[Wactclc-alma] Question about PO lines for ERM

Thu Jan 23 12:01:42 PST 2020

P.S. The POL Types Other Service-One Time and Other Service-Subscription can be used with what Alma calls an “Electronic Collection” and/or “Database”

Kirsti

From: Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu] On Behalf Of Thomas, Kirsti
Sent: Thursday, January 23, 2020 11:48
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu>
Subject: Re: [Wactclc-alma] Question about PO lines for ERM

Everything I know about POLs in Alma, I learned from our amazing staff member, Chris Muzzin, or from Paula at Bellevue. ☺

To change the PO Line Type, the first thing you have to do is save the POLs you want to change in an Alma set. Even if you only have one POL, you still save it into a set.

If you want to end up with different POL Types, you need one set of POLs for each POL Type (i.e. put all the POLs that need to be “Electronic Title-One Time” in one set; put all the POLs that need to be “Electronic Title-Subscription” in one set, etc.)

Once you have your set, select Admin > Manage jobs and sets > Run a job

Select the job: Update PO Lines Information – Advanced

You may need to have one of the following roles to see that the job exists:

Acquisitions Administrator
Purchasing Manager
Purchasing Operator

Select the set you want to change.

Check the box to the left of PO Line Type and select an option from the dropdown

[cid:image003.png at 01D5D1E4.D848DC60]
Note: The PO Line Type has to match up with the type of inventory on the record you want the POL attached to!  If you want the POL on the record for a standalone electronic product, you need to pick one of the Electronic… POL types.

It’s also worth noting that you don’t have to use every single POL Type that Ex Libris makes available.  Based on recommendations that Carleton College presented at ELUNA, we only use the following POL types at Seattle Colleges:

Access Service - Subscription
Electronic Collection - Subscription
Electronic Collection - One Time
Electronic Title - Standing Order
Electronic Title - Subscription
Electronic Title - One Time
License Upgrade
Other Service - Subscription
Other Service - One Time
Physical - Subscription
Physical - One Time
Physical - Standing Order Monograph

YMMV

Kirsti

From: Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu] On Behalf Of Yasuda, Naoko
Sent: Wednesday, January 22, 2020 18:29
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Question about PO lines for ERM

Hi Kirsti,

I probably should have waited for Jack to respond first, but I had a POL that was not linked to any record (type: Other Services - Subscription, status: Waiting for Manual Renewal) and I couldn't link it to an electronic collection record by doing exactly what you suggested to Jack. When I pasted the POL, I got "no values found", so I had given up. Now, I tried changing the POL type like you suggested as the next step, and I was able to pick the POL in the POL field in the electronic collection record! Thank you, you are genius!!

Jack, thank you for posting this question.

Naoko
________________________________
From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> on behalf of Thomas, Kirsti <Kirsti.Thomas at seattlecolleges.edu<mailto:Kirsti.Thomas at seattlecolleges.edu>>
Sent: Wednesday, January 22, 2020 5:35 PM
To: 'WACTCLC Alma Discussion' <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Question about PO lines for ERM

CAUTION: This email originated from outside Highline College. Do not click links or open attachments unless you validate the sender and know the content is safe. If you are unsure, contact the Help Desk at x4357 (206-592-4357) or email helpdesk at highline.edu<mailto:helpdesk at highline.edu>.

Hmmm…

When I look at POLs with the status “Waiting for invoice” in both our Alma instance and the Alma sandbox, I have the “Change Bib Reference” option.  I have Purchasing Manager and Purchasing Operator roles in our Alma and the Alma sandbox.  Do you have either of those roles?

Alma Online Help says:

A PO line for an electronic item can be relinked only if it has an MMS ID.

https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/020Acquisitions/020Purchasing/045Closing%2C_Reopening%2C_and_Relinking_PO_Lines<https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fknowledge.exlibrisgroup.com%2FAlma%2FProduct_Documentation%2F010Alma_Online_Help_(English)%2F020Acquisitions%2F020Purchasing%2F045Closing%252C_Reopening%252C_and_Relinking_PO_Lines&data=02%7C01%7C%7C72761a387aa34bd2f97c08d7a03d49da%7C02d8ff38d7114e31a9156cb5cff788df%7C0%7C0%7C637154057413279480&sdata=ZA%2FYRMClXoIgGPYSReRJuqGWhik%2FsyctfQcyq3vIW6U%3D&reserved=0>

If you created the POL as an “Order without inventory” then there won’t be an MMSID.  MMSIDs are only for bib records and Alma doesn’t create a bib record when you tell it to create an “Order without inventory”

What you may be able to do instead is link the portfolio record (or electronic collection record) to the POL.
·        Copy the POL number
·        Do an Electronic portfolios (or Electronic collection) repository search for the resource you want to connect the POL to
·        Select Edit Portfolio (or Edit Collection)
·        For portfolios: Select the Acquisition tab

For electronic collections: Select the General tab > Acquisitions and License Information section
·        Paste the POL number into the PO Line field

I don’t know for sure if this will work because of the POL type being set as Other Service.  If it doesn’t work, you may have to change to POL type and then try.  You can’t change POL Types directly; you have to run a job to do that, but first let’s just see if you can paste the POL number into the portfolio/electronic collection records.

