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You can create a purchase order from a selection list, a batch upload of MARC order records, the View/Place Orders link in the catalog, or results from a MARC Federated Search. You can also create blanket purchase orders to which you can add brief records or generic charges and fees.
Before you can active a purchase order, the following criteria must be met:
When the above criteria have been met, proceed with the following:
Look at the Activate Order? field in the top half of the purchase order. Click the hyperlinked Activate Order. When you activate the order, the bibliographic records and copies will be imported into the catalog, and the funds associated with the purchases will be encumbered.
To add brief records to a purchase order, see the section on adding brief records for more information. You can add brief records to new or existing purchase orders.
You can add charges, taxes, fees, or discounts to a purchase order. These additional charges will be reflected in the amounts that are estimated and encumbered on the purchase order.
Open or create a purchase order.
Click .
Select a charge type from the drop down menu.
Select a fund from the drop down menu.
Enter a Title/Description, Author, and Note if applicable.
Enter an estimated cost.
Add another new charge, or click .
Discounts are not consistently supported in the 2.0 release.
You can add notes to each purchase order. These can be viewed by staff and/or by the provider. By default, notes are only visible to staff.
Open a purchase order.
In the top half of the purchase order, you see a Notes field. The number of notes that are attached to the purchase order is hyperlinked in parentheses next to the Notes field.
Click the hyperlinked number.
Click .
Enter the note. If you wish to make it available to the provider, click the check box adjacent to Note is vendor-public.
Click .
To cancel or suspend a purchase order, see the cancel/suspend acquisitions section.
Click → .
A pop-up box appears. Select an owning library from the drop down menu.
Enter a provider in the box. The text will auto complete.
As necessary, check the box adjacent to Prepayment Required.
Click .
The purchase order has been created. You can now create a new charge type or add a brief record.
The Total Estimated is the sum of the prices. The Total Encumbered is the total estimated that is encumbered when the purchase order is activated. The Total Spent column automatically updates when the items are invoiced.
After an item has been added to a selection list or purchase order, you can mark it ready for order. This step is optional but may be useful to individual workflows.
If you want to mark part of a selection list ready for selector, then you can check the box(es) of the line item(s) that you wish to mark ready for selector. If you want to mark the entire list ready for selector, then skip to step 2.
Click → .
A pop up box will appear. Choose to mark the selected line items or all line items.
Click .
The screen will refresh. The line item will be highlighted gray, and the status will change to order-ready.
A new purchase order is given the purchase order ID as a default name. However, you can change that name to any grouping of letters or numbers. You can reuse purchase order names as long as a name is never used twice in the same year.
Open or create a purchase order.
The Name of the purchase order is in the top left column of the purchase order. The hyperlinked number is an internal ID number that Evergreen has assigned.
To change this number, click on the hyperlinked ID.
Enter a new purchase order number in the pop up box.
Click .
You can print a purchase order from the purchase order screen. If you add a note to a line item, the note will only appear in the Notes column on the printed purchase order if you make the note vendor-public. Currently, no notes appear in the Notes to the Vendor section of the printed purchase order.
Open a purchase order.
Click → .
See the section on receiving acquistions for more information on receiving a purchase order.
You can create a purchase order with multiple line items, and then split the purchase order so that each line item is on separate purchase orders.
When a purchase order is in the status of pending, a link to split order by Lineitems appears in the bottom left corner of the top half of the screen.
Click Split Order by Lineitems.
A pop up box will confirm that you want to split the purchase order. Click to continue.
The items will display by default as a virtual combined purchase order. Future enhancements will allow you to activate the purchase order for each item from this screen.
You can view a list of on-order purchase orders by clicking → . The ordering agency defaults to the branch at which your workstation is registered. The state of the purchase order defaults to on-order.
You can add more search terms by clicking . Search terms are “ANDed” together. Click to begin your search.
If you want to expand or change your search of purchase orders, you can choose other criteria from the drop down menus. See Searching Acquisitions for more information.
When searching by Org Unit, the exact ordering location must be selected. Searching for a consortium or system does not also display purchase orders or line items attached to child organizations.
You can view electronic messages from your vendor about a specific purchase order.
Open a purchase order.
In the top half of the purchase order, you see an EDI Messages field. The number of messages that are attached to the purchase order is hyperlinked in parentheses next to the EDI Messages field.
Click the hyperlinked number to view the messages.
In the top half of the purchase order, you can view the history of the purchase order. Click the View link in the History field.
