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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 only one type of transaction amount, such as transaction allocation amount.
    Transaction Amount The transaction amount for all transaction types, including allocation, encumbrance, and expenditure. The amount is displayed in the currency of the corresponding fund of the transaction. This is generally the default currency for your institution.
    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, such as transaction encumbrance amount.
    Transaction Expenditure Amount The transaction expenditure amount of PO lines, regardless of type. Typically you filter the report to show amount per transaction type, such as transaction expenditure amount.
    Transaction Expenditure Amount of type Electronic Format The transaction expenditure amount of PO lines whose PO line type is marked as Electronic. PO Line types are configured at: Configuration > Acquisitions > Purchase Orders > PO line types > Inventory Format column.
    Transaction Expenditure Amount of type General Format The transaction expenditure amount of PO lines whose PO line type is marked as Generic. PO Line types are configured at: Configuration > Acquisitions > Purchase Orders > PO line types > Inventory Format column.
    Transaction Expenditure Amount of type Physical Format The transaction expenditure amount of PO lines whose PO line type is marked as Physical. PO Line types are configured at: Configuration > Acquisitions > Purchase Orders > PO line types > Inventory Format column.
    Transaction Foreign Currency Amount The transaction amount displayed in the original transaction currency. This field displays data for all transactions, whether originally in a foreign currency or the institution default currency.

    We recommend including a currency field in your report for clarity.

    Transaction Foreign Currency Encumbrance Amount The transaction encumbrance amount displayed in the original transaction currency. This field displays data for all encumbrance transactions, whether originally in a foreign currency or the institution default currency.

    We recommend including a currency field in your report for clarity.

    Transaction Foreign Currency Expenditure Amount The transaction expenditure amount displayed in the original transaction currency. This field displays data for all expenditure transactions, whether originally in a foreign currency or the institution default currency.

    We recommend including a currency field in your report for clarity.

    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 > Inventory Format column.
    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 > Inventory Format column.
    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 > Inventory Format column.
    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 > Inventory Format column.
    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 > Fund and Ledger Fiscal Period.

    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

    The date calculations for this table are according to the ISO 8601 standard. Week number is calculated as explained at The ISO week date system. The week starts on Monday, according to the standard.

    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. Configured at Configuration Menu > Acquisitions > General > Fund and Ledger Fiscal Period.
    Transaction Date Fiscal Full Month The fiscal year and month of the date in a display format such 201202. Configured at Configuration Menu > Acquisitions > General > Fund and Ledger Fiscal Period.
    Transaction Date Fiscal Quarter The fiscal quarter of the date in a display format such as Q1. Configured at Configuration Menu > Acquisitions > General > Fund and Ledger Fiscal Period.
    Transaction Date Fiscal Full Quarter The fiscal quarter and the year of the date in a display format such as Q3/2012. Configured at Configuration Menu > Acquisitions > General > Fund and Ledger Fiscal Period.
    Transaction Date Fiscal Year The fiscal year of the date in a string format such as 2012. Configured at Configuration Menu > Acquisitions > General > Fund and Ledger Fiscal Period.
    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 2023-01.  
    Transaction Date Filter Used to filter report results by date.     Possible values:
    • Current Academic Year (determined according to your country. For more information, see Current Academic Year.
    • Current Fiscal Year
    • Current Month
    • Current Year
    • Last 3 Months
    • Last 30 Days
    • Last 365 Days
    • Last 7 Days
    • Older than 30 Days
    • Older than 60 Days
    • Older than 7 Days
    • Older than 90 Days
    • Previous Complete 12 Months
    • Previous Complete 24 Months
    • Previous Complete Two Years
    • Previous Fiscal Year
    • Previous Month
    • Previous Year
    • Two Fiscal Years Ago
    • Two Years Ago
    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 > Funds and Ledger Fiscal Period.
    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. Configured at Configuration Menu > Acquisitions > General > Fund and Ledger Fiscal Period.
    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.

    Configured at Configuration Menu > Acquisitions > General > Fund and Ledger Fiscal Period.

    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.

    Configured at Configuration Menu > Acquisitions > General > Fund and Ledger Fiscal Period.

    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.

    Configured at Configuration Menu > Acquisitions > General > Fund and Ledger Fiscal Period.

    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.

    Configured at Configuration Menu > Acquisitions > General > Fund and Ledger Fiscal Period.

    Fiscal Period Start End The start and end dates of the fiscal period of the institution in format: 20210701 - 20220630. Configured at Configuration Menu > Acquisitions > General > Fund and Ledger Fiscal Period.
    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.

    Configured at Configuration Menu > Acquisitions > General > Fund and Ledger Fiscal Period.

    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.

    The Library of Congress Classification (LCC) is displayed in Analytics in the LC Classification shared dimension, available in several subject areas. LC classification information is derived from the bibliographic record in most subject areas, except for the Physical Items subject area, where it can be derived from either the holdings record or the bibliographic record.

    From the Bibliographic Record:

    There are five levels of the LC Classification stored in Alma Analytics. Each level is referred to by a numbered group (Group1, Group2, Group3, Group4 and Group5).
    Using the hierarchy option in this dimension, the user can drill down from Group1 to Group4. In each level, the user can see measures accumulated to the relevant group.

    For example:

    • SF1-1100 Animal culture
      • SF87 Acclimatization
      • ….
      • SF191-275 Cattle
        • SF250.5-275 Dairy processing. Dairy products
        • SF221-250 Dairying

    This is presented in Alma Analytics as follows:

    LC Classifications

    LC Classifications

    If there is more than one classification code, the last one appears.

    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 Data Type Data Size
    Start Range Start Range refers to the beginning point of a designated range within a classification system. The Start Range indicates the initial classification number or identifier within a specified range that encompasses a set of related subjects, topics, or materials.

    For example, in PS501-689 (Collections of American literature), the start range is PS501.

    VARCHAR 50
    End Range End Range refers to the concluding point of a designated range within a classification system. The End Range specifies the final classification number or identifier within a defined range that encompasses a set of related subjects, topics, or materials.

    For example, in PS501-689 (Collections of American literature), the end range is PS689.

    VARCHAR 50
    Classification Code Classification Code refers to a unique alphanumeric identifier assigned to a specific subject or topic category within the library's classification system. The Classification Code is composed of letters and numbers that represent various facets of a work, such as its subject, genre, or format.

    For example, in the LC classification "PN1997.2.D56," the "PN" portion represents the general subject area (Performing Arts), and the "1997.2.D56" further refines the classification to a specific work or aspect within that category.

    VARCHAR 50
    Start Range Number The numbers that come after the letter(s) in the start range. DOUBLE  
    End Range Number The numbers that come after the letter(s) in the end range. DOUBLE  
    Group1 Group1 is the name given for the first level of the LC Classification and is the primary division used to organize and group related topics, subjects, or materials. VARCHAR 500
    Group2 Group2 is the name given for the second level of classification. VARCHAR 500
    Group3 Group3 is the name given for the third level of classification. VARCHAR 500
    Group4 Group4 is the name given for the fourth level of classification. VARCHAR 500
    Group5 Group5 is the name given for the fifth level of classification. VARCHAR 500
    Classifications The Hierarchy column that enables 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. Hierarchy  

    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.

    The Dewey Classification is displayed in Analytics in the Dewey Classifications shared dimension, available in several subject areas. Dewey classification information is derived from  the bibliographic record in most subject areas, except for the Physical Items subject area, where it can be derived from either the holdings record or the bibliographic record.

    From the Bibliographic Record:

    There are three levels of the Dewey Classification stored in Alma Analytics. Each level is referred to by a numbered group (Group1, Group2, and Group3).
    The group fields display the names as follows:

    Dewey Classifications Groups

    Dewey Classifications Groups

    Using the hierarchy option in this dimension, the user can drill down from Group1 to Group3. In each level, the user can see measures accumulated to the relevant group.

    For example:

    • 000 Computer science, information & general works

      o    010 Bibliography

      o    000 Computer science, information & systems

      • 005 Computer programming, programs & data

      • 000 Computer science

      • 004 Data processing & computer sciences

    This is presented in Alma Analytics as follows:

    Dewey Classifications

    Dewey Classifications

    If there is more than one classification code, the last one appears.

    Dewey Classifications
    Field Description Data Type Size
    Dewey Number

    The Dewey Number is a unique classification code assigned to a specific subject or topic category. 

    The first 3 digits of the Dewey Classification.
    VARCHAR 15
    Group1 The name (label) of the first Dewey classification level. VARCHAR 500
    Group2 The name (label) of the second Dewey classification level. VARCHAR 500
    Group3 The name (label) of the third Dewey classification level. VARCHAR 500
    Dewey Classifications The hierarchy column that allows the user to drill down from the first level of the Dewey Classification to the third level.    

    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 Mapping from MARC 21 Data Type Data Size
    Chinese Classifications      
    Classification Code The Chinese classification code. If the code is not found or in an incorrect format Unknown is displayed. The 090 $a and 093 $a fields in the MARC record. (For CNMARC, the 690 $a field.) VARCHAR 50
    Group 1-7 (Chinese) The name of the levels of classification in Chinese.   The group name in Chinese as defined by the National Library of China. VARCHAR 500
    Group 1-7 (English) The names of the levels of classification in English.   The group name in English as defined by the National Library of China. VARCHAR 500
    Chinese Classifications (Taiwan)      
    Classification Code The Chinese (Taiwan) classification code. If the code is not found or in an incorrect format Unknown is displayed. When the OTHER_CLASS_SCHEME value in the MARC 084 $2 field is ncsclt the classification code value is taken from the MARC 084 $a field. VARCHAR 10
    Group 1-3 (Chinese-Taiwan) The name of the levels of classification in Chinese-Taiwan.   The group name in Chinese as defined by the National Central Library of Taiwan. VARCHAR 250
    Group 1-3 (English) The names of the levels of classification in English.   The group name in English as defined by the National Central Library of Taiwan. VARCHAR 250
    NLM Classifications      
    NLM Classification Code The letters at the beginning of the NLM classification code entered in the MARC field.
    • 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 $a field or, if empty, from the 096 $a field of the MARC record. VARCHAR 250
    NLM Classification Number The numbers that come after the letters of the NLM classification code.   Taken from the 060 $a field or, if empty, from the 096 $a field of the MARC record. VARCHAR 50
    NLM Group 1-5 The names of the levels of classification. The group name as defined by NLM.   VARCHAR 4000
    NLM Geographic Classifications
    NLM Geographic Code The code of the geographic location, used for various purposes by NLM.   Taken from the 060 $a field . VARCHAR 50
    NLM Geographic Name The name of the geographic location, used for various purposes by NLM.   The Geographic Name from NLM that corresponds to the Geographic Code. VARCHAR 255
    U.S. SuDoc Classifications      
    U.S. SuDoc Classification Code The letters at the beginning of the classification code entered in the MARC field.
    • If the code is not found or in an incorrect format, Unknown is displayed.
    • If there are multiple codes, only the first is displayed.
    When the first indicator is 0, this is taken from the 086 $a field in the MARC record. VARCHAR 250
    U.S. SuDoc Classification Number The characters (usually numbers) that come after the letters in the SuDoc Classification code entered in the MARC field.   When the first indicator is 0, this is taken from the 086 $a field in the MARC record. VARCHAR 50
    U.S. SuDoc Agency 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. The agency name that matches the classification code, as defined by SuDoc. VARCHAR 4000
    U.S. SuDoc SubAgency The name of subordinate bureau or division 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.

    The subagency name that matches the classification number, as defined by SuDoc. VARCHAR 4000
    U.S. SuDoc Title Title designates either a specific publication title or category of the publication.   The title that matches the classification number, as defined by SuDoc. VARCHAR 4000

    Funds

    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 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 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 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 Description The description of the fund. Description in the  "General" section on the Summary Details page for Funds and Ledgers.   VARCHAR 4000
    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 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 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
    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
    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. Configured at Configuration Menu > Acquisitions > General > Fund and Ledger Fiscal Period. 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. Configured at Configuration Menu > Acquisitions > General > Fund and Ledger Fiscal Period.

    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. Configured at Configuration Menu > Acquisitions > General > Fund and Ledger Fiscal Period.

