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    Funds Expenditure

    Analytics
    Using the Funds Expenditure subject area, the Design Analytics user may create reports and dashboards that help to answer the following types of business questions:
    • How much was expended last year per month?
    • What is the comparison of encumbrances versus expenditures versus allocations?
    • How much was expended per item material type or per item type?
    • What is the share of E/P expenditures out of the total expenditures?
    • How much was paid per vendor?
    • How much was expended per reporting code?
    • How much was expended per fund, ledger, or library out of the allocations?
    • How much was expended per library?
    fund_expenditures_star_diagram.png
    Star Diagram - Funds Expenditure
    • Do not create reports with fields from the Funds Expenditure subject area and attribute fields (yellow fields) from the Physical Items subject area or you will receive incorrect results.
    • When PO Lines, POs, Invoices, and Licenses are deleted in Alma, they are no longer available in Alma Analytics.
    • Information on PO lines without transactions is available in Alma Analytics, except for migrated PO lines without transactions, which can be added by contacting Ex Libris Support.

    Field Descriptions

    The following sections present the fields available in Funds Expenditure.
    funds_expenditure_field_descriptions.png
    Funds Expenditure - Field Descriptions

    Fund Transactions

    The Fund Transactions table is the fact table that contains all the measures (activities) of specific transactions. There are three types of transactions:
    • expenditure
    • allocation
    • encumbrance
    Each transaction is associated with a fund and each fund is associated with a fiscal period:
    • The allocation transaction is made on the fund level and is used to allocate budgets to a fund
    • The encumbrance transaction is created from the PO line. Another transaction with negative amounts is made after the invoice line is created. In a common scenario, the encumbrance amount is zero after the invoice arrives. Sometimes there are differences in the amounts between the two transactions, so that the remaining encumbrance amount is not always zero.
    • The expenditure transaction is created from the invoice line and represents the actual payment for the item

    Report Creation Tips

    Only funds with transactions appear in reports created with the fields of the Fund Transactions subject area.
    • Creating a report based on expenditures
      Because of the way encumbrance transactions are created (with a plus and minus transaction), when building a report on the transaction level, it is common to use the Transaction Item Type = "expenditure" filter. Many of the out-of-the-box reports are built this way.
    • Combining invoice and PO amounts in reports
      The fact that in the same SA there are amounts from the transaction level as well as amounts from the PO and invoice level can create duplications when combined together. To ensure that you get correct results in your reports, follow the below guidelines:
      • When adding the PO Line Total Price field, also add the PO Line Reference field to your report columns. (It can be excluded from display, but it has to be selected.) Additionally, you must set the Aggregation Rule for the PO Line Total Price field to Sum (found by selecting Edit Formula).
      • When adding the Invoice Line Total Price field or the Transaction Amount field, also add the Invoice Line > Invoice Line-Unique Identifier field to your report columns. (It can be excluded from display, but it has to be selected.)
      The following is an example of the invoice line amount in Alma:
      invoice_line_amount.gif
      Invoice Line Amount
      If you create a report with invoice line amounts as well as amounts from the transaction level (in this example the remaining encumbrance) you get incorrect results:
      invoice_line_amt_incorrect.gif
      Invoice Line Total Price - Incorrect
      If you add the invoice number, the results are correct:
      invoice_line_amt_correct.gif
      Invoice Line Total Price - Correct
    • Creating a report that displays the sum of invoice lines in separate groups
      To receive correct totals of invoice lines when divided into groups of invoices, edit the formula of the Invoice Line Total Price column and set the aggregation rule to Sum.
    The following table describes the fields in the Fund Transactions dimension.
    Fund Transactions
    Field Description Additional Information
    Transaction Allocation Amount The transaction allocation amount. Typically you filter the report to show amount per transaction type.
    Transaction Amount The transaction amount. Typically you filter the report to show amount per transaction type.
    Transaction Available Balance This is the value of the Allocated Balance minus the Expenditure Balance minus the Encumbered Balance.  
    Transaction Cash Balance This is the value of the Allocated Balance minus the Expenditure Balance.  
    Transaction Encumbrance Amount The transaction encumbrance amount. Typically you filter the report to show amount per transaction type.
    Transaction Expenditure Amount The transaction expenditure amount of PO lines whose PO line type is marked as any type (Electronic, Physical, and Generic) . Typically you filter the report to show amount per transaction type.
    PO Line types are configured at: Configuration > Acquisitions > Purchase Orders > PO line types.
    Transaction Expenditure Amount of type Electronic Format The transaction expenditure amount of PO lines whose PO line type is marked as Electronic.  
    Transaction Expenditure Amount of type General Format The transaction expenditure amount of PO lines whose PO line type is marked as Generic.  
    Transaction Expenditure Amount of type Physical Format The transaction expenditure amount of PO lines whose PO line type is marked as Physical.  
    Transaction Foreign Currency Amount The transaction amount when it is in a currency other than dollars.  
    Transaction Foreign Currency Encumbrance Amount The transaction encumbrance amount when it is in a currency other than dollars.  
    Transaction Foreign Currency Expenditure Amount The transaction expenditure amount when it is in a currency other than dollars.  
    Transaction VAT The value-added tax.  
    % remaining (Considering expended and encumbered) (Available Balance / Allocated Balance) * 100  
    % remaining (Considering only expended) (Cash Balance / Allocated Balance) * 100  
    Number of POLs The number of PO lines whose PO line type is marked as any type  (Electronic, Physical, and Generic). PO Line types are configured at: Configuration > Acquisitions > Purchase Orders > PO line types.
    Number of POLs of type Electronic Format The number of PO lines whose PO line type is marked as Electronic. PO Line types are configured at: Configuration > Acquisitions > Purchase Orders > PO line types.
    Number of POLs of type General Format The number of PO lines whose PO line type is marked as Generic. PO Line types are configured at: Configuration > Acquisitions > Purchase Orders > PO line types.
    Number of POLs of type Physical Format The number of PO lines whose PO line type is marked as Physical. PO Line types are configured at: Configuration > Acquisitions > Purchase Orders > PO line types.
    Number of POLs without Transactions The number of PO lines without transactions.  
    PO Line Pct Displays 100 times the Transaction Amount/PO Line Total Price  
    PO Line Quantity The number of items in the PO line. You must add the PO Line Reference field to the report to ensure that the PO Line Quantity is calculated correctly.
    PO Line Total Price The total price (includes additional charges, if any). Add the PO Line Reference field to the report to ensure that the PO Line Total Price is calculated correctly.
    Invoice Line Pct Displays 100 times the Transaction Amount / Invoice Line Total Price.  
    Invoice Line Quantity The number of elements ordered in the invoice line.  
    Invoice Line Total Price The total amount (includes additional charges, if any). Add the Invoice Line > Invoice Line-Unique Identifier field to the report to ensure that the Invoice Line Total Price is calculated correctly.

    Fund Transactions Details

    The Fund Transactions Details table is the dimension table that displays more details about specific transactions performed from the fund. The primary key is FUND_TRANSACTION_ID. As with the Fund Transactions table, there are three types of transactions, i.e., expenditure, allocation and encumbrance. Each transaction is associated with a fund and each fund is associated with a fiscal period. See Fund Transactions for more details regarding transactions. 
    For the fields below located on the Transactions tab, the path indicated uses an allocated fund as an example. To view the field for a summary fund, the path would be: Acquisitions > Acquisitions Infrastructure > Funds and Ledgers [select a Summary Fund fund] > Funds tab > Select an allocated fund > Transactions tab.
    Fund Transactions Details
    Field Description Field Location in Alma Additional Information Data Type Data Size
    Dewey Classification Top Line The first 3 digits of the Dewey Classification. -- Classification information comes from the bibliographic record. VARCHAR 15
    Exchange Rate The exchange rate between the fund's currency and that of the invoice. Acquisitions > Acquisitions Infrastructure > Funds and Ledgers [select a fund] >Transactions Tab > [view a transaction] > Exchange Details Section This field does not appear for allocation type transactions. DOUBLE

     

    Exchange Rate Date The date that the exchange rate was calculated. Acquisitions > Acquisitions Infrastructure > Funds and Ledgers [select a fund] >Transactions Tab > [view a transaction] > Exchange Details Section This field does not appear for allocation type transactions. DATE

     

    Explicit Ratio Indicates (Yes/No) if an exchange rate is set between the fund's currency and that of the invoice. Acquisitions > Acquisitions Infrastructure > Funds and Ledgers [select a fund] >Transactions Tab > [view a transaction] > Exchange Details Section This field does not appear for allocation type transactions. VARCHAR 4000
    Fund Transaction Reference A number that can be used to reference a particular allocation to a fund, set from the Transaction tab of the Funds and Ledgers page  Acquisitions > Acquisitions Infrastructure > Funds and Ledgers [select a fund] >Transactions Tab > [view a transaction]  > Transaction Section

    The label in Alma is Transaction Reference.

      VARCHAR 255
    LC Classification Code The LC classification code, the letters with which the LC class number starts such as BF or QA. -- Classification information comes from the bibliographic record. VARCHAR 50
    LC Classification Number The LC classification number, that is, the numbers followed by the letters until the first period followed by a letter. -- Classification information comes from the bibliographic record. DOUBLE

     

    LC Classification Top Line The combined LC code and classification numbers until the first period followed by a letter, such as NB933 when the lc_class_number is NB933.F44. -- Classification information comes from the bibliographic record. VARCHAR 4000
    Related Record Indicates the related resource sharing record. Acquisitions > Acquisitions Infrastructure > Funds and Ledgers [select a fund] >Transactions Tab > [view a transaction]  > Transaction Section Although in Alma this field can display the fund, invoice, PO line, and request ID, currently, only the request ID for related records of type Resource Sharing is displayed in this analytics field. VARCHAR 50
    Source Amount The amount of the source currency. Acquisitions > Acquisitions Infrastructure > Funds and Ledgers [select a fund] >Transactions Tab > [view a transaction] > Exchange Details Section This field does not appear for allocation type transactions. DOUBLE

     

    Source Currency The currency from which you want to convert the invoice currency. Acquisitions > Acquisitions Infrastructure > Funds and Ledgers [select a fund] >Transactions Tab > [view a transaction] > Exchange Details Section

    The currency is displayed with the Source Amount.

    This field does not appear for allocation type transactions. VARCHAR 4000
    Transaction Date The date that the transaction occurred. Acquisitions > Acquisitions Infrastructure > Funds and Ledgers [select a fund] >Transactions Tab

    The label in Alma is Date.

