Rialto Order Statuses and Report Codes Explained

Rialto Order Statuses 

An order goes through the below statuses. The status workflows differ slightly for the selection and the approval staff. 

Waiting for Approval (for Selectors only): The order is in the Approver's queue. 

Order Placed (for Selectors only): The item was reviewed, checked out, and approved by the Approver.

Order Placed (Activated): as above, for electronic orders. Open the Details pane to see how many copies were ordered (for print titles), links to the Purchase Order and Purchase Order Lines pages, fund and shelving location (for print titles), and the order status details. You can facet by this status.

Sent to Provider: The order details were received by our fulfillment system and has transmitted the purchase request on to the provider. For institutions using the "Cancel Order" feature, the "Cancel Order" button is displayed as long as the "Sent to Provider" order status is not in the order's status history.  

Rejected: The item was rejected. Open the Details pane to see the rejection reason and rejection date. 

Processing: the order is being processed by the vendor. Order status details are generated by the vendor. To view the full progress and messages, select the arrow next to the Purchase Order links. Vendor messages display in received order.

Fully Received: The order was received by the relevant library (for physical orders).

Activated: The order was activated in the portfolio (for electronic orders). 

Order Complete: The order was fulfilled by Rialto and the PO Line was closed (for physical orders).

Order Complete (Activated): as above (for electronic orders). 

Canceled: The order was pulled back by the Selector. 

Please see more information about monitoring Rialto Order Statuses here.

Rialto Order Status Tracking Codes

Damaged In Transit from publisher

The fulfillment center has discovered a damaged item and will immediately request a replacement for you.Once the new copy is received from the publisher, it will be shipped. The status is informational, there are no actions that need to be taken.

Duplicate-Order Cancelled

Rialto detected a duplicate order was made for the title and automatically cancelled the POL. If this was done in error or you would like to prevent Rialto from auto-cancelling duplicate orders, please contact Rialto Support. 

EDI Quotation sent to customer 

This status signifies that an action is required. Customer needs to return the quote for the order lifecycle to be resumed.

No Response to Query

This status can be the result of many different order events, and typically generates after a series of emails from our backend fulfillment team having gone unanswered by your institutional contact. The result of this status will often lead to cancellation, and you will need to submit a new order. If you have questions about a particular order containing this status, please contact Rialto Support. 

On Backorder 

Publisher is awaiting stock. Your order will remain on backorder until the order is supplied, or we receive a new stock report from the publisher, or until the order is cancelled due to the backorder duration being reached. The status is informational, there are no actions that need to be taken.

Out of Print Cancelled 

This status signifies that an action is required. We have verified that this item is out of print and the order has been cancelled. The order needs to also be cancelled in Alma. For instructions on how to do so, please click here.

Out of Stock-Backordered 

The title is out of stock. The order will remain on backorder until the title is supplied, or we receive a new stock report from the publisher, or until the order is cancelled due to the backorder duration being reached. The status is informational, there are no actions that need to be taken.

Print on Demand - non-returnable 

The order cannot be returned. It is unlikely that we will be able to cancel this order once it has been dispatched to us. We can attempt to, however, on request. The status is informational, there are no actions that need to be taken.

Publication Abandoned/ Cancelled 

This status signifies that an action is required. The vendor has advised that the publication has been cancelled. Therefore, the order has been cancelled in our system. The order needs to also be cancelled in Alma. For instructions on how to do so, please click here.

Publisher Pre-Paid Delivery Delayed 

This status usually means that the Product Team is encountering issues while attempting to source this title. Please contact us for further assistance.

Received from publisher

The Received from publisher (RFP) status is triggered when we receive an ordered item from a publisher/supplier. The book will not be invoiced until it ships out. In conclusion,          the above status will only display prior to invoicing. Once the RFP status is triggered, the item will go through any cataloguing/processing if the account is set up for it. Once the        process is complete the order with ship and be invoiced simultaneously.

Report Code: No Local Rights - On Order Abroad 

The “No Local Rights - On Order Abroad” status means that the title is not available from the local supplier. It is currently on order from an overseas supplier. The status represents an indication that it may take longer for the order to be fulfilled, as it needs to be internationally sourced. The status is informational, there are no actions that need to be taken.

Rights Controlled - Order Cancelled

This status signifies that an action is required. This status means that the title is restricted in the ordering country and the fulfillment center will request an alternative ISBN. If no ISBN can be substitute, the order will cancel.

Special Order from Pub - Firm Sale Only 

The order is defined as a firm sale, so it is unlikely that we will be able to cancel this order. We can attempt to, however, on request. The status is informational, there are no actions that need to be taken.

Substitution Not Accepted 

This status signifies that an action is required. The substitution we have offered has not been accepted and the order has been cancelled. The order needs to also be cancelled in Alma. For instructions on how to do so, please click here.

To Be Cancelled

The "to be cancelled" order status means that the system is unable to fulfill the order. The reasons could be related to missing stock or vendor decisions.

This status implies that the order has already been cancelled in the backend system. It signifies that an action is required. The order will need to be cancelled in Alma as well, for the process to be complete. For instructions on how to do so, please click here.

If you have any questions, please contact us via live chat or submit a support ticket here.

• Article last edited: 13-Sep-2022