    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. Configured at Configuration Menu > Acquisitions > General > Fund and Ledger Fiscal Period.

    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. Configured at Configuration Menu > Acquisitions > General > Fund and Ledger Fiscal Period.

    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
    New for June!
    Preferred Address
    The address of the vendor marked as the preferred address. It is used as the default address for the vendor. Contact Information tab on "Vendor Details" – Web Addresses section.   VARCHAR 3366
    New for June!
    Preferred Address Note
    The note of the preferred address. Contact Information tab on "Vendor Details" – Web Addresses section.   VARCHAR 1000
    New for June!
    Preferred Email
    The email address of the vendor marked as the preferred email address. It is used as the default email address for the vendor. Contact Information tab on "Vendor Details" – Email section.   VARCHAR 784
    New for June!
    Preferred Phone Number
    The phone number of the vendor marked as the preferred phone number. It is used as the default phone number for the vendor. Contact Information tab on "Vendor Details" – Phone Numbers section.   VARCHAR 176
    New for June!
    Primary Product URL
    The URL with URL type Primary Product. Contact Information tab on "Vendor Details" – "Web Addresses" section. If there are several primary product URLs, only one is displayed. VARCHAR 256
    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.

    The PO Line approver is the user that approves the purchase order (PO). In general, PO lines are packaged into a PO and the PO is then reviewed and saved. If the PO requires manual approval, it is sent for approval. Approving the PO automatically approves the PO lines associated with that PO.

    Most of the information for the PO Line approver is taken from the user record (Admin > Manage Users).

    For more information see Approving and Sending POs - New Layout - Ex Libris Knowledge Center (exlibrisgroup.com)

    PO Line Approver
    Field Description Field Location in Alma Additional Information Data Type Data Size
    PO Line Approver Birth Date The birth date in the PO Line approver's user record.

    Admin > Manage Users > Edit User > General Information Tab > User Information Section

    The Alma label is Birth date.

      DATE  
    PO Line Approver Campus Code The campus code in the PO Line approver's user record. Only campus name is displayed in the Users UI. The full list of campus codes and names can be found in Configuration > General > Libraries > Define Campuses. VARCHAR 50
    PO Line Approver Cataloger Level The cataloger level in the PO Line approver's user record.

    Admin > Manage Users > Edit User > General Information Tab > User Information Section

    The Alma label is Cataloger level.

    For this to display in the UI, the Cataloger Permission Levels must be defined (in addition to the default level). See Cataloging Privileges for more information.

    VARCHAR 255
    PO Line Approver Creation Date The creation date of the record for the PO Line approver.    

    Admin > Manage Users > Edit User >  i icon  (Right hand pane)

    The Alma label is Created on.

      DATE  
    PO Line Approver Creator The user that created the PO Line approver's user record.

    Admin > Manage Users > Edit User > i icon (Right hand pane)

    The Alma label is Created by.

      VARCHAR 255
    PO Line Approver Disable All Login Restrictions Indicates if the user has IP login restrictions disabled. This is recorded in the PO Line approver's user record.

    Admin > Manage Users > Edit User > General Information Tab > User Management Information Section

    The Alma label is Disable all login restrictions.

    This is a checkbox. VARCHAR 3
    PO Line Approver Expiry Date The expiration date in the PO Line approver's user record. 

    Admin > Manage Users > Edit User > General Information Tab > User Information Section

    The Alma label is Expiration date.

    After expiration, the user cannot login. DATE  
    PO Line Approver External ID The external ID in the PO line approver's user record (in the case where the record was created by an external system). Not displayed in the UI. For more information see Managing User Identifiers. VARCHAR 255
    PO Line Approver Failed Authentication This field is no longer relevant and will be removed. 

     

         
    PO Line Approver First Name The first name in the PO Line approver's user record.

    Admin > Manage Users > Edit User > General Information Tab > User Information Section

    The Alma label is First name.

      VARCHAR 255
    PO Line Approver Full Name The full name in the PO Line approver's user record.

    Not displayed in the UI

    Concatenation of the last name + first name. VARCHAR 511
    PO Line Approver Gender The gender in the PO Line approver's user record.

    Admin > Manage Users > Edit User > General Information Tab > User Information Section 

    The Alma label is Gender.

    Can be configured in Configuration > User Management > User Details > Genders. VARCHAR 4000
    PO Line Approver Has Role Other Than Patron Indicates if the PO Line approver has a role in addition to Patron. 

    Does not display in the UI.

    The roles for the user can be viewed at Admin > Manage Users > Edit User > General Information Tab > User Roles section.  This field checks whether there are any roles in addition to the Patron role that is added by default. VARCHAR 3
    PO Line Approver Has Role Other Than Patron and Instructor  Indicates if the PO Line approver has a role other than Patron and Instructor. 

    Does not display in the UI.

    The roles for the user can be viewed at Admin > Manage Users > Edit User > General Information Tab > User Roles section.  This field checks whether there are any roles in addition to the Patron and Instructor role. VARCHAR 3
    PO Line Approver Identifier 1-2 Two pre-configured user identifiers for the PO line approver. Does not appear for users in the UI. Choosing a specific identifier to be included in the user details is done in Alma (in an internal table that is not exposed to the users). Users who need assistance in defining this field do so by contacting Ex Libris Support. Note that only only one value per identifier is supported. VARCHAR 4000
    PO Line Approver IdP Service In Use This field is no longer relevant and will be removed.        
    PO Line Approver Is Blocked Indicates if the PO Line approver is blocked. This is recorded in the PO Line approver's user record.

    Does not display in the UI.

     

    See Configuring User Blocks for more information.

    User blocks can be viewed in Admin > Manage Users > Edit User > Blocks Tab.

    VARCHAR 3
    PO Line Approver Job Category The job category in the PO Line approver's user record.

    Admin > Manage Users > Edit User > General Information Tab > User Information Section

    The Alma label is Job Category.

    Can be configured in Configuration Menu > User Management > User Details > Job Categories.

    VARCHAR 255
    PO Line Approver Job Description The job description in the PO Line approver's user record.

    Admin > Manage Users > Edit User > General Information Tab > User Information Section

    The Alma label is Job description.

      VARCHAR 255
    PO Line Approver Last Activity Date The last activity date in the PO Line approver's user record. This refers to the last date that the approver made a request or borrowed or returned an item.

    Admin > Manage Users > Edit User > General Information Tab > User Information Section

    The Alma label is Last Patron Activity Date.

    This only displays if enabled at Configuration Menu > User Management > General > Record Last Patron Activity Date.
    For more information see Configuring Last Patron Activity Date.
    DATE  
    PO Line Approver Last Name The last name in the PO Line approver's user record.

    Admin > Manage Users > Edit User > General Information Tab > User Information Section

    The Alma label is Last name.

      VARCHAR 255

    PO Line Approver Linked from Institution Code

    In a fulfillment network, this is the ID of the external institution from which the user was copied.

    Admin > Manage Users > Edit User > Right hand pane

    The Alma label is Owner.

    Applies to linked user in a fulfillment network.
    See Managing Users  for more information.

    VARCHAR 255
    PO Line Approver Linked from Institution Name

    In a fulfillment network, this is the name of the external institution from which the user was copied.

    Admin > Manage Users > Edit User > General Information Tab. It displays in the Not local section.

    The Alma label is Institution.

    Appears only in very specific cases.
    Applies to linked user in a fulfillment network.
    See Managing Users  for more information.

    VARCHAR

    255
    PO Line Approver Linked From Other Institution Indicates if the PO Line approver is linked from another institution. Doesn't display in the UI

    Applies to the linked user (the user in the secondary institution - copied from the user in the source institution). Populated only if the user created a link from their institution to another institution via a fulfillment network. 

    Possible values:

    • yes
    • no

    DOUBLE

     
    PO Line Approver Linked to Other Institution Indicates if the PO Line approver is linked to another institution. 

    Doesn't display in the UI.

    Applies to the user in the source institution. Populated only if the user created a link from their institution to another institution via a fulfillment network. See Linking Users in Collaboration Networks for more information.

     Possible values:

    • yes
    • no

    VARCHAR

    10
    PO Line Approver Locked Out Date This field is no longer relevant and will be removed.

     

         
    PO Line Approver Middle Name The middle name in the PO Line approver's user record.

    Admin > Manage Users > Edit User > General Information Tab > User Information Section

    The Alma label is Middle Name.

      VARCHAR 255
    PO Line Approver Modification Date

    The date of the last modification in the PO Line approver's user record.

    Admin > Manage Users > Edit User > i icon (Right hand pane)

    The Alma label is Last updated on.

      DATE  
    PO Line Approver Modified By The last person/system that modified the PO Line approver's user record.

    Admin > Manage Users > Edit User > i icon  (Right hand pane)

    The Alma label is Last updated by.

      VARCHAR 255
    PO Line Approver Patron Letters Opt In The letters for which the PO Line approver has opted in. This is recorded in the PO Line approver's user record.
     

    Does not display in the UI.

    The user can view the list of letters that are selected (opt-in) at Admin > Manage Users > Edit User > General Information Tab > User Information Section > Selected Patron Letters.

    The Alma label is Selected Patron Letters.

    VARCHAR 2000
    PO Line Approver Patron Letters Opt Out The letters for which the PO Line approver has opted out. This is recorded in the PO Line approver's user record.  Does not display in the UI.

    The user can view the list of letters that are deselected (opt-out) at Admin > Manage Users > Edit User > General Information Tab > User Information Section > Selected Patron Letters.

    The Alma label is Selected Patron Letters.

    VARCHAR 2000
    PO Line Approver Preferred First Name The preferred first name in the PO Line approver's user record.

    Admin > Manage Users > Edit User > General Information Tab > User Information Section

    The Alma label is Preferred first name.

      VARCHAR 255
    PO Line Approver Preferred Language The preferred language in the PO Line approver's user record.

    Admin > Manage Users > Edit User > General Information Tab > User Information Section

    The Alma label is Preferred language.

      VARCHAR 4000
    PO Line Approver Preferred Last Name The preferred last name in the PO Line approver's user record.

    Admin > Manage Users > Edit User > General Information Tab > User Information Section

    The Alma label is Preferred last name.

      VARCHAR 255
    PO Line Approver Preferred Middle Name The preferred middle name in the PO Line approver's user record.

    Admin > Manage Users > Edit User > General Information Tab > User Information Section

    The Alma label is Preferred middle name.

      VARCHAR 255
    PO Line Approver Primary Identifier The primary identifier in the PO Line approver's user record.

    Admin > Manage Users > Edit User > General Information Tab > User Information Section

    The Alma label is Primary identifier.

      VARCHAR 255
    PO Line Approver Purge Date The purge date in the PO Line approver's user record.

    Admin > Manage Users > Edit User > General Information Tab > User Information Section

    The Alma label is Purge date.

    For more information see Purging Users. DATE  
    PO Line Approver Resource Sharing Library Code The code associated with the resource sharing library in the PO Line approver's user record.

     

    Library codes can be viewed in the library configuration screen. Configuration > General > Add or Edit Library Information > Edit a library > Right hand information window.

    The Alma label is Code.
    VARCHAR 4000

    PO Line Approver Resource Sharing Library Name

    The resource sharing library name in the PO Line approver's user record. This is the name of the library associated with the PO Line approver.

    Admin > Manage Users > Edit User > General Information Tab > User Information Section > Resource Sharing Library

    The Alma label is Resource sharing library.

      VARCHAR 4000
    PO Line Approver Statistical Category 1-10 Statistical categories (1-10) that are recorded in the PO Line approver's user record.

    Admin > Manage Users > Edit User > Statistics > Add Statistic

    These fields, which must be configured, allow you to map add up to ten statistical categories to your user record. 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. VARCHAR 4000
    PO Line Approver Status

    The status in the PO Line approver's user record.

    Admin > Manage Users > Edit User > General Information Tab > User Information Section

    The Alma label is Status.

    The possible values are:

    • Active
    • Inactive

    For more information see the Find and Manage Users Page - Column Descriptions table in Managing Users.

    VARCHAR 8
    PO Line Approver Status Date This is the last date when the Status field of the PO Line approver's user record was modified.

