Daily Print Firm Order Processing (LTS Procedure #78)-FOLIO

 A. In Cyberduck, download marc files of print orders submitted through Oasis Ally and POOF previous work day.

1. Double click each file to download. Files get sent to your download folder.
2. Use MarcEdit to update order marc record (vendor code, location, fund etc.) as needed.
3. Compile file into marc and rename.

B. Use Lehigh App to create PO in FOLIO. https://folio-order-import-dev.aws-ecs.library.cornell.edu/order-import-poc/import  (when you remote, use https://folio-order-import-dev.aws-ecs.internal.library.cornell.edu/order-import-poc/import)

1. Choose a file and send request, wait for results (PO, POL, Title, number of holdings, HRID number, ISBN number, series title, selector’s notes for LTS) Carefully review results.
2. If there is a series title, search in Inventory app to verify it is not a part of on-going orders.
3. If more than one holding in results, click the title to go to the inventory app. Verify it is not a duplicate order. Unless selector instructed as intentional duplicate.
4. Write down PO and number of PO Lines in memo pad as your record.

NOTES: Lehigh app gives you an error message without any results if there is no sufficient fund. Search new PO in Orders app, and you will find pending PO created by Lehigh app. This pending PO can be deleted. 

C. Do a compound search in Orders App for current day’s firm orders created by Lehigh App then create CSV file for EDI vendors.   

1. Compare the information for each PO number displayed in FOLIO search result and PO number in your note pad.
2. Non-EDIFACT vendors, create CSV file in Orders App. Click action button on right hand corner of middle pane, and select Export results (CSV).
3. When you click Export results (CSV), Export settings window pops up. We need PO number from PO field. POLine number, Title, Publisher, Product ID (ISBN), Rush, Physical unit price, Quantity physical, Currency, Fund code & Location from POL fields to export. Click Export once selection is done.

4. Alternatively, you can print order in PDF format. Click action in right hand corner of right pane, select Print order. Save as PDF and use PO number for the file name.

D. Examine CSV files and cleanup unwanted information and save. Send PO by an email to each vendor with CSV file as attachment. For printed PO, send by an email to each vendor with PDF as attachment.

NOTES: Some vendors send us order confirmation/acknowledgement and they should be filed in each vendor’s folder of print mailbox for our record.

E. Send CouttsUK and Harrass-e PO numbers via EDIFACT

1.  Go to action, select 'Unopen'.
2.  Go to action, edit then check re-encumber box and save & close.
3.  Select each PO Line. Action edit.
4.  In PO line details, check 'Automatic export' box.
5.  In vendor, enter notes in 'Instructions to vendor' filed if needed. (notes example: This ed, v.1 only, intentional duplicate)
6.  Repeat step 4-5 on all PO lines.
7.  Go back to PO and action, select 'Open'.
8.  EDIFACT vendor PO gets sent automatically at 5:00 PM.