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Jaime (she/her/hers) McAllister-Grande (Unlicensed)

Jaime (she/her/hers) McAllister-Grande (Unlicensed)

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Table of Contents
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Purchasing workflow 

  • Orders can be created either manually, or via an order load (called EOD: Embedded Order data)
  • Orders can be either

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  • one-time (monographs) or continuous (serials and standing orders)
  • Purchase order lines (POLs) contain the order information, vendor, budget, renewal period for ongoing orders, etc
  • Inventory (

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  • meaning: items and holdings) can be created automatically or manually during the POL creation 
  • Purchase order lines go through a validation phase to check for mandatory information and an optional additional review phase
  • Once the POL passes review and validation it is "packaged" into a Purchase order (PO) and sent to the vendor (if applicable)

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  • , either by EDI or email
    • is there the option to print out the order, if needed?

Receiving workflow

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(Physical titles)

  • Physical material can be marked as Received as a separate process or during the invoicing process
  • For continuous orders, the Renewal date can be generated either automatically or manually

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  • After receipt, the titles can be assigned to another section for cataloging, binding etc, or marked In transit to be sent to their final destination

Activation workflow

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(Electronic titles)

  • Electronic titles go through an Activation process (rather than a Receipt process) in Alma; the link is tested and then made active
  • For continuous orders, the Renewal date can be generated either automatically or manually

Invoicing workflow

  • Invoices can be created manually (either from scratch or from a POL or PO), from an Excel file uploaded into

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  • Alma, or loaded as EDI
  • Invoices go through a validation and optional review process after creation
  • Invoice approval is the final step

 

Info
titlePOL Statuses

Information about POL Statuses 

    • In Review – The initial status of a newly created PO line. Remains
      • PO lines with the In Review Status are displayed on the Purchase Order Lines in Review page
      • The PO lines remain in this status if:
        • The operator/manager does not click Order Now or Edit > Save and Continue for the PO line
        .
        • Validation for the PO line fails
        • Criteria for configured Purchasing Review Rules have been met 
      PO lines with the In Review Status are displayed on the Purchase Order Lines in Review page 
    • Manual Packaging – The PO line passed normalization, validation, and alert processing, and is ready to be manually packaged into a PO 
    • Auto Packaging – The PO line passed normalization, validation, and alert processing, and is ready to be automatically packaged into a PO 
    • Ready – The PO line was packed into a PO and is ready to be sent. For a PO to be sent to a vendor, all of its PO lines must have a status of Ready.
    • Sent – The PO in which the PO line is packed was approved and sent to the vendor . This status is relevant for both electronic and physical one-time PO lines and for inactive electronic continuous PO lines. .
    • Closed – The PO line was closed 
    • Waiting for Manual Renewal – The manual PO line was fully processed and received/activated and its renewal date is the same as the current date, and is to be renewed manually .
      • These PO lines appear in the PO Lines to Review page
      .
      • PO lines with the status Waiting for Renewal change to Waiting for Manual Renewal if they are marked for Manual Renew and the time to notify about the renewal arrives (this is configured as a certain number of days before the renewal date)
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    • Waiting for Renewal – The PO line was fully processed and received/activated and will be renewed automatically.
      • Continuous physical PO lines that are sent to the vendor have Waiting for Renewal status even if the renewal is done manually but the renewal date has not yet arrived
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      • Continuous electronic PO lines receive this status once they are activated and the user clicks Done in the task list
      .
    • Waiting for Invoice – The PO line is ready to be associated with an invoice .
      • One-time PO lines that are not fully invoiced receive this status once they have been activated or received
      .
    • Under Evaluation – Indicates that the PO line is under evaluation (a trial was requested or started. )
      • PO lines with this status can be edited only by a Trial Manager/Operator
      .
    • Under Evaluation (Renewal) – The PO line renewal is being evaluated and has not yet been decided.
      • PO lines with this status can be edited only by a Trial Manager/Operator
      .
    • Deferred – The PO line was set aside to be handled at a later date 
    • Canceled – The PO line was canceled 
    • Deleted – The PO line was deleted from the system 

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