[Wactclc-alma] Need help with invoice for e-books

[Guidry, Wade]

Just to clarify a bit more about the “access provider” vendor role.

The “access provider” role is designed to store information about a vendor’s access / mgmt. / statistics interface (for example, the EBSCOadmin management interface for Ebsco accounts).

The information stored in the vendor role is not technically bound to anything. It just provides a clean way to track technical information related to a vendor.

The reason why the “access provider” role isn’t directly bound to the “materials provider” role is because there are vendors who provide the technical information to content, but don’t directly provide the material.



Wade Guidry - wadeg at bigbend.edu<mailto:wadeg at bigbend.edu>
Library Consortium Services Manager
Washington Community & Technical Colleges Library Consortium (WACTCLC)
(509) 760-4474

From: Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu] On Behalf Of George Babcock
Sent: Wednesday, March 22, 2017 9:40 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu>
Subject: Re: [Wactclc-alma] Need help with invoice for e-books

Hi all,

At Edmonds, all our vendors only have role of "Material Supplier/ Subscription Agent."  We have found, like Kirsti accurately recalls, that without this role we cannot create purchase orders and invoices.

For some vendors, we have created two different vendor profiles.  For example, West.  Our West legal standing orders are viable for tax, while our Westlaw subscription is tax exempt.  I think that it is at the vendor level that the decision to apply VAT is made, not the account level.  But, I could be wrong.

So far, we have our ledgers balanced.  We might be thinking small, but for now it's working.

George

On Wed, Mar 22, 2017 at 8:39 PM, Thomas, Kirsti <Kirsti.Thomas at seattlecolleges.edu<mailto:Kirsti.Thomas at seattlecolleges.edu>> wrote:
I have a vague memory of John from Ex Libris (whose last name I forget) explaining during an Alma training that there's a distinction between a vendor record and a vendor account record, and recommending that libraries create 1 vendor record with multiple vendor account records attached to it, rather than creating multiple vendor records.  For example, you'd have 1 vendor record for EBSCO, which might have 1 vendor account for tracking EBSCO print serial subscriptions orders, another vendor account for tracking EBSCO subscription databases orders, and a third vendor account for tracking EBSCO e-resource licenses. I don't know if that makes sense.

Vendor records and vendor account records have a hierarchical relationship in Alma that's similar to the hierarchical relationship between bibliographic records and holdings records.

In any case,  I also have a vague memory of John telling us that only one particular vendor type (Material supplier/Subscription agent?) could be used if we wanted the vendor account record to be linked with POs and invoices.  I went back through the notes that I took at that training, but couldn't find anything to confirm this.  So I checked the Ex Libris documentation on vendor account records and it seems to support my memory:

https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/Alma_Online_Help_(English)/Acquisitions/090Acquisitions_Infrastructure/010Managing_Vendors

Here's are the explanations of the different vendor types that can be used for vendor account records:


  *   Material supplier/Subscription agent – Supplies the reading material or the subscription to the material.
  *   Access provider – Holds the access privileges to services which manage e-resources. Access is managed using interfaces, configured in the Interfaces section on the Vendor Details page (see step 7 below).
  *   Licensor – Holds the license of electronic resources. A licensor must be defined when defining a license on the Licenses and Amendments page (see Managing Licenses and Amendments<https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/Alma_Online_Help_%28English%29/Acquisitions/090Acquisitions_Infrastructure/050Managing_Licenses_and_Amendments>).
  *   Governmental – The vendor receives use tax (VAT) for an invoice payment from non-governmental vendors. Use tax represents a tax on the usage of library items, and is expended from the same funds as the actual invoice charges.

If a governmental vendor is associated with the institution, and the vendor is defined as liable for VAT (liable for use tax), and an invoice is set to report (use) tax, then, when the invoice is created, a separate invoice for use tax is automatically generated for the use tax.
A governmental vendor's invoices handle only use tax on invoices, ensuring that tax payments are handled separately from the regular invoice charges and go directly to the government.
A governmental vendor cannot be selected when configuring a vendor for the PO line or invoice; it is used only for handling use tax invoices.

Hope this helps!


It will be ok!

Kirsti S. Thomas
Library Technical Services Manager
Seattle Colleges
kirsti.thomas at seattlecolleges.edu<mailto:kirsti.thomas at seattlecolleges.edu>




From: Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>] On Behalf Of Guidry, Wade
Sent: Wednesday, March 22, 2017 15:00
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: {Spam?} Re: [Wactclc-alma] Need help with invoice for e-books

A vendor can be configured as both a “material supplier” and an “access provider”.

Large “integrated” vendors like Ebsco and ProQuest serve both roles. They provide both the material and the access service, so you can configure the vendor to be both things.

(A quick and dirty screenshot from a sandbox environment shown below)

For other vendors (I can’t think of a specific example), you might for example buy an ejournal subscription directly from a journal publisher (like a specialty scientific journal on insects or weather). But, the journal publisher themselves may not be large enough to run an online access service. So they contract out access management to some other vendor that runs the web site, controls access, maybe digitizes the content, etc. In that case, access provider and the materials provider might be two separate entities.


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Wade Guidry - wadeg at bigbend.edu<mailto:wadeg at bigbend.edu>
Library Consortium Services Manager
Washington Community & Technical Colleges Library Consortium (WACTCLC)
(509) 760-4474<tel:(509)%20760-4474>

From: Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu] On Behalf Of Ventura, Gerie
Sent: Wednesday, March 22, 2017 1:06 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Need help with invoice for e-books

Yes. We’re copying George’s practice at Edmonds of using “Material supplier” instead. Maybe it’s a work-around, but it works.  Gerie

From: Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu] On Behalf Of Paula Laine
Sent: Wednesday, March 22, 2017 1:02 PM
To: wactclc-alma (wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>) <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: [Wactclc-alma] Need help with invoice for e-books

I’m trying to do something new, and I would like to get it right. Last Fall, we ordered some specific  E-titles from Ebscohost.
I have not entered any of the PO lines / invoices into ALMA. The titles were activated months ago.

I would like to get the PO into ALMA so our librarians can see how much money we really have left (instead of “subtract $X.xx amount” from the balance in the report).

I found the first title and clicked “order” and entered information in the PO line fields. I had to create a new vendor record for Ebsco (We already have vendor records for Ebsco – print periodicals, and Ebsco –PDA. I added Ebsco-One Time as the vendor for these titles. It seems possible that we could have one entry as EBSCO and then 3 accounts under it, but for now I want to keep things simple.

The current problem is that I set Ebsco One-time up as an access provider. Is this correct? When I enter information in the PO line I can select an access provider, but ALMA wants me to enter a Material Supplier or it won’t complete the PO line. When I look at the dropdown list of material suppliers, Ebscohost does not show up, because it is an Access Provider.
Has someone completed this process yet?  Any cheat sheets or links to ALMA instructions? I have been poking around but found nothing yet to answer my questions.

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--
George Babcock
Library Acquisitions
Edmonds Community College
20000 68th Ave. W
Lynnwood, WA  98036
425-640-1855
george.babcock at email.edcc.edu<mailto:george.babcock at email.edcc.edu>
"What's so funny about peace, love, and understanding?" -- Nick Lowe
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