      DATETIME

     

    Transaction ID The  internal ID of the transaction. --   VARCHAR 50
    Transaction Item Sub Type Displays the relevant Transaction Item Sub-Type of the specific Transaction Item Type.  
    • The sub-types for Allocation are Allocation and Transfer.
    • The sub-types for Encumbrance are Encumbrance and Disencumbrance
    • The sub-type for Expenditure is Expenditure.
    Acquisitions > Acquisitions Infrastructure > Funds and Ledgers [select a fund] > Transactions Tab

    The label in Alma is Type.

    The sub-type is listed under the Type column in Alma. VARCHAR 20
    Transaction Item Type Includes the transaction types available in Alma: Allocation, Encumbrance, and Expenditure, and Non-transactional, which indicates that the PO lines do not have a transaction because no funds are associated with them. -- Only the sub-type is listed in Alma under the Type column. Use the sub-type to determine the type. VARCHAR 20

    Transaction Date

    The Transaction Date dimension lists different forms of the date that the transaction occurred, including the fiscal date. The start and end of the fiscal year is configured in the Fund and Ledger Fiscal Period table, located in Alma at: Configuration > Acquisitions > General.

    Since each transaction is associated with a fund and each fund is associated with a specific fiscal period, this date dimension includes a logic that changes the actual dates if they do not fall into the fiscal year assigned to the fund according to the following logic:

    • If the transaction date is greater than the fund end fiscal date, the transaction date is set to the fund end fiscal date
    • If the transaction date is less than the fund start fiscal date, the transaction date is set to the fund start fiscal date
    For more information about improvements made to the date fields, see the Analytics: Date Fields Improvements video (4:27 mins).
    Transaction Date
    Field Description Additional Information
    Transaction Date The date that the transaction occurred. The transaction date in a date format such as 2/29/2014. This field is located at: Acquisitions > Acquisitions Infrastructure > Funds and Ledgers [select a fund] > Transactions Tab

    The label in Alma is Date.

    Transaction Date Start of Week The date of the first business day of the week in a date format such as 2/29/2014.  
    Transaction Date Week Number The number of the week of the year in a two-digit format, such as 04.  
    Transaction Date Month Key The month of the date in number format such as 2 for February. This field is useful when you want to sort by the month, which does not work properly when using the alphabetical field.
    Transaction Date Month The month of the date in month description format such as February.  
    Transaction Date Full Month The month and the year of the date in a display format such as Feb 12. This field is useful when comparing data on a month basis between years.
    Transaction Date Quarter The quarter of the date in a display format such as Q1.  
    Transaction Date Year The year of the date in number format such as 2012.  
    Transaction Date Fiscal Month The fiscal month of the date in a number format such as 9 for September.  
    Transaction Date Fiscal Full Month The fiscal year and month of the date in a display format such 201202.00.  
    Transaction Date Fiscal Quarter The fiscal quarter of the date in a display format such as Q1.  
    Transaction Date Fiscal Full Quarter The fiscal quarter and the year of the date in a display format such as Q3/2012.  
    Transaction Date Fiscal Year The fiscal year of the date in a string format such as 2012.  
    Transaction Date Fiscal Year Desc The description as configured in the Fund And Ledger Fiscal Period table or the fiscal year if the description is empty. The Fund And Ledger Fiscal Period table is located at Configuration > Acquisitions > General > Fund and Ledger Fiscal Period
    Transaction Date Year-Month The year and the month in a format such as 2023-1.  
    Transaction Date Filter Used to filter report results by date.     Possible values:
    • Older than 7 Days
    • Older than 30 Days
    • Older than 60 Days
    • Older than 90 Days
    Periods The Hierarchy column that allows the user to drill down from the year to the month to the specific loan date. Using this column provides the user with the option to view the accumulative measures in each level of the hierarchy.  

    Fiscal Period

    The Fiscal Period table is a dimension table that displays details about the fiscal periods configured for the institution in the Fund and Ledger Fiscal Period mapping table, located in Alma at: Configuration > Acquisitions > General.
    Fiscal Period
    Field Description Additional Information
    Fiscal Period Description The description of the fiscal period (as configured in the Fund And Ledger Fiscal Period table) or the fiscal year if the description is empty.  
    Fiscal Period Start Date The start date of the fiscal period of the institution, in format 20210701. Date fields can consist of a partial date, such as just the year or a month and year.
    Fiscal Period Start Date (Calendar) The start date of the fiscal period of the institution, in format 7/1/2021. Calendar Date fields always consist of a month, date, and year. If the information is not provided, 1 is added, so that a date of 2020 is rendered 1/1/2020. This date format is useful when filtering the report by date.
    Fiscal Period End Date The end date of the fiscal period of the institution, in format 20220630. Date fields can consist of a partial date, such as just the year or a month and year.
    Fiscal Period End Date (Calendar) The end date of the fiscal period of the institution, in format 6/30/2022. Calendar Date fields always consist of a month, date, and year. If the information is not provided, 1 is added, so that a date of 2020 is rendered 1/1/2020. This date format is useful when filtering the report by date.
    Fiscal Period Start End The start and end dates of the fiscal period of the institution in format: 20210701 - 20220630.  
    Fiscal Period Status The status of the fiscal period such as Active, Inactive, Draft, or Close. The status of the fiscal period as configured in the Fund And Ledger Fiscal Period table.
    Fiscal Period Filter The filter on the fiscal period. Possible values:
    • Previous fiscal period
    • Two fiscal periods ago
    fund_and_ledger_fiscal_period_new.png
    Acquisitions Configuration - Fund and Ledger Fiscal Period

    Library Unit

    The Library Unit table is a dimension table that displays details about the library that manages acquisitions. The list of active libraries and their codes can be found in Configuration > General > Libraries > Add a Library or Edit Library Information > Libraries tab. The data for this dimension in the Funds Expenditure subject area comes from the PO line owner.
    Library Unit
    Field Description Field Location in Alma Additional Information Data Type Data Size
    Library Address Line 1 The first line of the address of the institution. It usually includes the building number and the street name. Configuration > General > Add a Library or Edit Library Information > Contact Information tab. This is taken from the address configured as the Preferred address.

    The label in Alma is Address Line 1.

      VARCHAR 1000
    Library City The city of the library. Configuration > General > Add a Library or Edit Library Information > Contact Information tab. This is taken from the address configured as the Preferred address.

    The label in Alma is City.

      VARCHAR 255
    Library Code The library code Configuration > General > Libraries > Add a Library or Edit Library Information > Libraries tab > Path [the text after the period]  

    VARCHAR

    50

    Library Code (Active) The code of active (not deleted) libraries Configuration > General > Libraries > Add a Library or Edit Library Information > Libraries tab > Path [the text after the period] The same as Library Code without deleted libraries.

    VARCHAR

    50

    Library Country The country of the library. Configuration > General > Add a Library or Edit Library Information > Contact Information tab. This is taken from the address configured as the Preferred address.

    The label in Alma is Country.

      VARCHAR 320
    Library Description The library description Configuration > General > Libraries > Add a Library or Edit Library Information > Libraries tab

    The label in Alma is Description.

     

    VARCHAR

    100

    Library Name The library name Configuration > General > Libraries > Add a Library or Edit Library Information > Libraries tab

    The label in Alma is Organization Unit Name.

     

    VARCHAR

    255

    Library Name (Active) The library name of active (not deleted) libraries Configuration > General > Libraries > Add a Library or Edit Library Information > Libraries tab

    The label in Alma is Organization Unit Name.

    The same as Library Name without deleted libraries.

    VARCHAR

    255

    Library Postal Code The postal code of the library. Configuration > General > Add a Library or Edit Library Information > Contact Information tab. This is taken from the address configured as the Preferred address.

    The label in Alma is Postal code.

      VARCHAR 200
    Library State Province The state or province of the library. Configuration > General > Add a Library or Edit Library Information > Contact Information tab. This is taken from the address configured as the Preferred address.

    The label in Alma is State/Province.

      VARCHAR 320
    Unit Type The type of organization unit Configuration > General > Libraries > Add a Library or Edit Library Information > Libraries tab

    The label in Alma is Organization Unit Type.

    Values can be Institution/Library

    VARCHAR

    20

    Reporting Code

    The Reporting Code table is a dimension table that displays details about the reporting code and transactions where it is used. You define reporting codes that can be used for analyzing acquisitions in subsequent reporting. These codes appear in Alma in drop-down lists on the PO line Summary tab. For example, if you have a reporting code for postage, you can then create a report that lists all PO lines that have the postage reporting code. Reporting codes apply to all libraries within your institution. Each institution may categorize transactions in different ways. Usually this is done by applying a unique reporting code. For more information, see Configuring Reporting Codes.
    Reporting Code
    Field Description Field Location in Alma Additional Information Data Type Data Size
    Reporting Code - 1-5 Five fields that store the reporting codes. Configuration > Acquisitions > Purchase Orders  > 1-5 Reporting Codes You configure multiple values for each reporting code field at Configuration > Acquisitions > Purchase Orders  > 1-5 Reporting Codes. Then you select one code per field for a PO line when you create or edit the PO line. For more information, see Manually Creating a PO Line. Analytics displays the code you selected for each PO line.

    The label in Alma is Code.

    VARCHAR

    255

    Reporting Code Description -1-5 Five fields that store the description of the five reporting code fields. Configuration > Acquisitions > Purchase Orders  > 1-5 Reporting Codes You configure descriptions for the values of each reporting code field at Configuration > Acquisitions > Purchase Orders  > 1-5 Reporting Codes. Then you select one code per field for a PO line when you create or edit the PO line. Analytics displays the description of the code you selected for each PO line.

    The label in Alma is Description.

    VARCHAR

    4000

    LC Classifications

    Users may view measures accumulated to the relevant group, including expenditures, encumbrances, and allocations grouped by classifications.
    The field descriptions can be found in the LC Classifications shared dimension.

    For Physical Items, Alma takes LC classification information from the holdings record level. For all other subject areas, it is taken from the bibliographic record level.

    Ex Libris works with content providers worldwide to enrich the metadata available in the Alma Community Zone. To enrich the journal/serial content in the CZ, we work directly with the Library of Congress CONSER feed for electronic serials, which we match against our knowledge base to enrich with all of the relevant metadata fields that they supply (for more details, see Community Zone Serial Records Enrichment). We receive weekly updates from CONSER and enrich the CZ records with all relevant metadata, including the 050 fields (when available).

