Workflow: Blanket Orders
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Workflow: Blanket Orders

Selecting Your Items
Placing Your Order
Creating Invoices
Cataloguing Your Items

Note

This workflow should be followed by libraries that want to track money spent on Blanket Orders. This workflow The work flow supported by this development assumes staff does not need to track the individual contents of the order, only the amounts encumbered and invoiced in bulk.

Blanket orders allow staff to invoice an encumbered amount multiple times, paying off the charge over a period of time.

Selecting Your Items

  1. Items selected based on Blanket/Standing Order criteria

    1. Selection is not completed in Sitka’s Evergreen

Placing Your Order

  1. Click Acquisitions → Create Purchase Order
  2. Choose the Ordering Agency.
  3. Enter a Purchase Order Name.
  4. Enter the Provider code.
  5. Click Save.
  6. Click New Charge.
  7. Choose Blanket Order from the Charge Type drop down menu.
  8. Choose a Fund from the Fund drop down menu.
  9. Enter the Estimated Cost for the blanket order.
  10. Click Save New Charges

  11. Click Activate Order

    1. Refer to the section called “Activate a Purchase Order” for details.

Creating Invoices

Invoice

  1. Click Acquisitions → Purchase Orders
  2. Search for your Purchase Order (by name, by open etc)

  3. From the purchase order screen, you can either Create Invoice or Link Invoice

    images/administration/blanketorder.png

Create Invoice

  1. Click Create Invoice
  2. Enter the Invoice information. Refer to the section called “Invoice details” for details.

  3. Enter the amount billed into the Billed field.

    1. The Paid field will auto-fill to match.
  4. Enter an optional Title / Description.
  5. Click Save.
  6. Click Close to close the invoice.

Link Invoice

  1. Click Link Invoice
  2. Enter the Invoice #
  3. Enter the Provider

  4. Click Link.

    images/administration/blanketorder1.png

  5. Enter the amount billed into the Billed field.

    1. The Paid field will auto-fill to match.
  6. Enter an optional Title / Description.
  7. Click Save.

  8. Click Close to close the invoice.

    images/administration/blanketorder2.png

Final Invoice

  1. Check the Final Invoice for Blanket Order checkbox.

    images/administration/blanketorder3.png

  2. Enter the amount billed into the Billed field.

    1. The Paid field will auto-fill to match.
    2. The Fund will auto-populate with the Fund used on the Purchase Order.
  3. Enter an optional Title / Description.
  4. Click Save.

  5. Click Close to close the invoice.

    1. The Purchase Order will be marked as received and any remaining encumbrances set to $0.00.

      images/administration/blanketorder4.png

Cataloguing Your Items

  1. Add bibliographic records to the catalogue for your items.

    1. Refer to Adding Individual Records

  2. Add holdings to the bibliographic records.

    1. Refer to Adding Holdings

  3. Process items.

    1. As per your libraries processing specifications.

  4. Check in items.

    1. Items are now ready to circulate.
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