You can create copy or item records for a purchase order automatically at approval or receipt, depending on the option that is selected in the Copy/Item Creation field on the PO header; however, if “No Automatic Copy/Item Creation” is selected, you can still create copy or item records with the Create Items(s) or Create Copy(s) option on the PO Line menu. (For more information on automatic creation of item or copy records, see Copy and Item Creation.)
Horizon creates the copy or item records using information on the purchase order, including the collection and item type on the PO header or PO line. (Be sure to enter a collection or item type on the header or PO line before creating copy or item records.) After you create the copy or item records, they appear in staff searching. (For more information about creating copy or item records for Acquisition titles, see Copy and Item Creation.)
You cannot create item records for PO lines until after you approve the PO line; however, you can create copy records at anytime.
If you want to create both copy and item records, you can set Horizon to automatically create these records at approval or receipt. (For more information on automatic creation of these records, see Copy and Item Creation.)
You perform this task with the Create Item(s) or Create Copy(s) option on the PO Line menu.
To create copy or item records for PO lines
1 | Open or create the purchase order you want to create copy or item records for. |
2 | Make sure a collection, item type, and/or media type have been entered for the purchase order line: |
a | Choose the PO line you want to edit to display the Edit PO Line window. |
b | Enter a collection in the Collection field, if it is empty. |
A collection is required for both copies and items.
c | Enter an item type in the Item Type field, if it is empty. |
An item type is required only for items.
d | Enter a media type in the Media Type field, if it is empty. |
A media type is required only for copies.
e | Save your changes. |
3 | Highlight the lines you want to create copy or item records for in the PO window. |
4 | To create copy records, choose PO Line, Create Copy(s). To create item records, choose PO Line, Create Item(s). |
Horizon creates the copy or item records for the lines you highlighted. It also creates a bib record for each line, if the line is not already attached to a bib record.
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