Page Comparison

Alma supports these basic Acquisitions workflows:

Table of Contents

maxLevel	3

Can you please add somewhere: what should staff do if they need to back out of a step? Such as:

they click "Save and Continue" on an order but they meant to click "Order Now", etc.

I can make a list of where I think these potential trap spots are if that would be helpful...

what they need to do will vary depending on where they are ... we have some info re this in the Order maintenance document; for other situations, we may need a list from you--dab

...

Table of Contents

Primary Acquisitions Workflows

Alma supports several basic Acquisitions workflows, plus other activities that - at Harvard - fall under Order Maintenance.

Orders can be created either manually, or via an order load (called EOD: Embedded Order data)
Orders can be either one One-time (monographs) or continuous 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 (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
If it is necessary to printout an order, it may be possible to send the email to a printer rather than to an email recipient. Bill is testing this--dab

...

Receipt of Physical material can is indicated via a Receiving process on the item records
Items can be marked as Received as a separate process or during the invoicing processFor continuous orders, the Renewal date can be generated either automatically or manually
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

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

...

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

Invoices can be created manually (either from scratch or from a POL or PO), from an Excel file uploaded file uploaded into Alma, or or loaded as EDI
Invoices go through a validation and optional review process system validation and review (if there is any missing or inaccurate data) process after creation
Invoice approval is the final step