Renewing Standing Orders in a Batch

Once your standing order PO headers and PO lines are set up, you can renew orders in batches. You renew orders in batches when renewal dates are approaching.

To renew standing orders in a batch

1 Start the Batch Renew process.

The default location of this process is the Acquisitions\Purchase Order folder on the navigation bar.

Horizon displays the Renewal Options window:

2 Complete these fields in the Renewal Options window to find the purchase orders you want to renew:
Begin Date. Enter the beginning date for the range of renewals coming up that you want to renew. (This is the date in the Next Renewal Date field on the PO line. For example, enter “09/01/2003”.)
End Date. Enter the ending date for the range of renewals coming up that you want to renew. (This is the date in the Next Renewal Date field on the PO line. For example, enter “09/30/2003”.)
Location. If you want to narrow the list of renewals to a certain location, enter the location of the PO header.
Fiscal Year. Enter the fiscal year to set the budget for the new fiscal year, or leave this field blank if there is a valid non-fiscal year allocation.
Set Price By. This field lets you choose what the Price will be for the renewed purchase order. You can choose one of these options:
Choose PO Price if you want the renewal price to be the same as the one entered for the PO line you are renewing from. (You can choose only one option to set the price by.)

If you choose this option and you have a vendor discount percentage, Horizon applies the vendor discount percentage. This is because the discounted amount applies to a purchase order’s total amount on order.

Choose Set Price By Payments if you want the renewal price to be the payment amount entered on the existing PO line’s statement, excluding any prorated extra charges. (You can choose only one option to set the price by.)

If you choose this option and you have a vendor discount percentage, Horizon does not apply the discount percentage to the renewed amounts. This is because the discounted amount applies to a purchase order’s total amount on order, not to an agreed upon payment amount for renewals (which may or may not be related to the purchase order’s total amount on order).

Choose Set Price By Payments and Charges if you want the renewal price to be the payment amount entered on the existing PO line’s statement, including any prorated extra charges. (You can choose only one option to set the price by.)

If you choose this option and you have a vendor discount percentage, Horizon does not apply the discount percentage to the renewed amounts. This is because the discounted amount applies to a purchase order’s total amount on order, not to an agreed upon payment amount for renewals (which may or may not be related to the purchase order’s total amount on order).

Vendor. If you want to narrow the list of renewals to a particular vendor, click the Vendor button to display the Compound Search window. Follow these instructions to search for the vendor you want:
Highlight the index you want to use to search for a vendor and enter a search term in the Search for field.
Click Search on the Compound Search window.
3 Click OK on the Renewal Options window.

Horizon displays the list of renewal candidates:

Note: If you want to change some of the options for renewing orders, click Options to display the Renewal Options window and make your changes.

4 Choose the purchase orders you want to renew, or click Select All to choose all the purchase orders. (If you want to discontinue renewing any orders, see Discontinuing a Standing Order Renewal.)
5 Click Renew.
6 If Horizon displays the List Renewal Categories Exceptions window, continue with the next step; otherwise, skip to step 12.

Horizon displays this window if it cannot find a corresponding fiscal year allocation to automatically renew to. In these cases, you must specify a budget to renew to.

7 Highlight the budget category in the List Renewal Categories Exceptions window.
8 Click Renew To to display the Edit Renewal Category Exceptions window:

9 Choose the budget category you want to renew to.
10 Click OK.
11 Repeat steps 7–10 for all budgets listed in the List Renewal Categories Exceptions window.

Note: Horizon will not let you continue with the renewal process if you do not specify a budget for every budget exception.

12 If Horizon displays the List Renewal Vendor Contracts window, use this table to keep the existing contract, change the contract, or clear the contract; otherwise, continue with the next step:

Note: Horizon displays this window only for renewals that you specified to renew to a new PO and that have a vendor contract/account entered for the PO header.

To change or clear the contract

To keep the existing contract

1 Click Renew To.

Horizon displays the Edit PO window.

2 Change the vendor contract/account or clear it from the Vendor Contracts field.
3 Save the file.
4 Click OK on the List Renewal Vendor Contracts window.
5 Continue with step 13 in this task.
1 Click OK on the List Renewal Vendor Contracts window to accept the existing contract.
2 Continue with step 13 in this task.

Horizon displays a list of the renewed orders:

Horizon renews each PO you choose or displays messages, if any. (For more information on the messages, see Error Messages.)

Important: If you do not use the PO numbers assigned by Horizon and you chose to renew an order to a new PO, you must edit each PO with the numbers you want.

13 Edit any POs as necessary by clicking Open PO.

You can display the next renewal date for the renewed PO line by clicking Display on the List Renewed Titles window and choosing to display the Next Renewal field.

You can display the date the lines were renewed by clicking Display in a PO’s List Item Detail window and choosing to display the Renewed field.

Note: If you find that you renewed an item that you did not want to renew, you can undo the renewal. (For more information, see Undoing a Renewal.)

 


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