Alma

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  1. Extend the "interested users" functionality

    Acquisition librarians want to extend the current "interested users" functionality in order to serve the end user in a better and faster way. The current "interested users" functionality is not sufficient enough, to become useful and really benefit from this functionality we would like to extend it with:
    • The ability to sort the interested user list.
    Use case: some users (e.g. academic staff) have priority and should get the issue first!
    • Make it possible to create hold requests on these items regardless of the existing fulfillment policy:
    Use case: some libraries don't allow requests for available items, but…

    224 votes
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  2. Ability to edit "subscription from date", "subscription to date", and "additional information" fields on closed invoices

    For some institutions, this data did not migrate, and for others, there are invoice operator errors that need to be fixed. This is vital to subscription management. We need this.

    187 votes
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  3. Add "item policy" and "temporary location" automatically to predicted issues

    Acquisition librarians want to add automatically the "item policy" and "temporary location" to predicted issues to speed up their work and limit the number of clicks. At this moment the added value of prediction pattern functionality is being restricted by the lack of functionality (parameter setting) …
    Use case: It’s not possible to add the item policy/temporary location as a parameter to continuous pol’s. If issues are created via prediction patterns the item policy/temporary location should be indicated automatically based upon parameter settings on pol level. This would save a lot of time and additional clicks when receiving the issues. …

    181 votes
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  4. Add functionality to fund summary pages to view encumbered orders

    There is no functionality within the fund summary pages to see what orders have not yet been paid (order still encumbered). The value of the encumbered orders does show in the summary graph however it would be really useful to see the orders this relates to.

    167 votes
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    1 comment  ·  Acquisitions  ·  Admin →
  5. Better correspondence between number of items ordered and Quantity for pricing.

    As a Purchasing operator, I would like a better correspondence between the number of items ordered and the "Quantity for pricing" in the PO line summary.

    When we are ordering more than one item of a physical title, we have to add the extra items in the Quick add field, and then have to update the Quantity for pricing field manually. We see that Purchasing operators tend to forget to update both fields. The result is that the number of items that we intended to order, not always corresponds with the number of items that is supplied by our vendors.…

    164 votes
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  6. Add a public note field in interface record

    From time to time, a vendor interface goes down temporarily. While we follow the access issue up with the vendor, we add a public note for our students and staff indicating that the interface is temporarily down. The issue is that often we have many electronic collections with the same interface, and therefore must add a public note to each and every electronic collection that uses the affected interface, and then remove all of the notes once access is restored.

    Since all of these electronic collections link back to a single interface, it would be great if there were a…

    138 votes
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  7. Allow Linking PO Lines to Electronic Inventory Regardless of Order Record Type

    We keep running into road blocks with not being able to hotlink POLines into the POLine fields of either Electronic Collection Records or Portfolio records.

    Is there a way that Alma can allow us to add POLines to Electronic inventory no matter what the order type is? This would save us so much time and allow us to use existing order lines for renewals. Right now we are doing a work around to connect order lines with electronic inventory by entering order information in the Portfolio Internal Description field.

    http://screencast.com/t/m9WVcw0HPExX

    138 votes
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  8. Hyperlink invoice number in PO to actual invoice

    Working with purchase orders and invoices requires frequent switching between a purchase order and invoices attached to it. Under the tab Invoice lines in a purchase order Invoice Numbers are listed to the left. On the right side there is a View button, which gives some basic information about the invoice.
    In order to view payment date, cheque number, view attached invoice, view other purchase orders associated with this invoice, one must copy the invoice number, then go to Invoices in Open Search Menu, paste the invoice number and then access the invoice record that way.
    To directly access invoice…

    120 votes
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    1 comment  ·  Acquisitions  ·  Admin →
  9. Stop the practice of showing funds for 'in review' invoices as expenditure.

    Current Alma practice is that EDI invoices automatically load into Alma and expend from a fund whilst still 'in review' and before the 'approval' stage.

    Below are some examples where the practice of expending a fund whilst the invoice is still 'in review' is causing us issues:

    1. We have full end-to-end invoice integration from our suppliers, via Alma and into Agresso. We don't send through manual invoices for payment. Our invoice data is automatically transferred through to Agresso every evening once an invoice has been approved. Only those invoices that have moved out of review are included in the…

    114 votes
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  10. Ability to create a chosen quantity of predictions

    As someone who manages serial subscriptions, I would like the ability to choose the quantity of predictions I create for any given holdings record. This would allow for quicker navigation of list of items, and reduce the number of inaccurate predictions.

