Adding Orders

  1. Right mouse click on the order summary window towards the bottom of the Acq’ns tab screen and select Add Orders

  2. The system will generate a save confirmation prompt. Click YES to save the Acquisitions (Catalogue) record

  3. The Orders screen is divided into FIVE Tab Sheets. Select the Orders tab

  4. A system generated Order No. is displayed. Enter an alternative Order No. if required

Tip:

  • The order number is calculated from settings defined on UTILITIES>Preferences>General tab screen. Refer to Setting Order Number and Barcode Sequences for detailed instructions on how to set Order Prefix and Next Order.

  1. The associated catalogue Record No is also displayed

  2. Order Status defaults to ‘On Order’. Select an alternative status option from the Order Status pop-up list if required

  3. Order Date defaults to today’s date. Click on the adjacent Calendar icon and select an alternative date if required

  4. Delivery Date defaults to a date two months from the default Order Date. Click on the adjacent Calendar icon and select an alternative date if required

  1. Date Due and Renewal Date are used for serial subscription orders only

  2. Enter any Vendor Instructions (instructions for the supplier)

  3. Type in part of the vendor name/ID into the Vendor field and click on the magnifying glass icon to filter the results in the Vendor look-up list. Double click on the vendor in the results to select them as the vendor for this order. Alternatively, click on the magnifying glass without entering any terms to retrieve the full list of Vendors

Tip:

  • Refer to Vendors help topic for instructions about how to create a Vendor record if the required vendor does not appear in the Vendor pop-up list.

  1. Select payment method from the Pay By pop-up list

  2. Enter Estimated Cost. This value is for information only and is not used in budget calculations. Do include currency symbols, for example ‘$’

  3. Select Currency from the Currency pop-up list. This value is for information only and does not convert foreign currency into Australian dollars

  4. Enter Quantity of items ordered

  5. Enter Notes if required

  6. You may optionally choose to pre-process the payment at this stage to record the amount as committed expenditure against a selected fund. Select the Payments tab screen to pre-process the payment

Tips:

  • Allocating funds, or pre-processing the payment, at the same time that the order is placed provides a more accurate and timely record of committed and available Library funds.

  • Refer to Funds Management for detailed information on managing the Library Budget, including pre-processing payments.

  1. You may also optionally choose to associate an order with a requesting user. Select the Requestors tab screen to associate an order with a user

Tip:

  1. You may also optionally choose to add a link to electronic documentation associated with an order, for example the user email requesting the item or the original quote from a supplier. Select the Links tab screen to add a link to an electronic document or web site

Tip:

  1. Close and save the order record

  2. You may also optionally choose to print an order letter or send an order email to the supplier

Tips: