Skip to main content
ExLibris
  • Subscribe by RSS
  • Ex Libris Knowledge Center

    Configuring Other Settings (Acquisitions)

    Translatable

    To configure other settings, you must have the following role:

    • Acquisitions Administrator
    • General System Administrator
    You can customize additional settings on the Customer Parameters mapping table (Configuration Menu > Acquisitions > General > Other Settings). For more information about mapping tables, see Mapping Tables.
    Customer parameters Acquisitions.png
    Customer Parameters Mapping Table Page
    You can modify or restore any parameter. Remember to select Save to store your changes. The following table describes the parameters available on the Customer Parameters Mapping Table page.
    Other Settings
    Parameter Description
    acq_activate_portfolio_from_API

    This parameter configures whether API orders sent from OASIS/GOBI for portfolios that are matched to Alma Community Zone will set the portfolio as 'available' (parameter=True) or 'not available' (parameter=False)" in case the parameter was set to true and the resource did not have a Community Zone match, the portfolio will not be set as "Available" and an electronic activation task list will be created (as the local – non CZ linked portfolio – has no URL information).

    See more information in January release notes and in the Real-Time Ordering page.

    acq_distribute_changes_last_run The last date that the Distribute Network Acquisition Changes to Members job ran to distribute vendor information. The job copies all vendors that have been added to the Network Zone since this date. For more information, see Sharing Vendor Information in a Network Zone.
    The format is YYYYMMDD (or YYYYMMDD_hhmmss).
    acq_distribute_changes_last_run_license The last date that the Distribute Network Acquisition Changes to Members job ran to distribute license information. The job copies all centrally managed licenses that have been added to the Network Zone since this date. For more information, see Sharing Vendor Information in a Network Zone.
    The format is YYYYMMDD (or YYYYMMDD_hhmmss).
    acq_distribution_job Whether the Distribute Network Acquisition Changes to Members job is active (true) or not (false). For more information, see Sharing Vendor Information in a Network Zone.
    acq_use_vendor_account_email Whether to send vendor-related emails to the email defined for the vendor account (true) or for the vendor (false). The default is false.
    This parameter is relevant only for emails sent for the following letters: Order List Letter, PO Line Cancellation Letter, PO Line Claim Letter, PO Line Aggregated Claim Letter, PO Line Renewal Letter. It does not affect emails sent using the Communications tab.
    acquisition_accrual_mode Whether the institution can work with accrual accounting (true) or not (false). See Working with Accrual Accounting.
    allow_edit_closed_invoice_line

    Whether to enable the option to edit fields of invoice lines that are in closed invoices (true) or disable it (false). 

    When this parameter is set to true, the following fields can be edited in closed invoices:

    • Subscription dates range (unless Accrual mode is enabled; see Creating Invoices)
    • Additional information
    • Check subscription date overlap
    • Price note
    • Note
    • Reporting Codes 1-5

    For additional information, see Creating Invoices.

    auto_claim (for physical one-time PO lines)

    Controls whether a Claim notification is sent to vendor in case the PO Line is set to claim task list. Possible values:

    • Y - Claim letter is sent. (However, note that the customer parameter only controls sending claim notification by mail. For EDI claims, the claiming process checks if the vendor has Claims enabled in the EDI Information tab, see Configuring EDI for a Vendor).
    • N - The PO Line is set to Claim, but claim notification Is Not sent to the vendor

    For additional details, see Processing Claims

    auto_claim_co (for physical continuous PO lines)
    auto_claim_electronic (for electronic one-time and continuous PO lines)
    claim_aggregated_letter

    Controls whether multiple claims for a single vendor are combined into a single claim letter:

    • TRUE (Default): Multiple claims notifications are combined into a single claim letter (the PO Line Aggregated Claim Letter.)
    • FALSE: Separate messages are sent for each claim, even if they are to the same vendor (the PO Line Claim Letter).

    For additional details, see Processing Claims

    claim_continuous_item_level 

    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 parameter to true. Default is false. See Processing Claims.
    conversation_send_from_logged_in_user_address

    Configures that conversation letter emails will go out from the logged in user's email (as addressed "From") or the library's. This is configured by setting the customer parameter: conversation_send_from_logged_in_user_address to be equal to "true".