    Admin > Manage Users > Edit User > General Information Tab > User Information Section

    The Alma label is Status Date.

      DATE  
    PO Line Approver User Email The preferred email for correspondence in the PO Line approver's user record.

    Admin > Manage Users > Edit User > General Information Tab > Contact Information Tab > Email Addresses section > Edit an email

    The Alma label is Email Address.

     

     

    Note that even if there are multiple emails for the user, only the email marked as preferred will display in analytics. VARCHAR 255
    PO Line Approver User Group The user group in the PO Line approver's user record.

    Admin > Manage Users > Edit User > General Information Tab > User Information Section

    The Alma label is User group.

    User groups assigned to users can be configured by the institution. For more information see Configuring User Groups. VARCHAR 4000
    PO Line Approver User Group Code The user group code associated with the user group name in the PO Line approver's user record.

     

    For the full list of user groups codes and names see Configuration > Fulfillment > Patron Configuration > User Groups. VARCHAR 255
    PO Line Approver User ID The Alma internal user ID in the PO Line approver's user record.

    Not displayed in the  UI.

      VARCHAR 50
    PO Line Approver User Record Type

    The user record type in the PO Line approver's user record.

    Admin > Manage Users > Edit User > Right hand pane 

    The Alma label is Record type.

     

    The possible values are:

    • Staff
    • Public

    See Managing Users for more information

    VARCHAR 4000
    PO Line Approver User Title The user title in the PO Line approver's user record.

    Admin > Manage Users > Edit User > General Information Tab > User Information Section

    The Alma label is Title.

     

    For more information see Configuring User Titles. VARCHAR 50
    PO Line Approver User Type

    The user type in the PO Line approver's user record.

     

    Admin > Manage Users > Edit User > Right hand pane

    The Alma label is Account type.

    The possible values are:

    • External
    • Internal

    For more information see User Management.

    CHAR 20

    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.

    The date calculations for this table are according to the ISO 8601 standard. Week number is calculated as explained at The ISO week date system. The week starts on Monday, according to the standard.

    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. This field is located at: Acquisitions > All PO Lines > PO Line Summary section> [PO link] > Information Icon  

    The label in Alma is Created on
    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.      
    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. Configured at Configuration Menu > Acquisitions > General > Fund and Ledger Fiscal Period.
    PO Line Creation Fiscal Year The fiscal year of the date in string format such as 2012. Configured at Configuration Menu > Acquisitions > General > Fund and Ledger Fiscal Period.
    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 2023-01.  
    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. This field is only available in the Funds Expenditure subject area.

    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. Acquisitions > All PO Lines > Activation Information section Available only for electronic resources.

    The values are configured in the Access Model code table.
     
    VARCHAR 4000
    Acquisition Method The code of the method by which the PO Line is acquired, with the default value set as PURCHASE.

    This value may change when the PO Line is sent.
    -- See the Acquisition Method Code table. VARCHAR 255
    Acquisition Method Description The description (label) of the acquisition method. Acquisitions > All PO Lines > PO Line Information section

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

    The label in Alma is Additional PO Line Reference Field.
      VARCHAR 255
    Application Used for identifying migrated PO lines. -- Data is stored in the DB and not exposed in the Alma UI. VARCHAR 255
    Assigned To The user to which the order is assigned. Acquisitions > All PO Lines > Left pane   VARCHAR 255
    Associated PO Line The PO line associated with the current one. Acquisitions > All PO Lines > PO Line Information section   VARCHAR 255
    Association Type The type of association between PO lines. Defined by a user, process, or job. Acquisitions > All PO Lines > Associated PO Lines link Available when there is an associated PO line VARCHAR 255
    Cancellation Reason Code for the reason that a PO line is canceled. Displayed only for canceled PO lines.   The cancellation reason label appears in the History link. To match the label from the PO line History page to the code in analytics, see the PO Line Cancellation Reasons Code table at Configuration > Purchase Orders > PO Line Cancellation Reasons.

    The cancellation reason is selected when cancelling a PO line.

    VARCHAR 255
    Cancellation Restriction Indicates if the cancellation restriction note is displayed when cancelling of a PO line, which contains a warning about the cancellation. Acquisitions > All PO Lines > PO Line Information section Possible values are Yes/No. VARCHAR 4000
    Cancellation Restriction Note The warning to be displayed when canceling a PO line when Cancellation Restriction is selected in Alma. Acquisitions > All PO Lines > PO Line Information section Displayed when Cancellation Restriction is selected. VARCHAR 4000
    CKB ID When clicking Order from an Electronic Collections search, a CKB ID (Central Knowledgebase ID) is stored as a reference to the electronic collection ID, rather than an MMS ID. Acquisitions > All PO Lines > PO Line Information section

    The label in Alma is CKB ID.
    Not available when there is an MMS ID. VARCHAR 50
    Claiming Date The date on which the PO line is sent to the claims task list. -- Determined by adding the number of days in the claiming grace period to the expected receipt/activation date.

    Calculated from the "Claiming grace period field (days)" field on the Acquisitions > All PO Lines > Vendor Information section.

    For more information, see Criteria for Marking PO Lines as In Claim.

    DATETIME  
    Claiming Date (Calendar) Claiming Date without a timestamp  --   DATE  
    Currency The currency of the transaction. Acquisitions > All PO Lines > Pricing and Funding section > next to the List Price field   VARCHAR 3
    Discount The discount amount. Acquisitions > All PO Lines > Pricing and Funding section

    The label in Alma is Discount (amount).
      DOUBLE  
    ERP Number The Enterprise Resource Planning  number of the purchase order. -- Used by customers that want the purchase order to be approved by an ERP system before it is sent to the vendor.

    For more information, see Orders Export in the Developers Network.

    VARCHAR 255
    Expected Activation Date The expected date for the resource activation by vendor for electronic PO lines. Acquisitions > All PO Lines > Vendor Information section Only for electronic PO lines. DATE  
    Expected Activation Interval For electronic PO Lines, the number of days after ordering that you expect electronic orders to be activated. Acquisitions > All PO Lines > Vendor Information section

    The label in Alma is Activation due after ordering (days).
    Only for electronic PO lines. DOUBLE  
    Expected Receipt after Ordering Interval For physical PO Lines, the number of days after ordering that you expect physical orders to be received. Acquisitions > All PO Lines > Vendor Information section

    The label in Alma is Expected receipt after ordering (days).
    Only for physical PO lines. DOUBLE  
    Expected Receipt Date For physical PO lines, the expected date for physical items to be received from the vendor. Acquisitions > All PO Lines > Vendor Information section

    The label in Alma is Expected receipt (date).
    Only for physical PO lines. DATE  
    Interested Users Displays the interested users for the PO line. If more than one user is added to the PO line, values are concatenated. Acquisitions > All PO Lines > Interested Users section Note that to search for a specific user, you should use the contain filter to also find cases where more than one user was added to the PO. VARCHAR 4000
    Invoice Status The status of the invoice. Acquisitions > All PO Lines > PO Line Information section   VARCHAR 4000
    Is Claimed Indicates if there is an open claim to the vendor. A PO line is claimed if the items were not received or if the receiving/activation date of the PO line passed. Acquisitions > All PO Lines > Left pane, when marked In Claim Possible values are Yes/No. VARCHAR 3
    Item Description The description of the ordered physical item. Acquisitions > All PO Lines > Ordered Items section The description entered for the PO line. Note that this field is not taken from the bibliographic details. It is useful when no item is related to the PO line. Only for physical one-time PO lines. VARCHAR 4000
    License ID The unique ID of the license of the PO line that is relevant for electronic PO lines. -- Available only for electronic resources. Data is stored in the DB and not exposed in the Alma UI. VARCHAR 50
    List Price The list price for a single copy of the item. Acquisitions > All PO Lines > Pricing and Funding section   DOUBLE  
    Manual Renewal Indicates whether the PO line is renewed manually or automatically. Acquisitions > All PO Lines > Renewal Information section Yes for manual and No for automatic.

    Relevant for standing orders and subscriptions.

    VARCHAR 3
    Material Supplier The vendor supplying the material being ordered. Acquisitions > All PO Lines > Vendor Information section This is a concatenation of: vendor name (name code)/account description (account code). VARCHAR 800
    Material Type The material type of the PO line. Acquisitions > All PO Lines > PO Line Information section For example: Book. VARCHAR 4000
    Net Price A calculation of the total price for the PO line based on the list price per copy, the discount, and the number of copies ordered. Acquisitions > All PO Lines > Pricing and Funding section   DOUBLE  
    No Charge Indicates if there is a charge for the PO line. Acquisitions > All PO Lines > Pricing and Funding section Yes / No VARCHAR 10
    Note To Vendor Notes to the vendor. Acquisitions > All PO Lines > Vendor Information section   VARCHAR 2000
    Order Line Type The order line type as it appears in the order in Alma. Acquisitions > All PO Lines > PO Line Summary section

    Does not have a label in the Alma UI.
    See the PO Line Type Code table. VARCHAR 4000
    Order Line Type Code The code for the Purchase Order line type. -- See the PO Line Type Code table. VARCHAR 255
    PDA Code The patron driven acquisition code. Acquisitions > All PO Lines > (Electronic Resource) > Ordered Portfolios section> [Edit] >Acquisitions section> View PDA Details 

    The label in Alma is Code.

    Only if the PO line was created by a PDA process. VARCHAR 4000
    PDA Name The patron driven acquisition name Acquisitions > All PO Lines > (Electronic Resource) > Ordered Portfolios section> [Edit] > Acquisitions Tab

    The label in Alma is PDA.

    Only if the PO line was created by a PDA process. VARCHAR 4000
    PO Approval Date The date the PO was approved (the sent date). Acquisitions > All PO Lines > Record View.

    The label in Alma is Sent Date.

      DATE  
    PO Creation Date The timestamp of the PO creation date. Acquisitions > All PO Lines > PO Line Summary section> [PO link] > Information Icon  

    The label in Alma is Created on. 
      TIMESTAMP  
    PO Creation Date (Calendar) PO creation date without a timestamp. --   DATE  
    PO Creator The user that created the PO (user name). Acquisitions > Review (PO) > Right Pane > Information Icon 

    The label in Alma is Created by.
      VARCHAR 255
    PO Line Binding During Receiving Indicates if the PO line is marked for binding during receiving (for physical items). Acquisitions > All PO Lines > Receiving Information section

    The label in Alma is Binding during receiving.
    Relevant only for physical items.

    Possible values are Yes/No.

    VARCHAR 4000
    PO Line Creation Date The timestamp of the PO line creation date. Acquisitions > All PO Lines > History link > Info icon

    The label in Alma is Created on.
      TIMESTAMP  
    PO Line Creation Date (Calendar) PO line creation date without a timestamp. --

     

    DATE  
    PO Line Creator The user that created the PO line (user name). Acquisitions > All PO Lines > History link > Info icon

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

    (ISSN or ISBN)
    Acquisitions > All PO Lines > PO Line Information section

    The label in Alma is Identifier.
      VARCHAR 4000
    PO Line Inventory Active Library Code The code of the active (not deleted) library of the inventory (item). PO Line Inventory Library Name, which matches the code, can be seen in the Ordered Items section. Library codes are configured in Configuration > General > Add a Library or Edit Library Information VARCHAR 4000
    PO Line Inventory Library Code The code of the library of the inventory (item).  PO Line Inventory Library Name, which matches the code, can be seen in the Ordered Items section. Library codes are configured in Configuration > General > Add a Library or Edit Library Information VARCHAR 4000
    PO Line Label The labels assigned to the PO line Acquisitions > All PO Lines >PO Line Summary section This is a repeatable field in Alma, which is concatenated in analytics. It is fee-text field, configured by the user. For more information, see Managing Labels in the Details Pane. VARCHAR 4000
    PO Line Manual Packaging Indicates if the PO line was manually packaged into a PO. Acquisitions > All PO Lines >PO Line Information section

    The label in Alma is Manual packaging.
    Possible values are Yes/No. VARCHAR 4000
    PO Line Modification Date The timestamp of the PO line modification date. Acquisitions > All PO Lines > History link> Info icon

    The label in Alma is Last updated on.
      TIMESTAMP  
    PO Line Modification Date (Calendar) PO line modification date without a timestamp. --   Date  
    PO Line Modified By The user that modified the PO line (user name). Acquisitions > All PO Lines > History link > Info icon

    The label in Alma is Last updated by.
      VARCHAR 255
    PO Line Notes The notes on the PO line. Acquisitions > All PO Lines > Notes  section Multiple notes are separated by a semicolon. VARCHAR 4000
    PO Line Owner Library Code The code of the PO line owner library. Configuration > General > Add a Library or Edit Library Information > Right Pane

    The label in Alma is Code.

