Orders

The Orders app allows you to create and manage purchase orders.

Definition of terms related to the Orders app:

  • Acquisition units. An additional layer you can add to acquisitions records that restricts a user’s ability to interact with those records unless they have been assigned to that unit. For example, you may create acquisition units to represent the different libraries within your library system. Units are defined and determined by your library in the Settings app. See Settings > Acquisition units for more information.
  • Order. A purchase order featuring a list of titles or packages (physical or electronic) being ordered by the library from a vendor.
  • Order line. A purchase order line contains one of the titles or packages being ordered by the library. Order lines make up an order. Orders can contain multiple order lines.

Permissions

The permissions listed below allow you to interact with the Orders app and determine what you can or cannot do within the app. You can assign permissions to users in the Users app. If none of these permissions are assigned to a user, they are unable to see the Orders app or any related information.

Note: The below permissions only pertain to the Orders app. Within the app, orders and order lines may link to records in other apps, like Inventory and Receiving, and the ability to interact with those records could require separate permissions.

The following are all the Orders permissions:

  • Orders: Assign acquisition units to new order. This permission allows the user to assign acquisition units to orders when creating a new order.
  • Orders: Create order lines. This permission allows the user to create new order lines. With this permission, the user can also view and edit existing order lines. Additionally, they can view order settings.
  • Orders: Create orders. This permission allows the user to create new orders. With this permission, the user can also view and edit existing orders. Additionally, they can view order settings.
  • Orders: Delete order lines. This permission allows the user to delete order lines. With this permission, the user can also view and edit existing order lines. Additionally, they can view order settings.
  • Orders: Edit order lines. This permission allows the user to view and edit order lines. Additionally, they can view order settings.
  • Orders: Edit orders. This permission allows the user to view and edit orders. Additionally, they can view order settings.
  • Orders: Export search results. This permission allows the user to export search results in .csv format.
  • Orders: Manage acquisition units. This permission allows the user to change the assignment of acquisition units for an order or order line.
  • Orders: Remove orders. This permission allows the user to delete orders. With this permission, the user can also view and edit existing orders. Additionally, they can view order settings.
  • Orders: Reopen purchase orders. This permission allows the user to reopen an order.
  • Orders: Unopen purchase orders. This permission allows the user to unopen an order.
  • Orders: Update encumbrances. This permission allows the user to update encumbrances for an open order.
  • Orders: View order lines. This permission allows the user to search for and view order lines. Additionally, they can view order settings.
  • Orders: View orders. This permission allows the user to search for and view orders. Additionally, they can view order settings.

Creating an order

Orders contain a list of titles or packages (physical or electronic) being ordered by your library from a vendor.

In FOLIO, you can create either one-time orders or ongoing orders. One-time orders should be used for items fulfilled within the year, like monographs. Ongoing orders generally span multiple years, and you usually pay as you receive each item. You would want to create an ongoing order for a magazine subscription, for example.

Once you create an order, you need to add at least one order line to the order so the order can be opened and the acquisitions process can begin.

Creating a one-time order

  1. In the Search & filter pane, click Orders.

  2. In the Orders pane, click New.

  3. In the Create purchase order window, select a template from the Template name drop-down list, if using. The order is populated with the information configured in the template. Templates are created in the Settings app. See Settings > Orders > Order templates for more information.

  4. Select One-time from the Order type drop-down list.

  5. Fill in the rest of the fields under Purchase order and PO summary. For more information on the fields and actions available in these sections, see the section descriptions below.

  6. Optional: Select Approved to approve the order. Note: You only need to approve the order if your library has the Approval required setting turned on. For more information, see Settings > Orders > Approvals.

  7. Click Save & close. A confirmation message appears and the order appears in the Orders pane.

Purchase order

  • Prefix. If applicable, select a Prefix for the purchase order number from the drop-down list. Prefixes are configured by your library in the Settings app. See Settings > Orders > Prefixes for more information.
  • PO number. Purchase order number for the order. Whether you can edit the PO number depends on your library’s settings in the PO number Edit setting. See Settings > Orders > Edit for more information.
  • Suffix. If applicable, select a Suffix for the purchase order number from the drop-down list. Suffixes are configured by your library in the Settings app. See Settings > Orders > Suffixes for more information.
  • Vendor. The vendor associated with this purchase order. r. Click Organization look-up to select a vendor. In the Select Organization dialog, find the organization using the search box and/or filters. Click the organization to select it. The organization is added to the Vendor field.
  • Order type. Select the type of order you are placing: One-time or Ongoing.
  • Acquisitions units. If you want the order to be available to particular users within certain acquisitions units, enter or select the Acquisition units from the drop-down list. You can select multiple units. For more information on acquisition units, see Settings > Acquisition units.
  • Assigned to. To assign the order to a user, click the +. In the Select User dialog, find the user using the search box and/or the filters. Click the user to select them. The user appears in the Assigned to box. If you need to remove the user, click the x. If you need to assign the order to a different user, click the + and repeat the above steps.
  • Bill to. In the Bill to drop-down list, select the billing address for the order. Once you select an address, the billing address appears. Addresses are configured in the Settings app. For more information, see Settings > Tenant > Addresses.
  • Ship to. In the Ship to drop-down list, select the address the order items will be shipped to. Once you select an address, the shipping address appears. Addresses are configured in the Settings app. For more information, see Settings > Tenant > Addresses.
  • Manual. If the Manual checkbox is selected, it excludes the order from auto processing. For example, if EDI order submission is set up for the vendor, but you submitted the order on the vendor’s website and do not want to resend. EDI orders will be available in a future release, so this field is currently informational only.
  • Re-encumber. The Re-encumber checkbox is selected by default. If the checkbox is cleared, you are indicating that the order shouldn’t re-encumber during the fiscal year rollover even if it meets the criteria to re-encumber. However, if the checkbox is selected and the rollover settings indicate that this order doesn’t meet the criteria to re-encumber, money will not be committed to the next fiscal year for this order. The re-encumber toggle is only considered when the order meets the rollover criteria. If the checkbox is selected and the rollover settings indicate that this order meets the criteria to re-encumber, then money is committed to the next fiscal year for the order.
  • Tags. Enter or select any tags from the drop-down list you would like to apply to the order.

