[Wactclc-alma] Alma acquisitions + ctcLink, what are your new workflows?

Mon Mar 29 14:14:38 PDT 2021

Naoko,

I’m really interested in the Quick Invoice Vouchers you discovered and I plan to talk about it with our acquisitions folks at our weekly meeting tomorrow.  Thanks for finding that!

With P-Card purchases, we don’t have to send any invoices to Accounts Payable.  With the P-Cards, a specific budget line (plus state Subobject Code) is assigned to each credit card.  USBank transmits the transaction data to ctcLink every day.  All we have to do once the transactions are imported into ctcLink is verify that the charge amount is correct and attach a PDF copy of the receipt/ invoice to each P-Card transaction.  This is really similar to how the way you can upload a PDF in Alma to attach to a POL or invoice.

When you reconcile the P-Card transaction in ctcLink, you can also change the budget and subobject codes if they need to be different.  Our purchasing folks told us that if we’re changing a lot of budget lines for large numbers of transactions, they’re happy to assign another credit card for the other budget line we’re using a lot.

And because P-Card balances get paid automatically every month, we don’t have to send an invoice to Accounts Payable.  We just have to give the Finance staff documentation so they can verify that we’re using the PCard to pay for valid expenses and not to buy ourselves designer handbags and gaming devices. 😉

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> On Behalf Of Guidry, Wade
Sent: Friday, March 26, 2021 16:19
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu>
Subject: [Wactclc-alma] FW: Alma acquisitions + ctcLink, what are your new workflows?

I’m sharing this thread on Alma-L to make sure others interested in this topic can see it.

Wade Guidry
Library Consortium Services Manager, WACTCLC
wadeg at bigbend.edu<mailto:wadeg at bigbend.edu>
(509) 760-4474
http://www.wactclc.org<https://nam04.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.wactclc.org%2F&data=04%7C01%7C%7C9d86402ea7ef44aaeac308d8f0ad9d1c%7C02d8ff38d7114e31a9156cb5cff788df%7C0%7C0%7C637523975751057741%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=CobjD25US9jiGf3Z1gJi8WHh7gPtDvC81M1JZ5R7EBY%3D&reserved=0>

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From: Yasuda, Naoko <nyasuda at highline.edu<mailto:nyasuda at highline.edu>>
Sent: Thursday, March 25, 2021 5:02 PM
To: Thomas, Kirsti <Kirsti.Thomas at seattlecolleges.edu<mailto:Kirsti.Thomas at seattlecolleges.edu>>; Guidry, Wade <WadeG at bigbend.edu<mailto:WadeG at bigbend.edu>>; Daniel Moore <daniel.moore at email.edcc.edu<mailto:daniel.moore at email.edcc.edu>>
Cc: Tria Skirko <TSkirko at wvc.edu<mailto:TSkirko at wvc.edu>>; Ryer Banta <ryer.banta at centralia.edu<mailto:ryer.banta at centralia.edu>>
Subject: Re: Alma acquisitions + ctcLink, what are your new workflows?

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Hi Kirsti,

This is hugely helpful! Thank you so much for sharing.

I'm still waiting for our Purchasing manager to get back to me, but I read a little more about vouchers on ctcLink Reference Center<https://nam04.safelinks.protection.outlook.com/?url=http%3A%2F%2Fctclinkreferencecenter.ctclink.us%2Fm%2F72571&data=04%7C01%7C%7C9d86402ea7ef44aaeac308d8f0ad9d1c%7C02d8ff38d7114e31a9156cb5cff788df%7C0%7C0%7C637523975751067738%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=ZogCDzLjK%2FrCy420F5ua0BQRW%2BHMY%2BW%2FCRr3ZyW7e1U%3D&reserved=0>. What our Purchasing manager is suggesting for us to be able to do is skip creating requisitions and purchase orders (like your head of Purchasing told you not to worry about them) and enter vouchers ourselves. According to the documentation, this step is performed by AP/Finance staff. I think part of the process is similar to what we do when creating an invoice in Alma, but the rest of it is accounting stuff like entering bank account info. I'm not sure if we'd be given the permission even though our Purchasing manager wants us to do this. It looks like there is an option called Quick Invoice Voucher<https://nam04.safelinks.protection.outlook.com/?url=http%3A%2F%2Fctclinkreferencecenter.ctclink.us%2Fm%2F72571%2Fl%2F1084495-9-2-enter-a-quick-invoice-voucher&data=04%7C01%7C%7C9d86402ea7ef44aaeac308d8f0ad9d1c%7C02d8ff38d7114e31a9156cb5cff788df%7C0%7C0%7C637523975751077727%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=mqiisZOU9fuNDL6GKPkldWNdtn2WMg71y%2BbTfPBYZ0E%3D&reserved=0> that "will likely be used by non-financial staff and faculty", so maybe that's what our Purchasing manager wants us to do. Going with p-card purchases as your head of Purchasing is suggesting makes a lot of sense. I wish our Purchasing dept is ready to help us with p-card purchases. In your p-card workflow, would your acquisitions staff be sending invoices to AP dept outside of ctcLink?

