Alma Acquisitions Workflows Bootcamp Jean Cabaup 2019 Ex
Alma Acquisitions Workflows Bootcamp Jean Cabaup © 2019 Ex Libris | Confidential & Proprietary
Welcome and Introductions • Jean Cabaup • Training Consultant, Global Knowledge Delivery © 2019 Ex Libris | Confidential & Proprietary 2
Session Objectives • Session Description: This session will expose attendees to end-to-end acquisitions workflows and best practices. Topics include workflows for: purchasing, receiving print materials, and invoicing. • Session Objectives: • By the end of this session, you will know, understand and/or be able to: • • Understand how library acquisitions workflows take place in Alma Set up vendors, ledgers, and funds Purchase, receive, and invoice print materials in Alma Configure purchasing and invoicing rules © 2019 Ex Libris | Confidential & Proprietary 3
• • © 2019 Ex Libris | Confidential & Proprietary Overview Vendors, Ledgers, and Funds Purchasing Workflows Receiving Workflows Invoicing Workflows Configuring Acquisitions Rules Next steps and Resources
• • © 2019 Ex Libris | Confidential & Proprietary Overview Vendors, Ledgers, and Funds Purchasing Workflows Receiving Workflows Invoicing Workflows Configuring Acquisitions Rules Next steps and Resources
Library Acquisitions Workflows Place an order Receive or gain access to items Create purchase order © 2019 Ex Libris | Confidential & Proprietary Pass items to cataloging Mark item received or activate item; catalog and shelve 6 Shelve physical items Pay for the items Create an invoice
Acquisitions Workflows in Alma Place an order Receive or gain access to items Purchasing © 2019 Ex Libris | Confidential & Proprietary Pass items to cataloging Receiving or Activating 7 Shelve physical items Pay for the items Invoicing
Acquisitions Roles in Alma • • • Acquisitions administrator Vendor manager Ledger manager Fund manager License manager Purchasing manager, operator and extended Receiving operator, limited Invoice manager, operator and extended Selector, extended Trial manager, operator, participant © 2019 Ex Libris | Confidential & Proprietary 8
Acquisitions Types Electronic Physical One time Continuous / Subscription Standing Closed when received & invoiced Open until canceled One holding created per location One holding created per serial run Inventory created manually One item created per copy One item created per issue Use for print books, media, microfilm… Use for serial subscriptions Not received through receiving workbench Closed when invoiced/activated Open until canceled Standard activation; activated indefinitely Standard activation; can be activated for range of subscription Use for single-payment e-resources Use e-resource subscriptions © 2019 Ex Libris | Confidential & Proprietary 9 Use for approval plans, memberships, series monographs… N/A; use electronic subscription.
• • © 2019 Ex Libris | Confidential & Proprietary Overview Vendors, Ledgers, and Funds Purchasing Workflows Receiving Workflows Invoicing Workflows Configuring Acquisitions Rules Next steps and Resources
Vendor and Vendor Accounts Vendor • Aggregators/publishers that sell library materials • Need to define vendor before creating purchase orders Vendor Account • Describes how to perform business activities with a specific vendor • Active vendors must have at least one account with at least one payment option selected Alma Role = Vendor Manager © 2019 Ex Libris | Confidential & Proprietary 11
Vendor Types Material Supplier • Supplies reading material or subscriptions to materials. Access Provider • Provides access to electronic resources. Licensor • Provides licenses to other vendors' electronic resources. Governmental • Provides material or access, and receives use tax (VAT) for an invoice payment from non-governmental vendors. SUSHI Vendor • Provides COUNTER (Counting Online Usage of Ne. Tworked Electronic Resources) compliant usage statistics. © 2019 Ex Libris | Confidential & Proprietary 12
Ledgers and Funds Ledgers • • A collection of funds Defined for institution or individual libraries Defined for a fiscal period and currency Contains rules determining over-encumbrance and over-expenditure Funds • Money in an account • Fiscal period and currency are inherited • Rules are inherited from ledger, but can be overridden Alma Roles = Ledger Manager, Fund Manager © 2019 Ex Libris | Confidential & Proprietary 13
Fund Types Allocated • Used for purchases and invoices • Includes allocations and transfers Summary • Not used for ordering or invoicing • Provides aggregate reporting on subordinate (child funds) • Cannot add allocations or perform transfers to a summary fund © 2019 Ex Libris | Confidential & Proprietary 14
Transaction Terminology Available Balance • Money available for use in an allocated fund • [Available balance] = [allocated amount] – [encumbrances] – [expenditures] Cash Balance • Money currently in fund/ledger • [Cash balance] = [allocated amount] – [expenditures] Transaction • Financial activity that may impact the fund’s balance • Allocations, encumbrances, disencumbrances, expenditures, transfers © 2019 Ex Libris | Confidential & Proprietary 15