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 <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of Bryant, Jack C.
Sent: Wednesday, January 22, 2020 11:44
To: Guidry, Wade <WadeG at bigbend.edu<mailto:WadeG at bigbend.edu>>; 'WACTCLC Alma Discussion' <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Question about PO lines for ERM

Hi all, thanks again for the responses.

The status of the PO is "Waiting for invoice" and its Type is "Other Service - One Time", it's for a streaming film.

I tried to see if I needed some extra permissions, but it looks like I have all Acquisitions privileges enabled already.

[cid:image004.png at 01D5D1E4.D848DC60]

Jack C Bryant

Program Coordinator
Ray Howard Library

Shoreline Community College
www.library.shoreline.edu<https://nam04.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.library.shoreline.edu%2F&data=02%7C01%7C%7C72761a387aa34bd2f97c08d7a03d49da%7C02d8ff38d7114e31a9156cb5cff788df%7C0%7C0%7C637154057413289473&sdata=zRxTdNXTjGbRIWofDWMKfmk2oP4Tcb9wcAhot8K4%2Fn8%3D&reserved=0>  |  206.546.4663

________________________________

From: Guidry, Wade <WadeG at bigbend.edu<mailto:WadeG at bigbend.edu>>
Sent: Tuesday, January 21, 2020 4:53 PM
To: Bryant, Jack C. <jcbryant at shoreline.edu<mailto:jcbryant at shoreline.edu>>; 'WACTCLC Alma Discussion' <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: RE: Question about PO lines for ERM

Jack,

What is the current status of the POL.

For some POL types, you need to select ‘REOPEN’, to reopen the POL, and then you can relink it (under ‘Edit / Relink’).

If the POL isn’t closed, then just got to ‘Edit / Relink’. Or, if the POL is close a one-time POL, then you don’t need to reopen it. Just go to Edit / Relink.

And do post back if that doesn’t work for you ☺

Wade Guidry

WACTCLC

Library Consortium Services Manager

wadeg at bigbend.edu<mailto:wadeg at bigbend.edu>

http://www.wactclc.org<https://nam04.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.wactclc.org%2F&data=02%7C01%7C%7C72761a387aa34bd2f97c08d7a03d49da%7C02d8ff38d7114e31a9156cb5cff788df%7C0%7C0%7C637154057413299469&sdata=B8i5r9ncBCrSQ%2B4zeebmsFZLGXpf3bH81EhcsFjKPqA%3D&reserved=0>

509.760.4474

Pronouns: he/him/his

From: Bryant, Jack C. [mailto:jcbryant at shoreline.edu]
Sent: Tuesday, January 21, 2020 3:43 PM
To: Guidry, Wade <WadeG at bigbend.edu<mailto:WadeG at bigbend.edu>>; 'WACTCLC Alma Discussion' <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: Question about PO lines for ERM

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Hi all,

Sorry to ask again, but I tried to link one of our unattached PO lines to a record. The only options I have are "Close" and "Edit", but no "Change Bib Reference" or anything similar.

Is there something I'm missing about linking a PO that was never attached to a record or am I not able to because of the way it was created?

Thank you so much for the help,

Jack C Bryant
Program Coordinator
Ray Howard Library

Shoreline Community College
www.library.shoreline.edu<https://nam04.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.library.shoreline.edu%2F&data=02%7C01%7C%7C72761a387aa34bd2f97c08d7a03d49da%7C02d8ff38d7114e31a9156cb5cff788df%7C0%7C0%7C637154057413309462&sdata=cnYD%2ByCzFeWQvEPU0buTviXg4Ax8fR7gmoXSIZdCjrY%3D&reserved=0>  |  206.546.4663

________________________________

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> on behalf of Guidry, Wade <WadeG at bigbend.edu<mailto:WadeG at bigbend.edu>>
Sent: Tuesday, January 14, 2020 6:28 PM
To: 'WACTCLC Alma Discussion' <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Question about PO lines for ERM

Jack,

To add to what Kirsti says, you can relink (or in your case, link) existing POLs to records in Alma in lots of cases.

Those cases are outlined here:

https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/020Acquisitions/020Purchasing/045Closing%2C_Reopening%2C_and_Relinking_PO_Lines#Relinking_PO_Lines<https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fknowledge.exlibrisgroup.com%2FAlma%2FProduct_Documentation%2F010Alma_Online_Help_(English)%2F020Acquisitions%2F020Purchasing%2F045Closing%252C_Reopening%252C_and_Relinking_PO_Lines%23Relinking_PO_Lines&data=02%7C01%7C%7C72761a387aa34bd2f97c08d7a03d49da%7C02d8ff38d7114e31a9156cb5cff788df%7C0%7C0%7C637154057413309462&sdata=moR6V2AqNfetwBFEx67sQlCGe9cDQv7xp7yk5XXntLw%3D&reserved=0>

So, if you’d like to go back and edit your existing POLs, be aware of this.