I will definitely share when I hear back from our Purchasing manager.

Our daily load hasn't been set up yet either, most likely because our IT person assigned to help us is busy (isn't that right, Wade?). They may not realize that if we don't get the student records for spring into Alma, IT staff who manages equipment loans would have to create records of new students manually to check out their equipment. I didn't think of this until you pointed out.

I am so grateful we can share our experience and learn from one another.

Thank you,
Naoko
________________________________
From: Thomas, Kirsti <Kirsti.Thomas at seattlecolleges.edu<mailto:Kirsti.Thomas at seattlecolleges.edu>>
Sent: Thursday, March 25, 2021 2:24 PM
To: Guidry, Wade <WadeG at bigbend.edu<mailto:WadeG at bigbend.edu>>; Daniel Moore <daniel.moore at email.edcc.edu<mailto:daniel.moore at email.edcc.edu>>
Cc: Yasuda, Naoko <nyasuda at highline.edu<mailto:nyasuda at highline.edu>>; Tria Skirko <TSkirko at wvc.edu<mailto:TSkirko at wvc.edu>>; Ryer Banta <ryer.banta at centralia.edu<mailto:ryer.banta at centralia.edu>>
Subject: RE: Alma acquisitions + ctcLink, what are your new workflows?

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>.

Things have been bumpy here, but it sounds like they haven't been as bumpy as at your schools.

The big pain point is purchasing and invoicing.  I'm feeling kind of grumpy right now with colleagues who, after living through the Alma-Primo migration, decided to wait until now to do all of their annual ordering.

We invited the head of Purchasing to a library acquisitions meeting a few weeks ago to go over very specific questions we had.  We learned that our Finance department has things set up with US Bank to automatically import state P-Card transactions into our ctcLink environment. Because of this, our head of Purchasing told us to use our P-Cards to pay for anything we possibly could.  So for all transactions under $2500, we're trying to pay with credit card.  The head of Purchasing recommended raising the monthly spending limits on our P-Cards to help with this.  The libraries are requesting a $20,000 monthly cap (for when people place all their orders in a single month).  The head of Purchasing said he'd raise the monthly cap again if we needed it.

If we buy with P-Cards, then Purchasing doesn't have to worry about having Supplier records in ctcLink, which means not having to collect W-9 and 1099 (?) tax forms from vendors.  That's a big plus for everyone involved.

Our head of Purchasing also told us that if a vendor offers Paypal as a payment option, that's preferable to submitting a purchase requisition or purchase order.  So we're in the process of trying to contact our business offices to find out what the rules are for setting up Paypal accounts for the libraries.

We expect to create "blanket orders" for vendors we buy from a lot (e.g. Elliot Bay Books Company, Amazon, YBP, EBSCO, Proquest).  I know Central is chomping at the bit to order, so I think we'll have a meeting with Purchasing within the next 2-3 weeks to walk through the steps of doing that.  I'll share what we learn.

Submitting invoices for payment and confirming payment is a huge piece of the puzzle that there's been no training for.  When we had our meeting with the head of Purchasing, we specifically asked about how to handle invoices we'd received. He told us to not worry about trying to create purchase requisitions or purchase orders and to send our invoices directly to 1 specific person in our Accounts Payable department who'd been put in charge of that.

No one at the institution ever made an announcement about that-- at least, not that I saw. (We've had problems with people who need information not being on the right mailing distribution lists and it's taking a while to find out who isn't on the lists they're supposed to be on.  Luckily, the library admin assistant at North has been really active in communicating with admin assistants in other departments and sharing what she finds out from them.) Our head of purchasing just happened to know who we needed to send our invoices to because he works so closely with Accounts Payable.

