Horizon automatically links renewed PO lines to EDIFACT invoices. This lets Horizon match the number from an EDIFACT invoice (which is based on the original, Horizon-assigned PO number) with the renewed PO line number (which is a new number). This keeps the tie between the renewed PO number and PO line number from the original order number that comes in as a match point in an EDIFACT transmission file. This feature applies to PO lines that are either renewed to a new PO or to a new PO line.
Since Horizon handles the link to renewed POs automatically, you do not need to do anything. However, if your library chooses to renew PO lines manually either by copying PO lines on the same PO or creating new POs, you must manually add a renewal ID to a PO line to keep the tie between the new PO line and the EDIFACT invoice.
To link all of your existing renewed PO lines with EDIFACT orders that you receive, you must run a report of the old PO numbers and their new renew ID numbers. Then, be sure to communicate the new renewal IDs to your vendors to place on their EDIFACT invoices. This is a one-time-only step. Vendors do not need to make any changes after your initial report for existing POs.
Effects
• | Horizon automatically links any renewed PO lines to EDIFACT invoices via the original, Horizon-assigned PO number (internal key PO number), not the PO number that you assign (purchase order reference number). |
Constraints
• | This feature does not apply to renewed PO lines that are then sent to the vendor. This feature functions on the fact that subscriptions are automatically renewed with a vendor until you communicate to the vendor that you want to stop subscription renewals. |
• | This feature does not apply to EDIFACT supplemental invoices for PO lines ordered earlier than the latest PO line. If you receive an electronic supplemental invoice for an earlier PO, you must handle the supplemental invoice manually. |
• | If your library chooses to renew PO lines manually either by copying PO lines on the same PO or creating new POs, you can manually add a renewal ID to a PO line. This will tie the renewed PO to the EDIFACT invoice that you want. |
To manually link renewed PO lines and EDIFACT invoices
1 | Open the PO that will be renewed. |
2 | Create or edit the PO line. |
3 | In the Renew ID field, enter the renewal ID in this format with no spaces: |
original_PO#/original_PO_line#
For example, enter “1377/1” in the Renew ID field.
Note: You must use the forward slash ( / ) as the delimiter.
4 | Save your changes. |
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