Purchasing Workflow
Purchasing Workflow General Explanation
The following is a detailed description of the steps within this workflow (with the numbers corresponding to the numbers in the diagram):
- A PO line enters Alma, typically: automatically through an embedded order data (EOD) import or a real-time API through a Library Service Provider (LSP), or manually as a result of the creation of a PO line (including from purchase requests). See the Required Steps to Create an Order section, below, for electronic/digital/physical material types. See also Creating PO Lines.
- Alma normalizes, validates, and processes the PO line to determine whether there are elements that require special attention based on the review rules pre-configured by an administrator.
- If there are data issues (including invalid or missing information) or alerts that require attention, Alma sends the PO line for review. For information, see Reviewing PO Lines.
- The PO line is packaged into a PO. The purchasing configuration, configured on the PO Line Summary page (see Manually Creating a PO Line), determines if the packaging is automatic or manual.
- Automatic – PO lines are automatically packaged according to the rules in a PO (see Packaging PO Lines into a PO).
- Manual – The PO line is packaged manually. For information, see Packaging PO Lines into a PO. When the person performing the manual packaging selects Package on the Create Purchase Orders page, the PO line is packaged into a PO.
If, during the packaging process (manual or automatic), any of the mandatory fields (required in this step) is incomplete, the PO is sent back for review. For information, see Reviewing POs. After reviewing the PO and entering the missing information, the PO proceeds to where it is approved and sent to the vendor. - The PO proceeds to the approval and sending stage of the workflow. The purchasing configuration (configured by Ex Libris) determines whether the approval and sending is automatic or manual.
- Automatic – The PO is approved automatically and sent to the vendor.
- Manual – The PO must be approved manually before it is sent to the vendor. For information, see Approving and Sending POs. When the person performing the manual approval selects Approve and Send on the Approve Purchase Orders page, the approved PO is sent to the vendor.
The PO is subject to approval whether the PO was created manually or using EOD, and whether it is configured with manual or automatic packaging. However, if the user selects Order Now for a PO line, the PO is approved automatically, regardless of the purchasing configuration. - The PO line proceeds to the final stage of the purchasing workflow, where it is checked to verify whether it is for electronic or physical material.
- Electronic – The PO line proceeds to the activation stage (see Activating Electronic Resources and the Activation Task List).
- Physical — The PO line proceeds to the receiving stage, where it is handled according to its type, as described in Receiving Material. Post-receiving processing may also be performed after the material is received (see Post-Receiving Processing).
- Digital — The PO line proceeds to the receiving stage, where it is handled according to its type. For general information on working with digital resources see Working with Digital Resources.
Checklist of Steps Required to Create an Order
There are three main methods of creating an order:
- Manually - For information on creating service subscription PO lines for services without inventory, see Creating Service Subscription PO Lines Without Inventory.
- EOD process
- Real-Time ordering via API (through library service provider)
The above three methods can create an order for both physical, electronic and digital resource material types. See below the checklist of steps required to create an order for each of the material types:
For electronic orders originating from OASIS it is recommended to use the API approach for complete descriptive information and access information.
Physical Resources Order Methods
Physical – Manual order
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Configuration action |
Description |
|---|---|
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No special configuration is needed for manual ordering |
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Physical – EOD (embedded order data)
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Configuration action |
Description |
|---|---|
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Configure default Metadata template |
Ensure that a default metadata template is configured (see Working with Record Templates). Open Metadata Editor > Template. Choose the template you want to define as a default. Select Properties. Select as default. |
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Vendor settings |
Make sure that the vendor in Alma is configured not to send outgoing EDI messages for POs. Other EDI messages (e.g. for invoices) can be sent if this is your workflow. Read more about vendor EDI |
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Provide the vendor with relevant ordering information |
The following parameters must be provided in order for the vendor to create an order: Owning Library code(s) – The library that the created PO line is assigned to. You must supply a list of possible owning library codes to the vendor. The implementation on the vendor side might be to provide a drop-down on the ordering form, to choose the relevant owning library. Another implementation might be to associate an account to a single owning library. In this case, the operator has to be logged in to the relevant account. The vendor can use the Retrieve libraries API in order to get full list of libraries, or the Get library API in order to check a code of a library. Location code(s) – The location in which the related item(s) will be created. Relevant only for physical material. The vendor can use the Retrieve locations API in order to get the list of locations. Fund code(s) – The fund from which payment is generated. The vendor can use the Retrieve funds API.
