Update PO Lines Information Job

REMEMBER: Only designated staff members are permitted to run jobs. Refer to the matrix at Jobs & Batch Processes to see which staff members are approved to run which jobs.

Parameters and Planning

Let’s go over the parameters and notes for the Update PO Lines Information job:

[Go to EL Knowledge Center page: https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/050Administration/070Managing_Jobs/020Running_Manual_Jobs_on_Defined_Sets#Manual_Jobs_and_Their_Relevant_Parameters]

Select Manual Renewal to have the PO lines appear in the renewals task list (see Processing Renewals from Ex Libris) when the material is due for renewal.

For information on the other parameters, see Manually Creating a PO Line in the Ex Libris documentation. There are additional notes about the effects of running jobs scattered elsewhere in both Harvard and Ex Libris documentation.

Limits to Updates by Job

This job will perform only allowed updates on the selected PO lines.

For example:

If a PO line is closed and you cannot perform actions on it using the Alma interface, this job will not be able to perform these actions either.
If a PO line has been packaged into a PO, you cannot update the acquisitions method using the Alma interface or this job.

Creating the Set

Create the set for the Update PO Lines Information job using the following criteria:

Use the Order Lines search type to act on PO Line records
Use any criteria to search, depending on what you need to do
Possible changes include: any editable field in a PO Line record; see Manually Creating a PO Line in the Ex Libris documentation.

If you use a file to create your set: For the Update PO Lines Information job, you can only use the PO line reference as a unique identifier. If you need to assemble a list of PO line references, you can ask for or run an Analytics report based on other criteria that includes the PO line reference in the report, then move that column to the first position and upload it to create the set.

Running the Job

Based on the parameters you reviewed earlier, select the rows for each change you want to make and indicate what should be changed:

Select the check box at the beginning of each row for which you want to make a change. If you don't ticky the box, the job will run with errors and/or won't change that row.
Options to change include any editable field in the PO Line record, especially:
1. material supplier
2. access provider
3. invoice status
4. receiving note
5. acquisition method
6. material type
7. rush order status (to change orders to a Rush order, or remove that status)
8. manual renewal and packaging
9. reporting codes
Choose how you want to apply the change. Remember that this will happen to all records in the set, consistently.
1. If field empty = add the option you choose to empty fields; fields with content in them will remain as is
2. If field not empty = replace existing content of the field with the option you choose; empty fields will remain empty
3. Unconditionally = regardless of whether the field currently has content, the option you choose will fill that field

Reviewing Job Results

Reviewing records changed by the job

In addition to the general ways to review the effect of your job, for Update PO Lines Information you can review the history for each order line(in a small set). To review an individual order line, click on Edit Order and review all the fields. In addition, you can view the History tab to see any changes made during the job update – they’ll be identified as having been made by the System.

In the Job Report

The Counters section for the Update PO Lines Information job will include how many records were changed or skipped by the job, and the PO line reference for any records that failed to update.