    The parameter is relevant only for Alma letter type: ConversationLetter.

    copy_POL_price_to_item Whether the list price from the PO line is copied to the inventory price field in the item for physical one time orders, when the PO line price is changed. Set this parameter to true to copy the price. Additionally, when set to true and the PO line is saved, if the currency is not the local currency, the total is recalculated for the item. The parameter defaults to false, which does not copy the price to the item.

    currency_exchange_use_explicit_ratio

    When set to true, enables the feature to define explicit exchange rates when creating purchase orders. See Configuring Explicit Exchange Rates.
    expended_from_fund_default The default value of whether VAT is expended from the invoice line’s fund (true or false).
    exportPrepaidInv Whether the Export to ERP check box is displayed when you select Prepaid on the Invoice Details page (true or false).
    handle_invoice_payment

    Defines what happens to an invoice after it is approved:

    • true - The invoice is sent to the Waiting for Payment Invoices list to await automatic or manual handling.
    • false - The invoice is marked as paid and closed. (This occurs regardless of whether invoices are exported to an ERP system or not - i.e., regardless of the setting of the invoice_skip_erp parameter described below).

    For details, see Invoicing Workflow and Working with Invoices Waiting for Payment.

    invoice_allow_vat_in_line_level Whether VAT can be configured for an invoice on the invoice line level (true) or not (false).
    invoice_export_xml_dates_format Defines whether the dates format in invoice export xml will be according to the system date format.

    The possible values are: True or False.
    True means that the dates format in the exported invoice xml will be as defined in the system.
    False means that the dates format in the exported invoice xml will be yyyymmdd.

    Default value is False.

    invoice_not_unique Whether you can save non-unique invoice numbers that have the same vendor in the inventory database (true) or not (false). When true, this enables you to uniquely identify records with the same invoice number and the same vendor. See Creating Invoices.
    invoice_prefix Not in use.
    invoice_skip_erp Whether the invoice workflow skips the step where the invoice is sent to an external ERP system for payment (true), or the step is performed and invoices are sent to an external ERP system for payment (false).

    For details on how this setting affects the invoicing workflow, see Invoicing Workflow.

    Invoice_split_additional_charges

    Whether it is possible to itemize non-standard additional charges of different types in an invoice. The term "additional charges" refers to all non-tax charges other than the cost of the item itself. Standard additional charges are: Discount, Insurance, Overhead, Shipment, and Other.

    Supported non-standard additional-charge types are those that appear in the Invoice Line Types code table (Configuration menu > Acquisitions > Invoices > Invoice Line Types), and are available only if they are enabled in that table. Note that this table is only available when this parameter is set to true. For additional information, see Creating Invoices.

    • When set to false, non-standard additional charges are summed as "Overhead." The Overhead can either be prorated and included in the "Regular" lines of each item, or appear as a separate line in the invoice.
    • When set to true, non-standard additional charges can be added to an invoice, either prorated and included in the "Regular" lines of each item, or as separate lines in the invoice. 
       

    For invoices that are generated from EDI, this parameter also defines how additional charges that are added to individual invoice lines are handled by Alma:

    • When set to false, additional charges on invoice lines are summed and listed in a separate Overhead line. 
    • When set to true, additional charges on invoice lines are itemized below those lines. Nonetheless, only charges of types that appear in the Invoice Line Types code table (Configuration menu > Acquisitions > Invoices > Invoice Line Types) are itemized in this way. (They do not have to be enabled.) Charges of types that are not listed in this code table are summed and listed in an Overhead line. For additional information, see Creating Invoices.
    invoice_subscription_overlap Whether the Check subscription date overlap check box is displayed on the Invoice Line Details page (true or false). If this parameter set to true and the check box is selected, Alma checks all invoice lines associated with the PO line to determine whether there is an overlap of invoice dates for continuous subscriptions and if there is, issues an alert to this effect.
    invoice_use_pro_rata Whether the Use pro rata setting is selected by default when creating new invoices (true or false).
    no_e-task_on_close_po_line Whether a task is created when an electronic PO line is closed (the task reminds the user to deactivate the resource). true indicates that the task is NOT created; false indicates that the task is created. The default is false.
    po_line_calc_co_next_step_on_receive Set to true to calculate a PO line's next step and put the item in transit, if needed, when receiving a continuous PO line for other departments. When false, which is the default, the item will not be put into transit when receiving a continuous PO line for other departments.
    po_line_hold_item_for_interested_users Controls whether the "Hold Item" option is selected in the Interested Users tab of the Purchase Order Line Detail page of an automatically generated PO line (i.e., a PO line that is created from a patron Purchase Request, from an EOD process, or from an automated job). The default is True.

