Edit PO Header Window

Created

The date the purchase order was created. This is a display-only field.

Updated

The date the purchase order was last updated. This is a display-only field.

Completed

The date all quantities of all lines on the purchase order were either received and invoiced or canceled. This field is not completed until after you run Day End. This is a display-only field.

PO Number

The number assigned to the purchase order. This is a reference number that you can use when communicating with the vendor and your funding agency. It is printed on paper purchase orders and claims you send to the vendor.

Enter the number you want to assign to the purchase order, or leave the field blank to have Horizon automatically assign a number when you save the header. You can enter numbers, letters, or a combination of both.

Note: If you want to send this order to the vendor electronically using the BISAC format, then you may want to let Horizon assign the PO Number. This is because the vendor will receive the Horizon-assigned PO Number rather than the number you assign. To let Horizon assign the PO Number, leave this field blank.

Description

A description of the purchase order. This field lets you identify the items you plan to include on the purchase order (for example, “December Orders for Ebsco”). Users can search for purchase orders by entering keywords from the description.

Enter a description that clearly identifies the items to be included on this purchase order.

Vendor

The vendor you are ordering from. You specified the vendor when you created the purchase order. To change the vendor, click the Vendor button and search for the vendor you want. This is a display-only field.

Contract/Account

The vendor contract/account assigned to the purchase order, if any. A vendor contract/account represents a special payment arrangement you have with the vendor, such as a deposit account or a standing order agreement. (For more information about vendor contracts/accounts, see “Vendor Contracts/Accounts” in the Acquisitions Setup Guide.)

If you are ordering items that are part of a contract/account with the vendor, enter the code of the vendor contract/account, or click Codes to choose it from a list. To add or edit a vendor contract/account, click Codes. Then click Add or Edit in the Code Lookup window.

Note: If you assign a contract/account to the purchase order, make sure you only add line items that are part of the contract/account.

Note

Notes to the vendor about the purchase order. These notes are printed on the paper purchase order near the top under the heading “Special Instructions.” These notes might indicate the order’s priority or the order type, such as “prepaid.”

Enter any notes to the vendor about the purchase order.

Note: These notes are included in EDIFACT orders but not BISAC orders.

Currency

The currency the vendor requires payment in. The currency defines the rate of exchange used to convert amounts in the foreign currency to your currency. The currency on the vendor record appears automatically, if defined.

Leave this field blank unless the vendor you are ordering from expects payment in a currency other than your own. Click Codes to choose the currency from a list. To add a currency code or to update the exchange rate of an existing one, click Codes. Then click Add or Edit in the Code Lookup window.

Note: You should not define a currency code for your own base or domestic currency.

Note: Exchange rates can change daily. You should update the exchange rates of your exchange currencies periodically to encumber and expend funds accurately.

Location

The location assigned to the purchase order. This is the location that is billed for the order. It is also the location to which items are shipped, unless you mark the Drop Ship box on page 2 of the PO header. (If you mark the Drop Ship box, items are shipped to the individual locations you specify on the lines attached to the PO.) This location is also used as a default on PO lines for which you do not enter a location.

Enter the location you want to assign to the purchase order, or click Codes to choose a location from a list. To add or edit a location, click Codes. Then click Add or Edit in the Code Lookup window.

Note: Location codes are used throughout the system, not just in Acquisitions. You define location codes in the “location” view in the Table Editor. The location determines the billing and shipping addresses that you can assign to the purchase order in the Billing Address and Shipping Address fields.

Billing Address

The billing address for the location you entered in the Location field. This is the location where you want the vendor to send the invoice for the purchase order. It is printed as the billing address on the purchase order.

Enter the code of the address where you want the vendor to send the invoice for the purchase order, or click Codes to choose an address from a list. To add or edit a billing address, click Codes. Then highlight the location that corresponds to the address you want to add or edit, and click Add or Edit in the Code Lookup window.

Note: You define the addresses for a location in the “location” view in the Table Editor. The address you enter must be a valid address for the location you entered in the Location field. The address must also be a valid billing address (which means the Billing box in the “location” view must be marked).

Shipping Address

The shipping address for the location you entered in the Location field. This is the address where you want the vendor to send the purchase order items (unless you mark the Drop Ship box to use the locations on the PO lines).