PO summary

  • Approved. To approve the order, select the Approved checkbox. Note: You only need to approve the order if your library has the Approval required setting turned on. An order is automatically approved when opened. For more information, see Settings > Orders > Approvals.

Creating an ongoing order

  1. In the Search & filter pane, click Orders.

  2. In the Orders pane, click New.

  3. In the Create purchase order window, select a template from the Template name drop-down list, if using. The order is populated with the information configured in the template. Templates are created in the Settings app. See Settings > Orders > Order templates for more information.

  4. Select Ongoing from the Order type drop-down list.

  5. Fill in the rest of the fields under Purchase order, Ongoing order information, and PO summary. For more information on the fields and actions available in these sections, see the section descriptions below.

  6. Optional: Select Approved to approve the order. Note: You only need to approve the order if your library has the Approval required setting turned on. An order is automatically approved when opened. For more information, see Settings > Orders > Approvals.

  7. Click Save & close. A confirmation message appears and the order appears in the Orders pane.

Purchase order

See Purchase order, above.

Ongoing order information

  • Subscription. If the ongoing order is for a subscription, select the Subscription checkbox.
  • Renewal interval. The interval for renewal, in days. This is the term, in days, during which the library has access to this material, after which the library will need to renew for another term.This field can only be edited, and is required, if Subscription is selected.
  • Renewal date. The date by which the library must decide to renew or not, which is sometimes referred to as the cancellation deadline. This field can only be edited, and is required, if Subscription is selected.
  • Review period. The period prior to the renewal date when you can decide whether you would like to purchase the subscription again. This field can only be edited if Subscription is selected.
  • Manual renewal. Select the Manual renewal checkbox to indicate that you need to contact the vendor to renew the subscription for another term (the vendor does not automatically assume a renewal). This field can only be edited if Subscription is selected.
  • Review date. The date for review. This field can only be edited if Subscription is not selected.
  • Notes. Any notes about the ongoing order.

PO summary

See PO summary, above.

Searching for an order

You can search for orders in the Search & filter pane. Click Orders to start your search. The Order lines search is selected by default and you can toggle between the Order lines search and Orders search at the top of the search and filter pane. To search for orders, enter your search terms into the box. Select the Keyword drop-down list to search through one of the following fields:

  • Keyword. Searches through all fields in the drop-down list. This is the default search.
  • Date created. Date the order was created.
  • Date ordered. Date the order was opened, which is when funds are encumbered and interactions with the Inventory app occur.
  • PO number. The purchase order number.

You can also search for orders by selecting any of the filters in the Search & filter pane. Additionally, you can apply the filters after you perform a search to limit your results. See the sections below for more information on the filters.

Status

In the Search & filter pane, click Status and select any applicable filters:

  • Closed. Orders that are closed.
  • Open. Orders that are open.
  • Pending. Orders that are pending.

Prefix

To search for orders by purchase order number prefix, follow these steps. For more information about creating Prefix values, see Settings > Orders > Prefixes.

  1. In the Search & filter pane, click Prefix.

  2. Select the prefix from the drop-down list. The search results appear in the Order lines pane.

Suffix

To search for orders purchase order number suffix, follow these steps. For more information about creating Suffix values, see Settings > Orders > Sufffixes

  1. In the Search & filter pane, click Suffix.

  2. Select the suffix from the drop-down list. The search results appear in the Order lines pane.

Approved

In the Search & filter pane, click Approved and select any applicable filters:

  • Yes. Approved orders.
  • No. Orders not yet approved.

Acquisitions unit

To search for orders assigned to a specific acquisitions unit, follow these steps:

  1. In the Search & filter pane, click Acquisitions unit.

  2. Select the acquisitions unit from the drop-down list. The search results appear in the Orders pane.

Assigned to

To search for orders assigned to a specific user, follow these steps:

  1. In the Search & filter pane, click Assigned to.

  2. Click Find User.

  3. In the Select User dialog, search for the user.

  4. Select the user you want to filter by. The search results appear in the Orders pane.

Created by

To search for orders created by a specific user, follow these steps:

  1. In the Search & filter pane, click Created by.

  2. Click Find User.

  3. In the Select User dialog, search for the user.

  4. Select the vendor you want to filter by. The search results appear in the Orders pane.

Date created

To search for orders based on the date they were created, follow these steps:

  1. In the Search & filter pane, click Date created.

  2. Enter a start date in the From box and an end date in the To box.

  3. Click Apply. The search results appear in the Orders pane.

Date ordered

To search for orders based on the date the order was opened, follow these steps:

  1. In the Search & filter pane, click Date ordered.

  2. Enter a start date in the From box and an end date in the To box.

  3. Click Apply. The search results appear in the Orders pane.

Order type

In the Search & filter pane, click Order type and select any applicable filters:

  • One-time. One-time orders.
  • Ongoing. Ongoing orders.

Vendor

To search for orders placed with a specific vendor, follow these steps:

  1. In the Search & filter pane, click Vendor.

  2. Click Organization look-up.

  3. In the Select Organization dialog, search for the vendor.

  4. Select the vendor you want to filter by. The search results appear in the Orders pane.

Tags

To search for orders assigned with specific tags, follow these steps:

  1. In the Search & filter pane, click Tags.

  2. Select the tag(s) from the drop-down list. The search results appear in the Orders pane.

Reason for closure

To search for orders based on their reason for closure, follow these steps:

  1. In the Search & filter pane, click Reason for closure.

  2. Select the reason for closure from the drop-down list. The search results appear in the Orders pane.

Re-encumber

In the Search & filter pane, click Re-encumber and select any applicable filters:

  • Yes. Orders with the Re-encumber checkbox selected.
  • No. Orders with the Re-encumber checkbox cleared.

Renewal date

To search for orders based on their renewal date, follow these steps:

  1. In the Search & filter pane, click Renewal date.

  2. Enter a start date in the From box and an end date in the To box.

  3. Click Apply. The search results appear in the Orders pane.

Renewal manual

In the Search & filter pane, click Renewal manual and select any applicable filters:

  • Yes. Orders with the Manual renewal checkbox selected.
  • No. Orders with the Manual renewal checkbox cleared.

