This page explains the different parts of a purchase order.
Header
The top line in the header displays the status of the purchase order and the activation date and time if the purchase order has been activated. Possible statuses are pending (the purchase order has not yet been activated), on-order (the purchase order has been activated), cancelled (the purchase order itself has been cancelled using the “cancel” button in the header), received (ALL line items in the purchase order have been received).
- ID – The unique number assigned by the system.
- Name – Defaults to the purchase order ID. Clicking on the blue link pops up a dialog box that allows you to change the PO Name.
- Provider – The selected provider for the purchase order. The link takes you to the provider record.
- Total Lineitems – The number of line items on the PO
- Total Estimated – The sum of the line item estimated prices.
- Total Encumbered – The current encumbered amount for the purchase order. As line items are invoiced the encumbered amount goes down.
- Total Spent – The current expended amount for the purchase order. As line items are invoiced the Total Spent amount goes up.
- Return to Invoice – This button appears only if you got to the purchase order from a link in the invoice. This button will return you to the invoice.
- Prepayment Required? – This option is set when the purchase order is created.
- Activatable? – Possible values are:
- No (with the reason why the PO is not activatable)
- Yes (when all criteria for activation has been met)
- Activated (when the PO has been activated)
- Notes – Clicking on the blue (0) link will allow the addition of a note specific to the PO.
- EDI Messages – If the PO is an EDI order, the blue (0) will display the number of EDI messages associated with the PO. It is also a link to view the EDI messages if you are authorized.
- History – Clicking on the (View) link will show you the purchase order history table which includes the following fields: Audit Time, Name, Status, Ordering Agency, Provider, Create Time, Edit Time, Order Date, Creator, Editor, Owner, Cancel Reason, Prepayment Required
- Invoicing – Lists three buttons. If the purchase order is pending, these buttons do not appear.
- View Invoices (#) – displays the number of invoices associated with the purchase order. Clicking on the button allows you to view the associated invoices.
- Create Invoice – allows you to create an invoice directly from the purchase order
- Link Invoice – allows you to search for and link an existing invoice to the purchase order
- Cancel order – allows you to cancel the entire purchase order. If the status of the purchase order is received, rending, or cancelled, the button does not appear.
Purchase Order Actions Menu
Allows you to preform various actions on the purchase order including receiving or cancelling selected line items. The actions available will depend on the current status of the purchase order.
- Purchase Order in any Status
- Export Single Attribute List
- Print Purchase Order
- View PO History
- Apply Claim Policy to Selected Line Items
- If Purchase Order Status is pending
- Delete Selected Line Items
- Add Brief Record
- Load Bibs and Items
- If Purchase Order Status is on-order
- Cancel Selected Line Items
- Mark Selected Line Items as Received
- Un-Receive Selected Line Items
- Create Invoice From Selected Line Items
- Link Selected Line Items to Invoice
Batch Updater
Allows you to apply values to selected line items in batch.
- Copies – The number of copies being ordered for the line item.
- Owning Branch – The three letter code for your library. For example: WAK
- Copy Location – If none selected the default of On Order will be used.
- Collection Code – (optional) Free text
- Fund – the fund the cost of the line item will be encumbered in and expended from.
- Circ Modifier – the circulation modifier being used for the copy.
- Distribution Formula – (optional) Values for the above fields saved as a group. You can have multiple distribution formulas. See more about Distribution Formulas.
Line Item Actions
Clicking on the blue check mark selects all line items. Actions from the purchase order Actions menu can then be applied.
Clicking on the Expand All link opens copy details for every line item in the purchase order.
Direct Charges
Charges and fees that you want to encumber can be added to a purchase order using the New Charge option at the bottom of the purchase order screen. See Direct Charges for more information.