Standing Order and Subscription Renewals
You may have standing orders or subscriptions that you have to manually track renewal dates on, then manually search for and renew. If you want, you can automatically do these tasks with the Standing Order Renewal feature. This feature lets you mark purchase orders as Renewal type POs, then enter when to renew the order. You can then batch search for orders that are due for renewal, renew the order to a new PO or new PO line, or even discontinue renewing certain orders.
Before using the Standing Order Renewal feature, you must do some setup for your existing standing orders and any new standing orders you are going to create. You should also set up your passkeys to let certain Acquisitions staff do renewals and discontinue renewing orders (one passkey) or to undo renewals and undo discontinued orders (one passkey). (For more information on passkeys, see “Security” in the Acquisitions Setup Guide.)
Effects
|
•
|
Horizon lets you choose a budget category for the renewal if a category on the renewing order line has no corresponding budget allocation for the fiscal year you choose. |
|
•
|
Horizon batch renews all PO lines you choose from the list of eligible renewal titles. |
|
•
|
Horizon creates new POs (if you specified to do so). This new PO has a PO number assigned by Horizon. |
|
•
|
Horizon creates new PO lines on either new or existing POs. Horizon copies the fields for these new PO lines from the PO line you renewed from if you specified to do so. The Unit Price and Next Renewal Date are assigned based on the parameters you have specified. (You specify to copy PO line information upon renewal by leaving blank the “Empty on Copy” field on the Edit PO Line view. This is the same flag you use to determine whether information is copied to PO lines when you use File, Copy.) |
|
•
|
Horizon assigns a Unit Price based on the method you choose to determine this price (PO price, payments, or payments and charges). |
|
•
|
Horizon assigns a new Next Renewal Date for new PO lines based on the subscription period you enter on the PO header. |
|
•
|
Horizon always copies the bib number and copy number to the new PO line. If there is a copy number, Horizon calculates the begin and end dates for the new PO line based on the subscription period you enter on the PO header. |
|
•
|
Horizon flags the copies for the previous PO line as no longer renewable. Horizon records the renewal activity and date on the history view for each copy. |
|
•
|
If you have a vendor contract/account for the PO, Horizon uses the existing vendor contract/account, changes the contract, or clears the contract, depending on what you specify. |
|
•
|
Horizon updates the “On Order” amounts on the designated vendor contracts/accounts. |
|
•
|
Horizon encumbers budget amounts in the new fiscal year allocation (which you specify). |
|
•
|
Horizon records a budget transaction if you have budget tracking set. (For more information on tracking budget transactions, see “Acquisitions Parameters” in the Acquisitions Setup Guide.) |
|
•
|
If you have automatic PO line approval set up for renewing orders, Horizon automatically approves the PO lines. |
Restrictions
|
•
|
Horizon does not check the status of budgets, over-encumbrances, or user restrictions on budgets. You must review your budgets manually to make sure they are valid. |
|
•
|
Horizon does not renew items that are canceled, discontinued, or unapproved. |
This section explains these topics:
© 1998-2017 Sirsi Corporation