Renewal review period

To search for orders within a renewal review period, in days, follow these steps:

  1. In the Search & filter pane, click Renewal review period.

  2. Enter or select the renewal review period, in days. The search results appear in the Orders pane.

Exporting search results

To export a file of order information in comma-separated values (.csv) format, follow these steps:

In the Search & filter pane, open the action menu and select,Export results (CSV).

In the Export settings dialog, the following message will display: “This export could take a few minutes. If you reload or close the page the export will not be completed. Once the file is ready it could take another minute for your browser to finish downloading the file. You can continue to work with orders and order lines in a different browser tab if needed.”

To export all fields from the purchase order header, leave the PO fields to export default value set to All. To select specific fields to export, click on the radio button below “All” and use the drop-down list to select the specific fields to export:

  • PO number
  • Vendor
  • Order type
  • Acquisitions unit
  • Approval date
  • Assigned to
  • Bill to
  • Ship to
  • Manual
  • Re-encumber
  • Created by
  • Created on
  • Note
  • Workflow status
  • Approved
  • Renewal interval
  • Subscription
  • Manual renewal
  • Ongoing notes
  • Review period
  • Renewal date
  • Review date

To export all fields from the purchase order line, leave the POL fields to export default value set to All. To select specific fields to export, click on the radio button below “All” and use the drop down list to select the specific fields to export:

  • POLine number
  • Title
  • Instance UUID
  • Subscription from
  • Subscription to
  • Subscription interval
  • Receiving note
  • Publisher
  • Edition
  • Linked package
  • Contributor, Contributor type
  • Product ID, Qualifier, Product ID type
  • Internal note
  • Acquisition method
  • Order format
  • Created on (PO line)
  • Receipt date
  • Receipt status
  • Payment status
  • Source
  • Donor
  • Selector
  • Requester
  • Cancellation restriction
  • Cancellation description
  • Rush
  • Collection
  • Line description
  • Vendor reference number, reference type
  • Instructions to vendor
  • Account number
  • Physical unit price
  • Quantity physical
  • Electronic unit price
  • Quantity electronic
  • Discount
  • Estimated price
  • Currency
  • Fund code, Expense class, Value, Amount
  • Location, Quantity P, Quantity E
  • Material supplier
  • Receipt due
  • Expected receipt date
  • Volumes
  • Create inventory
  • Material type
  • Access provider
  • Activation status
  • Activation due
  • Create inventory E
  • Material type E
  • Trial
  • Expected activation
  • User limit
  • URL
  1. Once the export fields have been chosen, click Export button at the bottom of the dialog. A .csv file will be downloaded locally with the name “order-export-YYYY-MM-DD-HH_MM” containing one row for each purchase order filtered in the search pane selection list. If the user has chosen to export POL fields and an order contains multiple purchase order lines then the file will contain a row for each purchase order line.

Viewing order details

Once you search for an order, the following information appears in the Orders pane:

  • PO number. The purchase order number.
  • Vendor code. The vendor code.
  • Status. The order status: Pending, Open, Closed.
  • Order type. The type of order: One-time, Ongoing.
  • Last updated. The date the order was last updated.
  • Acquisition unit. The acquisition units assigned to the order.
  • Assigned to. The user to which the order is assigned.

In the search results, click on an order to view it. The purchase order details pane displays with additional information about the order:

Purchase order section

See Creating an order > Purchase order for more information on the fields displayed in this section of the purchase order.

  • PO number. Purchase order number for the order. Note that when viewing the order, the prefix and suffix values are displayed within the order number rather than as distinct fields.
  • Vendor. The vendor organization associated with this purchase order.
  • Order type. The type of order: One-time or Ongoing.
  • Acquisitions units. The acquisitions units assigned to the order.
  • Approval date. Date on which the order status changed from Open to Approved.
  • Assigned to. The user assigned to this order, if applicable.
  • Bill to. The billing address selected for the order.
  • Ship to. The ship to address selected for the order.
  • Manual. If the Manual checkbox is selected, it excludes the order from automated processing. For example, this may be selected if you have EDI set up, but you submitted the order on the vendor’s site and do not want to resend it to them. Note that EDI functionality is still under development.
  • Re-encumber. See Creating a purchase order for a full description of this field.
  • Created by. Name of the user that created the purchase order.
  • Created on. The date and time at which the purchase order was created.

Ongoing order information

This section only displays for orders with type Ongoing. If the subscription checkbox is checked for this order, the following information displays. See Creating an order for descriptions of each field. Descriptions are provided below for fields that aren’t described in Creating an order.

  • Subscription.
  • Renewal interval.
  • Renewal date.
  • Review period.
  • Manual renewal.
  • Notes.

If the subscription checkbox is unchecked, the following information displays:

  • Subscription.
  • Review date.
  • Notes.

PO Summary information

This section displays pricing and status information for the purchase order.

  • Total units. Total quantity ordered across all purchase order lines.
  • Approved. Indicates whether the order has been approved.
  • Workflow status. The order status: Pending, Open, Closed.
  • Total estimated price. The total of all PO line estimated price amounts.
  • Total encumbered. The total of all PO line encumbered amounts.
  • Total expended. The total expended amount for all PO lines. When an invoice line is created, it is linked to a PO line. The total amount of the invoice line is expended once the invoice is approved.

PO Lines

This section displays information about purchase order lines for this order. The PO lines table list displays the following columns. Click on the PO line row to open the detail pane for the PO line.

  • POL number. Purchase order line number.
  • Title or package name. Title or package name of the item ordered on the PO line.
  • Product ID. Product ID of the item ordered on the PO line. Note: all associated product IDs will be listed here.
  • Vendor reference number. The vendor reference number for this order line.
  • Fund code. The fund code of the fund distribution for the PO line. Note: If more than one fund code is associated with the PO line, each code will be listed here.

This section displays information about invoices and invoice lines that link to this order. The invoice table list displays the following columns:

  • Invoice #. The invoice number for the invoice that has an invoice line linked to this POL. Click on the invoice number to open the Invoices app detail pane for the invoice. Note: The link is to the general invoice, not to the specific invoice line that links to this POL.
  • Invoice date. The vendor invoice date.
  • Vendor name. The name of the vendor associated with the related invoice.
  • Status. The status of the invoice: Open, Reviewed, Approved, Paid, or Cancelled.
  • Expended amount. The expended amount of the invoice. The amount displayed is the Calculated total amount of the general invoice.

