Acquisitions > Receive Orders Wizard

Receive Orders Wizard

The Receive Orders wizard guides you through the process of receiving an existing order. The wizard uses the same multiple search options as are used in Display an Order. The Receive Orders wizard provides two interfaces for receiving orders: Receive Orders (Tree) and Receive Orderlines (Single Orderline).

The following procedure describes receiving orders with multiple orderlines using the Receive Order interface. For a description of the Receive Orderlines interface, go to Receiving Orders Using the Receive Orderline Interface.

To receive orders

In the Order Search window, identify the order you want to receive. (See Order Search for information about the Order Search window.

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If you searched by catalog information and any title matched, a list of titles appears. Select one and click Receive Orders 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. To display all cycles of any order, select an order in the list and click Display All Cycles.

Note: Only unreceived orderlines for the selected title will appear in the Orders list. If all orderlines for the title have been received, all orderlines will appear, but the Receive Order button will be unavailable.

To receive an order in the list, select an order ID and click Receive Orders.

If a list of orders for this title appears, select the order, and click Receive Order to use the Receive Order tree. You also have the option to click Receive Orderline to receive single orderlines. (To receive single orderlines, go to Receiving Orders Using the Receive Orderline Interface.)

For information on moving about the Receive Order tree, see About the Receive Orders Window.

Click Receive Order, and the Receive Order tree displays the order and its associated orderlines. As you select the order or orderlines in the Receive Order tree, the order and orderline information appears dynamically in the order information pane.

When you select the order node, the order information pane displays order summary information. The Order Extended Information Tool is available for you to add or modify order extended information as needed.

When you select any of the orderline nodes, the order information pane dynamically displays orderline information, including quantity ordered, quantity received, vendor extended price, and distribution information. The Orderline Extended Information Tool is available for you to add or modify orderline extended information as needed. Use the Display Bibliographic Description Helper to view the orderline’s bibliographic information.

In the Receive Order tree, select the check box next to the order node to mark the order and all orderlines for receipt. Or, you can mark individual orderlines for receipt by selecting the check boxes next to each orderline. Click Receive Selected Orderlines, and the order information pane will display the order/orderline receipt information.

When receiving individual orderlines, you also have the option to type the Quantity Receiving, if different from the number of Quantity Expected. If you type more copies received than expected, the wizard will alert you that too many copies are being received. Use the Modify This Orderline helper to modify the expected quantity or change funding/distribution information as required.

If you are partially receiving an orderline, and the Auto Distribute Partially Received Orderlines behavior is not selected in the wizard properties, you will be prompted to distribute the partial receipt. Click OK, and type the Quantity Receiving for selected distributions.

After receiving an order/orderlines, you can click one of the following options.

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Receive Selected Orderlines after selecting more orderlines to receive

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Receive Another to receive more orderlines for the current packing list

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New Packing List to receive orderlines for a new packing list

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Close to exit the Receive Orders wizard

Important Considerations When Using this Wizard

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If a title being received has holds, a message displays and shows the number of title level holds.

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Acquisitions workslips may print when an orderline is received, or multiple orderlines are received in the receive tree. Use the Workslip Printing property in the wizard properties to determine when a workslip will print, such as when a received orderline has one or more holds, or the received order contains extended information to print on the workslip.

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For recurring orders, it is possible to roll over the order to the new fiscal cycle before receiving it. Type a new fiscal cycle in the Fiscal field. For more information, see “Rolling Over Recurring Orders” in FAQs: Adding Recurring Orders.

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In recurring orders, if a split funding segment in an amount split multifunding segment contains a zero amount, the “has amount split funding segments with amount 0, please review funding segments“ message displays if the Warn When Receiving an Orderline Which Has Amount Split Funding Segments with Amount 0 wizard property is selected. The message contains the order ID, orderline number, fiscal cycle, and acquisitions maintenance library so the user can quickly find the split multifunding segment to correct.