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Go to Resources > Cataloging > Search Resources
In Search Cataloging Profile: Library of Congress, search for a book of your choice
Click Import to import the record into Alma
Click the Shopping Cart icon (Create POLine & Exit Ctrl+Alt+O)
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On the PO Line Owner and Type screen:
PO line type: choose “Print Book – One time”. Note that once this purchase type is selected and the PO line is created, it can't be changed as it affects the options downstream.
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PO line owner: choose Main Library. This determines which receiving department will receive the item
Load from template: leave blank
Assign inventory manually: leave blank
Click Create PO line
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On the
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Purchase Order Line Details screen:
Acquisition method: choose Purchase at Vendor System. This means “I already ordered this at the vendor’s site and am just creating a copy of the order in Alma”.
Note:
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Purchase = “Send the order to the vendor (via EDI or email)”.
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Once an order is submitted, acquisition method of the order line can't be changed.
Enter required information: Material supplier, list price, quantity for pricing, Add Fund information.
Reporting codes: If you don't choose one, you'll get a warning. It can be ignored for now.
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Choose “Order Now” to immediately create the PO. Note the POL number.
Note: After go live, you can choose “Save and Continue” to have the POL packaged in a nightly job (jobs are disabled in the sandbox so don't choose this option).
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Search for the PO line in the persistent search box. The PO and PO line status should be set to "Sent".
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In Exercise 1 step 2 if you choose Main Library as PO line owner, select your location as Main Library - Main Library Technical Services
Go to Acquisition > Receiving and Invoicing > Receive
On the Receive New Material screen: Check “Keep in Department” if additional processing (barcoding, cataloging) is needed
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4. Click the checkbox next to the item and click Receive
5. If “Keep in Department” is checked, go to Acquisition > Post-Receiving Processing > Receiving Department Items. Perform the physical work that needs to be done, changing the status in Alma, as needed. Right click on the item to Edit Inventory Item to add a barcode, copy number, item policy, etc.
6. Click the checkbox next to the item and click Done
Note:
If the Acquisitions Department is managed by the Circulation Desk, the item will have a status of “Item In Place”.
If the Acquisitions Department is NOT managed by the Circulation Desk, scan the item in at the Circulation Desk to remove the “In Transit” status.
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Go to Acquisitions > Receiving and Invoicing > Create Invoice
On the Select Invoice Creation Process screen
Select From PO
Leave Handle Receiving box unchecked. (Note: Check this option if have not done the steps in exercise 2 and you want to process receiving the material directly after the invoice is created.)
Click Next
On the Select PO screen: Enter the PO number of order created in exercise 1 above
On the Invoice Details screen:
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Information from the PO is populated in the invoice
Summary tab > Payment method: choose Credit card. This is just for recording the payment method used. Note: Accounting department - Use if Alma is connected to an ERP. When this payment method is selected, the Prepaid check box in the Payment section is disabled and cannot be selected.
Click Save and Continue
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Search for the invoice in the persistent search box. If the invoice's status is "Waiting for payment"
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To close the invoice, right click on the invoice, click Go to task list
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Right click on the invoice and click Edit
In the Invoice Details screen, change Payment status from Not Paid to Paid, add Payment identifier. Click Save and Continue.
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The status of the invoice should be set to "Closed" now. It's possible to configure your production environment so that invoices are closed immediately after they are created
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Note on statuses:
Invoice sent to Review status if: (1) Review rules are configured or (2) Save is used instead of Save and Continue or (3) Data issues or alerts are discovered during processing
Invoice sent to In Approval status if Approval rules are configured
Invoice is set to “Ready to be Paid” if the invoice is ready to be sent to the ERP System
Invoice is set to “Waiting for Payment” if
(1) the invoice was successfully sent to the ERP OR
(2) if the invoice needs to be manually paid by an operator in Alma
(invoice_skip_erp = true & handle_invoice_payment = true)
Invoice is set to “Closed” if:
(1) the ERP has marked an invoice as paid or
(2) An operator has manually marked the invoice as “Paid” or
(3) Prepaid/Internal Copy option was checked or
(4) the institution does not require approved invoices to be exported to the ERP
or be manually approved (handle_invoice_payment = false)
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Click Create PO line
3. On Purchase Order Line Details screen:
Summary tab:
License: Attach a license if it's relevant
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Go to Acquisitions > Receiving and Invoicing > Create Invoice
On the Select Invoice Creation Process screen
Select Manually
Leave Handle Receiving box unchecked.
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5. Click Next
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On the
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Invoice Details screen:
6. Enter required information: Invoice number (for example: 123456), Vendor, Total amount, Invoice date, Owner that match with the information entered for the order created above.
Payment method: choose Credit card. This is just for recording the payment method used. Note: Accounting department - Use if Alma is connected to an ERP. When this payment method is selected, the Prepaid check box in the Payment section is disabled and cannot be selected.
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7. Click Save and Create Invoice Lines
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In the
Invoice in the Invoice Details screen
8. Go to Invoice Lines tab, click Add invoice line
9. The
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Add Invoice Line pop up screen appears.
10. PO line: click Select From List icon to search for the PO line created above and choose it when it appears.
11. The invoice line will be populated with price, quantity and fund information from the PO line.
12. Click Add and Close
13. Back to the
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Invoice Details screen
14. Delete the Invoice lines for Shipment, Discount, Overhead, Insurance that are created automatically. These can be disabled on your production environment should you choose to.
15. Click Save and Continue
16. Search for the invoice in the persistent search box. If the invoice's status is "
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Waiting for payment"
17. To close the invoice, right click on the invoice, click Go to task list
Right click on the invoice and click Edit
In the Invoice Details screen, change Payment status from Not Paid to Paid, add Payment identifier. Click Save and Continue.
The status of the invoice should be set to "Closed" now. It's possible to configure your production environment so that invoices are closed immediately after they are created.