Editing an order

  1. Search for the order you want to edit and select it.

  2. In the Purchase order pane, select Actions > Edit.

  3. Edit the order.

  4. Click Save & close. A confirmation message appears and the order is updated.

Approving an order

You only need to approve an order if you have the Approvals required setting turned on. For more information, see Settings > Orders > Approvals. If you have this setting turned on, you also need the applicable permission to be able to approve the order. You can open an order once it is approved.

There are two ways to approve an order. You can edit the order and select the Approved checkbox under PO summary, or you can follow these steps:

  1. Search for the order you want to approve and select it.

  2. In the Purchase order pane, select Actions > Approve. A confirmation message appears and the purchase order is marked as Approved.

Duplicating an order

  1. Search for the order you want to duplicate and select it.

  2. In the Purchase order pane, select Actions > Duplicate.

  3. In the Duplicate order dialog, click Duplicate to confirm the duplication. A confirmation message appears and the order is duplicated and appears in the Orders pane.

Opening an order

After you create an order, it has the status of Pending until you open it. Once you open an order the following actions occur:

  • Encumbrance transactions are created. Note: Encumbrances are only created if a fund distribution was added to an order line.
  • Inventory records are created. Note: Inventory records are not created if the Create inventory field on the order line is set to None. For more information about the Create inventory field, see the E-resources details and Physical details sections below.
  • Date ordered is set to today’s date.
  • Approval date is set to today’s date if the order hasn’t already been approved by a user.
  • Order lines cannot be added after the order is opened unless you unopen the order.
  • Fields such as Order type, Title, Acquisition method, and Order format are not editable once an order is opened. The order would need to be unopened to edit those fields. For more information, see Unopening an order.

  1. Search for the order you want to open and select it.

  2. In the Purchase order pane, select Actions > Open.

  3. In the Open - purchase order dialog, click Submit. A confirmation message appears and the order workflow status changes to Open.

Unopening an order

Opening an order is not final and an order can be reverted back to a Pending status by unopening the order.

Note: Unopening an order removes any encumbrances and item records with an On Order status. However, items that were received, holdings, and instances aren’t removed.

  1. Search for the open order you want to unopen and select it.

  2. In the Purchase order pane, select Actions > Unopen.

  3. In the Unopen - purchase order dialog, click Submit. A confirmation message appears and the order’s status changes to Open.

Closing an order

Once you no longer need an order, you can close it. Only open orders can be closed.

  1. Search for the order you want to close and select it.

  2. In the Purchase order pane, select Actions > Close order.

  3. In the Close - purchase order dialog, select a closing Reason from the drop-down list. Closing reasons are configured in the Settings app. For more information, see Settings > Orders > Closing purchase order reasons.

  4. Optional: Enter any notes about why you are closing the order.

  5. To close the order, click Submit. A confirmation message appears and the order’s status changes to Closed.

Reopening an order

Closing an order is not final and an order can be reverted back to an Open status by reopening the order.

  1. Search for the order you want to reopen and select it.

  2. In the Purchase order pane, select Actions > Reopen. A confirmation message appears and the order’s status changes to Open.

Receiving an order

You can only receive open orders.

  1. Search for the order you want to receive and select it.

  2. In the Purchase order pane, select Actions > Receive. The order line(s) open in the Receiving app.

  3. Follow the steps as outlined in Receiving > Receiving an order.

Update encumbrances for an order

You can update encumbrances for open orders. Use this action to reset encumbrances based on an order’s current price and fund distributions. If an order failed to encumber during rollover due to reasons such as insufficient budget funds or distribution to an inactive fund, make the appropriate edits to the budget or order and then select this Update encumbrances action to rerun the system encumbrance logic.

  1. Search for the order for which you want to update encumbrances and select it.

  2. In the Purchase order pane, select Actions > Update encumbrances.

  3. A confirmation message appears and the order encumbrances are updated based on the order’s current price and fund distributions.

Deleting an order

Note: When you delete an order, received items remain in the system, but the receiving history is removed.

  1. Search for the order you want to delete and select it.

  2. In the Purchase order pane, select Actions > Delete.

  3. In the Delete order dialog, click Delete. A confirmation message appears and the order is deleted.

Adding a tag to an order

  1. Search for the order you want to tag and select it.

  2. In the Purchase order details pane, click the tag icon.

  3. In the Tags pane, either select a tag from the box or enter a tag.

  4. Click the X on the Tags pane to close the pane and save the tag. The tag number updates to the number of tags applied to the order.

Adding an order line to an order

  1. Search for the order to which you want to add the PO line and select it.

  2. In the Purchase order pane, in the PO lines section, click Add PO line.

  3. In the Add PO line window, fill in the fields in the Item details, PO line details, Vendor, Cost details, and Fund distribution sections. For more information on the fields and actions available in these sections, see the section descriptions below.

  4. Click Save & close or Save & open order, if applicable. For more information on saving and opening orders simultaneously, see Settings > Orders > Opening purchase orders.

Item details

  • Package. If you are adding a package, select the Package checkbox. If selected, Title becomes Package name. The Manually add titles for receiving checkbox will be automatically selected once you select the Package checkbox.
  • Title/Package name. Title of the item. If you already have the item in your Inventory app, you can use Title look-up to link the item to the Inventory record. This will automatically populate any applicable fields. To link to an inventory record, click Title look-up. In the Select instance dialog, find the title using the search box and/or the filters. Click the title to select it. The title appears in the Title box and relevant item fields are populated.
  • Receiving note. Enter any notes about receiving the item. The notes display in the Receiving app for this order line.
  • Subscription from. If the item is a subscription, select when the subscription starts. The date displays in the Invoices app when this order line is added to an invoice.
  • Subscription to. If the item is a subscription, select when the subscription ends. The date displays in the Invoices app when this order line is added to an invoice.
  • Subscription interval. If the item is a subscription, enter or select how many days the subscription lasts.
  • Publication date. The date of publication of the item.
  • Publisher. The publisher of the item.
  • Edition. The edition of the item.
  • Linked package. To link a package to the order line, click Lookup package POL. In the Select order lines dialog, find the package using the search box and/or the filters. Click the package to select it. The package appears in the Linked package field.
  • Contributor. The item contributor.
  • Product identifiers. The identifier of the item, like an ISBN.
  • Internal note. Enter any internal notes about the item.

