Monitoring the Order Status
- Rialto manager
- Purchasing Operator
- Super Selector
- Selector
Once a cart has been submitted, either by a Selector to Acquisitions staff, or by the Acquisitions staff to vendor, the order appears on the Order History page. The Order History page allows viewing the order status and monitoring the progress taking place on the order.
All users can view the state of all orders: both the orders that all selection staff submitted, and all orders that are being fulfilled by the Acquisition staff.
By default, the page opens with the most recent orders at the top. If the list of orders is long, you can search for the desired order directly by title, or by date range, or you can narrow down the list by applying facets.
For information on order history and monitoring the order status, watch Order History (1.5 min).
To monitor order status:
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Open the Order History page (Market > Order History > Order History). Find the order whose status you would like to monitor, and view its status.
Staff users can opt into receiving order status notifications for orders that are rejected, cancelled or needing review. The user can be notified by a pop-up message and by an email notification, if configured. See User Notifications in Rialto.
Order Statuses
The order history page display combines data from purchase requests (created when an order is submitted for approval), purchase order lines, and the provider that is sourcing the item. All filterable, high-level order statuses are currently based on the purchase request and the purchase order line status. Rialto maps order processing statuses sent from the provider to the purchase order status for easy refinement. You can view the more detailed expression of the provider's processing status by selecting a listed order to expand the details panel.
Orders can cycle through the filterable statuses below:
Filterable Statuses
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Waiting for Approval: From the purchase request. The order is in an Approver's queue.
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Faculty recommended: From the purchase request. These are titles requested by faculty to be purchased from a faculty title alert. They are still pending approval.
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Rejected: From the purchase request. The item was rejected by an Approver. Open the Details panel to see the rejection reason and rejection date.
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Order Placed: From the purchase request. The item was reviewed and approved by the Approver, and sent to the provider. All active order processing statuses from the provider are mapped to this filter.
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Pending Cancellation: From the purchase request. This is a temporary status given to orders when the library has requested to cancel but the vendor has yet to approve the cancellation request.
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Order Complete: From the purchase order line. The order was fulfilled by Rialto and the PO Line was closed.
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To be Cancelled: From the provider. Cancellation has been sent from the provider and the PO Line needs to be manually cancelled in Alma.
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Cancelled: From the provider. Orders in this status are fully cancelled by the provider or by library staff.
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Failed: The order was unable to be successfully sent to the provider. Please resubmit or contact customer support.
Order Processing Statuses
As mentioned above, order processing updates from providers can be viewed within the offer details. All updates Rialto receives for active, open orders are mapped to the filterable "Order Placed" status.
Searching for Orders in the Order History List
On the Order History page (Market > Order History > Order History), you can search for orders by various means.
- By text: You can search for an order by Keyword, Title, ISBN, PO Line Reference, Offering ID, MMS ID, or Packing Slip. To search, select the desired option in the dropdown, enter the desired text and select
. To remove the text, click X within the dropdown.
The Packing Slip field refers to Packing Slip Number. This field enables users to efficiently identify Purchase Order Lines (POLs) requiring attention upon receipt of physical items.
Search in Order History - By date range: To find an order within a given time period, click within the dates filter and use the calendar to narrow your results. Choose from pre-determined date rages, or select your own date range. To remove the date filter, click X within the dates filter.
- By facets: To eliminate irrelevant order from view, you can use the facets. In the facet list, select the values for which you want to see results. The facets selected to filter the list appear at the top of the Facets panel. Click X to clear the facets you want to remove.
Other Facets on the Order History Page
The following facets are available:
- Citation Type – The type of citation format of the order, if a citation linker was used to create the order
- Selector - The user who created the order.
When you open the Order History page, the 'Selected by Me' facet is selected by default. - Approver - The user who approved the order.
- Material Type – The format of the ordered material: electronic (e-books, etc.) or physical.
- Owning Library – The library on whose behalf the order was made. Note that you can see shelving location in the order details.
- Requester – The user who submitted the order.
- Created from Reading List – Whether the order came from an integrated reading list (Leganto, Talis, etc.)
