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Handouts, resources and display documents for the class

Handout – Vocab handout (word doc)

Pre-reading and reference documents for this class

Outline for the class and links to related documentation

Class titleOutline of topicsLinks to related documentation
Continuous Orders 2Creating prediction patterns

 

Review: Receiving Department concept

    • location matters, and you have lots of choices

Receive a Print Journal Subscription with predicted items

    • editing item as receiving
    • viewing received items

Receive a Multi-part monograph, or Print Journal Subscription without predicted items

 

 

 

Work Orders (keep in department)

  • viewing items in work orders

 

 

Create invoice - Manually/From PO/via EDI

  • walk through creating invoice Manually
  • completing invoices
  • checking on invoices in review

 

Class Script

 

 ***Updated Script*** 12/07/18

 

Alma Contin Orders 2 updated script 6.29.2018-2.docx

Alma Contin Orders 2 updated script 12.7.18.docx


 

Introduction

Welcome to Continuous Orders part 2. My name is ..... (and our facilitator/s in this class is/are... ).

This class will build on concepts from classes on Searching Vendors, Invoices and Funds; Continuous Orders 1; and any Items & Holdings or Cataloging class you've taken. We will cover creating prediction patterns, receiving materials with predicted items, work orders, and creating invoices. You can follow along with me as I demonstrate, or wait until each practice break to try it yourself.

A few notes:

  • Alma went live on July 3rd and, as expected, we're learning new things about it as staff work with real data in the system. Everyone is continuing to learn Alma, and will have the support they need to do so.

  • We are training on the tool of Alma, and while there is usually more than one way to do anything in Alma, we will show you one verified or preferred way to do tasks. Once you've learned the best practice, we encourage staff to discuss local procedures and workflows in your units.

  • We also encourage everyone to come together in Learning Circles - either cross-functional within units or on the same functions across units - to discuss how the implementation is going and how the new features and workflows in Alma might change work at Harvard.

  • Please continue to use the LTS Alma Support form to ask questions and report issues with Alma data, workflows, or roles & permissions. Asking these questions, and working groups providing answers, is an important part of everyone learning more about Alma. You can find the link in the Notifications widget in Alma, along with the link to Alma documentation on the LTS wiki.

  • You have a 1-page handout that contains a link to the Alma sandbox, the wiki page for this class, and a few other useful links. (If there are other handouts, describe them.) The script and all materials for this class are available to review on the wiki, and will continue to be updated with any changes in procedures.

 

Some quick logistics information:

  • The nearest bathrooms & water supply are:
    • Lamont rooms: Restrooms are gendered by floor. Lamont 310 is on a men's room floor, Lamont B-30 is on a women's room floor.
    • 90 Mt Auburn: Two restrooms are on the opposite side of the building on the basement level, water is in the kitchenette and in a fountain by the restrooms
    • 625 Mass Ave: Restrooms are at the opposite end of the building on the 3rd floor, by the water fountain
  • Please ask questions when they come up; I will also pause between sections for questions and to make sure things are clear.

 Let's start by introducing ourselves. (Go around the room and ask everyone to share their name, library/unit, and primary role(s).)



Class overview

First, we'll discuss creating prediction patterns and the receiving department concept. Then, we'll receive two types of materials - a print journal subscription and a multi-part monograph, both with predicted items - and then take a break so you can practice.  After that, we will review work orders and learn how to create invoices, then take another break for you to practice.

 

A reminder for practicing in the Sandbox:

Only order/receive/create invoices for materials from one of these locations when working in the Sandbox:

  • ITS at 625
  • Lamont
  • Schlesinger
  • Widener

Pick the location that is most similar in structure to your regular work location.  Think of the 3 kinds of POL Owner relationships:

  • 1 POL Owner : 1 library collection (e.g., Schlesinger)
  • Many POL Owners : one library collection (e.g., Wid Judaica, Wid Middle East, Wid Modern Greek to the Widener collection)
  • One consolidated order department : many library collections (e.g., ITS at 625 --> WID, FAL, LAM, DIV, DES, etc.)

