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    Adding to Shopping Cart and Submitting to Approval

    The following roles are required to work with the shopping cart:
    • To submit the cart for approval: Super Selector, Selector, Selector-Limited
    • To approve the cart: Rialto Manager, Purchasing Operator, Super Selector
    • To check out the cart: Rialto Manager, Purchasing Operator 
    Once you have identified (through Rialto Marketplace search, recommendations feed, purchase request, or list) the offers of a work that you would like to purchase, you can place these offers in the Rialto Marketplace shopping cart. The next steps depend on your role within the institution:
    • If you have the Selector role, you submit the cart for approval to the Purchasing Manager. The Purchasing Manager will review the order, and can approve or reject the offers within. When the order is approved, Rialto generates a Purchase Order and sends it to the vendor. At any time, you can monitor the order’s real-time progress via the Order History page
    • If you have the Purchasing Operator role, you can check out your cart yourself. In this case as well, Rialto generates a Purchase Order and sends it to the vendor.
    • If you are the Rialto Manager, you review and check out the orders made by the selection staff.

    For information on submitting the cart for approval, watch Ordering (3:00 min.).

    For information on approving a cart, watch Order Approval (3:44 min.)

    These activities are managed from the Cart page (Market > Persistent Search toolbar > Cart icon):

    cart example.jpg

    The Cart page 

    The information you enter on this page is saved automatically.

    New for October!

    In addition to everything below, personal shopping carts will have a refreshed interface, including a more responsive display, cart value facets, an interstitial errors page when submitting the cart, and several new-time saving actions. For more details, see the New Shopping Cart.

    The cart interface prior to the October 2021 release will be phased out in the upcoming releases. To transition to the New Cart workflow (if you are interested in updating sooner), please contact Customer Support.

    Ordering Library Management 

    The cart is disabled for purchase until you select the Ordering library: the library on behalf of which the order is made. Ordering libraries are tied to specific shelving locations in the system; in turn, shelving locations are tied to specific funds. The available locations and funds are configured to the ordering library in Alma (for details, see Configuring Physical Locations).

    The Ordering Library is set for the entire cart. This means that all offers in the cart are purchased under a single ordering library. 

    The ordering library is the shipping location of the order. If you need to order for several shipping locations, create a separate cart for each ordering library: submit for approval / check out your order for one ordering library, and only then start a new order for another ordering library. 

    The ordering library must have a valid billing address in the system. If the system cannot find it, the ordering library is disabled in the cart. To indicate a valid address, see Configuring the Institution and Its Libraries

    Cart Template Management

    Instead of filling in all cart options manually, you can apply a customized template to your shopping cart. Cart templates hold a set of predefined values of the cart fields, so that you can apply a single template instead of applying values for every field, thus saving you time and effort. For information on creating and managing cart templates, see Cart Template Management. Once the template is applied, if needed, you can change individual cart field values to fit your needs. 

    Each template is created for a single ordering library. You can only apply a template to an order made for that ordering library. 

    Applying a template is not mandatory - if desired, you can fill in the cart options manually. 

    Filling in the Cart

    The following roles are required to submit the cart to approval:
    • Super Selector, Selector, Selector-Limited

    The following roles are required to check out the cart:

    • Rialto Manager, Purchasing Operator

    You can add as many offers to the shopping cart as you'd like; however, when you submit for approval / check out the cart, all the offers contained in the cart are submitted / checked out together. You cannot submit for approval or check out some offers and leave other offers in the cart. If you do not want to submit / check out a certain offer, remove it from the cart. To still retain it for future use, you can move it into a dedicated list

    Indicating the ordering library, the shelving location, and the funds is mandatory. However, if you are part of the selection staff, your institution policy might be that selectors do not allocate fund or location. In this case, you can send the order directly to approval, and the purchaser will complete the information. If you did indicate this information, the purchaser may change your selections, if necessary.

    In addition, within the shopping cart you may need to provide more information about the order. If you are part of the purchasing staff, this may be mandatory. If you are part of the selection staff, this is optional. If you do not provide this information, the Rialto Manager will provide it as part of the order approval. 

    Approving and checking out the cart automatically generates a Purchase Order and sends the order to the vendor. 
    To order several copies of an offer, where each copy is ordered for a different shelving location and constitutes a different PO line, see Ordering Copies for Different Shelving Locations.

