Add to the Purchase request's "Approve and Order" action an option to select a PO line template.
This idea was submitted on behalf of Alma's Product management team as we would like to understand the need and use cases of the idea's description below - any comment is welcome.
Currently it is possible to save PO line as a template and utilize this template any time a new order is created (using the designated "Load from template") option (see attached image 1).
The suggested idea is to allow users the option to choose a relevant PO line template when approving a purchase request (see attached image 2), this will allow the PO line created from the purchase request to be populated with relevant fields (Reporting codes/Acquisition Method/Note to vendor etc. ) which were saved as part of the template.
This will prevent the need to edit the newly created PO line and manually add the fields which will be added automatically via the template selection (see attached image 3) as part of the purchase request approval flow.
AdminNoam Fass
(Product Manager, Ex Libris)
shared this idea
-
Emilie Ullerup
commented
I support this great idea! Working with a template would significantly reduce the amount of time spend on an order as well as minimizing the risk of making errors when manually filling out the order every time. Please implement!
-
Kassandra
commented
I strongly support this idea! It would save a lot of time and thereby improve workflow if it was possible to use PO line templates after selecting the Approve and Order option when managing Purchase Requests. Most of the details in the orders are the same and right now we have to fill in all the fields manually.
-
Caroline Dean
commented
At the University of Cape Town Libraries we have been creating a PO lines manually and making use of templates.
We are now starting to use Alma's purchase request functionality. It would greatly improve t
he workflow if it was possible to use PO line templates after selecting the Approve and Order option when managing purchase requests. -
Elizabeth Holmes
commented
I support this idea and agree with Ruhama's comment below. It would be great if when you click on "Approve and Order" from the Purchase Request it would take you to the same screen that you go to when you click on "Order" from the Metadata Editor or from an Existing Record in the Row Actions list. This screen then allows you to choose PO line type, Library, and Template to use.
-
Ruhama Amouyal-Lebovich
commented
Hi Noam,
It's a great idea and I support it, but I think once the user clicks on "Approve and Order" he should be directed to the 'PO Line Owner and Type' screen, so he can first choose the PO Line type and then choose a template from 'Load from template' dropdown list. Basically, the order structure consists on the POL type chosen from the 'PO Line Owner and Type' screen (whether it's electronic/physical book or other material type), therefore he should have the ability to choose the POL type before choosing a template.In addition, it's important to note that the current workflow is problematic and extremely long. Once you click on "Approve and Order" action, you have to go through the following flow:
1. Get a push notification that a PO Line was created (see attached 'POL push notification')
2. When you click on the linkable PO Line, the order is in view only and you don't have the "Edit" button to edit it (see attached 'POL in view')
3. Then you have to search the PO Line
4. Click on "Go to Task List" action, as the order is in 'in review' status
5. Click on "Edit"Eventually as you indicated this flow doesn't load a specific template, so the fields are not populated with data and it definitely adds more work to be handled with the order till it finally sent to the vendor.
-
Andrew Brown
commented
This sounds great - we'd support the idea too.
-
Daphna Sussman
commented
Fantastic idea! will be very helpful as a lot of the details in the orders are the same (and there is no option of saving defaults for an order) , this will save a lot of time of filling out all the fields in the purchase order line.
Please go ahead with this.
