Alma supports these basic Acquisitions workflows:
...
- 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 additional review phase (if there is inaccurate or missing data)
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
Note title Alert If it is necessary to printout print out an order, it may be possible to send the email to a printer rather than to an email recipient.
Receiving workflow (Physical titles)
- Receipt of Physical material is indicated via a Receiving process on the item records
- Items can be marked as Received as a separate process or during the invoicing process
- 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
- One-Time orders close when fully invoiced and received
- Continuous orders remain in the status "Waiting for Renewal" once an item has been received and the invoice paid: these orders are closed manually
Activation workflow (Electronic titles)
- Electronic titles go through an Activation process (rather than a Receipt process) in Alma; the link is tested and then made active
- One-Time orders close when fully invoiced and activated
- Continuous orders remain in the status "Waiting for Renewal" once activated and the invoice paid: these orders are closed manually
Invoicing workflow
- 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 system validation and review (if there is any missing or inaccurate data) process after creation
- Invoice approval is the final step
POL Statuses
See: POL Statuses
...