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    Ex Libris Knowledge Center

    Processing Claims

    To process claims using the Claim page, you must have one of the following roles:
    • Purchasing Operator
    • Purchasing Manager
    Claims are created for PO lines when an order does not arrive or become activated by the expected date (claims notifications are sent for EDI or physical PO lines, as explained below). If a PO line is overdue, you can view it on the Claim page (Acquisitions > Purchase Order Lines > Claim). You can also open this page by selecting Order Lines with claims in the Tasks List in the persistent menu (see Tasks in the Task List).
    Claim Task List
    Claims are generated by Alma as follows:
    • For continuous physical PO lines – Several fields from both the PO line and the item work together to determine when a PO line is sent to claims. The fields associated with the PO line are (see the Vendor Information area of the Summary tab in Manually Creating a PO Line):
      • Expected receipt after ordering - After the PO line is sent, the Expected receipt date is set to: the date that the order was sent + this value.
      • Subscription interval - If you are not using prediction patterns (see below), 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 item's Receiving date + this value.
      • Expected receipt date - You can manually override either of the two previous fields by setting this field to a specific date. When this date is changed, the Receiving dates of the items associated with this PO line are changed.

    When there is no expected items and the PO line Expected receipt date is in the past, the system chooses to send a claim based on the last item's receiving date and the grace period. 

      • Claiming grace period - 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. When a PO line is sent to the Claim page. The default value depends on what was configured in the vendor account (see Adding a Vendor and Vendor Account ).
      • Reclaim Interval (days) - Alma will send reclaim letters at the defined interval after the initial claim letter is sent. If the field is not populated, a reclaim letter will not be sent.
      The fields associated with the item are (see Prediction Patterns and Updating Item-Level Information):
      • Receiving date - This is the date that the item was received. When the Expected receipt date of the associated PO line is changed, this date is changed to match.
      • Expected receiving date - An item only has its own Expected receiving date if you are using prediction patterns. This field is set by the prediction pattern configuration. When there is a value for this field, the Expected receipt date of the PO line is ignored. Just like the Expected receipt date in the PO line, the PO line is sent to claims after the grace period elapses: Expected receipt date (of the item) + Claiming grace period (of the PO line).
    • For one-time physical PO lines – If an Expected receipt date is defined for the PO line, it overrides one defined for the item. Since this is a one-time order, there is no subscription interval and the Expected receipt date is not reset after the item is received.
      After the grace period, a claim is sent automatically to the vendor, either by EDI or by email, but only the first time this PO line is sent to the Claims page; if an operator updates the PO line's expected receipt date, and the PO line is sent to the Claims page again after the new date, another notification is not sent.
      Also, the parameter to enable email notifications for one-time physical PO line claims is auto_claim (instead of auto_claim_co; see above for more information).  If the vendor uses EDI, Alma will send an EDI claim instead of a claim letter. 
    • For electronic PO lines – Alma calculates the claim date as described above for continuous PO lines, except that Alma uses Expected activation date and Expected activation after ordering instead of Expected receipt date and Expected receipt after ordering. When this Expected activation date + Claiming grace period arrives, and the PO line (either one-time or continuous) is still not activated, then the PO line is sent to claims. For more information, see the parameter auto_claim_electronic.
      Example: If the vendor is configured with Expected activation after ordering = 5 and Claiming grace period = 2, then If the electronic resource is ordered on April 20, the PO line goes into claims on April 28. April 20 + 5 days + 2 days grace = April 27; the resource is expected to be activated by the end of April 27.
    • If EDI Claim Letters are enabled, then for vendors that use EDI and have enabled EDI claims, a notification is sent using EDI (Claims must be checked on the EDI Information tab of the vendor; see Electronic Data Interchange (EDI)). Otherwise, a notification is not sent automatically. You can send a notification manually using email (see Communicating with Vendors).
    • Claims appear only after the PO Line – Claiming - Process Automation job has run. (The process must be marked as Active on the Monitor Job page – see Viewing Running Jobs).
    • Claims for standing orders are not currently available in Alma.
    • When a claim letter is sent for a given month, and the item is never received, if the following month's item also goes into claim, a claim letter can be sent with details for both months. To enable this option, set the claim_continuous_item_level parameter to true.
    The following table summarizes when claims are sent to the vendor.
    Claims Sent to Vendor According to PO Line Type
    PO Line Type Automatically by Email (if parameter and letter enabled) Automatically using EDI (if letter enabled) Manually
    Physical One-Time Yes Yes Yes
    Physical Continuous Yes Yes Yes
    Electronic Yes Yes Yes
    When a PO line is overdue, one of the following alerts is generated:
    • Overdue PO line – The PO line was not received/activated within the expected number of days after placing the order or by the expected receipt/activation date.
    • Open claims exist for this PO line – The PO line was sent to the claims task list. For one-time physical PO lines (or any PO lines, for vendors that support EDI claims), an email is automatically sent to the vendor, inquiring about the late delivery of the order. Note that the automatic email is sent only once to the vendor. Subsequent communication with the vendor takes place using the Communications tab on the PO Line Summary page (see Communicating with Vendors).
    • <x> items were received out of <y> ordered (for one-time physical PO lines) – How many items have been received out of the total number ordered. In the Alerts tab, there is a link to the Received Items List (note that you must be within the correct department), which contains a list of all the items in the PO line.
    • No item was received in more than <grace period> days (for continuous physical PO lines) – The number of days that have passed since an item was received.
    • Electronic resource was not activated (for electronic PO lines) – The PO line’s electronic resource has not yet been activated. In the Alerts tab, there is a link to the Electronic Resource Activation Task List.
    You can edit or update the dates of overdue PO lines. In certain cases, you may also be able to relink, close, or cancel an overdue PO line, or activate an overdue electronic PO line. Most of these actions will remove the claim, either immediately or after the PO Line – Claiming - Process Automation job runs.
    For details, see the following sections:

