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    Manually Creating a PO Line

    Translatable
    To manually create a PO line (the first step in the Purchasing Workflow) for both physical and electronic resources, search for the resource in the bibliographic record, then create the PO line. For an explanation of the physical and electronic purchase types that can be created from your search results, see Explanation of Purchase Types Workflow and Inventory.
    Normally, when you create a purchase order line (PO line) for a physical item or electronic resource, Alma automatically creates new inventory for the purchased resources. Alternatively, you can choose to not create new inventory for the manually created PO line, if for example, you earlier created the inventory manually (see Assign Inventory Manually). You can also manually create a PO line for a service (such as access to a web site or a subscription to a computer program), either with or without adding inventory. A purchase can be for a copy of an item or portfolio, or for an item without holdings that is indexed in the Institution, Community, or Network Zone.
    For electronic resources, a new purchase request can be either a main PO line - the first PO line linked to the inventory - or an additional PO line - such as to upgrade the number of users or for new titles in a collection. A main PO line creates inventory for the resource; when you attempt to delete a main PO line, Alma attempts to delete the inventory. Deleting an additional PO line does not affect the inventory.
    A single PO line can be the main PO line for only one electronic resources and the additional PO line for one or more other electronic resources.
    The procedure for creating a PO line for physical and electronic material is the same, with the exception of specific PO line information that is unique to each material type (noted below).
    By default, when creating a PO line (a main PO line, for electronic resources), Alma automatically creates a new inventory item and associates it with the PO line. You can prevent Alma from creating a new inventory item when creating many kinds of PO lines. This is useful where you want to add the inventory later or connect existing inventory to the PO line. For example:
    • You have migrated many inventory records and want to create the PO lines for them.
    • You want to switch suppliers for a standing order.
    For more information about preventing Alma from automatically creating an inventory item when creating a PO line, see the Enhanced Staff Control on PO line Inventory Creation video (2:11 mins).
    To add service subscription PO lines without inventory, see Creating Service Subscription PO Lines Without Inventory.
    To create a PO line:
    • You create PO lines for bibliographic records: something in the repository (a title, an item, a portfolio, and so forth). If the entity is not yet in the repository, you must first create a bibliographic record for it and add it to the repository; see Working with Bibliographic Records.
    • You must add an inventory item to the PO line before the PO line can be sent for packaging.
    • The PO line owner refers to the library creating the PO line, while the intended locations/access refers to the library for which the order is being placed.
    • Once a PO line is created with a certain purchase type, the workflow and inventory/data implications are fixed and cannot be changed. This is therefore a critical step in the PO line creation process.
    1. Search for the title for which you want to create a PO line; see Searching in the RepositorySearching in Alma.
    2. Click Order beneath the title recordin the row actions list to create a main PO line. If the item is an electronic resource and it already has a main PO line attached to it, click Additional Order to create an additional PO line, instead. The PO Line Owner and Type page opens.
      PO Line Owner and Type Page
      This is also the page that opens when you click the Create PO Line & Exit icon in the MD Editor.
    3. Complete the fields on the PO Line Owner and Type page using the explanation of options provided in the table below.
      Field Description
      Purchase Type
      Select the Purchase type for the PO line. The options at the top of the list are recommended types, which depend on the item you clicked to get to this page.
      Other than for electronic collections and portfolios, all enabled purchase types are available no matter what item you clicked in the inventory to get to this page (of course, just because you try to order an item in a particular format doesn't mean that any vendor actually has the item in that format, in which case the vendor will probably reject your order).
      For an explanation on each type and how an administrator can enable/disable these types, see Enabling/Disabling PO Line Types. Also see Explanation of Purchase Types Workflow and Inventory.
      PO Line Owner
      In PO line owner, select the library to own the PO line. This may be different from the library/location for which you are ordering the resource (see step 5).
      This list is defined by a system administrator; see Adding/Editing Institution Libraries. Only options relevant to your scope as a Purchasing Operator/Purchasing Manager appear in the list.
      Create multiple portfolios
      This option appears when the title that you have selected to order has multiple 856 $u entries (URLs) in the bibliographic record, and you have selected an electronic Purchase Type option.
      When you select this option, a Portfolios List section appears where you can choose specifically which portfolios to order (from the URLs shown in the Portfolios List section). You may select any or all of the portfolios in the Portfolios List section. The portfolios that you select will be associated with the same PO line. See the series of figures below that show an example bibliographic record with multiple 856 $u entries and ordering multiple portfolios by selecting this option.
      Electronic Resource (Title/Bibliographic Record) with Multiple 856 $u Entries
      Create Multiple Portfolios Option Selected and the Portfolios List Section
      Multiple Portfolios (Associated with one PO Line) Created for Multiple URLs/856 $u Entries (After Clicking Create PO Line)
      For more information about creating multiple portfolios, see the Manual Orders: Create Multiple Portfolios video (5:44 mins).
      If you do not select Create multiple portfolios, and there are multiple 856 $u entries in the bibliographic record from which you are ordering, the system will randomly choose one of the 856 $u entries for which to create a PO line.
