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Version: 3.1.X

Purchase Orders (PO)

A Purchase Order (PO) is the formal document that the library sends to a supplier or vendor to order one or more items. In ABCD, this isn't just a text document; it's a structured object that links "Approved Suggestions" to a "Provider".

The Purchase Orders section allows you to group these approved items, assign them to a specific supplier, and track the order's status until the materials arrive.

1. The Purchase Order Lifecycle​

  1. Creation: An operator generates a new PO for a specific provider.
  2. Association: Items that passed the Decision phase are selected and added to the PO.
  3. Issuing (Closing): The PO is finalized ("Closed"). It can now be printed or emailed to the vendor. Its status changes to "Pending".
  4. Receiving: When items arrive, they are marked as "Received" against this PO (covered in the Receiving section).

2. Creating a New Order​

Access: Acquisitions > Purchase Order > New

Unlike simple systems where you type items manually, ABCD pulls data from your decision workflow.

  1. Select Provider: Choose the vendor from the dropdown list.
    • Note: The system will only show providers who have items assigned to them in the Decision module. If your provider doesn't appear here, check if you have assigned items to them in the previous step.
  2. Select Items: You will see a list of all "Approved" suggestions linked to this provider. Check the boxes for the items you want to include in this specific order.
  3. Define Header: Fill in the administrative details:
    • PO Number: Can be auto-generated or manual.
    • Budget Code: Assign the fund source for financial tracking.
    • Currency: Define the payment currency.
  4. Generate: Click Generate to create the draft order.

3. Managing and Editing​

Access: Acquisitions > Purchase Order > Show/Update

Until an order is sent, it remains editable.

  • Add/Remove Items: You can modify the quantities or remove items if budget constraints arise.
  • Edit Header: Change dates, budget codes, or notes.
  • Delete: You can delete a draft PO. The items will return to the "Decision" pool, ready to be ordered again later.

4. Closing and Sending​

Access: Acquisitions > Purchase Order > Close (or via the Update menu)

Once the draft is final, you must Close the order.

  • Action: Clicking "Close" locks the order. You can no longer add items to it.
  • Status Change: The order status moves from "Draft" (or Open) to "Pending".
  • Print/Email: After closing, use the Print icon to generate the official PDF or the Email icon to send it directly to the provider's contact address.
Next Step

Once the order is Closed/Sent, it becomes visible in the Receiving module, waiting for the physical arrival of the boxes.