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Collection Management Services

Order Updates and Maintenance - Print Only

For cancelled print only continuous orders, we will be 'Closing' the orders for the following reasons.

  • inventory is not deleted.
  • encumbrances are released.

Cessations, Cancellations and Changes of Title:

  1. Add appropriated standardized note/s to the POL note field.
  2. Add same note to appropriate Master Spreadsheet
  3. Send notices of forthcoming changes to serials@uvic.ca. Cataloguer will add 588 field note to bibliographic record as necessary. See Record Updates for more information.
  4. Add notice to POL Receiving note (use lower case): Example: "Will cease publication with v.50 (2022): Route to serial cataloguer to update bibliographic and/or holdings records."

Notes:

1. If canceled/ceased due to Open Access (OA), ensure to activate the title in the Community Zone (CZ)

2. If a Membership or Combined sub, you will need to ensure that all associated POL's are also updated in ALMA as well as on the Master spreadsheets.

Correcting POL Type of migrated orders (see next tab)

 

Migrated POL's also need to have the information within certain tabs updated and inventory added

Inventory: Ensure inventory is associated with POL, if not we need to associate the POL to the correct inventory.  

  • Instructions 

    • Record POL #  

    • Do a title search   

    • Go into list of holdings: ellipses associate a POL (screen where can search for POL or copy-paste) 

 

POL Summary tab sections – to correct update click on EDIT button 

  • Ordered items section: 
    • will reflect the inventory and other information mentioned above

  •  Vendor Information 

    • Confirm correct vendor and possible sub account.
    • Delete migrated data 
      • Claiming grace period – for these they should be 0 – should be set at the vendor level and the POL 
      • Expected receipt after ordering: 0

      • Expected receipt date: delete all values 

      • Subscription interval: should be 0  

      • Reclaim interval: should be 0

  • Pricing: ignore

  • Funding 

    • Need to ensure that ALMA and Master Spreadsheet match and that all are indicating the same fund – some investigation may be required to know which one is correct if there is a discrepancy. 

    • If order is with Harrassowitz, need to ensure FOKUS is correct as well.

    • For print only sub it’s a 3

  • PO Line Details 

    • Most of this information was populated during migration and can be ignored we do however want to ensure the following is populated for Harrassowitz orders.

      • Vendor reference number: SNA number  

      • Vendor reference number type: SNA  

  • Reporting Codes 

    • Should already be applied, do not edit 

  • Renewal  

    • Manual: untick box 

    • Subscription from date: leave as blank – delete if there’s a value there  

    • Subscription to date: leave as blank – delete if there’s a value there  

    • Renewal date – mandatory field: set to June 30 2024 

    • Renewal reminder period – mandatory field: 0 

    • Renewal cycle: 1 year 

    • Renewal Note: leave blank 

POL Description tab 

  • Click Edit 

  • Click on “Reload bib data”  

  • If the bibliographic record has been edited since the POL was created then this information will be updated to correspond to the revised bibliographic record  

POL Alerts tab 

  • Check to see if anything requires attention 

  • Most common alert will be “Bibliographic record is brief”: ignore 

POL Invoice Lines tab 

  • If tab corner is not turned down, there are no invoices associated with this POL, this POL will most likely need to be changed into a Technical POL

POL Associated POL Lines tab 

  • Anything on this tab is informational  

  • If it is a membership/Combined or Package subscriptions (one price for multiple items) and is the payment POL 

POL Communications tab: Ignore 

POL Interested Users tab: Ignore 

POL History tab: ignore 

  • Although it may be of interest in problem solving depending on the title 

POL Notes tab 

  • Add any relevant/standardized notes 

  • Do we want to do any clean up? No, cleanup of POL note fields will be handled as a separate project 

POL Attachments tab: ignore 

POL Updates - Post Migration Project (Draft/SF&SH/Feb.2)

Admin > Manage sets  > My Sets/Public Sets [create or find itemized set] ( > Change POL type - itemized)

Ellipses  >  Members > Select (tick box > "Remove Selected")

Ellipses > Edit >

Set Details > "Add Members to Set"

Search box > [search for item in hand (Order lines + ??]) > Select (tick box) > "Add selected"

(Continue to select more if needed)

Click Done

Return to Admin > Run a job > Select "Update PO Lines information - Advanced" > NEXT

Select Set > NEXT

Enter Task parameters: Enter POL type desired > NEXT

Review and Confirm > Submit > Confirm > Monitor jobs

(Associate POL to holdings; update POL receiving notes and holdings notes as necessary)

 

Order Updates and Maintenance - Electronic Component

Online Only Migrated Order Records

Background: Migrated online only purchase orders are attached to DAR's in the institution zone. 

