Create PO automatically from Instance

Owned by Dennis Bridges
Last updated: May 10, 2022
5 min read

JIRA issue:  UXPROD-961 - Getting issue details... STATUS

Data required to create PO

PO level

  • Vendor
  • Order type

POL level

  • Bibliographic data will follow what connecting instance to POL currently populates in POL
  • Acquisition method
  • Order format
  • Price
  • Quantity
  • Material type (Depending)
  • Location (Depending)
  • Location quantity (Depending)


Use Cases & Requirements:

Legend
Scope may require separate feature
RequirementStatusUse cases
Allow user to start the creation of a new order from inventory app. Restrict use of find-instance-plugin for this workflow. Also prevent users from editing fields populated with instance data, so they can not sever the instance connection during workflow.

VERIFIED

  • User will "Check" in inventory to see if there is an instance already. In some cases the instance lookup does not show enough information to allow the user to identify the correct instance.
  • For e-journal often there will already be a record because we have access but not necessarily a subscription.
  • Workflow begins with loading a record from OCLC. User then has to copy the HRID and move to orders and search again for the same record.
Allow user to "Add titles to package POL" from inventory

VERIFIED

When adding titles to a package POL we also start in inventory as we have the same problem identifying instances
Allow user to add POL to open order

VERIFIED

With memberships and other mini bundles it would be ideal to be able to add POLs while the order is in the Open state
When creating order from inventory user should be taken back to Inventory app search after clicking "Save and open purchase order". User should be taken to PO view when clicking "Save and close"

VERIFIED

  • User is creating multiple orders at a time
  • Broke up a large order deal and needed to create many individual orders to replace it
  • Selector provides multiple titles that they want to acquire
  • User creates one order at a time if at all possible. Needing to go back to an order and review it is time consuming (Transition cost) so generally user would create and open order before moving to the next title
When starting from inventory the order creation workflow should allow users to fill/edit any desired fields

VERIFIED

There will be orders for which we want to add specific notes after order creation


Workflow required to create PO from Instance

Unrefined workflow

Click "New Order" action in Instance action menu

User arrives at purchase order create form with the following fields populated

  • None
  • Potentially the Template name says "Create from instance" or the instance name Eg. Global Africa. Do NOT use template in this process as user will need template in combination with instance information.
    • If template included title info the source instance would override that info. Most important thing is that the POL is ultimately linked to the instance we came from.

 

User completes required PO fields and saves PO

Order is created as pending

User DOES NOT need to click Add POL. The create POL form is opened automatically after user clicks save and close Purchase order.

  • Bibliographic data will follow what connecting instance to POL currently populates in POL. 

Save and close to dismiss edit for and the purchase order line is displayed in the third pane view

NOTE IF user decides to add additional POLs to this PO. The title information would be populate according to the Template as usual, if it contains title information.


Refined workflow proposal

User must have create order permissions to see action

User clicks "New Order" action in Instance action menu

User is shown "Create order" modal and is able to choose an existing order

If no PO number selected the user is shown the create PO form

 

User clicks "Add POL" instead of "Save and close" because they are taken directly to the create POL form

After clicking "Save and close" the user arrives in the Orders app viewing the PO

After clicking "Save and open purchase order" the user arrives back in Inventory app

Multi line order

User must have create order permissions to see action

User must select one or more instance records

User clicks "New Order" action in result list action menu

User is shown "Create order" modal and is able to choose an existing order

If no PO number selected the user is shown the create PO form

User clicks "Add POL" instead of "Save and close" because they are taken directly to the create POL form

Instance details have been populated

User can click "Next" instead of "Save and close" until all selected instances have been added to Order lines

When completing final order line the user can save and close as desired

After Saving the user arrives back in Inventory app

Add titles to package from inventory

User can select inventory titles in the search result list

User click add title in the result list action menu

User choose package POL to add titles too and clicks "Add"

Questions:

Question

Status

Conclusion

Comments

Does user need to add price and quantity at this time? 

OPEN



Is there a use case for multi-lines orders?


How would price and quantity be  added for multi-line. Choose template, price and quantity for each line?