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Create a New Order import profile or copy an existing profile |
Go to Acquisitions > Manage import profiles. Ensure that the Vendor reference number information received from the EDI invoice is mapped to Alma. See Managing Import Profiles. |
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Ensure that you have the correct Submission Format option selected |
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Configure an Update inventory import profile |
Go to Acquisitions > Manage import profiles.
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Physical – API
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Configuration action |
Description |
|---|---|
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Configure default Metadata template |
Ensure that a default metadata template is configured (see Working with Record Templates). Go to Metadata Editor > template. Choose the template to define as a default. Select Properties. Select as default. |
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An API key should be generated by the institution and supplied to the vendor. Each vendor should be supplied with a unique separate API key. In this way, in the event that the institution wants to discontinue working with a specific vendor, that specific API key can be disabled via the developer's network. Other API keys will continue functioning as usual.
You can define the API with your sandbox or with production environments.
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Provide the vendor with relevant ordering information |
The following parameters must be provided in order for the vendor to create an order: Vendor code and Vendor account code – These refer to the vendor record in Alma. The created PO line will be related to that vendor and vendor account. You must ensure that this vendor in Alma is configured not to send outgoing EDI messages for POs. Other EDI messages (e.g. for invoices) can be sent if this is your workflow. Owning Library code(s) – The library that the created PO line is assigned to. You must supply a list of possible owning library codes to the vendor. The implementation on the vendor side might include providing a drop-down on the ordering form, to choose the relevant owning library. Another implementation might be to associate an account to a single owning library. In this case, the operator has to be logged in to the relevant account. The vendor can use the Retrieve libraries API in order to get full list of libraries, or the Get library API in order to check a code of a specific library. Location code(s) – The location created for the related item(s). Relevant only for physical material. The vendor can use the Retrieve locations API to get the list of locations. Fund code(s) – The fund from which the payment is generated. The vendor can use the Retrieve funds API. For more information, see Real Time Acquisitions Setup for Institutions. |
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The New Order API Integration Profile determines the matching rules that you want to apply. For more information, see How the bibliographic record is determined. Validations for fund related issues can also be configured as documented here (docx). |
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Configure an Update inventory import profile |
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Electronic resources order methods
Electronic – Manual order
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Configuration action |
Description |
|---|---|
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No special configuration is needed for manual ordering |
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Electronic –EOD (embedded order data)
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Configuration action |
Description |
|---|---|
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Configure default Metadata template |
Ensure that a default metadata template is configured (see Working with Record Templates). Go to Metadata Editor > template. Choose the template you want to define as a default. Select Properties. Select as default. |
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Vendor settings |
Verify that the vendor in Alma is configured not to send outgoing EDI messages for POs. Other EDI messages (e.g. for invoices) can be sent if this is your workflow. Read more about vendor EDI |
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Provide the vendor with relevant ordering information |
The following parameters must be provided in order for the vendor to create an order: Owning Library code(s) – The library that the created PO line is assigned to. You must supply a list of possible owning library codes to the vendor. The implementation on the vendor side might include providing a drop-down on the ordering form, to choose the relevant owning library. Another implementation might be to associate an account to a single owning library. In this case, the operator has to be logged in to the relevant account. The vendor can use the Retrieve libraries API in order to get full list of libraries, or the Get library API in order to check a code of a specific library. Location code(s) – The location that is created for the related item(s). Relevant only for physical material. The vendor can use the Retrieve locations API in order to get the list of locations. Fund code(s) – The fund from which the payment is generated. The vendor can use the Retrieve funds API. For more information, see Real Time Acquisitions Setup for Institutions. |
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Create a new order import profile or copy an existing profile |
Go to Acquisitions > Manage import profiles. Ensure that the Vendor reference number information received from the EDI invoice is mapped to Alma. See Managing Import Profiles. |
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Ensure that you have the correct Submission Format option selected |
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Configure an Update inventory import profile |
Go to Acquisitions > Manage import profiles.
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Electronic – API
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Configuration action |
Description |
|---|---|
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Configure default metadata template |
Ensure that a default metadata template is configured (see Working with Record Templates). Go to Metadata Editor > template. Choose the template to define as a default. Select Properties. Select as default. |
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An API key should be generated by the institution and supplied to the vendor. Each vendor should be supplied with a unique separate API key. In this way, in the event that the institution wants to discontinue working with a specific vendor, that specific API key can be disabled via the developer's network. Other API keys will continue functioning as usual.
You can define the API with your sandbox or with production environments.
