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Ex Libris Knowledge Center

Rialto Purchaser Guide

Reviewing and Approving Orders

The following roles are required to work with the shopping cart:
  • To submit the cart for approval: Super Selector, Selector
  • 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 more information, see Ordering and Cart.

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.

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 and Checking Out

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

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 Libraries.

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. 
    • New for September! 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
    • New for September! 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. 

    New for September! 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. 

New for September! 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').
New for September! 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 Multiple Libraries.
Fund Assigned Select the fund that will be encumbered. Within the dropdown you can type in the fund name, or expand the directory to find the correct one.
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. Interested users will receive email notifications when an item order has been placed, and when it has been received. If the offer was added due to a purchase request, the name of the requestor is filled in automatically here.  For more information, 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 three reporting codes. These reporting codes will be assigned to the PO line.
Reporting codes can be used for analyzing acquisitions in subsequent reporting. For more information, see Configuring Reporting Codes

​​Submitting the Cart to Approval and 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. 
    • When the selected fund is out of budget.
  2. Select Confirm in the prompt message to confirm cart submission. 
To remove an offer from the cart:
  1. 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. 

Approving and Submitting to Vendor or Rejecting the Cart 

The following roles are required to review, and approve or reject the selection staff's carts:
  • Rialto Manager, Purchasing Operator 

Approving the cart means that you check out the cart and submit it to the vendor, similarly to how you would check out your own order. 

You can only approve the entire cart, with all the offers included in it. However, if you see issues with certain offers within the cart, you can reject these offers and approve the cart with the remaining offers. The Selector is notified about the rejections through the Order History page (see Monitoring the Order Status).  

To review and approve the cart:

  1. On the Carts Approval page (Market > Approval > Carts List), select Edit in the row actions list for the cart you want to review. The list of offers opens.

  2. For every offer in the cart, provide the information and proceed as specified in Shopping Cart Options above.   

To reject an offer:

  1. On the Carts Approval page (Market > Approval > Carts List), select Edit in the row actions list for the cart you want to review. The list of offers opens.

  2. For every offer that you want to reject, select Reject in the row actions list. The item is marked as rejected in the cart. 

    Note that currently the default reject reason in Rialto is 'Irrelevant'. This is the rejection reason that appears in the cart on all rejected items. The option to provide a true rejection reason will be added in future versions.

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 Libraries

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.

New for September! 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.

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. 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. 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. 
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