Alma

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  1. Searching for a title with "&" should also search "and" when searching for PO lines and invoices

    When searching for a title in any of the Acquisitions (i.e. Order Lines, Invoices, Vendors, Funds, etc.) filters, searching for a title containing "and" should also pull up any results with an ampersand (&) in the title.

    e.g. Searching the title "Law and Inequality" will not find the title's PO line unless it is spelled as "Law & Inequality."

    82 votes
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  2. 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.

    89 votes
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  3. Defer PO Lines with Acquisition Method "Purchase at vendor system"

    The documentation on Deferring PO Lines clearly states that "you can defer any PO line except those with the Acquisition method of Approval plan or Purchase at vendor system" (https://knowledge.exlibrisgroup.com/Alma/ProductDocumentation/010AlmaOnlineHelp(English)/020Acquisitions/050Deferrals/010DeferringPOLine_Workflow).

    We would like to be able to defer PO lines with the Acquisition method of Purchase at vendor system. We have many PO lines with this Acquisition method that are only paid every few years, i.e. 5-year hosting fees. The ability to defer PO lines with this Acquisition method would allow us to clear encumbrances for the unaffected years and release those…

    17 votes
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    1 comment  ·  Acquisitions  ·  Admin →
  4. Displaying the "Requester Notes" from Purchase Requests in the list of Purchase Requests

    In the Purchase Request List you can't see the "Requester Note" for a Purchase Request. In many cases there are very helpful information for managing the Requests. So it would be great if you can see the information immediately.
    If the Note is very long, a mouse over with the text could be a solution.

    10 votes
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  5. We would suggest to pop up a notificatiion when our staff works on an invoice of previous year.

    I would suggest to pop up a notificatiion when our staff works on an invoice of previous year. For example, before click "set back to Review", system will alert that "Edit is not allowed since it is not in this year." Or it is not permited to edit the non-current year invoices.

    1 vote
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    0 comments  ·  Acquisitions  ·  Admin →
  6. Add the ability to upload EDI files from FTP sites manually

    Currently, Alma will only allow you to manually upload an EDI invoice file from a local folder. If you map an FTP site shortcut to your desktop and attempt to manually upload the EDI invoice file from that location, it will say there is an error. I have confimed that Alma does not currently support manual EDI invoice file uploading from ftp sites, only when you configure it to run automatically.

    Import profiles support both processes, so it seems like this area of Alma should support both manual and automatic uploads from FTP sites as well.

    15 votes
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    1 comment  ·  Acquisitions  ·  Admin →
  7. POL can support different currency

    Currently, Alma can only support one currency for all POLs in one PO. We would like to Alma can allow POL to use different currency under same PO.

    1 vote
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    0 comments  ·  Acquisitions  ·  Admin →
  8. Claim

    When I place a claim, I add a receiving note that itemizes which issue I have claimed. I remove this receiving note when I have received the claim. It would be great if there was a way for me to automate a note when I have claimed an issue, and if the note could be automatically deleted after the issue has been received.

    1 vote
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    0 comments  ·  Acquisitions  ·  Admin →
  9. Copy subscription date range

    When adding an invoice line for a POL which has subscription date it would be useful if there was an option to copy the POL Subscription dates to the ‘Subscription Dates Range’ in the invoice line rather than having to enter it. Especially if there are multiple invoice lines it would speed up entering the data and avoid errors.

    23 votes
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  10. Add History to Vendor Records

    Currently, there is no tab or area in the Vendor List in Alma to note Vendor Record history, as there is for items, orders and other areas. This would greatly help us investigate any problems, issues, or track changes, especially if we have multiple people with the Vendor Manager Role activated in order to manage the various EDI, contact information, and usage data tabs.

    1 vote
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    0 comments  ·  Acquisitions  ·  Admin →
  11. Adding PO lines when creating a licence

    We would like the ability to link the license to a PO line in the license details. To open the PO line tab and add the PO here.

    1 vote
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    0 comments  ·  Acquisitions  ·  Admin →
  12. 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…

    16 votes
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  13. 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 PO lines/titles…

    3 votes
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  14. 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…

    12 votes
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  15. 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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  16. 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 →
  17. 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…

    68 votes
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  18. 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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  19. 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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  20. 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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