Our goal in Alma is to associate the ongoing order for the online version with the title from the Community Zone (when available) rather than the Dummy Acquisitions Record from Voyager. This is most important for open, ongoing orders and less important for closed, one-time orders.

 

Make note of the POL number and MSS ID you need to relink (active order) and then the MMS ID of the preferred CZ bib record. Record it on Notepad or similar device external to Alma. Other option is to have 2 instances of ALMA open.

  1. Search for the portfolio that corresponds with the order using your preferred search method. If you're not sure which portfolio is associated with the order, ask an eResource staff member or if vendor is Harrassowitz check FOKUS

  2. Edit the portfolio, either by clicking View then Edit, or just Edit

  3. Click on the Acquisitions tab, copy and paste the POL number in the PO Line box. NOTE: If the order has a status of Open, it will appear. If it is Closed (e.g. for an e-book), you will need to click through to an expanded search and deselect the Active filter, so All orders (from this material supplier) will be searched.

  4. Select the order by clicking on it

  5. Save the portfolio

Change the Bib Reference for the Migrated Order

This does not happen automatically; there are often multiple portfolios for a given title, or multiple orders for a title, so they must be linked manually.

  1. Search for the migrated order using the order number.

  2. Click on the PO Line number and click on EDIT

  3. Select Change bib reference from the row action item list

  4. You will be prompted with a question, Click Confirm when prompted.

  5. Alma executes a title/ISSN search. Select the CZ version (confirm with MSS ID) from the results screen (it may be the only option) or edit the search if necessary. 

  6. Save

The acquisitions profile does not have permissions to delete portfolios so for now note the MMS ID and POL in the Excel spreadsheet that is in the eResource Training Teams

These instructions were borrowed heavily from the Harvard Wiki

 

Migrated POL's also need to have the information within certain tabs updated

 

POL Summary tab sections – to correct update click on EDIT button 

  • Ordered items section: (see above workflow)
    • Empty if POL attached to a DAR 

    • Will show associated CZ record  

  •  Vendor Information 

    • Confirm correct vendor and possible sub account.
    • Delete migrated data 
      • Access provider: blank
      • Claiming grace period: 0 
      • Expected activation after ordering: 0  
      • Expected activation date: delete all values 
      • E-Activation due date after ordering: 0 
      • Reclaim interval: 0 
  • Pricing: ignore

  • Funding 

    • Need to ensure that ALMA and Master Spreadsheet match and that all are indicating the same fund – some investigation may be required to know which one is correct if there is a discrepancy. 

    • If order is with Harrassowitz, need to ensure FOKUS is correct as well.

    • For online only sub it’s a 3E 

  • PO Line Details 

    • Most of this information was populated during migration and can be ignored we do however want to ensure the following is populated for Harrassowitz orders.

      • Vendor reference number: SNA number  

      • Vendor reference number type: SNA  

  • Reporting Codes 

    • Should already be applied, do not edit 

  • Renewal  

    • Manual: untick box 

    • Subscription from date: leave as blank – delete if there’s a value there  

    • Subscription to date: leave as blank – delete if there’s a value there  

    • Renewal date – mandatory field: set to June 30 2024 

    • Renewal reminder period – mandatory field: 0 

    • Renewal cycle: 1 year 

    • Renewal Note: leave blank 

 

Print + Online for Migrated Order Records

(SH; updated by SF May 2023)

For purposes of this project, opening a second instance in another browser is recommended.

 

Background: Print + online purchase orders lines migrated with one "print + online" POL attached to the print record in the institution zone. 

In Alma, it is recommended that each format have its own separate POL: one for print; one for online and that the two POL's are then associated to each other. The main POL is for the online version and it is attached to the Community Zone record. The print POL is then associated to the online POL. The print POL is given an acquisition type of "Technical". This means the order does not require any fund or price information. Fund and price information is added to the online POL only.

