Workflow for purchase requests

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In this workflow we'll process a purchase request.

First we'll use Requests to:

Assign the request to a staff member.
Create a new bibliographic record and link the request to that record.
Create an order and fill in the order details — vendor, unit price, currency, quantity, etc.

Then we'll use Acquisitions to:

Confirm the order, create a PO, transmit the PO to the vendor, receive the item, check it in and then accession it.

Finally we'll use Circulation to:

Return the item (to allocate it) and then issue it to the borrower.

Step	Task	Request status
1.	Navigate to the Requests module.	Pending review
2.	Click "Pending" card under "Purchase" and locate the request you want.
3.	Click Assign on the Action Menu to assign the request either to yourself or to the relevant staff member. Once this has been done if you navigate to the home screen of the Requests module you’ll see a new row of cards titled "Assigned to me". Note: As of Spydus 10.5.1, it is no longer required to Assign a request to a user before setting it to In Process.	Assigned
4.	Locate the request, click on it to highlight it, and then click In Process on the Action Menu. Select the relevant notification option from the Notes dropdown and select the Notify Borrower checkbox if you wish to update them on the status of their request.	In Process
5.	Click on the request to highlight it, and then click Edit on the Action Menu to display details of the request.
6.	First you might search the database to see if you have the item. To do this, navigate to the "Bibliographic Info" section and click Search.
7.	We’ll assume that we don’t find the item on the database and decide to purchase the item. So, return to the "Bibliographic Info" section and click New to create a new brief bibliographic record for the item. If you had found the item you would close the request details page, highlight the request in the list and click Complete on the Action Menu. This then allows you to notify the borrower that you have the item.
8.	Once you have created the bibliographic record and submitted it, click Select Record to link the newly created bibliographic record to the request record. If the link has been created successfully you’ll see information in the Citation field in the "Bibliographic Info" section.
9.	Click Save & Close on the Action Menu. It may be the case that at this stage the staff member processing the request assigns it to an Acquisitions staff member who will then complete the request in the Acquisitions module.
10.	If you will be using Spydus for acquiring the requested item or if you are an Acquisitions staff member processing the request, click on the request to select it and then click Edit on the Action Menu. Then click Create Order to be moved into the Acquisitions module. If you are not using the Acquisitions module you’re able to order the item from the vendor by other means, and then manually mark the request as complete when the item arrives.
11.	Select your order type from the popup dialog. In most instances the type will be "Purchase".
12.	Generate the Order ID.
13.	Link the order to an existing PO if required by clicking the Link button next to the Purchase order field in the "Order Details" section of the order form.
14.	Add the vendor information by clicking the Link button next to the Vendor field.
15.	Add the Unit Price and the Currency.
16.	In the "Funding and Allocation" section of the order form, click the Add button next to the Distribution of items field to allocate your funds and items. Ensure at this point that you add the number of copies that you would like to receive in the Quantity field of the fund allocation popup.
17.	Once your order has a status of Pending (Active) you’re able to select Save & Close from the Action Menu. This will take you back to the request in the Requests module.
18.	You’ll see now that the status of your request has changed to Completed – Order Created. You can click Notify Borrower on the Action Menu to update the borrower on the status of their request.	Completed – Order Created
19.	Click Close on the Action Menu to close the request. The remaining steps in the process are carried out using the Acquisitions Module and Circulation Module.
20.	Start the Acquisitions module, search for the order, confirm it, create a PO and transmit this to the vendor if required. When you confirm the order, the reservation (which was previously only recorded in the Requests module) is copied to the main Circulation system.
21.	When you receive the item from the vendor, check it in and accession it.
22.	Return the item in the Circulation module to allocate it the borrower.
23.	Issue the item to the borrower at the Circulation Front Desk.