PO Line
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A PO Line table is a dimension table that stores details about the PO and the PO Line. The PO line is the management unit of the order. Note that the fields under this dimension are not sorted alphabetically, but logically in most cases, ordered by their place in the PO line creation pages. Also note that this table includes fields for both physical and electronic items although some are relevant only to one of the types.
For more information about enhancements made to the PO Line, see the Analytics: PO Line Dimension Enhancements video (3:45 mins).
| Field | Description | Field Location in Alma | Additional Information | Data Type | Data Size |
|---|---|---|---|---|---|
| Access Model | The public access model for the electronic resource. | Acquisitions > All PO Lines > Activation Information section | Available only for electronic resources. The values are configured in the Access Model code table. |
VARCHAR | 4000 |
| Acquisition Method | The code of the method by which the PO Line is acquired, with the default value set as PURCHASE. This value may change when the PO Line is sent. |
-- | See the Acquisition Method Code table. | VARCHAR | 255 |
| Acquisition Method Description | The description (label) of the acquisition method. | Acquisitions > All PO Lines > PO Line Information section The label in Alma is Acquisition method. |
VARCHAR | 4000 | |
| Additional Order Reference | An additional identifier for the PO line. | Acquisitions > All PO Lines > PO Line Information section The label in Alma is Additional PO Line Reference Field. |
VARCHAR | 255 | |
| Application | Used for identifying migrated PO lines. | -- | Data is stored in the DB and not exposed in the Alma UI. | VARCHAR | 255 |
| Assigned To | The user to which the order is assigned. | Acquisitions > All PO Lines > Left pane | VARCHAR | 255 | |
| Associated PO Line | The PO line associated with the current one. | Acquisitions > All PO Lines > PO Line Information section | VARCHAR | 255 | |
| Association Type | The type of association between PO lines. Defined by a user, process, or job. | Acquisitions > All PO Lines > Associated PO Lines link | Available when there is an associated PO line | VARCHAR | 255 |
| Cancellation Reason | Code for the reason that a PO line is canceled. Displayed only for canceled PO lines. | The cancellation reason label appears in the History link. To match the label from the PO line History page to the code in analytics, see the PO Line Cancellation Reasons Code table at Configuration > Purchase Orders > PO Line Cancellation Reasons.
The cancellation reason is selected when cancelling a PO line. |
VARCHAR | 255 | |
| Cancellation Restriction | Indicates if the cancellation restriction note is displayed when cancelling of a PO line, which contains a warning about the cancellation. | Acquisitions > All PO Lines > PO Line Information section | Possible values are Yes/No. | VARCHAR | 4000 |
| Cancellation Restriction Note | The warning to be displayed when canceling a PO line when Cancellation Restriction is selected in Alma. | Acquisitions > All PO Lines > PO Line Information section | Displayed when Cancellation Restriction is selected. | VARCHAR | 4000 |
| CKB ID | When clicking Order from an Electronic Collections search, a CKB ID (Central Knowledgebase ID) is stored as a reference to the electronic collection ID, rather than an MMS ID. | Acquisitions > All PO Lines > PO Line Information section The label in Alma is CKB ID. |
Not available when there is an MMS ID. | VARCHAR | 50 |
| Claiming Date | The date on which the PO line is sent to the claims task list. | -- | Determined by adding the number of days in the claiming grace period to the expected receipt/activation date. Calculated from the "Claiming grace period field (days)" field on the Acquisitions > All PO Lines > Vendor Information section. For more information, see Criteria for Marking PO Lines as In Claim. |
DATETIME | |
| Claiming Date (Calendar) | Claiming Date without a timestamp | -- | DATE | ||
| Currency | The currency of the transaction. | Acquisitions > All PO Lines > Pricing and Funding section > next to the List Price field | VARCHAR | 3 | |
| Discount | The discount amount. | Acquisitions > All PO Lines > Pricing and Funding section The label in Alma is Discount (amount). |
DOUBLE | ||
| ERP Number | The Enterprise Resource Planning number of the purchase order. | -- | Used by customers that want the purchase order to be approved by an ERP system before it is sent to the vendor.
