Deferring a PO line enables you to save the order for a later time.
The following is an illustration of the deferred PO line workflow that governs how a PO line is handled, from its deferral until it is either reactivated or canceled.
Deferring PO Line Workflow
The following is a detailed description of the steps within this workflow (with the numbers corresponding to the numbers in the diagram):
- The deferral process commences when you select a PO line for deferral. You can defer any PO line except those with the Acquisition method of Approval plan or Purchase at vendor system. PO lines that you want to defer must be at one of the following stages in the purchasing workflow (see Purchasing Workflow):
- PO Lines > Review – PO lines in review, waiting for correction or to be completed.
- PO Lines > Package – PO lines that are complete and ready for packaging.
- PO > Review – PO lines that have been packaged but have not yet been approved. If a PO line is packaged with other PO lines, the deferred PO line is removed from the PO. The PO can still be sent, but only with the remaining PO lines. If the PO line is the only one in the packaged PO, you must delete the PO before you can defer the PO line.
- You defer the PO line by entering a date on which you want to be reminded about the PO line and a reason for the deferral. On the date of deferral, the PO line appears in the deferred PO lines task list.
PO line deferral reasons can be configured by an administrator on the Acquisitions Configuration menu (see Configuring PO Line Deferral Reasons). For details on deferring a PO line, see Deferring PO Lines.If the Deferral reminder date has passed and no action is taken on the deferred PO line, the PO line no longer appears in the deferred PO lines task list. Instead, it remains on the Review Deferred PO Lines page (see step 3).
- After entering the Deferral reminder date and Deferring reason, the PO line moves to the Review Deferred PO Lines page, where it remains until it is either reactivated or canceled (see Reviewing Deferred PO Lines).
- You can perform the following actions on deferred PO lines:
- Edit – Edit any of the fields in the PO line. After editing the PO line, you can either save it or reactivate it. When you save the PO line, it remains on the Review Deferred PO Lines page. If you reactivate the PO line, it is once again normalized and validated. If the PO line passes the normalization and validation phase, it moves to the next step in the purchasing workflow (see Purchasing Workflow). If the PO line is still incomplete, it is sent to the Review PO Lines page until it is corrected. For details on editing a PO line, see Editing Deferred PO Lines.
- Assign to or Release assignment – For more about the Assigned to Me, Unassigned, and Assigned to Others tabs, see Assigned to Me, Unassigned, Assigned to Others Tabs.
- Order now — Process an order for a deferred PO line, which moves the PO line to the purchasing workflow where it is normalized and validated (see step 5) before being packaged(see step b) and sent (see Packaging a Deferred PO Line into a PO).
If you click Order Now, you receive a message (Order Now Letter) after the order is sent for processing. For information on the Order Now Letter, see Configuring Alma Letters.
- Reactivate – Reactivate a PO line, which returns it to the stage of the purchasing workflow that it had reached before deferral. The PO line is normalized and validated (see step 5) before being returned to either Review or Automatic/Manual Packaging (see step 6). For details on reactivating a PO line, see Reactivating Deferred PO Lines.
- Relink – Link the PO line to a different bibliographic record (see Relinking PO Lines).
- Cancel – Cancel a PO line that is no longer required (see Canceling Deferred PO Lines).
- Delete – Delete a PO line from Alma (see Deleting PO Lines).
- When the PO line is reactivated or processed using the Order now option, it moves back into the purchasing workflow (see step 2), where it is normalized and validated.
- Depending on whether the PO line passes the normalization and validation stage, the workflow proceeds as follows:
- If the PO line does not pass the normalization and validation stage, it remains in review until corrected.
- If the PO line passes the normalization and validation process, it moves to the packaging stage in the workflow. It is sent after packaging is complete.