      Load from Template
      Optionally, select a template from which to load the PO line.
      Templates are created when you select Save as template when creating a PO line (see the last step in this procedure). For more information, see Working with PO Line Templates.
      Generate Barcode Using Sequence
      When Alma is configured to automatically generate barcodes (see Configuring Barcode Generation) and you select a one-time print Purchase Type and a library for PO Line Owner, the Generate Barcode Using Sequence field appears.
      This field appears for any physical PO line that creates item inventory. These are types enabled on the PO Line Type mapping table (see Enabling/Disabling PO Line Types) with Continuity = One-Time and Inventory Format = Physical.
      Select one of the following for this field:
      • A library-level barcode sequence profile selected for PO Line Owner (see Configuring Barcode Generation). These are not available if you select a library that does not have any matching library-level barcode sequence profiles.
      • The default institution-level barcode sequence profile.
      • No selection
      If you selected a sequence, then, after you create the PO line, Alma creates an item with the automatically generated barcode.
      Automatically Generated Barcode for the Item
      For orders created with one of the following methods, Alma uses the institution-level default or the library-level default configured for automatic barcode generation depending on the library information identified for the order:
      • EOD
      • From an API (real-time order)
      • Approving a purchase request
      • Receive New Items from the continuous order receiving process
      Assign Inventory Manually
      Select this field to prevent Alma from automatically creating an inventory item for the new PO line.
      This check box does not appear if you are creating a PO line for any standing order (except for Physical - Standing Order Non Monograph), any service, or the options Digital - Non Archiving or Physical - Archiving (both of which imply an order without inventory).
      If you prevent Alma from creating an inventory item for the PO line, the PO line is created, but new inventory is not created. To attach inventory to the PO line (after step 7), do not select Save and Continue in the last step. Instead, select Save and attach the inventory, as follows:
      After attaching the inventory, edit the PO line and proceed with the order workflow. For physical inventory, you must add inventory manually to the PO line before the PO line can proceed to packaging.
    4. Click Create PO Line.
      If you selected Assign Inventory Manually, a confirmation dialog box appears, asking you to confirm that the PO line will be created but inventory will not be created. Click Confirm to continue.
      The PO Line Summary page appears on the Summary tab. The page is slightly different for physical and electronic orders, mostly with regards to fields in the Ordered Items and Vendor Information sections.
      POline_Summary_Physical2.gif
      POline_Summary_Physical2.gif
      PO Line Summary Page – Electronic Item
      POline_Summary_Physical2.gif
      POline_Summary_Physical2.gif
      PO Line Summary Page – Physical Item
      The PO Line Summary page header displays basic details about the PO line, including its status, type, and number. If there are any alerts for the PO line, they appear at the top of the page. You can see the complete list of alerts in Configuring Purchasing Review Rules.
    5. In the Summary tab, enter the PO line information follows and as required. The table includes the fields for both physical and electronic items.
      A PO line can be associated with either an item or a holdings record. For details on associating a PO line with a holdings record, see Working with the List of Holdings.
      Summary Tab Fields
      Section Field Description
      Ordered Items (for physical items) Number of items to create (required for non-standing orders) The number of inventory items to create. These items are added to the inventory list in the Ordered Items section. Select Actions > Edit or Actions > Delete in the row actions list for an item to edit or delete the item.
      When migrating PO lines without inventory, use this section to create new inventory.
      To attach existing inventory, see step 6 above.
      Library/Location Select the library location (from a list predefined by an administrator) for which you want to order the specified quantity of the item. This may be different from the PO line owner (see step 3).
      To order the item for an additional library location, click Add or press Enter. Select the additional location for which you want to order the item and define the quantity you want to order for the location in the Number of items to create field. Repeat this procedure for each library location for which you want to order the item.
      When selecting a new location, you must first select the library in which the location is situated.
      You can create relationships between libraries to enable the libraries to acquire items for each other (see Configuring Fulfillment Services Between Libraries Within an Institution).
      Item Policy Defines the conditions under which a request for this item can be fulfilled. For more information, see Updating Item-Level Information.
      Receiving note Add text to indicate to the Receiving Operator the intended location of serial or standing order items in which no inventory items are created.
      When migrating PO lines without inventory, this field contains the library/location information for the permanent location of the item.
      You can enter multiple lines of text for this field, however note these lines appear as one block of text, without line breaks.
      Ordered Items (for electronic items) eResource The electronic resource to which the PO Line is linked as a main PO line.
      When migrating PO lines without inventory, use this section to create new inventory.
      To attach existing inventory, see step 6 above.
      License Select a license from the quick pick list to associate with the resource, displayed in the inventory list. For more information on licenses, see Managing Licenses and Amendments.
      A table with associated e-resources appears here. The table includes all resources for which this PO line is either the main PO line or an additional PO line. The table includes the following information about each e-resource:
      • Name
      • Type
      • Activation Status
      • Activation Date
      • Additional PO Line - If a green checkmark appears, this PO line is an additional PO line for this e-resource.