For more information, see Orders Export in the Developers Network. |
VARCHAR | 255 |
| Expected Activation Date | The expected date for the resource activation by vendor for electronic PO lines. | Acquisitions > All PO Lines > Vendor Information section | Only for electronic PO lines. | DATE | |
| Expected Activation Interval | For electronic PO Lines, the number of days after ordering that you expect electronic orders to be activated. | Acquisitions > All PO Lines > Vendor Information section The label in Alma is Activation due after ordering (days). |
Only for electronic PO lines. | DOUBLE | |
| Expected Receipt after Ordering Interval | For physical PO Lines, the number of days after ordering that you expect physical orders to be received. | Acquisitions > All PO Lines > Vendor Information section The label in Alma is Expected receipt after ordering (days). |
Only for physical PO lines. | DOUBLE | |
| Expected Receipt Date | For physical PO lines, the expected date for physical items to be received from the vendor. | Acquisitions > All PO Lines > Vendor Information section The label in Alma is Expected receipt (date). |
Only for physical PO lines. | DATE | |
| Interested Users | Displays the interested users for the PO line. If more than one user is added to the PO line, values are concatenated. | Acquisitions > All PO Lines > Interested Users section | Note that to search for a specific user, you should use the contain filter to also find cases where more than one user was added to the PO. | VARCHAR | 4000 |
| Invoice Status | The status of the invoice. | Acquisitions > All PO Lines > PO Line Information section | VARCHAR | 4000 | |
| Is Claimed | Indicates if there is an open claim to the vendor. A PO line is claimed if the items were not received or if the receiving/activation date of the PO line passed. | Acquisitions > All PO Lines > Left pane, when marked In Claim | Possible values are Yes/No. | VARCHAR | 3 |
| Item Description | The description of the ordered physical item. | Acquisitions > All PO Lines > Ordered Items section | The description entered for the PO line. Note that this field is not taken from the bibliographic details. It is useful when no item is related to the PO line. Only for physical one-time PO lines. | VARCHAR | 4000 |
| License ID | The unique ID of the license of the PO line that is relevant for electronic PO lines. | -- | Available only for electronic resources. Data is stored in the DB and not exposed in the Alma UI. | VARCHAR | 50 |
| List Price | The list price for a single copy of the item. | Acquisitions > All PO Lines > Pricing and Funding section | DOUBLE | ||
| Manual Renewal | Indicates whether the PO line is renewed manually or automatically. | Acquisitions > All PO Lines > Renewal Information section | Yes for manual and No for automatic.
Relevant for standing orders and subscriptions. |
VARCHAR | 3 |
| Material Supplier | The vendor supplying the material being ordered. | Acquisitions > All PO Lines > Vendor Information section | This is a concatenation of: vendor name (name code)/account description (account code). | VARCHAR | 800 |
| Material Type | The material type of the PO line. | Acquisitions > All PO Lines > PO Line Information section | For example: Book. | VARCHAR | 4000 |
| Net Price | A calculation of the total price for the PO line based on the list price per copy, the discount, and the number of copies ordered. | Acquisitions > All PO Lines > Pricing and Funding section | DOUBLE | ||
| No Charge | Indicates if there is a charge for the PO line. | Acquisitions > All PO Lines > Pricing and Funding section | Yes / No | VARCHAR | 10 |
| Note To Vendor | Notes to the vendor. | Acquisitions > All PO Lines > Vendor Information section | VARCHAR | 2000 | |
| Order Line Type | The order line type as it appears in the order in Alma. | Acquisitions > All PO Lines > PO Line Summary section Does not have a label in the Alma UI. |
See the PO Line Type Code table. | VARCHAR | 4000 |
| Order Line Type Code | The code for the Purchase Order line type. | -- | See the PO Line Type Code table. | VARCHAR | 255 |
| PDA Code | The patron driven acquisition code. | Acquisitions > All PO Lines > (Electronic Resource) > Ordered Portfolios section> [Edit] >Acquisitions section> View PDA Details
The label in Alma is Code. |
Only if the PO line was created by a PDA process. | VARCHAR | 4000 |
| PDA Name | The patron driven acquisition name | Acquisitions > All PO Lines > (Electronic Resource) > Ordered Portfolios section> [Edit] > Acquisitions Tab
The label in Alma is PDA. |
Only if the PO line was created by a PDA process. | VARCHAR | 4000 |
| PO Approval Date | The date the PO was approved (the sent date). | Acquisitions > All PO Lines > Record View.