Ex Libris note: Consider using an acquisition method of "technical" which also makes price optional. (The trick is to leave price and fund blank. Zero-dollar transactions on funds are not allowed, but leaving it blank works fine.) Creating POL with ZERO amount for price and no Fund - how to? - Ex Libris Knowledge Center (Exlibrisgroup.com)

How to clean up the migrated continuous print + online POLs:

Update POL Type from Print Journal-Subscription to Electronic Journal-Subscription (Note: it is not possible to update a print POL directly to electronic. Instead, first update the POL Type to “other”, then update it to “electronic.”)

  • Create set 
  • Run a job: Update PO Lines Information – Advanced > PO line type: Other 
  • Run a job: Update PO Lines Information – Advanced > PO line type: Electronic Journal Subscription 
  • Confirm  PO lIne type for print has been updated to Electronic Journal Subscription and proceed to next step

NOTES: 1. SH has done the above. 2. If any of  the POL types migrated as 'one time', the POL will need to be closed and recreated. 

 

Link the Electronic Journal Subscription POL with the portfolio in the Community Zone:

  • Search and find the existing POL # currently attached to the print version. Copy the POL #
  • Search and find the electronic version. Click "Electronic" or expand to see Portfolio List. SELECT CORRECT PORTFOLIO > click "View". (If online version not active in the CZ: find the portfolio for the single journal in the Community Zone; ensure it is the correct collection, This can be determined via the PO or POL notes field; or FOKUS if title is on order with Harrassowitz. Activate.)

    • Acquisition tab > PO Line > Enter POL # and select so it populates the field

    •  Save

Return to search results list. Find print version. Click "orders". From "Purchase Order Lines" list:

  • Click ellipses > Change Bib reference > Confirm > Repository Search >  Select CZ e- version bib record

  • Confirm the order has moved from the print record to the correct CZ record.

 

Create new POL for print: Return to search results list  > print version > row action ellipses > Order:

  • PO line type = Print Journal - Subscription
  • PO line owner = Mearns-McPherson Library

  • Assign inventory manually > tick box

  • Click "Create PO line"

  • "This PO Line will not create an inventory item" > Click "Confirm"

 

Fill in "Purchase Order Line Details":  PO Line Details > Summary Tab

 

Ordered Items:  Inventory must be assigned manually (via associate holdings to POL: see step below for details)

Vendor information:

  • Material Supplier: Assign vendor to match parent/payment PO (e.g Harrassowitz/MHARRASS/Subscription (Online)/VICO-SER(1953)-15)

Pricing:

  • List price = $0.00
  • "Update Net Price according to item quantity" > untick

  • Quantity for pricing = 1

Funding: Leave blank

PO Line Details

  • Acquisition method: Technical 

  • Material type: Issue

  • Invoice status: No invoice 

  • Additional: click arrow to expand > Associated PO lines > enter POL # of electronic title > Save 

  • Search for print record in Institution Zone. Copy new POL

    • Return to search results > Click "Holdings" > List of Holdings

    • Click ellipsis 

      • Associate a PO Line – delete old POL #;  add new POL #  > click "UPDATE"

  • Review new Print POL 

    • Summary tab 

    • Scroll to the bottom for “Additional” 

      • Expand 

        • Associated PO lines – add electronic POL #  [follow up: print POL automatically associated with the online after order is out of "review"? From Alma documentation: The order for the print version will automatically be populated with details about an “Associated PO Line” (the PO line for the electronic version).

