Release: Orchid, CSP 4
FAWG Updated: 2023-09-18
Added to Confluence: 2023-10-31
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Google doc version: New Oneone-time Purchase_Orderorder_Physical Item
Resources
FAWG Handshakes and workarounds
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FOLIO Community Documentation_Orders
Description
Ordering individual physical items, e.g. print book, dvd
Steps
Search for appropriate record in Inventory
Consult this guide to Non-shared record locations to determine when to link to an existing Instance and when to import a new record
If appropriate Instance with MARC SRS (Source Record Storage) exists in Inventory, copy the Instance HRID for later use. (Tip: click on the clipboard icon to copy the HRID.)
If no appropriate record exists, go to Connexion to find; copy OCLC number >> see Single Monograph - New Record {- No Order} OR
Actions → Import → enter OCLC number → Record is imported into Inventory
Copy HRID of the newly imported Instance for later use in creating the POL
If no appropriate record exists in Connexion, consult local documentation.
Navigate to the Orders app to create the Purchase Order (PO)
In the Search & filter pane, click Orders.
From Actions Menu, select New, then use Template OR fill out form
Select two letter Prefix for your institution
Use Organization look-up to select the vendor
Start search with two letter prefix
If vendor does not exist, go to Organizations to create new [see workflow: New Organization [FAWG]]
Order type→ One-time
Select Acquisition unit
Select library in Bill to and Ship to (optional)
Check Manual1 and Re-encumber2
Add note as needed
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Save & close
Create Purchase Order Line (POL)
The new PO is visible in the right-hand pane. Click Add PO line (Note: you may need to scroll down.).
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Item details
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Use the Instance HRID from Section 1 above to connect the POL to the Instance record. Click on the Title look-up link under the Title
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field.
A pop-up window will display. Instance will be highlighted in the segmented button. In the drop-down for search type, choose Instance HRID; paste in the Instance HRID identified previously in Inventory (see Section 1.) and hit Search, then click on the record in the Search result pane to connect the Inventory Instance to the POL.
The pop-up modal closes and the title and some other bibliographic-type fields will be filled in automatically from the Instance within the Item details area. Also on the right-hand side at the same level as the Title field,
will become hyperlinked (to Inventory). NB: Do not change any of the auto-populated data; if you do, you break the Connectedness!
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If applicable, fill in the Receiving note field--e.g.:
“For Prof. X, XMEN-101, 2 hr reserve Spring 2025.” This note will then display in the Receiving step.NOTE: IF the Receiving note is intended to popup when adding and receiving pieces in the Receiving App THEN you must (a) toggle on: Must acknowledge receiving note before saving the POL [once saved the option no longer appears even in Edit mode] OR then (b) go to Receiving to toggle on Must acknowledge
PO line details
Select Acquisition method
Choose Purchase at vendor system
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Select Order format
Choose: Physical resource
For a One-Time Order: when Receipt status is left blank, it will change to Awaiting Receipt when the Order is Opened by default. If Receipt is not required, then change the status via the drop down before Opening the PO.
For a One-Time Order: when Payment status is left blank, it will change to Awaiting Payment when the Order is Opened by default. If Payment is not required, then change the status via the drop down before Opening the PO.
The Receiving workflow should default to Synchronized order and receipt quantity
[see Receive Physical Item Workflow: Synchronized Order and Receipt Quantity ]As needed add information like Selector, or Requester, or check off Rush
NB: Information added in the Line description box will display on the Invoice line.
Vendor
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If desired: click on Add vendor reference number button4
Add Vendor reference number & select a Vendor reference type from the dropdown
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Cost details
Enter Physical unit price
Enter Quantity physical
Under Fund distribution:
Click Add fund distribution
Select Fund ID
Expense class (this field will display if Library is using Expense classes for the fund you chose in Fund ID)
Value - to indicate how much of the cost should be charged to the fund you chose). Select Type to indicate if the number is % or $
Select Add fund distribution button if cost will be divided across multiple funds
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Location and Physical Resource details
Click Add location button
For Select holdings:
to assign a new location click Create new holdings for location
OR to associate an already existing Holdings use the dropdown
NB: If you have connected to an existing Instance, locations associated with that Instance will display via the dropdown. If adding a 2nd copy to one of those locations, choose it from the dropdown. If not, select "Create new holdings for location" to open a pop-up window and select the location by Campus, Library, & Location.
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Quantity physical: Must be added and must match quantity added above in Cost details
Under Physical resource details
Select Create inventory option: Instance, Holdings, Item
Select Material type: e.g., Book
Save & open order if complete OR
Save & close if adding further POLS or to preview Order before Opening.
NB: If POL Title was not linked/connected to an Instance record at creation, a temporary Instance record will be created when Order is opened, and a Holdings record will be created, unless Create inventory is None.
Important! If unopening the order to make changes, any unreceived piece records and any connected “On Order” item records will be deleted. This ONLY happens with the synchronized workflow setting. Reopening the order will create new piece records (and item records if that option is selected).
1Manual - Check the box to turn OFF any automated order submission to a vendor.
2 Re-encumber - Check the box to ALLOW re-encumbrance of the open order at fiscal year roll-over.
3 The ACQ Method options “Purchase at vendor system” and “Purchase” are different. Use “Purchase at vendor system” when the order has already been placed with the vendor via their system.Definitions for all terms available at https://docs.folio.org/docs/acquisitions/orders/#acquisition-method .
4 Since one can search on the Vendor reference number for Order lines, it may be very helpful to add the Vendor Reference number for search/retrieval or any other information you may want to search on–treating it more like it was an Alternative Name field
Related workflows