     

    In the case of book content, we work with multiple providers who are willing to share their metadata with the Alma community globally (for more details, see Community Zone Monograph Records Enrichment). If you have local access to these classifications, you may want to consider working with the local extension for these records whenever an update is not available. (For more details, see Working with Local Extension Fields for Community Zone-linked Records)

    LC Classifications
    Field Description Additional information
    Start Range The start range of the group such as PS501  
    End Range The end range of the group such as PS689  
    Classification Code The letters in the beginning of the range such as PS
    • If there is more than one classification code, the last one appears.
    • The Classification Code comes from the bibliographic record, except for in the Physical Items subject area where it comes from the holdings record.
    Start Range Number The numbers that come after the letter in the start range  
    End Range Number The numbers that come after the letter in the end range  
    Group1 The name of the first level  
    Group2 The name of the second level  
    Group3 The name of the third level  
    Group4 The name of the fourth level  
    Group5 The name of the fifth level  
    Classifications The Hierarchy column that allows the user to drill down from the first level of the classification to the fourth level. Using this column provides the user with the option to view the accumulative measures. Note that the fifth level is not included in this field.  

    Dewey Classifications

    Users can view measures accumulated to the relevant group, including expenditures, encumbrances, and allocations grouped by classifications. The field descriptions can be found in the Dewey Classifications shared dimension.
    Dewey Classifications
    Field Description Additional information
    Dewey Number Holds the first 3 digits of the Dewey Classification.
    The Dewey Number comes from the bibliographic record, except for in the Physical Items subject area where it comes from the holdings record.
    Group1 Stores the name of the first level.  
    Group2 Stores the name of the second level.  
    Group3 Stores the name of the third level.  
    Dewey Classifications Stores the Hierarchy column that allows the user to drill down from the first level of the Dewey Classification to the third level. Using this column provides the user with the option to view the accumulative measures (loans or returns) in each level of the hierarchy.  

    Other Classifications

    The Other Classifications table is a dimension table that contains fields for classification systems other than LC and Dewey. Like LC and Dewey classifications, you can drill down to different levels, or groups. At each level, the measures associated with the selected group are displayed.
    Other Classifications
    Field Description Additional Information
    Chinese Classifications
    Classification Code The Chinese classification code If the code is not found or in an incorrect format Unknown is displayed.
    Group 1-7 (Chinese) Stores the name of the levels of classification in Chinese  
    Group 1-7 (English) Stores the names of the levels of classification in English  
    Chinese Classifications (Taiwan)
    Classification Code The Chinese (Taiwan) classification code If the code is not found or in an incorrect format Unknown is displayed.
    Group 1-3 (Chinese-Taiwan) Stores the name of the levels of classification in Chinese-Taiwan  
    Group 1-3 (English) Stores the names of the levels of classification in English  
    NLM Classifications
    NLM Classification Code Stores the NLM classification code
    • If the code is not found or in an incorrect format, Unknown is displayed.
    • If there are multiple codes, only the first is displayed.
    • Taken from the 060 or 096 fields of the bibliographic record.
    NLM Classification Number Stores the numbers that come after the NLM letter code  
    NLM Group 1-5 Stores the names of the levels of classification  
    U.S. SuDoc Classifications
    U.S. SuDoc Classification Code

    Stores the SuDoc Classification code with which to find a match to the SuDoc Classification code from the bibliographic record

    • The SuDoc Classification Code is derived from government document fields in the bibliographic record.
    • If the code is not found or in an incorrect format, Unknown is displayed.
    • If there are multiple codes, only the first is displayed.
    U.S. SuDoc Classification Number Stores the numbers that come after the SuDoc letter code The SuDoc Classification Number is derived from the published SuDoc Classification table on the Federal Depository Library Program (GPO) Website
    U.S. SuDoc Agency Stores the name of the top level (parent) U.S. government agency Unlike other classification systems, the SuDoc system groups publications together by the publishing agency, that is, a U.S. government agency.
    U.S. SuDoc SubAgency Stores the name of subordinate bureaus and divisions of the parent U.S. agency A subagency is displayed if a publication is published by a subordinate bureau or division within a parent agency.

    If the top level agency is the publishing agency, then that agency is also listed as the subagency.

    U.S. SuDoc Title Stores the name of either the title of the publication or indicates miscellaneous publications Title designates either a specific publication title or category of the publication.

    Fund 

    The Fund table is a dimension table that displays the details about the fund with which the transaction is associated. The primary key of the table is FUND_LEDGER_ID.
    There are the following types of funds:
    • Ledger
    • Summary
    • Allocated Fund
    Funds are kept in a parent-child relationship so that each fund has a connection to its parent.
    Fund Hierarchy Example.
    Funds Hierarchy Example

    Creating Reports According to Fund Type

    You can create reports according to fund type. If the procedures in this section are not implemented, the sums of all of the fund types may be added together in the transaction amount.
    • To create a report displaying funds of just one type, filter the Fund Type column according to Ledger, Allocated fund, or Summary fund:
      Filter by Fund.
      Filter By Fund
    • To create a report showing all of the fund types, add a column that displays any unique identifier of the fund, such as Fund Ledger Code:
      Fund Ledger Code.
      Fund Ledger Code

    Basic Concepts for Funds in Alma

    Allocated and Summary Funds

    A fund represents money in an account. A fund can be summary or allocated. 

    • Summary — This fund is not used for ordering and invoicing, but provides aggregate reporting on subordinate funds. You can add other funds to this type of fund. 
    • Allocated —This fund contains money that has been paid out or has been reserved for an open purchase. 

    A Summary Fund can only be associated with an Allocated Fund. A specific Allocated Fund (i.e. Allocated Fund 101) can only be associated with only one Ledger or Summary Fund, but not both.

    Fund Balance

    Available Balance —The allocated balance, less (encumbrances minus disencumbrances) and less expenditures.

    Cash Balance — The allocated balance less expenditures.

    Allocated Balance —The total allocation, not counting any expenditures or encumbrances/disencumbrances. 

    Encumbered Balance — The sum of the fund's encumbrances minus disencumbrances. 

    Expenditure Balance — Also called expended balance, this is the sum of the fund's expenditures.

    Ledger

    A ledger is essentially a collection of funds. Ledgers are defined for a specific date range, such as September 1 of this year to August 31 of next year. A Ledger can be associated with a Summary or Allocated Fund.

    Transactions

    A transaction can be an allocation, encumbrance, disencumbrance, or expenditure. An allocation adds money to the fund, increasing its available balance. An encumbrance indicates money that is expected to be paid out, as the result of a PO line. A disencumbrance is added or increased when adding an expenditure linked to the same PO line as an encumbrance.

    Managing and Configuring Funds in Alma

    You can manage funds in Alma by navigating to Acquisitions > Funds and Ledgers.
    You can configure fund types in Alma by navigating to Configuration > Acquisitions > Fund Types.
    For more information see Managing Funds and Ledgers.
    The following table describes the fields in the Fund table.
    Fund
    Field Description Field Location in Alma Additional Information Data Type Data Size
    Fund Currency The default unit of currency for the ledger. Currency in the "General" section of the Summary Details page for Funds and Ledgers. The values are configured in the Currency Subset table (Configuration Menu > Acquisitions > General > Currency Subset). VARCHAR 255
    Fund External ID  The fund ID in external/legacy systems. External ID in the "General" section on the Summary Details page for Funds and Ledgers. This ID is used to link to other system keys. (See also Fund ID.) VARCHAR 255
    Fund Area Code The codes defined in the Fund Types table and attributed to funds, for example: Endowed, Gift, General, Grant, Income, and ResourceSharing. For more information, see Configuring Fund Types. Does not appear in the UI. Configured in the Code field in Configuration Menu > Acquisitions > General > Fund Types. VARCHAR 255
    Fund Area Description The description defined in the Fund Types table for the Fund Area Code (Fund Type). Fund type in the "General" section on the Summary Details page for Funds and Ledgers. This description comes from the configuration page as described in Fund Area Code above. VARCHAR 255
    Fund Description The description of the fund. Description in the  "General" section on the Summary Details page for Funds and Ledgers.   VARCHAR 4000
    Fund Code The fund or ledger code. Code in the "General" section on the Summary Details page for Funds and Ledgers.

    The code is reused when you roll over the ledger to a new fiscal period.

    This is filled by the user after selecting Add Ledger. It is not editable once the user saves and then goes back to edit.

    VARCHAR 255
    Fund ID The unique ID of the fund within Alma.

    Does not appear in the UI.

    (See also Fund External ID.) VARCHAR 255
    Fund Name The fund name. Name in the "General" section on the Summary Details page for Funds and Ledgers. The name of the fund can be changed when it is rolled over to a new fiscal year. When working with accrual accounting (see Working With Accrual Accounting), the name of the fund in the new fiscal period should not be changed. VARCHAR 255
    Fund Owner Code The code of the owning institution or library (see also Fund Owner Name). Does not appear in the UI.   VARCHAR 50
    Fund Owner Name The name of the owning institution or library. Owned by in the "General" section on the Summary Details page for Funds and Ledgers. A ledger can only have one owner. The ownership from a library to the institution can be changed, but the ownership from a library to another library or from the institution to a library cannot be changed. VARCHAR 255
    Fund Status Indicates if the fund is in status active, draft or inactive. It applies to Ledgers, Summary Fund and Allocated Fund. Status in the "General" section on the Summary Details page for Funds and Ledgers. The statuses are described below:
    • Active – Operational in the system
    • Draft – Configured in the system but not yet operational
    • Inactive – Not operational in the system (after previously being active)
    VARCHAR 10
    Fund Type One of the following fund types:
    • Ledger
    • Summary
    • Allocated
    Type in the "Funds and Ledgers" page accessed from Acquisitions > Acquisitions Infrastructure > Funds and Ledgers. Fund types are for informational purposes only.  You can configure fund types on the Fund Type code table (Configuration Menu > Acquisitions > General > Fund Types).  VARCHAR 4000
    Fund Note Notes that are relevant to the fund. The Notes tab in the Summary Details page for Funds and Ledgers. If there are multiple notes, they are concatenated. Two notes are separated by a semicolon. VARCHAR 4000
    Parent Fund Code The code of the parent fund in the Path hierarchy. Does not appear in the UI (see Parent Fund Name). See also Fund Code. VARCHAR 255
    Parent Fund ID The unique ID of the parent fund in the Path hierarchy,

    Does not appear in the UI (see Parent Fund Name).

     

    See also Fund ID. VARCHAR 255
    Parent Fund Name The name of the parent fund in the Path hierarchy. Funds and Ledgers > Summary > Path. See also Fund Name. VARCHAR 255
    Fund Ledger Hierarchy The Hierarchy column that allows the user to drill down from the ledger to the summary to the specific allocated fund. Using this column provides the user with the option to view the accumulative measures in each level of the hierarchy. The Path field in the "General" section on the Summary Details page for Funds and Ledgers.   VARCHAR 255

    Fund Rules

    The Fund Rules table is a dimension table that displays details about the fund rules. The rules can be accessed in Alma from Acquisitions > Acquisitions Infrastructure > Funds and Ledgers > Allocated Funds (Facets) > Summary (Tab) > Rules (Section).
    Fund rules are inherited automatically from the ledger if there is nothing configured in the Summary tab. All changes applied to the rules of the ledger can be automatically seen in the funds associated with them (for example, the grace period).  
    Fund Rules
    Field Description Field Location in Alma Additional Information Data Type Data Size
    Encumbrances prior to fiscal period (days) The number of days, prior to the fiscal period start date, that new encumbrances can be created. Rules section of the Summary tab. If negative, you cannot create encumbrances during the specified number of days after the fiscal period start date.

