Building Blocks of Acquisitions Processes Session 4: Orders November 27, 2018

Acquisitions Workflow: Contains Three Basic Workflows • The Purchasing workflow governs the way a purchase order line (PO Line) is handled from the point of its creation to the point at which it awaits receipt or activation. • In the Receiving workflow, physical material that was ordered from a vendor is received. If the PO line is for electronic material, it proceeds to the activation workflow. • The Invoicing workflow governs the way an invoice is handled from the point of its creation to the point at which the invoice is closed. Source: Acquisitions Conceptual Background (New UI)

The Purchasing Workflow

Ordering Prerequisites and Vocabulary Set up Acquisitions Infrastructure Ledgers and Funds Vendors User Role(s) Purchasing Manager Purchasing Operator Purchase Order Line (POL) Associated with the item being ordered Purchase Order (PO) A package of POLs Contains one or more Purchase Order Lines Automatically bundled and sent to Vendor, or not

The purchasing workflow begins with the creation of a PO Line, which is in turn based on a bibliographic record. The bibliographic record can come from Load from Vendor file (EOD, EDI) IZ: an additional or replacement copy, e.g. NZ: someone else in SUNY owns this item and there is a BIB in the NZ OCLC Create a brief bib When a PO Line is created The Vendor/Supplier is identified The Fund is identified Monies are encumbered

Resources and Further Information Acquisitions Conceptual Background (ExLibris) Video Handout Purchasing Workflows (ExLibris) Alma FAQs: Acquisitions/Orders (ExLibris) Presentations and Documents – Acquisitions (ExLibris) Extended Training Metadata Standards and Policies Working Group (SUNY) Library Technical Service Procedures (University of Rhode Island)