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Search and filter purchase requests

View all purchase requests

  1. On the left navigation, click Purchase Requests > Request Items.
  2. Click Search. All purchase requests appear.
    • Results are sorted alphabetically by name.
    • To change the sort order, click any column heading.
    • To customize the column headings that appear, see Show/hide columns. By default, not all column headings are visible.
  3. Click the Title to view or edit the purchase request. For details, see View and edit purchase requests.

Search purchase requests

Use the search box to search purchase requests

  1. On the left navigation, click Purchase Requests.
  2. Select a purchase request screen.
    • Request Items - Displays all purchase requests, including ones rejected for purchase
    • Pending Requests - Displays purchase requests that have a Review Status of "Pending" and have not yet been reviewed by anyone
    • Approved Requests - Displays purchase requests that have been approved but have not yet been placed on order
       Note: To find approved requests placed on an order, search your order items.
  3. From the drop-down list, select an index to search and type the search term in the box.
  4. Click Search or press <Enter>.

Show/hide columns

You can choose the columns that appear.

  1. Click the gray gear button (Gray gear button) above the right-most column.
  2. In the Show Columns window, select or deselect the columns you want to show or hide.
  3. Close the Show Columns window by clicking anywhere outside it.

Available purchase request columns

Purchase request columns - Table
column description
Date Needed Click the item's title to view or edit the purchase request details.
Date Requested Date the item was requested.
Notes Any notes about the purchase request.
  • Click the Add Note button (Add Note button) to add a new note.
  • Click the Add/Edit Note button (Add/Edit Note button) to add or edit notes.
Order Status
status description
Cancellation Requested Purchase request has been requested to be canceled
Cancelled Purchase request has been canceled
Not Cancelled Purchase request not yet canceled
Not On Order Purchase request not yet on order
Open Purchase request not ordered
Ordered Purchase request ordered.
Place Patron Hold

Whether the item has a patron hold placed or not.

For the Place Patron Hold feature to function properly, a Location Policy for all holding locations is required. Please see Location Policy, Place Patron Hold for more information.

Request Source The source of the purchase request (e.g., Staff).
Requestor The person who requested the item.
Review Status
Status description
Approved Purchase request has been approved.
Pending Purchase request is being reviewed.
Rejected Purchase request has been rejected.
Reviewer The person assigned to review the purchase request.
Title Click the item's title to view or edit the purchase request details.

Filter purchase requests

Purchase requests can be filtered using the filters at the top of the page.

  1. Click one of the filter names below.
  2. Select the values you want to apply. You can select one or more. When more than one value is selected, the system searches for any of the selected values.
  3. Click Apply. Once the filter is applied, you can hover over the filter name to view the selected values.
  4. (Optional) To remove the filter, click Reset.

Show/hide filters

You can choose the filters that appear. All filters appear, by default. Selected filters have a check mark next to their name.

  1. Click Filters (at the top right of the screen).
  2. To select or deselect a filter, click on the filter name.
  3. (Optional) You can search through the list of filters by entering a keyword in the search box.

Available purchase request filters

Purchase request filters - Table
filter description
Acquisitions Type
type Description
One-Time A one-time order.
Subscription An order for an item that is published in an ongoing manner (no end date) but is typically purchased by period. Usually requires renewal by the purchaser at the end of the period.
Budget Period The budget period of the fund assigned to the item. All budget periods (past, present, and future) are options.
Claims Number of times the item has been claimed.
Copies Not Received Number of copies not received.
Date Created Date the item was added to the order.
Date Needed  
Date Requested  
Display for Discovery
option description
Display On-Order Items When the order is placed, all order items will appear in Discovery with a status of On Order.
Do Not Display On-Order Items When the order is placed, no order items will appear in Discovery.
End Date The date the subscription ends.
Invoice Status
status description
Open Invoice not paid
Paid Invoice paid
Ready for Payment Invoice ready for payment
Last Claimed Date the item was last claimed.
Material Type The item's material type, as determined in the master record. You can search for material types by entering a keyword into the search box.
Order Status
status description
Cancellation Requested Purchase request has been requested to be canceled
Cancelled Purchase request has been canceled
Not Cancelled Purchase request not yet canceled
Not On Order Purchase request not yet on order
Open Purchase request not ordered
Ordered Purchase request ordered.
Order Type
type description
Approval Plan List of items received as part of an agreement with supplier to send items based on a profile. The library retains the right to return items not needed.
Blanket Order List of items received as part of an agreement with a supplier to send items based on a profile. Vendors do not allow the return of items.
DDA Plan List of items received as part of an agreement with supplier to trigger purchase of online materials based on patron usage.
Gift/Donation List List of items received from a specific person or organization for free or at little cost to the library.
Legal Deposit List List of items received as part of an arrangement with a governmental entity to keep some or all of its publications at the library.
Purchase Order List of items created by library to be submitted to supplier.
Standing Order List of items received as part of an agreement with supplier to send items belonging to a series or specific publication.
Place Date Date the purchase request was placed.
Place Patron Hold Whether the item has a patron hold placed or not.
Processing Type
type description
Electronic Product A nonphysical, electronic title. May be a single item or a multi-part item. May be issued in parts indefinitely.
Monograph Monographs where only one barcode is applied.
Serial Print serials and multi-part monographs where multiple barcodes are applied.
Purchase Status
status description
Invoiced Item is invoiced
Not Invoiced Item is not invoiced
Paid Item is paid
Partially Invoiced Item is partially invoiced
Partially Paid Item is partially paid
Receipt Status
status description
Not Received Copies have not been received
Not Tracked Copies are not being tracked

 Note: The Do Not Track action can only be applied to items with the Processing Type of Serial or eProduct. Monographs cannot have the Receipt Status of Not Tracked.

Partially Received Copies have been partially received
Received Copies have been received
Returned Copies have been returned
Renewal Status Whether the subscription item has been renewed or not.
Request Source The source of the purchase request (e.g., Staff).
Request Status Whether the purchase request has been requested or not.
Requestor The person who requested the item.
Resource Type WorldCat resource, Knowledge base collection, Knowledge base title
Review Status
Status description
Approved Purchase request has been approved.
Pending Purchase request is being reviewed.
Rejected Purchase request has been rejected.
Reviewer The person assigned to review the purchase request.
Shipping Type Standard, Express, Next Day, Other
Start Date The date the subscription starts.
Unit Price The price of the item.
Vendor To search for a vendor, enter the vendor name into the search box.

 

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