[wactclc-alma] Getting Ready for Fiscal Rollover in Alma

[Thomas, Kirsti]

For folks who are using Alma for acquisitions, here are Seattle College's notes for what we do to get ready *before* we run Fiscal Rollover in Alma

Prior to fiscal close, we need to:

*       Check on invoices:
o       Confirm that invoices submitted for payment to Accounting have been marked Paid in Alma
o       Check on the status of one-time and continuous POLs that are Waiting for Invoice
*       Check on POLs:
o       Clean up one-time POLs that have the Status:
*       In Review
*       Manual Packaging
*       Ready
*       Sent
o       Clean up continuous POLs that *don't* have the status Waiting for Renewal or Waiting for Manual Renewal, or Recurring Renewal or Closed

Invoices:

Alma > Acquisitions > Receiving and Invoicing >
    Review (Invoice)
    Approve (Invoice)
    Waiting for Payment

Look over invoices in these 3 areas that belong to your institution.

There are also some reports to check in Alma Analytics:


*       /shared/Community/Reports/Consortia/WACTCLC/Seattle/Acquisitions/Encumbered Items
*       /shared/Community/Reports/Consortia/WACTCLC/Seattle/Subscription Eresources Dashboard/Dashboard/Subscription Eresources Not Yet Invoiced (Current FY)
*       /shared/Community/Reports/Consortia/WACTCLC/Seattle/Subscription Eresources Dashboard/Dashboard/Subscription Eresources Invoiced and Awaiting Payment (Current FY)


If we forgot to Release Remaining encumbrance when creating invoice lines in Alma, things that have been paid may show up in the Alma reports above.  To fix this, you may need to edit invoice lines on a Closed invoice.  Check this Alma Analytics report:

    /shared/Community/Reports/Consortia/WACTCLC/Seattle/Acquisitions/Encumbrances to be released (Current FY)


POLs:

In Alma do a Repository Search of Order Lines > All > *




In the Facets sidebar, select a Status to filter by





[This table is a work in progress]

Status  Problem Fix
In Review       POL isn't finished in Alma      Mandatory information is missing or erroneous-

Items already exist in the repository - Ignore. This shows up when multiple libraries have orders for the same title or the POL is for a print serial.
Fix: select Go to Task List, then Edit, then Save and Continue. Package POL into PO

Duplicate active orders - Ignore. This shows up when multiple libraries have orders for the same title
Fix: select Go to Task List, then Edit, then Save and Continue. Package POL into PO

At least one of the reporting codes is missing - Ignore. Only South uses Reporting codes.
Fix: select Go to Task List, then Edit, then Save and Continue. Package POL into PO
Manual Packaging        POL needs to be packaged into PO
Ready   PO is In Review and needs to be approved?       Approve PO
Acquisitions > Purchase Order > Review > Edit > Save and Continue
Sent    For physical orders, attached items may not have been received(?)

For electronic titles and electronic collections, there may be a missing e-activation task      Check receiving date on physical items & Receive if necessary/possible

If items have been received-- Open POL and check Invoice Lines tab
If Invoice Status = Closed then manually close one-time POL

For Database type electronic collections, create e-activation task on the portfolio record, go into Eresource Activation Task List and mark Done

For Aggregator and Selective type electronic collections, create an e-activation task on the electronic collection record, go into Eresource Activation Task List and mark Done

For electronic titles-- make sure POL is attached to portfolio record *not* bib record (check the portfolio record Acquisitions tab, PO Line field), create an e-activation task on the portfolio record, go into Eresource Activation Task List and mark Done
Waiting for Invoice     No invoice entered in Alma yet



It will be ok!

Kirsti S. Thomas (Hear my first name<namedrop.io/kirstithomas>)
Library Technical Services Manager & Systems Librarian
Seattle Colleges
kirsti.thomas at seattlecolleges.edu




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