Activate Purchase Order

Activate Purchase Order
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Activation Criteria
Activate a Purchase Order
Activate Purchase Order without loading items

Activation Criteria

Copy

Each line must have at least one copy attached to it.
If there is no copy the Activate Order? field will read, Activatable? No: The lineitem has no attached copies (ACQ_LINEITEM_NO_COPIES) (lineitemID).
1. Attach a copy to the line item to resolve the issue.
  - Refer to the section called “Add Copies to a Line Item” for details.
  - Copies should not be added to line items after a purchase order is activated.

Owning Branch

Each line item must have an Owning Branch.
If there is no assigned Owning Branch Activate Order? field will read, Activatable. However attempting to Activate the order will result in an error message.
Use the Line Item Batch Updater to assign an Owning Branch.
- Refer to the section called “Line Item Batch updater” for details.

Fund

Each line item must have funds applied to it.
If no funds are applied the Activate Order? field will read, No: The requested acq. fund was not found (ACQ_FUND_NOT_FOUND).
Apply funds individually or as a batch.
- The fund(s) used for the purchase order must not have reached its stop level. If the fund is above its stop level the Activate Order? field will read, No; fund [fund name here] would be encumbered beyond its stop level. In this case, more credit must be allocated to the fund or a different fund must be applied to the purchase order.
- If the fund(s) used for the purchase order have reached its warning level staff will be alerted but are able to continue with activating the purchase order.

Price

Each line item must contain an estimated price.
If there is no estimated price the Activate Order? field will read, No: The lineitem has no price (ACQ_LINEITEM_NO_PRICE).
Enter prices in the estimated price fields.

When the above criteria have been met the Activate Order button will appear and you can proceed with the following:

Activate a Purchase Order

Activate a Purchase Order

Click Activate Order.
When you activate the order the bibliographic records and copies will be imported into the catalogue using the Vandelay interface, if not previously imported. See Chapter 6, Load MARC Order Records for instructions on using the Vandelay interface.
The funds associated with the purchases will be encumbered.

After you click Activate Order, you will be presented with the record import interface for records that are not already in the catalog. Once you complete entering in the parameters for the record import interface, the progress screen will appear. This progress screen consists of a progress bar in the foreground, and a tally of the following in the background of the bottom-left corner:

Lineitems processed
Vandelay Records processed
Bib Records Merged/Imported
ACQ Copies Processed
Debits Encumbered
Real Copies Processed

Caution

There is a known bug which stalls activation on Purchase Orders where the records are not already linked to the catalogue. If your progress bar freezes at 100% click your browser refresh button and click Activate Order for a second time.

Activate Purchase Order without loading items

This function should only be used in situations where the copies have already been added to the catalogue.

Cleaning up pre-acquisitions backlog
Direct purchases that have already been catalogued

Activate Purchase Order without loading items

Click Activate Without Loading Items.
The funds associated with the purchases will be encumbered.

Note

Once the purchase order has been activated without loading items, it is not possible to load the items in Acquisitions.