[Wactclc-alma] Alma acquisitions lifehack...
Guidry, Wade
WadeG at bigbend.edu
Fri Aug 2 09:55:56 PDT 2019
A thread appeared on Alma-L about a week ago. I thought the question and answer were worth sharing, and just remembered to do so this morning.
Original question is from a former colleague of mine at Puget Sound, which is why I followed and tried to answer it initially☺
(Full thread below)
Anyway, question from Carmel was about how to create a POL with a $0 amount. She wants these items on a POL so that she can track them through time.
I thought the best and correct answer (from CSU) was worth sharing, and just remembered this thread.
We know from implementation that you can’t have a $0 amount for an order.
But, as CSU suggests, you can create the POL with a greater than $0 cost, and then an invoice for that amount, with an accompanying credit on the invoice for that same amount, resulting in no ledger impact.
I thought that was pretty clever, and a better solution than the suggestion I dug up from the knowledge center. That suggestion is to create a “monopoly money” ledger and fund, and order otherwise $0 cost items with some positive dollar value, doesn’t really matter how much. Then, on the invoice you use that monopoly money account. Since it’s a different ledger, it won’t have any impact on your real funds. So, you basically run two sets of books, but for reasons other than avoiding taxes ☺
The monopoly money idea is pretty good too, but the CSU answer is more elegant.
Wade Guidry
WACTCLC
Library Consortium Services Manager
wadeg at bigbend.edu<mailto:wadeg at bigbend.edu>
http://www.wactclc.org<http://www.wactclc.org/>
509.760.4474
From: Alma [mailto:alma-bounces at exlibrisusers.org] On Behalf Of Lyon, Meredith K via Alma
Sent: Friday, July 19, 2019 11:36 AM
To: Ex Libris user community discussion list for Alma <alma at exlibrisusers.org>
Cc: Lyon, Meredith K <meredith.lyon at csun.edu>
Subject: Re: [ALMA-L] Acquisitions: Invoice with $0.00 total
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Suggestion from our Continuations Expert – enter price of, say, $5. Then process invoice with discount of $5. Alma should automatically make it $0.
Meredith Lyon
Ordering/Receiving Supervisor
Oviatt Library/8328
California State University Northridge
18111 Nordhoff St.
Northridge, CA 91330-8328
(818)677-2261
From: Alma <alma-bounces at exlibrisusers.org<mailto:alma-bounces at exlibrisusers.org>> On Behalf Of Guidry, Wade via Alma
Sent: Friday, July 19, 2019 11:16 AM
To: Ex Libris user community discussion list for Alma <alma at exlibrisusers.org<mailto:alma at exlibrisusers.org>>
Cc: Guidry, Wade <WadeG at bigbend.edu<mailto:WadeG at bigbend.edu>>
Subject: Re: [ALMA-L] Acquisitions: Invoice with $0.00 total
Another option might be to use imaginary prices on those items, and charge them to a fund on a placeholder ledger:
https://knowledge.exlibrisgroup.com/Alma/Knowledge_Articles/How_to_associate_PO_Lines_for_donated_or_free_items_with_a_fund<https://urldefense.proofpoint.com/v2/url?u=https-3A__knowledge.exlibrisgroup.com_Alma_Knowledge-5FArticles_How-5Fto-5Fassociate-5FPO-5FLines-5Ffor-5Fdonated-5For-5Ffree-5Fitems-5Fwith-5Fa-5Ffund&d=DwMGaQ&c=Oo8bPJf7k7r_cPTz1JF7vEiFxvFRfQtp-j14fFwh71U&r=oHYRUEtwQDmA2XdY1gQccXFxcr5uztqLL2uSc3QHRXI&m=8-JTUi8ksGNCwdxAe9gw8VrvDIfp9fR3AkLB95631Yo&s=0G73378_Ou5J4wD7xmvyawgKSO2O1hQHFhK7FB-pwEg&e=>
That way, you could create invoices that you could isolate from your real fund reporting…
From: Alma <alma-bounces at exlibrisusers.org<mailto:alma-bounces at exlibrisusers.org>> On Behalf Of Guidry, Wade via Alma
Sent: Friday, July 19, 2019 10:31 AM
To: Ex Libris user community discussion list for Alma <alma at exlibrisusers.org<mailto:alma at exlibrisusers.org>>
Cc: Guidry, Wade <WadeG at bigbend.edu<mailto:WadeG at bigbend.edu>>
Subject: Re: [ALMA-L] Acquisitions: Invoice with $0.00 total
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Carmel,
Any way to put them on a positive $ value invoice from the same vendor?
Receive dates may not line up perfectly, but maybe you could note that on the invoice.
