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Instructions for placing a one-time order for a physical item (either a print book or a physical item such as a CD, DVD, Microform, etc.)

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1. • Click on “Add location”  Note: this is a mandatory field, but the red asterisk is not visible until you click
   • Select the Library and location (collection code) from the drop-down menu under “Supported Libraries”
   • Select the Item policy, if applicable, from the drop-down menu;
   • Click on “Add” 
   • An Ordered items line will be created that lists: Library; Location; System generated barcode; Receiving date; Item policy. To edit or delete this field, click on the ellipsis and chose edit or delete. Choosing Edit will open up the Physical Item editor.  See <Insert name of Fulfillment item editing training doc> for more detailed information.If you did NOT check the "assign inventory manually" box and did use a template:
   • Continue filling out the rest of the order unless you need to edit the inventory information set up by the template.
     

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Receiving note: add text intended for the Receiving operator 

Routing during receiving: If selected, a confirmation message appears when receiving the PO line, stating that the order is marked for routing, and that the user may want to print the list of interested users (see Other POL tabs section below) 

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 If an amount other than 100% is allocated to funds, click Redistribute Lines to re-allocate the fund amount percentages, based on each fund’s respective amount.

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• Purchase - order will be sent to the vendor, invoice expected (Pricing and fund information mandatory)  NOTE: this is the only Acquisition method that results in a purchase order being sent to the vendor
• Purchase - Without letter - if no letter to the vendor is needed, invoice expected (Pricing and fund information mandatory)  This means no email or EDI order is sent to the vendor
• Approval Plan - order will not be sent to the vendor, invoice expected (Pricing and fund information mandatory)
• Gift - order will not be sent to the vendor, no invoice expected (Pricing and fund information optional)
• Purchase at Vendor System - order will not be sent to the vendor, invoice expected (Pricing and fund information  mandatory)
• Depository (for government depository items) - order will not be sent to the vendor, invoice not expected (Pricing and fund information optional)
• Exchange (i.e. received on exchange) - order will not be sent to the vendor, invoice not expected (Pricing and fund information optional) 
• Technical - order will not be sent to the vendor, invoice not expected (Pricing and fund information optional). Use technical for any order that does not need to be sent to the vendor and that does not fit into the other categories. This can be used for membership payment, series standing order payment, payment of materials sent on exchange, etc.

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• • The rush icon appears next to relevant items on PO line details pages.

Manual packaging: 

• • check this field if you would like to select which POLs are group together (i.e. Packaged) and sent to the vendor on one list.
  • check this field if you would like to specify a different ship to or bill to address than the one associated with the POL owner

see Packaging and Sending a Purchase Order for more details

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Vendor reference number: most likely only populated when the order is created by the EOD process. A reference number for the PO line in Alma, as provided by the vendor. Serves as a matching point for identifying a PO line in Alma.

Vendor reference number type: this will self populate in the EOD process; it is the vendor matching/ref number for imports and overlays

Note to vendor: used for any notes for the vendor

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• Interested Users: use to manage users interested in the acquisition: somewhat akin to a routing list. Interested users are always notified about changes in the PO line.   You can also select that an interested user is notified when the item is received, activated, or renewed, and/or that a hold is placed on the item for the user. See . (Note that the notification to the interested user is only sent out when the item is fully received or activated. If the item is "In Department", it won't trigger a message until it marked as "Done.")  See the Requests training document for more details.

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After entering all the mandatory and pertinent information in the POL, click on one of the following actions on the top Purchase order line details bar:

To place the order, choose Save and continue or Order now;

• Save and continue – The information you entered is saved and the PO line continues to the next stage of the workflow (review rules are not checked) which most likely is to place the order via Manual or Auto-packaging
    
• Order now – Enables you to process an order for a PO line, which moves the PO line to the purchasing workflow where it is normalized (checked) and validated before being packaged and sent to the vendor.  You will see a Confirmation message which lists some out of the box alerts
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    Note: staff will receive an Order notification email when using the Order Now command. We cannot turn these off.

     

    • The email is evidence of a successful process

    • Staff will also get an email if it was an unsuccessful process; here is an image of that email:

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