Ability to change Purchase Type / Order Line Type after an item has been ordered
When ordering an item a purchase type must be selected to create a POL. It appears as Order Line Type in the POL after the item has been ordered. It would be nice to have the ability to change the Order Line Type within the POL instead of canceling an order and having to create a new one from scratch. An example would be having the ability of changing the order type Print Book - Standing Order to the order type Print Journal - Subscription within an item's POL.
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Sarah Weeks commented
I don't think we are necessarily talking about changing orders from physical to electronic or vice versa. Per my previous example in the comments thread, we had to recreate hundreds of orders after closing a branch library because those orders needed to move to the main library and we were unable to update the POL owner. As for order type, it is sometimes unclear at the point of purchase whether the items will be considered a "standing order" or not because that decision of whether individual volumes are cataloged separately or together is generally made by the catalogers. Similarly, we might place a firm order for 5 volumes of a series only to realize after they arrive that they should be cataloged on separate bibs. Right now we have to recreate the order as a "standing order" for that situation so that we can have it assigned correctly to all 5 items on 5 separate bibs.
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Thank you for this suggestion to have the ability to change the purchase order line type after an item has been ordered.
Making such a change would cause relational conflicts in the database.
As we are all aware, when an order is created the corresponding inventory is also created. This inventory is "relevant" for the specific order only.
An electronic portfolio is created when an "electronic one time" order is made, and a physical item is created when a "physical one time" order is made. Changing the order type would leave the inventory "suspended" and unable to be attached any longer to the order. The order would likewise be created with no inventory, and two "incomplete" entities would be created (an order with no inventory and inventory with no order).
Perhaps we could approach this from a different angle and first ask why / when does this happen? What are specific circumstances? After identifying the cause of this request perhaps we can come to a different solution.
Thank you. -
James Coates commented
I use the Order Line Type to derive codes to feed to our finance system, but have to check all our continuous subscriptions and manually adjust because many have been running a long time and have changed between print and electronic. So it would be great to be able to change them.
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Anonymous commented
I agree with the comments below!
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Sarah Weeks commented
Yes! And I second John's comment. We had a branch library close and had to close and recreate many subscriptions orders since we could not change them to our main library. And then of course had to get all of the new POL numbers into EBSCO. So much work!
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Tonia Graves commented
This would be very helpful.
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John Dalling commented
It would be useful to change the PO Line Owner (library) as well. It doesn't seem possible to change this once a PO Line is saved / ordered.