      Click Edit in the row actions list to open the Electronic Portfolio Editor page and edit the resource.
      Vendor Information
      To change the vendor after saving or sending the PO line, see Changing Vendors in PO Lines and POs.
      Material supplier (required) The vendor supplying the material being ordered; select from the quick pick list.
      Access provider (for electronic items only) The vendor interface of the material being ordered; select from the quick pick list. See Editing Vendor Interface Information.
      Claiming grace period (days) A grace period (in days) after the expected receipt/activation date, after which the PO line is sent to the claims task list (see Processing Claims). The default value is taken from the Claiming grace period field on the Vendor Account Details page (Acquisitions > Acquisitions Infrastructure > Vendors) for one-time PO lines, and from the Subscription grace period field on the Vendor Account Details page for continuous PO lines.
      Expected receipt/activation after ordering (days)
      or
      Expected receipt/activation date
      Enter a value in only one of these fields.
      If you enter a value in both fields, the Expected receipt/ activation after ordering (days) field is ignored.
      If both fields are left empty, the expected receipt date defaults to the date that the PO line is sent to the vendor.
      Either select the number of days after ordering that you expect physical orders to be received or electronic orders to be activated, or select the expected receipt/activation date from the Calendar pop-up. This value is used to calculate the claim date (see Processing Claims). The default value appearing for the Expected receipt/activation after ordering (days) field is taken from the Vendor Account Details page (see Adding a Vendor and Vendor Account ).
      This field does not appear when creating PO lines without inventory.
      When a value is entered in this field, the c.uresolver.getit2.item_list..ACQ.with_expected_date label is invoked in the Primo Get It tab and appears as On order until <date>.
      When no value is entered in this field, the c.uresolver.getit2.item_list..ACQ.with_no_expected_date label is invoked in the Primo Get It tab and appears as On Order.
      You can customize the values that appear by using the Discovery Interface Labels Code Table page (see Configuring Labels).
      To invoke the labels for continuous orders, create a holdings record with a prediction pattern. See Setting Up Prediction Patterns to Automatically Create Serial Items.
      E-Activation due after ordering (for electronic items only) The number of days after ordering that the activation task is due. When the due date passes, a notification is sent to the user that is assigned the e-resource activation task and an alert is displayed in the user’s list of tasks. For information on creating a default due date, see Configuring Other Settings. For more information, see Managing Electronic Resource Activation.
      For more information, see the Due Date Added to Activation Tasks List video (6:35 mins).
      Subscription interval (for continuous physical items only) The receipt interval, in days, of the continuous order (such as 30 for monthly, 90 for quarterly, and so forth). This value is used to calculate the claim date (see Processing Claims).
      For information on handling items with different receiving intervals, see the explanation for the Technical acquisition method in the table below (Acquisition Methods).
      Pricing List price (required) The list price for a single copy of the item, and select the currency from the field to the right of this field. For values less than 1, enter a leading 0. For example, 0.44, not .44.
      Discount (%) The discount, if any, to be applied. The system automatically calculates the total price for the PO line based on the list price for each copy, the discount, and the number of copies being ordered. The total price of the PO line is displayed in the Net price field.
      This value is pre-filled if the vendor has a defined Account discount percent. See Adding a Vendor and Vendor Account.
      Quantity for pricing The number of items to be paid for. The total price for the PO line equals the quantity for pricing multiplied by the list price.
      Note that the Quantity for pricing and the Number of items to create (for physical items) may be different if you have obtained discounted pricing through a deal such as "buy two items and get a third item at no additional charge".
      Learn more about this feature in the PO Line Pricing for Multiple Items video (2:27 mins).
      Amount Paid in Current FP The total amount paid so far during the current fiscal period. This field appears only when viewing or editing the PO line after it was created, and only for subscription orders.
      Funding Fund (required) The fund; click Add Row to select from the quick pick list and enter the other values.
      While the default option is one fund with 100 percent allocation, you can distribute the cost of a PO line among several funds. To add a fund to the list, select the fund, stipulate the percentage of the cost to be covered by the fund, and click Add Fund or press Enter. The fund is displayed as a link in the Fund Name column and can be clicked to open the fund.
      A fund is available for a PO line if it serves the library of the PO line owner, is active, allocated, and is covered by the current fiscal period. The fund may not necessarily have money in its balance at the time of ordering.
      When the PO line is saved, an encumbrance transaction is created. If an amount other than 100% s allocated to funds, click Redistribute Lines to re-allocate the fund amount percentages, based on each fund’s respective amount.
      Percent The percentage of the List price value still available for fund allocation. When the Amount field is updated, the value of this field updates accordingly.
      Amount The amount of the List price value still available for fund allocation. When the Percent value is updated, the value of this field updates accordingly.
      PO Line Details Acquisition method The type of acquisition method for the PO line. For details on the available acquisition methods, see the following table (Acquisition Methods). To enable or disable methods, or to configure the default method, see Configuring Acquisition Methods.