Also, the typical acquisitions workflow in Alma is to order something from a record you find in Alma, either in the Instituitonal Zone or Community Zone.

So, you search Alma, find the record, and then select ‘order’ from that record. If the record doesn’t already exist in Alma, you create or import the record, and then order from that record.

Using that workflow, your POL will be associated with a record from the outset.

Feel free to post any follow up questions, based on Kirsti’s and my responses.

Wade Guidry

WACTCLC

Library Consortium Services Manager

wadeg at bigbend.edu<mailto:wadeg at bigbend.edu>

http://www.wactclc.org<https://nam04.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.wactclc.org%2F&data=02%7C01%7C%7C72761a387aa34bd2f97c08d7a03d49da%7C02d8ff38d7114e31a9156cb5cff788df%7C0%7C0%7C637154057413319456&sdata=m6GbNowEloo9bXVl8GCa5Rle0vphjdUNK%2B2Yy%2BQFt%2BU%3D&reserved=0>

509.760.4474

Pronouns: he/him/his

From: Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu] On Behalf Of Thomas, Kirsti
Sent: Tuesday, January 14, 2020 2:57 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Question about PO lines for ERM

ATTENTION: This email contains links. Please follow best practices before clicking on links

The big thing with e-resources is that if you don't have POLs attached to an electronic collection and/or electronic title, you may not be able to generate any Cost Per Use stats in conjunction with COUNTER reports in Alma Analytics.

In general, it's a good idea to have POLs linked directly to something, rather than having them floating around free without any links to the records that let you manage the resources.

I'm a huge fan of Alma's "Technical" Purchase order type.  In situations where you have a package that pays for lots of things together, this allows you to point all the constituent parts at the payment and invoice records in Alma without having to create elaborate schemes for manually divvying up the overall cost among the parts.

For example, we buy into the Proquest package deal brokered by the State Library.  The POL with the price and fund information is set up as an "Order without inventory."  For each electronic collection in Alma that's part of the package (e.g. Research Library, ABI/Inform, etc.), we create a Technical POL that points to the "Order without inventory" POL.

Having POLs linked to electronic collections means that if I'm looking at the list of Electronic Collections in Alma, and want to check on the order and invoice info, I can easily click through to the POL and see things like the subscription renewal date, etc.  That's a time saver over having to do a new repository search to find an unlinked POL.

[cid:image005.jpg at 01D5D1E4.D848DC60]

With our Films On Demand subscription, we pay for the Films On Demand Master Academic Video Package, and Infobase throws in the Films on Demand Archival Films & Newsreels Video Collection for free.  Both product names appear on our invoice. When we get MARC records from the vendor, however, they don't separate the record by package-- they just give us all the MARC records.  The way we deal with this is to have 3 electronic collections in Alma, which are all linked together through the POLs.  We use the "Database" type CZ electronic collections for Films On Demand Master Academic Video Package and Films on Demand Archival Films & Newsreels Video Collection.

Films On Demand Master Academic Video Package is what we pay for, so that has the "Purchase at Vendor" POL with the total price for the package, fund, and subscription renewal dates.  Films on Demand Archival Films & Newsreels Video Collection has a Technical POL that lists the POL number for the Films On Demand Master Academic Video Package.  The 3rd electronic collection is a local electronic collection that has all the bib records that we import from the vendor.  It also has a Technical POL that lists the POL number for the Films On Demand Master Academic Video Package.

I don't know if this makes sense (I haven't had lunch yet) ;)

In a nutshell-- if you're going to record your order and invoice info in Alma, it makes sense to attach your POLs to your e-resource records and vice versa.

It will be ok!

Kirsti S. Thomas

Library Technical Service Manager

Seattle Colleges

kirsti.thomas at seattlecolleges.edu<mailto:kirsti.thomas at seattlecolleges.edu>

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of Bryant, Jack C.
Sent: Monday, January 13, 2020 13:58
To: 'WACTCLC Alma Discussion' <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: [Wactclc-alma] Question about PO lines for ERM

Hi all,

SJ and I were trying to figure out which way is most advantageous for creating PO's for streaming film/electronic databases.

Looking at past records in Alma, we mostly have floating access PO lines that are not linked to anything except an invoice.

For our streaming films in Alma, we have Marc records, but they are not linked to a PO. As for databases in Alma, we only have PO lines/invoices.

Is there a reason to do this differently, or is this a matter of preference?

Our main concern is if we potentially lose data in analytics by doing it this way.

Thanks for the help,

Jack C Bryant
Program Coordinator
Ray Howard Library

Shoreline Community College
www.library.shoreline.edu<https://nam04.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.library.shoreline.edu%2F&data=02%7C01%7C%7C72761a387aa34bd2f97c08d7a03d49da%7C02d8ff38d7114e31a9156cb5cff788df%7C0%7C0%7C637154057413329454&sdata=OA8HV77%2FRmca9kz6hF6S8pgBzLSg0AQX5mw9AXxEq2k%3D&reserved=0>  |  206.546.4663

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