Working with the Purchase Order List

In This Topic

When you start a new session and select Acquisitions from the Module Menu then the default page is the Order List. Click the Purchase Orders tab to go to the Purchase Order List. You can search for existing POs and add them to the list, or create a new PO to add to the list. From the Purchase Order List you can edit a PO; cancel, confirm, dispatch or delete POs; add POs to an invoice; manage receipts; manage issues; renew subscriptions, and check the budget status for the funds on a PO.

We retain the contents of the Purchase Order List when you switch to another module or log off, so you'll see the list as it was when you switch back to Acquisitions or log on again.

Add existing POs to the Purchase Order List

To add existing POs to the Purchase Order List:

From the Module Menu select Acquisitions.
Click the Purchase Orders tab.
Click Add to List to display the search page, and find the PO or POs you want. For example, you might search for all pending POs for a particular vendor. When you have a set of records displayed, do one of the following.
- Click Select Set to add all the records in the set to the Purchase Order List.
- Click the checkbox next to the records you want, and then click Select Records to add just those records to the Purchase Order List. You can select records across pages. At the bottom of the browser you'll see the number of records selected. You can click Clear to deselect all the records.
- Display a record in full, and then click Select Record to add just this record to the Purchase Order List.

You can also add existing POs to the Purchase Order List using a SavedList.

From the Module Menu select Acquisitions.
Click the Purchase Orders tab.
Click Add to List to display the search page.
Click SavedList Search on the Operations menu, search and find the SavedList you want, and then view the SavedList records.
Do one of the following.
- Click Select Set to add all the records in the SavedList to the Purchase Order List.
- Click the checkbox next to the records you want, and then click Select Records to add just those records to the Purchase Order List. You can select records across pages. At the bottom of the browser you'll see the number of records selected. You can click Clear to deselect all the records.
- Display a record in full, and then click Select Record to add just this record to the Purchase Order List.

The records in the Purchase Order List will still be there if you switch to another module (e.g. Cataloguing or Circulation) and then back to Acquisitions again.

If there are already POs in the Purchase Order List, you can also right-click anywhere in a row, and then click Add to List.

A PO is added to the Purchase Order List whenever you add an order to a new or existing PO.

Sort the Purchase List

You can sort the Purchase Order List by clicking a column heading. For example, if you want to sort by the status date, click the Date column heading once to sort the list in ascending order and then click a second time to sort in descending order.

You can only sort one column at a time.

Select POs in the Purchase List

To select one order:

Click the checkbox next to the order you want.
Click anywhere in the row except the checkbox. This will automatically deselect any other orders that are currently selected.

To select multiple orders:

Click the checkbox next to each order you want.
Use SHIFT+Click to select consecutive orders. Click anywhere in the row except the checkbox. Click the first row you want, press and hold SHIFT and then click the last row you want.
Use CTRL+Click to select specific orders. Click anywhere in the row except the checkbox.

Select or deselect the checkbox in the first column heading to select or deselect all the orders.

View a PO in the Purchase Order List

To view details of a PO:

Select the PO you want.
Click View or right-click and click View.

Edit a PO in the Purchase Order List

To edit a PO:

Select the PO you want.
Click Edit or right-click and click Edit.
Make your changes.
Click Save & Close to go back to the Purchase Order List.

Remove POs from the Purchase Order List

Removing a PO from the Purchase Order List does not cancel or delete that PO. It simply removes it from the Purchase Order List. It can still be retrieved when you search for it in Staff Enquiry.

To remove unwanted POs from the Purchase Order List do any of the following.

Click Remove All to remove all POs.
Select the PO or POs you want, and then click Remove. You can also right-click and click Remove.