      Material type The type of material—such as book, electronic journal, or CD-ROM—that the item represents. The available options differ depending on whether the item is physical or electronic. For information on customizing material type labels, see Configuring Physical Item Material Type Descriptions.
      This field does not appear when creating PO lines without inventory.
      Invoice Status This field is set by default to No Invoice and should not be modified. Alma automatically updates this field as required.
      When an invoice arrives and the invoice line is associated with the PO line:
      • If the PO line is a one-time PO line, the invoice status is set by default to Fully Invoiced, assuming that this is the only invoice for the PO line. However, you can modify the invoice line status using the Fully invoiced field in the Add Invoice Line dialog box (see Add Invoice Line Dialog Box Fields) and thereby modify the PO line invoice status.
      • When an EDI invoice is loaded, if the total number of items in an invoice line (added to the number of items in all previously linked invoices to this PO line) is less than the number of items in the associated PO line, the PO line is marked Partially Invoiced.
      • If the PO line is continuous, the invoice status is always Partially Invoiced because it is assumed that invoices are received periodically and the continuous PO line is never fully invoiced.
      This impacts the PO line workflow as follows: If a one-time PO line is set to Fully Invoiced and items are received/activated, the PO line is closed. If the PO line is set to Partially Invoiced, it remains in the Waiting for Invoice Status until it is changed (manually or by receiving a new invoice) to Fully Invoiced.
      Deleting an invoice removes the expenditure and recalculates the disencumbrance. The PO line's Invoice Status remains unchanged; if it was Fully Invoiced, this status remains. To remove the disencumbrance (when removing the only invoice associated with the PO line), manually set the PO line's Invoice Status to Partially Invoiced. See Creating an Invoice From a PO or Manually.
      Reporting code
      Secondary reporting code
      Tertiary reporting code
      Additional classifications of fund attributes. To configure these codes, see Configuring Reporting Codes. The secondary and tertiary reporting code fields only appear if at least one code of that type is defined.
      Rush
      Whether you want to rush the order of this item. The rush icon appears next to relevant items on PO line details pages.
      Cancellation restriction
      Whether to display a cancellation restriction note containing a warning upon the cancellation of a PO line. (To then continue with the cancellation of the PO line, the user must click Confirm.) The Cancellation Restriction icon appears next to the relevant items on the PO line details pages.
      Cancellation restriction note The text of the warning to be displayed when canceling a PO line.
      Identifier The ISBN/ISSN of the item to be ordered. By default, this field is populated by the first identifier listed in the bibliographic/imported record’s ISBN/ISSN (020/022) field. You can select a different value.
      Proposed Identifier An identifier indicating which ISBN/ISSN of the item to order.
      Vendor reference number A 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.
      When communicating with an EDI vendor, the SLI field is the Vendor reference number matching point. The LI field is the matching point for the PO line reference number.
      This field is also used as a matching point for Update Inventory import profiles.
      Vendor reference number type The types of vendor reference number. The available options are predefined by Ex Libris.
      Note to vendor Any notes for the vendor. Notes entered in this field are moved to the Notes tab when the PO line is saved.
      Vendor invoice number Appears when the PO line was uploaded from an EOD file. See Importing Records Using an Import Profile.
      Renewal For more information, see Editing PO Line Information – Renewals.
      Additional (this section appears collapsed by default) Associated PO lines A target PO line, or click Find to the right of the field to select a PO line from a displayed list.
      When canceling a PO line, a warning message appears if the line has associated PO lines.
      The relationship in this field is a one-way relationship: this PO line is associated to the target PO line, but not the reverse. One use-case for this field is if you are ordering multi-part serials. It is recommended that you have one, main PO line (with fund information) for the subscription and an additional Technical PO line for each item that you are to receive at a different interval.
      You can only associate the current PO line with one target PO line. The target PO line appears in this field. Note that the Associated PO lines tab lists only the PO lines that are associated with this one (the reverse relationship), and not the PO line selected in this field.
      Association Type The type of the above association. This field cannot be edited.
      Source type The source from which the current PO line originated. For imported lines, click the link to open the relevant page containing the source details; for example, the MARC Record Simple View page, or the Import Job Details page.
      Additional PO line reference
      The reference code by which you want to identify the current PO line.
      Note: Additional here refers to the reference; this field has nothing to do with whether the PO line is a main PO line or an additional PO line.
      Created by The user that created the PO line. Click the user name to open the User Details page and view details about the user.
      Last updated by The user who last updated the PO line. This field cannot be edited.
      Manual packaging Whether to enable manual packaging of the PO line into a PO. For details on packaging PO lines, see Packaging PO Lines into a PO
      Routing during receiving If selected, a confirmation message appears when receiving the PO line, informing the librarian that the order is marked for routing and the librarian must print the list of interested users. For details on receiving physical material, see Receiving Physical Material
      Binding during receiving If selected, a confirmation message appears when receiving the PO line, informing the librarian that the order is marked for binding and must be sent for binding. For details on receiving physical material, see Receiving Physical Material. Also see Binding (Merging) Items.