Use the following vendor codes to practice with One Time and Continuous orders. They have been configured so that the POs will not end up in review. You should be able to use any vendor account within these vendor codes:

  • COUTTS
  • EBSCOUS
  • YANKEE

 

Review of Continuous Orders 1

Let’s recap what was covered in the Continuous Orders 1 class

  • We learned about POL, PO, and PO Line Owner concepts
  • We worked through placing an order for a print journal
  • We worked through importing a record into the Metadata Editor, creating a POL (Purchase Order Line), filling information in the POL, primarily on the summary tab, and placing the order
  • We also learned about placing an order for a multi-part monograph (physical standing order non-monograph) and worked through creating a POL on an existing bib., when there was already an order for a different library.
  • We explored the use and creation of templates (public and private).
    • Public meaning the entire Harvard Library community
    • Private being those templates you create for your own use
  • We also talked about the packaging of POL’s into a PO.
  • Manual packaging: where we decide what POL’s are grouped into a single PO. Remembering that certain fields in the orders must be the same.
  • Auto-packaging: where Alma groups like POL’s into PO’s.
  • And we explored concepts such as
    • Material supplier (Vendor) and Funds
    • Renewal (the recommended best practice was to uncheck the Manual renewal box for Automatic renewal) 
    • Claims, packaging of POLs, and “In Review”

Creating prediction patterns

 Okay, let’s learn about creating prediction patterns in Alma

  • First, please set your location to Schlesinger Library – SCH Tech Services
  • Okay, in the persistent search bar, All titles > Title let’s search for Fabulous floors
  • We are interested in the print format. Let’s write down the POL number. We’ll use it to search later on
  • In the lower left corner of the ‘Physical’ tab, you see Holdings. When we click on this link, we are brought to the List of Holdings page 
  • Click on the ellipsis and then on Edit
  • We are now in the MD Editor
  • If you click Edit you’ll see Expand from Template. There are several templates we could choose from when creating a prediction pattern. However, we can only use this functionality when we create the initial 853/854/855 fields in the holdings record. Subsequent 853/854/855 field(s) must be created manually without use of the template
  • The record we have chosen does not have 853/854/855 so we’ll use a template
  • Let’s go up to Edit and select Expand from Template
  • From the Expand from Template box, click on the downward arrow. First click on Serial prediction annual and then Ok button
  • An 853 and 590 are added to the holdings record. The 590 is derived from the template: it is merely a description of the template, so there is no need to edit it to match the piece in hand.
  • Let’s finish creating the 853 by first clicking on the 853 line and pressing F3.
  • The Next predicted item’s information box will pop up
  • We’ll add 25 for the First level enumeration and 2018 for the First level of chronology. We could also update the Issue Date, but we’ll leave it as is for this demonstration
  • After the information is entered, we’ll click Close to save this information
  • The binocular icon tells us that the field is linked to a ‘Next predicted item’s information’. We could click on the binoculars if we wanted to edit, but we just created it and know it is correct.
  • Next we’ll go up to Tools, pull down to MARC21 Holdings and click on Open predicted items
  • A Predicted Items window appears. We can choose to Discard or Save. We’ll Save
  • Next we’ll go to File, Save and Release Record
  • For more information, please refer to this document: Creating prediction patterns

Review receiving department concept

Okay, let’s learn about receiving.

Overview

  1. As already mentioned, a key concept in Alma is location.
  2. 2.     The process of Receiving physical material is organized within Receiving departments
    1. If you are ‘at’ Dumbarton Oaks, you will only be able to see Dumbarton Oaks PO Lines in the Receiving List and you will only be able to receive/edit items on Dumbarton Oaks PO lines.”
    2. If an order is placed by a shared service unit, such as ITS at 625 , a user must be "at" either the  ITS 625 Acquisitions - ITS Tech Services OR at the holding library's Acquisitions Department, such as "Fine Arts Library - FAL Tech Services" to receive or check in the FAL orders placed by ITS 625 Acquisitions.
  1. Receiving departments are Alma "departments" that correspond to the PO Line owner (Acquisitions ordering library) OR the holding library's Tech Services Department. 
  2. A user must be "at" a certain Receiving department to be able to see and edit the orders associated with that department
    1. For example:

However, if you work at ITS 625 Acquisitions, you will want to log in as “at” ITS 625 Acquisitions – ITS Tech Services, since your location affects work orders.

