Product: Alma

Category: How-To

Article Title: How to create a POL from an external search

Content: This article describes how to create a POL from Search External Resources rather than using a brief bib OR purchase request. At our library we have adopted a workflow that allows all liaisons to create POLs that are then manually packaged at the point of purchase at the vendor system. We find that this workflow works well for our small library – effectively distributing the acquisitions work load and streamlining the end-to-end process.

1. Resources>>Search external resources

2. Make sure the search profile is set to the correct profile; Enter an ISBN or other search criteria (e.g. use system number with a known OCLC #) and click Search.

3. Select a record - DLC is always a good choice but not crucial. We just want a record that matches edition, pagination, publisher you intend to purchase. Click import.

4. Click on the shopping cart icon or Ctrl+Alt+O to save the record and create the Purchase Order Line (POL)

5. Enter the appropriate purchase type and PO Line owner. If there is an applicable template (a private one you have already created or one of the public templates), select it from the list.

The following screenshot depicts a purchase order line that is being created without a template:

This screenshot depicts the same purchase order line being created from a template:

Whichever you choose, click Create PO Line to continue

6. Complete the top half of the PO Line. If you are using a template most of the information will be pre-filled out for you. Add or verify the following fields:

• Library/Location
• Vendor
• Purchase Price (current price at Amazon)
• 
  Fund (typically the fund assigned to you, but it could also be the General Fund or the fund for DVDs).

7. By default, all new materials are destined for a defined location. If you are requesting the item for a different location (e.g. Reference or DVDs) OR if you intend to include an item policy to the item, click on the menu icon in the location section and select Edit

An item editor screen will open. You can change the permanent location about 2/3 down the page.

You can add an Item policy near the top of the page on the right hand side

Save the changes to return to the summary page.

8. At this point, you can also add an interested user (strongly recommend the HOLD option - otherwise they will get a notice as soon as the item has been received - which may be several days before it is actually available for use) under the Interested Users Tab. Once the item is fully processed, it will automatically be put on hold for the interested user and they will receive an email alert.

9. Back on the summary tab you can also include a note about where you would prefer to have this item classified and if prior editions of the book should stay on the shelves. Whoever receives the item will see the note and can transfer the information to a Post-It note for the cataloger.

10. In the lower half of the Summary Tab, select the appropriate acquisition method and invoice status. In the Alma depicted below, we have selected Purchase at Vendor System and the invoice status is no invoice. We also include the material type, use reporting codes to track purchases made for subject areas, check manual packaging because of the workflow we have in place. Make your selections based on the workflow you have in place at your institution.  Mark the check box for Manual Packaging. Finally, ISBN should appear in the Identifier if the bibliographic record contained that metadata.

 11. If you want to save a template OR override an existing template, you can do that at this time. Otherwise, go ahead and click Save and Continue.

Overriding an existing template - if you enter a template name and then select from the existing template dropdown, you can override the existing template with the new version. To keep the list of templates manageable, only make PUBLIC templates from the shared funds (e.g. Audiovisual and General Books). HINT: Create templates for each of your subject areas so that you can quickly add and track purchases by your disciplines as well as your overall fund.

12. You will get a confirmation message that your PO Line was created