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4.3. Purchase Order Line Items
Last Updated 11/13/2023
Line item statuses
The purchase orders interface keeps track of various statuses that your line items might be in. This section lists some of the statuses you might see when looking at purchase orders.
Canceled and Delayed Items
In the purchase order interface, you can easily differentiate between canceled and delayed items. Each label begins with Canceled or Delayed. To view the list, navigate to Acquisitions Administration in the Administration menu, and select Cancel Reasons from the Acquisitions Admin splash page. When you manually cancel an item, you can select the cancellation reason.
The cancel/delay reason label is displayed as the line item status in the list of line items or as the copy status in the list of copies. Cancel/delay reasons also appear on the worksheet and the printable purchase order.
Cancelling Delayed Items
You can mark a line item as delayed, and if later, the order cannot be filled, you can change the line item’s status to canceled. When delayed line items are canceled, the encumbrances are deleted.
When all the copies of a line item are canceled through the Acquisitions interface, the parent lineitem is also canceled. The cancel reason will be calculated based on the settings of:
- The cancel reason for the last copy to be canceled if the cancel reason’s Keep Debits setting is true.
- The cancel reason for any other copy on the line item if the cancel reason’s Keep Debits setting is true.
- The cancel reason for the last copy to be canceled if no copies on the line item have a cancel reason where Keep Debits is true.
Paid PO Line Items
Purchase Order line items are marked as "Paid" in red text when all non-cancelled copies on the line item have been invoiced.
Display a Count of Existing Copies on Selection List and Purchase Order Line Items
When displaying Acquisitions line items within the Selection List and Purchase Order interfaces, Evergreen displays a count of existing catalog copies on the line item. The count of existing catalog copies refers to the number of copies owned at the ordering agency and/or the ordering agency’s child organization units.
The counts display for line items that have a direct link to a catalog record. Generally, this includes line items created as "on order" based on an existing catalog record and line items where "Load Bibs and Items" has been applied.
The count of existing copies does not include copies that are in either a Lost or a Missing status.
The existing copy count displays in the link "bar" located below the Order Identifier within the line item.
If no existing copies are found, a "0" (zero) will display in plain text.
If the existing copy count is greater than zero, then the count will display in bold and red on the line item.