Alma

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  1. 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.

    97 votes
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  2. Enable configuring VAT on the purchase order line level

    Institutions should be able to enable configuring VAT on the purchase order line level so that it can be taken into account for encumbrance calculation. Having the VAT only configured at the invoice stage creates incorrect Fund Balance reports where Encumbered Balance is always underestimated and Available Balance always overestimated. A distinction between Inclusive and Exclusive VAT in the POL would be necessary.

    27 votes
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  3. Undo receipt of item on a continuous type order for which "Keep in Department" was not checked

    While it is currently possible to “un-receive” from the receiving workbench if the item is still in the Acquisitions Department, that will not be the case for our continuous orders.

    There is no good option for undoing the accidental receipt of a serial issue, at least not that our trainer was able to show us in our Alma Functional Workshop.

    7 votes
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  4. Add multiple vendors to order to distinguish between licensing agent vendor and invoice vendor

    We often place orders with a licensing agent but then the invoice is received directly by the publisher or even a subscription agent. However we can only record the invoice vendor on the POL record. It would be really useful to be able to record multiple vendors on an order by type, e.g invoice vendor; licensing agent vendor.

    6 votes
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  5. Reopening closed POLs should re-encumber funds

    Currently re-opening a closed POL doesn’t re-encumber the funds. The workaround for this is to delete the fund, save the change, then add the fund back and save again.

    When we brought this up with Ex Libris they advised this can't be done automatically, but that they would instead add a popup message advising the funds will need to be manually re-encumbered. This was supposed to be added in December 2016 release but we noticed some time later that it didn't eventuate (SalesForce case #00436654).

    It would save a lot of time if re-opening a closed POL automatically re-encumbered the…

    26 votes
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    1 comment  ·  Acquisitions  ·  Admin →
  6. Purchase Request Suggestion

    Enable Purchase Requests to be auto-assigned to a specific user based on either fund code or name/EID of the person submitting the request.

    1 vote
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    0 comments  ·  Acquisitions  ·  Admin →
  7. Trials workflow : enable to fill in block "Analysis and Result" only from trials with In Analysis status

    At the moment, it is possible to fill in the block "Analysis and result" in Summary tab at any time of the trial workflow. Even in an evaluation with Draft or Active status.
    It doesn't make sens, does it ?
    We would like to ask EXL to fix this and enable to fill in block "Analysis and Result" only from trials with In Analysis status.

    9 votes
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  8. Accrual Accounting>Add Ability to Manually Edit Accrual Amounts

    Alma calculates accrual percentages based on days, while we have always calculated the percentages/amounts based on months. That creates problems when we manually calculate an invoice outside of Alma, and then try to re-create it in Alma. We have had instances in which we have different amounts in Alma and with our business office as we could not enter the amounts manually in Alma. It would be really helpful to be able to manually edit amount fields for both fiscal years.

    As another example, a 50/50 split of an odd number, e.g. 49.87 requires one year to be 24.93 and…

    12 votes
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  9. 3 votes
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    0 comments  ·  Acquisitions  ·  Admin →
  10. don't mark zero usage SUSHI reports as invalid

    When SUSHI harvests a report that has no usage for the selected dates, it is labeled as invalid. This is misleading. As long as all the correct headings for the report are in place, the report should be considered valid.

    28 votes
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  11. POL access service subscription & other service subscription -> add expected activation date

    In two POL subscription type, the expected activation date is missing :
    access service subscription & other service subscription.
    Thank you to add the field "expected activation date" into these 2 POL templates.

    19 votes
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  12. Improve po_line_remove_interested_users_job

    The polineremoveinterestedusers job allows institutions to delete Interested Users from PO lines that have closed. However, there are many times when a PO line is closed before the item has left the department; consequently, running the polineremoveinterestedusers job means that interested users may be deleted before the item becomes available. Additionally, while the job removes the Interested Users from Alma, it does not remove the information from Analytics.

    We request that:
    A. Institutions have the ability to set a delay on the job based on the date the PO line was closed.…

    28 votes
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    1 comment  ·  Acquisitions  ·  Admin →
  13. Set the sender address to the address of the staff that made the PO and automatically forward the mail to the said staff.

    With multiple librarians handling PO, this can help us keep better track of PO details and increase process efficiency.

    56 votes
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  14. Adding a field in the Excel Example of Creating Invoice from File.

    Adding a field in the Excel file under batch process that allows for inputting custom exchange rates. The reason for this is because the invoice creation date may not always be on the same day as payment, resulting in outdated rates.

    61 votes
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  15. Trials : when a participant reopens a survey form, the replys already submitted should display

    At the moment, when a participant reopens a survey form he already submitted, all the answers are empty.
    If he fills in again the survey form, at the end, when submitting his answers the second time, a warning message displays (do you want to submit again ?)
    We consider that this warning is too late in the workflow.

    So our request is : when a trial participant has filled in a survey form, if he reopens the same survey form later, this one should display the answers already submitted.

    10 votes
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  16. Hyperlink and give status of invoices that are listed under a particular vendor the same way they are when In Review or In Approval.

    Invoices are currently hyperlinked when they are listed in a In Review or In Approval queue. Not so, when you are looking at invoices under a certain vendor, nor is their status indicated if they are In Review, In Approval, Waiting for Payment or Closed. When researching a certain vendors invoices, it is sometimes necessary to look at a number of invoices in a row, which is not currently possible, because you have to cut and past and when you look at one invoice and try to go back, it bumps you into a queue totally unrelated to your search…

    3 votes
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    0 comments  ·  Acquisitions  ·  Admin →
  17. Ability to attach bibliographic record to CZ order

    The Change Bib reference action is not available for POLs that have originated from the Community Zone. This is an issue as POLs with CKB references don't have bib record information which can be used in Analytics.

    In our SalesForce case about this (00570591) we were told that POLs for an electronic item can be relinked only if it has an MMS ID in the first place, and we see from the manual that changing the bib record isn't possible using the relink action if there’s not already a bib record attached:
    https://knowledge.exlibrisgroup.com/Alma/ProductDocumentation/010AlmaOnlineHelp(English)/020Acquisitions/020Purchasing/045Closing%2CReopening%2CandRelinking

    17 votes
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  18. Add the function of un-receiving items in bulk

    It takes a lot of time to un-receive item one bye one; we need to find POL including un-received item and click ‘Manage item’ menu next to the item and then un-receive the item. It would be better that there is some way of proceeding the un-receiving process in bulk.

    3 votes
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    0 comments  ·  Acquisitions  ·  Admin →
  19. increase the number of received item per page and make the maximum of item displayed per page controllable

    In the Receive menu, the maximum number of items displayed per page is only 20. Please increase the number to 50, 100 or something. And, please give the option of selecting the number of items to display per page according to user’s preference.

    3 votes
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    0 comments  ·  Acquisitions  ·  Admin →
  20. Add EOD FILE Information and Alma Job number to POL Notes Tab

    When a EOD is used it would be helpful if the EOD job information was added to the POL Notes tab within each pol file. Whenever I need to fix a EOD load issue I often have to sort through multiple loads to find the correct one. Having the file name and the Alma Job number on the notes tab would greatly speed up this process.

    4 votes
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