  • Review electronic version POL 

    • Associated PO Lines tab 

      • Print POL will be found here 

[Confirm: 1. POL status will be "in review" and 2. go to holdings and associate new POL manually? 3. POL "Receiving Notes" will have to be copied/pasted from the original Voyager record as Receiving Notes not present in online subscription POL- ; Add "Online + print" note to print "Receivng note" ; automatically associated to each other once the order for print is out of review? Update holdings re: remove "PREDICTIVE"- Susan]

 

Helpful documentation: 

Associated PO Lines not appearing on Associated PO Lines tab on Purchase Order Line Details 

How to handle one order to a vendor for both physical and electronic material and link them together 

 

NOTE for Continuous orders REASON
2024 renewal authorized via email/in person by LP.  Once the renewal and price has been authorized for payment 
Authorization Alert: inv. no.  sent to LP for approval via email/in person.  When a renewal invoice with pricing comparison to previous payment has been emailed to the manager and supervisor has been cc'd for their authorization to renew
Credit Alert: Reason  When expecting a credit give reason and year/volume credit is issued for and then remove note when credit is processed.
Invoice Alert: Reason  When there is an issue with receipt or payment or when an invoice has been requested
Renewal Alert: Reason  When there is an issue with receipt or payment or we are considering  a cancellation or format change or an extended sub date due to missed issues
Cancelled 2024: Reason  Once a title has been cancelled and confirmed with vendor - Changed to reflect the fiscal year as it is identified in Alma.  
Added to "2024 Results" spreadsheet. When the payment and cancellation information has been added to the "2024 Results" Spreadsheet - Changed to reflect the fiscal year as it is identified in Alma.
Delayed title When we are advised that a continuing order has been delayed. Frequently irregular publications are delayed by 2 to 5 years.  These are usually standing orders and AU standing orders. 
V/R: free repl of vol. 1 no.1 arranged. Allow 6-8 wks delivery. CLAIMING result - Emails from Harrassowitz "Free replacement sent"
V/R: vol. 1 no. 1 in transit. Allow 4wks delivery.  CLAIMING result - Emails from Harrassowitz "Material in transit"
Ceased 2024, vol. 10 is last published volume  Title ceased - Changed to reflect the fiscal year as it is identified in Alma.  
Moved to 'online only' from 2024 (See POL# for future payments) Moved to online only - POL note for previous order.
Online only starting 2024 (See POL# for past payments) Moved to online only - POL note for new order.
C/T: See POL# Continuation title change.
NOTE for One Time orders. REASON
V/R: Out of Stock at publisher  ORDER STATUS REPORTS - when out of stock for 1st time
V/R: Out of Stock at publisher, order cancelled, sent to Vendor Required ORDER STATUS REPORTS - when out of stock for 2 months
V/R: NYP emailed GOBI to switch to available cloth edition.  ORDERING - YBP cancels order on Cloth edition because of our Paper preference, but Paper is NYP
V/R: NYP  ORDER STATUS REPORTS - If there isn’t a cancelled order for the cloth edition and we have time to receive the book prior to the end of the fiscal year.
V/R: out of print, order cancelled, sent to Vendor Required  ORDER STATUS REPORTS - out of print
Notify/Route Notify/Route to


 

The Harrassowitz ARL opens up June 1

General Order Maintenace

DRAFT 

Reopening a closed or cancelled order will push the POL into Review, where it can be further edited.

To reopen a PO Line

  1. Search for the PO line
     
  2. From the results list, click Reopen in the row action item list. 
     
  3. A dialog box will state that the PO Line will be set to In Review, are you sure you want to perform this action? Click Confirm.
     
  4. A message will appear at the top of the screen listing the PO Line number and title saying the status is updated to In Review
     
  5. The PO Line should be listed on the screen below the message. 
     
  6. Select Go to Task List next to the PO Line.
     
  7. From the Purchase order lines in review screen, click Edit next to the PO Line
     
  8. Edit the order information if needed.
    1. If you do not want to place another order with the vendor and simply want to push the POL into the next workflow process (status = Sent), change the Acquisition method in the POL to one that does NOT generate an order (such as Purchase – Without letter) and choose Order now in the next step.
       
  9. You now have two choices:
    1. Choose Save to push the POL back into review
    2. Choose either Order now or Save and Continue to send the order to the vendor

 

 For those trained on running jobs/batch processes, the Update PO Lines job can be run to reopen large numbers of orders.

A return should include some paperwork; it doesn’t have to contain all of the below but it does help you with your return so try to obtain as much information as possible:

  • About the parcel as to why it is being returned… Duplicate? Damaged? Wrong Book? Wasn’t ordered?
  • an email perhaps about the return
  • The PO number
  • The Invoice
  • The amount of the product
  • If the product is approved for return
  • What the return mailing address would be

You want some sort of documentation approving the return by the vendor and the return address they want it returned to; if not email the vendor and confirm the return address.

