New one-time order - Physical item

Owned by Kathleen Norton
Last updated: Nov 15, 2023
5 min read

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

Google doc version: New one-time order_Physical Item

Resources

FAWG Handshakes and workarounds

Shared record locations

FOLIO Community Documentation_Orders

Description

Ordering individual physical items, e.g. print book, dvd

Steps

  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

    • 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.). 

    • 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 

  • PO line details

    • Select Acquisition method

      • Choose Purchase at vendor system3

    • 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

    • If desired: click on Add vendor reference number button4

    • Add Vendor reference number & select a Vendor reference type from the dropdown

  • 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

  • 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.

  • 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

 

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