    If a fund for the current period is active at the same time as a fund from the next fiscal period, the one from the next fiscal period is used if this value permits it. 

    NUMBER 10
    Expenditures prior to fiscal period (days) The number of days, prior to the fiscal period start date, that new expenditures can be created. Rules section of the Summary tab. If negative, expenditures cannot be created during the specified number of days after the fiscal period start date. NUMBER 10
    Fiscal period end encumbrance grace period (days) The number of days, after the fiscal period end date, that new encumbrances can be created. Rules section of the Summary tab. If negative, the system blocks new encumbrances during the specified number of days prior to the end of the fiscal period. NUMBER 10
    Fiscal period end expenditure grace period (days) The number of days, after the fiscal period end date, that new expenditures can be created. Rules section of the Summary tab. If negative, the system blocks new expenditures during the specified number of days prior to the end of the fiscal period. NUMBER 10
    Overencumbrance allowed Whether the fund allows you to add an encumbrance whose amount exceeds the fund's available balance (the allocated balance less any expenditures and encumbrances). Possible values are:
    • No
    • Yes – Alma checks the specified limit in the fund and performs a calculation against the fund’s amount. (If no limit is specified, the limit is assumed to be 0, which means that Yes will function like No.)
    • No Limits – indicates that overencumbrances are allowed without limits. Alma does not check the specified limit or whether the fund has money.
    Rules section of the Summary tab.   CHAR 10
    Overencumbrance limit percent The maximum percentage of allowed encumbrances permitted before the system blocks the creation of an encumbrance. When that amount is reached, the transaction creation is blocked. Rules section of the Summary tab.   FLOAT 126
    Overencumbrance warning percent The percentage of allowed overencumbrances permitted before the system provides a warning. When that amount is reached, an alert is displayed that the overencumbrance warning threshold has been reached. If the user confirms that the transaction should be added, an alert is added for the entity that created the fund transaction. Rules section of the Summary tab.   FLOAT 126
    Overexpenditure allowed Whether the fund allows you to add an expenditure whose amount exceeds the fund's available balance. Possible values are:
    • No
    • Yes
    • No Limits – indicates that overexpenditures are allowed without limits.
    Rules section of the Summary tab.   CHAR 10
    Overexpenditure limit sum The amount of overexpenditure (checked against the allocated balance) before the system blocks the creation of an overexpenditure. Rules section of the Summary tab.   FLOAT 126
    Overexpenditure warning sum The amount of overexpenditure before the system provides a warning. Rules section of the Summary tab.   FLOAT 126
    Override Rules Information

    Override the rules set by the ledger.

    Possible values are:

    • Yes
    • No 

    If the button in Alma UI is “Override Rules Information“, the value for the field in analytics is No. This means that the rules were not overridden, because the override option is still available.

    If the button in Alma UI is “Restore Rules Information”, the value for the field in analytics is Yes.

    If extra fund rules are configured which cause the Ledger Rules to be overridden and the inheritance to be annulled, the Restore Rules Information button appears in the Rules section of the Summary tab. N/A Yes/No
    Transfers prior to fiscal period (days) The number of days, prior to the fiscal period start date, that new money transfers can be created. Rules section of the Summary tab. If negative, money transfers are blocked during the specified number of days after the fiscal period start date. Money can only be transferred between funds of the same fiscal period. NUMBER 10

    Vendor

    The Vendor table is a dimension table that displays details about vendors. The data is taken from the PO Line for transactions of type encumbrance and from Invoice Line for transactions of type expenditure. Transactions of type allocation are not related to any particular vendor; therefore, they return a NULL/unknown value for all vendor fields. Vendors are the expected suppliers of materials ordered by the library.
    The primary key of the table is VENDOR_ID.
    The access path in the UI is Acquisitions > Acquisitions Infrastructure > Vendors > Add/Edit Vendor. 
    See Adding a Vendor and Vendor Account for more information.
    Vendor
    Field Description Field Location in Alma Additional Information Data Type Data Size
    Additional Code A code in addition to the vendor code. Summary tab on "Vendor Details".   VARCHAR 255
    Creation Date The date the vendor was created.

    Right information pane for "Vendor Details" page.

    Label in Alma is "Created on".

      DATE  
    Creator The user who created the vendor

    Right information pane for "Vendor Details" page.

    Label in Alma is "Created by".

      VARCHAR 255
    ERP Code A code used by an institution's financial system, such as the Enterprise Resource Planning (ERP) system

    Summary tab on "Vendor Details".

    Label in Alma is "Financial Sys. code".

      VARCHAR 255
    Modification Date The date the vendor was modified

    Right information pane for "Vendor Details" page.

    Label in Alma is "Last updated on".

      DATE  
    Modified By The user who modified the vendor

    Right information pane for "Vendor Details" page.

    Label in Alma is "Last updated by".

      VARCHAR 255
    Vendor Code The vendor code unique to the institution

    Summary tab on "Vendor Details".

    Label in Alma is "Code".

    All the vendors that have been on the order, not just the active vendor. The code must be unique across all vendors.

    Note that the PO Lines tab displays all PO lines whose vendor code is the current vendor.

    VARCHAR 255
    Vendor Name The vendor name

    Summary tab on "Vendor Details".

    Label in Alma is "Name".

    It is a required field. VARCHAR 255
    Vendor Status The status of the vendor

    Summary tab on "Vendor Details".

    Label in Alma is "Status".

    Possible values:
    • Active
    • Inactive
    • Deleted
    VARCHAR 255

    PO Line Approver

    The PO Line Approver table is a dimension table that displays details about the approver of the PO line.
    PO Line Approver
    Field Description Additional Information
    PO Line Approver Birth Date The birth date  
    PO Line Approver Cant Edit Restricted Users Indicates if the user can edit restricted user groups      
    PO Line Approver Campus Code The campus code  
    PO Line Approver Creation Date The creation date  
    PO Line Approver Creator The creator  
    PO Line Approver Disable All Login Restrictions Indicates if the user has IP login restrictions disabled      
    PO Line Approver Expiry Date The expiry date  
    PO Line Approver External ID The external ID  
    PO Line Approver Failed Authentication Indicates if authentication failed  
    PO Line Approver First Name The first name  
    PO Line Approver Full Name The full name  
    PO Line Approver Gender The gender  
    PO Line Approver Identifier 1-2 Identifiers 1-2  
    PO Line Approver IdP Service In Use Indicates if an identity provider service is in use  
    PO Line Approver Job Category The job category  
    PO Line Approver Job Description The job description  
    PO Line Approver Last Name The last name  
    PO Line Approver Last Activity Date The last date that a patron made a request or borrowed or returned an item  
    User – PO Line Approver Linked from Institution Code The linked from institution code  
    User – PO Line Approver Linked from Institution Name The linked from institution name  
    PO Line Approver Linked to Other Institution Indicates if linked to another institution  
    User – Linked From Other Institution Indicates if the user is linked from another institution Possible values:
    • yes
    • no
    PO Line Approver Locked Out Date The locked out date  
    PO Line Approver Middle Name The middle name  
    PO Line Approver Modification Date The modification date  
    PO Line Approver Modified By The user that modified  
    PO Line Approver Preferred First Name The preferred first name  
    PO Line Approver Preferred Language The preferred language  
    PO Line Approver Preferred Last Name The preferred last name  
    PO Line Approver Preferred Middle Name The preferred middle name  
    PO Line Approver Primary Identifier The primary identifier  
    PO Line Approver Purge Date The purge date  
    PO Line Approver Resource Sharing Library The resource sharing library  
    PO Line Approver Resource Sharing Library Code The resource sharing library code  
    PO Line Approver Statistical Category 1-10 Statistical categories 1-10 These fields allow you to map ten statistical categories. This allows you to filter reports based on advanced user information typically stored in the statistical category fields. For more information, see Configuring Statistical Categories for Analytics.
    PO Line Approver Status The status  
    PO Line Approver Status Date The status date  
    PO Line Approver User Email The user's preferred email for correspondence  
    PO Line Approver User Group The user group  
    PO Line Approver User Group Code The user group code  
    PO Line Approver User ID The user ID  
    PO Line Approver User Record Type The user record type  
    PO Line Approver User Title The user title  
    PO Line Approver User Type The user type  
    PO Line Approver Cataloger Level The cataloger level of the user  
    PO Line Approver Has Role Other Than Patron Indicates if the patron has a role other than Patron  
    PO Line Approver Has Role Other Than Patron and Instructor  Indicates if the patron has a role other than Patron and Instructor  
    PO Line Approver Is Blocked Indicates if the patron is blocked  
    PO Line Approver Patron Letters Opt In The letters for which the patron has opted in  
    PO Line Approver Patron Letters Opt Out The letters for which the patron has opted out  

    PO Line Creation Date

    The PO Line Creation Date table is a dimension table that displays details about the date that the PO line was created, including the fiscal date. The PO Line Creation Date field displays the normalized date, while the other fields are various calculated date formats that you may find useful when creating reports. 
    PO Line Creation Date
    Field Description Additional Information
    PO Line Creation Date The date the PO Line was created in a date format such as 2/29/2012.  
    PO Line Creation Start Of Week The date of the first business day of the week in a date format such as 2/29/2014.      
    PO Line Creation Week Number The number of the week of the year in a two-digit format, such as 04.      
    PO Line Creation Month Key The month of the date in number format such as 2 for February.      
    PO Line Creation Month The month of the date in month description format such as February.      
    PO Line Creation Full Month The month and the year of the date in a display format such as Feb 12.  
    PO Line Creation Quarter The quarter of the date in a display format such as Q1.  
    PO Line Creation Year The year of the date in number format such as 2012.  
    PO Line Creation Fiscal Month Key The fiscal month of the date in number format such as 2 for February.  
    PO Line Creation Fiscal Year The fiscal year of the date in string format such as 2012.  
    PO Line Creation Date Filter Used to filter report results by date.  
    PO Line Creation Year-Month The year and the month in a format such as 2023-1.  
    PO Line Creation Date The Hierarchy column that allows the user to drill down from the year to the month to the specific loan date. Using this column provides the user with the option to view the accumulative measures in each level of the hierarchy.  

