Enabling/Disabling PO Line Types

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This page describes how to enable and disable PO line types, including configuration and the list of purchase types that are available/not available for the item/order types. For information on the overall purchasing workflow including the steps for creating orders, see Purchasing Workflow.

To configure PO line types, you must have the following role:

Acquisitions Administrator
General System Administrator

When creating a Purchase Order line, or a PO line (see Manually Creating a PO Line), you must assign it a PO line type, or purchase type. For an explanation of the physical and electronic purchase types that can be created from your search results, see Explanation of Purchase Types Workflow and Inventory. For generic types (orders without inventory) see Service order.

When creating a PO line manually, for example after searching in the repository, certain enabled PO line types are presented as recommended, depending on the bibliographic record for which you are creating the PO line. However, you can assign any of the enabled PO line types to the PO line, not just the recommended ones. An exception is when creating a PO line after searching the inventory for an electronic collection or portfolio; see the table below.

You can enable or disable PO line types. Disabled PO lines types are not available to assign to PO lines when manually creating orders in Alma. Disabling a PO line type has no effect on existing PO lines with that type. You enable or disable PO line types on the PO Line Type mapping table page (Configuration Menu > Acquisitions > Purchase Orders > PO Line Types). For more information about mapping tables, see Mapping Tables.

Configuring default "types" for disabled PO Line types

In case you chose to disable a specific PO Line type, you have the option to select a default PO Line type. To achieve this, add a default type for the disabled PO Line type ("Default" column).

Mapping Table - PO Line Types

When an order is created via API/Purchase Request, Alma will validate that the specified "PO Line Type" is actually enabled by the institution. If Yes, Alma will continue.

If the PO Line type is not enabled for the institution in the "PO Line Types" mapping table (Configuration Menu > Acquisitions > Purchase Order > PO Line Types), it will have an effect in the following two use cases:

PO Line created via API:
In case the API order contains a disabled PO Line type and there is no default value for the disabled PO Line type, then Alma creates the PO Line and places an assertion (alert) stating that the order's original "type" is not enabled. Due to the fact that no "default" value was selected, the PO Line is created with the disabled "type". If the PO Line type is disabled and there is a "default" value for this type, Alma creates the PO Line with the default type.
PO Line created via Purchase Request:
Currently, the "type" for the PO Line that is created once a purchase request is approved is determined based on the user selection within the Purchase Request form:
- If the user selected citation type "Book" and material type "Physical", Alma creates PO Line with type "Physical - One Time".
- If the user selected citation type "Book" and material type "Electronic", Alma creates PO Line with type "Electronic Book - One Time".
- If the user selected citation type "Journal" and material type "Physical", Alma creates PO Line with type "Physical - Subscription".
- If the user selected citation type "Journal" and material type "Electronic", Alma creates PO Line with type "Electronic Journal - Subscription".

If the institution would like approved purchase requests to create a PO Line type different from the default stated above, see Configuring default "types" for disabled PO Line types.

For more information, see Explanation of Purchase Types Workflow and Inventory.

Purchase Types

The following table lists the purchase types on the PO Line Types page. N/A indicates that the purchase type is not available for the item/order type after searching the repository for that resource type and selecting Order.

