Title
Enter the item’s title. Enter the complete title, including the subtitle, if applicable.
You can press F2 in the PO or Edit PO Line windows to search your catalog. (Staff searching must be open.) This lets you determine whether or not your library already owns the title. It also lets you search for a title and create a line item for it, if you are ordering another copy of a title the library already owns. If you create a line item by sending a title from staff searching, the bib is linked to the line item, and the Title Author, ISBN/ISSN, and Unit Price fields are complete with the information in the bib record.
Enter the author of the title (last name first). Be as accurate and complete as possible.
The item’s International Standard Book Number (ISBN). ISBNs are established by the publishing industry to uniquely identify monographs published throughout the world. Specific numbers within the ISBN identify the title, edition, publisher, and country of publication. ISBNs are assigned by publishers as their books are printed.
If the item is a monograph, enter its International Standard Book Number (ISBN). Note that different ISBNs are assigned to paperback and hardcover issues of the same title.
Note: Some publications, such as books in a series, may have both an ISBN and an ISSN. The ISBN identifies specific books within the series, while the ISSN identifies the ongoing serial.
Note: If you use electronic ordering, many vendors use this number to identify the title that you are ordering.
Note: If you have ISBN or ISSN duplication checking turned on, when you you try to save the line item, an error message displays if you are adding an item that already exists in the catalog. Depending on your security privileges, you can override the error message.
The item’s International Standard Music Number (ISMN). ISMNs are established by the publishing industry to uniquely identify pieces of music published throughout the world.
If the item is a piece of music, enter its International Standard Music Number (ISMN).
Note: If you use electronic ordering, vendors can use this number to identify the title that you are ordering.
The item’s International Standard Serial Number (ISSN). ISSNs are established by the publishing industry to uniquely identify serials published throughout the world. Unlike the ISBN, the ISSN is not comprised of parts that represent specific information, such as publisher and country. ISSNs are assigned to an entire serial, not to specific issues.
If the item is a serial, enter its International Standard Serial Number (ISSN).
Note: Some publications, such as books in a series, may have both an ISBN and an ISSN. The ISBN identifies specific books within the series, while the ISSN identifies the ongoing serial.
Note: If you use electronic ordering, vendors can use this number to identify the serial title that you are ordering.
Note: If you have ISBN or ISSN duplication checking turned on, when you you try to save the line item, an error message displays if you are adding an item that already exists in the catalog. Depending on your security privileges, you can override the error message.
The next renewal date you want to assign to the renewing standing order or subscription. (For information, see Standing Order and Subscription Renewals.)
Enter the next date that the standing order will be up for renewal (for example, enter “12/15/03”).
The call number you want to assign to item records created from the purchase order, if you choose to create item records in Acquisitions. (For information, see Copy and Item Creation.) This information is useful if you have online vendors who supply spine labels with call number information. This field appears twice on the Edit PO Line window: once in this bibliographic area, and once in the Distribution group.
To complete the field in the bibliographic area, you can do any of these options:
• | Complete the Call Number field in the item record in Cataloging. |
• | Download the call number into the purchase order electronically from a vendor via EDIFACT invoice or order response. |
• | Enter it manually for the PO line. |
Enter the call number you want to assign to the item records.
Note: If you use vendor enhanced services for EDIFACT electronic orders, then Horizon sends this item type to the vendor for this PO line.
Note: If you have chosen to have copy or item records created at PO line approval or at receipt, the new copy or item records use the call number from the PO line distribution group, not this call number.
The media type that Horizon assigns to copy records created in Acquisitions. Users can change the media type for these copy records later in Cataloging or Serials Control.
Enter the code of the media type you want, or click Codes to choose the media type from a list. To add or edit a media type, click Codes. Then click Add or Edit in the Code Lookup window.
Enter the item’s unit price. This is the price of a single copy before taxes, shipping, or other charges.
The vendor’s discount percentage for the PO line item’s vendor or contract/account. If you have entered a discount percentage for a vendor or vendor contract/account, then the discount percentage calculates encumbrances for a PO line for that vendor or vendor contract/account. (For more information about entering a discount percentage for a vendor or vendor contract/account, see the “Vendors” section in the Acquisitions Setup Guide.)
The discounted amount calculation takes effect on PO line encumbrances in these situations:
• | When you create a new PO line from scratch or copy a PO line using the Copy Record option from the File menu. |
• | When you change the unit price, discount percentage, or budget for a PO line. |
• | When you process an EDIFACT response that contains a price change. |
• | When you or Horizon renew a purchase order. |
• | When you undo a cancel of a PO line. |
• | When you undo a statement line. |
You can see this discounted amount or percentage in these places in the PO window:
• | In the Amount field, if you choose to display it. |
• | As part of the On Order amount, since this amount is the total amount of encumbered funds for the purchase order. |
If Horizon does not enter the discount percentage for you, enter the vendor discount percentage as a decimal number. (For example, if the vendor discount is 5%, enter “.05”.)
