Purchase orders

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Search for purchase orders

Click on the Acquisitions menu at the top of the screen and select Purchase Orders.


An Acquisitions Search screen will display. Click on the drop-down menu next to Search for. Notice that you can search for line items, selection lists and invoices in addition to purchase orders.


To search for a purchase order, make sure purchase orders is selected.


You can change all to any in the second drop-down menu.


The next line will you give you a drop-down menu with many options for searching for purchase orders.


Select a search filter, then in the next drop-down menu, select between is, is NOT, contains, does NOT contain, is on or BEFORE, is on or AFTER, or matches a term from a file. Not every option will be available for every selection. Unavailable choices will be grayed out.


In the final box on that line, enter in the term you want to search.


You can enter in another search term line if you would like. If you would like to add more than two search term lines, click on the Add Search Term.


If you would like to delete a search term line, click on the button that has a red "x" inside of a gray box to remove it.


After you have entered in all of the search terms you would like, click on Search.


The results to display. To view a purchase order, click on its name.


Creating a purchase order

There are several different ways to create purchase orders.


Using a selection list

1. Click on the Acquisitions menu at the top of the screen and select My Selection Lists.


2. Your selection lists will be displayed. Click on the name of the selection list you want to create the purchase order for.


3. The screen will refresh with the line items in the selection list.


4. Click on the Actions drop-down menu on the upper left of the screen select Create Purchase Order.


5. A new window will pop up. The Ordering Agency is the library who is ordering these items. Choose your library. The Provider is the vendor. You must enter in the code of the provider, (these are created in the Admin section of Acquisitions). Start typing the name of the provider very slowly you should notice the Provider code popping up below after you start typing.


6. If the order required pre-payment, you would need to check the box next to Prepayment Required Below are two options – to select All Lineitems or Selected Lineitems. Select the appropriate option. You can check the box next to Import Bibs and Create Copies. This will allow for bib records and copies to be created upon the creation of the purchase order. This will let patrons to place holds on the items. Click on the Submit button.


7. The screen will refresh to show the pending Purchase Order. The Purchase Order ID # is in the upper left. That ID number makes it easy to search for purchase orders in the future. Notice the Print Page button on the upper right of the screen - this would allow you to print your purchase order.


8 The top of the screen gives information about the pending purchase order including the number of LineItems, Invoicing information and Provider information.


9. The bottom of the screen gives information about the records and copies.


10. At the very bottom of the screen (you will most likely have to scroll down to see it) there is a New Charge button, which would allow you to add miscellaneous charges to this purchase order.


Using the acquisitions menu

Click on the Acquisitions menu and select Create Purchase Order.


A window will pop up allowing you to choose the Ordering Agency, Provider and Prepayment Required.


Enter in your information and click on Save.


The Purchase Order will display.


From here, if you want, you could click on Add Brief Record or New Charge to add to the purchase order.


Activating a purchase order

1. In order to retrieve a purchase order, click on the Acquisitions menu at the top of the screen and select Purchase orders.


2. An Acquisitions Search screen will display.


3. Click on the drop-down menu on the left. In addition to searching purchase orders, one can also search for line items, line items & catalog records and invoices.


4. To search for a purchase order, make sure purchase orders is selected. You can change all to any in the second drop-down menu.


5. The next line will you give you a drop-down menu with many options for searching for purchase orders. Select a search filter, then in the next drop-down menu, select between is, is NOT, contains, does NOT contain, is on or BEFORE, is on or AFTER, or matches a term from a file. Not every option will be available for every selection. Unavailable choices will be grayed out.


6. In the final box on that line, enter in the term you want to search. (You can enter in another search term line if you would like. If you would like to add more than two search term lines, click on the Add Search Term. If you would like to delete a search term line, click on the button that has a red "x" inside of a gray box to remove it.)


7. After you have entered in all of the search terms you would like, click on Search. The results to display. To view a purchase order, click on its name.


8. The purchase order will display. In order for a purchase order to be activated - next to Acivate Order? - the the answer adjacent must be Yes and each line item must have an estimated price. Click on the blue Activate Order link next to Activatable?.


9. The screen will refresh and the line items will be shaded in red with the Status of on order.




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