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Orders App: Purchase Order/Line Setup
Orders App: Creating and Managing Purchase Records
The Orders App in FOLIO is where you create and manage purchase records for anything the library buys, including books, databases, and streaming videos.
Every purchase must have:
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A Purchase Order (PO)
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At least one Purchase Order Line (POL)
The Orders App connects with Finance (for budget tracking), Organizations (for vendor information), Receiving, and Invoices, allowing your purchase to flow smoothly across all stages from request to payment.
Why It Matters
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When your order records are created correctly, the rest of the workflow benefits:
- Budgets are charged correctly
- Receiving staff can check items in efficiently
- Invoices match with minimal errors
- Spending is traceable for reports and statistics
Orders App Workflow
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Element
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Description
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Instructions
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Overview
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Sets up the PO. Choose vendor, type (one-time, ongoing, package), and PO details.
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Use auto-generated PO numbers or manual entry. Select Order Type and confirm Vendor matches the Organization's App record.
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POL Setup
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Adds lines for what you're ordering. Links to fund, quantity, format, and type.
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Each POL must include Title, Fund Code, Order Format, and Expense Class. Format = Physical, Electronic, or Mixed.
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Templates
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Pre-fills common fields for quick PO creation.
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Save and use templates like
OKS-Ebooks-Ongoing to standardize repetitive order types. |
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Encumbrance
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Reserves funds in Finance once the PO is opened.
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The funds used must be active and within the open fiscal year. Appears in the Finance App as an encumbrance.
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Fund Distribution
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Defines how spending is split across funds.
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Required for multi-fund orders. Add percent or dollar distribution.
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Material Type
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Controls how the item appears in discovery and circulation.
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Set this clearly (Book, Journal, Streaming Media). Required for proper handling in EDS and Inventory.
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Order Format
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Indicates if it’s a print, digital, or combo order.
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Select: Physical, Electronic, or Mixed. This choice impacts downstream workflows like check-in and activation.
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OSU Practices
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Create separate POs for different formats (e.g., print vs digital)
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Use Packages for bundled journal titles or eBook collections
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Never open a PO without checking the Fund Code against GOBI compatibility
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Confirm Item Type and Format to avoid confusion at Receiving or Discovery
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Use consistent naming for templates and POL titles for clarity in future searches
🛠️ Gala’s Hack: Don’t reinvent the wheel. If someone ordered it last year, check their PO before building a new one. Duplicate it, adjust the fiscal year, and keep it moving.