Receiving Departments and Work Orders    

  1. Location is also important when it comes to Work Orders
  2. Many of you may have used pseudopatrons in Aleph. There will be no pseudopatrons in Alma. Instead, work orders will be used to direct materials to the next step in a workflow.
  3. A user must be “at” a certain Receiving Department to be able to assign and change a Work Order status value
  4. The status value of a Work Order is associated with the particular stage in the workflow that an In process item/title is at, before it is sent to a library or remote storage for shelving. 
  5. We’ll go into more detail about Work Orders shortly.

Receiving a Print Journal Subscription with predicted items

 

Navigate to functional area  

 

  1. On the top navigation bar
  2. Go to Acquisitions  > Receiving and Invoicing > Receive
  3. This will bring us to the Receive New Material screen (Which is exactly what we want to do!)
  4. Before we continue, it is important that we verify that our location is correct. We are going to receive the predicted issue we just created for a Schlesinger title.
  5. [Question for the class: What should our location be?  Answer: Schlesinger Library – SCH Tech Services

 

One time/Continuous Tabs

 

  1. The next important check is that we are on the correct tab
  2. Orders are arranged in two tabs depending on their type
  3. We want to be in the Continuous tab
  4. The Continuous tab includes the following order types:
    1. Print Journal subscription (i.e. subscriptions for annuals and periodicals)
    2. Physical Subscription (i.e. microfilm, DVD subscriptions)
    3. Physical Standing order non-monograph (i.e. series standing orders and multi-part monographs)
  5. PLEASE NOTE: Standing order Monograph Order types do not appear in the Receiving list. That’s okay, because no Aleph orders are migrating to this type.
  6. For more information about Alma Purchase types, see: Standing Orders - Overview.

 

Receive New Material screen

 

 

  1. Let’s look at the area right below “Receive New Material
  2. You’ll notice “Keep in Department” box
  3. Select this box to indicate that further work is required before the material can be made available in a library. This assigns a work order status, such as Cataloging (In-House), that defines the next phase in our workflow.
  4. If this box is not checked, the status of the continuous item after receiving is immediately itemin place, which means that it is on the shelf in the owning library
  5. This is VERY different than receiving a one-time item and not checking the “Keep in Department box,” which results in the item going into transit to the owning library. For a one time order, the item’s status will be “item not in place” until it is scanned at the owning library’s circulation desk. Also, the status of a one-time order changes after the receiving process (e.g. from Sent to Waiting for Invoice), whereas the status of a continuous order remains as is during the receiving process (e.g. waiting for renewal).
  6. Let’s check the Keep in Department box and select Processing area (unit), meaning the item will go to Schlesinger’s Shelf Prep.
  7. Thus, after we receive an  a work order will be created with this status Processing area(unit) The work order will then be added to the Items –in department task list.
  8. The Received Date defaults to the current date, but it is possible to change this date

 

Searching on the Receive New Material screen 

 

 

  1. The drop down menu, in the Continuous tab, provides a number of ways to search for an order
    1. Common fields includes:
      1.                                                i.     Vendor reference number
      2.                                               ii.     PO line (number)
      3.                                              iii.     Additional PO line reference
      4.                                              iv.     Title
      5.                                               v.     Standard number
      6.                                              vi.     Vendor title number
  2. Search Tips: 
    1. CAUTION:
      1.                                                i.     The bibliographic fields included as search options on the Receiving screen, only search a truncated version of the bibliographic record:
      2.                                               ii.     they do not search the fields within the full bibliographic record. 
      3.                                              iii.     This means that the Title and Title - Starts with searches will only search the 245 field
      4.                                              iv.     And the Author name search will only search the 100 field.
      5.                                               v.     Also note that you have to include initial articles like “the” and “an” in the Title - Starts with search!
      6.                                              vi.     If these searches do not result in finding the order, try the searching in the persistent search bar, find the POL number or ISSN, then return to the Receiving list to find your order.

 

    1. When searching for an invoice number, select Invoice Number instead of Common fields (i.e. All). The invoice number index does not seem to be included in the All search.