The vendor’s product ID is a set of numbers, letters, or both that the vendor uses to identify a title that you might be ordering (for example, a vendor’s catalog item ID/number, a vendor’s title ID/number, and so forth).
Enter the ID that the vendor uses for the title you are ordering.
Note: If you use electronic ordering, vendors can use this number to identify the title that you are ordering.
This group lets you enter order information for individual locations, including the quantity, shipping address, and budget.
To enter order information for a new location, click New. To display order information for another location, choose the location from the drop-down list. To delete the order information for a location, choose the location you want from the drop-down list and click Delete.
Quantity
Enter the number of copies you want to order. If you are ordering copies for more than one location, enter the number of copies for the location you are currently entering order information for.
Note: When you save the PO line, Horizon automatically creates a separate distribution group for each quantity.
Note: You can enter virtually any number. Keep in mind that Horizon creates a separate record for each quantity and large quantities will increase the amount of time required to save the PO line. If the tracking of individual quantities is not important, enter “1” in the Quantity field and specify the order quantity in the Title field (for example, “20,000 Library Strips”).
Location
Enter the location you want to order copies for, or click Codes to choose the location from a list. To use the location on the header, leave this field blank. To add or edit a location, click Codes. Then click Add or Edit in the Code Lookup window.
Note: If you mark the Drop Ship box on the PO header, the quantities you enter for this location will be shipped to this location, instead of the location on the header.
Note: The location determines the shipping addresses that you can assign to the line item in the Shipping Address fields.
Note: Location codes are used throughout the system, not just in Acquisitions. You define location codes in the “location” view in the Table Editor.
Note: If you use the vendor enhanced services for EDIFACT electronic orders, then Horizon sends this location to the vendor for this PO line.
The shipping address for the location you entered in the Location field. This is the address where the quantities for the location are shipped, if you mark the Drop Ship box on page 2 of the PO header. (If you do not mark the Drop Ship box, items are shipped to the location on the PO header.)
To use the shipping address on the PO header, leave this field blank; otherwise, enter the code of the address where you want the vendor to send the items, or click Codes to choose an address from a list. To add or edit a shipping address, click Codes. Then highlight the location that corresponds to the address you want to add or edit, and click Add or Edit in the Code Lookup window.
Note: You define the addresses for a location in the “location” view in the Table Editor. The address you enter must be a valid address for the location you entered in the Location field. The address must also be a valid shipping address (which means the Shipping box in the “location” view must be marked).
The budget to charge for the line item. If you want to pay for the line item using more than one budget, leave this field blank and click Bdgt Split to enter the budgets you want use. To view information about the budget, such as its on-order and spent amounts, click Codes. Then click Edit in the Code Lookup window.
Enter the code of the budget you want to charge for the line item, or click Codes to choose the budget from a list. Be sure to specify the correct year when entering the code or choosing it from a list. When entering the code, you must enter the budget category code followed by a period and the budget year you want (for example, “bper.2002”). If no fiscal year is specified for the budget category, enter the category code followed by a period, but no year (for example, “arthist.”).
Note: If necessary, you can change the budget at any time, unless a voucher has been printed for the PO line. (If a voucher has been created, you must void the voucher before you can change the budget.) You can change the budget even after the line has been ordered, received, and invoiced. Horizon unencumbers or unexpends the old budget and encumbers or expends the new budget as appropriate.
Note: When you enter the budget, Horizon warns you if the budget is frozen or closed. Depending on your security, you may be able to override this warning and use the budget anyway.
Note: When you save the PO line, Horizon warns you if the order will exceed the budget’s on-order or spent limit. Depending on your security, you may be able to override this warning and use the budget anyway.
Displays the budgets between which you split the cost of a PO line. You split the cost of a PO line between multiple budgets by clicking the Budget Split button on the Edit PO Line window. Then, you enter each budget you want to use and the percentage of the cost you want to charge to each budget. (The total must equal 100%.) You can also enter multiple budgets (also called budget splits) for each distribution you define on a purchase order.
Note: You can also enter multiple budgets for a PO line by simply entering a different budget for each quantity you order; however, if you want to pay for a single copy with more than one budget, you must enter a budget split.
The collection you want to assign to copy or item records created from the purchase order, if you choose to create copy or item records in Acquisitions. (For information, see Copy and Item Creation.) If you do not enter a collection, Horizon uses the collection from the PO header.