    PO Line Type

    The PO Line Type table is a dimension table that displays details about the PO line type associated with the transaction that determines the type of order created (one time/continuous) and the type of inventory that is created (Ebook, Ejournal, etc.). The primary key of the table is PO_LINE_TYPE. For more information, see Enabling/Disabling PO Line Types.
    PO Line Type
    Field Description Field Location in Alma Additional Information Data Type Data Size
    Acquisition Material Type The acquisition material type code.   For the list of physical material types, see Configuring Physical Item Material Type Descriptions. VARCHAR 255
    Acquisition Material Type Description The description of the acquisition material type. Configuration > Acquisitions > Purchase Orders > PO Line Types

    The label in Alma is Acquisition Material Type.

      VARCHAR 255
    Continuity If the PO line is  one-time, continuous, or standing order. Configuration > Acquisitions > Purchase Orders > PO Line Types See the field location in Alma in the figure PO Line Types, below. VARCHAR 255
    Format The inventory format, which can be Electronic, Physical, or Generic. Configuration > Acquisitions > Purchase Orders > PO Line Types

    The label in Alma is Inventory Format.

    Possible values are P, E, and G. This value comes from the Inventory Format column of the PO Line Type mapping table (Acquisitions > Purchase Orders > PO Line Types).
    See the field location in Alma in the figure PO Line Types, below.
    VARCHAR 255
    PO Line Type Name The name of the PO Line Type. Configuration > Acquisitions > Purchase Orders > PO Line Types The label in Alma is Description. For the list of PO line types, see Enabling/Disabling PO Line Types. See the field location in Alma in the figure PO Line Types, below. VARCHAR 255
     
    po_line_type_new2.png
    PO Line Types

    PO Line

    The PO Line table is a shared dimension table that displays details about the PO and the PO Line.
    The field descriptions can be found in the PO Line shared dimension.
    Field Description Field Location in Alma Additional Information Data Type Data Size
    Access Model The public access model for the electronic resource. PO Line Summary page > 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 affect when the PO Line is sent.
    -- See the Acquisition Method Code table. VARCHAR 255
    Acquisition Method Description The description (label) of the acquisition method. PO Line Summary page >PO Line Information section 

    The label in Alma is Acquisition method.
      VARCHAR 4000
    Additional Order Reference An additional identifier for the PO line. PO Line Summary page >PO Line Information section 

    The label in Alma is Additional PO Line Reference Field.
      VARCHAR 255
    Application Used for identifying migrated PO lines. --   VARCHAR 255
    Assigned To The user that the order is assigned to. The top Summary section on the PO Line Summary page.   VARCHAR 255
    Associated PO Line The PO line associated with the current one. PO Line Summary page >PO Line Information section    VARCHAR 255
    Association Type The type of association between PO lines, such as defined by user or by a process or job. In the "Associated PO Lines" tab. Available when there is an associated PO line VARCHAR 255
    Cancellation Reason Code for the reason that a PO line is canceled Displays only on canceled lines. -- The cancellation reason can be seen in the History tab.

    See also PO Line Cancellation Reasons Code table.
    VARCHAR 255
    Cancellation Restriction Indicates if a cancellation restriction note, containing a warning upon the cancellation of a PO line, is configured to be displayed. PO Line Summary page >PO Line Information section    VARCHAR 4000
    Cancellation Restriction Note The warning to be displayed when canceling a PO line. PO Line Summary page >PO Line Information section  When "Cancellation Restriction" is true. VARCHAR 4000
    CKB ID When clicking 'Order' from an Electronic Collections search, a CKB ID is stored as a reference to the electronic collection PID, rather than 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 PO Line Summary page > Vendor information section.
    DATETIME  
    Claiming Date (Calendar) Claiming Date without a timestamp  --   DATE  
    Currency The currency of the transaction. PO Line Summary page > Pricing and Funding section    VARCHAR 3
    Discount The discount amount. PO Line Summary page > Pricing and Funding section

    The label in Alma is Discount (amount).
      DOUBLE  
    ERP Number The ERP 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. VARCHAR 255
    Expected Activation Date The expected date for the resource activation by vendor for electronic PO lines. PO Line Summary page >PO Line 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. PO Line Summary page > 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. PO Line Summary page > 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. PO Line Summary page > 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. PO Line Summary page > 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. PO Line Summary page >PO Line Information section    VARCHAR 4000
    Is Claimed Flags the PO Line 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. The marked "In Claim" in the Top Summary section on the PO Line Summary page.   VARCHAR 3
    Item Description Description of the item. PO Line Summary page > 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 ID of the license of the PO line that is relevant for electronic PO lines. The ID of the "License" field in the "Activation Information" section on the PO Line Summary page. Available only for electronic resources. VARCHAR 50
    List Price The list price for a single copy of the item. The "Pricing and Funding" section on the PO Line Summary page.   DOUBLE  
    Manual Renewal An indication whether the PO line is renewed manually or automatically. PO Line Summary page > Renewal Information section Yes for manual and No for automatic. VARCHAR 3
    Material Supplier The vendor supplying the material being ordered. PO Line Summary page > Vendor information section This is a concatenation of: name (name code)/account description (account code). VARCHAR 800
    Material Type The material type of the PO line. PO Line Summary page >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. The "Pricing and Funding" section on the PO Line Summary page.   DOUBLE  
    No Charge Indicates that there is no charge for the PO line. The "Pricing and Funding" section on the PO Line Summary page. Yes / No VARCHAR 10
    Note To Vendor Notes to the vendor. PO Line Summary page > Vendor information section   VARCHAR 2000
    Order Line Type The order line type as it appears in the order in Alma. Top Summary section on the PO Line Summary page.

    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.   Only if the PO line was created by a PDA process. VARCHAR 4000
    PDA Name The patron driven acquisition name   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). The "Sent Date" field on the "PO  Summary" page.   DATE  
    PO Creation Date The timestamp of the PO creation date. Can be seen by clicking the information icon on the "PO  Summary" page.

    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). Can be seen by clicking the information icon on the "PO  Summary" page.

    The label in Alma is "Created by".
      VARCHAR 255
    PO Line Binding During Receiving Indicates that the PO line is marked for binding during receiving (for physical items). The "Receiving Information" section on the PO Line Summary page.

    The label in Alma is "Binding during receiving".
    Relevant only for physical items. VARCHAR 4000
    PO Line Creation Date The timestamp of the PO line creation date. Can be seen by clicking the info icon on the "History" tab.

    The label in Alma is "Created on".
      TIMESTAMP  
    PO Line Creation Date (Calendar) PO line creation date without a timestamp.   Calendar Date fields always consist of a month, date, and year. If the information is not provided, 01 is added, so that a date of 2020 is rendered 01/01/2020. This date format is useful when filtering the report by date. DATE  
    PO Line Creator The user that created the PO line (user name). Can be seen by clicking the information icon on the "History" tab.

    The label in Alma is "Last created by".
      VARCHAR 255
    PO Line Identifier The identifier of the ordered title.

    (ISSN or ISBN)
    PO Line Summary page >PO Line Information section 

    The label in Alma is "Identifier".
      VARCHAR 4000
    PO Line Inventory Active Library Code The library code of the inventory (item).     VARCHAR 4000
    PO Line Inventory Library Code The library code of the inventory (item).     VARCHAR 4000
    PO Line Manual Packaging Indicates if the PO line was manually packaged into a PO. PO Line Summary page >PO Line Information section 

    The label in Alma is "Manual packaging".
      VARCHAR 4000
    PO Line Modification Date The timestamp of the PO line modification date. Can be seen by clicking the information icon on the "History" tab.

    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). Can be seen by clicking the info icon on the "History" tab.

    The label in Alma is "Last updated by".
      VARCHAR 255
    PO Line Notes The notes on the PO line. "Notes" section on the PO Line Summary page.

    The label in Alma is "Internal note".
    Multiple notes are separated by a semicolon. VARCHAR 4000
    PO Line Owner Library Code The code of the PO line owner library.     VARCHAR 4000
    PO Line Owner Library Name The name of the PO line owner library. Top Summary section on the PO Line Summary page.

    The label in Alma is "PO Line Owner".
      VARCHAR 4000
    PO Line Reference The business identifier of the PO line (PO Line number). Top Summary section on the PO Line Summary page.

    The label in Alma is "PO Line".
    This is the PO line number in Alma. VARCHAR 255
    PO Line Routing During Receiving Indicates that the PO line is marked for routing during receiving (for physical items). The "Receiving Information" section on the PO Line Summary page.

    The label in Alma is "Routing during receiving".
    Relevant only for physical items VARCHAR 4000
    PO Line Title The title of the PO line. Appears in the top Summary section on the PO Line Summary page.   VARCHAR 4000
    PO Line Vendor Title Number The number of the PO line vendor title.   An identifier other than ISBN/ISSN for non-books inventory. VARCHAR 4000
    PO Modification Date The timestamp of the PO modification date. Can be seen by clicking the information icon on the "PO  Summary" page. 

    The label in Alma is "Last updated on".
      TIMESTAMP  
    PO Modification Date (Calendar) The PO modification date without the timestamp.   Calendar Date fields always consist of a month, date, and year. If the information is not provided, 01 is added, so that a date of 2020 is rendered 01/01/2020. This date format is useful when filtering the report by date. DATE  
    PO Modified By The user that modified the PO (user name). Can be seen by clicking the info icon on the "PO  Summary" page.

    The label in Alma is "Last updated by".
      VARCHAR 255
    PO Number The business identifier of the PO related to the PO line. Top Summary section on the PO Line Summary page.