Let’s search by the POL number [number from above example]  (ex. 3537)

 

Filters

 

  1. Searching by the POL number greatly reduces the number of results
  2. If our results list was longer, we could further limit our search by using the available filters:
    1. Filter by vendor:
    2. Status: (Status of the PO Line)

 

                                               i.     The default value is the value of your most recent search. Continuous open orders generally have the status of waiting for renewal, so you could choose this filter if you want.

 

                                              ii.     We’ll select All (Except Closed).

 

  1.                                              iii.     The receiving list includes POLs in nearly every status, not just those that have not yet been received
    1. Exception: POLs which are in cancelled status will not appear
    2. You can't receive on a cancelled order so they do not appear in this list
    3. You can receive items for Closed but not Cancelled PO lines. You will need to change the status filter to Closed to see continuous closed orders in the receiving list.
    4. It will be necessary to reopen cancelled orders before receiving items on them. Reopening orders will be covered in the Order Maintenance class.
    5. Locate:

 

                                               i.     Order lines – Find PO lines that match the search criteria (default)

 

  1.                                               ii.     Entire PO content – Find PO lines that are packaged in the same PO as the PO lines that match the search criteria
  2. Filter orders with interested users: Items with interested users are indicated in the table below by a green check mark in the Interested Users column

 

Table of orders (Results List)

 

  1. The list of orders have various columns
    1. Some columns can be sorted in ascending or descending order via the small arrows to the left of the Column header (for example, Item description)
    2. If one hovers over a column, a four arrow symbol appears.
      1.                                                 i.     A user can click and hold on a column and drag it to a new location. In this way, we can change the order of the columns
  2. The table is the same in the Continuous tab as in the One-Time tab, with the following exceptions in the Continuous tab:
    1. There is no check box preceding the PO line numbers.
    2. There is no Items Received column.

Explanation of Columns: (which can be edited/customized via the gear icon)

 

  1. Okay, let’s go through the column headers. The first one is # which is the POL number
  2. Clicking on the number will open up the Purchase Order Lines Details page
  3. We could add or update information. We’ll leave everything as is
  4. [Question for the class: How do we get back to the Receive New Material screen?  Answer: The < in front of the text- Purchase Order Line Details or the Back button in the upper right corner. NEVER us the browser’s back arrow. (We’ll click the “<”)
  5. Okay, now we’re back to the Receive New Material page and the next column is Item description: brief description of the title
    1. Click on it to open up the Record View screen
    2. This page is shows the bib. record and from here one can open the Metadata editor to update or make edits to the bib. record
  6. Status: the POL status
    1. For more information see:  POL Statuses
  7. Locations: Indicates the Library and Location of the attached inventory
  8. # Ordered: number of copies ordered
  9. Date sent: the date the PO was sent to vendor
  10. Next step: the next step for the item after it is received as defined within the Keep in department field
    1. For more information see (add hyperlink) Work orders and Post-Receiving Processing  
    2. There will be additional training on Work orders
  11. Rush: a Red clock icon will appear in this column when the Rush box is checked in the POL
  12. Notes: a green check mark will appear if there are notes associated with the POL, which would include the migrated Aleph library note.
    1. Clicking on the check mark will open up the Notes tab of the POL, on the Purchase Order Line Details screen
  13. Receiving note: displays the text from the Receiving note field in the POL.
    1. If there was a check-in note in the Aleph subscription record, it would display here as the Alma receiving note.
    2. Since claims are not migrating from Aleph to Alma, the ASWG recommends recording claims in the receiving note as best practice until the claimed issue(s) arrive. Claiming will be covered in the Order Maintenance class.
  14. Interested Users: a check mark will appear if there are Interested users associated with the POL
    1. Clicking on the check mark will open up the Interested Users tab of the POL, on the Purchase Order Line Details screen
  15. Ellipsis:
    1. Manage items: View details of the PO line and manage each of the PO line's items.
      1.                                                 i.     For example, you may want to configure what happens to the items after they are received, add a permanent barcode, mark an item as received, or change the permanent location of one of the items.
    2. Receive:
      1.                                                 i.     This is counterintuitive, but you do not want to select Receive for continuous orders, since this will only allow you to view and duplicate the most recently received item.
      2.                                                ii.      You want to view the full list of items before receiving items on a continuous order.
    3. Print Interested Users List: (Appears only if the PO line has interested users): Print a list of interested users for the PO line.