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|
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Provide the vendor with relevant ordering information |
The following parameters must be provided in order for the vendor to create an order: Vendor code and Vendor account code – These refer to the vendor record in Alma. The created PO line will be related to that vendor and vendor account. You must ensure that this vendor in Alma is configured not to send outgoing EDI messages for POs. Other EDI messages (e.g. for invoices) can be sent if this is your workflow. Owning Library code(s) – The library that the created PO line is assigned to. You must supply a list of possible owning library codes to the vendor. The implementation on the vendor side might include providing a drop-down on the ordering form, to choose the relevant owning library. Another implementation might be to associate an account to a single owning library. In this case, the operator has to be logged in to the relevant account. The vendor can use the Retrieve libraries API in order to get full list of libraries, or the Get library API in order to check a code of specific library. Location code(s) – The location that is created for the related item(s). Relevant only for physical material. The vendor can use the Retrieve locations API in order to get the list of locations. Fund code(s) – The fund from which the payment is generated. The vendor can use the Retrieve funds API. For more information, see Real Time Acquisitions Setup for Institutions. |
| New Order API Integration Profile determines the matching rules that you want to apply. For more information, see How the bibliographic record is determined. Validations for fund related issues can also be configured as documented here (docx). | |
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Configure an Update inventory import profile |
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Electronic Resources Order Methods for Orders Originating from OASIS/GOBI
See Real-Time ordering for full list of providers.
Electronic – API
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Configuration action |
Description |
|---|---|
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Configure default metadata template |
Ensure that a default metadata template is configured (see Working with Record Templates). Go to Metadata Editor > template. Choose the template to define as a default. Select Properties. Select as default. |
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An API key should be generated by the institution and supplied to the vendor. Use OASIS-Onboarding@proquest.com to contact OASIS. For GOBI, contact your GOBI representative. Each vendor should be supplied with a unique separate API key. In this way, in the event that the institution wants to discontinue working with a specific vendor, that specific API key can be disabled via the developer's network. Other API keys will continue functioning as usual.
You can define the API with your sandbox or with production environments.
|
|
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Provide the vendor with relevant ordering information |
The following parameters must be provided in order for the vendor to create an order: Vendor code and Vendor account code – These refer to the vendor record in Alma. The created PO line will be related to that vendor and vendor account. You must ensure that this vendor in Alma is configured not to send outgoing EDI messages for POs. Other EDI messages (e.g. for invoices) can be sent if this is your workflow. Owning Library code(s) – The library that the created PO line is assigned to. You must supply a list of possible owning library codes to the vendor. The implementation on the vendor side might include providing a drop-down on the ordering form, to choose the relevant owning library. Another implementation might be to associate an account to a single owning library. In this case, the operator has to be logged in to the relevant account. The vendor can use the Retrieve libraries API in order to get full list of libraries, or the Get library API in order to check a code of a specific library. Location code(s) – The location created for the related item(s). Only relevant for physical material. The vendor can use the Retrieve locations API in order to get the list of locations. Fund code(s) – The fund from which the payment is generated. The vendor can use the Retrieve funds API. For more information, see Real Time Acquisitions Setup for Institutions. |
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The New Order API Integration Profile determines the matching rules that you want to apply. For more information, see How the bibliographic record is determined. Validations for fund related issues can also be configured as documented here (docx). Since this workflow activates Community Zone records, the Validation and Match sections of the integration profile are not taken into account. |
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Activate the relevant collection from the community zone |
To successfully create an electronic resource (portfolio) within a collection in Alma, the institution must have the relevant collection in their Institution Zone activated from the Community Zone. Currently, the functionality of creating the resource within a collection during the order process is available only for orders originating from OASIS and GOBI from their supported eBook platforms. |
Explanation of Purchase Types Workflow and Inventory
- One-time – One-time or infrequent orders, such as a printed book, an e-book, or a musical score that is not published repetitively. Physical material is received on the One Time tab on the Receive New Material page. Holdings and items are created automatically, with one holdings being created for each unique location, and one item for each copy. Electronic material goes through the standard activation process and remains activated indefinitely. Digital representations (Digital Non-Archiving and Digital One Time) are considered as if the "Item" is received and will push the PO Line forward in the workflow. Once the PO line is invoiced and received/activated, it is closed.
- Continuous – Orders that are repeated on a regular basis, for example, monthly subscriptions to physical or electronic material such as journals. Physical material is received on the Continuous tab on the Receive New Material page. Digital representations (Digital Subscription) are considered as if the "Item" is received and will push the PO Line forward in the renewal workflow. Holdings are created upon PO line creation (for each run of the series in a location) and items are created: Electronic material goes through the standard activation process and may be deactivated during the evaluation process. The PO line remains open once it is invoiced and received/activated (although it can be closed manually).