The label in Alma is Sent Date. |
DATE | ||
| New for January! PO Approval Date and Time |
The date and time that the PO was approved. | DATE | |||
| PO Creation Date | The timestamp of the PO creation date. | Acquisitions > All PO Lines > PO Line Summary section> [PO link] > Information Icon The label in Alma is Created on. |
TIMESTAMP | ||
| PO Creation Date (Calendar) | PO creation date without a timestamp. | -- | DATE | ||
| PO Creator | The user that created the PO (user name). | Acquisitions > Review (PO) > Right Pane > Information Icon The label in Alma is Created by. |
VARCHAR | 255 | |
| PO Line Binding During Receiving | Indicates if the PO line is marked for binding during receiving (for physical items). | Acquisitions > All PO Lines > Receiving Information section The label in Alma is Binding during receiving. |
Relevant only for physical items.
Possible values are Yes/No. |
VARCHAR | 4000 |
| PO Line Creation Date | The timestamp of the PO line creation date. | Acquisitions > All PO Lines > History link > Info icon The label in Alma is Created on. |
TIMESTAMP | ||
| PO Line Creation Date (Calendar) | PO line creation date without a timestamp. | -- |
|
DATE | |
| PO Line Creator | The user that created the PO line (user name). | Acquisitions > All PO Lines > History link > Info icon The label in Alma is Created by. |
VARCHAR | 255 | |
| PO Line Identifier | The identifier of the ordered title. (ISSN or ISBN) |
Acquisitions > All PO Lines > PO Line Information section The label in Alma is Identifier. |
VARCHAR | 4000 | |
| PO Line Inventory Active Library Code | The code of the active (not deleted) library of the inventory (item). | PO Line Inventory Library Name, which matches the code, can be seen in the Ordered Items section. | Library codes are configured in Configuration > General > Add a Library or Edit Library Information | VARCHAR | 4000 |
| PO Line Inventory Library Code | The code of the library of the inventory (item). | PO Line Inventory Library Name, which matches the code, can be seen in the Ordered Items section. | Library codes are configured in Configuration > General > Add a Library or Edit Library Information | VARCHAR | 4000 |
| PO Line Label | The labels assigned to the PO line | Acquisitions > All PO Lines >PO Line Summary section | This is a repeatable field in Alma, which is concatenated in analytics. It is fee-text field, configured by the user. For more information, see Managing Labels in the Details Pane. | VARCHAR | 4000 |
| PO Line Manual Packaging | Indicates if the PO line was manually packaged into a PO. | Acquisitions > All PO Lines >PO Line Information section The label in Alma is Manual packaging. |
Possible values are Yes/No. | VARCHAR | 4000 |
| PO Line Modification Date | The timestamp of the PO line modification date. | Acquisitions > All PO Lines > History link> Info icon The label in Alma is Last updated on. |
TIMESTAMP | ||
| PO Line Modification Date (Calendar) | PO line modification date without a timestamp. | -- | Date | ||
| PO Line Modified By | The user that modified the PO line (user name). | Acquisitions > All PO Lines > History link > Info icon The label in Alma is Last updated by. |
VARCHAR | 255 | |
| PO Line Notes | The notes on the PO line. | Acquisitions > All PO Lines > Notes section | Multiple notes are separated by a semicolon. | VARCHAR | 4000 |
| PO Line Owner Library Code | The code of the PO line owner library. | Configuration > General > Add a Library or Edit Library Information > Right Pane
The label in Alma is Code. |
Library codes are configured in Configuration > General > Add a Library or Edit Library Information | VARCHAR | 4000 |
| PO Line Owner Library Name | The name of the PO line owner library. | Acquisitions > All PO Lines > PO Line Summary section The label in Alma is PO Line Owner. |
VARCHAR | 4000 | |
| PO Line Reference | The business identifier of the PO line (PO Line number). | Acquisitions > All PO Lines > PO Line Summary section The label in Alma is PO Line. |
This is the PO line number in Alma. | VARCHAR | 255 |
| PO Line Routing During Receiving | Indicates if the PO line is marked for routing during receiving. | Acquisitions > All PO Lines > Receiving Information section The label in Alma is Routing during receiving. |
Relevant only for physical items.