 

Receiving a Print Journal – Subscription

 

  1. Our next step in receiving an issue of Fabulous floors is actually under the Ellipsis
    1. OR If more than one item or just one item, click box to the left of the item(s) then click blue Save and Receive button (upper right corner)
  2. After receiving the item in hand, we are returned to the Received Items List screen for that POL
    1. Date Received updated to today’s date
    2. b.     Current Step updated to next step in the workflow, also known as the work order status.
  3. Unreceiving items: we can unreceive any item we just received by clicking on the ellipsis next to the received item and selecting Un-Receive.
  4. a.     Note that you can only unreceive items if:
    1. 1.     that are still in your department
    2. 2.     and if there are no interested users.

 

  1. We are going to click Manage items
  2. We are now on the Received Items List page
  3. We can see the Title and other information about the order
  4. Also here we can see the full Receiving note, which was the Check-in note in Aleph
  5. There are 3 tabs
    1. The Bibliographical Information tab has brief bib. information. If you want to see the full bib. record, you can click on the hyperlinked title at the top left side of the screen.
    2. Holdings Information tab includes holdings information. Holdings can be edited here by clicking the Edit Holdings link, which brings you into the MD Editor.
    3. PO line items tab lists received and unreceived items
  6. There is only one item for this order, so finding what we want is easy. However, if there were many items, we could organize the information in different ways
    1. For example, to change the sorting routine, click on Sort routine and select a sort option from the drop down menu
    2. The Receiving status and Location filters are set to "All" by default.
    3. These filters can be edited
    4. For example: If we selected  'Not Received', only those items not yet received are displayed
  7. You can also click Analytics Issues Report to view a Missing Issues report of non-received items for this PO line, which will list the expected arrival dates of the unreceived predicted items
  8. The expected arrival dates of unreceived items do not appear in the Received Items List display. To view arrival dates, we can click on the ellipsis next to an item and selecting Edit inventory item.
  9. Find an item in the list that matches the item you have in hand
    1. If the item you wish to receive does not require editing, (and we are receiving an item that does not require editing) click the ellipsis […] to the right of the item and select Receive
  10. Since the item(s) we just received are still in our department, we can unreceive them.

 

Predicting more issues

 

  1. If you have received the last predicted item, you will need to open the new set of predicted items.
  2. Click on the Holdings Information tab
  3. Click on the Edit Holdings link
  4. Tossed into the Metadata Editor
  5. Click on the binoculars icon to the left of the most recent 853 field
    1. View the next predicted item's information (and edit if needed). This information is coming from the migrated Aleph 853X field.
    2. Click Close
    3. Make sure cursor is on the 853 field
    4. Click on the Tools drop-down menu
    5. Go down and hover over MARC21 Holdings
    6. Click Open Predicted Items
    7. Click Save to save the list of newly predicted items that displays. These newly predicted items are now in the Received Items List, although you can’t see them in the MD Editor screen.
  6. RELEASE record!

 

Notes on Receiving Items

 

  1. Simply editing an item, entering a receiving date, and clicking Save does not properly receive an item in Alma as the item's status will remain "not in place."
  2. There is no need to enter a receiving date when editing the item:
  3. A Date Received will will automatically be filled in by the system after following the next steps we just performed. 
  4. Also note that it is impossible to properly receive an item in the List of Items screen, which is different than the Received Items List.

 

Receiving a Print Journal – Subscription

 

Trainer Note: Receiving and creating a New or unpredicted items & edits needed-we’ll add a barcode

 

