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 report on this for vendor performance monitoring.
In December 2019 Alma introduced the Reclaim functionality which is set to address the need described in this idea.
Read more in December 2019 release notes (search for PO Line Reclaims):
See this video as well:
The "Communication" tab within the PO line editing screen allows users to view the history of claim letters sent to the vendor.
The concept of limiting the number of reclaims sent before canceling the order was not added as part of this enhancement, it is recommended to open a new dedicated idea exchange to validate the need and see that the community supports this.
Noam Fass | Alma product management team
Ute Ristau commented
Yes, we know this. But that is not enough for us (FU Berlin, HU Berlin, TU Berlin, UdK Berlin).
François Renaville commented
Note that claiming will be improved with the Alma January 2018 release. From the list of new features that are planned for the next release:
"Update the PO Line’s Expected Receipt/Activation Date When Claiming – New functionality will recalculate the PO line’s expected receipt/activation date after a claim is sent. In this way, additional claims can be sent at the time of the new expected date."
Ute Ristau commented
I have entered a new idea with the title "Automated order claiming" because I could not save an attachment here with our detailed wishes for the four groups to be claimed.
Here are the four groups
- one time orders
- subscription orders
- standing orders
- online resource orders.