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

2. 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)

3. The Purchasing Workflow

4. 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

5. 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

6. 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)