  1. We just walked through receiving a predicted print journal that required no edits.
  2. Let’s receive a print journal that requires edits
  3. We’ll search for Maryland Culinary Gazette (we can remain signed in as at Schlesinger, since this is a Schlesinger order).
  4. Pull up in the Receive New Material screen
  5. Click on ellipsis
  6. Click on Manage Items
  7. This will display the Received Items List
  8. We’ll click on Receive New Items link above the list of items
    1. This displays the Receive New Items screen, which allows us to view and duplicate the most recently received item only. Let’s click the Duplicate button.
  9. Remember to add unique Enumeration and Chronology values in the item record
    1. Either the Enumeration A or Chronology I field must have a value.see Enumeration and Chronology fields in the item for more info on adding or editing the Enumeration, chronology and Description fields.   
  10. We are receiving v. 2 (2018)
  11. Fill in Enumeration A (volume): 2
  12. Fill in Chronology I (year): 2018
  13. Decide whether or not to check the Keep in Department box.
  14. After adding the information for your new item, choose one for the following action steps:
    1. Create and Receive: will save the newly created item, mark it as received, add the receipt date and return to the Received items list
    2. Receive and Set Barcodes: opens a screen which lets you change or enter/scan in a barcode; saves the newly created item, marks it as received, adds the receipt date and returns to the Received items list
    3. Cancel – hitting the Cancel key and then the Back key will return you to the previous screen
  15. Let’s click Receive and Set Barcodes
  16. Enter a barcode (in real life will scan in barcode) <Enter>
  17. Save
  18. Confirm
  19. Return to Received Items List
  20. Important:
    1. When creating new items in the Received items list, the only fields in the item that are duplicated are
      1.                                                i.     the enumeration/chronology fields
      2.                                               ii.     item description
    2. If you duplicate an item that should have a temporary location, the duplicated item will have the permanent location.
    3. Thus, we have some additional steps:
      1.                                                i.     once created, find the item in the received items list
      2.                                               ii.     click the ellipsis next to to the item
      3.                                              iii.     choose Edit inventory item
      4.                                             iv.     We need to add values such as the Item policy (i.e. loan policy) “In-library use (62)”
      5.                                               v.     and temporary location at the bottom of the screen. “Yes”
      6.                                             vi.     Select the temp. location Schlesinger Reading Room: Unassigned location
      7.                                            vii.     Click Save
  21. Check Item policy of previous item if necessary
  22. Click ellipsis
  23. Select Edit Inventory item
  24. Select appropriate Item policy
  25. Click Save

Receiving a Physical Standing Order Non-monograph (multi-part monograph)

 

EXAMPLE: Receiving a Physical Standing Order Non-monograph (multi-part monograph) for Widener

 

Receive and create item in receiving list

 

  1. What is the first thing we want to check?
  2. Location, location, location.
  3. Make sure you are logged in at the appropriate "Currently at" library.
  4. This should be the acquisitions library/unit that processes materials for the holding library of the title.
  5. ITS 625 Acquisitions – ITS Tech Services
    1. In the Acquisitions menu > Receiving and Invoicing > Receive
    2. We want to be on the One Time or Continuous tab?
    3.  Right! Continuous tab for a standing order
    4. NOTE: some multi-part monographs may have been ordered as One Time orders so you may need to choose that tab.

 

 

  1. Let’s search for  Homer’s Iliad : the Basel commentary (14518222-1).
  2. If we click on the POL #, we can see at the top left of the screen that the Order line type is Physical Standing Order Non-Monograph
  3. Okay, let’s click on the back button at the top left of the screen and return to the Receive New Material screen
  4. Next, we’ll click on ellipsis and then click on Manage Items.
  5. We are now in the Received Items List and can see all the volumes received thus far for this title
  6. Click on Receive New Items link
  7. We are now on the Receive New Items page.
  8. Let’s make sure the Keep in Department box is checked and we’ll select Shelf Prep (ITS 625) from the drop down menu. Thus, after we receive the volume, the next step in the workflow is Shelf Prep
  9. In the New items details section, lets type:
  10. Enumeration A = 25
  11. Description = Book XXV
    1. After adding the information for our volume in hand, we can choose to:
    2. Create and Receive: this will save the newly created item, mark it as received, add the receipt date and return to the Received items list
    3. Receive and Set Barcodes: this opens a screen which lets you change or enter/scan in a barcode; saves the newly created item, marks it as received, adds the receipt date and returns to the Received items list
    4. Cancel – hitting the Cancel key and then the Back key will return you to the previous screen
      1. Let’s click Receive and Set Barcodes and click Confirm
      2. Click inside the Barcode box, delete the system generated barcode and add the barcode on the piece in hand, and click Submit
      3. We are now on the Received Items List page
      4. Let’s click the ellipsis at the end of the item we just added and select Edit Inventory item
      5. We’ll update the Item policy field. We could also make any other edits needed for the item
      6. Click Save then Confirm
      7. Now we are back on the Received Items List screen and next we’ll update the holdings
      8. If your workflow dictates editing the holding record at this stage, Click on the Holdings Information tab and then click Edit Holdings
      9. We are now in the MD Editor
      10. We’ll update the holdings to include our recently received item by:
      11. Clicking at the end of the last 863 then Edit  and then on Add Field or F8
      12. Create a new 863 41 $$8 1.5 $$a 25
        1. Then will go up and click on File then Save and Release Record
  12. For additional information on receiving an analyzed multi-part monograph or a series standing order classed separately, please see Receiving a Continuous Order: Standing orders