    Library codes are configured in Configuration > General > Add a Library or Edit Library Information VARCHAR 4000
    PO Line Owner Library Name The name of the PO line owner library. Acquisitions > All PO Lines > PO Line Summary section

    The label in Alma is PO Line Owner.
      VARCHAR 4000
    PO Line Reference The business identifier of the PO line (PO Line number). Acquisitions > All PO Lines > PO Line Summary section

    The label in Alma is PO Line.
    This is the PO line number in Alma. VARCHAR 255
    PO Line Routing During Receiving Indicates if the PO line is marked for routing during receiving. Acquisitions > All PO Lines > Receiving Information section

    The label in Alma is Routing during receiving.
    Relevant only for physical items.

    Possible values are Yes/No.

    VARCHAR 4000
    PO Line Title The title of the PO line. Acquisitions > All PO Lines > PO Line Summary section

    There is no label in Alma.

      VARCHAR 4000
    PO Line Vendor Title Number A vendor-supplied number for the associated title on a PO line. The MARC 035 field of the bibliographic record. An identifier other than ISBN/ISSN for non-books inventory. VARCHAR 4000
    PO Modification Date The timestamp of the PO modification date. Acquisitions > All PO Lines > Receiving Information section

    The label in Alma is Last updated on.

      TIMESTAMP  
    PO Modification Date (Calendar) The PO modification date without the timestamp. -- This date format is useful when filtering the report by date. DATE  
    PO Modified By The user that modified the PO (user name). Acquisitions > All PO Lines > Receiving Information section

    The label in Alma is Last updated by
      VARCHAR 255
    PO Number The business identifier of the PO related to the PO line. Acquisitions > All PO Lines > Left pane

    The label in Alma is PO.
      VARCHAR 255
    Quantity for Pricing The number of items to be paid for. Acquisitions > All PO Lines > Pricing and Funding section. The quantity for pricing and the number of items to create may be different in a case of discounted pricing through a deal such as "buy two items and get a third item at no additional charge". DOUBLE  
    Receiving / Activation Note Text with which the Purchasing Operator indicates to the Receiving Operator the intended location of serial order items in which no inventory items are created. Acquisitions > All PO Lines > Activation Information section Activation information is only available for electronic resources.

    For physical resources, the section is Receiving Information.

    VARCHAR 4000
    Receiving Date (Latest in POL) This field allows you to retrieve the latest receiving date for an item in a PO line. Acquisitions > All PO Lines > Ordered Items section> Receiving date (the most recent receiving date) This is useful, since a PO line can have several items and each of the items may have a different receiving date. DATE  
    Receiving Status An indication (Yes/No) of whether or not all physical items were received in the receiving workbench. --   VARCHAR 10
    Reclaim Interval (Days) The interval number of days that Alma will send reclaim letters after the initial claim letter is sent. Acquisitions > All PO Lines > Vendor Information section Relevant only for physical PO lines. NUMERIC  
    Renewal Cycle The cycle for the autorenewal job for continuous orders For example, if it is set to one year, the PO line is renewed in one year. Acquisitions > All PO Lines > Renewal Information section Defined in the RenewalCycle code table.

    Relevant only for continuous orders.

    DOUBLE  
    Renewal Date The date of the PO line’s next renewal for continuous orders. Acquisitions > All PO Lines > Renewal Information section Relevant only for continuous orders. DATE  
    Renewal Note The note of the PO line renewal for continuous orders. Acquisitions > All PO Lines > Renewal Information section Relevant only for continuous orders. VARCHAR 4000
    Renewal Reminder Period Determines how many days before renewal an email regarding that renewal is sent. Acquisitions > All PO Lines > Renewal Information section

    The label in Alma is Renewal reminder period (days).
    Relevant only for manually renewed continuous orders. DOUBLE  
    Reporting Code - 1-5 Five fields that store the reporting codes.   As defined in the Reporting Codes code tables. VARCHAR 255
    Reporting Code Description - 1-5 Five fields that store the description of the five reporting code fields. Acquisitions > All PO Lines > Reporting Codes section   VARCHAR 4000
    Rush Indicates if the PO line is to be rushed. Acquisitions > All PO Lines > Receiving Information section Relevant only for Physical items

    Possible values are 0 or 1. 1 indicates a rush.

    VARCHAR 4000
    Sent Date The date that the PO/ PO line is sent to the vendor. Acquisitions > All PO Lines > PO Line Information section

    For PO line - in the history link. 
      DATE  
    Ship To Address City The city to which to ship the physical item. -- From the shipping address configured for the relevant library. VARCHAR 176
    Ship To Address Country The country to which to ship the physical item. -- From the shipping address configured for the relevant library. VARCHAR 320
    Ship to Address ID Internal ID of the library shipping address. -- Data is stored in the DB and not exposed in the Alma UI. DOUBLE  
    Ship To Address Line 1-5 The address to which to ship the physical item. -- From the shipping address configured for the relevant library. VARCHAR 784
    Shipping Method The code of the method for the vendor to ship the order. -- Per the values in Shipping Method code table defined in the acquisition configuration menu. VARCHAR 255
    Source ID The source file ID used for the EOD lines. -- Data is stored in the DB and not exposed in the Alma UI. VARCHAR 255
    Source Type The source from which the PO line originated, for example,  EOD, Manual, and Migration. Acquisitions > All PO Lines > PO Line Information section   VARCHAR 255
    Status The business status of the PO line as Active, Canceled, or Closed

    There are a number of sub-statuses included in the business status "Active". See the Status (Active) field.
    Acquisitions > All PO Lines > PO Line Summary section

    There is no label in Alma.

    (If Active, the sub-status is displayed. See the Status (Active) field).
      VARCHAR 255
    Status (Active) Displays the sub-status of the "Status" field. For example: Waiting for Invoice, Waiting for Manual Renewal, Recurring Renewal, Under Evaluation, Sent, In Review, Ready to Be Sent, Waiting for Packaging, and Manual Packaging. Acquisitions > All PO Lines > PO Line Summary section. There is no label in Alma. When the status is active. VARCHAR 4000
    Subscription From Date The date for the beginning of a subscription for continuous orders. Acquisitions > All PO Lines > Renewal Information section Relevant only for subscriptions. DATE  
    Subscription To Date The date for the end of a subscription for continuous orders. Acquisitions > All PO Lines > Renewal Information section Relevant only for subscriptions. DATE  
    Vendor Access Provider The vendor that provides access to electronic resources. Acquisitions > All PO Lines > Vendor Information section

    The label in Alma is Access provider.

      VARCHAR 255
    Vendor Account Code The vendor account code as defined in the Alma vendor account definitions. Acquisitions > All PO Lines > Vendor Information section> > Material Supplier field - the fourth element All the vendors that have been on the order, not just the active vendor. VARCHAR 784
    Vendor Account Description The vendor account description as defined in the Alma vendor account definitions. Acquisitions > All PO Lines > Vendor Information section> Material Supplier field - the third element All the vendors that have been on the order, not just the active vendor. VARCHAR 255
    Vendor Code The vendor code as defined in the Alma vendor details definitions. Acquisitions > All PO Lines > Vendor Information section> Material Supplier field - the second element All the vendors that have been on the order, not just the active vendor. VARCHAR 255
    Vendor Contact Person ID The related vendor contact person ID. -- Can be accessed by clicking on the Material Supplier in the Vendor Information section. VARCHAR 50
    Vendor Name The vendor name as defined in the Alma vendor details definitions. Acquisitions > All PO Lines > Vendor Information section> Material Supplier field - the first element All the vendors that have been on the order, not just the active vendor. VARCHAR 255
    Vendor Reference Number The reference number for the PO line in Alma, as provided by the vendor Serves as a matching point for identifying a PO line in Alma. Acquisitions > All PO Lines > Vendor Information section   VARCHAR 255
    Vendor Reference Number Type The type of the reference number. Acquisitions > All PO Lines > Vendor Information section   VARCHAR 255

    PO Line License

    Many electronic resources require licenses from the vendors that provide the resources. Alma enables you to enter license information for tracking and informational purposes. Licenses are created at Acquisitions > Acquisitions Infrastructure > License. (For more information, see Managing Licenses and Amendments.) You can associate a PO Line with a license when creating or editing a PO Line from the License field. (For more information, see Creating PO Lines.)

    The PO Line License table is a dimension table that displays information about the license such as the license code, the license name, and the license creator. The fields are taken from the Summary tab of the License page.

    PO Line License
    Field Description Field Location in Alma Additional Information Data Type Data Size
    License Begins The date the license begins. Acquisitions > Acquisitions Infrastructure > Licenses > [select a license] > Summary Tab

    The label in Alma is Start date.

      DATE  
    License Code The code of the license. Acquisitions > Acquisitions Infrastructure > Licenses > [select a license] > Summary Tab   VARCHAR 255
    License Creation Date The date the license was created. Acquisitions > Acquisitions Infrastructure > Licenses > [select a license] >Side information panel

    The label in Alma is Creation date.

      DATE  
    License Creator Name The first and last name of the user who created the license. Acquisitions > Acquisitions Infrastructure > Licenses > [select a license] >Side information panel

    The label in Alma is Created by.

      VARCHAR 255
    License Ends The date the license ends. Acquisitions > Acquisitions Infrastructure > Licenses > [select a license] > Summary Tab

    The label in Alma is End Date.

      DATE  
    License ID The ID of the license. The License ID is not visible in Alma from either the License Details page or the Electronic Portfolio Editor or collection. The system ID of the license can only be seen in Analytics.   VARCHAR 50
    License Modification Date The date the license was modified. Acquisitions > Acquisitions Infrastructure > Licenses > [select a license] > Summary Tab > i icon

    The label in Alma is Last updated on.

      DATE  
    License Modifier Name The first and last name of the user who modified the license. Acquisitions > Acquisitions Infrastructure > Licenses > [select a license] > Summary Tab > i icon

    The label in Alma is Last updated by.

      VARCHAR 255
    License Name The name of the license. Acquisitions > Acquisitions Infrastructure > Licenses > [select a license] > Summary Tab

    The label in Alma is Name.

      VARCHAR 255
    License Note The note of the license. Acquisitions > Acquisitions Infrastructure > Licenses > Notes Tab   VARCHAR 4000
    License Originating Licensor Key The licensor key of the license in the legacy system from which the data was migrated. -- Data is stored in the DB and not exposed in the Alma UI. VARCHAR 255
    License Originating Parent Code The parent code of the license in the legacy system from which the data was migrated. -- Data is stored in the DB and not exposed in the Alma UI. VARCHAR 255
    License Parent ID The unique internal ID for the parent license. -- Data is stored in the DB and not exposed in the Alma UI. VARCHAR 50
    License Review Status The status of the license review. Acquisitions > Acquisitions Infrastructure > Licenses > [select a license] > Summary Tab The values for this field are configured under Configuration > Licenses > License Review Status. Out-of-the-box, the possible values are:
    • Accepted – The license has passed review and is available for use.
    • In review – The license is being reviewed by the library/institution.
    • Pending – A license for which review has not yet begun.
    • Rejected – A license which has been determined to be unacceptable. The license is not available for use, but a record of it is kept in the system.
    You can also configure additional license review statuses, as necessary. For more information, see Configuring License Review Statuses.
    These values are for informational purposes, only.
    VARCHAR 4000
    License Second Party Signed By The  user who is a secondary approver of the license. Acquisitions > Acquisitions Infrastructure > Licenses > [select a license] > Summary Tab

    The label in Alma is Second party's Signed by.