      Acquisition Methods
      Acquisition Method Description
      Approval Plan An agreement is in place that the vendor sends whatever the vendor determines is necessary to the institution, in EOD format. Such PO lines are not sent to the vendor, but they are packaged into POs and marked as sent until they are received/activated. Pricing and fund information is mandatory for this method.
      The behavior of this method is identical to that of the Purchase at Vendor System method, with the exception of its display in a report.
      Depository The institution agrees to host government publications and make them freely available.
      • The behavior of this method is identical to that of the Exchange, Gift, and Technical methods, with the exception of its display in a report. (Such PO lines are not sent to the vendor, but they are packaged into POs and marked as sent until they are received/activated.)
      • Pricing and fund information are not mandatory for this method.
      Exchange The institution agrees to exchange resources with another institution.
      • The behavior of this method is identical to that of the Depository, Gift, and Technical methods, with the exception of its display in a report. (Such PO lines are not sent to the vendor, but they are packaged into POs and marked as sent until they are received/activated.)
      • Pricing and fund information are not mandatory for this method.
      • The Material supplier value can be another library.
      For more information on the exchange method, see Suggested Workflow for Acquisitions Exchange Program.
      Gift The resource is granted as a gift from the vendor to the institution.
      • The behavior of this method is identical to that of the Depository, Exchange, and Technical methods, with the exception of its display in a report. (Such PO lines are not sent to the vendor, but they are packaged into POs and marked as sent until they are received/activated.)
      • Pricing and fund information are not mandatory for this method.
      • The Material supplier value can be a private individual or a non-commercial organization.
      Legal Deposit Legal Deposits allow a zero value for a PO to coexist with a notification to the vendor, requiring neither funds nor a price to send out different versions of the PO line order letter. See Working With Legal Deposits.
      Purchase The institution purchases the resource and, when the PO is approved, sends the order and renewals to the vendor by EDI or email.
      For details on managing vendors and vendor accounts, see Managing Vendors.
      If the parameter po_line_send_notification_to_vendor_on_renewal is set to true on the Mapping Table page for Other Settings (in Acquisitions Configuration), notification is sent to a vendor when a subscription is renewed (see Configuring Other Settings).
      Purchase at Vendor System A purchase is handled using an external vendor system. Such PO lines are not sent to the vendor, but they are packaged into POs and marked as sent until they are received/activated. Pricing and fund information is mandatory for this method.
      The behavior of this method is identical to that of the Approval Plan method, with the exception of its display in a report.
      Technical Relevant for service subscription orders without inventory or items that have migrated from an external system. Often used for multi-part orders where you pay once and receive multiple resources.
      If you are ordering multi-part serials, it is recommended that you have one, main PO line (with fund information) for the subscription and an additional Technical PO line for each item that you are to receive at a different interval. You then associate each Technical PO line with the main PO line.
      If you are working with a mixed print and electronic order, it is recommended that you have one, main PO line (with fund information) for the electronic inventory and an additional Technical PO line for the printed material (so that you can receive this material). You then associate the Technical PO line with the main PO line. (For more information, see How to Handle One Order to a Vendor for Both Physical and Electronic Material.)
      • The behavior of this method is identical to that of the Depository, Exchange, and Gift methods, with the exception of its display in a report.
      • Pricing and fund information are not mandatory for this method.
    6. In the Description tab, modify the fields as required. All fields (except Identifier Type) are free text and for informational purposes only. 

      The PO line description is an entity that is created at the time of the PO line creation and is not connected to, or influenced by, the bibliographic information of the related record. This means, for example, that if a PO line is created for a title Introduction to Chemistry, the PO line description title will be Introduction to Chemistry. If, at a later point in time, the title changes to Introduction to Organic Chemistry, the PO line description title will not automatically change. If you want to have the PO line description title updated as a result of a changed bibliographic record title, you may do so using the PO line's Change Bib Reference link.

      • For Access Service Subscription, Database Service One Time, Digital Non Archiving, Other Service One Time, Other Service Subscription, and Physical Archiving orders, the only field is Description.
