Modifying PO Line Items’ Statuses

After a purchase order has been released and sent to the supplier, you may get a response from the supplier indicating that some titles are not available. You can enter the supplier responses for particular line items and change the line items’ statuses.

If you sent the order via mail, email, or fax, the response regarding your order is sent back to your library. However, if your order was sent via EDI, the supplier’s system automatically generates an acknowledgment file and stores it in a specific directory on their server. The Polaris EDIAgent job checks this directory periodically, captures any order acknowledgments and invoices for the purchase orders your library sent, and stores this data in the EDI table on the library’s server. You can generate the Electronic PO Acknowledgment Report, which gathers data from the EDI table, and record the responses from the report. See Acquisitions Reports.

To modify a purchase order line item's status:

Tip:
If the order was sent via EDI, the order acknowledgment is downloaded and processed in the C:\Polaris Reports\EDIDone directory.

Open the Purchase Order Line Item workform.
Select Tools, Modify Status from the menu bar.

A menu of options appears. For a list of the possible status changes, see Releasing and Transmitting Purchase Orders.

Note:
You cannot modify a status of Pending, Currently Received, Closed or Canceled from the Tools menu.

Select one of the options from the list.

The status of the line item is changed.

Note:
Most fields on the Purchase Order Line Item workform become read-only once the purchase order line item reaches the following statuses: Backordered, Exceptional Condition, Never Published, On Order, Out of Print, Return Requested, or Returned.

To record more information regarding the status change, select View > Instructions to Supplier and type a note in the Non-Public Note box.

Note:
If there is a claim record associated with the line item, the change in status also appears on the Claim workform.