      VARCHAR 255
    License Second Party Signed On The date  on which the license was approved by the secondary approver. Acquisitions > Acquisitions Infrastructure > Licenses > [select a license] > Summary Tab

    The label in Alma is Second Party's Signed on.

      DATE  
    License Signed By The user who approved of the license. Acquisitions > Acquisitions Infrastructure > Licenses > [select a license] > Summary Tab

    The label in Alma is Signed by.

      VARCHAR 50
    License Signed On The date the license was approved. Acquisitions > Acquisitions Infrastructure > Licenses > [select a license] > Summary Tab

    The label in Alma is Signed on.

      DATE  
    License Status The status of the license. Acquisitions > Acquisitions Infrastructure > Licenses > [select a license] > Summary Tab Possible values:
    • Active – The license is activated and in use
    • Inactive – Mark the license is Inactive. Inactive licenses can be re-activated by selecting Edit in the row actions list and changing the license status value. Relevant only when updating an existing license.
    • Draft – The license is created but not in use
    • Expired – License "End date" is in the past (can be extended)
    • Retired – The license is no longer relevant
    VARCHAR 4000
    License Storage Location The physical location of a printed license. Acquisitions > Acquisitions Infrastructure > Licenses > [select a license] > Summary Tab

    The label in Alma is License Location.

    The values for this field are configured under Configuration > Licenses > License Storage Location. For information on configuring the license storage locations, see Configuring License Storage Locations. VARCHAR 4000
    License Type The type of the license. Acquisitions > Acquisitions Infrastructure > Licenses > [select a license] >Side information panel Possible Values:
    • License – a standard license
    • Negotiation – a license negotiated by a collaborative network with vendors on behalf of multiple member institutions
    VARCHAR 4000
    License URI The URI where an electronic license is available. Acquisitions > Acquisitions Infrastructure > Licenses > [select a license] > Summary Tab   VARCHAR 255
    Licensing Agent Name An additional vendor, which is the organization (such as a subscription agent) or individual that facilitates a licensing transaction on behalf of one or more parties. Acquisitions > Acquisitions Infrastructure > Licenses > [select a license] > Summary Tab

    The label in Alma is Licensing agent.

    Possible functions of the agent include acting as a negotiating intermediary (with or without a fee for services), a vendor accepting payment for the product, or the named licensee for a particular agreement. VARCHAR 255
    Licensor ID The unique internal ID of the vendor associated with the license. -- Data is stored in the DB and not exposed in the Alma UI. DOUBLE  
    Licensor Name The name of the vendor  associated with the license. Acquisitions > Acquisitions Infrastructure > Licenses > [select a license] > Summary Tab

    The name associated with the licensor code in the Licensor field.

      VARCHAR 255

    Invoice Line

    The Invoice Line table is a dimension table that displays details about the invoice and invoice line associated with the transaction. The primary key of the table is INVOICE_LINE_ID

    While an invoice describes what was paid to the vendor, the invoice line describes the details of the various payments. Therefore an invoice can have multiple invoice lines.
    When creating an invoice from a PO, one invoice line is created for each PO line in the PO. The details for the invoice line are taken from the related PO line. In this case, the invoice line price is the full PO line price (fully disencumbered). The encumbrance created by the PO Line is released by the expenditure created by the related invoice line.

    To access the Invoice Line fields in the Alma UI, navigate to Acquisitions > Review (Invoice) > Edit an invoice > Invoice Lines tab > Edit an invoice line. Note that you sometimes may need to go into the main Invoice Summary tab (not the invoice line tab) in order to see the field.

    For more information, see Creating Invoices.
    Invoice Line
    Field Description Field Location in Alma Additional Information Data Type Data Size
    Invoice Line - Additional Information
    Additional information for the invoice line.
    Acquisitions > Review (Invoice) > Edit an invoice > Invoice Lines tab >  Edit invoice line > Invoice Line Details section
    The Alma label is Additional Information.
    Only displays when the invoice line is connected to a continuous PO line.
    VARCHAR
    2000
    Invoice Line - Creation Date
    The timestamp of the Invoice Line creation date.
    Acquisitions > Review (Invoice) > Edit an invoice > Invoice Lines tab >  Edit invoice line > icon  (Right hand pane)
    The Alma label is Created on.
     
    TIMESTAMP
     
    Invoice Line - Creation Date (Calendar)
    The Invoice Line - Creation Date with the date only (the timestamp is removed).
    Does not display in the UI.
    Enables the filter by date (range) option to be used for the invoice line creation date. 
    DATE
     
    Invoice Line - Creator
    The First and Last name of the user who created the Invoice Line.
    Acquisitions > Review (Invoice) > Edit an invoice > Invoice Lines tab >  Edit invoice line > icon  (Right hand pane)
    The Alma label is Created by.
     
    VARCHAR
    255
    Invoice Line - Currency
    The currency of the invoice line.
    Acquisitions > Review (Invoice) > Edit an invoice > Invoice Lines tab >  Edit invoice line > Invoice Line Charges section 
    The Alma label is Total price.
    Configured in the Currency Subset table (Configuration Menu > Acquisitions > General > Currency Subset). 
    VARCHAR
    3
    Invoice Line - Modification Date
    The timestamp of the Invoice Line Modification date.
    Acquisitions > Review (Invoice) > Edit an invoice > Invoice Lines tab >  Edit invoice line > icon  (Right hand pane)
    The Alma label is Last updated on.
     
    TIMESTAMP
     
    Invoice Line - Modification Date (Calendar)
    The Invoice Line - Modification Date without a timestamp.
    Does not display in the UI.
    Enables the filter by date (range) option to be used for the invoice line modification date. 
    DATE
     
    Invoice Line - Modified By
    The First and Last name of the user who modified the Invoice Line.
    Acquisitions > Review (Invoice) > Edit an invoice > Invoice Lines tab >  Edit invoice line > icon  (Right hand pane)
    The Alma label is Last updated by.
     
    VARCHAR
    255
    Invoice Line - Note
    Note providing more information for the invoice line.
    Acquisitions > Review (Invoice) > Edit an invoice > Invoice Lines tab >  Edit invoice line > Invoice Line Charges section 
    The Alma label is Note.
     
    VARCHAR
    2000
    Invoice Line - Number
    The invoice line number. These are added automatically when the invoice line is created. 
    Acquisitions > Review (Invoice) > Edit an invoice > Invoice Lines tab >  Edit invoice line > icon  (Right hand pane)
    The Alma label is Line number.
     
    VARCHAR
    100
    Invoice Line - Price Note
    The price note of the invoice line.
    Acquisitions > Review (Invoice) > Edit an invoice > Invoice Lines tab >  Edit invoice line > Invoice Line Charges section 
    The Alma label is Price note.
     
    VARCHAR
    1000
    Invoice Line -Reporting Code - 1st - 5th
    Five fields that store the reporting codes.
    The codes are only displayed in the Configuration page. In the Invoice Lines page only the Description for Invoice Line -Reporting Code is displayed. 
    Configured in Configuration > Acquisitions > Purchase Orders > 1st Reporting Codes, 2nd Reporting Codes, etc.
    VARCHAR
    255
    Invoice Line - Reporting Code Description -1st - 5th
    Five fields that store the description of the 5 reporting code fields.
    Acquisitions > Review (Invoice) > Edit an invoice > Invoice Lines tab >  Edit invoice line > Reporting Codes section 
    The Alma labels are 1st reporting code, 2nd reporting code, 3rd reporting code, 4th reporting code and 5th reporting code.
    Configured in Configuration > Acquisitions > Purchase Orders > 1st Reporting Codes, 2nd Reporting Codes, etc.
    VARCHAR
    4000
    Invoice Line - Status
    The status of the invoice line.
    Acquisitions > Review (Invoice) > Invoice Lines tab >  Status column
    The Alma label is Status.
    The possible values are:
    Ready - ready to be paid if the line is valid
    In Review - otherwise
    This is not the same status seen in the right hand panel of the Invoice Lines tab, which refers to the Invoice Approval Status.
    VARCHAR
    255
    Invoice Line - Subscription From Date
    Start date of the subscription.
    Acquisitions > Review (Invoice) > Edit an invoice > Invoice Lines tab >  Edit invoice line > Invoice Line Details section 
    The Alma label is Subscription dates range.
    Only applies to continuous invoice lines.
    The start date is extracted from the subscription dates range. 
    DATE
     
    Invoice Line - Subscription To Date
    End date of the subscription.
    Acquisitions > Review (Invoice) > Edit an invoice > Invoice Lines tab >  Edit invoice line > Invoice Line Details section 
    The Alma label is Subscription dates range.
    Only applies to continuous invoice lines.
    The end date is extracted from the subscription dates range.
    DATE
     
    Invoice Line - Type
    Type of the invoice line.
    Acquisitions > Review (Invoice) > Edit an invoice > Invoice Lines tab >  Edit invoice line > Invoice Line Details section 
    The Alma label is Type.
    Out of the box, the options for invoice-line type are Regular,  ShipmentInsuranceOverheadDiscount, and Other.
    Can be configured from Configuration > Acquisitions > Invoices > Invoice Line Types. To access this table you need to enable the
    invoice_split_additional_charges customer parameter (see Invoice Line Types). 
    If Pro rata was selected when creating the invoice, the additional charges are pro-rated against all invoice lines, and only the Regular and Other types are available.
    If you did not select Pro rata, the additional charges are not allocated to a specific invoice line.
     
    VARCHAR
    4000
    Invoice Line - Unique Identifier
    Unique ID created automatically when the invoice line is created.
     
    Not available in the UI.
     
    VARCHAR
    255
    Invoice Line-VAT Code
    A VAT code to assign a preconfigured VAT percentage to the invoice. 
    Does not display in the invoice or invoice line UI. 
    Only displays in the Configuration page - see Invoice Line-VAT Code Description.
    VARCHAR
    4000
    Invoice Line-VAT Code %
    The invoice line VAT code percent.
    Acquisitions > Review (Invoice) > Edit an invoice > Invoice Lines tab >  Edit invoice line > Summary tab > VAT section
    The Alma label is VAT %.
    The VAT section only displays when the VAT per invoice line checkbox (in the Invoice page) is checked.
     
    DOUBLE
     
    Invoice Line-VAT Code Description
    The invoice line VAT code description.
    Acquisitions > Review (Invoice) > Edit an invoice > Invoice Lines tab >  Edit invoice line > Summary tab > VAT section
    The Alma label is VAT code.
    This is a read only field.
    The VAT section only displays when the VAT per invoice line checkbox (in the Invoice page) is checked.
    VARCHAR
    4000
    Invoice Line-VAT Note Data
    A note regarding the VAT that is automatically added to the invoice line.
    Acquisitions > Review (Invoice) > Edit an invoice > Invoice Lines tab >  Edit invoice line > Summary tab > Invoice Line Charges section
    The Alma label is VAT note.
    Displays a message for the VAT amount. For example:
    The amount in the message is automatically updated as information changes for the invoice (VAT) and the invoice line (Price).  It takes into account whether Inclusive, Exclusive or Line Exclusive was selected for the VAT.
    For more information see VAT Calculation - Example.
    See VARCHAR
    32
    Invoice - Approval Date
    The date that the Invoice was approved.
    Acquisitions > Review (Invoice) > Edit an invoice > Right hand pane
    Appears in brackets next to the value for "Invoice - Approver Name" under the Approved by label.
     
    TIMESTAMP
     
    Invoice - Approval Status
    The approval status for the invoice.
    Acquisitions > Review (Invoice) > Edit an invoice > Right hand pane
    The Alma label is Status.
    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, the status becomes Not Required and the Invoice - Approver Name 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.
    The values for Invoice - Approval Status are:
    • Pending
    • Approved
    • Rejected
    • Not Required
    VARCHAR
    255
    Invoice - Approver Name
    The First and Last name of the user who approved the invoice.
     
