Communicating Purchase Orders

When you are ready to send a purchase order to the vendor, you can print it or create an electronic order for it. You can then mail or fax the purchase order or send it electronically.

Cautions

Once you communicate a purchase order to the vendor, you are limited in the changes you can make. (For specifics, see Editing Purchase Orders.) Also, the purchase order is a form of a contract that generally commits the library to pay for the items ordered. Consequently, make sure the purchase order actually reflects what you want before you print a negotiable order or create an electronic order. You can print a draft order first to make sure everything is okay.

Effects

When you print a purchase order or create an electronic order for it, Horizon:

Records the items on the purchase order as being ordered. Specifically, Horizon records the date each item was ordered in the PO Line Item Detail window and adds an “Order – Printed” activity for each item in the PO Line Item History window.
Creates item records for each item if the Copy/Item Creation field on the PO header is set to “Create Item at PO Line Approval.” Horizon displays these items in PAC or staff searching with a status of “On Order.” (For more information about creating item records, see Copy and Item Creation.)
Creates copy records for each item if the Copy/Item Creation field on the PO header is set to “Create Copy At PO Line Approval.” (For more information about creating copy records, see Copy and Item Creation).
Initiates the claim cycle for the items. Horizon will generate the first claim for unreceived items after the number of days in the Claim After (days) field on the vendor record. (For more information about claiming, see Claiming Items.)
Prevents you from deleting lines or changing the total quantity for a line.
Notifies you if the purchase order does not meet the vendor’s minimum order amount and the minimum amount required for a discount. (For more information, see the “Minimum Order” field and the “For Discount” field on the “Edit Vendor Window” in the Acquisitions Setup Guide.)

This section explains these topics:

 


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