Adding a contributor

  1. Click Add contributor.

  2. Enter the Contributor in the box.

  3. Select the Contributor type from the drop-down list: Corporate name, Meeting name, or Personal name. The Contributor saves once the order line is saved.

Deleting a contributor

  1. Find the contributor you want to delete.

  2. Click the trash can icon. The contributor is removed and is deleted once the order line is saved.

Adding a product ID and product ID type

  1. Click Add product ID and product ID type.

  2. Enter the Product ID in the box.

  3. Optional: Enter a Qualifier in the box.

  4. Select the Product ID type from the drop-down list. The product identifier saves once the order line is saved.

Deleting a product ID and product ID type

  1. Find the product ID you want to delete.

  2. Click the trash can icon. The product ID is removed and is deleted once the order line is saved.

PO line details

  • Acquisition method. Select the method you are using to purchase the item: Approval plan, Demand driven acquisitions (DDA), Depository, Evidence based acquisitions (EBA), Exchange, Gift, Purchase at vendor system, Purchase, Technical.
  • Order format. Select the format of the item you are ordering: Electronic resource, Physical resource, P/E mix, or Other. The Order format determines which fields are required in the Cost details section and whether the Physical resource details or E-resources details sections are displayed.
  • Receipt date. The receipt date of the item.
  • Receipt status. Select the receipt status of the item: Pending or Receipt not required. For orders with type Ongoing, the receipt status is automatically set to Ongoing when the order is saved. If no selection is made, the order is created with a receipt status of Pending. Upon opening the order, the receipt status is automatically set to Awaiting receipt. Once an order is open, you can edit the Receipt status to Cancelled, Fully received, Partially received, or Receipt not required. The system will automatically close orders that have resolved both payment and receipt statuses either as “Payment not required” or “Receipt not required” or by reaching “Fully paid” and “Fully received” through actions taken in the Receiving app and the Invoices app. It is advisable to consider your library’s needs when defining how to set this field. For example, you may want to select “Receipt not required” for one-time e-resource orders so that the order will automatically close once invoice payment is complete. Otherwise, if your library doesn’t receive e-resources, a one-time e-resource order may be left open even after payment is complete which could impact your expected results during Fiscal Year rollover.
  • Payment status. Select the payment status of the item: Payment not required or Pending. For orders with type Ongoing, the payment status is automatically set to Ongoing when the order is saved. If no selection is made, the order is created with a payment status of Pending. Upon opening the order, the payment status is automatically set to Awaiting payment. Once an order is open, you can edit the Payment status to Cancelled, Partially paid, Fully paid, or Payment not required. The Payment status is automatically set to Partially paid when a connected invoice line with the Release encumbrance checkbox unchecked/blank is set to an Approved status. The system will automatically close orders that have resolved both payment and receipt statuses either as Payment not required” or “Receipt not required” or by reaching “Fully paid” and “Fully received” through actions taken in the Receiving app and the Invoices app.
  • Donor. The donor of the item.
  • Selector. The person who chose the item.
  • Requester. The person who requested the item.
  • Cancellation restriction. If there is a cancellation restriction on the item, select the Cancellation restriction checkbox.
  • Rush. If the item needs rush processing, select the Rush checkbox.
  • Collection. If the item is part of a collection, select the Collection checkbox.
  • Manually add pieces for receiving. If you want to manually add pieces for receiving, select the Manually add pieces for receiving checkbox. When this checkbox is selected, the system doesn’t automatically create receiving records for the material in the Receiving app. If selected, you need to create the pieces manually in the Receiving app.
  • Cancellation description. A note about the cancellation.
  • Line description. A description of the purchase order line.
  • Tags. Select or enter any tags you want to assign to the order line in the box.

Vendor

  • Vendor ref number. A reference number used by a vendor to identify the order or item being ordered. For example, for migrated open orders it may be helpful to store the original purchase order number here for use in matching to vendor invoices.
  • Vendor ref type. Select the type of reference number entered in the previous box: Agent’s unique subscription reference number, Internal vendor number, Library’s continuation order number, Supplier’s continuation order, or Supplier’s unique order line reference number.
  • Account number. The vendor account number. If one or more vendor accounts exist in the Organization record for the vendor selected in the Purchase order section of the Order, the first account appears in this field as the default value. To use a different account number for this vendor, select the Account number from the drop-down list, if applicable. Note: The list will display the Account name with the account number in parenthesis.
  • Instructions to vendor. Enter any instructions you want to send to the vendor when the order is opened.

Cost details

Note: Only certain fields will be editable depending on the Order format selected in the PO line details section. Also, some fields are required based on the Order format.

  • Physical unit price. The price of the physical unit. Required if the Order format is Physical, P/E mix, or Other.
  • Quantity physical. The number of items you are ordering. Required if the Order format is Physical, P/E mix, or Other.
  • Additional cost. Any additional costs for the item.
  • Currency. Select the Currency of the item from the drop-down list. The default value is stored in Tenant settings as the primary currency. For more information, see Settings > Tenant > Language and localization.
  • Current exchange rate. This value will display after the POL is saved. The system automatically retrieves the current currency exchange rate using the Java Money API that retrieves and convert currencies using the European Central Bank (ECB) as the source.
  • Use set exchange rate. Check this box if you want to input an exchange rate value to be used for order instead of current rate
  • Set exchange rate. The exchange rate value to be used for this order instead of the current rate. This field is locked, as indicated by the lock icon beside the field label, unless the Use set exchange rate checkbox is selected.
  • Electronic unit price. The price of the electronic item. Required if the Order format is Physical, P/E mix, or Other.
  • Quantity electronic. The number of electronic items you are ordering. Required if the Order format is Electronic or P/E mix.
  • Discount. The discount percentage or price.
  • Type. Select the % or $ to indicate the type of discount.
  • Estimated price. The calculated price based on the values you entered. Estimated price = list unit price(s) x quantities ordered + additional cost - discount.

