Create a Purchase Order Manually Within Evergreen

Purchase orders can be created within Evergreen when you don’t have a file of MARC records to upload. There are a couple of methods you can use. You can create a purchase order initially by using the Create Purchase Order option in the Acquisitions menu, or you can create a purchase order when you select a title to add to a purchase order using the View/Place Order option.

1. Go to Acquisitions ⇒ Create Purchase Order
2. Fill in the form. If you do not enter anything in the optional Name field the PO Name will be the PO ID.
3. Click Create. Your blank purchase order will appear.
4. Make note of the PO Name. You will need it to add titles (line items) to your purchase order.
5. Go to Cataloging ⇒ Search the Catalog (New) and search for your first title.
6. From the record summary screen of the title you want to order click on the Other Actions menu and select View/Place Orders.
7. The Lineitems Related to Bib Record screen will appear showing the Record Summary and the line item that will be added to your purchase order.
8. Click on the Add to Purchase Order button.
9. In the input box that appears, enter the PO Name (or start typing the name and select it from the list) and click Apply.
10. The purchase order appears with the line item added to it.
11. Fill in the Estimated Price in the line item.
12. Repeat steps 5-11 to add additional line items to your purchase order.
13. When you have finished adding line items to the purchase order you will need to add the line item details information.

1. Go to Cataloging ⇒ Search the Catalog (New) and search for your first title.
2. From the record summary screen of the title you want to order click on the Other Actions menu and select View/Place Orders.
3. The Lineitems Related to Bib Record screen will appear showing the Record Summary and the line item that will be added to your purchase order.
4. Click on the Create Purchase Order button.
5. Fill in the form. If you do not fill in the optional Name field the PO Name will be the PO ID. Do NOT check off the Import Bibs and Create Copies checkbox.
6. The purchase order is created with the line item added to it. Make note of the PO Name so that you can add additional line items to the PO.
7. Fill in the Estimated Price in the line item.
8. You can continue adding line items using steps 5-11 from the Create Purchase Order Initially section above.

The item details represent the number of copies you are ordering for a particular title (line item).

Details include:

• Branch
• Shelving Location
• Fund
• Call Number
• Barcode
• Circ Modifier
• Collection Code

See Batch Updater of documentation on using the Batch Updater.

See Distribution Formulas for documentation on creating Distribution Formulas. Distribution Formulas are optional.

1. In the purchase order click on the Items(#) link in the line item you want to apply the distribution formula to.
2. Click on Distribution Formulas and select the formula you want from the dropdown.
3. Click the Apply button below the selected formula.
4. A note will appear indicating the distribution formula that was applied.
   • If you want to delete the distribution formula click on the trash can next to the formula note and reload the page.
5. Click the Save Changes button.

See Line Item Items for more documentation on how to add item details to a line item by hand.