    Filling in the Cart Options

    There are two ways to fill in the cart options:

    To apply the template to the cart options:
    1. In the right-side pane of the cart, select the ordering library. 
    2. In the field below, select the desired template or select Use a Template in the row actions list. Only the templates created for the selected ordering library are available in the dropdown. 
      • Select the template you wish to apply. To check the template values before applying it, click Manage Template. This takes you to the Manage Templates page. From here you can view all the templates available to you, and modify any that you have created. However, if modifying, make your changes before you apply the template to any offers: once the template was applied to the cart, the changes made to the template do not affect the cart. 
        Note that templates that are disabled on the Manage Templates page do not appear in the dropdown. 
      • In the dropdown you see your private templates separately from the institution-level templates shared with you. Note that you can only make change to your private templates. However, you can hide from view the shared templates that you don't use: click Manage Template, and on the Manage Templates page, toggle the shared template Off. This disables the template only for you; other users will still have this template active. 
        disable a template.png
      • When selecting the template, some templates may be marked with override icon.png in the dropdown. This means that the blank values in the template overwrite the existing cart values. In templates without this icon, in case of blank values in the template, the pre-existing values in the cart are left as is. This helps you make sure that information specified by the Selection staff is not lost after applying a template.
    3. If you want to apply this template to all the offers in your cart, select Apply to All. If you wish to apply it to specific offers, select the checkbox to the far left of the offer line and then select Apply to selected to apply it. 

      When the template has been applied to the cart, the name of the template appears in the right-hand panel, and all the fields where values were inherited from the template receive yellow background. If you modify the value, the yellow background disappears. 
    4. If some of the cart options were left blank in the template, make your selections in the offer manually (and in the other offers in the cart, if applicable. In this case, you'll have to open the offers one-by-one). 

    applying template to cart options.jpg

    The template applied to the cart options

    To fill in the cart options manually:

    1. In the list of offers, click anywhere on the offer row, except the offer name. The Details pane opens for that offer.
    2. In the right-side pane of the Cart page (Market > persistent toolbar > cart icon.png Cart icon), select the Ordering library. The cart is now enabled. 
    3. Fill in the cart options as per the below:
    Shopping Cart Options
    Cart Option Description
    Shelving Library / Location Select the shelving location (for print offers only). Within the dropdown you can type in the location name, or expand the directory to find the correct one.

    To apply shelving location and funds to multiple offers in bulk, see Applying Library and Funds to Multiple Offers in Bulk.

    Indicate the number of copies you are ordering. 

    For eBooks, ordering multiple copies is enabled for EBC and EBSCO , only if the offer's license is 'single user' or 'three users' or 'non-linear/concurrent' (i.e., not 'unlimited').
    If you want to increase the number of copies, you can easily select another copy of the title, see Navigating to Work from Cart
    To order copies for several different libraries, see Ordering Copies for Different Shelving Locations.
    Fund Assigned

    Select the fund that will be encumbered. Within the dropdown you can type in the fund name or the fund code, or expand the directory to find the correct one.

    Only one fund may be associated with any given cart item. (This is different from the Alma PO line, to which multiple funds can be added).

    After choosing the fund, its current available balance is displayed below. If the fund has been configured in Alma not to allow an overencumbrance, then you will see an alert to select an alternate fund upon cart submission (for details, see Managing Funds and Ledgers).
    The right-hand pane shows the applied fund’s usage and the available balance. Note that this summary does not reflect the current amount being encumbered. If multiple funds are used within the cart, you can view them by selecting the toggle next to the fund name.

    To apply shelving location and funds to multiple offers in bulk, see Applying Library and Funds to Multiple Offers in Bulk.

    Interested User

    Optionally, indicate the name(s) of the patron (institution staff or students) who requested this offer. If the offer was added due to a purchase request, the name of the requestor is filled in automatically here. Interested users will receive email notifications when an item order has been placed, and when it has been received.

    New for December! When selecting an interested user, the notification actions can be assigned as follows:

    • For electronic items, the "Notify when available" option is selected by default. The system will notify the interested user when the item available.
    • For physical items, the "Place on hold" is selected by default, but not "Notify when received". You can select it, if needed. 

    notification of interested users electronic.png    notification of interested users physical.png

    The notification actions are displayed only when an email address is available for the interested user. 

