Setting Up Renewals
If you want to use the Standing Order Renewals feature, you must set up your existing and new orders to automatically renew after a certain amount of time. To set up your existing standing order renewals, you must complete the fields on the PO header and for each PO line. (If you already have the renewal fields completed, you can renew your standing orders. For more information on renewing standing orders, see Renewing Standing Orders in a Batch.)
This section explains these topics:
Setting Up Renewals for Existing Standing Orders
If you are using the Standing Order Renewal feature for the first time, you may want to use this setup task for easier searching for and updating of your existing standing order renewals. Once you update your existing standing orders, you may not use this task very often, if at all. After you have your orders set up, you can begin using the Standing Order Renewal feature.
Effects
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Lets you search for standing orders to mark as Renewal type POs by batch updating the new Renewal Type field on the PO headers you choose. |
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Lets you specify the subscription period for the standing order by batch updating the new Subscription Period field on the PO headers you choose. |
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Lets you assign the date a PO line is up for renewal by batch updating the new Next Renewal Date field on the PO lines for the POs you choose. |
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Lets you choose to update renewal dates for PO lines with budget allocations in the fiscal year you choose, if you renew to the same PO. |
Constraints
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You cannot set up renewals for existing standing orders without passkey security. (For more information on passkeys, see “Security” in the Acquisitions Setup Guide.) |
To set up renewals for existing standing orders
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Start the Set Renewal Orders process. |
The default location of this process is the Acquisitions\Purchase Order folder on the navigation bar.
Horizon displays the Compound Search window.
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Open the purchase orders you want to edit the renewal fields for. |
Horizon displays the list of renewal order candidates. (Horizon chooses any POs that do not have the new renewal fields completed for the candidates.) Here is an example of the List Renewal Order Candidates window.
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If you want to narrow the list of purchase orders you want to set up as renewals, follow these instructions; otherwise, skip to step 4: |
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Click Candidates to display the Compound Search window. |
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Search for the purchase orders you want. |
Horizon displays the new list of purchase orders.
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If you want to review POs and PO lines, follow these instructions; otherwise, skip to step 5: |
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Highlight the POs you want to review and click Open PO. |
Horizon displays the first PO you chose.
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Choose the PO line you want to review. |
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Make sure the PO line information is correct. |
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Click Close on the Edit PO Line window. |
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Do one of these options: |
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If you want to review another PO line, repeat the steps in this table. |
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If you are finished reviewing the current PO, click the Close button in the upper-right corner of the PO window. If you chose to review more than one PO, Horizon displays the next PO window for you to review. Repeat the steps in this table to review the PO lines; otherwise, continue with step 5 below. |
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At the list of purchase orders to set up for renewal, choose the purchase orders you want to set renewal options for. |
Horizon displays the Defaults Set Renewal Orders window:
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Complete these fields in the Defaults Set Renewal Orders window to set the defaults for the purchase orders you want to set up for renewal: |
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Renewal Type. Choose New PO to have Horizon create a new PO and add the PO line that you choose to renew, or choose New Line to have Horizon create a new PO line on the existing PO when you choose to renew. |
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Subscription Period. If you already have created your codes for the Subscription Period, choose an existing code. |
If you have not already created your codes for the Subscription Period, then follow these instructions to create a code:
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Click Codes at the Subscription Period field. |
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Click Add at the Code Lookup window. |
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Enter the subscription period code (for example, enter “A” for annual). |
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Enter the code’s description (for example, enter “Annual”). |
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Choose either Year or Month for the type of units you want for the subscription period (for example, choose Year). |
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Enter the number of units you want for the subscription period (for example, enter “1” for an annual renewal). |
You can now choose the code you want from the list.
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Click OK in the Code Lookup window. |
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Choose the code for the Subscription Period. |
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Next Renewal Date. Enter the next date that the standing orders you chose will be up for renewal (for example, enter “12/15/99”). (This field is optional if you want to complete this field on each PO line individually.) |
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Fiscal Year. Enter the fiscal year for PO lines with budget allocations in that year. Horizon updates the Next Renewal Date field only for those PO lines that have a budget allocation in the year you enter. If no fiscal year allocation exists for the year you enter, Horizon displays a message. (For more information on this message, see Error Messages.) If Horizon cannot find PO lines for this fiscal year, Horizon updates only the PO header information. (This field is optional if you want to complete the Next Renewal Date field on each PO line individually. If you complete this field, you must also complete the Next Renewal Date field.) |
Note: If you normally renew your standing orders by copying a PO line to the same PO, you should complete the Fiscal Year field. That way, Horizon will update only the most current PO lines on a renewing PO.
Horizon updates the POs you chose and removes the POs that have been updated from the list of renewal order candidates.
Setting Up Renewals for New Standing Orders
After you have set up all your existing standing orders, you can use this task to complete any new standing order that you want to renew. Once you have your orders set up, you can begin using the Standing Order Renewal feature.
To set up renewals for new standing orders
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For the PO header, complete the new Renewal Type field by choosing one of these options: |
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New PO. When you renew a PO line on this PO, Horizon creates a new PO and adds the PO line that is being renewed. |
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New Line. When you renew a PO line on this PO, Horizon creates a new PO line on the existing PO. |
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For the PO header, if you already have created your codes for the Subscription Period field, choose an existing code. |
If you have not already created your codes for the Subscription Period, follow these instructions to create a code:
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Click Codes at the Subscription Period field. |
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Click Add at the Code Lookup window. |
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Enter the subscription period code (for example, enter “A” for annual). |
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Enter the code’s description (for example, enter “Annual”). |
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Choose either Year or Month for the type of units you want for the subscription period (for example, choose Year). |
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Enter the number of units you want for the subscription period (for example, enter “1” for an annual renewal). |
You can now choose the code you want from the list.
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Click OK in the Code Lookup window. |
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Choose the code for the Subscription Period. |
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Click Close to view the purchase order. |
Horizon saves the PO header, marks it as a Renewal type PO, and displays the PO window.
Note: You may not be able to create a new PO line by copying when using Copy from the File menu. That is because you must choose to copy PO line information by leaving blank the “Empty on Copy” field in the PO Line view.
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For the PO line, enter the next date that the standing order will be up for renewal in the Next Renewal Date field (for example, enter “12/15/03”). |
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Repeat steps 6–8 for each PO line you want to create for the PO and want to renew. |
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Repeat the steps in this task for each purchase order you want to renew. |
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