Enter the code of the address where you want the vendor to send the items on the order, or click Codes to choose an address from a list. To add or edit a shipping address, click Codes. Then highlight the location that corresponds to the address you want to add or edit, and click Add or Edit in the Code Lookup window.

Note: You define the addresses for a location in the “location” view in the Table Editor. The address you enter must be a valid address for the location you entered in the Location field. The address must also be a valid shipping address (which means the Shipping box in the “location” view must be marked).

Drop Ship

Marking this box prints distribution slips for each location on the PO line. These slips are printed automatically when you print the purchase order. They instruct the vendor to send the items to the locations specified on the PO lines, instead of the location on the PO header. This allows you to receive items at individual locations, but handle ordering, claiming, and invoicing at one central location. (For more information, see Central Ordering.)

Mark this box if you want the vendor to send items to the individual locations specified in the Distribution group for each PO line. Remove the mark if you want the vendor to ship all items to the shipping address specified on the PO header.

Note: If you mark this box, Horizon prints a separate shipping list for each location that includes the location’s shipping address and the items ordered for the location. In place of a shipping address on the purchase order, Horizon prints this message: “See attached shipping distribution.”

Spent Event

Specifies the time at which Horizon records the expenditure of funds for items on the purchase order. Here are explanations for each:

Receipt and Statement Approval. Horizon expends funds for an item after you receive the item, invoice the item, and approve the statement for the item. If you receive, invoice, and approve partial quantities, Horizon expends the funds for only those quantities that are received, invoiced, and approved.
Statement Approval. Horizon expends funds for an item when you record the invoice for the item and approve the statement for the item (whether or not you have received the item). Keep in mind that if you invoice and approve partial quantities, Horizon expends funds for only those quantities that are invoiced and approved.
Create Invoice at PO Line Approval (Prepaid). Horizon encumbers funds for all the items on a line when you add the line to the purchase order and approve the PO line. Mark this option for prepaid orders. (Prepaid orders are purchase orders you pay for at or before the time of order.) If you mark this option, Horizon creates a proforma statement for the purchase order when you approve the PO line for the prepaid order. Horizon then expends funds for the item when you approve the proforma statement. (For more information about prepaid orders, see Creating a Prepaid Order.)

Mark the time at which you want Horizon to expend funds for items on the purchase order. Changing this field is effective only if the spent event option you choose has not already occurred.

Note: When you perform a function that triggers the spent event, Horizon updates the Spent amount on the budget assigned to the line item. Funds are expended for partially received lines (as long as the Spent Event criterion has been met).

Copy/Item Creation

The time at which Horizon automatically creates copy or item records—and, if needed, bib records—for the lines on the purchase order. This field lets you control if and when titles in Acquisitions appear in your catalog. Here are explanations for each:

Create Copy at PO Line Approval. Copy records are created (and displayed in PAC or staff searching) when you or Horizon approve the PO line. A bib record is also created if the PO line is not already linked to a bib record in your database.
Create Copy at Receipt. Copy records are created (and displayed in PAC or staff searching) when you receive the items. A bib record is also created if the PO line is not already linked to a bib record in your database.
Create Item at PO Line Approval. Item records are created (and displayed in PAC or staff searching) when you or Horizon approve the PO line. A bib record is also created if the PO line is not already linked to a bib record in your database. A status of “On Order” is assigned to the items. After you receive the items, the item status changes to “Newly Acquired.”
Create Item at Receipt. Item records are created (and displayed in PAC or staff searching) when you receive the items. A bib record is also created if the PO line is not already linked to a bib record in your database. A status of “Newly Acquired” is assigned to the items.
Create Copy and Item at PO Line Approval. Copy and item records are created (and displayed in PAC or staff searching) when you or Horizon approve the PO line. A bib record is also created if the PO line is not already linked to a bib record in your database. An item status of “On Order” is assigned to the items. After you receive the items, the item status changes to “Newly Acquired.” An acquisition status of “On Order” is assigned to the copies. After you receive the copies, the acquisition status changes to “Currently Received.”
Create Copy and Item at Receipt. Copy and item records are created (and displayed in PAC or staff searching) when you receive the items. A bib record is also created if the PO line is not already linked to a bib record in your database. An item status of “Newly Acquired” is assigned to the items and an acquisition status of “Currently Received” is assigned to the copies.
No Automatic Copy/Item Creation. Bib, copy, and item records are not created automatically at order process or receipt. If you choose this option, be aware that you can still create copy or item records in Acquisitions with the Create Copy(s) or Create Item(s) option on the PO Line menu after you print the purchase order or create an electronic order for it. If you do not create copy or item records in Acquisitions, new orders do not appear in your catalog until the bib (and copy or item) records are imported or created by cataloging staff in the Cataloging module.

