Physical Standing Order Monograph and Print book - Standing Order Creation

Purchase Order Line Details

POL Summary tab

Required fields are indicated on the form with a red asterisk.

Ordered Items Section

• 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 detail

Vendor Information Section

• Material supplier: this would be the vendor; please make sure to choose the proper Vendor account record, if applicable. See the Vendors training document 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 comes from the Subscription grace period field on the Vendor Account Details page; it can be changed per order if desirable.
  
  
• Expected receipt after ordering (days) OR Expected receipt date: These values are used to calculate the claim date. See Claiming (One-time / Continuous) for more details.
  •  Expected receipt after ordering (days): the value in this field will come from the Vendor account record; change the value in the order if desirable    
  • Expected receipt date: select the expected receipt date from the Calendar pop-up. 
    

• 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. See Claiming (One-time / Continuous) for more details.

Funding Section

To add a fund:

1. Click on the Add Fund button and select the appropriate fund from the fund list. See the Funds and Ledgers documentation for more details.
   1. The discount field will default to 100% and the amount field will default to the list price in the order
   2. 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 to continue
2. While the default option is one fund with 100% allocation, you can distribute the cost of a PO line among several funds:3) When the PO line is saved, an encumbrance transaction is created.
   1. To add another fund to the list, select the fund, enter the percentage of the cost to be covered by the fund, and click Add Fund or press Enter.
   2. The fund is displayed as a link in the Fund Name column and can be clicked to open the fund.
3. If an amount other than 100% is allocated to funds, click Redistribute Lines to re-allocate the fund amount percentages, based on each fund’s respective amount. 
4. You can delete a fund in this section by clicking on the row action item list icon and choosing Delete

PO Line Details Section

Acquisition Method

• Purchase - order will be sent to the vendor, invoice expected (Pricing and fund information mandatory)  NOTE: this is the only Acquisition method that results in a purchase order being sent to the vendor
• Purchase - Without letter - if no letter to the vendor is needed and an invoice is expected (Pricing and fund information mandatory)
• Approval Plan - order will not be sent to the vendor, invoice expected (Pricing and fund information mandatory)
• Gift - order will not be sent to the vendor, no invoice expected (Pricing and fund information optional)
• Purchase at Vendor System - order will not be sent to the vendor, invoice expected (Pricing and fund information  mandatory)
• Depository (for government depository items) - order will not be sent to the vendor, invoice not expected (Pricing and fund information optional)
• Exchange (i.e. received on exchange) - order will not be sent to the vendor, invoice not expected (Pricing and fund information optional)  
• Technical - order will not be sent to the vendor, invoice not expected (Pricing and fund information optional). Use technical for any order that does not need to be sent to the vendor and that does not fit into the other categories. This can be used for membership payment, series standing order payment, payment of materials sent on exchange, etc.

Material type: choose from the drop down list 

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) or Print^Monograph (7031), etc.

Secondary and Tertiary Reporting codes: 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 against 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.

Renewal Section

What you do with the Manual renewal check box depends on whether you want automatic or manual renewals.

Automatic renewals

• 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: not recommended for automatic renewals
• The PO line closes when the automatic renewal job detects that the Subscription to date (if present) has passed.
• 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.
  Recommended best practice
  • Continuous orders that have no predetermined end: use date 12/31/2099
  • Migrated orders that lacked renewal dates, will have the value 12/31/2050: leave this date as-is
    
• 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

Manual renewals

• When selected (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.
  • 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.).
  Note: The maximum number of days that can be entered in this field is 120.

Additional Section

This section appears collapsed by default.

• 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

Other PO Line Tabs

 Tabs are not used during POL creation, but hold the following data throughout the life of an order:

• Description: created automatically but can be edited. NOTE: The PO line description is an entity that is created at the time of the PO line creation and is not connected to, or influenced by, the bibliographic information of the related record. This means, for example, that if a PO line is created for a title Introduction to Chemistry, the PO line description title will be Introduction to Chemistry. If, at a later point in time, the title changes to Introduction to Organic Chemistry, the PO line description title will not automatically change. If you want to have the PO line description title updated as a result of a changed bibliographic record title, you may do so using the PO line's Change Bib Reference button. See Changing a PO line's Bibliographic reference for more information
  
  
• Alerts: lists the alerts that were generated for the PO line
  
  
• Invoice Lines: allows you to view invoice line item associated with this POLAssociated PO Lines: PO lines appearing in this tab were:
  
  • Associated automatically to this PO line by Alma.
  • Manually associated to the current PO line in the Associated PO line field in the Additional section of the Summary tab of the other PO line.
  • Aleph migration note: For migrated orders, this tab would show any additional Aleph orders that were on this bib record
    
    
• 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 Claiming (One-time / Continuous) for more details.
  
  
• 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 the <insert name of Fulfillment patron request training doc>    Insert link?
  
  
• 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