If it was a book sent in error or damaged see if they will pay the return shipping or credit you the return shipping; make a note of anyone who will reimburse you as you might need to provide them with the cost after the fact and hunt down the credit.

If the vendor is willing to cover the cost of the shipment you can ask them to arrange a courier pick up for you and have them email you a waybill (then you don’t need to do these forms). You will have to provide them with the following Courier address:

(Feel free to add an ATTN as well… optional)  

University of Victoria
McPherson Library Acquisitions

ATTN:

(McPherson Library-Ring Road, Off parking Lot B)

3800 Finnerty Rd

Victoria BC Canada

V8W 3H5

Courier Driver additional instructions:

McPherson Acquisitions Staff Phone Number (in case they are lost) : _________________________

McPherson Mailroom Hours : _________________________

McPherson Library -Ring Road, Off parking Lot B

If an international shipment of products please note on parcel declarations form to use Thompson Ahern International (Shipping Agent) for a custom’s brokerage service.

If they don’t want to arrange you can send them an email with the total and they can provide you a credit.

Return Parcel Forms

Go to one of the following in your W Drive:

W:\LTEC\Acquisitions\Acquisitions AP Clerk\Mail

Return Book Cost of Shipment Template(computer Version).docx

OR

W:\LTEC\Acquisitions\Acquisitions AP Clerk\Mail

Return Book Cost of Shipment Template (Lined, Printed Version).docx

  • Fill in the form with the date you are sending the shipment out and your initials.
  • Record the PO number of the product or an invoice number if you can. If it is multiple books being returned, you can record multiple PO’s
  • Record book title
  • Record the author
  • List price of the book in CAD (if its USD do a rough conversation to CAD)
  • Print two copies of Page one. If you have multiple books being returned you can do them all separately utilizing page 2

 

Mailing Stickers

Look in the top of the filing cabinet for a return address label(s); if there are stickers to where you are sending it you can use them.

You need 3 stickers, stick one sticker to each copy of the shipment template papers and leave one with the backing on it for the mail room. You will also need one McPherson Library return address label (from the cabinet) with the backing still on.

 

If there are no stickers in the top of the filing cabinet by the Accounting Clerk’s cubical for a return address label(s); you can make your own by going to below in W Drive:

W:\LTEC\Acquisitions\Acquisitions AP Clerk\Mail\Vendors Return Address Mailing Labels

Avery Label template 05161.doc

Fill in the stickers with the correct address you were given and save a copy for next time in W: Drive

 W:\LTEC\Acquisitions\Acquisitions AP Clerk\Mail\Vendors Return Address Mailing Labels

To print this sticker; announce to staff that you are printing on stickers so that no one else prints before you and stick it in the prntec3 printer by Debbie’s Desk.

You need 3 stickers, stick one sticker to each copy of the shipment template papers and leave one with the backing on it for the mail room. The remaining stickers can be filed away with a new tab label into the top of the filing cabinet for a return address label(s) folder.

You will also need one McPherson Library return address label (from the cabinet) with the backing still on.

Take the paperwork that was provided with the return book and photocopy it; it doesn’t have to contain all of the below but whatever was provided.

Staple the photocopy paperwork and one of your shipment template forms together. Put this copy on the Accounting Clerk bookshelf in the appreciate filing pile for our records.

The original paperwork place in the front book and should include a note or an email stating a return from McPherson library and why as well if a credit is being provided.

For the other shipment template form in half and place it on to of the book. Wrap the book in a large elastic band and slide the mailing sticker with the backing still on and the McPherson Library return address label with the backing still on under the elastic face up. This will make it easier for the mailroom to wrap and address.

You have completed the preparation now put the book with the elastic band and paperwork, with a McPherson Label and a Return Address label with backing still on and place the ready return in the Off Campus mail box in the centre of Room 260 for pick up. Mailroom staff will pick up return and package with your information provided. If it is a large box or returns bring it down to the mailroom for packing.

 

 

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This work by The University of Victoria Libraries is licensed under a Creative Commons Attribution 4.0 International License unless otherwise indicated when material has been used from other sources.