Bulk Add Records to a Purchase Order

Leap allows you to add bibliographic records, created from a vendor's MARC records, in bulk to a new or an existing purchase order. This topic covers the following:

• Bulk Add Bibliographic Records to a New Purchase Order

• Bulk Add Bibliographic Records to an Existing Purchase Order

Before importing MARC records from a vendor for the first time, check the following settings in the Polaris system administration (staff client) Administration > Explorer > System > Parameters > Acquisitions / Serials:

• To automatically populate the purchase order number, set Generate Purchase Order Number to Yes.

• To require users to enter more data in the Line Default Data fields, set Bulk add to PO: Replace invalid fields with default data to Yes.

Bulk Add Bibliographic Records to a New Purchase Order

To bulk add bibliographic records to a new purchase order

1. Create or find a bibliographic record set.
   

2. Open the Bibliographic Record Set workform.

3. Select ACTIONS > Bulk Add to New PO.

   

   The Add to New Purchase Order dialog opens.

   

4. Enter information in all of the Header fields. If you want to search for the purchase order after Leap creates it, note the purchase order number for later. Keep in mind the following:

   1. Leap automatically enters the purchase order number when Generate Purchase Order Number is set to Yes in the Polaris system administration (staff client).

   2. Leap automatically enters the following information:

      • Owner - defaults to the branch you are logged in on or the first branch you have permissions for

      • Type - defaults to Firm

      • Method - defaults to Purchase

   3. (Optional) When you are changing Type and Method, keep in mind the following combinations of order types, payment methods, and fund types that you can use in Leap:

      Order Type	Payment Method	Available Fund Types
      Firm Subscription Standing Order	Purchase	Regular Donation
      Firm Subscription Standing Order	Depository Agreement	Deposit Account
      Subscription Standing Order	Free	None
      Gift	Free	None
      Donation	Purchase	Donation

   4. You must enter Supplier using the Find Tool.

5. Enter information in the Line Default Data fields.

   If your library administrator has set Bulk add to PO: Replace invalid fields with default data to Yes, you can edit the fields below. If it is set to No, you can edit only the fields marked with an asterisk (*).

   • Material type *

   • Quantity

   • Destination

   • List price

   • Collection

   • Discount *

   • Fund

6. Select CONTINUE.

   Leap displays a message when the purchase order is created.

   Leap saves a Bulk Add text report on the server, and a link to the report appears in the browser downloads.

   

7. (Optional) If you want to open the purchase order, use the Find Tool to search for it by number.

Bulk Add Bibliographic Records to an Existing Purchase Order

To bulk add bibliographic records to an existing purchase order

1. Create or find a bibliographic record set.
   

2. Open the Bibliographic Record Set workform.

3. Select ACTIONS > Bulk Add to Existing PO.
   

   The purchase order Find Tool opens.

4. Search for the purchase order you want to use, select it from the search results, and select OPEN. If you want to search for the purchase order after Leap adds record to it, note the purchase order number for later.

   The Add to Existing Purchase Order dialog opens.
   
   

   The Header fields are filled automatically.

5. Enter information in the Line Default Data fields.

   If your library administrator has set Bulk add to PO: Replace invalid fields with default data to Yes, you can edit the fields below. If it is set to No, you can edit only the fields marked with an asterisk (*).

   • Material type *

   • Quantity

   • Destination

   • List price

   • Collection

   • Discount *

   • Fund

6. Select CONTINUE.
   

   Leap displays a message when the purchase order is created.

   A link to the Bulk Add text report appears in the browser downloads.

   

7. (Optional) If you want to open the purchase order, use the Find Tool to search for it by number.