Configuring Purchasing Review Rules
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To configure purchasing review rules, you must have the following role:
- Acquisitions Administrator
- General System Administrator
Purchasing review rules define whether automatically created PO lines (either via API
) undergo manual review or are sent immediately to packaging. The rules apply to all types of PO lines created and to all libraries within the institution.
You configure purchasing review rules on the Purchasing Review Rules rules table (Configuration Menu > Acquisitions > Purchase Orders > Purchasing Review Rules
). For more information about rules tables, see Rules Tables
Purchasing Review Rules Page
- These rules apply only to PO lines created automatically; manually created PO lines skip the review process if you select Order Now or Save and Continue, or remain In Review if you do not (for example, if you select Save).
- Unlike most rules tables, the default purchasing review rule is checked first.
The rules are checked for each automatically created PO line, as soon as a rule matches the PO line, its Result
) is checked. If the result is True
, the PO line is sent for review; otherwise, the PO line continues on to packaging. The default rule is checked first
. The default rule has no criteria that can be configured; it can only be True
, as follows:
- True – All PO lines are sent for review.
- False – The rules are checked to see if the PO line is sent for review. If there are no other rules, or none of the rules match, the PO line is not sent for review and proceeds to packaging.
Add or edit rules on the Purchasing Review Rules page (select Add Rule or select Edit in the row actions list).
Purchasing Review Rules Editor Page
See the following table for a description of the criteria (input parameters). For Result, True indicates that the PO line is sent for review. False indicates that the PO line is not sent for review and proceeds to packaging.
Purchasing Review Rules Input Parameters
||The type of generated alert. An Assertion Code must be specified for the Purchasing Rules to be invoked. These alerts may appear when creating or saving a PO line manually (see Manually Creating a PO Line), when importing EOD records (see Importing Records Using an Import Profile), or when using the API (see https://developers.exlibrisgroup.com/alma/apis/acq).
Possible values are:
- Already have inventory – The PO line item already exists in your inventory.
- Duplicated active orders – The PO line's item is already part of another, active PO line.
In the same scenario, when saving a PO line, the message There is an active order <order number> for this ordered resource appears in the confirmation dialog box.
- Electronic collection already exists in the repository – The PO line electronic collection already exists in the repository.
- Electronic resource was not activated – The PO line electronic resource was not activated. This alert can appear after the PO line is sent.
- Fund is overencumbered – The PO line or invoice links to funds that were overencumbered and there is an active overexpenditure rule with a warning threshold, which has been reached. This means that the fund is approaching its limit and will not be able to have additional encumbrance or expenditure transaction.
- Funds from different ledgers – The funds stipulated in the PO line belong to different ledgers.
- Invoicing Status – Not in use.
- Items already exist in the repository – The physical item already exists in the repository. In other words, the order is for a bibliographic record that already has physical inventory.
- Mandatory information is missing or erroneous – Information included in the PO line is either insufficient or incorrect.
- Manually mark for review – Stops the PO line for review when the PO line is created via API or EOD
- Not fully received – The PO line has not been fully received. For example, three items were ordered but only two arrived. If you are not expecting the remaining items and want to close the PO line, update the PO line to reflect the number of received items. The PO line may then be closed.
- Open claims exist for this PO line – Not in use.
- Overdue PO line – The expected receipt date of the PO line has passed. The PO line will appear on the Claims page.
- PO line created by EOD - The PO line was created using EOD.
- Previously canceled ordered resource – The PO line was previously part of a PO that was canceled. The PO line is now linked to the bibliographic record instead of the item. If you see this message in the UI, you should link the PO line to an item.
- Price limit reached – The PO line price is greater than a specified value (10,000 by default). This number can be customized in one of the following ways:
- In Alma, go to Configuration > Acquisitions and set the threshold in either of the two tables; PO Line Price Threshold or Invoice Amount Threshold.
- Using the parameter assertion_over_po_line_price. For details, see Configuring Other Settings.
This alert can appear after the PO line is sent.
- Purchase decision exists – A decision was made by the Trial Manager to purchase the PO line item.
- Receiving Status – Not in use.
- Reminder date has arrived – The deferral reminder date (if one exists) for the PO line (located on the Review Deferred page) has arrived.
- Renewal date past the subscription end date – The PO line’s renewal date is later than the date on which the subscription ends. The PO line for renewal appears in the Waiting for Renewal task list. If you see this message in the UI, close the PO line or update the PO line's renewal date.
- Reporting code is missing – A reporting code was not entered for the PO line. The reporting code appears in the PO Line Details area on the Summary tab. Reporting codes are often used as part of the report creation process for Alma Analytics. Similar alerts appear for secondary or tertiary reporting codes, if they are defined in Alma but not assigned to the PO line.
- Subscription is inactive – The expected receipt date of the PO line has passed, but no claim was made on the PO line. This alert can appear after the PO line is sent.
- The bib record is brief – The record is brief/short and must be extended/replaced. You see this message less frequently by lowering the brief level threshold. See the brief_level parameter in Configuring Other Settings (Resource Management).
- The bib record is series/book set – The record is part of a series. This may mean that a monograph order PO line type was used for a journal/serial bibliographic record.
||The method used to acquire the item. See Configuring Acquisitions Methods.
||The type of purchase (for example, printed book, audio visual material, and so forth). See Enabling/Disabling PO Line Types.
The process that created the PO line. The available options are:
- Selection Item
- Import EOD
- Import Shelf Ready
- Purchase Request