Demonstration/Exercises • Create a Vendor and Vendor Account • Create a Ledger and Fund © 2019 Ex Libris | Confidential & Proprietary 16
• • © 2019 Ex Libris | Confidential & Proprietary Overview Vendors, Ledgers, and Funds Purchasing Workflows Receiving Workflows Invoicing Workflows Configuring Acquisitions Rules Next steps and Resources
Starting Points for Purchasing • In the vendor system • In Alma • In the Discovery system © 2019 Ex Libris | Confidential & Proprietary 18
Purchasing Workflows • Create orders manually • Upload Embedded Order Data (EOD) using an import profile © 2019 Ex Libris | Confidential & Proprietary 19
Creating Orders Manually • Automatic validation PO line created PO line validated • Funds encumbered • Inventory generated & attached to bib record © 2019 Ex Libris | Confidential & Proprietary • EDI • Email • Marked Sent • Automatic validation PO created PO validated • Automatic: by packaging job • Manual: staff select PO lines to package 20 PO approved PO sent to vendor • Default: Automatic approval
Demonstration/Exercise • Purchase a duplicate print copy • Purchase a new print serial © 2019 Ex Libris | Confidential & Proprietary 21
Uploading Embedded Order Data (EOD) using Import Profiles • Sandbox Default: Manual review • Configurable PO line created PO line validated • Marked Sent PO created PO validated • Automatic: by packaging job © 2019 Ex Libris | Confidential & Proprietary 22 PO approved PO sent to vendor
Embedded Order Data (EOD) } } © 2019 Ex Libris | Confidential & Proprietary 23 Number of items List Price • • Barcode Vendor Account Fund
Import Profiles Define • Source and structure of imported file • How to map imported records to existing records • How to process imported records • Merging with • Overlaying • Duplicating existing • How to normalize records to conform to Alma’s record requirements © 2019 Ex Libris | Confidential & Proprietary 24
Import Profile Types • New Order Import Profiles • Imports bibliographic information into inventory and creates PO lines • Update Inventory Profiles • Shelf-ready material for inventory associated with PO lines © 2019 Ex Libris | Confidential & Proprietary 25
Demonstration/Exercise • View an import profile • Use an import profile to create an order using EOD Alma Roles = Purchasing Manager, Purchasing Operator, Catalog Manager Role* *required to create, edit, copy, and delete Import Profiles. © 2019 Ex Libris | Confidential & Proprietary 26
Break (30 min) © 2019 Ex Libris | Confidential & Proprietary 27
• • © 2019 Ex Libris | Confidential & Proprietary Overview Vendors, Ledgers, and Funds Purchasing Workflows Receiving Workflows Invoicing Workflows Configuring Acquisitions Rules Next steps and Resources
Receiving Workflow Alert generated if item does not have barcode or a full record Physical item received Receiving department validations applied Item marked for shelving or additional processing Able to assign item a work order for additional processing © 2019 Ex Libris | Confidential & Proprietary 29 Claim created if applicable Order renewed if applicable • Continuous orders • Can be renewed automatically or manually
Select the Receiving Department Alma Roles = Receiving Operator © 2019 Ex Libris | Confidential & Proprietary 30
Receiving Physical Items by Resource Type One-time Continuous/Serial Standing Orders • Received once • Received at regular intervals • Received at irregular interval(s) • Item record was created when it was ordered • Material received is connected to existing holding • For non-monograph material, multiple items are associated with a single holding • Able to configure prediction patterns to automatically create serial items Alma Role = Receiving Operator © 2019 Ex Libris | Confidential & Proprietary 31 • For monograph material, unique workflow is invoked; standard receiving workflow not used
Receiving Physical Items by Outcome Ready for Shelving Needs additional processing Priority Items Didn’t Receive It • Item(s) received • Items(s) not received • Assigned barcode if needed • Kept in Receiving Department • Interested users • Claim created • Requests • Can be created automatically or manually • Assigned Work Order Status: o Copy cataloging o Original cataloging o Physical processing o Temp storage o Custom • Can be sent via email or letter depending on type Alma Role = Receiving Operator © 2019 Ex Libris | Confidential & Proprietary 32
Demonstration/Exercise • Receive a one-time item • Receive a continuous/serial item © 2019 Ex Libris | Confidential & Proprietary 33
• • © 2019 Ex Libris | Confidential & Proprietary Overview Vendors, Ledgers, and Funds Purchasing Workflows Receiving Workflows Invoicing Workflows Configuring Acquisitions Rules Next steps and Resources
Invoicing Workflow • Can invoice through your financial system • Can record payment manually Invoice created • • Invoice validated Invoice approved Manually From PO From File Automatically (EDI) © 2019 Ex Libris | Confidential & Proprietary 35 Reserved funds released Invoice paid Invoice closed or marked for renewal