Fund distribution

If you want to encumber money to certain funds, enter your fund distributions in this section. You can encumber money to more than one fund. The encumbrance(s) apply to the current fiscal year budget for the selected fund(s).

Adding a fund distribution

  1. Click Add fund distribution.

  2. Select the Fund ID from the drop-down list. Note: The use of acquisitions units may restrict which funds appear in this list. If an acquisition unit is set up to restrict view permissions, then only funds that are assigned to the same acquisition unit as the user will display in the drop-down list. For more information, see [Settings > Acquisition units](../../settings/acquisition units).

  3. Select the Expense class from the list.

  4. Enter the Value of the fund to be distributed.

  5. Select the % or $ to indicate whether the value is a percentage or price. The fund distribution saves once you save the order line.

Deleting a fund distribution

  1. Find the fund distribution you want to delete.

  2. Click the trash can icon next to the fund. The fund distribution is removed and is deleted once the order line is saved.

Location

Location determines the effective location of the item once received. If you are ordering multiple items, you can assign them to different locations.

Adding a location

  1. Click Add location.

  2. Select a Name (code) from the drop-down list.

  3. Enter a Quantity physical in the box.

  4. Enter a Quantity electronic in the box.

  5. Repeat as needed. The location saves once the order line is saved.

Deleting a location

  1. Find the location you want to delete.

  2. Click the trash can icon next to the location. The location is removed and is deleted once the order line is saved.

Physical resource details

This section only appears if you select Physical resource or P/E mix under Order format.

  • Material supplier. The supplier of the item. The field defaults to the name of the vendor associated with the vendor code selected for the order. For more information, see Purchase order. To change the supplier, click Organization look-up to select an organization. In the Select Organization dialog, find the organization using the search box and/or filters. Click the organization to select it. The organization is added to the Material supplier field.
  • Receipt due. The date that receipt of the material is due, or the date by which the material should be received.
  • Expected receipt date. The date the material is expected to be received. This date could fall before or after the Receipt due date.
  • Create inventory. Select the types of records you want to create in the Inventory app once the order is opened: Instance, holdings, items; Instance; Instance, holdings; None. For information on configuring the default setting for this field, see Settings > Orders > Inventory interactions.
  • Material type. The type of material. If an item is created for the order, this material type value will appear on the item record in the Inventory app. Note: If the item material type is edited from the Inventory app, the order record material type value will not be updated.
  • Volume. A number to identify the specific volume being ordered within a series, set or collection. Currently, this information is stored only on the order.

E-resources details

This section only appears if you select Electronic resource or P/E mix under Order format.

  • Access provider. The e-resource provider. To change the provider, click Organization look-up to select a vendor. In the Select Organization dialog, find the organization using the search box and/or filters. Click the organization to add it as the access provider.
  • Activation status. If the e-resource is activated, select the Activation status checkbox.
  • Activation due. The date the activation is due. Note: If you have entered an interval in the Expected activation interval field in the Vendor information section of the vendor record, the activation due date is populated based on the number of days you entered as the interval. For example, if you set the interval to 365, the Activation due field is populated with the date that falls one year from the date of order line creation.
  • Create inventory. Select the types of records you want to create in the Inventory app once the order is opened. For information on configuring the default setting for this field based on Order format, see Settings > Orders > Inventory interactions.
  • Material type. The type of material.
  • Trial. If the e-resource is part of a trial, select the Trial checkbox.
  • Expected activation. The date the activation is expected.
  • User limit. The number of users that can use the e-resource at once.
  • URL. A link to the e-resource.

Adding a volume

To add a volume, click Add volume and enter the volume number. The volume saves once the order line is saved.

Deleting a volume

To delete a volume, find the volume you want to delete and click the trash can icon. The volume is removed and is deleted once the order line is saved.

Other resource details

This section only appears if you select Other under Order format.

  • Material supplier. The supplier of the item. The default value is the vendor selected on the order. To change the supplier, click Organization look-up to select a vendor. In the Select Organization dialog, find the organization using the search box and/or filters. Click the organization to add it as the Material supplier.
  • Receipt due. The date the receipt is due.
  • Expected receipt date. The date the item is expected to be received.
  • Create inventory. Select the types of records you want to create in the Inventory app once the order is opened. For information on configuring the default setting for this field, see Settings > Orders > Inventory interactions.
  • Material type. The type of material.

Searching for order lines

You can search for order lines in the Search & filter pane. Order lines is selected by default. To search for order lines, enter your search terms into the box. Select the Keyword drop-down list to search through one of the following fields:

  • Keyword. Searches through all fields in the drop-down list. This is the default search.
  • Contributor. The contributor to the item.
  • PO line number. The number for the purchase order line.
  • Requester. The requester of the item.
  • Title or package name. The title or package name of the item.
  • Publisher. The publisher of the item.
  • Vendor account. The vendor account your library is using to purchase the item.
  • Vendor reference number. The vendor reference number for this order line.
  • Donor. The donor of the item.
  • Selector. The selector of the item.
  • Volumes. The volume number ordered.
  • Product ID. The Product ID of the item.
  • Product ID ISBN. The ISBN of the item.

You can also search for order lines by selecting any of the filters in the Search & filter pane. Additionally, you can apply the filters after you perform a search to limit your results. See the sections below for more information.

Receipt status

In the Search & filter pane, click Receipt status and select any applicable filters:

  • Awaiting receipt. Order lines waiting to be received.
  • Cancelled. Order lines that were cancelled.
  • Fully received. Order lines that were fully received.
  • Ongoing. Order lines for an ongoing order.
  • Partially received. Order lines that were partially received.
  • Pending. Order lines that are pending.
  • Receipt not required. Order lines that do not require a receiving record.