Additional examples and workflow information:
- When using a prediction pattern: After selecting Open predicted item in the MD Editor. See Prediction Patterns.
- Otherwise: Upon receipt of the issue or bound volume.
- A serial for which you will receive items quarterly – The issues are described by the bibliographic record of the journal attached to the order. You must create an item for each issue; they are independent items until they are bound. Issues may or may not circulate, but you will still want to record information about each issue, such as whether it is lost or special in-house rules for certain issues. You should either create a prediction pattern for the delivery of the issues or receive new issues in the Continuous tab on the Receive New Material page.
- A multi-volume monograph for which you will receive volumes at unpredicted intervals, such as encyclopedia volumes – The volumes are described by the bibliographic record of the encyclopedia attached to the order. You must create items for each volume, since volumes may circulate independently. You should receive new volumes in the Continuous tab on the Receive New Material page.
Standing order – Orders that are not repeated on a frequent or regular basis. Used, for example, for purchasing all the printed books by a particular author when they are published, or where a series of books are being published, but not necessarily on a regular basis. Physical monograph material is not received on the Receive New Material page. Instead, it is created manually by creating or choosing a bibliographic record, creating a holdings record, and then creating an item record, which you associate with the standing order PO line. You set a receipt date for the item in the Physical Item Editor.
- You can record purchases which reflect the license upgrades purchase model. Additionally, a PO line can be created without a fund and price for the scenario where a License upgrade has no charge and needs to be recorded in the system. The option to set a PO line as no charge is compatible with the following acquisition methods: Purchase, Approval Plan, and Purchase at Vendor System. When selecting any of these values in the Acquisition Method of the PO line, the No Charge check box appears. When this check box is selected, the Funding and Pricing sections are hidden.
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Non-monograph material is processed in the same manner as physical continuous material, although without a fixed sequence or frequency. Electronic material goes through the standard activation process and may be deactivated during the evaluation process. The PO line remains open once it is invoiced and received/activated (although it can be closed manually).Additional examples and information:
- A monograph series for which you receive new titles at unexpected intervals – Each title may be published by a different author, but all are under the same series, and you are subscribed to the series. The order is linked to a suppressed bibliographic record for the series; items are not described by this bibliographic record. Each item is issued under a different title and should be cataloged separately with its own bibliographic record that is linked to the series order. Each item circulates independently.
- A subscription to an integrating resource, such as loose-leaf law materials that are delivered and then added to an existing physical item – The materials are described by the bibliographic record of the physical item attached to the order; each one is an update to this item. You do not have to create new items for each material that is delivered, since they are not circulated independently. If the materials are received in a predictable interval, update the expected receiving date on the order each time the material is received.
| Find | Select Type | Recommended Purchase Type | Order Continuity | PO Line Workflow | Created Inventory |
|---|---|---|---|---|---|
| All Titles | Journal (ISSN) | Electronic Journal | One-time | An Activate task is created when the PO line is sent | Standalone Portfolio |
| Continuous | An Activate task is created when the PO line is sent | Standalone Portfolio | |||
| Print Journal | One-time | Received on Receive New Material page | Item type - Journal | ||
| Continuous | Received in Continuous tab on Receive New Material page. Item is created upon receipt. | Holdings | |||
| Book (ISBN) | Electronic Book (Title) | One-time | An Activate task is created when the PO line is sent | Standalone Portfolio (E-book) | |
| Continuous | An Activate task is created when the PO line is sent | Standalone Portfolio (E-book) | |||
| License Upgrade | One-time | None | None | ||
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Print Book
If the only physical items that you order are books, then any Print Book order type (such as Print Book - One Time) is essentially the same as the equivalent Physical type (such as Physical - One Time).
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One-time | Received on Receive New Material page | Item type - Book | ||
| Standing Order
(monograph; non-monograph acts as continuous)
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Material is not received on the Receive New Material page, but rather through a unique workflow. For details, see Receiving Standing Order Monograph Material. | Holdings | |||
| Electronic Collection | Journal Package | Electronic Collection | One-time, Continuous | An Activate task is created when the PO line is sent | Electronic Collection (Central Knowledge Base-based) |
| Book Package | Electronic Collection | One-time, Continuous | |||
| Mixed | Electronic Collection | One-time, Continuous | |||
| License Upgrade - only available as "Additional order" | One-time | None | None | ||
| Service order (without inventory) | Access service | No inventory is created. The PO line workflow depends on the continuity (a renewal is needed for subscription type orders).
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