    Note that in the collapsed view in the Details pane, the icons for the selected notification types appear only when they are selected. When the notification type is not selected, the icon does not appear.
    icons for intersted users in quick view.png

    For information on interested users in PO lines, see Interested users

    Notes Optionally, click Add Note to add a note. You can select between these types of notes:
    • if you are a selector, select Internal Note and write any notes about the ordered item to the approver. These notes are not sent to the vendor. 
    • If you are an approver, select Note to Vendor and write any notes about the ordered item to the vendor.

      Note to Vendor is a note for ProQuest to review during order processing. This is typically used for print titles. Keep in mind that for ebooks this will delay automatic activation. 

    • For physical materials, select Receiving Notes and write any notes you want to populate the "Receiving Note" field in the order line. This note will be visible when receiving the item in Alma.
    No Physical Processing (Only print offers) Select to instruct the vendor to skip all physical processing steps, such as protective films, spine labeling, etc. that are part of your contractual agreement. Select this option to complete your own processing, or to speed up order shipping. 

    This option is configured by Alma administrator. 

    (Only print offers) Select to instruct the vendor that rush handling applies. This means the following:
    • No physical processing applies to the order, because the order goes directly to your institution, skipping the processing facility.
    • An expedited shipping fee might apply to the order, if configured as part of the Terms of Use. You will see it on the invoice. For details, see Configuring Terms of Use.
    No MARC record (Only print offers) Select to instruct the vendor that no MARC record should be created, for example, when ordering another copy of a offer already owned by your institution. The vendor will still apply the other processing steps that are part of your agreement. 
    If you do not select this option, the MARC records are sent nightly via an FTP transfer. 
    No Spine Label (Only print offers) Select to instruct the vendor to skip the spine label. The vendor will still apply the other physical processing steps.
    Override Call Number (Only print offers) Select to instruct the vendor to replace the existing call number. Enter your own call number in the field that opens. 
    Item Policy If your institution requires, select the item fulfillment policy. For more information, see Adding Fulfillment Policies.
    Reporting Code  Select up to five reporting codes. Reporting codes can be used for analyzing acquisitions in subsequent reporting. For more information, see Configuring Reporting Codes. These reporting codes will be assigned to the PO line.
    The order of Report Code values is inherited from the Reporting Codes table, and can be set from there. Note that if the values were changed in the Reporting Codes table, you need to refresh the Cart for the list of Report Codes to display the new order. 
    Route cart item into category

    The values in this field are configured by the institution. If the values were not configured by the institution, this field does not appear in the cart. To configure the values for your institution, contact Customer Support. 

    Selecting an option from this category allow the selection staff to assign a unique value for acquisitions to filter by on the Orders Awaiting Approval Task List.

    Applying Shelving Location and Funds to Multiple Offers in Bulk

    The following roles are required to apply shelving location and funds to multiple offers in bulk:
    • Rialto Manager, Purchasing Operator

    You can apply the same shelving location or fund to multiple offers within the cart in a single action, to save you time and effort. You can do that after applying a template where the shelving location or fund are not what you currently need, or when you fill in the cart options manually. 

    You can do that only after the ordering library has been selected for the cart. 

    To apply library or funds to multiple offers in bulk:
    1. On the Cart page (Market > persistent menu > cart icon.png Cart icon or Market > Approval > Carts List), check all the offers to which you want to apply a certain library or fund. The  “Apply Location” and “Apply Fund” options are activated above the offer list. 

    2. Select “Apply Location” to choose and apply any shelving location. Then select “Apply Fund” to choose and apply any fund. These selections apply to all the checked lines.

      When applying a new shelving library or fund instead of the ones selected previously, Rialto removes all of the previously-selected financial information: the ordering library, shelving location and fund. This is to make sure that no previous information is left in the system by mistake.
    3. Specify the rest of the required information and proceed as described in Checking Out the Cart above.

    Ordering Copies for Multiple Shelving Locations

    The following roles are required to order copies for multiple libraries:
    • Rialto Manager, Purchasing Operator

    You may want to order several copies of a single offer, where each copy is destined to another shelving location in your institution. You can easily do that from the Cart page. Each copy generates a separate PO line in the Purchase Order. 

     To order copies of an offer for multiple libraries:
    1. On the Cart page (Market > persistent menu > cart icon.png Cart icon) or (Market > Approval > Carts List), select Duplicate in the row actions list. The offer is duplicated.