 

Hands on Practice (15 minutes) 

 

Practice receiving a Print Journal – Subscription

 

And/Or

 

Practice receiving a multi-part monograph

 

 Let’s share our hands on experiences.  Any questions, observations, insights?

 

Invoice Creation and Payment

 

Manually Creating an invoice

 

  1. Let’s look at creating an invoice manually
  2. We’ll create a brief invoice for Schlesinger Library
  3. What’s the first thing we need to do?
  4. Yes, change our location to Schlesinger Library - SCH Tech Services
  5. Next let’s navigate to: Acquisitions > Receiving and Invoicing > Create Invoice

 

  1. This brings us to the Select Invoice Creation Process screen
  2. There are three options:
    1. From PO
    2. Manually
    3. From File is an option specific to certain workflows and permissions-levels  
  3. Let’s select Manually
  4. Let’s leave the Handle receiving check box unchecked and click the Next button.
  5. We are brought to the Invoice Details screen 

 

  1. Okay, let’s fill out the Invoice Details section
    1. Invoice number

 

                                               i.     As in other areas of Alma, the red asterisks indicate required fields

 

  1.                                               ii.     We’ll enter an invoice number 1234554321

 

 

 

  1. Vendor
    1.                                                i.     Search by entering a vendor or click the select from a list icon to the right of the vendor box to search vendor by All
    2.                                               ii.     Let’s add EBSCOUS in the Vendor field
    3.                                              iii.     If your unit/library has a specific vendor account, enter it in the Vendor account field

 

 

 

  1. Total amount
    1.                                                i.     enter a positive amount for a regular (debit) invoice
    2.                                               ii.     enter a negative amount ( with a - sign preceding the number) for a credit invoice
    3.                                              iii.     NOTE:
    4.                                              iv.     When entering amounts larger than 999, do NOT use a comma.
    5.                                               v.     Alma will not accept inputting comma's in the Total amount or the Line item amount fields:
    6.                                              vi.     Do NOT enter 1,000 --  Enter 1000
    7.                                            vii.     Let’s add 300.00

 

 

 

  1. Owner
    1.                                                i.     NOTE: 
    2.                                               ii.     The invoice owner field defaults to Harvard University when using manual creation. 
    3.                                              iii.     This must be edited to reflect the actual POL owner.   
    4.                                              iv.     Who is the actual POL owner?
    5.                                               v.     Yes, we’ll select Schlesinger Library
    6.                                              vi.     For ITS invoices, this field would be the ITS POL owner, not the holding library of the material

 

 

 

  1. Invoice date
    1.                                                i.     Let’s put today’s date
    2. Payment method
      1.                                                i.     This will default to the value on the Vendor account record, but you override the default and change it on the invoice
      2.                                               ii.     Accounting Department: choose this for regular invoices that will be sent to Finance for approval
      3.                                              iii.     Adjustment: use this method for Adjustment invoices; such as Pcards purchases
      4.                                              iv.     Wire transfers
      5.                                               v.     We’ll leave it as Accounting Department

 

 

 

  1. Once the Invoice Details section is filled out, finish by clicking Save and Create Invoice Lines
  2.  You  will remain on the Invoice Details screen

 

Create invoice lines

 

  1. Read blue message: Invoice: #########, was updated and in status: In Review
  2.  A blank 'Invoice Lines' tab is open
  3. Now we’ll add lines to the invoice by…
  4. Clicking the link: Add Invoice Line
  5. The Add Invoice Line form will open:
  6. Let’s fill in the fields:
    1. Type:  Regular
    2. PO line:
      1.                                                i.     Enter PO line number, or click list icon to open a search list.
      2.                                               ii.     This list may take a while to open, given the number of PO Lines in the system.
      3.                                              iii.     Select PO Line screen opens
      4.                                              iv.     Click on title
      5.                                               v.     Add Invoice Line form opens
        1. The form is now populated with PO line number, Title, Price, Fund information, and Reporting Code, if present in the POL.
        2. Please note, that for migrated orders, there will be NO reporting code in the POL, so you will have to add it to the line item.

