Skip to content

How can we improve Alma?

← Alma

Change currency in the order

In the order the currency can not changed when the order is saved already. See attachment too, please.

We need a possibility to change the currency after sending the order. Here are the reasons:

a) During the order creation it was made a mistake.
b) For subscriptions and standing orders the currency changes during the lifecycle. First we used British pound and than we use Euro, for example. The vendor changes the currency and we also have to be able to change that.

228 votes
Vote

We're glad you're here

Please sign in to leave feedback
Signed in as (Sign out)
Close
Close
You have left! (?) (thinking…)
Ute Ristau shared this idea  ·   ·  Admin →

We're glad you're here

Please sign in to leave feedback
Signed in as (Sign out)
Close
Close
Submitting...
An error occurred while saving the comment
  • Anne Pfeiffer commented  · 

    Hi Tamar

    Here's what I would say re your questions:

    1 The need is to allow users to change the currency for PO lines which were packaged and sent. ==> YES

    Can you please specify the statuses in which this is needed? ==> In my opinion all active statuses, i.e. Waiting for Invoice, Waiting for Manual Renewal, Recurring Renewal, Under Evaluation, Sent, In Review, Ready to Be Sent, Waiting for Packaging, and Manual Packaging. It's easy to forget to adjust the currency when creating the POL. Depending on when you notice this you will want to correct the mistake.

    2 Upon such change, funding should be handled: disencumbrance for the original encumbered amount, and a new encumbrance on the fund with the new amount and currency. Is this correct? ==> Yes, that would be ideal.

    3 The POL should be removed from the original PO, and re-packed. Is this correct? ==> No, I don't think that is necessary.

    4 Should the order be sent to the vendor again? ==> No, I don't think that is necessary and would only cause confusion at the vendor's end.

    Best,

    Anne

  • Ulrikke Greve Olufsen commented  · 

    Dear Tamar,

    I'm not the one who created this idea, but from MY institution's perspective (focusing on subscriptions):

    1 If we have a subscription to a journal where the provider has changed and thus changed currency. We use Purchase at Vendor System, but we update our subscription information via API from EBSCOnet, and found that they would not update if the currency didn't match, and there was no easy way of updating the currency.

    2. Yes, for that year of the subscription.

    3. Not necessarily, but that depends on your workflow I guess. As it is a purely internal change for us, no re-packaging is needed.

    4. As we use Purchase at Vendor this is not necessary (again for our specific workflow)

    Kind regards,
    Ulrikke
    -------------------------------------------------------
    Ulrikke Greve Olufsen
    Electronic Resources Librarian - Acquisitions & Access
    Collections & Digital Services, University of Oslo Library
    -------------------------------------------------------

  • Marlen Lerch commented  · 

    This is still a Problem, currencies change in time, so a simpler way is urgently needed!

    Best regards,
    Marlen

  • Ute Ristau commented  · 

    Dear Louise,

    thank you for your work around. I tested it. It works for continuous POLs but not for one time orders. These can not be closed but only canceled. You also have to change the acquisition method so that no new order is sent to the vendor. i would like to have a simple method for change currency in the order for all order line types.

    Best regards,

    Ute

  • Louise Driscoll commented  · 

    hi

    We've found a work around for this - as we had to change all our open continuous POLs from AUD to native currency (and we didn't want to have to create new ones for over 1,100 POLs)

    1. Search for PO Line
    2. Select Close from the Search for PO Line (The POL is disencumbered but that is OK)
    3. Search for POL again
    4. Select Reopen > POL is set to In review
    5. Go to task list > Edit (as the POL line has not been packaged we are able to edit the currency and as well as the Material supplier)
    6. Make changes to List price
    7. Change currency from drop down list
    8. Change material supplier (we have vendor accounts based on currency so a change of currency in the POL requires the matching material suplier vendor account too)
    9. Select Order Now
    10. POL status is Sent/Waiting for renewal and the funds should be re-encumbered

    good luck
    Louise

Alma: Acquisition - PO & POLine

Categories

Feedback and Knowledge Base

(thinking…)