Adding Orderlines

Acquisitions > Add Orderlines Wizard > Adding Orderlines

Adding Orderlines

The Add Orderlines interface opens in the following instances.

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After typing basic order information and clicking Add Order in the add order wizards

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After searching an order and clicking Add Orderlines in the Add Orderlines wizard

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After clicking the Add New Orderline tool on the Orderlines tab

To add orderlines to an order

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 adding an orderline for 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 Orderline Information, or type values for the Unit Price, Quantity, and ISBN/ISSN. The Unit Price and Quantity fields 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 Orderline Tab: New Orderline 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.

For recurring orders, the Unit Price field is not required. Do not select values for the Parts in Set field. See the Add Recurring Order Wizard 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 would display. If you had ordered a quantity matching more than one existing Order Map, you would 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.

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.