    Acquisitions > Review (Invoice) > Edit an invoice > Right hand pane
    The Alma label is Approved By.
    Invoice - Creation Date
    The creation date of the invoice.
    Acquisitions > Review (Invoice) > Edit an invoice > Right hand pane > i icon
    The Alma label is Created on.
    The timestamp of the Invoice creation date.
    TIMESTAMP
     
    Invoice - Creation Date (Calendar)
    The Invoice - Creation Date without a timestamp.
    Does not display as a field in the UI.
    A calculated field from Invoice - Creation Date. 
    Invoice - Creation Date contains both the date and a timestamp, and therefore cannot be used for filtering. Note that this is not the same as Invoice Date below.
    DATE
     
    Invoice - Creation From
    The method by which the invoice was created.
    Acquisitions > Review (Invoice) > Edit an invoice > Summary tab > Invoice Details section
    The Alma label is Creation from.
    The possible values are:
    • Manually
    • From PO
    • EDiteur Invoice Message (EDI)
    VARCHAR
    255
    Invoice - Creator
    The First and Last name of the user who created the Invoice.
    Acquisitions > Review (Invoice) > Edit an invoice > icon  (Right hand pane)
    The Alma label is Created by.
     
    VARCHAR
    255
    Invoice - Currency
    The currency of the invoice.
    Acquisitions > Review (Invoice) > Edit an invoice > Summary tab > Invoice Details section
    The currency value appears to the right of the amount next to the Total amount (Acquisitions > Review (Invoice) > Edit an invoice > Summary tab > Invoice Details section).
    The currency can be be configured in the Currency Subset table (Configuration Menu > Acquisitions > General > Currency Subset).
    VARCHAR
    3
    Invoice - Date
    The date on the invoice header.
    Acquisitions > Review (Invoice) > Edit an invoice > Summary tab > Invoice Details section
    The Alma label is Invoice date.
    The value that was entered by the user in the Calendar dialog box.
    DATE
     
    Invoice - Disapprove Reason
    The reason for which an invoice was not approved.
    Acquisitions > Approve (Invoice) > Edit an invoice > Need Additional Review button
    The Alma label is Disapproval Reason.
    If the invoice needs additional review, it is returned to the review stage of the workflow. When you select this, a dialog box appears, allowing you to select a reason for the action. To configure the reasons, see Configuring Invoice Disapproval Reasons.
    VARCHAR
    255
    Invoice - Due Date
    The date on which the payment is due.
    Acquisitions > Review (Invoice) > Edit an invoice > Summary tab > Invoice Details section
    The Alma label is Invoice due date.
     
    DATE
     
    Invoice - Expended From Fund
    Indicates if the VAT is expended from the invoice line's funds.
    Acquisitions > Review (Invoice) > Edit an invoice > Summary tab > VAT section
    The Alma label is Expended from fund.
    If Expended from fund is No, it indicates that the VAT amount is to be expended from a separate fund (Adjustment invoice line type). In this case a new adjustment invoice line is added to the invoice which includes invoice VAT amounts.
    For an example showing usage of this see VAT Calculation Example.
    The possible values are:
    • Yes
    • No
    VARCHAR
    3
    Invoice - External Reference Number
    The External Invoice Reference Number.
    Acquisitions > Review (Invoice) > Edit an invoice > Summary tab > Invoice Details section
    The Alma label is Invoice reference #.
     
    VARCHAR
    255
    Invoice-Internal copy Ind
    Indicates if the invoice is handled internally by the library and not by the ERP.
    Acquisitions > Review (Invoice) > Edit an invoice > Summary tab > Payment Information section
    The Alma label is Internal copy.
    Appears in the UI if Alma is set to send invoices via ERP (invoice_skip_erp parameter is set to false). 
    The possible values are:
    • Yes
    • No
    If marked as Yes, the invoice is not sent to the ERP financial system and is not marked as prepaid.
    For more information see Creating Invoices.
    VARCHAR
    3
    Invoice - Modification Date
    The Invoice modification date.
    Acquisitions > Review (Invoice) > Edit an invoice > icon  (Right hand pane)
    The Alma label is Last updated on.
    The timestamp of the Invoice modification date.
     
    TIMESTAMP
     
    Invoice - Modification Date (Calendar)
    The Invoice - Modification Date without a timestamp.
    Does not display in the UI.
    Enables the filter by date (range) option to be used for the invoice line modification date.
    DATE
     
    Invoice - Modified By
    First and Last name of the user who modified the Invoice.
    Acquisitions > Review (Invoice) > Edit an invoice > icon  (Right hand pane)
    The Alma label is Last updated by.
     
    VARCHAR
    255
    Invoice - Number
    Number of the invoice.
    Acquisitions > Review (Invoice) > Edit an invoice > Summary tab > Invoice Details section
    The Alma label is Invoice number.
    Displays also at the top of the right hand panel (i icon).
    Invoice numbers from the same vendor can be repeated if the customer parameter invoice_not_unique is set to true (see Configuring Other Settings (Acquisitions).
    VARCHAR
    100
    Invoice - Owner Code
    The code of the invoice owner (see Invoice - Owner Name).
    Not visible in the UI.
     
    VARCHAR
    50
    Invoice - Owner Name
    The institution or the library associated with the invoice. 
    Acquisitions > Review (Invoice) > Edit an invoice > Summary tab > Invoice Details section
    The Alma label is Owner.
    The institution and/or libraries available in the drop-down box depend on your scope. When you select an owning library, the list of vendors is filtered to display only vendors available for that library. In addition, only PO lines owned by this library can be added to an invoice line for this invoice.
    VARCHAR
    255
    Invoice - Payment Method
    Payment method of the Invoice.
    Acquisitions > Review (Invoice) > Edit an invoice > Summary tab > Invoice Details section
    The Alma label is Payment method.
    The possible values are:
    • Accounting department - Use if Alma is connected to an ERP. When this payment method is selected, the Prepaid check box in the Payment section is disabled and cannot be selected (see Payment, below)
    • Cash
    • Credit card
    • Attachment
    • Deposit account
    • Prepayment
    • Special payment
    • Bank transfers
    These can be configured in Configuration Menu > Acquisitions > Invoices > Payment Method (see Configuring the Default Payment Method).
    VARCHAR
    4000
    Invoice - Payment Status
    Whether the Invoice was paid or not.
    Acquisitions > Review (Invoice) > Edit an invoice > Summary tab > Payment Information section
    The Alma label is Payment status.
    Only available when the Prepaid or Internal copy field is selected.
    The possible values are NOT_PAID and PAID. 
    VARCHAR
    255
    Invoice - Payment Voucher Amount
    The invoice payment amount
    Acquisitions > Review (Invoice) > Edit an invoice > Summary tab > Payment Information section
    The Alma label is Payment amount.
     
    DOUBLE
     
    Invoice-Payment Voucher Currency
    The invoice currency.
    Acquisitions > Review (Invoice) > Edit an invoice > Summary tab > Payment Information section
    The field to the right of the payment amount.
    VARCHAR
    3
    Invoice - Payment Voucher Date
    The date that the invoice was paid.
    Acquisitions > Review (Invoice) > Edit an invoice > Summary tab > Payment Information section
    The Alma label is Payment date.
     
    DATE
     
    Invoice - Payment Voucher Number
    A reference number for the payment, such as an invoice or check number.
    Acquisitions > Review (Invoice) > Edit an invoice > Summary tab > Payment Information section
    The Alma label is Payment identifier.
    When you work with an integrated external system, this field can contain an external reference number from the ERP system.
    VARCHAR
    100
    Invoice - Prepaid Ind
    Whether or not the Invoice is prepaid.
    Acquisitions > Review (Invoice) > Edit an invoice > Summary tab > Payment Information section
    The Alma label is Prepaid.
    When Accounting department is selected for the Payment method, the Prepaid check box in the Payment section is disabled.
    The possible values are:
    • Yes
    • No
     
    VARCHAR
    3
    Invoice - Report Tax
    Whether or not an invoice needs to report state tax.
    Acquisitions > Review (Invoice) > Edit an invoice > Summary tab > VAT section
    The Alma label is Report tax.
    Appears only if a governmental vendor is linked to the invoice’s vendor. When selecting this field, the VAT % and Amount fields are disabled, and any values in these fields revert to 0.
    The possible values are:
    • Yes
    • No
    VARCHAR
    3
    Invoice - Status
    Invoice Status
    Can be seen in the invoice search results status column. This is not the same status seen in  the right hand panel of the Invoice Lines tab, which refers to the Invoice Approval Status.
    The Alma label is Status.
    The possible values are:
    • Closed
    • In Review
    • Ready to be paid
    • In Approval
    • Waiting for Payment
    ARCHAR
    4000
    Invoice - Unique Identifier
    Unique ID created automatically when the invoice is created.
    Acquisitions > Review (Invoice) > Edit an invoice > Right hand pane
    The Alma label is Unique invoice identifier.
     
    VARCHAR
    255
    Invoice - VAT Amount
    The total VAT amount.
    Acquisitions > Review (Invoice) > Edit an invoice > Summary tab > VAT section
    The Alma label is Amount.
    For details on how VAT amount is calculated see VAT Calculation Example.
    DOUBLE
     
    Invoice - VAT Code
    A VAT code to assign a preconfigured VAT percentage to the invoice.
    Acquisitions > Review (Invoice) > Edit an invoice > Summary tab > VAT section
    The Alma label is VAT code.
    Appears only when VAT codes are configured (see Configuring VAT Codes). 
    When an invoice is created via EDI, and the Use VAT Code option is selected in the EDI Information tab of the Vendor Details page (see Electronic Data Interchange (EDI)), if a VAT code is included in the EDI code of the invoice, it is also included in the invoice in Alma.
    When an invoice is created from an Excel file, users have the option to use the VAT Code if it exists by selecting the Add VAT Code option during the invoice creation.
    Configured in Configuration > Acquisitions > VAT Codes.
    VARCHAR
    4000
    Invoice - VAT Code %
    The VAT % of the invoice total amount.
    Acquisitions > Review (Invoice) > Edit an invoice > Summary tab > VAT section
    The Alma label is VAT %.
    When the VAT code is not filled in the VAT % field is disabled.  When the VAT code is filled in the VAT % field displays the VAT % which corresponds to the VAT Code.
    DOUBLE
     
    Invoice - VAT Code Description
    The description for the  Invoice - VAT Code that is displayed to the user.  
    Acquisitions > Review (Invoice) > Edit an invoice > Summary tab > VAT section
    The Alma label is VAT code.
    This field only displays if codes were configured (see Invoice - VAT Code).
    After the value in this field is selected, it will only be saved and applied to the invoice if the Update Amount button is then selected.
    VARCHAR
    4000
    Invoice - VAT per invoice line
    Indicates whether the VAT is configured on the invoice line level. 
    Acquisitions > Review (Invoice) > Edit an invoice > Summary tab > VAT section
    The Alma label is VAT per invoice line.
    Selecting this option disables the other fields in this section that are relevant to configuring VAT on the invoice level.
    This option appears only if the invoice_allow_vat_in_line_level parameter is set to true in Configuration > Acquisitions > General > Other Settings (see Configuring Other Settings).
    Possible values are:
    • Yes
    • No
    VARCHAR
    3
    Invoice - VAT Type
    Whether VAT is Exclusive or Inclusive in the invoice total amount.
    Acquisitions > Review (Invoice) > Edit an invoice > Summary tab > VAT section
    The Alma label is VAT type.
    The possible values are:
    • Inclusive: The invoice total amount includes VAT.
    • Exclusive: VAT is added above the invoice total amount.
    • Line Exclusive: The invoice's total amount includes VAT (similar to Inclusive), but the VAT amount is calculated outside of the invoice lines' total value and is not factored into the individual invoice lines.
    For details on how VAT type is used see VAT Calculation Example.
     
