Alma

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  1. ACQ: Improve PO Line Claiming job

    Please make the PO Line Claiming job more granular. Sending claim letters to all vendors without restriction of any kind is not really feasible.

    It should be possible to define own sets of PO lines (which should be claimed) by using the following criteria:
    - One time orders
    - Continuous orders: All / Serials / Standing orders
    - Vendors: All / only specific vendors
    - Acquistition types: All / only specific types (purchase, legal deposit, exchange, etc.)

    20 votes
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  2. POL access service subscription & other service subscription -> add expected activation date

    In two POL subscription type, the expected activation date is missing :
    access service subscription & other service subscription.
    Thank you to add the field "expected activation date" into these 2 POL templates.

    19 votes
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  3. Copy POL data to new POL with different order line type

    We still experience issues when a POL is created with the 'wrong' POL type / inventory type (e.g., a print POL is created but e-inventory needs to be attached) - these 'incorrect' POLs must be deleted and recreated manually. There are other ideas out there to make POL types and architecture more flexible, such as this one:

    https://ideas.exlibrisgroup.com/forums/308173-alma/suggestions/10634154-allow-linking-po-lines-to-electronic-inventory-reg

    and Ex Libris has done some work on this, e.g.:

    https://ideas.exlibrisgroup.com/forums/308173-alma/suggestions/13876698-ability-to-change-purchase-type-order-line-type

    In the comments of that request, Ex Libris indicates that allowing the kind of flexibility to 'change' a POL order line type - or attach different types of inventory to it…

    18 votes
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  4. Using "Change expected date" clears filters on "Order lines with claims"

    When using the "Order lines with claims" task it's useful to add filters, such as Purchase Type and Vendor, to refine your list of claims. However, if you use the "Change expected date" option, which should be quicker than Edit, it clears your filters once the new date is saved.

    Can you please allow the filters to remain after using the Change expected date function? Thank you

    18 votes
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  5. Associating with more than one POL

    Currently you can only associate a POL with one other POL. I would like the ability to associate a single POL with multiple POLs. This is helpful in associating different titles that are paid in a single package, or arrive together.

    17 votes
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  6. Add more fields to the Update PO lines information & Update POLs Advanced jobs

    All fields of the POL should be something that can be updated by job.
    Some specific fields that it would be really helpful to have in the Update PO Lines Information or Update PO Lines Information Advanced jobs are:
    Subscription from/to dates
    Renewal date
    Cancellation Restriction checkbox & Cancellation Restriction Note
    While it might be possible to update these fields via the APIs, the permissions and skill level needed to use the APIs is much higher than to run jobs.

    17 votes
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  7. Defer PO Lines with Acquisition Method "Purchase at vendor system"

    The documentation on Deferring PO Lines clearly states that "you can defer any PO line except those with the Acquisition method of Approval plan or Purchase at vendor system" (https://knowledge.exlibrisgroup.com/Alma/ProductDocumentation/010AlmaOnlineHelp(English)/020Acquisitions/050Deferrals/010DeferringPOLine_Workflow).

    We would like to be able to defer PO lines with the Acquisition method of Purchase at vendor system. We have many PO lines with this Acquisition method that are only paid every few years, i.e. 5-year hosting fees. The ability to defer PO lines with this Acquisition method would allow us to clear encumbrances for the unaffected years and release those…

    17 votes
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  8. Ability to attach bibliographic record to CZ order

    The Change Bib reference action is not available for POLs that have originated from the Community Zone. This is an issue as POLs with CKB references don't have bib record information which can be used in Analytics.

    In our SalesForce case about this (00570591) we were told that POLs for an electronic item can be relinked only if it has an MMS ID in the first place, and we see from the manual that changing the bib record isn't possible using the relink action if there’s not already a bib record attached:
    https://knowledge.exlibrisgroup.com/Alma/ProductDocumentation/010AlmaOnlineHelp(English)/020Acquisitions/020Purchasing/045Closing%2CReopening%2CandRelinking

    16 votes
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  9. Automated order claiming

    We need a solution for order claiming that works automatically for this for groups
    - one time orders
    - subscription orders
    - standing orders
    - online resource orders.