 

 

 

Additional fields on Continuous POL Invoice lines

 

 

 

  1. Check subscription date overlap: 
    1. If you select this option, Alma checks to see if an overlapping subscription is detected on any other invoice on this PO. If so, an alert message appears when creating the invoice line.
      1.                                                i.     Helps prevent us from paying for the same issue or subscription period more than once
    2. NOTE: 
      1.                                                i.     Alma can check only already saved information - invoice lines in other invoices, and previously added invoice lines from this invoice if you are editing the invoice.
      2.                                               ii.     Invoice lines you are currently adding are not checked for overlap with other invoice lines you are currently adding. Use the list of invoices lines (see Invoice / Invoice line number list, below) to check for overlaps before saving.

 

 

 

  1. Additional information:
    1. This field is Required if the Subscription dates range field is empty 
    2. Suggested best practiceuse this field to enter the piece level information: i.e. issue 12 (March) etc.

 

 

 

  1. 3.     PO Line Subscription from date:
    1. will auto-populate based on the value in the POL

 

 

 

  1. PO Line Subscription to date
    1. will auto-populate based on the value in the POL

 

 

 

  1. Subscription dates range: 
    1. Required if Check subscription date overlap is selected
    2. indicates the subscription dates covered by this line item
    3. Suggested best practice: 
      1.                                                i.     only use this field for predictable easily identifiable ranges
      2.                                               ii.      when in doubt, use the Additional information field instead. 
  2. Update price, fund, etc. as needed
  3. Add reporting code  Print^Serials (7051)
  4. PO Line Subscription from date: will auto-populate based on the value in the POL
  5. PO Line Subscription to date: will auto-populate based on the value in the Note:
    1. Suggested Best Practice: It is also useful to enter this information in the Line item Note field so that it displays on the Invoice lines tab
  6. 3 Options:
    1. Choose "Add" to complete the current PO line (adding it to the invoice) and open a new, blank form for the next PO line to add.
    2. Choose "Close" to exit the form and return to the 'Invoice Lines' tab without adding a new line;
    3. Choose "Add and Close" to complete the current PO line, add it to the invoice, and return to the 'Invoice Lines' tab.
  7. We’ll click Add to add another invoice line

 

  1. Invoice / Invoice line number list:  
    1. This list includes the last five regular invoice lines associated with this PO line and the dates associated with each invoice line.

 

Completing the invoice

 

  1. Save 
    1. The invoice information you entered is saved and the invoice is moved to the Review Invoices page, where you can review and edit it.
    2. The invoice does not continue to the next stage of the invoicing workflow until you hit Save & Continue
  2. Save & Continue
    1. The invoice information you entered is saved and the invoice continues to the next stage of the invoicing workflow, the Invoice approval phase, which is performed by the Finance offices. 
  3. If you selected the 'Handle receiving' check box, you can choose 'Save and Go to Receiving'
    1. The invoice information you entered moves into the Invoice approval phase, which is performed by the Finance offices.
    2. The Receive New Material page opens, enabling you to receive the new material.
  4. Let’s select Save & Continue

For more information, see Creating and Editing an Invoice

Hands-on Practice Creating Invoices (If time allows)

 

  1. Practice creating a manual invoice
    1. Select a location:
      1.                                                i.     ITS at 625
      2.                                               ii.     Lamont
      3.                                              iii.     Schlesinger
      4.                                              iv.     Widener
    2. Select a vendor:
      1.                                                i.     COUTTS
      2.                                               ii.     EBSCOUS
      3.                                              iii.     YANKEE

 

 

Let’s share our hands on experiences.  Any questions, observations, insights?





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