Revert the changes made to Job: Update PO Lines Information Advanced
This really pertains to Admin >> Run a Job, but please revert the change you made to the Job: Update PO Lines Information Advanced. Currently, the job will NOT run if there are invoices on the PO. Before this change was made it did not matter.
It does not matter to the library because the terms of a continuous order can and do change (it was a subscription, now it is offered as a continuation order), how a library chooses to catalog an item can and does change (a title was a serial, then it became a monographic series) So we need to change the PO line type. That there are invoices on the PO is irrelevant - the order is continuing, we just need to change the order type. So now it is impossible to change a PO from type: Physical standing order non-monograph to type: Print Book standing order for an active order. Instead, to make this change, I have to close the existing PO AND create a new PO and send the new PO line /PO information to the vendor even though the order continues.
The old job was very useful because a lot of our serial POs were imported into Alma with the wrong PO line type and we are still cleaning them up. So we need this job to do what it used to do.
Rosemary Trippe
shared this idea
Dear Community,
We plan to enhance the “Update PO Lines Information - Advanced” job as follows:
(1) When PO lines have linked invoices while changing their type cross inventory and/or cross continuity, they will not be skipped in this job when the invoice is in status "In Review" / "Closed".
When invoice status is “Waiting for Approval” / “Ready to be Paid” / “Waiting for Payment”, the PO line will be skipped. This is because these statuses mean that the invoice is being progressed. “Ready to be Paid” / “Waiting for Payment” are statuses that are used for integration with finance system, changing the invoice while it is still in progress might cause issues.
(2) When the PO line type change is not consistent with the PO packaging rules, and the PO line is part of a PO, it will be moved out of the PO and set back to “In Review”. Cancellation letter will be sent when relevant.
The following PO line type changes were supported before February 2025 release development, and used to change the PO line type and keep it in the PO:
- ‘Generic’ inventory format to ‘Physical’ / ‘Electronic’ / ‘Digital’ and vice versa > we will keep these PO lines in their PO.
- ‘Electronic’ (Portfolios) inventory format to ‘Electronic’ (Collections) and vice versa > we will keep these PO lines in their PO.
- ‘Standing Order’ continuity type to ‘Subscription’ > we will now move the PO line out of the PO as this is not consistent with the packaging rules.
To sum up:
> An invoice linked with the PO line will cause it to be skipped in the job only when the invoice is in status “Waiting for Approval” / “Ready to be Paid” / “Waiting for Payment”
> The PO behavior for PO line type changes that were supported before February 2025 release will be changed, except for a change of continuity type from “Standing Order” to “subscription.”
Regarding the example in the current Idea Exchange –
“Physical - Standing Order Non-Monograph” has the continuity type Continuous
“Print Book - Standing Order” has the continuity type Standing Order
And therefore, in case of such change, the PO line will be moved out of the PO.
Please find attached a design document.
Thanks,
Zohar Shemesh
Alma Product Team
