Print Journal – subscription for a print serial order. This would include one-time backfile purchases of more than one item.
Physical – subscription for any other serial physical material types (CD, DVD, Microform, etc.). This would include one-time backfile purchases of more than one item.
The PO Line (POL) Owner is the acquisition library that is placing the order, which may or may NOT be the library for whom the material is being ordered.
Load from template
Choose Load from Template If you want to use an existing Public or Private POL template. See PO Line Templates for more detail.
Alma Continuous orders automatically create a holdings record (but not an item), which is referred to as Inventory. Item records are created at the point of receipt or by the use of a prediction pattern. See Receiving a One-Time Order, Receiving a Continuous OrderReceiving a Continuous Order: Print Journal or Physical Subscriptionand Using Prediction Patterns for more details.
During the creation of a Continuous POL, you can decide whether the creation of Inventory will be:
After you've upadted all the information:
Note: Once Confirm is selected, a POL is created even though it may be missing mandatory information. The POL number is created and the POL automatically goes In Review until the next step of the ordering process has been completed. For more information about POLs in review, see Reviewing Purchase Order Lines and Purchase Orders. For more information about the steps of the ordering process, see Standing Orders - Overview.
If a PO Line is created in error, cancel the POL at this point using the Cancel Line button on the menu bar of the PO.
Required fields are indicated with a red asterisk *:
If Assign Inventory Manually box was checked on the previous screen:
If Assign Inventory Manually box was NOT checked:
If a template was used: continue filling out the rest of the order unless you need to edit the inventory information set up by the template.
If a template was NOT used: If you need to update the default inventory information or if you need to edit the inventory information for any reason:
Note: If inventory is assigned automatically, you still might want to edit the location information as the default location setting is GEN.
Receiving note: add text intended for the Receiving operator
Routing during receiving: If selected, a confirmation message appears when receiving the PO line, stating that the order is marked for routing, and that the user may want to print the list of interested users (see Other POL tabs section below)
Binding during Receiving: if selected, a confirmation message appears when receiving the PO line, informing the receiving operator that the order is marked for binding and must be sent for binding. See Binding (Merging) items for more details.
Material supplier: this is the vendor. Make sure to choose the proper Vendor account record, if applicable. See the Vendors documentation for more details.
Claiming grace period (days): A grace period (in days) after the expected receipt date, after which the PO line is sent to the claims task list; the value in this field for Continuous orders
f you enter a value in both fields, the Expected receipt after ordering (days) field is ignored. If both fields are left empty, the expected receipt date defaults to the date that the PO line is sent to the vendor. These values are used to calculate the claim date. See the Claiming (One-time / Continuous) training document for more details.
Subscription interval: The receipt interval, in days, of the continuous order (such as 30 for monthly, 90 for quarterly, and so forth). This value is used to calculate the claim date, as well as the expected arrival date of predicted items. See the Claiming (One-time / Continuous) for more details.
Click on the Add Fund button and select the appropriate fund from the fund list. See the Funds and Ledgers for more details.
The discount field will default to 100% and the amount field will default to the list price in the order.
If the fund is intended to cover 100% of the list price, there is no need to edit the discount and amount fields, click Add Fund.
While the default option is one fund with 100% allocation, you can distribute the cost of a PO line among several funds.
Material type: choose from the drop down list, ex. ISSUE. Note that the material type in the POL will be the material type for new unpredicted items created by clicking "receive new items" in the Continuous Receiving List. If the material type is blank in the POL, the material type for new unpredicted items created by clicking "receive new items" in the Continuous Receiving List will be BOOK.
Invoice Status: No invoice (This field is set by default to No Invoice and should not be modified. Alma automatically updates this field as required)
Reporting code: the Object code section of the budget structure. ex: Print^Serials (7051)
Secondary Reporting code: Select Print plus online subscription when appropriate
Tertiary Reporting code: not yet in use
Rush: check if you want to rush the order of this item. The rush icon appears next to relevant items on PO line details pages.
Manual packaging: see Packaging and Sending a Purchase Order for more details
Cancellation restriction: check to display a cancellation restriction note containing a warning upon the cancellation of a PO line. (To then continue with the cancellation of the PO line, the user must click Confirm.) The Cancellation Restriction icon appears next to the relevant items on the PO line details pages.
Cancellation restriction note: The text of the warning to be displayed when canceling a PO line.
Identifier: The ISBN/ISSN of the item to be ordered. By default, this field is populated by the first identifier listed in the bibliographic/imported record’s ISBN/ISSN (020/022) field. You can select a different value.
Proposed Identifier: An identifier indicating which ISBN/ISSN of the item to order.
Vendor reference number: Most likely only populated when the order is created by the EOD process. A reference number for the PO line in Alma, as provided by the vendor. Serves as a matching point for identifying a PO line in Alma.
Note to vendor: used for any notes for the vendor. Notes entered in this field are moved to the Notes tab when the PO line is saved.
Vendor invoice number: no need to fill in manually; Appears when the PO line was uploaded from an EOD file.
The Manual Renewal check box:
Clear the Manual renewal check box if you want the PO line for the renewal processed automatically.
Subscription from date: the start date of the subscription (usually Jan. 1st of the year the subscription begins)
Subscription to date: The PO line closes when the automatic renewal job detects that the Subscription to date (if present) has passed. Not recommended for automatic renewals: leave this field blank for automatic renewals.
Renewal date (Required): For automatic renewals, this date is entered when the initial subscription is created. Thereafter, it is automatically incremented according to the value in the Renewal cycle field.
Renewal cycle (Required but only appears if the Manual renewal box is unchecked): The renewal cycle period, for example, 1 year, 2 years, etc.