    The label in Alma is "PO".
      VARCHAR 255
    Quantity for Pricing The number of items to be paid for. The "Pricing and Funding" section on the PO Line Summary page. 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. The "Receiving Information" / "Activation Information" section on the PO Line Summary page. For physical - receiving note, for electronic - activation note. VARCHAR 4000
    Receiving Date (Latest in POL) This field allows you to retrieve the latest receiving date for an item in a PO line.   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 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. PO Line Summary page > Vendor information section   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. PO Line Summary page > Renewal Information section Defined in the RenewalCycle code table. DOUBLE  
    Renewal Date The date of the PO line’s next renewal for continuous orders. PO Line Summary page > Renewal Information section Relevant only for continuous orders. DATE  
    Renewal Note The note of the PO line renewal for continuous orders. PO Line Summary page > Renewal Information section Relevant only for continuous orders. VARCHAR 4000
    Renewal Reminder Period Determines how many days before renewal is an email regarding that renewal sent. PO Line Summary page > 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. The "Reporting Codes" section on the PO Line Summary page.   VARCHAR 255
    Reporting Code Description -1-5 Five fields that store the description of the five reporting code fields. The "Reporting Codes" section on the PO Line Summary page. As defined in the Reporting Codes code tables. VARCHAR 4000
    Rush Indicates whether the PO line is to be rushed. The "Receiving Information" section on the PO Line Summary page.   VARCHAR 4000
    Sent Date The date that the PO/ PO line is sent to the vendor. PO Line Summary page >PO Line Information section 

    For PO line - in the history tab.
      DATE  
    Ship To Address City The shipped to city address. The "Contact Information" tab on Vendor Details page.   VARCHAR 176
    Ship To Address Country The shipped to country address. The "Contact Information" tab on Vendor Details page.   VARCHAR 320
    Ship to Address ID Internal ID of the library shipping address that should be used by the vendor.     DOUBLE  
    Ship To Address Line 1-5 The shipped to address lines. The "Contact Information" tab on Vendor Details page.   VARCHAR 784
    Shipping Method 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.     VARCHAR 255
    Source Type The source from which the PO line originated, for example,  EOD, Manual, and Migration. PO Line Summary page >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.
    Appears in the top Summary section on the PO Line Summary page.   VARCHAR 255
    Status (Active) Indicates 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. Appears in the top Summary section on the PO Line Summary page. When the status is active. VARCHAR 4000
    Subscription From Date The date for the beginning of a subscription for continuous orders. PO Line Summary page > Renewal Information section Relevant only for continuous orders. DATE  
    Subscription To Date The date for the end of a subscription for continuous orders. PO Line Summary page > Renewal Information section Relevant only for continuous orders. DATE  
    Vendor Access Provider The vendor that provides access to electronic resources. PO Line Summary page > 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. The fourth section of the field.

    The "Account" field in the top Summary section on the PO Line Summary page.

    The "Material Supplier" field in the PO Line Summary page > Vendor information section.
      VARCHAR 784
    Vendor Account Description The vendor account description as defined in the Alma vendor account definitions. The third section of the field.

    The "Account" field in the top Summary section on the PO Line Summary page.

    The "Material Supplier" field in the PO Line Summary page > Vendor information section.
      VARCHAR 255
    Vendor Code The vendor code as defined in the Alma vendor details definitions. The second section of the field.

    The "Account" field in the top Summary section on the PO Line Summary page.

    The "Material Supplier" field in the PO Line Summary page > Vendor information section.
    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. On the vendor record. 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. The first section of the field.

    The "Account" field in the top Summary section on the PO Line Summary page.

    The "Material Supplier" field in the PO Line Summary page > Vendor information section.
      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. PO Line Summary page > Vendor information section   VARCHAR 255
    Vendor Reference Number Type The type of the reference number. PO Line Summary page > Vendor information section   VARCHAR 255

    PO Line License

    The PO Line License table is a dimension table that displays information about the license such as the license ID, the license name, and the license creator.
    License Header
    Field Description Additional Information
    License ID The ID of the license  
    License Code The code of the license  
    License Creator Name The first and last name of the user who created the license  
    License Modifier Name The first and last name of the user who modified the license  
    License Name The name of the license  
    License Begins The date the license begins  
    License Ends The date the license ends  
    License Creation Date The date the license was created  
    License Modification Date The date the license was modified  
    License Note The note of the license  
    License Originating Licensor Key The licensor key of the license  
    License Originating Parent Code The originating parent code of the license  
    License Parent ID The parent ID of the license  
    License Review Status The renewal status of the license  
    License Signed By The user who signed the license  
    License Signed On The date the license was signed on  
    License Second Party Signed By The second party who signed on the license  
    License Second Party Signed On The date the second party signed on the license  
    License Status The status of the license  
    License Storage Location The storage location of the license  
    License Type The type of the license Possible Values:
    • License – a standard license
    • Negotiation – a license negotiated by a collaborative network with vendors on behalf of multiple member institutions
    License URI The URI of the license  
    Licensing Agent Name The name of the licensing agent  
    Licensor ID The ID of the licensor  
    Licensor Name The name of the licensor  

    Invoice Line

    The Invoice Line table is a dimension table that displays details about the invoice and invoice line associated with the transaction. The encumbrance created by the PO Line is released by the expenditure created by the Invoice. The primary key of the table is INVOICE_LINE_ID.
    Invoice Line
    Field Description Additional Information
    Invoice - Approval Date Invoice column - the date that the Invoice was approved.  
    Invoice - Approval Status Holds the following values: Pending, Approved, Rejected, Not Required From an invoice under review where approval is automatic:
    • If the Invoice Manager selects Save and Continue, the status becomes Approved.
    • If a user with a different role selects Save and Continue and the approval is automatic, the status becomes Not Required and the Approved By field is empty.

    From an invoice waiting for approval  (that is, approval is not automatic), if the Invoice Manager approves the invoice, the status becomes Approved.

    Therefore, even if there is a name in the Approved By field, it does not necessarily mean that the invoice was approved manually.

    In Analytics, if the Invoice Approved Status = Not Required, the invoice was approved automatically or it did not require approval.

    However, if the Invoice Approved Status = Approved, it does not necessarily mean that the invoice was approved manually.

    Invoice - Approver Name The first and last name of the user that approved the invoice

    The field name in Alma is Approved By.

    Invoice - Creation Date Holds the timestamp of the Invoice creation date Date fields can consist of a partial date, such as just the year or a month and year.
    Invoice - Creation Date (Calendar) Holds the timestamp of the Invoice creation date Calendar Date fields always consist of a month, date, and year. If the information is not provided, 01 is added, so that a date of 2020 is rendered 01/01/2020. This date format is useful when filtering the report by date.
    Invoice - Creation From The source from which the invoice was created.  
    Invoice - Creator Holds the user name that created the Invoice  
    Invoice - Currency The currency of the invoice  
    Invoice - Date The date on the invoice header.  
    Invoice - Disapprove Reason Will be activated if the invoice is disapproved. Values in Code table
    InvoiceDisapproveReasons
    Invoice - Due Date The due date of the invoice line  
    Invoice - Expended From Fund Indicates if the VAT is expended from the invoice line's funds. If it not, a new adjustment invoice line is added to the invoice which includes invoice VAT amounts  
    Invoice - External Reference Number Holds the External Invoice Reference Number  
    Invoice - Modification Date Holds the timestamp of the Invoice modification date  
    Invoice - Modified By Holds the user name that modified the Invoice  
    Invoice - Number Number of the invoice See the field location in Alma in Alma in the figure Invoice Line Details, below.
    Invoice - Owner Code The owner code of the invoice  
    Invoice - Owner Name The owner name of the invoice  
    Invoice - Payment Method Payment method of the Invoice, (for example: credit card, cache) Values are in CT: PaymentMethod  
    Invoice - Payment Status Indicates if the Invoice was paid or not. See the field location in Alma in the figure Invoice Details, below.
    Invoice - Payment Voucher Amount The amount of the payment voucher  
    Invoice - Payment Voucher Date The date that the voucher was created  
    Invoice - Payment Voucher Number Number of the voucher that the invoice was paid by ERP.  
    Invoice - Prepaid Ind Indicates if the Invoice is prepaid. If the invoice is prepaid then it won't be exported to ERP. See the field location in Alma in the figure Invoice Details, below.
    Invoice - Report Tax Indicates if an invoice needs to report state tax.  
    Invoice - Status Invoice Status Possible values: (Closed, In Review, Ready to be paid, In Approval, Waiting for Payment)
    Invoice - Unique Identifier Identifies the invoice uniquely  
    Invoice - VAT Amount The total VAT amount  
    Invoice - VAT Code The invoice VAT code  
    Invoice - VAT Code % The invoice VAT Code percent  
    Invoice - VAT Code Description The invoice Vat code description  
    Invoice - VAT per invoice line Indicates if the VAT is calculated at the invoice or invoice line level  
    Invoice - VAT Type Indicates if VAT Exclusive or Inclusive in invoice total amount Possible values: Exclusive/Inclusive/Line Exclusive.
    Invoice - Vendor Account Code Related vendor account code.  
    Invoice - Vendor Account Description Related vendor account.  
    Invoice Line - Additional Information The additional information of the invoice line  
    Invoice Line - Creation Date Holds the timestamp of the Invoice Line creation date Date fields can consist of a partial date, such as just the year or a month and year.
    Invoice Line - Creation Date (Calendar) Holds the timestamp of the Invoice Line creation date Calendar Date fields always consist of a month, date, and year. If the information is not provided, 01 is added, so that a date of 2020 is rendered 01/01/2020. This date format is useful when filtering the report by date.
    Invoice Line - Creator Holds the user name that created the Invoice Line  
    Invoice Line - Currency The currency of the invoice line  
    Invoice Line - Modification Date Holds the timestamp of the Invoice Line modification date Date fields can consist of a partial date, such as just the year or a month and year.
    Invoice Line - Modification Date (Calendar) Holds the timestamp of the Invoice Line modification date Calendar Date fields always consist of a month, date, and year. If the information is not provided, 01 is added, so that a date of 2020 is rendered 01/01/2020. This date format is useful when filtering the report by date.
    Invoice Line - Modified By Holds the user name that modified the Invoice Line  
    Invoice Line - Note The note on the invoice line  
    Invoice Line - Number Identifier for the Invoice line.  
    Invoice Line - Price Note The price note of the invoice line  
    Invoice Line - Status The status of the invoice line: Ready if the line is valid, In Review otherwise. See the field location in Alma in the figure Invoice Line Report, below.
    Invoice Line - Subscription From Date For continuous invoice lines: Start date of the subscription.  
    Invoice Line - Subscription To Date For continuous invoice lines: End date of the subscription.  
    Invoice Line - Type Type of the invoice line. Code table: Invoice Line Type.
    Invoice lines of type Adjustment are not expenditure transactions; therefore, they are not available in reports.
    Invoice Line - Unique Identifier Identifies the invoice line uniquely  
    Invoice Line-VAT Code The invoice line VAT code.  
    Invoice Line-VAT Code % The invoice line VAT code percent  
    Invoice Line-VAT Code Description The invoice line VAT code description  
    Invoice Line-VAT Note Data The invoice line VAT amount  
    Invoice-Internal copy Ind Indicates if an internal copy of the invoice exists  
    Reporting Code - 1-5 Five fields that store the reporting codes. Taken from the invoice line
    Reporting Code Description -1-5 Five fields that store the description of the 5 reporting code fields  
    invoice_line_details_report.gif
    Invoice Line Report
    invoice_line_details_new.png
    Invoice Line Details

    Bibliographic Details

    The Bibliographic Details table is a dimension table that displays bibliographic details about the inventory item that was purchased. The primary key of the table is MMS_ID.
    The field descriptions can be found in the Bibliographic Details shared dimension.

    Ex Libris works with content providers worldwide to enrich the metadata available in the Alma Community Zone. To enrich the journal/serial content in the CZ, we work directly with the Library of Congress CONSER feed for electronic serials, which we match against our knowledge base to enrich with all of the relevant metadata fields that they supply (for more details, see Community Zone Serial Records Enrichment) and enrich the CZ records with all relevant metadata, including the 050 fields (when available).

