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Simpson Library Technical Services

Serves as a reference for all Staff.

PO Lines

Purchase Order Lines in Alma

Add a PO Line - item exists
Add a new PO Line
Attach a PO Line to an item
Batch Delete PO Lines
Changing PO Line Statuses from Sent to Closed
Changing PO Line Statuses from Sent to Waiting for Renewal
Changing PO Line Type
Close a PO Line
Delete a PO
Prevent items moving to Claims for the Continuous Physical PO Lines
Renew a PO Line and change it to automatic renewal
Renew new online subscriptions - POL exists

Add a PO Line for an item that already exists in the Repository

  1. Search the Repository for the item for which you need to attach a PO Line.
  2. Go to the more menu and select Order.
  3. In the PO Line Owner and Type window, select the Purchase Type* & PO Line Owner* (this is always Simpson Library).  Mark the check box next to Assign Inventory Manually.
  4. Click Create PO Line.  A Confirmation Message should appear: This PO Line will not create an inventory item.
  5. Click Confirm.
  6. Write down the POL #.  This will come in handy later.
  7. In the PO Line Summary window, select Material Supplier* from the pull down.  This should match your invoice.  Type in the List Price* from your invoice.  Do not include shipping or other charges.  In the Funding area, select the correct Fund* from the pull down menu.  You must click Add Fund.
  8. In the PO Line Details area, check to see that the Material Type is correct.
  9. At the bottom of the window, you must change the drop down menu from Save and Continue to Save before hitting the Go button.  A Confirmation Message should appear: The PO Line will be saved with the following issues: Location is mandatory.  Do you want to save the changes anyway? Click Confirm.
  10. Next, Attach the PO Line to an Item in the Repository.

Add a new PO Line

  1. Search for the bibliographic record.
  2. Click the Order button
  3. Select the Purchase Type
  4. Select the PO Line Owner (always Simpson).
  5. Create PO Line.

Attach a PO Line to an Item in the Repository

  1. Search for the item in the Repository.
  2. Open the items link.
  3. Click Action>Edit.
  4. The Physical Item Editor window appears.  In the PO Line box in the General Information tab, select the magnifying glass to search for the PO Line.
  5. In the Select PO Line window, search for the PO Line number by typing it into the Find: box, hit Go.
  6. Use the Radio Button next to your title and click Select.
  7. Click Save.

Batch Deleting PO Lines

This is a two step process: first creating a set, and then running a job.

  1. Create a set by going to Admin > Manage Sets.
  2. Click 'Add a Set'. Set can be itemized or logical. If itemized, an Excel file of the affected PO lines will be necessary.
  3. Create and save the set.

Once the set is created:

  1. Go to Admin > Run a Job.
  2. Select the 'Change PO Lines Status' job.
  3. Select your set.
  4. Choose the status to which to change the PO lines.
  5. Click 'Submit'.

*PO lines in status "Sent", must have the Force Close option checked before running.
**PO lines in status "In Review" can't be changed to "Closed".

Changing PO Line Statuses from 'Sent' to 'Closed'

Normally, one-time PO Lines move from 'Sent' to 'Closed' when the PO Line is invoiced and received/activated.

If some workflow or process is broken or skipped, PO Lines can stay stuck in 'Sent' status.

To move PO Lines from 'Sent' to 'Closed':
  1. Create a set of the PO Lines you want to change.  The set needs to be of Content Type: PO Line.
  2. Run the Job 'Change PO Lines Status'.
  3. Select the set you created.
  4. Change the drop down menu * to Close PO Lines.
  5. You can check the boxes next to Use Force Close and Remove from Electronic Resource Activation Task List.
  6. Click Next.
  7. Click Submit.  You are told how many members will be affected, and you can select 'Confirm.'

Changing PO Line Statuses from 'Sent' to 'Waiting for Renewal'

Normally, PO Lines move from 'Sent' to 'Waiting for Renewal' when the POL is activated or received.

Continuous physical PO lines that are sent to the vendor have Waiting for Renewal status even if renewal is done manually but the renewal date has not yet arrived.

Continuous electronic PO lines receive this status once they are activated and the user clicks Done in the task list.

On a daily basis, the system checks for all PO lines whose status is Waiting for Renewal and whose renewal date is equal to the current date. For the purposes of this calculation, the renewal date refers to the renewal date (according to the PO line) minus the renewal notification period.

If this process was not implemented because either the POL was not activated or received, the status can be moved from 'Sent' to 'Waiting for Renewal'

To move PO Lines from 'Sent' to 'Waiting for Renewal':

Run the job: Update PO Lines Workflow.

Changing PO Line Type

The PO Line Type can be changed but only under certain conditions.

This job cannot change the PO Line Type from one format to another (Physical versus Electronic) or from one continuity to another (Continuous versus One-Time). It also cannot change the PO Line Type for closed or cancelled PO lines.

  1. Create a set of the PO Lines you want to change.  The set needs to be of Content Type: PO Line.
  2. Run the Job 'Update PO Lines Information - Advanced'.
  3. Select the set you created.
  4. In the Enter Task Parameters Window, change the drop down menus as needed.
  5. Click Next.
  6. Click Submit.  You are told how many members will be affected, and you can select 'Confirm.'

Close an existing PO Line

  1. Search for the PO Line you want to close.
  2. Select Close.
  3. Confirm.

Delete a PO

  1. Go to Acquisitions >> Purchase Order >> Delete PO and select a PO from the quick pick list
  2. Click Delete PO and then Confirm in the confirmation dialog box to delete the PO
  3. A confirmation message appears on the Delete PO page, indicating the status of the PO
  4. Click Go to Monitor Jobs to view the progress of the delete request (PO deletions are run as Alma jobs)

Prevent items moving to Claims for the Continuous Physical PO Lines

You can change the expected due date of a PO Line in Claims if all items have arrived, and you don't expect anything until later.
Acquisitions > Purchase Order Lines > Claim

Expected receipt after ordering (days) - After the PO line is sent, the Expected receipt date is set to the date on which the order was sent + this value.
Subscription interval (days) - If you are not using prediction patterns, then after any item in the holdings associated with this PO line is received, the PO line's Expected receipt date is updated to the last received item's Receiving date + this value.
If you are using prediction patterns, Alma ignores the "Subscription interval" value. 
To manually override either of the two previous fields, set the Expected receipt date to a specific date. When done, the Expected Receiving dates of the items associated with this PO line are changed.

Alternatively, you can change the Claiming grace period (days) -  This value is added to the Expected receipt date in any of the above cases. The PO line is sent to claims after the grace period elapses: Expected receipt date + Claiming grace period. The default value depends on what was configured in the vendor account.
 

Renew a PO Line and change it to automatic renewal

  1. Search for the PO Line you want to renew.
  2. Select Go to Task List.
  3. Select Edit.
  4. In the Renewal section, uncheck Manual Renewal.
  5. Change the Subscription from date and Subscription to dates to one year later.
  6. Change the Renewal date.
  7. Select the Renew button.

Renew a new online subscription

  1. Search for the PO Line you want to renew.
  2. Select Edit.
  3. Keep the Manual Renewal box unchecked.
  4. Change the Subscription from date and Subscription to dates to one year later.
  5. Change the Renewal date.
  6. Select the Renew button.