    In addition to the collapsible sections that appear at the bottom of the PO lines lists, a second collapsible section appears on the Claims Task List for physical PO lines. The One Time Claiming Information or Continuous Claiming Information sections list the items or holdings linking to the PO line that are claimed. For continuous PO lines, the claim is based on the prediction patterns, if they are enabled. When the PO line is in claim but no actual item is in claim, the section is called the Last Received Item section. For physical one time orders, the list displays all unreceived items linked to this PO Line. The Go to inventory link displays the item editor. For physical continuous orders, the list displays all unreceived items that are under the holdings linking to this PO line, based on the prediction pattern. In this case, if there are items, the Go to inventory link goes to the the item editor, otherwise it goes to the holdings item lists.

    Watch the View Unreceived Items for Order Lines with Claims video (1:17 min). 

    Updating Dates

    You can enter a new expected receipt date or expected activation date from the vendor. Where the same expected date applies to multiple PO lines, the new date can be entered globally for all the applicable PO lines. When a future date is entered:
    • Any claim alerts applied to the PO lines are removed.
    • The PO lines no longer appear on the Claim page.
    • The PO lines are removed from the Order lines with claims link in the task list (see Tasks in the Task List).
    To update dates:
    1. Select whether to update dates globally or individually:
      • To update the expected dates for multiple PO lines that appear on the Claim page, select the check boxes for all PO lines for which you want to update the date and select Change Expected Date.
      • To update the expected dates for an individual PO line on the Claim page, select Change expected date in the row actions list (or update the date by editing the PO line – see Editing PO Line Information).
      The Expected Receipt Date (for physical PO lines) or Expected Activation Date (for electronic PO lines) dialog box appears.
      Expected Receipt Date Pop-up Window
      Expected Activation Date Pop-up Window
    2. Select a new date.
    3. Optionally, enter any notes in the Note area.
    4. Select Save. The expected date is updated and the alerts for the PO lines are removed. Additionally, the PO lines are no longer listed on the Claim page and are removed from your task list.
    Watch the Post Receiving Process and Claims video (3:00 mins).