Ordering Electronic Collections

Owned by lsyer@fas.harvard.edu
Last updated: Mar 30, 2021
3 min read

Scope


This document covers creating orders for e-collections, including one time orders, ongoing orders, and combinations. 


Relevant Ex Libris Documentation

Manually Creating a PO Line: https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/020Acquisitions/020Purchasing/020Creating_PO_Lines/030Manually_Creating_a_PO_Line

Electronic Resources – Scenarios and Workflows: https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/010Getting_Started/060Electronic_Resources_%E2%80%93_Scenarios_and_Workflows

Renewal Workflow: https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/020Acquisitions/040Renewals/010Renewal_Workflow

Before Ordering an Electronic Collection

  1. Search the Institution Zone to see if the eCollection is present
  2. Search the Community Zone to see if the eCollection is present
  3. Have information about your E-Collection ready, including:
    • ERIN record (if applicable)
    • Title 
    • Description (optional)
    • Link

Find or Create the Electronic Collection

If the Electronic Collection is active locally (in the Institution Zone), you are probably ordering an additional part of the collection, or ordering a collection that has already been activated (perhaps as part of CDI activation). Check the existing order(s), if present, to verify.

If an order exists, and it is the same type as the new order you wish to create, you will need to create an order without inventory at the title level.

If the Electronic Collection is present in the Community Zone, but is not ordered or activated, begin your order in the Community Zone. 

If the title is not in Alma at all, including the Community Zone, create a Local Electronic Collection by following these instructions: Creating a Local Electronic Collection or Database

When the Electronic Collection has been located or created, click Order.

Manually Create the Order

On the PO Line Owner and Type screen, select the following from the drop down menus:

  1. Purchase type: Choose Electronic Collection - Subscription for ongoing orders, or Electronic Collection - One Time for one time orders
  2. PO line owner: Choose the ordering Library
  3. Load from template: If a template is available for this workflow, select it here. This will create significant efficiencies and eliminates several of the steps below.
  4. Click Create PO Line

On the Purchase Order Line Details screen, fill in relevant fields (when not using a template):

Vendor Information

  • Material supplier
    • Search for and select the vendor you are ordering from.
  • Access provider
    • This will be the vendor who provides the Interface for the electronic collection.This field is not required.
  • Set activation dates if desired. The title will appear in the Electronic Resource Activation Task List when the expected activation date arrives.

Pricing

  • Enter price
    • For resources requiring full encumbrance, enter full price
      • All ITS EResources POLs
      • One-time orders
    • For ongoing orders that do not require full encumbrance, enter 0.01 for price

Funding

  1. Click Add Fund to open the Fund selection window
  2. Search for and select the correct fund
  3. Click the Add Fund button to apply fund

PO Line Details

  1. Select Acquisition Method Purchase at Vendor System
  2. The material type is set by the order type
    1. For CZ collections, it is not editable
    2. For local collections, you can accept the default or choose from the drop-down options.
  3. Add Reporting Code for the type of material you are ordering (7059 for ongoing orders; 7039 for one time orders)
  4. Add any additional Notes according to best practices

Renewal

For Electronic Collection - Subscription type orders, include renewal information.

  1. Uncheck the Manual renewal box
  2. Enter the Renewal date (often Dec. 31 of current calendar year) – if unknown, enter 12/31/2099
  3. Enter Renewal cycle
  4. Leave Subscription to date blank unless this e-collection has a more functional end date, but beware, the order will close on this date if not renewed.
  5. Set Renewal reminder period (days) to 180

Note

  • On the Notes tab, add a note with the ERIN number when applicable.

Order Now and Confirm

  1. Once all of the information is complete, click Order Now at the top of the screen.
  2. You will then get a confirmation message, if there is any mandatory information missing from the POL this is where you will be notified.
  3. Click Confirm to place the order.

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