CREATING PURCHASE ORDERS FOR UNNUMBERED STANDING ORDER ANALYTICS

 

Continuations Team members use this procedure to create purchase orders for unnumbered standing order and blanket order analytics which are not received through serials check-in.

 

Open the Voyager Acquisitions module. Select a receiving location.

 

Search for the Purchase Order for the standing order

·         Click Orders in the List Bar.

·         Click Search Orders in the List Bar.

• Choose Bibliographic Info from the drop down menu in the Search by box.
• Click the ellipsis in the Search For box.
• Enter a Builder search using "zstanding" and the name of the series, multi-part item, or publisher.
• Click Do Search button.
• Click OK in the Titles Index box.
• Click the Search button next to the Search For box.
• Double click the line item with the order status Approved/Sent.
• Write the purchase order (PO) number of the standing order (SO), in red ink, on the invoice copy. Refer to Preparation of Invoices for Payment.

Create the new Purchase Order

• If there are multiple analytics on one invoice, it is useful to set defaults for all fields in Tools>Defaults>Line Item Copies/Funds.
• Select Order>Copy Order>Without Components to create a new PO.
• Write the new PO number, in red ink, on the invoice, near the analytic(s).
• Add the individual line items for each of the analytics.
• Use Add Line (Bib Search) if the title is already in Voyager.
• Use Add Line (Bib Import) if the title is being imported from OCLC. (Add multiple line items all at once by highlighting multiple records in the import file.)  Click the Delete from file after Import box. Click Import. Click Close.
• Use Add Line (Template) and complete the appropriate template if there is no OCLC record available.
• Highlight the first line item analytic by clicking on the title.
• Click the Details tab.
• Click on the Copies/Funds tab. (If defaults are set, proceed to Type tab below.)
• Click the Add tab.
• In the displayed Copies and Funds dialog box
• Complete Intended Location
• Complete Ship To information (for DeGolyer, choose DEG/CUL; for other CU libraries, choose CUL).
• Click on the File Folder icon at the end of the Ledger bar and choose appropriate Ledger and Fund information from the drop down menu. (Get this information from the Copies/Funds field of the standing order PO).
• Click Save.
• Click on the ellipsis next to the Link To Holdings bar.
• Click tab marked Link.
• Click Save.
• Click Close.
• Click the Type tab.
• Change Line Item Type to match the umbrella record. For standing orders, type "s" to make the change; for blanket orders, type "b."
• Click Save.
• Close Line Item box by clicking the lower "x" in the upper right corner.
• Repeat the above steps for each additional line item.
• Remove the line item for the SO title.
• Click on the analytic title to de-select.
• Click on the SO title to select.
• Click on the Delete Line button.
• Click Yes.
• Save the PO by clicking the Save tab in the upper left part of the screen. (The PO should now have only the analytic(s) on it.)
• Approve the PO for the analytic(s).
•  Highlight the line item(s).
• Click the Approve tab.
• Check the Receive on Approve box.
• Click Yes.
• Click the Save and close tab for the PO for the analytic(s). 
• Close the PO for the Standing Order.

 

 

 

JLA 08/20/2002

 

This page has been visited times since 04/05/05

 

For questions about the content of this page, please contact Janet Allmon jallmon@mail.smu.edu

This page is maintained by Angela Laack and John Milazzo.

Last updated 02/17/2003