Possible values are Yes/No. |
VARCHAR | 4000 |
| PO Line Title | The title of the PO line. | Acquisitions > All PO Lines > PO Line Summary section
There is no label in Alma. |
VARCHAR | 4000 | |
| PO Line Vendor Title Number | A vendor-supplied number for the associated title on a PO line. | The MARC 035 field of the bibliographic record. | An identifier other than ISBN/ISSN for non-books inventory. | VARCHAR | 4000 |
| PO Modification Date | The timestamp of the PO modification date. | Acquisitions > All PO Lines > Receiving Information section
The label in Alma is Last updated on. |
TIMESTAMP | ||
| PO Modification Date (Calendar) | The PO modification date without the timestamp. | -- | This date format is useful when filtering the report by date. | DATE | |
| PO Modified By | The user that modified the PO (user name). | Acquisitions > All PO Lines > Receiving Information section The label in Alma is Last updated by. |
VARCHAR | 255 | |
| PO Number | The business identifier of the PO related to the PO line. | Acquisitions > All PO Lines > Left pane The label in Alma is PO. |
VARCHAR | 255 | |
| Quantity for Pricing | The number of items to be paid for. | Acquisitions > All PO Lines > Pricing and Funding section. | The quantity for pricing and the number of items to create may be different in a case of discounted pricing through a deal such as "buy two items and get a third item at no additional charge". | DOUBLE | |
| Receiving / Activation Note | Text with which the Purchasing Operator indicates to the Receiving Operator the intended location of serial order items in which no inventory items are created. | Acquisitions > All PO Lines > Activation Information section | Activation information is only available for electronic resources.
For physical resources, the section is Receiving Information. |
VARCHAR | 4000 |
| Receiving Date (Latest in POL) | This field allows you to retrieve the latest receiving date for an item in a PO line. | Acquisitions > All PO Lines > Ordered Items section> Receiving date (the most recent receiving date) | This is useful, since a PO line can have several items and each of the items may have a different receiving date. | DATE | |
| Receiving Status | An indication (Yes/No) of whether or not all physical items were received in the receiving workbench. | -- | VARCHAR | 10 | |
| Reclaim Interval (Days) | The interval number of days that Alma will send reclaim letters after the initial claim letter is sent. | Acquisitions > All PO Lines > Vendor Information section | Relevant only for physical PO lines. | NUMERIC | |
| Renewal Cycle | The cycle for the autorenewal job for continuous orders For example, if it is set to one year, the PO line is renewed in one year. | Acquisitions > All PO Lines > Renewal Information section | Defined in the RenewalCycle code table.