    For additional information about the "Hold Item" option, see Manually Creating a PO Line.
    po_line_notify_for_interested_users_upon_cancellation Controls whether the "Notify upon cancellation" option is selected in the Interested Users tab of the Purchase Order Line Detail page of an automatically generated PO line (i.e., a PO line that is created from a patron Purchase Request, from an EOD process, or from an automated job). The default is True.

    For additional information about the "Notify upon cancellation" option, see Manually Creating a PO Line.
    po_line_notify_for_interested_users_upon_receiving_activation Controls whether the "Notify user upon receiving/activation" option is selected in the Interested Users tab of the Purchase Order Line Detail page of an automatically generated PO line (i.e., a PO line that is created from a patron Purchase Request, from an EOD process, or from an automated job). The default is False.

    For additional information about the "Notify user upon receiving/activation" option, see Manually Creating a PO Line.
    po_line_notify_for_interested_users_upon_renewal Controls whether the "Notify upon renewal" option is selected in the Interested Users tab of the Purchase Order Line Detail page of an automatically generated PO line (i.e., a PO line that is created from a patron Purchase Request, from an EOD process, or from an automated job). The default is False.

    For additional information about the "Notify upon renewal" option, see Manually Creating a PO Line.
    po_line_prefix The prefix to be used for all PO lines. The default is POL- .
    po_line_quantity_updated_with_items_number Enabled by default when creating new PO lines. This parameter enables the Update Net Price according to item quantity checkbox to be displayed. The checkbox reflects the number of ordered items within the Quantity for pricing field. 

    When the checkbox is enabled, the Quantity for pricing amount is updated automatically once the user adds/removes items, and as a result, the Net Price field is also updated.

    po_line_remove_interested_users Set to true to indicate that all interested users on closed and canceled PO lines should be deleted when the weekly PO Line – Delete interested users job runs. See Manually Creating a PO Line.
    po_line_send_notification_to_vendor_on_renewal Whether an email should be sent to vendors when a subscription is renewed. Note that the vendor’s preferred email address is used (true or false). See Renewal Workflow.
    po_packed_by_fund Whether PO lines are automatically packaged into POs according to funds (true or false). If set to true, institutions working with functional funds are able to locate all the POs associated with a specific fund and manage PO approval more efficiently. For more information, see Packaging PO Lines into a PO.
    po_prefix The prefix to use for all POs. The default is PO- .
    pol_handle_bib_record_without_inventory Defines how an itemless bibliographic record will be handled when a PO line is canceled and, as a result, the item to be ordered and its holdings record are deleted. Possible values are:
    • MANUAL - A field is added to the Cancellation Information dialog box, Handling bibliographic records without inventory, in which the operator must select what should be done with the itemless bibliographic record – do nothing, delete the record, or suppress the record.
    • DELETE - The itemless bibliographic record is automatically deleted.
    • SUPPRESS - The itemless bibliographic record is suppressed from publishing.
    • DO NOTHING - The bibliographic record is not deleted. This is the default behavior. (By default, this parameter is not set, which means the same as DO NOTHING.)

    These values must be entered into the mapping table in ALL CAPS, as they appear above. For example, MANUAL, not Manual or manual.

    See Canceling PO Lines.

    PR_indicate_for_primo_if_ISBN_exists

    Enables an alert on the Primo Purchase Request form. When set to true, which is the default, if an ISBN or EISBN number is entered on a blank form, the alert displays on the page if the resource is already owned by the library. After entering the identifier, when applicable, a message displays that a holdings does not exist for the identifier. That may be because the resource does not exist, because there is a location, bibliographic record, or holdings that is suppressed from discovery, or because, for electronic resources, the electronic portfolio is not active. This is also relevant for network and multi-campus. This is not applicable to journals.
    purchase_request_import_profile Stores the name of the import profile to be used for matching purchase requests. Leaving this parameter blank means the purchase request matching process will use the default match of ISBN/ISSN numbers. For more information, see Creating a Purchase Request
    release_remaining_encumbrance_for_edi Whether encumbrances are released for continuous order PO lines in invoices that are created using EDI (true or false).
    trial_notification_before_start_date Not in use. See the job Trials – Start and Notify Participants in Viewing Scheduled Jobs.
    vat_percent_default The default percentage of VAT in the institution. The default is initially 0.
    view_holding_in_receiving Whether holdings information is displayed when viewing receiving items (true or false).
    • Was this article helpful?