Purchase Types According to Inventory Type
PO Line Type	Code	Description	Electronic Portfolio - Main PO Line	Electronic Collection - Main PO Line	Electronic Portfolio / Collection - Additional PO Line
Access Service – Subscription	ACCESS_SERVICE_CO	Access subscription to an electronic service (including database)	N/A
(New for August) Article Processing Charges (APC) – One Time	ARTICLE_PROCESSING_CHARGES_OT	One time requests for publishing related to open access articles.
(New for August) Article Processing Charges (APC) – Subscription	ARTICLE_PROCESSING_CHARGES_CO	Requests for publishing related to open access articles. This could also reflect a transformative agreement that is renewed (subscribed to by an institution).
Database Service - One Time	DB_SERVICE_OT	One-time access to a database service	N/A
Digital - Continuous	DIGITAL_CO	Subscription to continuous digital material	N/A	N/A	N/A
Digital - Non Archiving	DIGITAL_NONARCHIVING	Digital purchase without inventory	N/A	N/A
Digital - One Time	DIGITAL_OT	One-time purchase of digital material	N/A	N/A	N/A
Electronic Book - Subscription	E_BOOK_CO	Subscription to an electronic book series	N/A	N/A	N/A
Electronic Book - One Time	E_BOOK_OT	One-time purchase of an electronic book		N/A	N/A
Electronic Book - Standing Order	E_BOOK_SO	Standing order for the purchase of electronic books	N/A	N/A	N/A
Electronic Journal - Subscription	E_JOURNAL_CO	Subscription to an electronic journal		N/A	N/A
Electronic Journal - One Time	E_JOURNAL_OT	One-time purchase of an electronic journal issue		N/A	N/A
Electronic Collection - Subscription	ELECTRONIC_COLLECTION_CO	Subscription to a collection of portfolios	N/A		N/A
Electronic Collection - One Time	ELECTRONIC_COLLECTION_OT	One-time purchase of a collection of portfolios	N/A		N/A
Electronic Title - Standing Order	ELECTRONIC_SO	Standing order for the purchase of electronic titles	N/A	N/A	N/A
Electronic Title - One Time	ELECTRONIC_TITLE_OT	One-time purchase of an electronic title		N/A	N/A
Electronic Title - Subscription	ELECTRONIC_TITLE_CO	Subscription to an electronic title series		N/A	N/A
Manuscript	MANUSCRIPT	Purchase of a physical manuscript	N/A	N/A	N/A
Map	MAP_OT	Purchase of a physical map	N/A	N/A	N/A
Microform	MICROFORM	Purchase of a physical microform	N/A	N/A	N/A
Mixed Material	MIXED	Purchase of an item with multiple physical material types (such as a book/DVD)	N/A	N/A	N/A
Other Service - Subscription	OTHER_SERVICES_CO	Any other subscription purchase	N/A
Other Service - One Time	OTHER_SERVICES_OT	Any other one-time service or access purchase	N/A
Physical - Archiving	PHYSICAL_ARCHIVING	Physical order without inventory, for reporting purposes	N/A	N/A
Physical Computer File - Subscription	PHYSICAL_CF_CO	Software subscription that comes on CD/DVD	N/A	N/A	N/A
Physical Computer File - One Time	PHYSICAL_CF_OT	One-time purchase of a software item on CD/DVD	N/A	N/A	N/A
Physical - Subscription	PRINT_CO	Any other subscription for physical items (games, posters, ...)	N/A	N/A	N/A
Physical - One Time	PRINT_OT	Any other one-time physical item purchase If the only physical items that you order are books, this type is essentially the same as Print Book - One Time.	N/A	N/A	N/A
Physical - Standing Order Monograph	PRINT_SO	Any other standing order for single physical items If the only physical items that you order are books, this type is essentially the same as Print Book - Standing Order.	N/A	N/A	N/A
Physical - Standing Order Non Monograph	PRINT_SO_NONMON	Any other standing order for physical items in multiple parts	N/A	N/A	N/A
Print Book - One Time	PRINTED_BOOK_OT	One-time physical book purchase	N/A	N/A	N/A
Print Book - Standing Order	PRINTED_BOOK_SO	Standing order for purchasing physical books	N/A	N/A	N/A
Print Journal - Subscription	PRINTED_JOURNAL_CO	Subscription to a physical journal	N/A	N/A	N/A
Print Journal - One Time	PRINTED_JOURNAL_OT	One-time purchase of a physical journal issue	N/A	N/A	N/A
Sound Recording	RECORD_OT	Sound or music on CD or another audio format	N/A	N/A	N/A
Remote Computer File - Subscription	REMOTE_CF_CO	Subscription to software or a web site	N/A	N/A	N/A
Remote Computer File - One Time	REMOTE_CF_OT	One-time software or website access purchase	N/A	N/A	N/A
Musical Score	SCORE_OT	Purchase of sheet music or notations	N/A	N/A	N/A
Visual Material	VISUAL_MTL_OT	Video or pictures on DVD or other visual format	N/A	N/A	N/A