Acquisitions > Add Orderlines Wizard

Add Orderlines Wizard

The Add Orderlines wizard guides you through the process of adding orderlines to an existing order. You cannot use the Add Orderlines wizard to add an orderline to a Recurring order. Recurring orders can only contain one pattern orderline. Although you can modify existing orderlines using this wizard, it is recommended that you use the Modify Order Wizard wizard for this purpose.

To add orderlines

Use the Order Search step to identify an existing order to which you want to add orderlines. See Order Search for more information about the Order Search step.

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If you searched by catalog information and any title matched, a list of titles appears. Select one and click Add Orderlines to continue. If more than one order is linked to the title, a list of orders appears.

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If you searched by order information and any orders match, a list of orders appear. If you searched by Order ID and did not type text to search, all of the orders for a particular fiscal cycle and library appear. Select an order ID in the list and click Add Orderlines.

The Add Orderlines window displays the Order and Orderlines tabs for the order you selected. Status warnings and funding/distribution segment warnings appear above these tabs.

If the Automatically Open Add Orderline When Order is Selected default property was selected, the Item Search window opens over the Add Orderlines window so you can immediately search a title for the new orderline. If you need to review the order information before adding the new orderline, click and drag the Item Search window down or to the side to view the Order Tab: Acquisitions and Orderlines Tab.

In the Item Search, identify an existing title to order and click Order This Title.

You can do one of the following if you are not simply ordering an existing title.

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If the title you want to order is not in the catalog, click the Add Temporary Title Helper, if available, to key a title and call number for ordering.

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Click the SmartPort helper (SmartPort Wizard), if available, to capture a title and call number for ordering via Z39.50.

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If you want to search your library catalog and a vendor’s catalog simultaneously for a title, use the Vendor Information Port (VIP) Helper, if available, to locate a title, add a temporary title record, and/or create an orderline for the title.

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Click Skip Item Lookup if you are not planning to link your orderline to a title, as you may if the order type is SUPPLIES.

On the Orderline tab, accept or change any default values under New Orderline, or type values for the Unit Price, Quantity, and ISBN/ISSN. The Unit Price and Quantity values are required. Use the Parts in Set Gadget to select values for multi-volume materials.

You can select the Sum Distribution Quantities check box to sum distributed quantities and automatically calculate the orderline quantities. The Quantity field is unavailable when you use this option. See the tab topic for more information.

If you start the order, but then decide to use Sum Distribution Quantities, you can use the Recalculate Funding and Orderline Quantities Helper to update the Quantity and Funded Quantity fields from the distributed quantity.

In the Material Type field, you may select an acquisitions material type to be associated with the orderline. Specifying an acquisitions material type is useful when you want to run reports and select orders or orderlines by an item’s material characteristics. The acquisitions material type can also play a role in determining tax handling when the orderline is invoiced later.

For dated orders, the Days in Sub Period and Renewal Date fields appear. Type values for these required fields. See the Orderline Tab: New Orderline topic for more information.

Under Additional Orderline Information, type any special information for this orderline in the Orderline Extended Information fields.

Click Continue to display the Segments tab and add fundings and distributions information for this orderline. Typically, one funding and one distribution segment display for the full quantity of copies ordered. Default Fund ID and Holding Code values are based on your wizard properties.

Add, modify, or delete fundings and distributions using the tools in the Segments tab toolbox. Use the Replace Fundings & Distributions Helper to apply a frequently ordered pattern. See the Segments Tab topic for more information.

If the Use Quantity Matching for Order Maps property is selected, and you had ordered a quantity matching an existing order map, those defaults will display. If you had ordered a quantity matching more than one existing order map, you will be prompted to select from a list of Order Maps.

Note: If you selected Sum Funded Quantities on the Orderline tab, there is no orderline quantity to be used with quantity matching, and Quantity Matching for Order Maps is disabled. You may use the Replace Fundings & Distributions helper to select an order map from a list.

Click Add Orderline to save the changes you have made to the fundings and distributions, and return to the Orderlines tab.

If an unbalanced segments message appears, you are returned to the Segments tab. You must balance the segments to continue. Click Add Orderline when you finish modifying the segments.

You can add more orderlines, and duplicate, display, modify, or delete existing orderlines using the tools in the Segments tab toolbox. See the Segments Tab topic for more information.

After an orderline has been added or modified, you may click one of the following options.

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Finish to mark the order as finished, and set the Date Mailed, Date to Claim, Date to Cancel

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Save Changes to save the order and orderline modifications

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Close to exit the Add Orderlines wizard

Important Considerations When Using this Wizard

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Use the Receive Orders wizard, Add Ordered Items to Catalog wizard, and invoice wizards to complete the order.

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ISXN warnings may appear when creating orders. Correct the ISXN value before continuing. For more information see FAQs: ISBN/ISSN Validation.

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In multilibrary systems that use the Fund Library Authorization policy, a message displays when the holding code library is not authorized in the associated fund cycle. When the message window is closed, the insertion point will be placed in the first fund ID field on the Segments tab that did not pass validation. An invalid fund cycle/holding code pair will not be saved. See FAQs: Understanding Fund Library Authorization for more information.