      • For Electronic Book One Time, Electronic Book Standing Order, Electronic Book Subscription, Electronic Title One Time, Electronic Title Standing Order, Map, Musical Score, Physical One Time, Physical Standing Order Monograph, Physical Standing Order Non Monograph, Print Book One Time, and Print Book Standing Order orders, the fields are:
        • Title
        • Author
        • Identifier
        • Publication Place
        • Publication Date
        • Series
        • Binding
        • Vendor's Title Number
        • Identifier Type
        • Publisher
        • Edition
        • Volume/Part/Number
        • Language
      • For Electronic Journal One Time, Electronic Journal Subscription, Print Journal Subscription, Print Journal One Time, Physical Subscription, and Electronic Title Subscription orders, the fields are:
        • Title
        • Identifier
        • Vendor's Title Number
        • Publisher
        • Frequency
        • Language
        • Identifier Type
        • Publication Place
        • Publication Date
        • Start/End
      • For Microform and Mixed Material orders, the fields are:
        • Title
        • Author
        • Identifier
        • Publication Place
        • Publication Date
        • Series
        • Vendor's Title Number
        • Identifier Type
        • Publisher
        • Language
        • Volume/Part/Number
      • For Electronic Collection One Time and Electronic Collection Subscription orders, the fields are:
        • Title
        • Vendor's Title Number
        • Publisher
        • Language
        • Publication Place
        • Publication Date
      • For Manuscript orders, the fields are:
        • Title
        • Vendor's Title Number
        • Identifier
        • Publication Place
        • Publication Date
        • Author
        • Identifier Type
        • Publisher
        • Language
      • For Physical Computer File One Time, Physical Computer File Subscription, Remote Computer File One Time, Remote Computer File Subscription, and Visual Material orders, the fields are:
        • Title
        • Author
        • Identifier
        • Publication Place
        • Publication Date
        • Series
        • Region Code
        • Vendor's Title Number
        • Identifier Type
        • Publisher
        • Language
        • Volume/Part/Number
        • Format
    7. In the Alerts tab, view the alerts that were generated for the PO line.
      Example of Alerts
      The following is a list of the most common alerts generated by the system. You can see the complete list of alerts in Configuring Purchasing Review Rules.
      • Waiting for Renewal – This alert is generated when the calculated Renewal date for an automatic renewal is later than the Subscription to date. The PO line for the renewal appears in the Waiting for Renewal task list with this alert.
      • There is an active, duplicated order # for this ordered resource – This alert is generated when there is a duplicated order for the resource.
      • Mandatory information is missing or erroneous – If mandatory information is missing or is erroneous, click Edit in the row actions list to complete or correct the information.
      • Order already exists in the inventory – If the ordered resource already exists in your inventory, you can view the items in your inventory that match the ordered item.
      • Overdue PO line – The PO line has not been received/activated within the expected number of days after placing the order or by the expected receipt/activation date (see Processing Claims).
      • Open claims exist for this PO line – The PO line has been sent to the claims task list (see Processing Claims).
    8. In the Invoice Lines tab, view, add, or edit any invoice lines associated with the PO line. For information on invoice lines, see Creating an Invoice From a PO or Manually.
      • The available options depend on your privileges.
      • A PO line may be associated with many invoice lines, but an invoice line may not be associated with more than one PO line.
    9. In the Associated PO Lines tab, you can view the PO lines that are associated to the current PO line.
      PO lines appearing in this tab were:
      • Associated automatically to this PO line by Alma.
      • Manually associated to the current PO line in the Associated PO line field in the Additional section of the Summary tab of the other PO line.
      If the current PO line is associated to a target PO line (which is the reverse of the relationship of the PO lines appearing on this tab), the target PO line appears in the Associated PO Lines field in the Additional section of the Summary tab of this PO line.
      The filter on this tab is for the Association Type column; the filter can have one of the following values:
      • All - Display all associated PO lines.
      • Same title - Display PO lines associated to resources with the same title as the resource as this PO line.
      • Same Inventory Resource - Display PO lines associated with the same item (or portfolio or representation) as this PO line.
      • User defined relation - Display PO lines manually associated to this PO line by a user.
    10. In the Communications tab, start a new communication with the vendor or, if a communication already exists, you can enter details of the reply from the vendor and/or follow up on the communication with your reply to the vendor. For details on this tab, see Communicating with Vendors.
    11. In the Interested Users tab, you manage users interested in the acquisition. Interested users are always notified about changes in the PO line. You can also select that an interested user is notified when the item is received, activated, or renewed, and/or that a hold is placed on the item for the user.
      Interested Users Tab
      To add an interested user, search for the user, click Add interested users, optionally select any of the following options (when available), and click Add User. The user is added as an interested user.
      • Notify user upon receiving/activation – When selected, Alma sends an email to the user when the item arrives at the library's receiving department. An email is sent only if this is selected and an email address is configured for the user.
      • Hold item – This option appears only when working with physical items. When selected, Alma creates a hold request on the item for the user. If you select this option for more than one user, Alma randomly selects only one of the users and creates a hold request for this user. The hold request is created only during receiving (when clicking Receive, even if the item is kept in the department).
      • Notify upon renewal – This option appears only for continuous orders. When selected, Alma sends an email to the user when the order is sent to manual renewal. An email is sent only if this is selected and an email address is configured for the user.
      The item’s request date is the same as the order date. If other requests exist for the item, request priority is handled according to role, as configured by the institution. The pickup location is the circulation desk of the item’s location, as specified in the PO line.
    12. In the History tab, view the audit trail of changes performed to the PO line. These include changes in status, price, and fund distribution.
      Changes to a fund, price, fund percentage, or anything else that affects the transaction (encumbrance, expenditure, disencumbrance) appear with the value Transaction Item in the Field Name column. This may be the result of a system process, such as a rollover.
    13. In the Notes tab, add, update, or delete notes for the PO line. For details, see Notes TabNotes Tab.
    14. In the Attachments tab, add, update, or delete attachments for the PO line. For details, see Attachments TabAttachments Tab.
