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 or EOD) 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. For information on reviewing PO lines including available facets, inventory information, updating PO lines, etc., see Reviewing PO Lines.

Watch the Configure Purchasing and Invoice Rules video.

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 (Output Parameters) 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 or False, 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
Parameter	Description
AssertionCode	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: Access model field does not match the access model on the portfolio. Saving the POL will overwrite the access model on the portfolio. – The user changed the value in the Access Model field of the PO line, and it does not currently match the value of the Public Access Model field of the portfolio. This alert appears when the user tries to save the changes to the PO line, and indicates that if the user saves the changes, the value of the Public Access Model field of the portfolio will be updated automatically to match the value in the Access Model field of the PO line, because these values must always match. Already have inventory – The PO line item already exists in your inventory. At least one item has a user request. Are you sure you want to continue? – When the Save and receive action is selected in the Received Items List page (Acquisitions > Receiving and Invoicing > Receive > Manage Items [in the row actions of a PO line]) for an item that has one or more patron or library requests associated with it, this alert appears. At least one of the received items is assigned to a remote host location – In an institution that operates as part of a network zone, when items are received, and one or more of those items were purchased by the institution but are going to be located at a different institution in the network (the "remote host"), this alert appears. At least one of the reporting codes is missing. – The institution has configured Alma to require that values be selected for certain reporting codes (up to five reporting codes can be required) for each PO line. This alert appears if the user saves a PO line when not all of the required reporting codes are selected. See also Configuring Reporting Codes. 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 portfolio already exists in the repository – This alert appears when the user tries to create an order from the Community Zone for portfolios that already exist in the institution. 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. Invoice contains vendor account which differs from one or more linked PO lines. – The value in the Vendor Account field of the invoice is different from the value in the Vendor Account field of the PO lines in the invoice. 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. PO Line type is disabled and its default value is not selected. The PO Line was created with the original type – The PO line was created automatically (via API or EOD) with a PO Line Type that is disabled in the institution. No Default PO Line Type is configured for the disabled type, so the disabled type was assigned to the PO line. See also Enabling/Disabling PO Line Types. PO Line type is disabled and was replaced to default value – The PO line was created automatically (via API or EOD) with a PO Line Type that is disabled in the institution. A Default PO Line Type is configured for the disabled type, and was assigned to the PO line. See also Enabling/Disabling PO Line Types. 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 threshold can be customized for each relevant library in Configuration > Acquisitions > Purchase Orders > PO Line Price Threshold. For details, see Manage Price Threshold and Amount Threshold for PO Lines and Invoices at the Library Level. This alert can appear after the PO line is sent. Price limit reached using currency conversion – The PO line price, after conversion to the currency of the fund associated with the PO line, is greater than a specified value (10,000 by default). This value is the same as the threshold described above, for the Price limit reached alert. This alert appears when the currency of the PO line is different from the currency of the fund, and the price limit has been exceeded in the currency of the fund. 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 Recurring 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. Some invoice lines differ in price from their linked PO line. – The prices given for one or more of the invoice lines in the invoice do not match the prices of their associated PO lines. 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 following PO lines have a request associated with their title. Are you sure you want to continue? – When multiple PO lines are selected for receiving in one action, if one or more of the PO lines has a requests associated with it, this alert appears. The invoice owner is the institution. All associated PO lines are owned by a single library. You can change the invoice owner to match the PO line owner. – The value of the Owner field of the invoice is different from the values of the Owner fields of all of the PO lines under the invoice, all of which are identical. The ordered resource was canceled in a previous order #{0} – When an order is created manually, if an order for the same resource was previously cancelled, this alert appears. The ordered resource already exists in the Inventory ({0} electronic collections) – When an order is created manually for an electronic resource that already exists in the system, this alert appears. The ordered resource already exists in the Inventory: {0} copies in library: {1}. – When an order is created manually for a physical resource that already exists in the system, this alert appears. There is an active order #{0} for this ordered resource in library: {1}. – When an order is created manually, if an active order for the same resource already exists, this alert appears.
Acquisition Method	The method used to acquire the item. See Configuring Acquisitions Methods.
VendorCode	The vendor.
POLineType	The type of purchase (for example, printed book, audio visual material, and so forth). See Enabling/Disabling PO Line Types.
SourceType	The process that created the PO line. The available options are: Selection Item Import EOD Import Shelf Ready API Purchase Request Any