From: Alma <alma-bounces at exlibrisusers.org<mailto:alma-bounces at exlibrisusers.org>> On Behalf Of Carmel D Thompson via Alma
Sent: Friday, July 19, 2019 10:11 AM
To: McDonald, Stephen <Steve.McDonald at tufts.edu<mailto:Steve.McDonald at tufts.edu>>; Ex Libris user community discussion list for Alma <alma at exlibrisusers.org<mailto:alma at exlibrisusers.org>>
Cc: Carmel D Thompson <cathompson at pugetsound.edu<mailto:cathompson at pugetsound.edu>>
Subject: Re: [ALMA-L] Acquisitions: Invoice with $0.00 total
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Hi Steve,
Yes, we use the Acquisition Method = Technical for the free comes with items.
But, in this instance we wish to record the details of the invoice, so we have a receipt of what was included in a particular shipment. In a recent shipment we received 4 volumes that will be cataloged separately. Once the materials are cataloged we will have no easy way of determining what we received on this shipment without doing some serious backtracking. If we could look at the Invoice Tab in the POL, we could see at a glance what we received. But, since Alma doesn’t allow a $0.00 invoice this cannot be done.
Carmel
From: McDonald, Stephen <Steve.McDonald at tufts.edu<mailto:Steve.McDonald at tufts.edu>>
Sent: Friday, July 19, 2019 9:44 AM
To: Ex Libris user community discussion list for Alma <alma at exlibrisusers.org<mailto:alma at exlibrisusers.org>>
Cc: Carmel D Thompson <cathompson at pugetsound.edu<mailto:cathompson at pugetsound.edu>>
Subject: RE: [ALMA-L] Acquisitions: Invoice with $0.00 total
With Acquisition Method = Technical, pricing and fund information are not mandatory. You can use it when you get an item for free; for instance, if it comes free with the purchase of another item.
Steve McDonald
Steve.mcdonald at tufts.edu<mailto:Steve.mcdonald at tufts.edu>
From: Alma <alma-bounces at exlibrisusers.org<mailto:alma-bounces at exlibrisusers.org>> On Behalf Of Carmel D Thompson via Alma
Sent: Friday, July 19, 2019 12:31 PM
To: Ex Libris user community discussion list for Alma <alma at exlibrisusers.org<mailto:alma at exlibrisusers.org>>
Cc: Carmel D Thompson <cathompson at pugetsound.edu<mailto:cathompson at pugetsound.edu>>
Subject: Re: [ALMA-L] Acquisitions: Invoice with $0.00 total
Hi Jane,
I’m would like to record the invoice so that when we look at the tab for Invoice Lines we can see what came in and when. As far as I can tell, the POL type doesn’t matter. Alma will not allow an invoice to be created for a zero value.
Carmel
From: Alma <alma-bounces at exlibrisusers.org<mailto:alma-bounces at exlibrisusers.org>> On Behalf Of Jane Roberts via Alma
Sent: Friday, July 19, 2019 8:52 AM
To: Ex Libris user community discussion list for Alma <alma at exlibrisusers.org<mailto:alma at exlibrisusers.org>>
Cc: Jane Roberts <jcroberts at mtroyal.ca<mailto:jcroberts at mtroyal.ca>>
Subject: Re: [ALMA-L] Acquisitions: Invoice with $0.00 total
Hi Carmel,
I have a few journals that I receive for free, and I have them set as Technical orders, with $0 for the price. There is no funding attached. Will this work for you?
[Free journal screenshot.png]
Cheers, Jane
On Fri, Jul 19, 2019 at 9:42 AM Carmel D Thompson via Alma <alma at exlibrisusers.org<mailto:alma at exlibrisusers.org>> wrote:
Hello,
Our library occasionally receives an invoice with a total of $0.00 that we would like to record in the POL. However, Alma will not allow an invoice to be created with a $0.00 amount. Our old system did allow this.
We now have a standing order that we will receive regularly where the amount of the invoice is $0.00. I tried receiving it on a standard print standing order POL and also a gift POL , but neither work for this purpose. We would like to record receipt of these volumes using the accompanying invoice. It seems like the easiest way to track what we are expecting and what we receive.
Is there a way to do this in Alma? Or, does anyone have a work around they’ve created for these $0.00 total invoices?
Thank you,
Carmel Thompson
Acquisitions & Electronic Resources Manager
UNIVERSITY OF PUGET SOUND
Collins Memorial Library
1500 N. Warner St. #1021
Tacoma, WA 98416-1021
T: 253.879.3240
cathompson at pugetsound.edu<mailto:cathompson at pugetsound.edu>
pugetsound.edu/library<https://urldefense.proofpoint.com/v2/url?u=http-3A__pugetsound.edu_library&d=DwMGaQ&c=Oo8bPJf7k7r_cPTz1JF7vEiFxvFRfQtp-j14fFwh71U&r=oHYRUEtwQDmA2XdY1gQccXFxcr5uztqLL2uSc3QHRXI&m=8-JTUi8ksGNCwdxAe9gw8VrvDIfp9fR3AkLB95631Yo&s=S2biQYmLCQbJmxuiRNcoWnVnDLd2U0KgZLYilWC0vGw&e=>
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(e) jcroberts at mtroyal.ca<mailto:jcroberts at mtroyal.ca>
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