That said, our Finance Pillar lead had a call today and I found out the following really helpful things:

1) To confirm whether an invoice has been paid:

In ctcLink Finance Pillar NavBar > Navigation > Accounts Payable > Vouchers > Add/Update > Regular entry

(Note: if you don't have this menu option, you have to request it through whatever request process your institution has)

This takes you to the voucher search screen.

If you see 2 tabs on this screen, select the "Find an existing value" tab.

I only have the "Find an existing value" on this screen (as expected because I only need to view, not create or edit)

Our Finance Pillar lead got to the voucher search screen via a slightly different route.  She also got to a Payments search screen that I don't seem to have access to so I don't remember the path she used to get to it.  We both thought the voucher screen had more helpful and more complete information than the payment screen.

Search for your invoice (Our Finance Pillar lead says all vouchers created in ctcLink have Voucher source = online)

View voucher

Select Payments tab

Schedule Payment section - look for Payment date and Reference

               if these fields are blank the invoice hasn't been paid

               if these fields have data the invoice has been paid

2) To view budget expenses (our institutional budget allocations haven't been loaded into ctcLink yet):

Navigator > Commitment Control > Review Budget Activities > Budget Details

Select the CC_ORG ledger group then click Search

Enter your Operating Unit, Fund, Department, etc then click Search  (Leave blank if you want all values)

Click the View Details link to view any expenses, encumbrances or pre-encumbrances for the ChartString selected .

               (Note: I have the Commitment Control menu option, but I didn't have any of the necessary budget options below that.  I had to ask my supervisor to request those permissions for me from our Finance Pillar lead)

I highly recommend asking for a meeting between library acquisitions personnel and your Accounts Payable Manager.  Ask for a meeting with your Purchasing Manager and ask how they want to you handle library ordering.  Have specific examples of things that need to be ordered and invoices that need to be paid.

The other area of concern that I'm not losing sleep or my temper over yet, but I may be about to, is getting a daily ctcLink export job running for our Alma load.  Right now the only way we can get patron records into Alma for new employees or students enrolled in Spring Quarter is to enter them by hand one at a time.  We have approx. 24,000 students.

I just found out yesterday that the IT team assigned to the Alma load is also assigned to some other huge project (involving acronyms I've never heard before), so that probably explains why they're not responding to any of my emails asking when they expect the daily loads to start.

I'm slightly worried about students not being able to request library materials for pick-up.  I'm much more concerned about the hundreds of student who'll need to  borrow Chromebooks, hotspots, webcams, and headsets from the libraries at the start of the quarter (April 5).  We're already getting requests from newly-enrolled students who need to pick up their equipment before Spring Quarter starts.  Right now it's a small enough number that we're able to create patron records by hand-- we have instructions in a shared Word document that explain the steps of creating a patron record so it will be overlaid when the daily load starts up again.  As we get closer to the start of the quarter, it's not going to be manageable to create all the patron records by hand.

The thing we have going for us is that we're lending equipment on behalf of the IT department.  At South Seattle, it's IT staff who are doing the equipment distribution, so if library staff at North and Central have to create patron records by hand, the IT staff at South do too.  I've notified the IT Director that if we're unable to get the patron records loaded soon, we may have to suspend equipment loans to new students.

It's been my experience that all the finance, IT, and student services staff are completely overwhelmed by the ctcLink migration right now. We're having to be *very* proactive about pushing for what we need and our deans are having to do a lot of follow up to make sure library employees have the permissions they need in ctcLink.

Hope this helps.

Kirsti

From: Guidry, Wade <WadeG at bigbend.edu<mailto:WadeG at bigbend.edu>>
Sent: Monday, March 22, 2021 17:43
To: Daniel Moore <daniel.moore at email.edcc.edu<mailto:daniel.moore at email.edcc.edu>>
Cc: Yasuda, Naoko <nyasuda at highline.edu<mailto:nyasuda at highline.edu>>; Thomas, Kirsti <Kirsti.Thomas at seattlecolleges.edu<mailto:Kirsti.Thomas at seattlecolleges.edu>>; Tria Skirko <TSkirko at wvc.edu<mailto:TSkirko at wvc.edu>>; Ryer Banta <ryer.banta at centralia.edu<mailto:ryer.banta at centralia.edu>>
Subject: RE: Alma acquisitions + ctcLink, what are your new workflows?

Understood. I’m thinking more of smaller institutions with lack of technical services staff, and/or low volume purchasing.

