Purchase Orders

I am unable to place requests on items that have a status of “On Order” or “Newly Acquired.”

The item status may be set to disallow requests. Check the “item_status” view in the Table Editor. Make sure the “Request?” box for the item status is marked. If this is not the problem, other settings may be preventing you from placing the request. (For more information, see “Setting Up the Request Privileges Parameter” in the “Setting Up Hold Requests” section of the Circulation Setup Guide.)

Cancellation messages are not appearing in electronic orders, even though one or more lines on the purchase order have been canceled.

Currently, Horizon does not provide the ability to create an electronic cancellation notice (like the paper cancellation notice) that shows the items you have canceled. Instead, you must notify the vendor about the canceled items by phone or print a cancellation notice and mail it to the vendor.

When attempting to print a cancellation notice (formerly called “change order”), nothing is spooled or printed.

Cancellation notices are used only for notifying the vendor of canceled items. If there are no canceled items on the purchase order, a cancellation notice will not print. You cannot print a cancellation notice to reflect the addition of new lines or other changes. (For more information, see Printing a Cancellation Notice.)

When I cancel a PO line, Horizon does not delete the bib and item records attached to the line.

Horizon now lets you choose to delete the bib, item, and copy records associated with a PO line, if they were created in Acquisitions and meet certain conditions. (For more information, see Deleting Item, Copy, or Bib Records when Canceling or Undoing Orders and Receipts .)

The system is locking users out of certain records.

This may be caused by the limit checking feature. To prevent record lockups, you can choose “Partial Deactivate” in the Budget and Contract Checking field on the Acquisitions Parameters record. (For a description of this field, see the “Check Budget and Vendor Contract Limits” field in the “Edit Acquisitions Parameters Window” section in the Acquisitions Setup Guide. For step-by-step instructions on editing the Acquisitions Parameters record, see “Acquisitions Parameters” in the Acquisitions Setup Guide.)

Horizon is not marking purchase orders as complete even though all copies have either been received and invoiced or canceled.

Purchase orders are marked complete by Day End. Make sure the process for marking purchase orders complete is included in the list of active processes for Day End. (For more information, see “Configuring Day End Parameters” in the “Maintenance and Day End” chapter of the System Administration Guide.)

Day End is not deleting old, completed purchase orders.

Horizon currently does not provide a process for deleting old purchase orders. However, you can minimize searching through old purchase orders by using search filters. (For more information, see the “Searching” section in the Acquisitions Setup Guide.)

I am unable to delete a bib record for an item that is out-of-print because the bib is linked to a purchase order.

Cancel the corresponding title on the purchase order. Once you cancel the item, you will be able to delete the bib record. (For information on canceling items, see Canceling Items. For more information on deleting bib records, see Deleting Item, Copy, or Bib Records when Canceling or Undoing Orders and Receipts .)

The system will not let me delete quantities in the Distribution group on a PO line after the purchase order has been printed as a negotiable order.

The system is designed to preserve the information on the original order after you have communicated it to the vendor. This ensures that the purchase order in Horizon matches the one received by the vendor. You can get around this by undoing the purchase order and then deleting the quantities. (For instructions, see Undoing a Purchase Order.) However, it is recommended that you cancel the quantities and send a cancellation notice to the vendor instead. (To cancel items, see Canceling PO Line Items.)

When trying to save a PO line, Horizon displays an error message saying the budget I entered is invalid, even though I entered a valid budget code.

Make sure you have included the budget year. In Horizon, the budget actually consists of the budget code and the budget year. When you enter the budget, you must enter the budget code followed by a period and the budget year you want (for example, “bper.1998”).

I just created a new budget, but when I tried to assign it to a PO line, Horizon did not recognize it as a valid budget.

Close and reopen Acquisitions. Acquisitions will now recognize the new budget.

What is the maximum number of lines that can be attached to a purchase order?

Essentially, there is no limit to the number of lines that you can add to a purchase order. However, once you reach one to two thousand lines, it takes longer to open the purchase order and scroll up and down to find the title you want.

What is the maximum number of quantities that can be entered on a PO line?

Essentially, there is no maximum quantity. However, 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”).

A line was added to a purchase order by mistake. What should I do?

If the purchase order has not been ordered, you can simply delete the line. (For instructions, see Deleting a PO Line.) If the purchase order has been ordered, you can cancel the line, or you can undo the purchase order and then delete the line. (For more information, see Canceling Items or Undoing a Purchase Order.)

An item was received by mistake. How can I correct this problem?

Undo the receipt. (For instructions, see Undoing a Receipt.)

I am having problems with purchase order numbering and statement numbering.

Acquisitions has two purchase order numbers:

PO number. Horizon displays this number on the purchase order. You can search for this number and edit it in the edit windows.
PO#. Horizon does not display this number. You cannot currently search for or edit this number. This is a number the system assigns consecutively.

If you let Horizon assign the “PO number,” Horizon assigns the same number for both the “PO number” and the “PO#.” But if you choose to use your own PO numbering system, Horizon uses the “PO number,” not the “PO#” for many of the tasks you do.

You may experience problems with these two purchase order numbers if you are using your own PO numbering system and you are not using alpha characters in your PO numbers. This is because Horizon’s “PO#” is system-assigned and is assigned consecutively (for example, 100, 101, 102, and so forth).

At some point, Horizon may reach a consecutive “PO#” that you have already used for your numbering system’s “PO Number.” If this happens, Horizon displays an “Invalid Duplicate” error message. You will not be able to create and save another PO without changing the duplicate number from your “PO Number.” Then you may get this error message again if you have other “PO Numbers” that match Horizon’s next “PO#.”

If you want to use your own numbering system for your POs, the best solution to this potential problem is to use alpha characters for the “PO Number.” (For example, if you use all numeric “PO Numbers,” enter an “A” in front of each “PO Number.”) This way, Horizon will never be able to duplicate PO numbers. If you decide to let Horizon number your POs automatically, you will not have this problem.

This problem is also true for statements. Statements have a system-assigned number and a number that you can assign. If you want to use your own numbering system for statements, use alpha characters in these as well.

 


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