    VARCHAR
    4000
    Invoice - Vendor Account Code
    The code of the vendor account for this invoice.
    Acquisitions > Review (Invoice) > Edit an invoice > Summary tab > Invoice Details section 
    The Alma label is Vendor.
    Configured in Acquisitions > Acquisitions Infrastructure > Vendors > Accounts section. See Managing Vendors for more information. 
    VARCHAR
    255
    Invoice - Vendor Account Description
    The description of the vendor account for this invoice.
    Acquisitions > Review (Invoice) > Edit an invoice > Summary tab > Invoice Details section
    The Alma label is Vendor account.
    Configured in  Acquisitions > Acquisitions Infrastructure > Vendors > Accounts section. See Managing Vendors for more information.
    VARCHAR
    255

    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

    Record Type Record Size
    Author The term Author refers to the individual or group of individuals responsible for creating or producing the work being documented. The author is the primary contributor to the work, and their name is typically listed prominently in the bibliographic record to identify the originator of the content. Depending on the type of work and the citation style, the author's name may be followed by additional information such as their credentials, institutional affiliation, and the date of publication. 100,110,111 700,701,710,711 Currently empty, planned to come from dc:creator, dcterms:creators VARCHAR 4000
    Author (Contributor) The Author (Contributor) role refers to the specific role or function played by an individual or group in the creation or production of a work. This role is important for cataloging and documenting the contributions of different individuals or entities to a particular resource. The Author (Contributor) role is a way to categorize and describe the responsibilities of contributors beyond just being the primary author.

    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 VARCHAR 4000
    Begin Publication Date The Begin Publication Date refers to the earliest date associated with the publication or release of a particular work. It is a critical piece of information that helps users understand when the work was first made available to the public. The publication date can be essential for citing the work correctly, tracking its historical context, and assessing its relevance to specific time periods. 008 pos. 07-10 100.Date1 Not relevant for Dublin Core VARCHAR 255
    BIB 008 MARC The contents of the MARC 008 bibliographic field. The BIB 008 field in a MARC bibliographic record is a fixed-length data element used to provide additional information about the bibliographic record itself. It contains various control information that helps catalogers and library systems manage and process the record.  008   Not relevant for Dublin Core VARCHAR 50
    BIB LDR MARC The BIB LDR refers to the Leader field (LDR) within the bibliographic record. The Leader is a fixed-length data element that provides control information about the bibliographic record itself. It is a critical component of MARC records, and each position within the Leader serves a specific purpose. The Leader field is typically 24 characters in length. The Leader field is used to convey fundamental information about the structure, organization, and characteristics of the bibliographic record. LDR   Not relevant for Dublin Core VARCHAR 50
    Bibliographic Acquisition Accession Number Note The identification code assigned to materials acquired in a single and separate transfer of custody. 541 e   Not relevant for Dublin Core VARCHAR 255
    Bibliographic ID A Bibliographic ID is a unique identifier assigned to a specific bibliographic entry or resource. It serves as a way to distinguish and locate a particular work within a library's catalog or database. The purpose of a bibliographic ID is to facilitate efficient retrieval and management of bibliographic records and to ensure that each record is distinct. 010 excluding numeric subfields 020 a dcterms:identifier dcterms:ISBN, dcterms:identifier dcterms:ISSN VARCHAR 255
    Bibliographic Level The Bibliographic Level is a classification that describes the scope and content of a bibliographic record. It helps users understand the nature of the resource being described in the record. The bibliographic level is often indicated using a one-letter code or abbreviation. Common bibliographic levels include: Monograph (m), Serial (s), Collection (c), Integration (i), Monographic Series (a), and so forth. 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 VARCHAR 255
    Bibliographic Source of Acquisition Note The name of the people or organization that is the source of the material. 541 a   Not relevant for Dublin Core VARCHAR 255
    Category of Material The Category of Material is a classification or designation that describes the format or physical nature of the material being cataloged. It helps users and catalogers understand the medium in which a resource is presented. Position 0 of the 007 field  200 b dc:type VARCHAR 255
    DC Description  DC Description refers to Dublin Core (DC) metadata elements used to describe resources in a standardized way, particularly in digital libraries and online cataloging systems.  Relevant only for Dublin Core  Relevant only for Dublin Core  dc:description
    dcterms:description
    dcterms:abstract
    VARCHAR 4000
    New for June!
    DC Format
    The file format, physical medium, or dimensions of the resource. The information in this field is entered as free text. Relevant only for Dublin Core  Relevant only for Dublin Core  dc:format
    dcterms:format
    VARCHAR 256
    DC License DC License is a Dublin Core element used to specify the terms and conditions associated with the use of a resource. It provides information about the licensing or copyright status of a digital or physical resource, allowing users to understand how they can legally use, share, or redistribute the resource. The DC License element is particularly important in digital libraries, repositories, and online cataloging systems where access to digital content is provided.  Relevant only for Dublin Core Relevant only for Dublin Core Field does not yet exist.  It will be populated by  dcterms:license VARCHAR 4000
    DC Rights DC Rights refers to an element used to provide information about the intellectual property rights or copyright status of a resource. This element helps users understand the legal rights and permissions associated with the resource and whether there are any restrictions on its use. 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 VARCHAR 4000
    Edition Edition refers to a specific version or variation of a publication. The edition information provides details about changes, updates, or variations that have occurred since the original publication. Including the edition helps users and researchers identify the specific version of a book or other resource they are looking for. MARC 250 subfields a,b 205 a,b,f,g dcterms:isVersionOf VARCHAR 255
    Electronic location and access The location and access URl for the electronic resource. 856 all subfields     VARCHAR 4000
    End Publication Date The End Publication Date is the second date available in the 008 field, and it is used to indicate "Date 2." It is described as "A date specified by the code in 008/06 (Type of date/Publication status)." 008 pos. 11-14 100.Date2 Not relevant for Dublin Core VARCHAR 255
    Form of Item The Form of Item refers to a specific code or indicator that describes the physical format or medium of the resource being cataloged. This information helps library users understand the physical characteristics of the item and whether it is in a print or non-print format. MARC 008 pos. 29 (Maps and Visual Material) or 23 (other material configurations)   Not relevant for Dublin Core VARCHAR 1
    General Note A General Note is a field used to provide additional information or commentary about the resource being described. General notes can include various types of information that may not fit into specific structured fields within the bibliographic record. These notes are often used to convey contextual details, historical significance, or other relevant information about the resource. 500 a, 5     VARCHAR 4000
    Government Publication A Government Publication is a term used to identify materials that are published or produced by government entities at various levels of government, including federal, state, local, and international governments.

    For more information regarding the values of MARC 008 Pos. 28, see here.

    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 VARCHAR 1
    ISBN ISBN is a unique identifier for books, and it is used to facilitate the identification and cataloging of books and related materials.
    Field in analytics includes also cancelled and invalid ISBNs.
    MARC 020 a,z MARC 776 z 010 a dcterms:identifier dcterms:ISBN VARCHAR 255
    ISBN Valid A unique identifier for books and related materials. To be considered valid, an ISBN must adhere to the established ISBN standards and conventions.
    Field in analytics does not include cancelled and invalid ISBNs.
    MARC 020 a   Not relevant for Dublin Core VARCHAR 255
    ISSN An ISSN (International Standard Serial Number) is a unique identifier for serial publications, which include periodicals, journals, magazines, and other recurring publications.
    Field in analytics includes also cancelled and invalid ISSNs.
    022 l,a 776 x (for non-physical records) 011 a f dcterms:identifier dcterms:ISSN VARCHAR 255
    ISSN Valid A unique identifier for serial publications. To be considered valid for bibliographic records, an ISSN must adhere to the established standards and conventions for ISSN formatting and structure.
    Field in analytics does not include cancelled and invalid ISBNs.
    MARC 022 a   Not relevant for Dublin Core VARCHAR 255
    Language Code Language codes are used to indicate the language(s) in which a particular resource is written or presented. Language codes are typically standardized to ensure consistency in cataloging and bibliographic records. 008 pos. 35-37 101 a Currently comes from dc:language.  Planned to come from dc:language and dcterms:language VARCHAR 255
    Language Of Cataloging The Language of Cataloging refers to the language in which the cataloging or metadata for a particular resource is created. 040 b 100 a,22-24 Not relevant for Dublin Core VARCHAR 4000
    Local Note A Local Note is a type of note that provides specific information or instructions related to a library's unique policies, holdings, or services. Local notes are typically used to convey information that is specific to the individual library or cataloging institution and may not be relevant to libraries elsewhere. 590 a, 5     VARCHAR 4000
    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 VARCHAR 4000
    Material Type Code Code of the material type described above (in Material Type). MARC control LDR Material Type   Not relevant for Dublin Core VARCHAR 255
    National Agricultural Library Call Number The call number used by the American National Agricultural Library. 070 a   Not relevant for Dublin Core    
    Network Number A Network Number typically refers to a unique identifier assigned to a bibliographic record within a library network or consortium. 035 a z 053 a z dc:identifier , dcterms:identifier VARCHAR 4000
    OCLC Control Number (019) The OCLC Control Number (019 field) is used by OCLC to record and index OCLC control numbers of records that have been deleted or will be processed as duplicate records.

    For more information on the OCLC Control Number 019 and its subfields, see here.

    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 VARCHAR 4000
    OCLC Control Number (035a) Subfield "a" in the 035 field is used to record the main OCLC Control Numbers.

    For more information on the OCLC Control Number 035 and its subfields, see here.

    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 VARCHAR 4000
    OCLC Control Number (035a+z) The OCLC Control Number can include both the main OCLC Control Number in subfield "a" and any related or canceled OCLC Control Numbers in subfield "z." This practice is useful for indicating changes or updates to cataloging records and for maintaining a historical record of previous control numbers associated with the same resource.

    For more information on the OCLC Control Number 035 and its subfields, see here.

    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 VARCHAR 4000
    OCLC Control Number (035z) Subfield "z" in the 035 field is used to record related or canceled OCLC Control Numbers, providing a historical record of control numbers associated with a specific resource.

    For more information on the OCLC Control Number 035 and its subfields, see here.

    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 VARCHAR 4000
    Open Access Open Access (OA) refers to a publishing model that provides unrestricted and free access to scholarly and research publications on the Internet. It signifies that the full text or content of the publication is freely available to anyone, without requiring payment or subscription. Values are Yes and No. Based on 506 f 506 2   Not relevant for Dublin Core VARCHAR 4
    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 VARCHAR 255
    Place Code The Place Code is a code that represents the place of publication for a printed or published resource. 008 pos. 15-17 102$$a Currently empty, planned to come from dcterms:spatial VARCHAR 50
    Place of Publication - City The city where a printed or published resource was published or produced.

    Derived from the place code in 008 pos. 15-17.

    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".
    Not relevant for UNIMARC Not relevant for Dublin Core VARCHAR 200
    Place of Publication - Country The country where a printed or published resource was published or produced.

    Derived from the place code in 008 pos. 15-17.

    For a list of country codes, see:

    MARC Code List for Countries

    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".

    Derived from the place code 102$$a.

    For a list of country codes, see:

    List of ISO 3166 Country Codes

    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.
    Not relevant for Dublin Core VARCHAR 200
    Place of Publication - State The state where a printed or published resource was published or produced.

    Derived from the place code in 008 pos. 15-17.

    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".
    Not relevant for UNIMARC Not relevant for Dublin Core VARCHAR 200
    Publication Date The Publication Date refers to the date when a printed or published resource was officially issued, published, or made publicly available.
    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 VARCHAR 255
    Publication Place The Publication Place refers to the city or location where a printed or published resource was officially published, issued, or produced. 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) VARCHAR 255
    Publisher The Publisher refers to the entity or organization responsible for producing, printing, and distributing a printed or published resource.

    260 b

    264 b

    210 c

    214 c

    dcterms:publisher, dc:publisher VARCHAR 255
    Resource Type Constructed based on existing bibliographic fields such as the LDR and 008. For more information, see The Resource Type Field.       VARCHAR 4000
    Series A Series refers to a related group of publications or resources that share common characteristics, themes, or subjects and are published under a common title or series name. 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 VARCHAR 4000
    Series Statement A Series Statement refers to the title or name of a series to which a printed or published resource belongs. 490 a,v x     VARCHAR 4000
    Subjects Subjects refer to the specific topics, themes, or subjects covered by a printed or published resource. 6XX excluding 69X, 630, 689 600 a,b 602 603-8 610 616 617 dc:subject dcterms:LCSH,MESH,DDC,UDC,LCC VARCHAR 4000
    Subjects (Names) Subjects (Names) refers to the specific individuals, organizations, or entities associated with a printed or published resource. 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

        VARCHAR 4000
    Title The Title refers to the name or title of a printed or published resource. The title is one of the most critical elements of bibliographic cataloging because it helps users identify and distinguish one resource from another.

