Purchase Orders  

Purchase orders should be created before ordering to establish a commitment to the funds needed for purchase. Exceptions are for titles coming on approval or for special collection purchases where agreements have been made to receive first/pay later.

To create a purchase order you will need:

• To verify that Yale does not hold the item or that the item is not coming on approval through one of our approval vendors. Notify patron if held by Yale. Notify MST staff if coming on approval so a hold can be placed on title when received.
• To establish the type of Purchase Order needed.
• A valid Vendor code for the vendor. Complete New Vendor set up if needed
• A bibliographic record to link to the line item in the order. Import record or create as needed. The mfhd should contain location and |x On Order. 
  • Use Suppressed payment records for electronic resources.
• A valid fund and expenditure code. Request expenditure codes from cristal.coleman@yale.edu
• Bill to and Ship to information
• Location code for bibliographic holdings
• Patron request information
• Base currency should always be set to the currency that used in the price quote.
• Informational notes added as needed

Creating your purchase order

Once you have added a bibliographic order record in the Cataloging Module, you are ready to create your purchase order (PO) in the Acquisitions Module.  Many of the steps below can be bypassed with the use of preset preferences. Please remember there may be times when order information will vary from your default settings and they will need to be changed manually.

Here are the steps for creating a purchase order:

• In Voyager Acquisitions Module, select File – New – Purchase Order. Or select Order - New Purchase Order from the List Bar on the left.
• Select Type and Ship To and Bill To locations. Make sure the correct currency is being used.
• Add Vendor Code if known or search for the vendor. Click Save
• Click “Add Line”
• Enter title or ISBN in the Search Box and select your title. Click OK.
• This will launch the Quick Line Item box. Add all appropriate information, including patron request notes. Click Save.
• Now you have a pending PO and pending line item. Repeat these steps to add new line items as needed.
• Select each line item and click approve to check for duplication and approval the order.

The order is now complete.

Link to Purchase Order Creation documentation with screenshot examples