Page Comparison

Release: Orchid, CSP 4
FAWG Updated: 2023-09-18
Added to Confluence: 2023-10-31

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Google doc version: New one-time order_Physical Item

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1. 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. 

2.  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

3. 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 

     • 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 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!

     • 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 

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