Alma supports these basic Acquisitions workflows:
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Primary Acquisitions Workflows
Alma supports several basic Acquisitions workflows, plus other activities that - at Harvard - fall under Order Maintenance.
Flowchart: POL lifecycles
Purchasing Workflow
- 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
is there the option to print out the order, if needed?
Receiving
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Workflow (Physical titles)
- 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
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- 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
- For continuous orders, the Renewal date can be generated either automatically or manually
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- 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 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
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Information about POL Statuses
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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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Related Information
POL Statuses
See: POL Statuses