New one-time order - Electronic Item without GOBI Integration
Release: Orchid, CSP-6
FAWG Updated 2023-10-24
Added to Confluence 2023-11-01
Google doc version: New One-time Order – Electronic Item without GOBI Integration
Resources
FAWG Handshakes and workarounds
FOLIO Community Documentation_Orders
Description
Ordering individual electronic items without GOBI integration, e.g. ebook, streaming video
Steps
Go to Connexion to find the appropriate record; copy OCLC number. (Since individually cataloged electronic items never share records, there is no need to first look in Inventory for the appropriate record.)
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.
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 → One-time
Select Acquisition unit
Select library in Bill to and Ship to
Check Manual1 and Re-encumber2
Add note as needed
Save & close
Create Purchase Order Line
The new PO is visible in the right-hand pane.
In the PO lines accordion, select Actions → Add PO line
Ignore Package checkbox for this type of order.
Decide if connecting to Inventory or not
If connecting to Inventory:
Use Title look-up to add POL Title. Select Instance HRID from the search dropdown menu; paste in Instance HRID identified previously in Inventory (see Section 1 above); select the title in the search results to Connect the Inventory Instance to the POL.
Re: Title look-up: When the POL connects to the identified Instance, some of the 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 Title, will become hyperlinked
If not connecting to Inventory:
Manually type in the title and appropriate information
Under PO line details:
Fill in Acquisition method
Choose Purchase at vendor system3
Select Order format: Electronic resource
Leave Receipt Status set to default blank IF receipt of item(s) is desired so that the Order will Close once Paid [see New Onetime Purchase_Receive Physical Item] OTHERWISE set Receipt Status to “Receipt not required” [then Order will Close when Paid even without receipt of items within Receiving App]
Fill in Selector or Requestor, as relevant.
Receiving status: Synchronized order and receipt
Under Cost details:
Enter Electronic unit price
Enter Quantity electronic
Under Fund distribution:
Select Fund ID, Expense class (if Library is using), Value, and select Type %/$
Choose Add fund distribution if cost will be divided across multiple funds
Under Location:
Select Add location
to assign a new location select Create new holdings for location and select the appropriate fields
OR to associate with an already existing Holdings use the dropdown under Name (code)
Enter Quantity electronic: 1
Create inventory: choice will vary by local practice for different types of electronic resources
If resource will not be included in/linked to Inventory, choose None.
If resource will be included in Inventory, and will go through Receiving, choose Instance, holdings, item. (Examples include, but are not limited to, individual ebooks.)
Select Material type
Add User limit
If ordering 1SU or 3 SU, for example
If Unlimited user, leave blank
Save & close
Open Order unless adding further POLs
NB: When Order is opened, a temporary Instance record will be created if POL Title was not linked/connected to an Instance record at creation, and a Holdings record will be created
1 Manual - 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 .