Invoice Creation Methods Manually From PO From File Automatically (EDI) • Invoices can be created using EDI when the Invoices check box is selected on the EDI Information tab of the Vendor Details page • Create invoice • Can be Excel or EDI file • Add invoice lines manually by selecting PO lines • Add invoice lines based on PO Lines in a PO • Use a file on your local system to create the invoice • Can select full or partial invoicing • PO lines in the PO are marked as fully invoiced and closed • Invoice creation runs as a batch job, and you receive an email notification when the job is completed • Used to invoice individual PO lines if there are discrepancies between invoice and PO Alma Roles = Invoice Manager, Invoice Operator Extended, Receiving Operator © 2019 Ex Libris | Confidential & Proprietary 36
Invoice Statuses • In Review - invoice was created but not yet reviewed • In Approval - invoice is waiting for manual approval • Ready to be Paid - invoice was approved and is ready to be sent to the ERP • Waiting for Payment - invoice was approved and sent to the ERP (or skipped the ERP if the institution does not use one) • Closed - invoice is paid and closed. © 2019 Ex Libris | Confidential & Proprietary 37
Payment Processing Parameters • handle_invoice_payment - determines whether the invoice will pass through the 'Waiting for Payment' status. • invoice_skip_erp - The invoice_skip_erp parameter determines whether the invoice will pass through the 'Ready to be Paid' status. Alma Configuration Menu > Acquisitions > General > Other Settings Alma Role = General Systems Administrator © 2019 Ex Libris | Confidential & Proprietary 38
Payment Processing Options handle_invoice_payment = true invoice_skip_erp = false • After invoice is exported to ERP, invoice status is set to Waiting for Payment. • The invoice can be paid manually or await payment information imported from ERP • Once invoice is fully paid, status is set to Closed handle_invoice_payment = false invoice_skip_erp = false • After invoice is approved, status is set to Ready to be paid • The invoice must be exported to ERP. • After export to ERP, status is set to Closed handle_invoice_payment = true invoice_skip_erp = true • After invoice is approved, invoice status is set to Waiting for Payment. • The invoice can be paid manually or await payment information imported from ERP • Once invoice is fully paid, status is set to Closed handle_invoice_payment = false invoice_skip_erp = true • After the invoice is approved, status is automatically set to Closed Alma Roles = Invoice Manager, Invoice Operator Extended © 2019 Ex Libris | Confidential & Proprietary 39
Demonstration/Exercise • Create an Invoice Manually • Create an Invoice From PO © 2019 Ex Libris | Confidential & Proprietary 40
• • © 2019 Ex Libris | Confidential & Proprietary Overview Vendors, Ledgers, and Funds Purchasing Workflows Receiving Workflows Invoicing Workflows Configuring Acquisitions Rules Next steps and Resources
Purchasing Review Rules PO line created PO line validated PO created PO validated Purchasing Review Rules • Determine whether PO Lines: • Are validated and moved directly to packaging • Or, require staff review before packaging • Apply to: • PO Lines created automatically, not manually • Default rule is checked before other rules © 2019 Ex Libris | Confidential & Proprietary 42 PO approved PO sent to vendor
Invoice Review and Approval Rules Invoice created Invoice validated Invoice approved Funds released Invoice Approval Rules • Determine whether approval: • Is automatic • Requires manual staff approval • Apply to all invoices • Default rule is checked after other rules Invoice Review Rules • Determine whether validation: • Is automatic • Requires manual staff review • Do not apply to invoices created manually • Default rule is checked after other rules © 2019 Ex Libris | Confidential & Proprietary Invoice paid Invoice closed or marked for renewal 43
Demonstration • Configure Purchasing Review Rules • Configure Invoice Approval Rules Alma Roles = Acquisitions Administrator, General Systems Administrator © 2019 Ex Libris | Confidential & Proprietary 44
• • © 2019 Ex Libris | Confidential & Proprietary Overview Vendors, Ledgers, and Funds Purchasing Workflows Receiving Workflows Invoicing Workflows Configuring Acquisitions Rules Next steps and Resources
Next Steps and Resources • Acquisitions resources in the Ex Libris Knowledge Center: • Alma Online Help • Alma Essentials Training • Alma Administration Certification Training • Alma Acquisitions Workflows • Additional support resources from Ex Libris: • Idea Exchange – ideas. exlibrisgroup. com • Developer Network – developers. exlibrisgroup. com • 2019 Knowledge Days Seminar Presentations © 2019 Ex Libris | Confidential & Proprietary 46
Questions? © 2019 Ex Libris | Confidential & Proprietary
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