Hello Dee,
At this point (based on 2.4) the prepayment option is strictly
informational. If the box is checked it is indicated on the purchase
order in red.
For your workflow I would suggest creating a dummy fund, maybe using
the vendor name for the fund name, and use that fund to pay for all
items ordered from that vendor. You don't even need to put money into
the fund, just make sure there is no Balance Stop Percentage entered.
When creating the purchase orders use the dummy fund for all line
items and have default prices that staff enter. (The amount entered
into estimated price is the amount that gets entered in the price
field in the copy editor so you may want to have different defaults
for different types of items.) This way the purchase orders can be
activated and the items will appear in the catalogue and can be
received.
For invoicing I would suggest you create one invoice for the vendor at
the beginning of the year and have staff link the purchase orders/line
items to that invoice throughout the year. At the end of the year you
have the option of entering and saving the invoice with the default
prices or going through the invoice and entering the correct amounts
for every item. It all depends on how important having the amounts
accurate are to the library and in this case it sounds like that is
less important to the library than the other acquisitions
functionality. (If you do plan to go through and enter the correct
amounts on the invoice I would recommend allocating the large dollar
amount to the fund either at the beginning or end of the year,
depending on when it is paid to the vendor.)
Through the reporter the library would be able to pull out information
such as how many items were purchased from the vendor.
Hope this is helpful,
Jennifer
--
Jennifer Pringle
Sitka Support
BC Libraries Cooperative
Email:jprin...@sitka.bclibraries.ca
Quoting "Nolan, Delores K" <delores.no...@mnsu.edu>:
I have a couple of questions regarding the "Prepayment" option on
the Evergreen purchase order and some workflow questions in relation
to that.
First of all, does the "prepayment" option currently have any
functionality behind it, or is it strictly informational?
How would other libraries handle the workflow for this scenario?
A library pays a large dollar amount to a vendor annually. The
library orders books monthly from the vendor. The library wants to
be able to keep track of what books they order, but they do not need
to know the individual cost of each book. At the end of the year
they do want to know how many books they ordered from that vendor.
An invoice could be created and paid the beginning of the year for
the annual cost. Selection lists and purchase orders could be
created each month, but it does not seem possible to activate a
purchase order without a price or fund applied to the line item.
Basically the library wants to create the PO and add the bibs to the
catalog so that the order status is available to the public. They
also want to track the receiving and processing of the books. The
annual invoice could be linked to several different purchase orders
throughout the year, correct? Any thoughts on how to handle the
purchase order piece in this situation? How can the library use the
function of the purchase order without adding pricing or funds?
Thanks
Dee
Dee Nolan
User Support and Training Specialist
PALS
A Program of the Minnesota State Colleges and Universities
Minnesota State University, Mankato
3022 Memorial Library
Mankato, MN 56001
Phone 507.389.2000
Fax 507.389.5488
dno...@mnsu.edu<mailto:dno...@mnsu.edu>
