[Wactclc-alma] PO line handling error message when withdrawing items

Wed Jul 29 14:05:14 PDT 2020

Kirsti…sorry spelled your name wrong.  It’s like 50 degrees in my office and I had to turn a heater on.  My hands were ice. ☹

Stephanie Levesen
Library and Archives Paraprofessional 3 – Technical Services Lead
Norwood Cole Library
Skagit Valley College
2405 E College Way
Mount Vernon, WA  98273

360-416-7659 (office)
360-416-7837 (circulation desk)

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu> On Behalf Of Stephanie Levesen
Sent: Wednesday, July 29, 2020 2:03 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu>
Subject: Re: [Wactclc-alma] PO line handling error message when withdrawing items

Oh man…
Sigh….what a mess I inherited I guess.

I have no idea how to answer some of these questions.  I know the person I replaced didn’t do invoices, or do them correctly and I don’t know what Mindy was doing or if she even knew either.

I’ll work with Elena and will go to the Thursday call tomorrow if I can.

Thanks for your help Kristi.  It’s very much appreciated.

Stephanei

Stephanie Levesen
Library and Archives Paraprofessional 3 – Technical Services Lead
Norwood Cole Library
Skagit Valley College
2405 E College Way
Mount Vernon, WA  98273

360-416-7659 (office)
360-416-7837 (circulation desk)

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of Thomas, Kirsti
Sent: Wednesday, July 29, 2020 1:04 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] PO line handling error message when withdrawing items

Oh man!  What a mess!

Do you know if it’s just this title where the invoice never got entered into Alma or have you folks not been entering invoice info into Alma at all ever?

If it’s just this title that’s a problem, then you need to get your hands on a copy of the invoice, enter the info from it in Alma, and mark the invoice paid in Alma.  If the invoice was from a past fiscal year, you’ll have to do some extra steps to temporarily turn the ledgers and funds from that fiscal year back on and then turn them off again.  Our acquisitions folks have had to do this and we should be able to help walk you through the process. This might also be something people could help with one of Wade’s Thursday calls.

If you’ve never entered your invoice info in Alma, then you’ve got a much bigger problem and you’re going to run into this error message whenever you withdraw anything with a One-Time POL. If’ you’ve never entered your invoices in Alma, then you basically have 2 choices, neither of them very good:

  *   Go back and enter all the missing invoices into Alma. This will be time-consuming and complicated.
  *   Delete One-Time POLs from previous fiscal years. This will remove all your financial data from past fiscal years in Alma Analytics.

Any library that’s creating POLs in Alma to track order information needs to also create invoices in Alma to track payment information.  If you aren’t doing both steps, then the whole system falls apart.

I’m so sorry you’re having to deal with this. ☹

Kirsti

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of Stephanie Levesen
Sent: Wednesday, July 29, 2020 11:43 AM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] PO line handling error message when withdrawing items

Thanks Kristi.

The order is a physical-one time order.  And it’s already been received.

The POL says it’s waiting for invoice.  But I don’t know what to do with invoice.  I’ve never done anything with an invoice in Alma.  Mindy took care of that (I think) and she’s retired now.  Elena’s on break and is around but not really.

So I’m not sure what to do with these.

Thanks,
Stephanie

Stephanie Levesen
Library and Archives Paraprofessional 3 – Technical Services Lead
Norwood Cole Library
Skagit Valley College
2405 E College Way
Mount Vernon, WA  98273

360-416-7659 (office)
360-416-7837 (circulation desk)

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of Thomas, Kirsti
Sent: Tuesday, July 28, 2020 6:57 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] PO line handling error message when withdrawing items

Stephanie,

Is the POL set up as Continuous or One Time?

If the POL is set up as One Time, did you ever formally “receive” the volumes you’re withdrawing? For anything that’s a physical order, Alma considers a One Time POL to be complete and closed once you go into the Receive New Materials queue and mark the item as received.  If you never did this step, then Alma thinks it needs to keep the POL open.

If the POL is set up as a Continuous Order, you definitely want to close it. Continuous POLs are really for subscription products like journals or databases. Handbooks like APA and MLA don’t count as subscriptions, even if you have a “standing order” or “Continuations” account with a vendor to send you new editions whenever they get published.

If you have some deal with a vendor to send you new editions whenever they’re published, I recommend creating a POL with the POL Type “Physical - Standing Order Monograph.” This will allow you to catalog each edition separately (i.e. have 1 POL for the overall title, but have separate bib records for each edition). I *think* this will also allow you to delete item and bib records for previous editions while the POL is still open. George or Paula might know more about how the POL Type works.

Does this help at all?

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 Stephanie Levesen
Sent: Thursday, July 23, 2020 3:07 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: [Wactclc-alma] PO line handling error message when withdrawing items

Hi,

So I’m trying to withdraw the last of our 6th edition APA manuals since we’re moving to the new edition in the Fall quarter.

When I try to withdraw it I get this error message:

[cid:image001.jpg at 01D665B1.478E1940]

So I have to do something with the PO Line/order/invoice before I can withdraw the material.

Being new in the technical services role here at SVC and not knowing all the ins and outs, I googled the error message and came up with this knowledge base article:

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%7C864424f06d9f4ecc84e808d833ef44f3%7C02d8ff38d7114e31a9156cb5cff788df%7C0%7C0%7C637316450039747541&sdata=3xb33sYZMkwVQiig86EgHblSHi5nN6%2Fle%2BQ3gLrlCos%3D&reserved=0>

But I’m not sure I want to close the order.  I don’t know if we’ve ever closed orders before.

What do I do with this error message?  There are two APA manuals on this order that need to be withdrawn and I can’t withdraw either of them.

Thanks for your help.

Stephanie

Stephanie Levesen
Library and Archives Paraprofessional 3 – Technical Services Lead
Norwood Cole Library
Skagit Valley College
2405 E College Way
Mount Vernon, WA  98273

360-416-7659 (office)
360-416-7837 (circulation desk)

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