| Creating New Purchase Orders (Voyager) Scope: Acquisitions staff use this procedure for creating new purchase orders, from setting session preferences and defaults through the order creation process, including adding line item information and saving orders. Contact: Ardeen White
Purchase order basics: The Voyager purchase order is divided into three parts: the header, the footer, and the line items. - The header includes fields for:
- purchase order number (system supplied, but can be changed)
- status date
- PO type (i.e., firm order, continuation, approval, etc.)
- vendor code for the vendor to which the order is being sent
- vendor account number
- order site
- the shipping location
- billing location
- currency
The PO number, the PO type, the vendor code and the order site are required fields and values must be supplied for them. If you specified default values in the "Session Defaults," they are automatically supplied in the appropriate fields in green type (unless the color has been changed in the "Session Preferences"). TIP: The information in the header must be saved by clicking on the "Save" button before line items can be added to the purchase order. After saving, the currency and order site locations cannot be changed. - The footer includes information about canceling, claiming, shipping, and price totals. Some of the values may be supplied automatically if you specified the appropriate values in the Session Default; these may be manually overridden.
- The line items include bibliographic information about the titles being ordered, the number of copies, the intended location(s), the funds to be charged, the price and any applicable price adjustments. Bibliographic information about titles being ordered is supplied in three ways:
Setting Session Preferences and Defaults - Type alt-o-s or click on the Options menu and select Session Preferences
- Click on the Bibliographic Options tab and checkmark the boxes for Retain last search and Automatic truncation for non keyword searches.
- Type alt-s-d or click on the Options menu and select Session Defaults. There you will find numerous settings you can use to reduce the amount of keying necessary as you perform various tasks in the Voyager acquisitions module. When creating new purchase orders, it's particularly useful to set defaults in the Purchase Order, Line Item, and Line Item Copies/Funds tabs. Setting defaults in the Purchase Order tab, for example, allows you to enter values for order site, shipping location, billing location, vendor code and currency that remain constant throughout your acquisition session, unless you change them during your session, or override the defaults. It is not necessary to supply values in all of the default fields; you may fill in only some of them, or none at all. Session defaults may be overridden.
Creating a new purchase order - Click on the New icon (the left-most icon on the acquisitions toolbar) and select Purchase Order or click on the File menu, selecting New, and then selecting Purchase Order. Alternatively, you may enter the keystroke sequence: alt-f-n-o to bring up the purchase order template.
- Adding or re-using a bib:
- if a bib record for the title being ordered already exists in the Voyager database, the bib information can be searched and transferred by using the Bib Search button located about 2/3 of the way down on the purchase order screen. Alternatively, you may click on the Line Item menu at the top of the screen (or press alt-L) and select Add>Bib Search. A search screen will appear, allowing you to search the Voyager database. Once you have located the desired record, the MARC record can be viewed by highlighting the individual title with your mouse and clicking the MARC button in the Title Index box. To transfer the bib information to the purchase order, highlight the title and click the OK button (or just double click on the title). Voyager allows you to transfer the records one at a time or several at a time.
- if a bib record for the title being ordered does NOT already exist in the Voyager database, but an appropriate record from OCLC or RLIN has been identified and imported, the bib information can be transferred to the Voyager database using the Bib Import button located about 2/3 of the way down on the purchase order screen. Alternatively, you may click on the Line Item menu at the top of the screen (or press alt-L) and select Add>Bib Import. Bib Import leads to a dialog box (labeled Select Bib Record(s) for Import; see illustration below) that allows you to access the file where imported bibliographic records have been downloaded to your workstation. MARC records can be viewed by highlighting an individual title with your mouse and clicking the MARC button in the dialog box. Transfer the selected records to Voyager by highlighting the titles and clicking on the Import button. Voyager allows you to transfer the records on at a time or several at a time. If a record you are attempting to import matches a record already in the database, the transfer of the record into Voyager will be blocked. TIP: If you do not want imported records to remain in the import file on your workstation, be sure to checkmark the Delete from file after import box in the Select Bib Record(s) for Import dialog box BEFORE importing the selected records.
- if no appropriate record exists in the Voyager database, and no record can be found in the bibliographic utilities, bibliographic information must be supplied on a record created from scratch from within the cataloging module.
Completing the line item information For each line item on the purchase order, certain elements of information must be provided, including the price of the item, the number of copies being ordered and their intended locations, the fund being used to pay for the item, and the claim interval. This information is specified within the various cells of the line item grid. - Place your cursor in the Price (Adjustments) cell of a line item. The ellipsis button appears; open it by clicking once on it, or pressing the F4 button on your keyboard. The Line Item: Price box appears, allowing you to enter the price of the title in the line item. Click on the Adjust button to make adjustments to the price, such as shipping charges, discounts, sales tax, and processing charges. When finished, click on the OK button.
- Place your cursor in the Copies/Funds cell of a line item. The ellipsis button appears; open it by clicking once on it, or pressing the F4 button on your keyboard. The Line Item: Copies/Funds box appears, allowing you to enter the intended location of the item, the number of copies being ordered, and the fund being used to pay for the item. Some (or all) of the information may be supplied automatically if you have already specified this information in the Session Defaults. Clicking on the Extended Fund Allocation button within the Line Item: Copies/Funds box allows you to divide the fund allocation for the item among two or more funds. When you have completed the information in the Copies/Funds box, click on Save and then Close.
- Place your cursor in the Line Item Type cell of a line item. The ellipsis button appears; open it by clicking once on it, or pressing the F4 button on your keyboard. The Line Item: Type box appears. Pull down the drop-down list in the Line Item Type field and select the appropriate publication type. Other fields in the box may be filled in as appropriate. When finished entering the necessary information, click on the OK button to close the box.
- Place your cursor in the Line Item Defaults cell of a line item. The ellipsis button appears; open it by clicking once on it, or pressing the F4 button on your keyboard. The Line Item: Defaults box appears. Donor and requestor information may be entered here, as well as information relating to claiming and cancellation. When finished entering the necessary information, click on the OK button to close the box.
TIP: In order to have a staff message appear in a pop-up box at the point of receipt, a message must be entered into the requestor line. This line alone controls whether a message will pop up upon receipt of the line item. - Place your cursor in the Notes cell of a line item. The ellipsis button appears; open it by clicking once on it, or pressing the F4 button on your keyboard. The Purchase Order/Line Item Notes box appears. In this box you may type two types of notes: a) instructions to the vendor that appear on the purchase order; or b) an internal library note. Use the two tabs on the box to switch between the options. The notes apply only to the single line item.
Completing the footer - Fill out the information in the footer as appropriate. The note button in the footer allows the creation of notes that apply to all line items on the purchase order. When the information on the purchase order is complete, click the Save button to save the information and the Approve button to approve the purchase order and send it to the print queue to be retrieved and printed later through the Voyager Reporter client.
Note:After the purchase order has been approved, the bibliographic records associated with it cannot be deleted and it is not possible to add additional line items or delete existing ones. Line items may be deleted from a purchase order if the purchase order has not been approved yet, but keep in mind that deleting a line item from a purchase order does not delete the bibliographic information [link to delete procedure coming here] associated with the line item from the Voyager database.
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