[Wactclc-alma] Acquisitions Question: Electronic Subscription Renewals

Fri Nov 12 11:04:33 PST 2021

Melinda,

I'm guessing you'll need to create the invoice manually rather than from the PO.

I know for some of the subscription products (like ClassificationWeb) that I get for my Library Technical Services department, I always create the invoice manually rather than from a PO.

Shannon Eagles at Chemeketa Community College in Oregon has done some really helpful acquisitions presentations at ELUNA.  In one of her presentations, she said that she doesn't use the option to create invoices from a PO because of problems with how that option works-- specifically, Alma disencumbers POLs the second they get linked to an invoice.

If you create an invoice from a PO, and some of the POLs in that PO aren't on the invoice, then you have to track down all the POLs that weren't on the invoice and re-encumber them.

Try creating the invoice manually and see if that works.  George and I can probably help talk you through it.

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 Martin, Melinda
Sent: Friday, November 12, 2021 10:05
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu>
Subject: Re: [Wactclc-alma] Acquisitions Question: Electronic Subscription Renewals

I have it set to manually renew, I went in and changed the price and renewal date to reflect this year's renewal and hit the "renew" button.  When I went to invoice, it says "an invoice already exists on this PO".

George mentioned doing a manual invoice as opposed to a PO generated invoice.  Thus far, I have just closed the PO/POL and started over, but that seems to defeat the purpose of having subscription POL types.  Just unsure of how to "spend" the money in Alma from a subscription resource when a PO has already been invoiced.
-M

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of Guidry, Wade
Sent: Friday, November 12, 2021 9:29 AM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Acquisitions Question: Electronic Subscription Renewals

Melinda,

The renewal date on that POL is 6/30/2022. And the POL was last invoiced on 02/03/2021.

Are you trying to manually renew so you can invoice now for 2022?

If so, I think you need to update the renewal reminder period, so that current date falls within the renewal reminder period, which it currently does not.

When selected (default), the PO line for the renewal appears in the renewals task list (Acquisitions > Purchase Order Lines > Renew) when the material is due for renewal. Further processing of this PO line must be performed manually.
When set to manual renewal and the renewal date (minus the renewal notification period) arrives, the PO Line renewal job will change the status of this PO Line from Waiting for renewal to Waiting for manual renewal. The PO line will be displayed in the Renewal task list. The operator will then need to edit the PO Line to change the renewal date to a future date.

To automatically process the PO line renewal, clear this check box. Automatic renewal means that whenever the renewal date arrives the PO Line renewal job will automatically change the renewal date to the previous renewal date plus the time in the Renewal Cycle. The status of the PO Line remains Waiting for renewal.

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%7C7f926951513341d917e608d9a606fe1a%7C02d8ff38d7114e31a9156cb5cff788df%7C0%7C0%7C637723371241850081%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=G67FM2UFXid2k6Xz9z79g62zTWmsrjbHsL2w0DCKw20%3D&reserved=0>

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of Martin, Melinda
Sent: Friday, November 12, 2021 7:27 AM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Acquisitions Question: Electronic Subscription Renewals

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Hi Wade,
Yes - POL-2167<https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fsbctc-ccs.alma.exlibrisgroup.com%2F&data=04%7C01%7C%7C7f926951513341d917e608d9a606fe1a%7C02d8ff38d7114e31a9156cb5cff788df%7C0%7C0%7C637723371241860034%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=m5m15q4mwSw8FKrMUCiDU48XV5mnJW1snRPlUe4ljFM%3D&reserved=0>
-M

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of Guidry, Wade
Sent: Wednesday, November 10, 2021 4:50 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Acquisitions Question: Electronic Subscription Renewals

Melinda, if you're still working on this, what's the POL?

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%7C7f926951513341d917e608d9a606fe1a%7C02d8ff38d7114e31a9156cb5cff788df%7C0%7C0%7C637723371241860034%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=H9%2FKb6A8kUEYePhmq73uK1LqZBLJoAFlJnhHutpmnMg%3D&reserved=0>

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of Babcock, George
Sent: Wednesday, November 10, 2021 9:16 AM
To: 'WACTCLC Alma Discussion' <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Acquisitions Question: Electronic Subscription Renewals

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It might take a few extra clicks, but yes, you should be able to attach the POL to the invoice...

George

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of Martin, Melinda
Sent: Wednesday, November 10, 2021 8:59 AM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Acquisitions Question: Electronic Subscription Renewals

Normally I create them from a PO.  If I do it manually, will it still attach it to the newly updated POL?

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of Babcock, George
Sent: Wednesday, November 10, 2021 8:17 AM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Acquisitions Question: Electronic Subscription Renewals

Hi Melinda,

When you are creating the invoice, are you creating it manually? From a PO? Or From a file?

George

[cid:image001.jpg at 01D7D7B4.DB6D56A0]

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of Martin, Melinda
Sent: Wednesday, November 10, 2021 7:42 AM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Acquisitions Question: Electronic Subscription Renewals

When you go into the POL to renew, you update the price and the renewal date and hit "renew". However, that POL already has been packaged (last year) into a PO.  When I go to invoice, I get the error message that the PO already has an invoice attached.  Not sure what I am doing wrong.
-M

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of Guidry, Wade
Sent: Tuesday, November 9, 2021 2:49 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Acquisitions Question: Electronic Subscription Renewals

Has an invoice already been created, maybe?

Are you getting an error message?

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%7C7f926951513341d917e608d9a606fe1a%7C02d8ff38d7114e31a9156cb5cff788df%7C0%7C0%7C637723371241869999%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=LoxvNcZ1X8iy3q2kbZUIZ472U%2Bu39KsrUgEkVQ9fc2g%3D&reserved=0>

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of Martin, Melinda
Sent: Tuesday, November 9, 2021 9:07 AM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: [Wactclc-alma] Acquisitions Question: Electronic Subscription Renewals

Hi All,
If anyone is using Alma Acquisitions for Electronic Renewals, I am having an issue invoicing (most definitely user-error).

I change the POL to update the price and then hit "renew".

When I go to invoice, the PO already exists and will not let me invoice on that PO.

What step am I missing?

Thanks for any help you can provide.

-Melinda
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