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Create Purchase Order in Orders
From Actions Menu, select New, then use Template OR fill out form
Select institution Prefix
Select Vendor, using Organization look-up
If vendor does not exist, go to Organizations to create new [see workflow: New Organization [FAWG]]
Order type → Ongoing
Select Acquisition unit
Select library in Bill to and Ship to
Check Manual1 and Re-encumber2
Add note as needed
Do NOT check Subscription
Save & close
Create Purchase Order Line (POL)
The new PO is visible in the right-hand pane. Look for the PO lines accordion & its blue Actions button > select + Add PO line
The Add PO line screen will appear (full screen):
Check the box for Package
Fill in Package name (e.g., GOBI Science Approval Plan–can be anything that makes sense. This will be internal use and will not display to the public.)
If a note is wanted/helpful for when receiving items (if applicable), fill in the Receiving note field
--e.g.: Package POL for APPROVAL PLAN--Titles cataloged & set up individually in Inventory & then just Linked as Package titles to POL, not received via Receiving App.
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 receiving note there.
Under PO line details:
Select Acquisition method
Choose: Purchase at vendor system3
Select Order format
Choose: Physical resource
Default Receipt status: once Order is opened Receipt Status will become: Ongoing
Default Payment status: once Order is opened Payment status will become: Ongoing
Receiving workflow will by default (for Ongoing Order, Package POL) be set to: Independent order and receipt quantity
[Optional] Use Line description for: info that should appear in Invoice Line: Comment field
Under Vendor:
If desired: click on Add vendor reference number button4
Add Vendor reference number & select a Vendor reference type from the dropdown
Under Cost details:
Physical unit price $0
Quantity physical: 1
Under Fund distribution, click Add fund distribution:
Select Fund ID, Expense class (if Library is using), Value, and select Type %/$
NB: Click Add fund distribution again to divide cost across multiple funds
Under Location, click Add location:
Select Name (code) & Quantity physical: 1
Under Physical resource details
Select Create inventory option: Instance, Holdings, Item
Select Material type: Admin (or, as applicable)
Save & close – or, Save & open order (unless adding further POLs, or for whatever reason one may want to order to remain Pending)
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