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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 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 (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), either by EDI or email
- If it is neccesary to printout an order, it may be possible to send the email to a printer rather than to an email recipient.
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- Invoices can be created manually (either from scratch or from a POL or PO), from an Excel file uploaded into Alma, or loaded as EDI
- Invoices go through a validation and optional review process after creation
- Invoice approval is the final step
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POL
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- 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
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- 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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- 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
- Continuous electronic PO lines receive this status once they are activated and the user clicks Done in the task list
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- One-time PO lines that are not fully invoiced receive this status once they have been activated or received
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- PO lines with this status can be edited only by a Trial Manager/Operator
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- PO lines with this status can be edited only by a Trial Manager/Operator
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Statuses
See: link to page