
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<li value="2"><span class="FM_BulletHead" style=" font-style: normal; color: #000000; text-decoration: none; letter-spacing: 0.00em; font-weight: normal;">Create a purchase order in <span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> using one of the following methods:</span>
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</li>
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<p class="NoteShade"><b>Tip:<br /></b>For information about the types of orders you can create in Polaris, see <MadCap:conditionalText data-mc-conditions="Primary.Online,Primary.Hidden"><a href="Creating_Purchase_Orders.htm#XREF_69647_Order_Types">Creating Purchase Orders</a></MadCap:conditionalText>.</p>
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<blockquote>
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<ul type="disc">
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<li>
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<p class="FM_Bullet"><span class="FM_BulletHead">Bulk add titles to the purchase order</span> - Download bibliographic records from your supplier, import them into record sets, and bulk add titles to the purchase order. The distribution segments are created automatically from 970 tags in the bibliographic records.</p>
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</li>
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<li>
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<p class="FM_Bullet"><span class="FM_BulletHead">Create a new blank purchase order</span> - Select <b>File </b>><b> New</b> from the Polaris Shortcut Bar, and select a template, or create a new, blank purchase order. <span class="FM_BulletHead">Add purchase order lines and segments manually.</span> Line items contain information about the titles you are ordering. Each line item contains at least one segment with the distribution and fund information for the copies of that title.</p>
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</li>
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<li>
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<p class="FM_Bullet"><span class="FM_BulletHead">Copy an existing purchase order</span> - Save the new purchase order with a different number.</p>
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</li>
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</ul>
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<p class="NoteShade"><b>Tip:<br /></b>You can also bulk add titles to a selection list and then copy them to a purchase order.</p>
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<ul type="disc">
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<li>
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<p class="FM_Bullet"><span class="FM_BulletHead">Copy selection list lines to a new or existing purchase order</span>
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</p>
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</li>
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<li>
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<p class="FM_Bullet"><span class="FM_BulletHead">Use <span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Titles to Go</span> - Query a supplier’s site and bring back title information to create purchase order line items.</p>
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</li>
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<li>
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<p class="FM_Bullet"><span class="FM_BulletHead">Renew a subscription in Serials</span> - Purchase orders are created automatically when subscriptions are renewed if the parameter <b>Create Purchase Order at subscription renewal</b> is set to <b>Yes</b> in <span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Administration.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Serials/PSsubscriptions/Renew_a_subscription_from_the_subscription_record.htm#XREF_79788_Renew_a">Renew a subscription from the subscription record</a><span style="font-style: italic;">.</span></MadCap:conditionalText></p>
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</li>
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</ul>
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</blockquote>
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<li value="3">Release the purchase order, and specify the payment method.</li>
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<li value="4">Send the purchase order to the supplier using one of these methods:</li>
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<ul>
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<li>Fax</li>
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<li>Email</li>
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<li>Electronic data interchange (EDI)-The supplier produces an electronic order acknowledgment that is retrieved by the Polaris EDIAgent. You can generate the Electronic PO Acknowledgment report from the EDI acknowledgment files.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Polaris_Basics/PIreports/Acq_Reports.htm#Acquisit">Acquisitions Reports</a>.</MadCap:conditionalText>.</li>
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</ul>
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<p class="NoteShade"><b>Important:<br /></b>Your library may have collection development programs where suppliers send many titles of a specific type or genre, but the titles are not known until you receive the order. In these cases, you can create an invoice without a purchase order and give it an order type of <b>Approval Plan</b> or <b>Blanket Order. </b>Your library may refer to these types of orders as <span style="font-style: italic;">standing orders. </span>However, in Polaris, the order type <span style="font-weight: bold;">Standing Order</span> is used only with serials. See <MadCap:conditionalText data-mc-conditions="Primary.Online,Primary.Hidden"> <a href="Creating_Purchase_Orders.htm#XREF_69647_Order_Types">Creating Purchase Orders</a></MadCap:conditionalText>.</p>
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</ol>
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<p>See also:</p>
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<ul>
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<li>
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<p data-mc-conditions="Primary.Online,Primary.Hidden"><a href="Creating_Purchase_Orders.htm#XREF_35568_Creating_a">Creating Purchase Orders</a>
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</p>
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</li>
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<li>
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<p data-mc-conditions="Primary.Online,Primary.Hidden"><a href="Adding_Titles_to_a_Purchase_Order.htm#XREF_37205_Adding_Purchase">Adding Titles to a Purchase Order</a>
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</p>
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</li>
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<li>
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<p data-mc-conditions="Primary.Online,Primary.Hidden"><a href="Adding_PO_Line_Distribution_Grid.htm#XREF_18816_Adding_Purchase">Adding PO Line Distribution Grid</a>
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</p>
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</li>
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<li>
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<p data-mc-conditions="Primary.Online,Primary.Hidden"><a href="Checking_for_Duplicate_Copies.htm#XREF_57175_Checking_for">Checking for Duplicate Copies</a>
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</p>
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</li>
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<li>
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<p data-mc-conditions="Primary.Online,Primary.Hidden"><a href="Placing_Holds_from_Purchase_Orders.htm#XREF_95350_Placing_Holds_from">Placing Holds from Purchase Orders</a>
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</p>
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</li>
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<li>
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<p data-mc-conditions="Primary.Online,Primary.Hidden"><a href="Releasing_and_Transmitting_Purchase_Orders.htm#XREF_13912_Releasing_a">Releasing and Transmitting Purchase Orders</a>
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</p>
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</li>
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<li>
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<p data-mc-conditions="Primary.Online,Primary.Hidden"><a href="Modifying_PO_Line_Item_Statuses.htm#XREF_24137_Recording_Vendor">Modifying PO Line Items’ Statuses</a>
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</p>
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</li>
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<li data-mc-conditions="Primary.Online,Primary.Hidden">
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<p><a href="Using_Polaris_Titles_to_Go.htm#XREF_98776_Titles_to_Go">Using Polaris Titles to Go</a>
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</p>
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</li>
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<li>
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<p><a href="Importing_and_Ordering_Processes.htm#XREF_46069_Importing_and">Importing and Ordering Processes</a>
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</p>
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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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