Payment status

In the Search & filter pane, click Payment status and select any applicable filters:

  • Awaiting payment. Order lines awaiting payment.
  • Cancelled. Order lines with cancelled payment.
  • Fully paid. Order lines that are fully paid.
  • Ongoing. Order lines for an ongoing order.
  • Partially paid. Order lines that are partially paid. Note: Once or more invoices connected to a purchase order line have been “Approved,” the Payment status on the purchase order is changed to “Partially paid.” See Invoices > Approving an invoice.
  • Payment not required. Order lines that do not require payment.
  • Pending. Order lines with pending payment.

Prefix

To search for order lines by purchase order number prefix, follow these steps. For more information about creating Prefix values, see Settings > Orders > Prefixes

  1. In the Search & filter pane, click Prefix.

  2. Select the prefix from the drop-down list. The search results appear in the Order lines pane.

Suffix

To search for order lines by purchase order number suffix, follow these steps. For more information about creating Suffix values, see Settings > Orders > Suffixes.

  1. In the Search & filter pane, click Suffix.

  2. Select the suffix from the drop-down list. The search results appear in the Order lines pane.

Acquisitions unit

To search for order lines assigned to a specific acquisitions unit, follow these steps:

  1. In the Search & filter pane, click Acquisitions unit.

  2. Select the acquisitions unit from the drop-down list. The search results appear in the Orders pane.

Acquisition method

In the Search & filter pane, click Acquisition method and select any applicable filters:

  • Approval plan. Order lines acquired through an approval plan.
  • Demand driven acquisitions (DDA). Order lines acquired through DDA.
  • Depository. Order lines acquired through a depository arrangement, such as for government publications.
  • Evidence based acquisitions (EBA). Order lines acquired through EBA.
  • Exchange. Order lines acquired through an exchange with another library or institution.
  • Gift. Order line for materials granted to the library as a gift.
  • Purchase at vendor system. Order lines purchased through an external vendor system.
  • Purchase. Order lines purchased by methods such as email or EDI.
  • Technical. Order lines to track payments for technical expenses such as service orders or vendor processing fees. This value could also be used for items that have migrated from an external system.

Location

To search for order lines in a specific permanent location, follow these steps:

  1. In the Search & filter pane, click Location.

  2. Click Location look-up.

  3. In the Select permanent location dialog, select an Institution, Campus, Library, and Location using the drop-down lists.

  4. Click Save and close. The search results appear in the Order lines pane.

Fund code

To search for order lines using a specific fund code, follow these steps:

  1. In the Search & filter pane, click Fund code.

  2. Select the fund code from the drop-down list. The search results appear in the Order lines pane.

Order format

In the Search & filter pane, click Order format and select any applicable filters:

  • Electronic resource. Order lines containing an electronic resource.
  • Physical resource. Order lines containing a physical resource.
  • P/E mix. Order lines containing a physical and electronic mixed resource.
  • Other. Order lines containing a different type of resource.

Material type, electronic

To search for order lines that have an Order format of Electronic resource or P/E mix based on their electronic material type in the e-resources details section, follow these steps:

  1. In the Search & filter pane, click Material type, electronic.

  2. Select the material type from the drop-down list. The search results appear in the Order lines pane.

Material type, physical

To search for order lines that have an Order format of Physical resource or P/E mix based on their physical material type in the physical details section, follow these steps:

  1. In the Search & filter pane, click Material type, physical.

  2. Select the material type from the drop-down list. The search results appear in the Order lines pane.

Date created

To search for order lines based on the date they were created, follow these steps:

  1. In the Search & filter pane, click Date created.

  2. Enter a start date in the From box and an end date in the To box.

  3. Click Apply. The search results appear in the Order lines pane.

Vendor

To search for order lines from a specific vendor, follow these steps:

  1. In the Search & filter pane, click Vendor.

  2. Click Organization look-up.

  3. In the Select Organization dialog, search for the vendor.

  4. Select the vendor you want to filter by. The vendor filter is applied.

Tags

To search for order lines assigned specific tags, follow these steps:

  1. In the Search & filter pane, click Tags.

  2. Select the tag(s) from the drop-down list. The search results appear in the Order lines pane.

Source

In the Search & filter pane, click Source and select any applicable filters:

  • User. Order lines created by a FOLIO user.
  • API. Order lines created through an Application Programming Interface.
  • EDI. Order lines created through Electronic Data Interchange..
  • MARC. Order lines imported through MAchine-Readable Cataloging format record import.

Collection

In the Search & filter pane, click Collection and select any applicable filters:

  • Yes. Order lines that are part of a collection.
  • No. Order lines that are not part of a collection.

Rush

In the Search & filter pane, click Order format and select any applicable filters:

  • Yes. Order lines that are flagged for rush processing.
  • No. Order lines that do not require rush processing.

Access provider

To search for order lines from a specific access provider, follow these steps:

  1. In the Search & filter pane, click Access provider.

  2. Click Organization look-up.

  3. In the Select Organization dialog, search for the vendor.

  4. Select the vendor you want to filter by. The search results appear in the Order lines pane.

Activated

In the Search & filter pane, click Activated and select any applicable filters:

  • Yes. Order lines that are activated.
  • No. Order lines that are not activated.

Expected activation

To search for order lines based on their expected activation date, follow these steps:

  1. In the Search & filter pane, click Expected activation.

  2. Enter a start date in the From box and an end date in the To box.

  3. Click Apply. The search results appear in the Order lines pane.

Trial

To search for order lines that have an Order format of Electronic resource or P/E mix and are flagged as a trial resource in the Electronic resource details section.

In the Search & filter pane, click Trial and select any applicable filters:

  • Yes. Order lines for resources that are being evaluated on a trial basis.
  • No. Order lines for resources that are not trials.

Subscription from

To search for order lines based on their subscription from date, follow these steps:

  1. In the Search & filter pane, click Subscription from.

  2. Enter a start date in the From box and an end date in the To box.

  3. Click Apply. The search results appear in the Order lines pane.

Subscription to

To search for order lines based on their subscription to date, follow these steps:

  1. In the Search & filter pane, click Subscription to.

  2. Enter a start date in the From box and an end date in the To box.

  3. Click Apply. The search results appear in the Order lines pane.

Actual receipt date

To search for order lines based on their actual receipt date (when the order line was fully received), follow these steps:

  1. In the Search & filter pane, click Actual receipt date.

  2. Enter a start date in the From box and an end date in the To box.

  3. Click Apply. The search results appear in the Order lines pane.

Expected receipt date

To search for order lines based on their expected receipt date, follow these steps:

  1. In the Search & filter pane, click Subscription to.

  2. Enter a start date in the From box and an end date in the To box.

  3. Click Apply. The search results appear in the Order lines pane.

Receipt due

To search for order lines based on their receipt due date, follow these steps:

  1. In the Search & filter pane, click Subscription to.

  2. Enter a start date in the From box and an end date in the To box.

  3. Click Apply. The search results appear in the Order lines pane.

Bill to

To search for orders based on their bill to address, follow these steps. Addresses are created in Settings > Tenant > Addresses.

