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    Approving and Sending POs

    Translatable
    To approve and send POs, you must have the following role:
    • Purchasing Manager
    After PO lines are packaged into a PO and the PO is reviewed and saved using Save and Continue (Packaging PO Lines into a PO), if the approval rules pre-configured by Ex Libris require manual approval for POs, the PO is sent for approval. You approve or reject POs on the Approve Orders page (Acquisitions > Purchase Order > Approve).
    Approve Orders Page
    You can also view this page by clicking the task Orders - approval in the Tasks List in the persistent menu (see Tasks in the Task ListTasks in the Task List) .
    The Approve Orders page displays the following columns for each PO:
    • Order #
    • Status
    • Date - The date on which the PO received its status.
    • Vendor
    • Organization unit
    • Total price
    • # of lines
    To manually approve and send POs:
    1. Optionally view information for a PO, select Actions > View in the row actions list. The PO Summary page appears with information on the PO. The fields on this page cannot be edited. To edit the PO, select Actions > Edit in the row actions list for a PO to open the PO Summary page and modify the following information:
      • Additional vendor, billing, and shipping information
        The available shipping methods are configured by a code table. See Configuring Shipping Methods.
      • A list of each PO line included in the PO
      • Attachments to the PO
      • Notes for the PO
    2. On the Approve Orders page, select each PO that you want to approve and send and select Approve and Send. You can approve and send individual POs by selecting Actions > Approve and Send in the row actions list for a specific PO.
    The approved POs are sent to the relevant vendors as attachments to an email (Order List Letter). For information on the Order List Letter, see Configuring Alma Letters. You can view the attachment from the Attachment tab of the PO and the vendor.
    After sending a PO line, the expected activation date of the related resource is updated to the expected activation date of the PO line.

    Resending POs

    For PO lines that have not been canceled and whose Acquisition method is Purchase, you can resend the PO to the vendor by clicking Resend Order for the sent PO. This option is useful when the order was successfully sent by Alma, but due to technical reasons on the vendor's side was not properly received or was lost.
    If the Alma could not send an order, the order appears in the Orders in Review page with an alert. To resend the order, edit the order and click Save and Continue. See Reviewing POs.
    For more information on resending a PO, see the Resend a Purchase Order video (1:50 mins).

    Deleting POs

    To delete a PO, select Actions > Delete PO in the row actions list and click Confirm in the confirmation pop-up window.
    For instances of when you would want to delete a PO, see Deleting POs.
    You can also delete a PO from the main menu by selecting Acquisitions > Purchase Order > Delete PO.