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Princeton University Order Division Documentation

Online demos list

RLIN21 Documentation

Approvals Soup to Nuts Training
  Acquisitions Module
  Faster Method
  PO Defaults
  Approval Vendors

Approval training checklist

Continuations Training
  Check Acq. Record
  Check Cat. Record
  Check In Item
  Add the Piece
  Add continued

Intro to Acq Production Staff
  Buttons & Icons
  Defaults & Prefs.
    Approve Processing
    Item Creation
  Interpreting PO

Intro to Acq Production Staff Handout
  Buttons & Icons
    Line Items
    Approve Processing
    Item Creation
  Interpret PO

Monographic Receipts
  Find Order
  Check Order
  Receive Order
  Finishing Up

Periodicals Check In
  Acquisitions Module
  Periodicals Check-in
  Tips and Hints

Searching and Record Creation
  Creating a PO
  PO Continued
  Line Item Info.
  Finishing Up

Searching and Record Creation Handout
  Line Items Info.

Serials Check-in
  Issues with Components
  Issues continued
  Creating a Component
  Creating Continued

Series Checks in Voyager
  Serial Volume cont.
  Bookset etc.
  Monographic Series
  Monographic Series cont.

Series Checks in Voyager Script
  Bookset Standing Order
  Monographic Series

Acq for Selectors(WPD)
  Monographs and Funds
  Serialsand Mono series   Handouts

Documentation Home

Introduction to Voyager Acquisitions for Production Staff

VI. Interpreting a purchase order record

You may now have lots of buttons on your task bar for various acquisitions records. Look for any button that says purchase order or invoice and close it. Let’s all bring up purchase order no. 90000.

We are looking at the header information. Let’s look at the tabs and see what kind of information is available. Notice that some of the tabs are yellow and some are gray. If you recall when we were looking at the color setup earlier, yellow represents a tab that has information behind it. Gray represents a tab with no information behind it (for example, no notes or no invoice attached to the record)

Header and footer information includes vendor, currency, claims intervals, and the like. Properties shows when the record was created and updated. Vendor history shows any change of . Related invoices displays any invoices attached to the purchase order.  

In the bottom half of your screen, you can see the line item information. If you need to widen a column to see the whole field (for example, the fund field), you can drag and drop the right side of the column to temporarily change the field width. This does not affect the order in any way; when you close this order and reopen it, it will display according to system defaults.  

Note that the button at the top saysQuick line item on. Let’s highlight the line item and click on the Details button at the bottom. This is basically the same information you just saw on the line item.

Now let’s close this display. Click on Save or Cancel. Click on the "Quick line item on" button so that it toggles to "Quick line item off." Now once again, click on "Details." You get an entirely different display, with all the available information for that purchase order. Once again, tabs with any information behind them are yellow.

Let’s just page through the tabs and see what information is available. (Note particularly - copy status tab; Order tab with ellipsis link to the PO); Notes with PO notes and invoice notes, see icons at left)    

Note the toolbar for the new PO has save; save & close ; delete (X) buttons at the top. Approve button will appear after the po is saved.

Vendor code – keep cursor on and it will display vendor name.

Note the quick line item button is on as set in workflows. This means that when I add a line for a bibliographic record, I will see one-screen order entry.

If a fund code exists, you don’t need to use the mouse. You must first select a ledger to use the fund code.

The quick line item on button is a toggle. You can at any time look at the full tabbed details display. You will see different results  clicking on the Details button, depending on whether quick line item is on or off. (Demonstrate) Note the color of the tabs which have information behind them.

If you click on the Order or Payment tabs, you ‘ll see ellipsis by the number, which is a link to the PO or the Invoice. Similarly an ellipsis by the vendor code in the PO header will take you to the vendor record  

Now let’s take a look at the invoice attached to this purchase order.

See how similar the invoice structure is to the purchase order structure. Again, by highlighting the line item and clicking on Details, you can see the same line item detail structure you saw from the purchase order. Notice that the notes field on the invoice has a "piece identifier" in the position of the purchase order note "instruction to vendor"

[Introduction to Acq for Production Staff]  [Buttons & Icons]  [Defaults/Preferences]  [Workflows]  [Approve Processing]  [Item Creation]  [Searching]  [Interpreting PO]