(Old) Creating a Purchase Order Manually

Purchase orders can be created manually in Evergreen when you don’t have a file of MARC records to upload. There are a couple of methods you can use. You can create a purchase order initially by using the Create Purchase Order option in the Acquisitions menu, or you can create a purchase order when you select a title to add to a purchase order.

Create the Purchase Order Initially

1. Go to Acquisitions => Create Purchase Order
2. Fill in the initial form.
   • Ordering Agency will default to the working location.
   • Enter a Name for the purchase order if you choose. The purchase order name must be unique and should be 10 characters or less. If you do not give the purchase order a name the purchase order ID will be used.
   • Select the Provider for the order. This box is a typeahead box. Start typing and select from the list that appears.
   • If prepayment is required for this order, check off the Prepayment Required box. Otherwise, leave it blank.
3. Click Save. Your blank purchase order will appear.
4. Make note of the purchase order Name. You will need it to add titles (line items) to your purchase order.
5. Search the catalog by ISBN for your first title.
6. From the record summary screen
   • Old Catalog
     • Click on the View/Place Orders button in the upper right corner of the screen.
7. The Related Lineitems screen will appear with some information about the title. Click on the Add to Purchase Order button.
8. In the input box that appears, enter PO Name and click Save.
9. The line item is added to your purchase order.
10. Fill in the Estimated Price in the line item.
11. Repeat steps 5-8 to add additional line items to your purchase order.

Create a purchase order with the first line item

1. Go to Cataloging => Search the Catalog (Old) to search for your first title.
2. From the record summary screen of the title you want to order, click on the View/Place Orders button in the upper right corner of the screen.
3. The Related Lineitems screen will appear with some information about the title. Click on the Create Purchase Order button.
4. Fill in the Ordering Agency and Provider and click Submit.
5. The purchase order will appear with the line item.
6. Search the catalog for your next title.
7. From the record summary screen click on the View/Place Orders button in the upper right corner of the screen.
8. In the input box that appears, enter PO Name and click Save.
9. The line item is added to your purchase order.
10. Fill in the Estimated Price in the line item.
11. You can continue adding line items using steps 6-9.

Add Copy (Item) Details to Line Items

Batch Updater

You can use the Batch Updater to add one or more item attributes to one or more line items in batch.

1. Enter the number of copies (items) you are ordering.
2. Select the fund from the drop down.
3. Select a copy location. On Order will be used.
4. Enter a collection code (optional).
5. Select a circulation modifier from the drop down (recommended).
6. Select the line items you want to apply the attributes to by checking off the box to the left of the line item. Clicking the check mark at the top of the checkbox column will select all the line items.

OR

If you have set up Distribution Formulas you can select a distribution formula in the Batch Updater to apply to one or more selected line items.

1. Select the distribution formula you want to use from the drop down.
2. Select the line items you want to apply the distribution formula to by checking off the box to the left of the line item. Clicking the check mark at the top of the checkbox column will select all the line items.

Activate the Purchase Order