New Ongoing Order [Package POL] for Approval Plans etc - Physical

Release: Orchid (CSP #5)
FAWG Updated 2023-10-17
Added to Confluence: 2023-11-01

Google doc version: New Ongoing Order [Package POL]_for Approval Plans etc_Physical

Resources

FAWG Handshake Agreements & Workarounds

FOLIO Community Documentation_Orders

Description

An Ongoing Order can also be used for types of orders that are not Subscriptions or Standing Orders such as Approval Plans, Deposit Accounts, etc. The important criteria is that 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. 

Steps

1. 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

2. 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: 

     • Open

       

     • 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)

Notes

Individual Titles may be linked to directly to the Package POL by means of the Add button in the POL Package titles accordion–OR, they can be received (in Receiving) on the Package POL and then they will also show as Linked Instances on the POL in the Package titles section. The linked Package POL Titles can be searched/found by title etc. in the Receiving App, but not in Orders (Orders line segment).

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
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

Related workflows: 

Receive Physical Item workflows

Pay Invoice for Package POL