New ongoing order [Package POL]_Non-subscription CATSEP _Physical
Release: Orchid, CSP 6
FAWG Updated 2023-11-06 < 2022-04-12 Kiwi
Added to Confluence 2023-11-15
Google doc version: New Ongoing Order [Package POL]__Non-Subscription CAT SEP_Physical
Resources
FAWG Handshake Agreements & Workarounds
FOLIO Community Documentation_Orders
Description
An Ongoing (non-subscription) Order is an order also known as a Standing Order. The Order is ongoing and does not require renewal; in these ways it differs from One-Time and Ongoing-Subscription type Orders. Items may arrive at irregular intervals and across fiscal years. There are different types of Standing Orders; they may be known as: Monographic Series, Continuations, Added Volume standing orders, Analyzed standing orders, and Cataloged Separately (CAT SEP) standing orders. These different types affect the interplay between Orders and Inventory & Receiving in different ways, and may also impact the act of processing of Invoices. Specifically regarding CAT SEP Ongoing Orders that are cataloged and classified specific to themselves and not in relation to one another, the POL Title will not be linked to Inventory itself and no record in Inventory will be created off the POL itself; rather, only the individual titles/pieces in the ordered series (represented by the POL) will be cataloged in Inventory (with underlying MARC SRS records, Instances, Holdings, Items).
Notes
When the individual CAT SEP Titles are received (in Receiving) on the Package POL, they then not only show as Package Titles on the POL & the Individual CAT SEP Titles can then later be searched/found by title etc. in the Receiving App, but not (at this time) in the Orders App (Order lines segment); they ALSO when received via Receiving are linked to the Orders (POL) and Inventory on all 3 records (Instance, Holdings, & Item). If the records for the Titles are only Added as Package Titles off the POL Package Title accordion, then the link to Inventory is only to the Instance, and not also to the Holdings and Item.
Steps
Note: For Ongoing CAT SEP type order, the Package functionality will be used and there will not be a single record specifically for the POL in Inventory
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
f 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. Click Add PO line (NB: may need to scroll down.) >> POL Edit mode will fill screen.
Check the box for Package
Fill in Package name (eg, a series title, when volumes will be cataloged separately–whatever makes most sense to work with in acquisitions: it will not create a record in Inventory, nor show to the public)
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/off 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) be set to: Independent order and receipt quantity
Optional: Use Line description4 for: CAT SEP or other info that should appear in Invoice Line : Comment field
Under Vendor:
If desired: click on Add vendor reference number button5
Add Vendor reference number & select its corresponding Vendor reference type from the dropdown
Under Cost details:
Physical unit price $0
Quantity physical: 1
Under Fund distribution:
Select Fund ID, Expense class (if Library is using), Value, and select Type %/$
NB: Choose Add fund distribution if cost will be divided across multiple funds
Under Location
Select [Location] Name (code) & Quantity physical: 1
Under Physical resource details
Select Create inventory option: Instance, Holdings, Item
NOTE: The Package POL itself will not be created in Inventory, but Select Create inventory option must be selected if one wants to be able to use the Receiving App and so have everything linked up.
Select Material type: Serial (or, as applicable)
Save & close
Open Order unless adding further POLs
1 Manual - Check the box to turn OFF any automated order submission functionality 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 you–not FOLIO via automation–are placing the order with the vendor. Definitions for all terms available at https://docs.folio.org/docs/acquisitions/orders/#acquisition-method
4 POL Line description will show up in Comment field on Invoice Line
5 Since one can search on the Vendor reference number for Order lines, it may be very helpful to add the Vendor Reference number or other information for search/retrieval, since names of serials & series, etc change regularly but what was used as the POL Package name is fixed once the PO is opened [at least at this time], etc. The Vendor reference numbers can be deleted, added, & edited at will even after the PO is open.
6 The Package POL itself will not be created in Inventory, but Select Create inventory option must be selected if one wants to be able to use the Receiving App and so have everything linked up.
Related workflows:
Pay Invoice_for Package POL