     

    In the case of book content, we work with multiple providers who are willing to share their metadata with the Alma community globally (for more details, see Community Zone Monograph Records Enrichment). If you have local access to these classifications, you may want to consider working with the local extension for these records whenever an update is not available. (For more details, see Working with Local Extension Fields for Community Zone-linked Records.)

    The Bibliographic Details table contains two kinds of fields, those derived from the MARC record and those that come from Alma. Although in analytics there is no distinction made between these fields, for explanatory purposes we have divided them into two tables below.

    Bibliographic Details
    Field Note

    Mapping from

    MARC21

    Mapping from UNIMARC

    Mapping from

    Dublin Core

    Author   100,110,111 700,701,710,711 Currently empty, planned to come from dc:creator, dcterms:creators
    Author (Contributor) An additional Author field

    711 a,c-e,i,j,n,q,u and its 880

    700 a-e,j,q,u and its 880

    710 a-e,i,n,u and its 880

    700 a-d,f,p

    701 a-d,f,p 

    710 a-h,p

    711 a-h,p

    720 a,f"

    721 a,f

    702 a-d,f,g 

    712 a-h,p

    722 a,f

    Currently empty, planned to come from dc:contributor, dcterms:contributor
    Begin Publication Date   008 pos. 07-10 100.Date1 Not relevant for Dublin Core
    BIB 008 MARC The contents of the MARC 008 bibliographic field 008   Not relevant for Dublin Core
    BIB LDR MARC The contents of the MARC LDR bibliographic field LDR   Not relevant for Dublin Core
    Bibliographic Acquisition Accession Number Note The identification code assigned to materials acquired in a single and separate transfer of custody (from MARC field 541 $e). 541 e   Not relevant for Dublin Core
    Bibliographic ID   010 excluding numeric subfields 020 a dcterms:identifier dcterms:ISBN, dcterms:identifier dcterms:ISSN
    Bibliographic Level   Position 7 of the LDR field of the bibliographic record Position 7 of the LDR field of the bibliographic record Not relevant for Dublin Core
    Bibliographic Source of Acquisition Note The name of the people or organization that is the source of the material (from MARC field 541 $a) 541 a   Not relevant for Dublin Core
    Category of Material   Position 0 of the 007 field  200 b dc:type
    DC Description    Relevant only for Dublin Core  Relevant only for Dublin Core  dc:description
    dcterms:description
    dcterms:abstract
    DC License   Relevant only for Dublin Core Relevant only for Dublin Core Field does not yet exist.  It will be populated by  dcterms:license
    DC Rights   Relevant only for Dublin Core Relevant only for Dublin Core Field does not yet exist.  It will be populated by dc:rights and dcterms:rights
    Edition   MARC 250 subfields a,b 205 a,b,f,g dcterms:isVersionOf
    Electronic location and access The location and access URl for the electronic resource 856 all subfields    
    End Publication Date   008 pos. 11-14 100.Date2 Not relevant for Dublin Core
    Form of Item The form of the item MARC 008 pos. 29 (Maps and Visual Material) or 23 (other material configurations)   dc:format
    General Note The general note 500 a, 5    
    Government Publication The government publication type

    MARC 008 pos. 28

    According to MARC21 Format for Bibliographic Data, MARC 008 pos. 28 is Government Publication for the following material types: Books, Computer Files, Continuing Resources, Maps, and Visual Materials.

    For Music MARC 008 pos. 28 is Accompanying matter.  For Mixed material MARC 008 pos. 28 is Undefined.

    Consequently, when using this field, you may want to filter out records with Material Type = Music and Material Type = Mixed material.

      Not relevant for Dublin Core
    ISBN   MARC 020 a,z MARC 776 z 010 a dcterms:identifier dcterms:ISBN
    ISBN Valid The valid ISBN value MARC 020 a   Not relevant for Dublin Core
    ISSN   022 l,a 776 x (for non-physical records) 011 a f dcterms:identifier dcterms:ISSN
    ISSN Valid The valid ISSN value MARC 022 a   Not relevant for Dublin Core
    Language Code   008 pos. 35-37 101 a Currently comes from dc:language.  Planned to come from dc:language and dcterms:language
    Language Of Cataloging The language in which the cataloging was done 040 b 100 a,22-24 Not relevant for Dublin Core
    Local Note The local note 590 a, 5    
    Material Type See the table, Fields that Identify the Bibliographic Material Type, in the Material Types in Search Results section for a description of material type. MARC control LDR Material Type   Planned to be empty.  Currently comes from dc:type
    Material Type Code Code of the material type described above (in Material Type). MARC control LDR Material Type   Not relevant for Dublin Core
    Network Number   035 a z 053 a z dc:identifier , dcterms:identifier
    OCLC Control Number (019) The OCLC control number
    Leading zeros are not displayed.

    019 a

    When the subfield begins with one of the following prefixes:  

    • (OCLC)
    • (OCoLC)
    • ocm
    • ocn
    • on 
      Not relevant for Dublin Core
    OCLC Control Number (035a) The OCLC control number
    Leading zeros are not displayed.

    035 a

    When the subfield begins with one of the following prefixes:  

    • (OCLC)
    • (OCoLC)
    • ocm
    • ocn
    • on
    035 a Not relevant for Dublin Core
    OCLC Control Number (035a+z) The OCLC control number
    Leading zeros are not displayed.

    035a+z

    When the subfield begins with one of the following prefixes:  

    • (OCLC)
    • (OCoLC)
    • ocm
    • ocn
    • on
    035a+z Not relevant for Dublin Core
    OCLC Control Number (035z) The OCLC control number
    Leading zeros are not displayed.

    035 z

    When the subfield begins with one of the following prefixes:  

    • (OCLC)
    • (OCoLC)
    • ocm
    • ocn
    • on
    035 z Not relevant for Dublin Core
    Open Access Indicates if the article is open access Based on 506 f 506 2   Not relevant for Dublin Core
    Original Cataloging Agency The MARC code or the name of the organization that created the original record 040 a 081 b Not relevant for Dublin Core
    Place Code   008 pos. 15-17 102$$a Currently empty, planned to come from dcterms:spatial
    Place of Publication - City The city of publication For a list of country codes, see:

    MARC Code List for Countries

    For a list of country codes, see:

    List of ISO 3166 Country Codes

    Not relevant for Dublin Core (use Place Code)

    If the value of this field in the bibliographic record does not exist in the official list of place codes, the value for this field in Alma Analytics will be "No place, unknown, or undetermined". If there are multiple place codes in this field, only the first value is displayed.

    Place of Publication - Country The country of publication For a list of country codes, see:

    MARC Code List for Countries

    For a list of country codes, see:

    List of ISO 3166 Country Codes

    Not relevant for Dublin Core (use Place Code)

    If the value of this field in the bibliographic record does not exist in the official list of place codes, the value for this field in Alma Analytics will be "No place, unknown, or undetermined". If there are multiple place codes in this field, only the first value is displayed.

    Place of Publication - State The state of publication For a list of country codes, see:

    MARC Code List for Countries

    For a list of country codes, see:

    List of ISO 3166 Country Codes

    Not relevant for Dublin Core (use Place Code)

    If the value of this field in the bibliographic record does not exist in the official list of place codes, the value for this field in Alma Analytics will be "No place, unknown, or undetermined". If there are multiple place codes in this field, only the first value is displayed.

    Publication Date  
    The publication date is determined as follows:
    • the bibliographic details publication date comes from 264 subfield c
    • if there is no 264 subfield c, then the publication date comes from 260 subfield c
    • if there is no 264 subfield c and also no 260 subfield c, then the publication date comes from 008 pos. 7-10
    The publication date is determined as follows:
    • the bibliographic details publication date comes from 210 subfield d
    • If there is no 210 subfield d, then the publication date comes from field 214 subfield d.
    • if both fields do not exist, then the publication date comes from field 100 subfield a pos. 9-12 
    dc:date
    Publication Place   MARC 260 a. When 260a is empty, it is taken from MARC 264a 210 a 214 a Not relevant for Dublin Core (use Place Code)
    Publisher  

    260 b

    264 b

    210 c

    214 c

    dcterms:publisher, dc:publisher
    Resource Type Constructed based on existing bibliographic fields such as the LDR and 008. For more information, see The Resource Type Field.      
    Series   800 t,v

    810 t,v

    811 t,v

    830 a,n,p,v

    410 a,h,i,o,t,x Currently empty.  Planned to come from dcterms:isPartOf
    Series Statement The series statement 490 a,v x    
    Subjects   6XX excluding 69X, 630, 689 600 a,b 602 603-8 610 616 617 dc:subject dcterms:LCSH,MESH,DDC,UDC,LCC
    Subjects (Names) The subject names 600 a,b,c,d,e,l,t.u

    610 a,b,c,d,e,l,n,t,u

    611 a,b,c,d,e,j,l,n,q,t,u

       
    Title  

    245 a,b

    249 a,b,c,v

    200 a,c,d,e,h,i dc:title
    Title (Complete) The information from MARC field 245, subfields $p, $n, $s, $k, $f, $g. 245 a,n,p,h,b,c,f,g,k,s 200 a-i Currently empty, planned to come from dc:alternative
    Title (Filing) The title with common words such as "The" and "An" removed to help with sorting the title alphabetically.
    Any text between double arrows (<<>>) is removed.
    For a video describing the use of this field, see Sort Analytics Reports by Filing Title - Ignoring "The", "A", and "An".

    240 a,c,p

    245 a,c,p

    200 a,e

    500

    Not relevant for Dublin Core
    Title (Normalized) The normalized Title. This field is useful when you want to use the normalized title from one subject area to compare with a report with fields from a different subject area. This field is built in the following manner:
    Alma does the following to the 245 field (except subfields c,h,6 and 8) in the following order:
    1. Removes non filing text.
    2. Removes <<>> and anything between them.
    3. Removes these characters: []|,.;:"
    4. Changes these characters to a space: !@#$%^&*()_+-={}\<>?/~'
    5. Changes characters to lowercase.
    6. Packs spaces (replace all sequences of more than one space with a single space).