- Processing Department
- Academic Department
- Course campus
Processing Department, Academic Department, Course campus, Course Year, Course Term, and Citation Tag only appear when the order is coming from a reading list and that information is included.
- Course Year
- Course Term
- Citation Tag
- Fund - You can refine your order history by fund to give you better visibility for spend from a particular fund in Rialto.
- Rush - If you are configured to allow for rush purchases, you can refine the order history by whether or not rush shipment was requested for an item.
- Routing – This enables you to filter orders by categories defined by your institution.
The values in this field are defined and configured by the institution. If the value is undefined (not enabled) by the institution, this facet does not appear. To configure the values for your institution, see Cart Routing.
- Transaction Type – This enables you to select between the transaction types Firm order, Selection plan, and EBA, so that you can readily identify orders.
- Selection Plan Profile – This enables you to narrow down the results to specific Selection Plans.
- Platform – This displays all the platforms from ordered eBooks with counts for each.
- Title Alert – These are orders submitted to an approver from a Title Alert with counts for each. These orders are still pending approval.
- Interested User – Indicates whether an order has an interested user assigned.
The display of facet values is dynamic and reflects only the values that belong to orders available in the order history. For example, if you do not see a certain value in your facets list, this means that you do not have orders with this value in your order history.
Saving Selected Facets for Future Sessions
On the Order History page, you can to save the selections made in the facets for future sessions.
- Make your selections in the Facets pane and select Save facets.
- To clear all facets, select Clear all and then Save facets.
Resubmitting Rejected Orders
The "Resubmit" action appears for rejected orders in the Order History page. It enables you to quickly locate and resubmit for approval an order that was rejected. When you select "Resubmit", the original rejected order remains in the Order History page, and a new approval request is created in the cart (you will see the number on the 
cart icon incremented by one). There is no limit on the number of times an order can be resubmitted.
The "Resubmit" action is available for any user who has permissions to add offers to a cart (it is not restricted to the originally requesting user).
This action is available on the Order History page only when the New Shopping Cart is enabled. To turn this feature on, please contact Customer Support.
Returning Submitted Order to the Cart
The "Return to Cart" action appears for orders in the Order History. It enables you to send an item that is still awaiting approval from the Order History page back to your cart, so that you can quickly edit it before it is approved. When selecting "Return to Cart", the cart item is removed from the Order History page, as well as the Orders Awaiting Approval page, and is returned to your cart with all its information, where you can make your edits and send it for approval once again. This action appears only on orders that:
- were submitted by you,
- are still in the awaiting approval status,
- have not yet been assigned to an Approver. Once the order is assigned to an Approver, this action disappears.
This action is available on the Order History page only when the New Shopping Cart is enabled. To turn this feature on, please contact Customer Support.
Cancelling Orders Awaiting Approval
There may be cases where selectors want to pull back an order that was submitted for approval. For this reason, we have allowed selectors to reject their orders, as long as the order has not been assigned to an approver. The “reject” action will not appear if an approver has accessed the order from the “orders awaiting approval” page.
The “reject” action can be found in the ellipses on an order line. When selecting "reject" the selector is prompted to select a rejection reason. After confirming the reason, the cart item is removed from the “orders awaiting approval” page and displayed as rejected on the “order history” page. Selectors then have the option to "Resubmit" the order in the future if they choose.
This action is available on the Order History page only when the New Shopping Cart is enabled. To turn this feature on, please contact Customer Support.
Cancelling Orders Submitted to ProQuest
After an order has been placed, Rialto purchasers have the option to cancel an outstanding order that is no longer needed. For more information, see Cancelling Orders.
Alma Order Claims
Alma supports an automatic claims processing that can be utilized for Rialto orders. Automatic claims are created for a Purchase Order (PO) line that has not been received within the expected number of days after placing the order or by the expected receipt date.
Claims are automatically posted to the Task List where authorized staff can select to review and take further action if desired. Additional configuration can be completed to send an email to ProQuest. For more information on the claims process in Alma, please see claims.
Although Alma allows for claiming messages to be sent via EDI, this is integration is not presently supported with Rialto.