    15. After you enter the PO line information, click one of the following from the top actionsselect one of the following options from the Go drop-down list, and click Go. If you save the PO line and the ordered item's record is brief, you may receive a warning and a confirmation dialog box. See Working with Brief Record Levels for more information about brief records.
      • Save and continue – The information you entered is saved and the PO line continues to the following stage of the workflow (review rules are not checked). For more information on the purchasing workflow, see Purchasing Workflow. If there are any alerts for the PO line, they appear in a confirmation dialog box. You can see the complete list of alerts in Configuring Purchasing Review Rules.
        If you selected Assign Inventory Manually when you started this process, click Save to store the PO line, attach the inventory to the PO line, re-edit the PO line, ensure that all remaining fields are complete and correct, and then click Save and continue.
      • Save – The information you entered is saved, and the PO line remains in its current workflow stage (if you just created the PO line manually, it remains In Review). Use this option if you are assigning inventory manually, if you are unsure if you want the PO line to continue to the following stage of the purchasing workflow, or if you are editing PO lines from the Claims page.
        If you are editing PO lines from the Claims page, click Save to store the information you modified.
      • Save and Request Evaluation – The information you entered is saved and a trial is requested. Use this option if you do not have the Trial Operator/Trial Manager role. The PO line’s status changes to Under Evaluation and moves to the Manage Trials page with the status Requested, where the Trial Operator/Trial Manager can access it and continue with step 3 in the evaluation workflow. This option is available only for electronic PO lines that create inventory.
      • Save and Start Trial – The information you entered is saved and a trial is started. Use this option is you have the Trial Operator/Trial Manager role and want to start the trial. The PO line’s status changes to Under Evaluation and the Trial Details page opens (continue with the evaluation workflow at step 3). This option is available only for electronic PO lines that create inventory.
      • Order now – Enables you to process an order for a PO line, which moves the PO line to the purchasing workflow where it is normalized and validated before being packaged (step 4 in the Purchasing workflow) and sent. For more information on packaging PO lines, see Packaging PO Lines into a PO. If you click Order Now, you receive a message (Order Now Letter) after the order is sent for processing. The vendor receives the order using the Order List letter. For information on these letters, see Configuring Alma Letters.
      • Cancel line – The PO line is canceled (see Canceling PO Lines).
      • Defer – The PO line is deferred and appears in the Review Deferred task list until it is either reactivated (moved back to step 2 of the regular purchasing workflow) or canceled. For more information on deferring PO lines, see Deferring PO Lines.
      • Relink – Changes the bibliographic record to which the PO line is linked (see Relinking PO Lines).
      • Delete – Deletes the PO line (see Deleting PO Lines).
      • Change Bib Reference – Changes the bibliographic record of the PO line. See Changing Bibliographic Reference.
      • Save as template —The entered field values are saved as part of a template. See Working with PO Line Templates.

    Working with PO Line Templates

    PO line templates are saved sets of PO line configurations that you can apply to a new PO line. This saves you time when creating the PO line, since you don't have to enter thse configurations each time. When saving a template, you can choose to delete an existing template (if you are the creator of the template). Templates can be saved as either public or private. When loading templates, you can choose from your private templates and all public templates.
    The following fields on the PO Line Summary Tab page are saved as part of a template:
    • Ordered Items section:
      • Number of items to add (Physical items)
      • Library/Location (Physical items)
      • License (Electronic items)
      • Item policy (Physical items)
      • Receiving Note (Physical items)
    • Vendor Information section:
      • Material supplier (Physical and Electronic items)
      • Or expected receipt date (Physical items)
      • Expected activation after ordering (days) (Electronic items)
      • Or expected activation date (Electronic items)
    • Pricing section:
      • Quantity for pricing (Physical items)
    • Funding section:
      • Fund (Physical and Electronic items)
    • PO Line Details section:
      • Acquisition method (Physical and Electronic items)
      • Reporting code / secondary reporting code / tertiary reporting code (Physical and Electronic items)
      • Note to vendor (Physical and Electronic items)
      • Material type (Physical items)
      • Rush (Physical items)
    • Renewal section:
      • Renewal date (Physical and Electronic items)
      • Renewal reminder period (days) (Physical and Electronic items)
    • Additional section:
      • Manual packaging (Physical and Electronic items)
      • Binding/Routing during receiving (Physical items)
    To add or edit a PO line template:
    1. Follow the procedure for manually creating a PO line (see above; to edit a template, select a template in the Load From Template field, as described in step 6). Enter (or edit) the relevant fields.
    2. When saving the PO line, click Save as templateselect Save as template and click Go. The Save as Template pop-up window appears.
      Save as Template
    3. Enter a template name. To replace an existing template, select the current template in Existing Template.
    4. Click Save. If you are replacing an existing template. click Confirm in the confirmation dialog box. The template is saved. Note that a PO line is NOT created in this case.
    A public template can be used by everyone, but only the template owner can edit or delete the template.

