Attaching Copy Records to PO Line Items

You can attach copy records to items on a PO line. This lets you view copy and issue information for the items. If you create copy records in Acquisitions, the copy records are attached to the line items automatically. However, if the copy records were created in Cataloging or Serials Control, you can attach them manually, as explained below.

To attach a copy record to a PO line item, the PO line must be linked to the copy’s bib record and the location on the copy record must match the location on the PO line item. (For information about linking bib and copy records, see Linking Bib Records to PO Lines.)

To attach copy records to PO line items

1 Open the purchase order that contains the line you want to attach a copy record to.
2 In the PO window, highlight the line and click Item Detail to display the List PO Line Item Detail window.
3 Highlight the item you want to attach a copy record to and click Copy.

Horizon displays the List PO Line Item Copy Candidates window.

This window displays the copy records whose bib number matches the bib number on the PO line and whose location matches the location on the PO line item.

Note: If a copy record is already attached to the line item, Horizon displays the List PO Line Item Copy window instead. The List PO Line Item Copy Candidates window and the List PO Line Item Copy window are very similar, so be careful not to confuse the two. The main differences are the window titles and the left-most button, which toggles between Attach and Detach. The List PO Line Item Copy Candidates window lets you choose the copy record you want to attach to the line item. The List PO Line Item Copy window shows the copy record that is currently attached to the line item.

4 Highlight the copy record you want to attach to the PO line item.

If there is a large number of copy candidates, you may want to use the Sort and Display buttons to help you find the copy you want.

5 Click Attach.

Horizon prompts you to enter a begin and end date for the subscription:

 

6 Enter the subscription’s begin and end dates, and click OK.

You must enter begin and end dates to attach the copy record. If you do not know the exact dates, enter approximate dates. You can change the dates later with the Dates button.

Horizon attaches the copy record to the line item. The window changes from the List PO Line Item Copy Candidates window to the List PO Line Item Copy window, and the label on the left-most button changes from “Attach” to “Detach.” Horizon also disables the New Copy and Sort buttons since they no longer apply, and enables the Dates button so you can change the copy’s subscription dates if necessary.

 


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