Renewal reminder period (days): not required for automatic renewals
When selected (as it is by default), the PO line for the renewal appears in the Renewals Task List (Acquisitions >> Purchase Order Lines >> Renew) when the material is due for renewal.
Further processing of this PO line must be performed manually. Clear this check box if you want the PO line for the renewal processed automatically.
Subscription from date – The start date of the subscription
Subscription to date – If no date is entered, the renewal continues in perpetuity. When a manual renewal job detects that the Subscription to date has passed, the PO line’s status becomes Waiting for manual renewal.
Renewal date (Required) – For manual renewals, this date is entered when the initial subscription is created, and then manually incremented (via the Renewals task list) at each renewal cycle.
Renewal reminder period (days) (Required) – For manual renewals, the number of days before the renewal date that the operator wants to be reminded about the renewal (that is, the number of days before the renewal date that the operator wants the renewal to be added to the task list (Acquisitions > Purchase Order Lines > Renew).
For example, if the renewal date is the 10th of May and the renewal reminder period is 5, the renewal is added to the task list on the 5th of May.).
Renewals - NOT Automated
Harvard's instance of Alma does not have the renewal notification to vendors enabled to automatically send the communication.
If the PO line is marked as automatic renewal, the Renewal date is automatically incremented according to the value in the Renewal cycle field. The PO line is then saved back in the repository for further processing.
If the PO line is marked as manual renewal, it appears in the renewals task list (Acquisitions > Purchase order lines > Renew) and you are required to manually update the Renewal date and/or any other fields in the Renewals section of the PO Line Summary tab. The PO line will be set to Waiting for Renewal. You then click Renew to continue the renewal processing. Updating the Renewal date will also remove the PO line from the renewals task list.
When the PO line qualifies for renewal, a renewal notification is sent to the vendor if enabled to do so.We have NOT enabled the renewal notification to be sent to the vendor for either automatic or manual renewals. Renewals can be communicated to vendors by use of the communications tab in the POL.
Recommended Best Practice:
Since many subscriptions are ongoing and there is no need for communication with vendors regarding renewals: it is recommended to set POLs for Automatic renewals so that there is no need for any additional steps in the Renewals processing workflow.
The Manual renewal process might be useful, however, for the following cases:
This section is collapsed by default. Click on the triangle on the right side of the title bar to expand the section.
Associated PO lines: A target PO line
Per ExL documentation: The relationship in this field is a one-way relationship: this PO line is associated to the target PO line, but not the reverse. One use-case for this field is if you are ordering multi-part serials. It is recommended that you have one, main PO line (with fund information) for the subscription and an additional Technical PO line for each item that you are to receive at a different interval. You can only associate the current PO line with one target PO line. The target PO line appears in this field. Note that the Associated PO lines tab lists only the PO lines that are associated with this one (the reverse relationship), and not the PO line selected in this field.
Source type: The source from which the current PO line originated, such as Manual; Migrated, Imported, etc. For orders created via EOD (Enhanced order loader): this field will have the value: Import EOD. There will also be a clickable link to see information about the Import job details.
Additional PO line reference: The reference code by which you want to identify the current PO line.
Description: created automatically but can be edited
Alerts: lists the alerts that were generated for the PO line
Invoice Lines: allows you to view invoice line item associated with this POL
Associated PO Lines: PO lines appearing in this tab were:Communications: use to start a new communication with the vendor or, if a communication already exists, you can enter details of the reply from the vendor and/or follow up on the communication with your reply to the vendor. The communication created here is sent to the vendors via email. Replies from vendors do not populate here, however; they would have to be manually copied and pasted in here. See the Claiming (One-time / Continuous) for more details.
Associated automatically to this PO line by Alma
Interested Users: use to manage users interested in the acquisition: somewhat akin to a routing list. Interested users are always notified about changes in the PO line. You can also select that an interested user is notified when the item is received, activated, or renewed, and/or that a hold is placed on the item for the user. See Requests
History: shows the the audit trail of changes performed to the PO line. These include changes in status, price, and fund distribution; it may also include some migrated order history data
Notes: allows one to add, update, or delete notes for the PO line; it will also include the Aleph Library note field for migrated orders
Attachments: allows one to add, update, or delete attachments associated with the PO line
After entering all the pertinent and mandatory information in the POL, click on one of the following actions on the top Purchase order line details bar:
To place the order, choose either:
Save and continue – The information you entered is saved and the PO line continues to the following stage of the workflow (review rules are not checked), usually to place the order via Manual or Auto-packaging. See Packaging and Sending a Purchase Order for more details.
Order now – Enables you to process an order for a PO line, which moves the PO line to the purchasing workflow where it is normalized and validated before being packaged and sent to the vendor. See Packaging and Sending a Purchase Order for more details.
Save – The information you entered is saved, and the PO line remains in its current workflow stage (if you just created the PO line manually, it remains In Review).
If you are editing PO lines from the Claims page, click Save to store the information you modified.
Cancel line – The PO line is canceled
Defer – The PO line is deferred and appears in the Review Deferred task list until it is either reactivated or canceled
Relink – Changes the bibliographic record to which the PO line is linked. See the Relinking a PO Line to a Different Bibliographic Record for more details.
Delete – Deletes the PO line. See Closing, Cancelling, Reopening and Deleting PO Lines for more details.
Change Bib Reference – Changes the bibliographic record of the PO line
Save as template – The entered field values are saved as part of a template. See PO Line Templates for more details.
After completion of the POL, it is important to annotate the Acquisitions status field in the Holdings record to indicate that the title is On order.
When creating a stub bib and holdings in Alma at the point of creating a new order, such as when there is insufficient information to create an encoding level 3 record in OCLC, it is necessary to add the 908 $a p field to the holdings record to prevent Harvard's holdings from being attached in OCLC.