Add a Purchase Order Line Item

To add a purchase order line item to an existing purchase order:

Open the Purchase Order workform.

Tip:
Click to display the line items view.

Select View > Line Items from the menu bar.

The Line Items view appears.

Note:
If the purchase order was created with a template that has a default line item, the order has one line item containing a distribution grid (segments), but no bibliographic information. See Create a purchase order with a template or workform.

Do one of the following steps to create or complete the first line item.

If the purchase order was created from a template and has a default line item, double-click the line item to open the Purchase Order Line Item workform.
If the purchase order was created in a blank Purchase Order workform or from a template without a line item, click on the line item toolbar or press CTRL+I.

The Purchase Order Line Item workform appears.

Enter the bibliographic information for the item, using one of the following methods:

Tip:
To preview a bibliographic record and the usage statistics for its linked item records, right-click the record in the Find Tool results list and select Preview. See Creating Selection Lists.

Select an existing bibliographic record from the database -

- If you know the ISBN for the bibliographic record, you can type it in the ISBN box, and press ENTER. The bibliographic information is automatically filled in if one exact match to the ISBN is found in the database.

Important:
The search is based on the ISBN currently in the ISBN box. To search for a new bibliographic record, select (highlight) the existing ISBN and type a new ISBN in the box before clicking Find.

- If you do not know the ISBN, click Find, and use the Find Tool to search for and select an existing bibliographic record. When you select the record in the Find Tool results, the information is automatically filled in. You can enter or search for a 10-digit or 13-digit ISBN. The ISBN comes from the 020 tag or 024 tag with a first indicator of 3. The Other no (other number) field contains the UPC number or other stock number that comes from the 024, 028, or 037 tags in the bibliographic record.

Note:
If you add a bibliographic record to a purchase order line item by searching by anything other than ISBN or UPC, and the bibliographic record has multiple ISBNs or UPCs, the most-recently added number will be used. However, if you search by a specific ISBN or UPC, that number will be used in the purchase order line item, whether or not it is the most recently added number. This ensures that the correct format of the title is ordered. (The import profile must be set to retain the ISBN or UPC from the most recent record so that it appears in the top of the list. See Acquisitions Bibs Import Profile.)

Search an external database using Z39.50 - If the title is not found in your local Polaris database, click Find, enter the title information on the General tab of the Find Tool, and select the remote databases on the Databases tab. When you select a bibliographic record in the search results, it is saved in the database, so you must have the Acquisitions permission Create a bib record from acquisitions and serials and the Cataloging permission Bibliographic records: Create. For more information, see Searching Remote Databases.
Search for a record using Polaris Titles to Go - See Using Polaris Titles to Go.
Create a new bibliographic record from Acquisitions - Type the bibliographic information in the appropriate fields in the Description frame. If the title begins with an article (the, a, an), type the title without the initial article.

Tip:
If you do not select a template, the brief bibliographic record that is created will be coded as a book.

To use a bibliographic template that already has MARC tags defined, select a template in the Template box. This is especially useful for creating bibliographic records for non-print material. The bibliographic record that is created when you use a template has the information from the template, such as the 008, 245 $h, and the 006/007 tags, as well as the information you entered in the purchase order line item. It also has an encoding level of 5 (partial or preliminary). You can identify all the preliminary bibliographic records created in Acquisitions using the Preliminary Bibliographic Records report. See Acquisitions Reports.

Note:
See Example - Bib Record Created from a PO Line Item.

Important:
You must create a bibliographic template in Cataloging with a name that begins with on-order for the template to display in the Purchase Order Line Item and Invoice Line Item workforms. See Creating On-Order Bibliographic Templates.

Tip:
Brief bibliographic records created from Acquisitions automatically display in the PAC if the Acquisitions profile Display in PAC: Brief bibliographic records created in Acquisitions is set to Yes in Polaris Administration.

To display the on-order item in the public access catalog, select Display in PAC.
Select the Alert checkbox if the materials need to be processed quickly or require special processing.

Note:
When the Alert box is checked, an alert icon appears next to the line item in the Line Items view of the Purchase Order, and in the Find Tool results list.

Select the material type in the Material type box if it is not already there.

Note:
The material type is copied to the line item if the purchase order was created using a template with a default line item that contains a material type.

Type a unit price in the Unit price box if a price is not already there.
If the discount information is not already entered from the purchase order header, enter it using the rate or the discount price:

Tip:
You can enter digits up to four places beyond the decimal point for the discount rate. For example, 33.3333.

To calculate the discount price automatically, type the rate in the Discount rate % box if it is not already there. The rate is applied to the unit price and the discounted price appears in the Discount price box.
To enter a specific discount price, type it in the Discount price box. The discount rate (percentage) is calculated and appears in the Discount rate % box.

If the distribution grid does not contain data, add all the segments for this title according to the instructions in Add purchase order line item segments.
To add supplier instructions for the line item, follow the steps in Add supplier instructions for a purchase order line item.
Select File > Save .

Note:
If there are duplicate line items with the same ISBN (or bibliographic ID if no ISBN is present), destination, and collection on other purchase orders, a message appears with a list of the purchase orders that contain the duplicates. Select Yes to continue or No to return to the Purchase Order Line Item workform.

Add more line items using one of the methods below, depending on the information you want to copy from the existing purchase order line item.

Copy the segments, but not the bibliographic data - Press CTRL+N or click on the Purchase Order Line Item workform. The material type is also copied to the new line item if the profile Retain Material type when copying line item segment data is set to Yes in Polaris Administration. See Retain material type in copied line items.
Copy the segments and the bibliographic data - Select File > New or click the down arrow next to the new icon, and select Copy workform.
Create a new blank purchase order line item - Select File > New or click the down arrow next to the new button, and select Clear workform.

Tip:
If you have used a template to create the purchase order, the segment data from the template (not from the previous line item) is used to create the next line item if you select Clear workform.

Create a new purchase order line item using all the default data from the template - Close the Purchase Order Line Item workform and go to view 2 of the Purchase Order workform. Press CTRL+I or click New above the line items list. All the default line item data from the purchase order template is used to create the new purchase order line item. You can continue to add default line items from the template as long as the Purchase Order workform is open. If you close the purchase order and reopen it, the data from the template is not used.