    Communicating with Vendors

    To communicate with vendors, you must have one of the following roles:
    • Purchasing Operator
    • Purchasing Manager
    • Vendor Manager
    You can communicate with the vendor on the Communications tab of the PO Line Details page. Communication can consist of any of the following:
    • Sending a new email to the vendor
    • Entering a response from the vendor
    • Sending a reply to the vendor
    Communication with the vendor from this tab are sent by email. You must manually enter all responses from the vendor, including those received by email.
    If the parameter acq_use_vendor_account_email is set to true, the vendor account email address (if it exists) is preferred over the vendor email address. See Configuring Other Settings.
    When working with claims, Alma automatically sends an email notification message to the vendor if all of the following conditions are met:
    • The auto_claim parameter (for one-time physical PO lines) or the auto_claim_co parameter (for continuous physical PO lines) is set to Y (see Configuring Other Settings).
    • The email PO Line Claims letter is enabled (see Enabling/Disabling Letters).
    • The vendor's email address is configured.
    • One day has elapsed since the Expected Receipt Date + Claiming grace period of a PO line (see Processing Claims) and the material has not been delivered by the vendor.
    • As long as the above conditions are met, a message is automatically sent to the vendor for physical PO lines. Messages may be sent to a vendor multiple times for a single item. For more information, see Processing Claims.
    • If the vendor is configured for EDI claims (see Electronic Data Interchange (EDI)) and the EDI PO Line Claims letter is enabled, automatic claims are sent using EDI for all PO line types (see Processing Claims) as long as the above conditions are met. Claims sent using EDI do not appear in this tab. Responses to claims that are received from vendors using EDI appear in the Notes tab.
    • When manually sending a claim from this tab, the claim is sent by email regardless of whether the vendor is configured for EDI claims.
    • When a claim notification is sent to the vendor by email, if the organization unit (owning library) has a Claim Response email type, this email is used in the claim notification email's From address. To use the From address in the PO Line Claim Letter code table (see Configuring Alma Letters) and not the library's email address, remove the Claim response email type from the organization emails (see Configuring Institution/Library Contact Information) and edit the email addresses under Contact Information, clearing the Claim response email type).
    If the custom parameter is not set to Automatic, you can, if required, manually send an email to the vendor.

    Sending Emails to Vendors

    The following procedure describes how to communicate with a vendor by email.
    To send an email to a vendor:
    1. Search for and edit a PO line.
    2. In the Communications tab of the PO Line Details page, select one of the following options:
      • Start Communication in the top actions list — Start a new communication with the vendor. The Start Communication dialog box appears.
        This option is available only when a vendor is specified on the Summary tab of the PO Line Summary page.
      • Actions > Reply in a row actions list — Reply to a communication from the vendor. The Reply dialog box appears.
      The following is an example of the Start Communication dialog box. The Reply dialog box is identical, except that it includes the text from the previous message and the Subject line is carried over from the previous message.
      Start Communications Pop-up Window
      The following two steps are relevant for new communications only. If you are replying to a communication from a vendor, continue with step 5.
    3. The body of the letter is automatically filled-in with information concerning the PO line. Select Claim as the Type to add last item received details to the letter.
      For a video demonstrating PO line information in the letter to the vendor, see the PO Line Info in Communication to Vendor video (3:40 mins).
    4. In the Subject field, it is recommended to enter the PO number and/or PO line number. While any text can be entered, a subject that includes the PO number and/or the PO line number makes communication with the vendor clearer.
    5. In the Body field, enter the text of the email.
    6. If you are sending an attachment with the email, enter the attachment details in the Add an Attachment areaselect the file name.
    7. Optionally add a relevant URL and any notes.
    8. Click Send. The email is sent to the vendor and appears in the list of communications.
    To view the messages associated with a communication, click the relevant entry in the Subject column. The Messages tab appears, with the correspondence that was sent to the vendor.
    The letter sent to the vendor is based on the Conversation Letter. To customize this letter, see Configuring Alma Letters.
    To delete a conversation and all of its replies, select Actions > Close in the row actions list.

    Entering Vendor Responses to Emails

    Vendor responses to communications are not automatically recorded in the Communications tab and must be entered manually. The following procedure describes how to enter vendor responses to emails.
    To enter vendor responses:
    1. In the Communications tab, select one of the following options:
      • Click the email to which you want to enter a response. The text of the sent email appears in the Messages tab. Click Add a Response.
      • Click Actions > Add a Response in the row actions list.
      The Add a Response pop-up window opens.
      Add a Response Pop-up Window
    2. In the Body text box, enter the response from the vendor.
    3. If you received an attachment with the email, save it to a file and then enter the attachment details in the Add an Attachment areaselect the file name of the response.
    4. Optionally add any relevant URL and notes.
    5. Click Response. The email response from the vendor is saved to Alma.
    Select the Attachments tab to view details of the attachments associated with a communication. You can also add new attachments from this page by configuring information in the displayed fields and clicking Add Attachment.
    To view an attachment in the Attachments tab, select Actions > Download in the row list actions.