Approvals: Creating a returns purchase order

• Having already created a multi-line purchase order for titles being kept, create the second order using the New  Purchase Order icon.
  
  
  • IMMEDIATELY change the purchase order number to match the purchase order number for the rest of the books on the invoice, preceded by “R”. For example, if the books being kept are on purchase order no. 45678, then the returns purchase order for the same invoice should be R45678. Be sure that all the fields in the header match those in the original approval order.
    
    
  • Alternatively, you may create a new order by copying the first one(Order>Copy order).Be sure to change to the order number as described above.

    If there are already lines attached to the original purchase order when you copy it, be sure to delete them from the returns purchase order. The returns purchase order should have only items being returned on it.

• Add lines as necessary, including appropriate prices and locations.  If the book is being returned because it is a duplicate, be sure it is linked to the holdings for the existing copy.  If the book is rejected, but we do not already have another copy, you will have to create a brief catalog record for it, and suppress it from the OPAC  (go to the System tab on the bibliographic record  and click on Suppress from OPAC.) Similarly, if we have a US ed and are returning a UK ed, for example, you must create a brief suppressed catalog record for the item.  If you are creating a new bibliographic record for an item being returned, create a brief mfhd with the default location for the plan, and with 852 |xApproval copy returned.
  
  
• Put the reason for the return in the line item note on the purchase order. For example, “previously received on Micawber approval, returned.”
  
  
• Approve the purchase order, being careful to uncheck Print purchase order, and check Receive on Approve.
  
  
• Put returns along with invoice at designated spot in Invoice Unit.  Be sure that both the original purchase order number and the Returns purchase order number are written on the invoice.