Alma

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  1. Combine "Close" and "Cancel" into one function.

    We prefer to always "Close" instead of "Cancel" an order for several reasons. It would be really helpful, and less confusing, if the two options were merged into one and it always behaved like "Close".

    The reasons we prefer "Close" include:

    1. Most Print Journal-Subscription orders will still have print issues that need to be received after the liaison has decided to end a subscription. If the order is Closed these issues can still be received. If the order is Cancelled they cannot.

    2. If an order is Closed it cannot be linked to an invoice unless you search for…

    3 votes
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  2. Stop POL lines closing from Receiving?

    Currently when receiving an item back ordered item (ordered 4 but received 1) the process is you receive just the one and the invoice just the one item. But when the other 3 items have been received Alma is closing the POL once they have been received? This is causing issues as the Supervisor must then delete the invoice and unreceive the item and start again. After checking all the learning material and ex-Libris/Alma videos there is no way for a person to be doing this and the Pals from the area have even watched the whole process and it…

    8 votes
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  3. Add ability to include non-numerical characters as part of search for invoices

    My apologies if someone has already posted this...

    Please add the option to include non-numerical characters as parts of searches of invoices, for example when receiving items. Alma gives the option to receive new material as part of invoice creation, and automatically populates the Invoice number on the Receive New Material screen. However, if any non-numerical characters are included as part of the invoice number, no items are found. Items associated with an invoice can't be searched for until all non-numeric characters are stripped from the Invoice number.

    3 votes
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    0 comments  ·  Acquisitions  ·  Admin →
  4. Receiving note for electronic resources

    It would be fantastic if a receiving note option was included for electronic resources as it is for print resources (a field which can be extracted for analytics). The current notes field can not be accessed via analytics and it is therefore difficult to track trends in usage, information about cohorts using different resources, reasons for purchasing, etc.

    19 votes
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  5. Copy POL data to new POL with different order line type

    We still experience issues when a POL is created with the 'wrong' POL type / inventory type (e.g., a print POL is created but e-inventory needs to be attached) - these 'incorrect' POLs must be deleted and recreated manually. There are other ideas out there to make POL types and architecture more flexible, such as this one:

    https://ideas.exlibrisgroup.com/forums/308173-alma/suggestions/10634154-allow-linking-po-lines-to-electronic-inventory-reg

    and Ex Libris has done some work on this, e.g.:

    https://ideas.exlibrisgroup.com/forums/308173-alma/suggestions/13876698-ability-to-change-purchase-type-order-line-type

    In the comments of that request, Ex Libris indicates that allowing the kind of flexibility to 'change' a POL order line type - or attach different types of inventory to it…

    14 votes
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  6. Fiscal Period Rollover - Move Cash Balance forward to new period

    The latest release of Alma added functionality to the Fiscal period rollover that offers an option to Allocate new funds based on the Cash Balance of the same fund in the closing Fiscal period. We’ve been testing this out and it seems while the cash balance is indeed allocated to the new period, it is also left on the old period!

    This means the same money is being reported and allocated twice on Alma, which leaves great scope for confusion and I believe is contrary to good accounting practice.

    I believe this enhancement needs a further tweak, to allocate the…

    65 votes
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  7. Replicate the "view vendor" link for invoices

    Currently there is a link to view vendor next to the material supplier field when editing a POL. One can click on it, be taken to the vendor to confirm you have the correct one or be sure that necessary information is in the vendor record. Once you save or cancel, you are returned to the order being edited without loss of data. Please add the same "view vendor" link when creating, editing, or approving invoices. In particular, approvers need to ensure that the vendor payment address matches the address on the invoice and currently one has to either open…

    5 votes
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  8. Allow the system to change formats for example Physical One time to Electronic One-time and vice versa.

    At the moment when you have created an order for a physical book, but then want to accept the e-book instead, the system does not allow you to change the format as it expects you to follow the workflow of the format you ordered in the first place.

    13 votes
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    1 comment  ·  Acquisitions  ·  Admin →
  9. Make it easier to configure Alma vendor order letter. XML and Style sheets require to much background to quickly set up.