      When you duplicate an offer, all its cart information is copied over to the new offer, including information that might not be relevant for the new offer, such as shelving location. Make sure to review the new offer and substitute all the unnecessary information with the correct information.

    2. Open the new offer and edit its information as necessary. Then proceed as described in Checking Out the Cart above.

    You can navigate to a list of other offers for that same work from the cart, to confirm that this is the best offer or to choose an alternate/additional offer in the same work. If you are an Approver, you can do that from your own cart, or from a cart that you are currently approving. 

    To navigate to the offer list for that work:
    1. Click on the title of the item in the cart or select Display Title in Market in the row actions list.  
      The list of offers for that work opens. The item currently in the cart is marked with In your cart badge.
    2. For all users, to replace the item with another item, click Replace Title on the desired item. The In your cart badge moves to the selected title.
      To add an additional item (if you increased the number of copies in the cart), click Add to Cart on the desired item. 
      Replace title in cart.png
    3. If you are an Approver, select Add to Selector's Cart in the row actions list to replace the existing offer with a related offer from the work, in the selector's cart that you are actively working on approving.
    4. To return to the cart, select back icon.png by the work name at the top of the page.
      All the information selected in the cart remains the same. 

    ​​Submitting the Cart to Approval or Checking Out

    To submit the cart to approval and check out:
    1. Once all the required cart options are filled in, select the button that appears:

      • If you are part of the selection staff, select Submit to Approval to sent the order to review by the Purchase Manager. Once the order is approved, Rialto generates the Purchase Order and submits it to the vendor. To monitor the progression of your order across the approval workflow, use Order History page

      • If you are part of the purchasing staff, select Check Out to submit the Rialto order to the vendor. 

        If the exlamation mark icon.png Alert icon appears by any of the offers, return to the offer to complete the missing information. The icon appears in the following cases:
        • When the order does not have a location or fund selected and they need to be selected,
        • When the selected fund is out of budget, and needs to be replaced with an alternate,
        • When the offer is no longer available in the market and needs to be replaced or removed,
        • When you do not have access to the platform for the offer and the offer needs to be removed or replaced,
        • When the MMS ID is invalid. This occurs when an item was added to the cart, but then its brief record has been deleted in Alma. The offer needs to be removed or replaced.
      • In some cases, certain users might see both buttons Submit to Approval and Checkout, as institutions may want to allow Purchasing Operator roles to submit an order for secondary approval, instead of submitting to the vendor directly. In these cases, proceed as instructed by your institution, or work with your Approvers to determine in which cases you can check out the cart and when you need to request approval.

        When both buttons appear, the Submit to Approval button is displayed as grayed-out (because it is secondary to the Checkout button). But you can still select it. 

    2. Select Confirm in the prompt message to confirm cart submission.
    To remove an offer from the cart:
    • In the Cart page (Market > persistent toolbar > cart icon.png Cart icon), select the offer(s) you want to delete, and select Remove at the top right. 

    New Shopping Cart 

    This development requires enablement by Customer Support, and is coupled with the updated workflow for approving selector orders using the Orders Awaiting Approval page (see Orders Awaiting Approval). To access the new cart, you will need to update from the Selector Cart Approval workflow (see Cart Approval) to the Order Awaiting Approval workflow (see Orders Awaiting Approval Task List), if you have not already done so.

    • Personalized and/or institution-level cart customization - From the main Cart page, you can now choose to hide cart fields that are redundant for you, and/or change the order in which they display. Note that only users with the role of Rialto Administrator can configure this for the entire institution.   
      new cart configuraton
    • Selective checkout for individual offers - Now you can choose to submit to checkout individual offers, instead of the entire cart.
    • Ability to submit one order with multiple ordering libraries - Carts are no longer tied to specific ordering libraries, so you can submit offers from any ordering library you have access to, in one cart submission. 
    • Facet by cart values - Facets for cart fields are present on the main Cart page to help refine large carts. 
      new cart main page
    • New interstitial error page - If there are errors in the cart prior to submitting to vendor, they are caught here:
      new cart error page
    • Orders submitted in error - If you have submitted an order for approval in error, you can now reject or move the offer back to your cart to continue editing from the Order History page. See the Order History page for more details (link this please).


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