Wade Guidry

Library Consortium Services Manager, WACTCLC

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

(509) 760-4474

http://www.wactclc.org<https://nam04.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.wactclc.org%2F&data=04%7C01%7C%7C9d86402ea7ef44aaeac308d8f0ad9d1c%7C02d8ff38d7114e31a9156cb5cff788df%7C0%7C0%7C637523975751077727%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=7IC2UMZgZHfmIOiJu4mYnzRQ6Yn4pQIgAjjroaDXPmM%3D&reserved=0>

Schedule a meeting with me<https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fcalendly.com%2Fwactclcalmaprimo%2F&data=04%7C01%7C%7C9d86402ea7ef44aaeac308d8f0ad9d1c%7C02d8ff38d7114e31a9156cb5cff788df%7C0%7C0%7C637523975751087725%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=YKtvGDlqxj329zOGfwexbbcFQrU4NPVtZs6wGnP0tFc%3D&reserved=0>

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From: Daniel Moore <daniel.moore at email.edcc.edu<mailto:daniel.moore at email.edcc.edu>>
Sent: Monday, March 22, 2021 3:11 PM
To: Guidry, Wade <WadeG at bigbend.edu<mailto:WadeG at bigbend.edu>>
Cc: Yasuda, Naoko <nyasuda at highline.edu<mailto:nyasuda at highline.edu>>; Kirsti.Thomas at seattlecolleges.edu<mailto:Kirsti.Thomas at seattlecolleges.edu>; Tria Skirko <TSkirko at wvc.edu<mailto:TSkirko at wvc.edu>>; Ryer Banta <ryer.banta at centralia.edu<mailto:ryer.banta at centralia.edu>>
Subject: Re: Alma acquisitions + ctcLink, what are your new workflows?

CAUTION: Originated outside our network. Do not click links or open attachments unless you validate the sender.

I'll be honest. I never want to not use Acquisitions in Alma. It's helpful for reporting and for activation purposes. And frankly we underutilize it. There are tools and workflows and triggers that we can and should play around with that I don't believe ctcLink could ever replicate.

On Mon, Mar 22, 2021 at 3:03 PM Guidry, Wade <WadeG at bigbend.edu<mailto:WadeG at bigbend.edu>> wrote:

Kirsti has talked about the idea of vendor-level reqs. So, a single requisition for Amazon, for example, to cover the anticipated expenses with that vendor for the budget year.

Check out the meeting notes from the February 9th call on that:

https://sites.google.com/view/wactclc/meetings/alma-primo-calls<https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fsites.google.com%2Fview%2Fwactclc%2Fmeetings%2Falma-primo-calls&data=04%7C01%7C%7C9d86402ea7ef44aaeac308d8f0ad9d1c%7C02d8ff38d7114e31a9156cb5cff788df%7C0%7C0%7C637523975751097717%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=nCGtJrwQ9IK6lAP%2B8tp8cO%2FU%2B%2FBxLkNRI7SNBnI%2F10A%3D&reserved=0>

On the other end of the spectrum would be libraries that don’t currently use Alma acquisitions.

For those institutions, ctcLink may end up offering a pseudo-acquisitions workflow that might offer more functionality than the previous Financial Management System (FMS) did.

To Dan’s point about not duplicating transactions, this approach would be to use *only* ctcLink, and *not* Alma acquisitions. But it depends on how much detail you need / want to track.

Wade Guidry

Library Consortium Services Manager, WACTCLC

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

(509) 760-4474

http://www.wactclc.org<https://nam04.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.wactclc.org%2F&data=04%7C01%7C%7C9d86402ea7ef44aaeac308d8f0ad9d1c%7C02d8ff38d7114e31a9156cb5cff788df%7C0%7C0%7C637523975751107708%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=EPJsIGNoBkpgEUl3m5Zwuj9bizQJpOTA%2FQ2Ka2nlzbo%3D&reserved=0>

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From: Yasuda, Naoko <nyasuda at highline.edu<mailto:nyasuda at highline.edu>>
Sent: Monday, March 22, 2021 2:00 PM
To: Daniel Moore <daniel.moore at email.edcc.edu<mailto:daniel.moore at email.edcc.edu>>
Cc: Kirsti.Thomas at seattlecolleges.edu<mailto:Kirsti.Thomas at seattlecolleges.edu>; Tria Skirko <TSkirko at wvc.edu<mailto:TSkirko at wvc.edu>>; Ryer Banta <ryer.banta at centralia.edu<mailto:ryer.banta at centralia.edu>>; Guidry, Wade <WadeG at bigbend.edu<mailto:WadeG at bigbend.edu>>
Subject: Re: Alma acquisitions + ctcLink, what are your new workflows?