    245 a,b

    249 a,b,c,v

    200 a,c,d,e,h,i dc:title VARCHAR 4000
    Title (Complete) The information from MARC field 245, subfields $a, $n, $p, $h, $b, $c, $f, $g, $k, $s. 245 a,n,p,h,b,c,f,g,k,s 200 a-i Currently empty, planned to come from dc:alternative VARCHAR 4000
    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 VARCHAR 4000
    Title (Normalized) The normalized Title. This field is useful when you want to compare titles that may have been catalogued differently. 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   4000
    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 VARCHAR 110
    Title Committed to Retain Title Committed to Retain refers to a commitment made by a library to retain and preserve a specific resource. This commitment is important for ensuring the long-term availability and accessibility of important scholarly or historical materials.

    Indicates (Yes/No) 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.     VARCHAR 4
    Type of date The Type of Date refers to the nature or purpose of a date included in the record. It specifies what the date represents or signifies within the bibliographic context. The type of date can provide important information to users and catalogers about the significance of the date included in the record. 008 pos. 6

    For more information on the options available for Type of date in 008 pos. 6, see here.

    100 pos 8 Not relevant for Dublin Core VARCHAR 255
    Uniform Resource Identifier A Uniform Resource Identifier (URI) is a string of characters used to identify a resource on the internet or within a particular system. URIs are often used to provide direct links or references to online resources related to the bibliographic entry, such as a digital version of a book, an electronic journal article, or additional related materials. 856 u 856 u dc:identifier (dcterms:URI) ,dcterms:identifier (dcterms:URI) VARCHAR 4000
    Uniform Resource Identifier Field Exists Indicates whether a Uniform Resource Identifier (URI) Exists for the bibliographic record. Values are 0 or 1, where "0" means No and "1" means Yes.

    Indicates if 856 subfield u contains data.

          INT  
    Uniform Title A Uniform Title is a standardized title used to represent a specific work, especially when that work has been published under multiple titles or in various editions, languages, or formats. 240 130 500 Not relevant for Dublin Core VARCHAR 4000
    The following table describes other fields in the shared dimension (taken from Alma and not MARC):
    Administrative Bibliographic Details
    Field Description Data Type Data Size
    Active Course Code Active Course Code is the code of the course in the Alma course reserves. For more information see here. VARCHAR 4000
    Active Course Name Active Course Name is the name of the course in the Alma course reserves. For more information see here. VARCHAR 4000
    Bibliographic Lifecycle The Lifecycle of the bibliographic record. Possible values are Deleted and In Repository. This allows you to filter reports and to remove Deleted records. VARCHAR 50
    Bibliographic Rank Alma assesses the comprehensiveness and depth of MARC 21 bibliographic entries, considering various elements such as identifiers, names, subjects, informative LDR and 008 fields, publication details, among others. This evaluation is reflected in the Bibliographic Rank, designed as a useful aid for libraries in pinpointing records requiring further scrutiny. For more information, see here. INT  
    Brief Level Brief Level refers to the level of detail provided in a bibliographic description. It indicates how much information is included in the bibliographic record, with brief descriptions containing less detailed information compared to full or comprehensive descriptions. In Alma, ten levels of brief records can be defined from 01 through 10, where 01 represents the most brief record and 10 represents a full record. For more information see here. VARCHAR 2
    Chinese Classification The Chinese Classification of the bibliographic record. For more information, see here. VARCHAR 50
    Collection ID The ID of the collection or collections the bibliographic record is associated with as defined at Resources > Manage Inventory > Manage Collections.

    Relevant only for bibliographic records that are part of a collection.

     

    One MMS_ID can be attributed to multiple titles collections, therefore a delimited list of collections are defined for the MMS.

    VARCHAR 4000
    Collection Name The Name of the collection or collections the bibliographic record is associated with as defined at Resources > Manage Inventory > Manage Collections.

    Relevant only for bibliographic records that are part of a collection.

    VARCHAR 4000
    Creation Date The timestamp of the bibliographic record creation date.  DATETIME  
    Creation Date (Calendar) The creation date without a timestamp. This date format is useful when filtering the report by date. DATE  
    Creator The name of the user that created the record VARCHAR 255
    Dewey Classification The Dewey classification of the record. VARCHAR 255
    Dewey Classification Top Line

    The first 3 digits of the Dewey Classification

    VARCHAR 15
    Has Local Extensions Indicates if the Community Zone-linked record has local extensions (Y/N). VARCHAR 3
    ISBN (Normalized)
    An ISBN that has been formatted or standardized according to established rules or conventions. VARCHAR 255
    ISSN (Normalized) An ISSN that has been formatted or standardized according to established rules or conventions.  VARCHAR 255
    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
    Recent data may not be available if it has not yet been received from CONSER.
    VARCHAR 50
    Link ID The link ID, if the record is linked to the Community Zone or Network Zone. 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. VARCHAR 50
    Linked to CZ Indicates if the record is linked to the Community Zone. VARCHAR 3
    Linked to NZ Indicates if the record is linked to the Network Zone. VARCHAR 3
    Local Param 1-30

    These fields of information are from MARC fields in Alma, which were configured specifically for your institution.

    In order to make use of these fields, you must contact Ex Libris Support and supply them with a three-digit MARC field code. 
    The data in the local parameters is limited to 3900 characters.

    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.

    VARCHAR 4000
    Managed by Provider

    Indicates if the electronic resource is managed by the provider. Possible values are Yes or No.

    Relevant only for electronic resources.

    VARCHAR 3
    MMS ID The MMS ID of the inventory item (physical, electronic, or digital). VARCHAR 255
    Modification Date The latest (most recent) timestamp of the bibliographic record modification date. DATETIME  
    Modification Date (Calendar) The latest (most recent) modification date without a timestamp. This date format is useful when filtering the report by date. DATE  
    Modified By The name of the user that modified the record. VARCHAR 255
    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. VARCHAR 50
    Originating System The system where the bibliographic record originated.
    If Unknown is displayed in this field, see the following document: How to set up Alma so that the “Originating System” in Analytics will be properly populated.
    VARCHAR 4000
    Originating System ID The ID of the record in the originating system where the bibliographic record originated. VARCHAR 255
    Originating System Version The Originating System Version is the metadata record field that enables uploading records in the correct sequence by preventing the update of an existing record with an older version of the same record. This prevents older bibliographic records from overlaying or merging with newer records. The Originating System Version field is created from the record’s 005 control field the first time the record is imported. For information regarding normalizing the Originating System Version field, see the Update originating system information process and the procedure To configure normalization for managing the Originating System and Originating System Version information. VARCHAR 16
    Peer Reviewed Indicates if the article was peer reviewed. VARCHAR 4
    Provider Name The name of the provider who manages the bibliographic record that is included in the CZ (Community Zone). Relevant only for electronic titles that are linked to the CZ and when an external provider manages the CZ record.  VARCHAR 255
    Record Format The format of the bibliographic record. Examples:
    • MARC 21
    • DC
    • KORMARC
    • CNMARC
    • UNIMARC
    • LC BF INSTANCE
    VARCHAR 4000
    Suppressed from Discovery Indicates whether the record is suppressed from external discovery systems. VARCHAR 3

    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 date calculations for this table are according to the ISO 8601 standard. Week number is calculated as explained at The ISO week date system. The week starts on Monday, according to the standard.

    The primary key is Date_Key.
    Periods Outer
    Field Description Additional Information
    Date Key The date in the date format 2/29/2012.

    The transaction date field which is located at:

    Acquisitions > Acquisitions Infrastructure > Funds and Ledgers [select a fund] >Transactions Tab

    The label in Alma is Date.

    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.

    Configured at Configuration Menu > Acquisitions > General > Fund and Ledger Fiscal Period.

    Fiscal Full Month Key The fiscal year and the month in a number format such as 201202. Configured at Configuration Menu > Acquisitions > General > Fund and Ledger Fiscal Period.
    Fiscal Full Quarter Key The fiscal year and the quarter of the date in a display format such as 20121. Configured at Configuration Menu > Acquisitions > General > Fund and Ledger Fiscal Period.
    Fiscal Full Quarter Desc The fiscal year and and the fiscal quarter of the date in a display format such as Q2/2012. Configured at Configuration Menu > Acquisitions > General > Fund and Ledger Fiscal Period.
    Fiscal Quarter Key The fiscal quarter of the date in a display format such as 1. Configured at Configuration Menu > Acquisitions > General > Fund and Ledger Fiscal Period.
    Fiscal Quarter Desc The fiscal quarter of the date in a display format such as Q1. Configured at Configuration Menu > Acquisitions > General > Fund and Ledger Fiscal Period.
    Fiscal Year Key The fiscal year of the date in number format such as 2012. Use this field when filtering by fiscal year.

    Configured at Configuration Menu > Acquisitions > General > Fund and Ledger Fiscal Period.

    Fiscal Year Desc The fiscal year of the date in string format such as 2012. Configured at Configuration Menu > Acquisitions > General > Fund and Ledger Fiscal Period.
    Date Filter Used to filter report results by date.  

    Rialto PO Line Details

    The Rialto PO Line Details is a dimension table that contains fields relating to PO Lines fulfilled by Rialto, which can be used to answer the following business questions:

    • How much was spent for Rialto PO Lines?
    • How many PO Lines are Rialto?
    • What are the fiscal year expenditures for Rialto?
    Rialto Request Details
    Field Description Field Location in Rialto Additional Information Data Type Data Size

    Fulfilled by Rialto

    Orders that were placed with Rialto and were received/activated. 

    Market > Order History > Order History   VARCHAR 10

    Rialto Cart Origin

    The last touch point of an order before it was placed. This can indicate if it was found through search, selection plan, sent to a list, etc.  

    Market > Persistent Search toolbar > Cart icon

    This can be helpful if end users wants to get a feel for how their staff are finding titles. However, since it is the last touch point, it is a limited scope. 

    VARCHAR 2000

    Rialto EBA ID

    A unique identifier for an EBA plan managed in Rialto. 

    Market > Automatic Selection > Evidence Based Acquisition

    This allows end users to focus on a specific EBA plan. 

    DOUBLE  

    Rialto Fail Code

    The code of a failed purchase. Configuration menu > Market > Rialto Vendor Codes   VARCHAR 255

    Rialto License

    The license selected by the user for an electronic purchase. Market > Market > Market Search...On the Offers page, to the right of each upgradeable item Possible values:
    • Non Linear Lending
    • Unlimited Access
    • Single User
    • Three User
    • Concurrent Access
    VARCHAR 255

    Rialto List ID

    A unique identifier for user created offer lists within Rialto. 

    Market > My Lists > My Lists   DOUBLE  

    Rialto Order Status

    The most recent order status sent from the Rialto order processing system. 

    Market > Order History > Order History Possible values:
    • Waiting for Approval
    • Order Placed
    • Order Placed (Activated)
    • Sent to Provider
    • Rejected
    • Processing
    • Fully Received
    • Activated
    • Order Complete
    • Order Complete (Activated)
    • Canceled

    For more information on order statuses, see Rialto Order Statuses.

    VARCHAR 4000

    Rialto Origin ID

    The ID of the order origin if it is a list, feed, or selection plan. Market > Order History > Order History...search for an order by Origin ID   DOUBLE  

    Rialto Request Cancellation By

    The user who requested to cancel an order. 

    Market > Order History > Order History...selecting "Request cancellation"   DOUBLE  

    Rialto SP ID

    A unique identifier for selection plans in Rialto.

    Market > Automatic Selection > Selection Plans This allows end users to focus on a specific selection plan.  DOUBLE  

    Rialto Template ID

    A unique identifier for cart templates that were created in Rialto. 

    Market > Orders >  Cart Templates   DOUBLE  

    Rialto Transaction Type

    The transaction type.  Market > Order History > Order History...Facets on the Order History Page Possible values:
    • FIRM_ORDER
    • SELECTION_PLAN
    • EBA
    VARCHAR 2000

    Institution

    The shared Institution dimension allows the Network Zone to view reports according to institution. 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.

    This dimension 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

    Shared Dimensions with Other Subject Areas

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