Create a Supplier

You can create a supplier record in Leap if you have the Suppliers: Create permission enabled in Polaris Administration. For more information about supplier permissions, search for "Acquisitions Workflow Permissions" in the Polaris staff client help.

Note:
If your library is part of a consortium using a single Polaris installation, each library creates a supplier record with a separate account number.

To create a supplier

  1. Select New > Supplier.

    A New Supplier workform appears.

  2. Enter a unique name for the supplier in the Name box.

  3. Enter data in some or all of the following optional supplier record fields:

    • To enter supplier header information

      1. Enter an alternate supplier name in the Alternative Name box.

      2. Select a currency from the Currency list.

      3. Enter the supplier's seven-digit standard address number (SAN) in the SAN box.

        Notes:

        • Leap requires the SAN for EDI orders. If you select the EDI Orders checkbox on the Details view, you must also enter a SAN for the supplier.

        • If your library uses Polaris Titles to Go, the SAN in the supplier record must match the profile set up in Polaris Administration. For more information, search for “Setting Up Titles to Go” in the staff client help.

      4. Do one of the following:

        • If the Address/Profile ID setting on the Details view is set to Account Number, enter your library's account number in the Account Number box.

        • If the Address/Profile ID setting on the Details view is set to SAN/SAN Suffix, enter your library's SAN suffix in the Account Number box.

      5. Select the supplier owner from the Owner list.

        Note:
        The supplier owner is the organization that owns the supplier account. Only organizations with the Suppliers: Create permission appear in the Owner list.

    • To enter Details view information

      1. If the supplier accepts EDI orders, select EDI Orders.

        Leap enables the EDI Setup settings. Required fields are marked with asterisks.

        Note:
        Leap requires the SAN for EDI orders. If you select EDI Orders, you must also enter a SAN in the supplier header settings.

      2. If your library and the supplier have an agreement for the supplier to provide shelf-ready cataloging services, select Enriched EDI Orders.

        Note:
        Enriched EDI includes cataloging services offered by the supplier, such as branch stickers on books and other materials, fully-cataloged MARC records, and 852 or 949 tags in the bibliographic records that automatically create item records. The type of services and the costs vary according to vendor. For more information, search for "Importing and Ordering Processes" in the staff client help.

      3. If the supplier provides an advance shipping notice, select ASN Shipments.

        Note:
        If you select ASN Shipments, EDI invoices are not created automatically. For more information, search for "Receive using the Advanced Shipping Notice" in the staff client help.

      4. Enter the supplier's FTP address in the FTP Address box.

      5. Enter the username in the Username box.

        Note:
        The username and the corresponding password are assigned to your library by the supplier. These credentials are required in order to access the supplier's FTP site and transmit EDI transaction files.

      6. Enter the password in the Password box.

      7. Enter the directory for purchase order acknowledgments and invoices in the POA/INV Directory box. The supplier places outgoing purchase order acknowledgments and invoices in this directory and Leap picks up the files from this location.

        Note:
        If the supplier uses OUT and IN folders, this directory maps to the supplier's OUT folder.

      8. Enter the directory for purchase order files in the PO File Directory box. Leap places incoming purchase order files in this directory and the supplier picks them up for processing.

        Note:
        If the supplier uses OUT and IN folders, this directory maps to the supplier's IN folder.

      9. Enter the file extension for EDI X12 purchase orders in the PO File Extension box.

        Note:
        The file extension is specified by the supplier.

      10. Select one of the following Address/Profile ID options:

        • Account Number - Select this option if the supplier requires the library account number in the Address/Profile ID transaction field in the EDI X12 purchase order transmission.

        • SAN/SAN Suffix - Select this option if the supplier requires the SAN suffix in the Address/Profile ID transaction field in the EDI X12 purchase order transmission.

      11. (Optional) Enter notes for the supplier in the Notes box.

      12. (Optional) If your library has an approval or blanket purchasing arrangement with the supplier, enter plan information in the Plan box.

    • To enter Orders view information

      1. Enter contact information in the Contact Information fields.

      2. To copy supplier contact information from the Orders view to the Payments or Claims view, select Copy. For more information, see Copy Supplier Contact Information.

      3. If the supplier offers a discount to your library, enter the discount percentage in the Discount (%) box.

        Note:
        This discount is applied to all purchase orders for this supplier, but you can edit the discount for each individual order, if necessary.

      4. If Polaris Acquisitions is integrated with Advantage 3 or another financial system, enter an identifying number in the External Financial System ID box.

    • To enter Payments view information

      1. Enter contact information in the Contact Information fields.

      2. To copy supplier contact information from the Payments view to the Orders or Claims view, select Copy. For more information, see Copy Supplier Contact Information.

    • To enter Claims view information

      1. Enter contact information in the Contact Information fields.

      2. To copy supplier contact information from the Claims view to the Orders or Payments view, select Copy. For more information, see Copy Supplier Contact Information.

      3. Enter a number from 1 through 5 in the Max Claims box. This setting determines the number of claims your library will submit to the supplier before canceling an ordered item.

      4. If you want to generate cancellation notices for this supplier, select Cancel Notice.

      5. To automatically cancel purchase order line items after the claim cycle is over, select Auto Cancel Waiting Period and enter a number in the box. The number specifies the number of days Leap waits after the last claim is sent before canceling an ordered item.

      6. If you want to generate claim notices for this supplier, select Claim Notice and then select Print or Email.

      7. Enter a number in the Days After Release/Expected Arrival box. This setting determines the number of days between the time a purchase order line item is released and the time the first claim is generated.

        Note:
        If you are entering serials claiming criteria, this setting determines the number of days between the time a serial issue is expected and the time the first claim is generated.

      8. Enter a number in the Days After 1st Claim box. This setting determines the number of days after the first claim is generated that the second claim is generated.

      9. Enter a number in the Days After 2nd Claim box. This setting determines the number of days after the second claim is generated that the third claim is generated.

      10. Enter a number in the Days After 3rd Claim box. This setting determines the number of days after the third claim is generated that the fourth claim is generated.

      11. Enter a number in the Days After 4th Claim box. This setting determines the number of days after the fourth claim is generated that the fifth claim is generated.

  4. Select SAVE.