Mark the time at which you want Horizon to create copy or item records for the line items on the purchase order. If you do not want Horizon to create copy or item records automatically, mark No Automatic Copy/Item Creation. Changing this field is effective only if the copy or item creation time you choose has not already occurred. Changing this field to No Automatic Copy/Item Creation after item records have already been created does not delete the existing item records.

Note: If your library imports full MARC records, be aware Horizon overwrites the information in these fields for Acquisitions-created bib records with bibliographic information entered by the online vendor for that ISBN number: Publisher, Pub. Date, Pub. Place, Edition, Part/Volume, and Call Number.

Note: If you choose to create bib, copy, or item records, the new copy or item records use the call number from the PO line distribution group.

Collection

The collection you want to assign to copy or item records created from the purchase order, if the collection on the PO line is left blank. (This applies only if you choose to create copy or item records in Acquisitions. For information, see Copy and Item Creation.) If all or most copies or items on the purchase order belong to the same collection, you can enter a specific collection. Otherwise, you may want to use a generic collection that indicates the copy or item record was created in Acquisitions (for example, “Acquisitions—On Order”). When the copies or items are cataloged more completely, cataloging and serials staff can easily identify these items and assign a permanent collection to each.

Enter the code of the collection you want to assign to the copy or item records, or click Codes to choose the collection from a list. To add or edit a collection, click Codes. Then click Add or Edit in the Code Lookup window.

Note: If you enter a collection here, Horizon uses this collection for each PO line that does not already have its own collection assigned.

Item Type

The item type you want to assign to item records created from the purchase order, if the item type on the PO line is left blank. (This applies only if you choose to create item records in Acquisitions. For information, see Copy and Item Creation.) If all or most items on the purchase order have the same item type, you can enter a specific item type. Otherwise, you may want to use a generic item type that indicates the item record was created in Acquisitions (for example, “Acquisitions—On Order”). When the items are cataloged more completely, cataloging and serials staff can easily identify these items and assign a permanent item type to each.

Enter the code of the item type you want to assign to the item records, or click Codes to choose the item type from a list. To add or edit an item type, click Codes. Then click Add or Edit in the Code Lookup window.

Note: If you enter an item type here, Horizon uses this item type for each PO line that does not already have its own item type assigned.

Barcode @ Receipt

Lets you specify whether you want to assign barcodes to the items on the purchase order when you receive them. If you mark this box, Horizon will prompt you to enter barcodes when you receive the PO lines, as long as you have marked either the Create Item at Order Process or Create Item at Receipt option in the Copy/Item Creation field.

Mark this box if you want to assign barcodes to the items on the purchase order at receipt.

Note: In addition to marking this box, you must set the Copy/Item Creation field to Create Item at Order Process or Create Item at Receipt in order to prompt users for barcodes at receipt. Currently, Horizon will not prompt for barcodes at receipt if the Copy/Item Creation field is set to No Automatic Copy/Item Creation, even if you create the item records manually with the Create Item(s) option on the PO Line menu before receiving the items.

Renewal Type

The renewal type you want to assign to the renewing standing order or subscription. (For information, see Standing Order and Subscription Renewals.)

Choose any of these options:

Not Applicable. If you do not want Horizon to automatically renew this subscription or standing order, choose this option.
New PO. If you want Horizon to create a new PO and add the PO line when Horizon renews the order every renewal period, choose this option.
New Line. If you want Horizon to create a new PO line on the existing PO when Horizon renews the order every renewal period, choose this option.

Subscription Period

The renewal type you want to assign to the renewing standing order or subscription. (For information, see Standing Order and Subscription Renewals.)

Enter the subscription period you want, or click Codes to choose the subscription period from a list. To add or edit a subscription period, click Codes. Then click Add or Edit in the Code Lookup window.

 


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