Enter the code of the collection you want to assign to the copy or item records, or click Codes to choose the collection from a list. To add or edit a collection, click Codes. Then click Add or Edit in the Code Lookup window.
Note: Changing this field after you submit the purchase order is effective only if copies or items have not yet been created (based on the option marked in the Copy/Item Creation field of the PO header).
Note: If you use the vendor enhanced services for EDIFACT electronic orders, then Horizon sends this collection to the vendor for this PO line.
The item type you want to assign to item records created from the purchase order, if you choose to create item records in Acquisitions. (For information, see Copy and Item Creation.) If you do not enter an item type, Horizon uses the item type from the PO header.
Enter the code of the item type you want to assign to the item records, or click Codes to choose the item type from a list. To add or edit an item type, click Codes. Then click Add or Edit in the Code Lookup window.
Note: Changing this field after you submit the purchase order is effective only if items have not yet been created (based on the option marked in the Copy/Item Creation field of the PO header).
Note: If you use the vendor enhanced services for EDIFACT electronic orders, then Horizon sends this item type to the vendor for this PO line.
The call number you want to assign to item records created from the purchase order, if you choose to create item records in Acquisitions. (For information, see Copy and Item Creation.) This information is useful if you have online vendors who supply spine labels with call number information. This field appears twice on the Edit PO Line window: once in the bibliographic area, and once in the Distribution group. The distribution group call number is specific to the distribution for an item. (For example, you can have the same title in general circulation and in reference, each requiring a different call number.)
Enter the call number you want to assign to the item records.
Note: If you use vendor enhanced services for EDIFACT electronic orders, then Horizon sends this item type to the vendor for this PO line.
Note: If your library imports full MARC records, be aware Horizon overwrites the information in this field with bibliographic information entered by the online vendor for that ISBN number.
Note: If you have chosen to have copy or item records created at PO line approval or at receipt, the new copy or item records use this call number from the PO line distribution group.
The part or volume information for the serials item. This information can help you in determining the exact item you want to order and the exact item received. This field gives both acquisitions and serials staff access to part and volume information for an item. (For example, serials staff can now use the Part/Volume field to specify a particular issue within an annual volume for a serial item by attaching a PO line item to a copy record. This is useful if an item needs replacement due to damage or loss. As another example, serials staff can use the Part/Volume field to specify a unique individual part for a general item, such as a map or supplemental index.)
Enter the part or volume information for the serials item. This information can help you in determining the exact item you want to order and the exact item received.
Note: If your library imports full MARC records, be aware Horizon overwrites the information in this field with bibliographic information entered by the online vendor for that ISBN number.
The edition of the item. This information can help you in determining the exact item you want to order and the exact item received.
Enter the edition of the item.
Note: If your library imports full MARC records, be aware Horizon overwrites the information in this field with bibliographic information entered by the online vendor for that ISBN number.
The publisher of the item. This information can help you in determining the exact item you want to order and the exact item received.
Enter publisher of the item.
Note: If your library imports full MARC records, be aware Horizon overwrites the information in this field with bibliographic information entered by the online vendor for that ISBN number.
The place where the item was published. This information can help you in determining the exact item you want to order and the exact item received.
Enter the place, including city and state, where the item was published.
Note: If your library imports full MARC records, be aware Horizon overwrites the information in this field with bibliographic information entered by the online vendor for that ISBN number.
The date the item was published. This information can help you in determining the exact item you want to order and the exact item received.
Enter the date the item was published.
Note: If your library imports full MARC records, be aware Horizon overwrites the information in this field with bibliographic information entered by the online vendor for that ISBN number.
Notes to the vendor about the PO line. This note is printed directly under line item on the paper purchase order.
Enter any notes to the vendor about the PO line.
Note: These notes are included in EDIFACT orders but not BISAC orders.
Internal Note
Notes to library staff about the PO line. This note does not print on the purchase order you send to the vendor.
Enter any notes or comments to library staff about the line.
Notes to circulation staff about request information or special handling instructions for an item, and distribution and bibliographic information to cataloging staff.
Enter any notes or comments for circulation or cataloging staff about this item.
The statistical class assigned to the item. A statistical class is a category (for example, “Biology” or “Chemistry”) for which you can generate order statistics. (For more information about statistical classes, see “PO Line Statistical Classes” in the Acquisitions Setup Guide.)
Enter the code of the PO line statistical class you want to assign to the line item, or click Codes to choose a statistical class from a list. To add or edit a statistical class, click Codes. Then click Add or Edit in the Code Lookup window.
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