Alma

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  1. “Creating an invoice from PO” always sets the encumbrance to zero

    The use of the function “creating an invoice from PO” is essential for us. It saves a lot of work during invoice processing. The function always sets the encumbrance to zero, even if only a partial invoice has been recorded (for example: encumbrance: 300 Euro, partial invoice: 100 Euro -> disencumbrance: 300 Euro instead of 100 Euro).

    Ex Libris write: "This enhancement is already on the Alma Road Map but I can't provide a date now when this will be implemented."

    From our point of view, this is a mistake and should be corrected. A disencumbrance of the budget may…

    21 votes
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  2. 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 →
  3. Ability to store & track VPAT® documents

    As part of the procurement or licensing process, many libraries may request that a vendor provide a VPAT® (Voluntary Product Accessibility Template) in order to indicate their compliance with Section 508 of the US Rehabilitation Act. It would be desirable if functionality could be developed somewhere in Alma that would allow libraries to track & report whether/when a VPAT was requested and received, which VPAT version was used, and local notes related to accessibility testing.

    58 votes
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  4. 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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  5. 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 →
  6. 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 →
  7. 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 →
  8. 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 →
  9. 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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  10. Preset item policy for subscription PO Lines

    Having the ability to set an item policy for a subscription PO Line would save time and trouble. Currently, when a serials item is received (checked in), one must go into the individual item record to set the item policy. Too many clicks. Also, if someone else is checking in serials, they might forget about this additional step. If someone tries to check out an item, will the person at circulation know that it is in-library use only, 3-day use or 14-day use?

    8 votes
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  11. 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 →
  12. 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 →
  13. Communications in cancelled POL

    Alma offers the possibility of sending communications to the vendors at the POL level. While the POL is active, you can see both the communications made and their content in the POL Communications tab. However, when the POL is canceled, the content of the communications cannot be displayed in Alma.

    Knowing the content of the communications, especially in POLs that are canceled, is necessary to know the reasons for the cancellation.
    We propose that the content of the communications be seen in Alma not only when the POL is active, but that it be viewed independently of the POL Status.

    9 votes
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  14. 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 →
  15. Separate amount and its currency into two columns when exporting to excel

    In the pages of Funds and Ledgers, we would propose to separate amount and its currency into two columns when exporting the file, which would be easy to perform calculations in excel.

    12 votes
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  16. 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 →
  17. 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 →
  18. 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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  19. Un-receive option for items not in-department with interested users.

    Current un-receive functionality is restricted to items which are still in department and having no interested users. It would be very helpful to have un-receive available without these two conditions attached.

    14 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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