    Workflow:

    a) The expected receipt date/expected activation date in the order/item/portfolio is reached.
    b) Alma must send an claim to the vendor.
    c) Alma changes the expected delivery date/expected activation date automatically by taking the information from the vendor-account (date of day plus expected receipt after ordering (days)/date of day+expected activation after ordering (days)).
    d) A reminder in the task list is not necessary.

    Details for the four groups see attachment please.

    16 votes
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  10. Allow more than 50 POLs on a PO via manual packaging

    Right now, in the Purchase Order - Package screen, you can only package 50 POLs onto one PO. The "PO lines to package" screen will only display 50 POLs max, and if you select all, then go to the next screen, it removes everything from the first screen that you selected. This means only 50 POLs max can be put on a PO. This is frustrating when we put in an order for more than 50 items and have to create multiple POs for a single order. I think the easy fix would be to have those POLs remain checked…

    15 votes
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  11. Allow the system to change formats for example Physical One time to Electronic One-time and vice versa.

    At the moment when you have created an order for a physical book, but then want to accept the e-book instead, the system does not allow you to change the format as it expects you to follow the workflow of the format you ordered in the first place.

    14 votes
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  12. Change order icon color in All Titles / Physical Titles result list based on order status

    If the status of all POLs on a title is Closed, change the green shopping cart icon color to grey when looking at the All Titles or Physical Titles result list.

    It is really helpful to see if there is an order for something when doing a title search. However, it creates a lot of extra clicks to see if an order is active order or not.

    For instance, I might be looking at a title for which the item has a status of "Missing" and there is an order on the item. Is that the original order for the…

    13 votes
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  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.

    11 votes
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  14. Copy of communications in the Attachments tab at POL level

    In each POL in the Attachments tab, the communications sent to the providers generated through a job are saved.
    It would be useful if manually generated communications from the Communications tab could also be viewed from the Attachments tab.

    10 votes
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  15. Allow for filtering by order date in Claims; Allow for non-emailed claims notes

    When reviewing claims, we would like to be able to prioritize claiming by recent titles. There is currently no way to filter claims by order date, short of exporting the search results. Adding order date or other date filters would improve efficiency.

    Additionally, we often have to claim outside of Alma, but there is no way to add a claim to the communications tab without sending an email. Adding a 'do not send claim' type button, such as existed in Aleph, would allow for keeping all claims communications in one location.

    10 votes
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  16. Job to automate the addition of multiple POL notes

    We sometimes need to cancel or close large groups of POLs. We append notes to these to explain the closure.

    Currently, we need to add these notes to POLS one at a time.
    A function that allows us to append the same note to multiple POLs (ex. "POL closed on 12/12/18 due to package changes") at once would be extremely helpful.

    10 votes
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  17. Order type for APC and "Read and Publish" agreements

    We have started to make APC (Article Processing Charge) agreements and also Read and Publish (to publish OA at no additional costs) agreements between the Library and some publishers.
    We found that there is no suitable order type to use in Alma when creating such orders.

    We ask Ex Libris to add a suitable order type for such orders.

    9 votes
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  18. Send a notification when a POL marked as manual renewal is added to the task list

    When a PO line is marked as manual renewal and it subsequently appears in the renewals task list a notification should be sent to those with the appropriate role in Alma to advise.

    8 votes
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  19. Manual orders for physical items: selecting more than 20 POLs for a manual PO


    1. first scenario:
      a. you enter a number of POLs bigger than 20 (same library and same supplier),
      b. then you want to make a single manual PO of them;
      c. from the “acquisition” menu, you choose “package” (in order to make a PO),
      d. the whole POLs list is visualized, and that list occupies more than one page (one page contains up to 20 POLs):
       you have no way to select all of them (not even with “select all”): any selection is valid only for the active page, and gets lost when you change page;
       you have to…
    7 votes
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  20. Add "Purchase Type" to PO line order templates.

    It would be very helpful to have the Purchase Type included in order templates. PO lines that share criteria in other fields usually have the same Purchase Type.

    7 votes
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