Rialto Order Statuses and Report Codes Explained
- Product: Rialto
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).
Cancelled: The order was pulled back by the Selector.
Please see more information about monitoring Rialto Order Statuses here.
Rialto Order Status Tracking Codes
This is a list of tracking codes found in the Order Details panel of the Rialto Order History Page that might require additional explanation. Three codes - Alma Order Created, Order Received, and Sent to Provider often will be display first, shortly after an order is placed in Rialto. For example, this following screen capture displays some of the codes you might expect to see for an order that has been put in Cancelled status.
Rialto tracking codes may include:
Cancelled as Requested
This code indicates that Customer Support has received and successfully acted on a cancellation request coming from your institution.
Claimed from Publisher
An order update request was sent to the provider. This code will be followed by another as soon as our Customer Support team receives more information about the order.
Customer Price Conf - Waiting
The price of the order has changed since the time of purchase. Your primary ordering contact will have received an email from Customer Support to accept the price change. If you did not receive an email requesting confirmation at the expected contact, please contact us via live chat or submit a support ticket here and request a contact change for this type of notification.
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.
Non Returnable Confirmation - Waiting
The provider has requested that you accept this order is non-returnable. Your primary ordering contact will have received an email from Customer Support. If you did not receive an email requesting confirmation at the expected contact, please contact us via live chat or submit a support ticket here and request a contact change for this type of notification.
Not Yet Published-Backordered
Similar to the On Backorder code. The provider has acknowledged in addition that the title has not yet been published. The order will remain on backorder until the title is published and the provider reports that it is in stock.
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
Similar to the On Backorder code. 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.
O/S Indefinitely - Cancelled
The title is out of stock indefinitely, and the order has been cancelled.
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.
Shipping Tracking - Shipped by: ___
This reporting code is posted with a hyperlink, which allows you to navigate to the shipping provider's shipment code and expected delivery date.
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