Relevant only for continuous orders. |
DOUBLE | |
| Renewal Date | The date of the PO line’s next renewal for continuous orders. | Acquisitions > All PO Lines > Renewal Information section | Relevant only for continuous orders. | DATE | |
| Renewal Note | The note of the PO line renewal for continuous orders. | Acquisitions > All PO Lines > Renewal Information section | Relevant only for continuous orders. | VARCHAR | 4000 |
| Renewal Reminder Period | Determines how many days before renewal an email regarding that renewal is sent. | Acquisitions > All PO Lines > Renewal Information section The label in Alma is Renewal reminder period (days). |
Relevant only for manually renewed continuous orders. | DOUBLE | |
| Reporting Code - 1-5 | Five fields that store the reporting codes. | As defined in the Reporting Codes code tables. | VARCHAR | 255 | |
| Reporting Code Description - 1-5 | Five fields that store the description of the five reporting code fields. | Acquisitions > All PO Lines > Reporting Codes section | VARCHAR | 4000 | |
| Rush | Indicates if the PO line is to be rushed. | Acquisitions > All PO Lines > Receiving Information section | Relevant only for Physical items
Possible values are 0 or 1. 1 indicates a rush. |
VARCHAR | 4000 |
| Sent Date | The date that the PO/ PO line is sent to the vendor. | Acquisitions > All PO Lines > PO Line Information section For PO line - in the history link. |
DATE | ||
| Ship To Address City | The city to which to ship the physical item. | -- | From the shipping address configured for the relevant library. | VARCHAR | 176 |
| Ship To Address Country | The country to which to ship the physical item. | -- | From the shipping address configured for the relevant library. | VARCHAR | 320 |
| Ship to Address ID | Internal ID of the library shipping address. | -- | Data is stored in the DB and not exposed in the Alma UI. | DOUBLE | |
| Ship To Address Line 1-5 | The address to which to ship the physical item. | -- | From the shipping address configured for the relevant library. | VARCHAR | 784 |
| Shipping Method | The code of the method for the vendor to ship the order. | -- | Per the values in Shipping Method code table defined in the acquisition configuration menu. | VARCHAR | 255 |
| Source ID | The source file ID used for the EOD lines. | -- | Data is stored in the DB and not exposed in the Alma UI. | VARCHAR | 255 |
| Source Type | The source from which the PO line originated, for example, EOD, Manual, and Migration. | Acquisitions > All PO Lines > PO Line Information section | VARCHAR | 255 | |
| Status | The business status of the PO line as Active, Canceled, or Closed There are a number of sub-statuses included in the business status "Active". See the Status (Active) field. |
Acquisitions > All PO Lines > PO Line Summary section
There is no label in Alma. (If Active, the sub-status is displayed. See the Status (Active) field). |
VARCHAR | 255 | |
| Status (Active) | Displays the sub-status of the "Status" field. For example: Waiting for Invoice, Waiting for Manual Renewal, Recurring Renewal, Under Evaluation, Sent, In Review, Ready to Be Sent, Waiting for Packaging, and Manual Packaging. | Acquisitions > All PO Lines > PO Line Summary section. There is no label in Alma. | When the status is active. | VARCHAR | 4000 |
| Subscription From Date | The date for the beginning of a subscription for continuous orders. | Acquisitions > All PO Lines > Renewal Information section | Relevant only for subscriptions. | DATE | |
| Subscription To Date | The date for the end of a subscription for continuous orders. | Acquisitions > All PO Lines > Renewal Information section | Relevant only for subscriptions. | DATE | |
| Vendor Access Provider | The vendor that provides access to electronic resources. | Acquisitions > All PO Lines > Vendor Information section
The label in Alma is Access provider. |
VARCHAR | 255 | |
| Vendor Account Code | The vendor account code as defined in the Alma vendor account definitions. | Acquisitions > All PO Lines > Vendor Information section> > Material Supplier field - the fourth element | All the vendors that have been on the order, not just the active vendor. | VARCHAR | 784 |
| Vendor Account Description | The vendor account description as defined in the Alma vendor account definitions. | Acquisitions > All PO Lines > Vendor Information section> Material Supplier field - the third element | All the vendors that have been on the order, not just the active vendor. | VARCHAR | 255 |
| Vendor Code | The vendor code as defined in the Alma vendor details definitions. | Acquisitions > All PO Lines > Vendor Information section> Material Supplier field - the second element | All the vendors that have been on the order, not just the active vendor. | VARCHAR | 255 |
| Vendor Contact Person ID | The related vendor contact person ID. | -- | Can be accessed by clicking on the Material Supplier in the Vendor Information section. | VARCHAR | 50 |
| Vendor Name | The vendor name as defined in the Alma vendor details definitions. | Acquisitions > All PO Lines > Vendor Information section> Material Supplier field - the first element | All the vendors that have been on the order, not just the active vendor. | VARCHAR | 255 |
| Vendor Reference Number | The reference number for the PO line in Alma, as provided by the vendor Serves as a matching point for identifying a PO line in Alma. | Acquisitions > All PO Lines > Vendor Information section | VARCHAR | 255 | |
| Vendor Reference Number Type | The type of the reference number. | Acquisitions > All PO Lines > Vendor Information section | VARCHAR | 255 |