    Provide a generic-simple Word letter for ordering that Acquisitions can customize by adding pertinent info to such as vendor name and address, title, price, terms, and the libraries contact info. The editing and testing of the current letter now is very cumbersome. Can you use a savable word document that allow you to copy and paste in a vendor's email and the basic info of the title to be purchases. Xml and style sheets are too time consuming and needs more software skills than many Acquisitions Department have access to. I just want to email an order to the vendor.…

    1 vote
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    0 comments  ·  Acquisitions  ·  Admin →
  10. Save emails to and from Patrons for Requests

    When we “Send query to requestor” as we Manage Purchase Requests in Alma, it would help greatly if our communication “query” would be saved under a communications tab for that request. This would create a history of actions related to that request. Currently, I can only put notes into the “requestor note” field of the request, and there is no other record of queries sent to the requestor for that request unless I copy the query to myself. Connecting email messages in my box to the Purchase requests in Alma, is not convenient. Is there a way to save this…

    10 votes
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  11. Add "This Fiscal Year" to options for subscription dates range in Invoice Line Details

    Add "This Fiscal Year" to options for subscription dates range in Invoice Line Details. "This Year" is very helpful for many subscriptions, but "This Fiscal Year" would be a great shortcut and reduce the work involved with using "Custom Range."

    3 votes
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    0 comments  ·  Acquisitions  ·  Admin →
  12. Purchase Requests options

    We would really like to be able to utilize Alma/Primo VE to its fullest potential, but one of the things lacking in the Purchase Request options is that there is no way to modify the fields or even add additional fields. We are needing at least two additional fields for us to be able to use the built-in functionality - a note field for special instructions (usually entered by faculty) and a level of priority (i.e., Rush or no rush - in the event this request is for a course reserve, it needs to be a priority, but there is…

    10 votes
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    1 comment  ·  Acquisitions  ·  Admin →
  13. Improve performance of Usage areas in Alma

    The Usage sections of Alma are extremely slow. Please improve the overall performance of the Usage Data Loader, and especially the Missing Data Tab (which can take multiple minutes to load). Also, create a Usage search option in the general Alma search for such things as:
    File Name
    Vendor
    Sushi Account
    Upload Date
    Uploading user
    Subscriber
    Status
    Report type
    Data Start Date
    Data End Date
    Vendor URL

    We don't always want to use Analytics to find the answer to a simple question.

    22 votes
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    1 comment  ·  Acquisitions  ·  Admin →
  14. 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 →
  15. POL load fiscal year

    During import of POL, please add a field to load the fund's Fiscal Year/Period. This is necessary for running Acquisitions with Accrual Accounting enabled. Right now, according to development: "if the next Fiscal Period is active and the funds are valid then the Encumbrance will be made on the next FP. This is what is the expected behavior from Alma." This doesn't make sense-- but regardless, I need the ability to load into a specific Fiscal Year. (This is different from running a Job on POL transactions, where I'm required to select the fund & year combination before proceeding)

    3 votes
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    0 comments  ·  Acquisitions  ·  Admin →
  16. Replicate Voyager Alternate Vendor Search Names

    The ExLibris Voyager product allows for alternate vendor search names.

    These are extremely useful for several instances:
    1) DBA - Bob Smith dba Susan Jones Book Services
    Would like to search for both "Bob Smith" and "Susan Jones" in Vendors
    2) Company name changes - Yankee Book Peddler -> YBP -> GOBI Solutions...
    Especially helpful with a swath of generational employees who may refer to a vendor using a name that is 5, 10 or 20 years old
    3) Abbreviations - Lib. of Congress vs. Library of Congress. Or... ARL vs. Association of Research Libraries. Or... ALA vs. American Library…

    1 vote
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    0 comments  ·  Acquisitions  ·  Admin →
  17. Option to set over encumbrance or over expenditure as either an absolute amount or a percentage

    This relates to the override rules in fund and the different approaches to encumbrance and expenditure. Whereas over encumbrance is handled as a percentage of allocation, the over expenditure is handled as an absolute amount. This make it hard for a budget manager to determine the level of over expenditureas on one hand you are dealing with relative values and on the other absolute.

    We'd like to see the option to set over encumbrance or over expenditure as either an absolute amount or a percentage.

    6 votes
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  18. Search more than one POL at a time

    The new feature of the october 2018 release made it possible to receive several POLs at once by selecting the desired POLs. We usually have a very large number of POLs and can't filter them by any more details. That makes finding the wanted POLs difficult.
    We would like to be able to search for more than one POL at that point.

    32 votes
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    1 comment  ·  Acquisitions  ·  Admin →
  19. Improve Secondary Reporting Code List Table Functionaility

    We use the secondary reporting code table to list our selectors and tie their names to any selections they have made in Alma. Currently, we have around 35-40 selectors and we keep them alphabetized by last name, first name. The problem is when we go to create a new user the user is placed at the bottom of the column. We then have to manually click the row up one time until we get it in the position we want. Every arrow click also refreshes the page which can lead to 10-15 minutes of clicking to get a user to…

    5 votes
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  20. The pre-check function during creating an invoice

    A customer needs a pre-check function during creating an invoice line, if the vendor of the selected PO line is different with the invoice line's, Alma should notify the user. So it could save time than verify it during the save stage.

    2 votes
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    1 comment  ·  Acquisitions  ·  Admin →
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