Great argument! I should mention all of that to the powers that be. I'm sure both Purchasing and A/P would not want to process every purchase we make in ctcLink. I'll let you know how ours goes.

Thanks,

Naoko

________________________________

From: Daniel Moore <daniel.moore at email.edcc.edu<mailto:daniel.moore at email.edcc.edu>>
Sent: Monday, March 22, 2021 1:49 PM
To: Yasuda, Naoko <nyasuda at highline.edu<mailto:nyasuda at highline.edu>>
Cc: Kirsti.Thomas at seattlecolleges.edu<mailto:Kirsti.Thomas at seattlecolleges.edu> <Kirsti.Thomas at seattlecolleges.edu<mailto:Kirsti.Thomas at seattlecolleges.edu>>; Tria Skirko <TSkirko at wvc.edu<mailto:TSkirko at wvc.edu>>; Ryer Banta <ryer.banta at centralia.edu<mailto:ryer.banta at centralia.edu>>; wadeg at bigbend.edu<mailto:wadeg at bigbend.edu> <wadeg at bigbend.edu<mailto:wadeg at bigbend.edu>>
Subject: Re: Alma acquisitions + ctcLink, what are your new workflows?

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>.

Hey Naoko,

That's where we are! We're suggesting similar. Part of our argument that we hope the Business Office sees the virtue of is how specific and granular this spending is, and how it's already tracked and worked on in Alma, that the Business Office would be flooded with redundant data if we submitted full reqs for everything through ctcLink.

On Mon, Mar 22, 2021 at 1:46 PM Yasuda, Naoko <nyasuda at highline.edu<mailto:nyasuda at highline.edu>> wrote:

Hi Dan,

We are facing a similar situation. Our acquisitions staff and I don't have access to Purchasing in ctcLink. Our Purchasing manager told us they are working on figuring out how to enter library purchases in ctcLink. She suggested to the management that the library be setup to enter our own vouchers and attachments in ctcLink rather than us submitting a requisition and going through the whole process with Purchasing and A/P. I like the idea of not having to submit requestions for everything, but we'll see if that gets approved.

I'd be very interested in hearing what everyone's experience has been so far and what the new workflows are going to be like.

Thank you,

Naoko

Highline College

________________________________

From: Daniel Moore <daniel.moore at email.edcc.edu<mailto:daniel.moore at email.edcc.edu>>
Sent: Tuesday, March 16, 2021 11:37 AM
To: Kirsti.Thomas at seattlecolleges.edu<mailto:Kirsti.Thomas at seattlecolleges.edu> <Kirsti.Thomas at seattlecolleges.edu<mailto:Kirsti.Thomas at seattlecolleges.edu>>; Yasuda, Naoko <nyasuda at highline.edu<mailto:nyasuda at highline.edu>>; Tria Skirko <TSkirko at wvc.edu<mailto:TSkirko at wvc.edu>>; Ryer Banta <ryer.banta at centralia.edu<mailto:ryer.banta at centralia.edu>>
Cc: wadeg at bigbend.edu<mailto:wadeg at bigbend.edu> <wadeg at bigbend.edu<mailto:wadeg at bigbend.edu>>
Subject: Alma acquisitions + ctcLink, what are your new workflows?

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Hey all,

Our migration to ctcLink has been progressing but I wanted to ask you all about how things have been going regarding your specific accounts and the permissions they've been granted.

The standing issue facing our library is that no one with traditional purchasing or report querying tasks (so me, our acquisitions person, and our circ manager) have been granted any of the required permissions to make those same requests in ctcLink.

What have you all done to work with your migration team on this? We're being set up with training accounts which should give us the permissions necessary to even REQUEST the permissions we need (there's a hoop for the hoop to jump through). Meanwhile, with no one in the library able to sign off on our standing orders, all our invoices are just piling up.

(I've heard though that this is happening college-wide.)

So... how are things with y'all?

Also, Wade, I've fallen immensely behind on our crosswalk, but I also believe there's some barriers in getting the information we need.

All the best,

Dan

--

Regards,

Dan Moore

Systems and Collections Librarian

Edmonds College Library

(425) 640-1526

Pronouns: he, him, his

--

Regards,

Dan Moore

Systems and Collections Librarian

Edmonds College Library

(425) 640-1526

Pronouns: he, him, his

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