    245 a,b,n,p

    249 a,b,c,v

    200 a,c,d,e,h,i dc:title
    Title Author Combined and Normalized 100 characters of the normalized title and the first four letters of the author in lowercase letters, with spaces removed See Author and Title Fields See Author and Title Fields See Author and Title Fields
    Title Committed to Retain Indicates (Y/N) if the bibliographic record is marked as Committed to Retain Configurable from Configuration > Resources > Collection Retention > Bibliographic Collection Retention Definition. For more information, see Bibliographic Record Retention.    
    Type of date   008 pos. 6 100 pos 8 Not relevant for Dublin Core
    Uniform Resource Identifier The uniform resource identifier 856 u 856 u dc:identifier (dcterms:URI) ,dcterms:identifier (dcterms:URI)
    Uniform Resource Identifier Field Exists Indicates if 856 subfield u contains data      
    Uniform Title   240 130 500 Not relevant for Dublin Core
    The following table describes other fields in the shared dimension (taken from Alma and not MARC):
    Administrative Bibliographic Details
    Field Source in Alma (for Internal Reference)
    Active Course Code The code of an active course.
    Active Course Name The name of an active course.
    Bibliographic Lifecycle The Lifecycle of the item. Possible values are Deleted and In Repository. This allows you to filter reports by In Repository/Deleted items.
    Brief Level The level of the brief record
    Chinese Classifications The Chinese Classification
    Collection ID The ID of the collection.  This is a title level collection as defined at 'Resources > Manage Inventory > Manage Collections'.
    Collection Name The name of the collection.  This is a title level collection as defined at 'Resources > Manage Inventory > Manage Collections'.
    Creation Date The creation date. Date fields can consist of a partial date, such as just the year or a month and year.
    Creation Date (Calendar) The creation date. Calendar Date fields always consist of a month, date, and year. If the information is not provided, 01 is added, so that a date of 2020 is rendered 01/01/2020. This date format is useful when filtering the report by date.
    Creator The name of the user that created the record
    Dewey Classification The Dewey Classification
    Dewey Classification Top Line

    The first 3 digits of the Dewey Classification

    Regarding Dublin Core:

    Currently empty.  Planned to come from dc:subject (dcterms:DDC),
    dcterms:subject (determs:DDC)  

    Has Local Extensions

    Indicates if the Community Zone-linked record has local extensions (Y/N)

    ISBN (Normalized)
    The normalized ISBN.
    ISSN (Normalized) The normalized ISSN.
    LC Classification Top Line The combined LC code and classification numbers until the first period which is followed by a letter. If there are no periods then the entire string is taken until there is a space. The length is limited to 50 characters.
    For example:
    • if the LC Classification is | a HB3821.I8 |b R3 then the LC Classification Top Line will be HB3821
    • if the LC Classification is | a DF506.5 |b .G27 then the LC Classification Top Line will be DF506.5
    • if the LC Classification is | a N 7353 |b .K513 1965 then the LC Classification Top Line will be N
    • if the LC Classification is | a NOT YET ORDERED then the LC Classification Top Line will be NOT
    The LC Classification Top Line will contain one value. For MARC21, if the bibliographic record has:
    • both 090 and 050 then the LC Classification Top Line will come from 090
    • 050 and not 090 then the LC Classification Top Line will come from 050
    • 090 and not 050 then the LC Classification Top Line will come from 090

    Regarding Dublin Core:

    Currently empty. Planned to come from:
    (dcterms:LCSH),
    dcterms:subject (determs:LCSH),
    dc:subject (dcterms:LCC),
    dcterms:subject (determs:LCC)

    Recent data may not be available if it has not yet been received from CONSER.
    Link ID The link ID. For more information concerning this field and the next two, see Understanding the fields Link ID Linked to CZ and Linked to NZ in the Bibliographic Details folder.
    Linked to CZ Indicates if the record is linked to the Community Zone
    Linked to NZ Indicates if the record is linked to the Network Zone
    Local Param 1-10 This field allows you to enrich the bibliographic information exported to Analytics with additional information from MARC fields in Alma.
    In order to make use of this field, you must contact Ex Libris Support and supply them with a three-digit MARC field code (for example, 901). (The field does not need to include a 9.)
    The fields can be number and code fields but not control fields. Therefore, the field must be greater than or equal to 010, because 00X are Control Fields and 01X-09X are Numbers and Code Fields.
    Following configuration of this field by Ex Libris Support, its value will be available in analytics.
    Subfields can be maintained in the Analytics fields identified for Local Param. When this capability is implemented, fields/subfields appear in Alma Analytics with the Alma subfield delimiter (either $$ or ‡) used to delineate the subfield content. Contact Support to enable this feature. Note that reindexing is required to fully implement this capability.
    Note that the local param fields are not related to the MARC type of the record. For example, if field 913 is defined to be in local param 1 then field 913 will always be in local param 1. This is the case if the record is of the type KORMARC, CNMARC, UNIMARC, MARC21, and so forth. It is not possible to have different sets of Local Param 1-10 for different types of MARC.
    The data in the local parameters is limited to 3900 characters.

    (New for August!) If you want to have the labels of the local parameters displayed in analytics, configure the analytics_display_local_params parameter (Configuration > Analytics > General Configuration > Other Settings) to true.

    Managed by Provider Indicates if the electronic resource is managed by the provider
    MMS ID The MMS ID of the item. This is the MMS ID of the portfolios associated with the electronic collection. It is not the MMS ID of the electronic collection or of the MMS ID of the descriptive bibliographic record added in the Additional tab of the electronic collection editor. If there are no portfolios, the value of this field is empty.
    Modification Date The latest (most recent) modification date. Date fields can consist of a partial date, such as just the year or a month and year.
    Modification Date (Calendar) The latest (most recent) modification date. Calendar Date fields always consist of a month, date, and year. If the information is not provided, 01 is added, so that a date of 2020 is rendered 01/01/2020. This date format is useful when filtering the report by date.
    Modified By The user name that modified the record
    Network ID This field is used by institutions implementing a Network Zone. It is the same as the MMS ID of the bibliographic record in the Network Zone and can be used to create reports that show the MMS ID in the member institution (using the existing MMS ID), as well as the corresponding MMS ID in the Network Zone.
    Originating System The system where the bibliographic record originated
    Originating System ID The ID of the system where the bibliographic record originated
    Originating System Version The version of the originating system
    Peer Reviewed Indicates if the article was peer reviewed
    Provider Name The name of the provider
    Record Format The format of the bibliographic record. Examples:
    • MARC 21
    • DC
    • KORMARC
    • CNMARC
    • UNIMARC
    Suppressed from Discovery Indicates whether the record is suppressed from external discovery systems

    Periods Outer

    The Periods Outer table is a dimension table that displays details about the transaction date, including the fiscal date. Different fields display various calculated date formats that you may find useful when creating reports.The difference between this table and the transaction date table is that in this table the transaction dates are not normalized to the fiscal period.
    The primary key is Date_Key.
    Periods Outer
    Field Description Additional Information
    Date Key The date in the date format 2/29/2012.  
    Start of Week The date of the first business day of the week in a date format such as 2/29/2014.      
    Week Number The number of the week of the year in a two-digit format, such as 04.      
    Month Key The month of the date in number format such as 2 for February. This field is useful when you want to sort by month.
    Month Desc The month of the date in month description format such as February.  
    Full Month Key The year and month in format 201201.  
    Full Month Desc The month and the year of the date in a display format such as Feb 12.  
    Full Quarter Key The year and the quarter of the date in a display format such as 201201.  
    Full Quarter Desc The quarter of the date in a display format such as Q1/2012.  
    Quarter Key The quarter of the date in a display format such as 1.  
    Quarter Desc The quarter of the date in a display format such as Q1.  
    Year Key The year of the date in number format such as 2012. Use this field when filtering by year.
    Year The year of the date in string format such as 2012.  
    Fiscal Month Key The fiscal month of the date in number format such as 2 for February. This field is useful when you want to sort by month.
    Fiscal Full Month Key The fiscal year and the month in a number format such as 201202.  
    Fiscal Full Quarter Key The fiscal year and the quarter of the date in a display format such as 20121.  
    Fiscal Full Quarter Desc The fiscal year and and the fiscal quarter of the date in a display format such as Q2/2012.  
    Fiscal Quarter Key The fiscal quarter of the date in a display format such as 1.  
    Fiscal Quarter Desc The fiscal quarter of the date in a display format such as Q1.  
    Fiscal Year Key The fiscal year of the date in number format such as 2012. Use this field when filtering by fiscal year.
    Fiscal Year Desc The fiscal year of the date in string format such as 2012.  
    Date Filter Used to filter report results by date.  

    Institution

    The shared Institution dimension allows the Network Zone to view reports according to institution. It is available in every subject area. It contains the following fields:
    Institution
    Field Description Additional information Data Type Data Size
    Institution Code The code of the institution. Configured from: Configuration > General > Add a Library or Edit Library Information > Summary tab.

    The label in Alma is Code located on the right pane.

    VARCHAR 50
    Institution Name The name of the institution. Configured from: Configuration > General > Add a Library or Edit Library Information > Summary tab.

    The label in Alma is Organization unit name.

    VARCHAR 255
    Institution Address Line 1 The first line of the address of the institution. It usually includes the building number and the street name. Configured from: Configuration > General > Add a Library or Edit Library Information > Contact Information tab. This is taken from the address configured as the Preferred address.

    The label in Alma is  Address Line 1.

    VARCHAR 1000
    Institution City The city of the institution. Configured from: Configuration > General > Add a Library or Edit Library Information > Contact Information tab. This is taken from the address configured as the Preferred address.

    The label in Alma is City.

    VARCHAR 255
    Institution State Province The state or province of the institution. Configured from: Configuration > General > Add a Library or Edit Library Information > Contact Information tab. This is taken from the address configured as the Preferred address.

    The label in Alma is State/Province.

    VARCHAR 320
    Institution Country The country of the institution. Configured from: Configuration > General > Add a Library or Edit Library Information > Contact Information tab. This is taken from the address configured as the Preferred address.

    The label in Alma is Country.

    VARCHAR 320
    Institution Postal Code The postal code of the institution. Configured from: Configuration > General > Add a Library or Edit Library Information > Contact Information tab. This is taken from the address configured as the Preferred address.

    The label in Alma is Postal code.

    VARCHAR 200
    Institution Timezone The timezone of the institution. The timezone is set during implementation. VARCHAR 255
    Data Available As Of When the institution data became available in analytics. Displayed at the bottom of the main Analytics menu. VARCHAR 255
    Data Updated As Of When the institution data was taken from the Alma database. Displayed at the bottom of the main Analytics menu. VARCHAR 255
    If an analytics report is run from the Network Zone in a collaborative network implementing a Network Zone, all member institutions are included in the report for Institution Code and Institution Name.
    If an analytics report is run from an institution that is not part of a collaborative network implementing a Network Zone, only the single institution from which the report is run is included in the report for Institution Code and Institution Name.
    Reports involving data across a collaborative network implementing a Network Zone may take longer to run than reports within one institution.

    Shared Dimensions with Other Subject Areas

    For information concerning shared dimensions with other subject areas, see Shared Dimensions.