Parameters and Planning
Let’s go over the parameters and notes for the Change PO Lines Status 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]
As you can see, this is a straightforward job that only lets you bulk change the status of a group of PO Lines. You must choose the same new status for all the PO lines in the set.
Limits to Updates by Job
Only PO lines with one of the following statuses can be closed: Waiting for Invoice, Waiting for Renewal, or Waiting for Manual Renewal.
Creating the Set
Create the set for the Change PO Lines Status 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
- Create an itemized set, so you can review the records after you run the change. If you use a logical set and one of your search query criteria is the status, those records won't be findable by that search after you run the job.
If you use a file to create your set: For the Change PO Lines Status job, you can only use the PO line reference (the POL number) as a unique identifier. If you need to assemble a list of POL numbers, 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
Once you've selected the job and the set, all you need to do is choose the new status from the drop-down menu. Again, your choices are limited to close, cancel, or delete PO lines, and whether you want to Use Force Close or to Remove from Electronic Resource Activation Task List.
Reviewing Job Results
Reviewing records changed by the job: In addition to the general ways to review the effect of your job, for Change PO Lines Status 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 Change PO Lines Status 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
Update PO Lines Information Job Cannot Be Restored
Notice that our Change PO Lines Status job is not on the list of jobs that can be Restored. You cannot hit “undo” for this job, which is why it’s so important to fully understand the changes you’re making before you make them.
Additional note for this job: You cannot just run the Change PO Lines Status job again to "undo" a previous change: the only options are to close, cancel, or delete a PO line. So, if you close a group of PO lines using this job, you cannot use the job to set them back to Waiting for Invoice.
Related Links
Harvard Documentation
Batch Acquisitions Work (Page TBD)
Sets documentation and online training materials
Ex Libris Documentation
Closing, Reopening, and Relinking PO Lines.
Running Manual jobs on Defined Sets