  1. In the Search & filter pane, click Bill to.

  2. Select the address name from the drop-down list. The search results appear in the Orders pane.

Ship to

To search for orders based on their ship to address, follow these steps. Addresses are created in Settings > Tenant > Addresses.

  1. In the Search & filter pane, click Ship to.

  2. Select the address name from the drop-down list. The search results appear in the Orders pane.

Viewing order line details

Once you search for an order line, the following information appears in the Order lines results pane:

  • POL number. Purchase order line number.
  • Updated date. The date the order line was last updated.
  • Title or package name. The title or package name of the item.
  • Product ID. The product ID of the item.
  • Vendor reference number. The vendor reference number for this order line.
  • Fund code. The fund code being used to purchase the item.
  • Order status. The status of the order: Pending, Open, Closed.

In the search results, click on an order line to view it. The PO Line details pane displays with additional information about the order line:

Item details

See Adding an order line to an order > Item details for more information on the fields displayed in this section of the purchase order line.

Purchase order line

See Adding an order line to an order > PO line details for more information on the fields displayed in this section of the purchase order line.

Vendor

See Adding an order line to an order > Vendor for more information on the fields displayed in this section of the purchase order line.

Cost details

See Adding an order line to an order > Cost details for more information on the fields displayed in this section of the purchase order line.

Fund Distribution

  • Fund. The fund to which you are distributing the amount elephant
  • Expense class. The expense class within the fund, to which you are distributing the amount. This field will only display information if the selected Fund ID has any associated Expense classes.
  • Value. The monetary value to apply to the fund, expressed as a percentage or currency value.
  • Amount. The amount of money committed to the fund.
  • Initial encumbrance. The initial amount committed to the fund.
  • Current encumbrance. The current amount committed to the fund. When an invoice transitions to Approved status and the Release encumbrances checkbox on an invoice line is checked, the Current encumbrance value becomes $0.

Location

This section displays information if the order line Create inventory setting is Instance, holdings or Instance, holdings, item. See Adding a location for more information.

  • Name(code). Name and code of the location for this POL.
  • Quantity physical. Quantity ordered for this location for this POL.
  • Quantity electronic. Quantity ordered for this location for this POL.

Electronic resource details

This section displays information if the order includes a POL with an order format of Electronic or P/E mix. See Adding an order line to an order > E-resources details for more information on the fields displayed in this section of the purchase order line.

Physical resource details

This section displays information if the order includes a POL with an order format of Physical, P/E mix, or Other. See Adding an order line to an order > Physical resource details for more information on the fields displayed in this section of the purchase order line.

Notes

This section displays notes about the order. See Adding a note to an order line for more information about creating notes.

  • Date. Last updated date of the note. Click on the column label Date to sort notes by ascending or descending order.
  • Title and details. The note title and the details of the note. Click Edit to edit the note. Click Save & Close to save your changes and click X to close the notes window.
  • Type. Note type. See Settings > Notes for more information about note types.

This section displays information about invoices and invoice lines that link to this POL. The invoice table list displays the following columns:

  • Invoice #. The invoice number for the invoice that has an invoice line linked to this POL. Click on the invoice number to open the Invoices app detail pane for the invoice. Note: The link is to the general invoice, not to the specific invoice line that links to this POL.
  • Invoice date. The vendor invoice date.
  • Vendor name. The name of the vendor associated with the related invoice.
  • Status. The status of the invoice: Open, Reviewed, Approved, Paid, or Cancelled.
  • Quantity. The quantity invoiced. Note that the quantity shown is from the invoice line related to this order, not from the general invoice.
  • Expended amount. The expended amount of the invoice. In this version of FOLIO, the amount displayed is the Calculated total amount of the general invoice. In future versions of FOLIO, the amount of the invoice line will display as the expended amount.
  • Piece(s). The caption information, as entered on the piece record of the Receiving app, for this order. See Receiving >Add piece fields for more information.

If the PO Line has been linked to an Agreement line in the Agreements app, a Linked Agreement Lines section will display in the PO Line details pane containing information about the linked Agreement Line. See Agreements > Adding a PO line to an agreement line for more information.

Editing an order line

  1. Find the order line you want to edit and select it.

  2. In the PO Line details pane, click Actions > Edit.

  3. Edit the order line.

  4. Click Save & close. A confirmation message appears and the order line is updated.

Receiving an order line

  1. Find the order line you want to receive and select it.

  2. In the PO Line details pane, click Actions > Receive. The order line opens in the Receiving app.

  3. Follow the steps as outlined in the Receiving app documentation.

Deleting an order line

  1. Find the order line you want to delete and select it.

  2. In the PO Line details pane, click Actions > Delete.

  3. In the Delete order line dialog, click Delete. A confirmation message appears and the order line is deleted.

Adding a note to an order line

  1. Find the order line to which you want to add a note and select it.

  2. In the PO Line details pane, under Notes, click New.

  3. In the New note window, select the Note type from the drop-down list. Note types are created in the Settings app.

  4. Enter a Note title in the box.

  5. Optional: Enter any Details about the note in the box.

  6. Click Save & close. The note is saved and appears in the Notes section in the PO Line details pane.

Adding a tag to an order line

  1. Find the order line you want to tag and select it.

  2. In the PO Line details pane, click the tag icon.

  3. In the Tags pane, either select a tag from the box or enter a tag.

  4. Click the X on the Tags pane to close the pane and save the tag. The tag number updates to the number of tags applied to the order line.

Last modified February 18, 2022: Link fixes in Organizations and Orders (cc66170)