    It is not always desired to predict an entire year’s worth of predictions (which currently is the only option). Depending on the publishing frequency and the number of copies of a subscription, we can have 11 pages of predictions in a list of items, in addition to the received items. This greatly increases the amount of clicking needed at…

    106 votes
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  11. Add a view option for Attachments.

    Currently if you want to view an attachment (e.g. licence attachment, POL-attachment, etc) you have to download it to your computer. This is very annoying if you just want to have a quick glance at it as your are constantly cleaning out your downloads folder.
    It would be really great if there were a view option which either showed the document in a pop-up or opened it in another tab of your browser.

    98 votes
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  12. Add a way to tell if an item/holding has 3 or more open requests

    It would be nice to know if a given item or holding has 3 or more open request. It would signal the acquisition that another copy of the title would be helpful. This could be achived for example if the queue number is searchable, either in analytics or in the request search.

    96 votes
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  13. Automatic orders claiming

    At the moment Alma only sends one claim request to the vendor. If the ordered item is still not received, staff need to follow up and re-claim manually; usually a number of times.

    We would like to see claim cycle functionality in Alma so that we can configure follow-up claims based on a set interval per vendor, as well as a maximum number of claims to be sent before the order is automatically cancelled and the vendor automatically notified. It would also be useful to be able to see the history of claims for an order, and be able to…

    95 votes
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  14. More order type options for Additional Orders

    We would like more order types to choose from when creating additional orders on a portfolio using the “Additional Order” button. Particularly, Electronic Book - One Time and Electronic Title - One Time.

    Currently there are only a limited number of order types available when creating an order via this method. This creates inefficiencies, because using the Additional Order button is the easiest, quickest and neatest way to create an additional order on a portfolio.

    An example of where this change would be helpful is when purchasing additional copies of a limited-user ebook. Because we don’t have the option of…

    95 votes
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  15. Receiving workbench - more functionality

    Receiving workbench should be the most logical place to have an Open Expected Items button when you run out of predicted items. An option to withdraw expected items on the receiving workbench should also be available if during receipt the receiving operator becomes aware that an issue will not be published.

    95 votes
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  16. Ability to add notes to invoice lines from invoices that are paid and closed

    We are aware that one can edit notes on an invoice that is already paid and closed. However, for subscriptions, journals and continuations we often have the need to add/edit notes on the invoice lines of invoices that are already closed and paid. Manually putting the invoice back in Review to edit / add notes to the invoice lines doesn't solve the problem as this makes the payment information disappear which we then have to re-enter.

    We require the ability to add notes to invoice lines from invoices that were already paid and closed without having to re-open the invoice.

    92 votes
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  17. "Request" link when you have ordered a physical book

    When you have ordered a physical book (one time order) it would be very helpful to get a Request link available on the Purchase order lines in Review page.

    Then you could place a request more quickly. You don't have to search for the book again.

    88 votes
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  18. Add checkboxes for the single positions at the invoice details in the invoice lines tab

    Add checkboxes for the single positions at the invoice details in the invoice lines tab.
    We create all of our invoices manually. Usually we don’t use the pro rata checkbox and four invoice lines for shipment, discount, overhead and insurance are created automatically.
    In most cases not all invoice lines are needed and we delete the redundant lines manually. Therefore it would be easier to have a checkbox for choosing these lines and to be able to delete all of them at once instead of choosing and confirming the deletion of each line separately.

    87 votes
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  19. Can option for viewing 'Ready to be Paid' invoices be added to Acquisitions menu?

    In the 'Receiving and Invoicing' section of the Acquisitions menu,
    there are options for displaying invoices in various stages of processing: 'Review', 'Approve' and 'Waiting for Payment'. (See Alma_menu.PNG)

    It would be very useful to be able to display invoices 'Ready to be Paid' - i.e., which have passed the review stage and await running of the job for export to ERP, which changes them to 'Waiting for Payment' status.
    Can the menu be configured to include this option?

    87 votes
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  20. Additional "title" column under Funds and Ledger - Transactions tab

    Hi,

    Under Funds and Ledger - Transactions tab, we get to see fields e.g. Type, PO Line, Invoice Line, Amount, Reporting Code, etc.

    Can we request for an additional "title" column. It will be very useful (esp for expensive purchases, eg e-collection) to know the title without the need to click on each POL/invoice.

    Thank you.

    86 votes
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