Alma

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  1. Add functionality to fund summary pages to view encumbered orders

    There is no functionality within the fund summary pages to see what orders have not yet been paid (order still encumbered). The value of the encumbered orders does show in the summary graph however it would be really useful to see the orders this relates to.

    205 votes
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  2. Additional "title" column under Funds and Ledger - Transactions tab

    Hi,

    Under Funds and Ledger - Transactions tab, we get to see fields e.g. Type, PO Line, Invoice Line, Amount, Reporting Code, etc.

    Can we request for an additional "title" column. It will be very useful (esp for expensive purchases, eg e-collection) to know the title without the need to click on each POL/invoice.

    Thank you.

    93 votes
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  3. Add functionality to fund summary pages to view expended orders

    There is no functionality within the fund summary pages to see what orders have been paid. The value of the expended balance does show in the summary graph however it would be really useful to see the orders this relates to.

    69 votes
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  4. Fiscal Period Rollover - Move Cash Balance forward to new period

    The latest release of Alma added functionality to the Fiscal period rollover that offers an option to Allocate new funds based on the Cash Balance of the same fund in the closing Fiscal period. We’ve been testing this out and it seems while the cash balance is indeed allocated to the new period, it is also left on the old period!

    This means the same money is being reported and allocated twice on Alma, which leaves great scope for confusion and I believe is contrary to good accounting practice.

    I believe this enhancement needs a further tweak, to allocate the…

    68 votes
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  5. Incoherent date in the “Date” column when the transaction type is “Expenditure”

    According to the developer, the expenditure date comes from the invoice date and always comes from it (see documentation at https://knowledge.exlibrisgroup.com/Alma/ProductDocumentation/010AlmaOnlineHelp(English)/020Acquisitions/030Invoicing/020Creating_Invoices).

    As you can see there, the calculation of the exchange rate is also done according to this date: "By default, Alma calculates the value of the transaction based on the exchange rate on the date specified in Invoice Date."

    Now we know where the date comes from when the type of transaction is “Expenditure”. However, in other types of transactions (transfer, allocation, encumbrance, etc.) the date that appears corresponds to the moment in which…

    25 votes
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  6. Add a "contains" option to funds and ledgers search

    When searching for funds and ledgers, some users may want to turn up any fund with a keyword. Let's say there are multiple chemistry funds, with one name "Chemistry - State" and another "Chemistry - Trust." Currently, a search for Chemistry turns up nothing, because it's only an exact search. A contains search would be more useful.

    9 votes
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  7. Initial Allocated Amount

    Currently in Alma, the Initial Allocated Amount for an allocated fund is e.g. 1,000.00 ZAR. When an amount from this Initial Allocation e.g. 100.00 ZAR is transferred to another fund,
    the 100.00 ZAR gets deducted from the Initial Allocated Amount of 1,000.00 ZAR and is now 900.00 ZAR.

    In Aleph, the amount was transferred, yet the Allocated Amount remained the same, which is correct.

    When running reports on the Initial Allocated Amount in Alma, the adjusted 900.00 ZAR for the Initial Allocated Amount does not give a correct indication of the amount originally allocated from the institutional budget.

    9 votes
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  8. Add percentage figures to the Fund Balance graph

    When a fund is selected, the Fund Balance graph shows Expended, Encumbered and Allocated amounts. Can it be made possible to display those expended and encumbered amounts together with the percentage figure of each as a proportion of the allocation? It would also be great if we could see the number of items each at expended and encumbered status here.

    6 votes
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  9. Option to set over encumbrance or over expenditure as either an absolute amount or a percentage

    This relates to the override rules in fund and the different approaches to encumbrance and expenditure. Whereas over encumbrance is handled as a percentage of allocation, the over expenditure is handled as an absolute amount. This make it hard for a budget manager to determine the level of over expenditureas on one hand you are dealing with relative values and on the other absolute.

    We'd like to see the option to set over encumbrance or over expenditure as either an absolute amount or a percentage.

    6 votes
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  10. Provide visual representation of funds and fund structure "tree"-style, not "results-list"-style w/details in tiny text.

    Voyager does this well - a tree structure like Windows, showing the hierarchy and relationship of funds to each other. Voyager also has color and shape indicators to show what kind of fund at a glance, and lays out the allocations, commitments (aka encumbrances), expenditures, and balances in a clear way, grouped, and with space around -- not in tiny text all jammed into a little entry you have to squint to make out which bit you need. Please. Seriously -- visual representation of funds and fund structure.

    4 votes
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  11. There should be a separate category for Transfers - along with Allocations and Expenditures.

    At the Fund level, there should be a separate category for Transfers. Right now, if a transfer is made, the allocation changes. There should be Original Allocation (the original amount, doesn't change), Transfers, Current Allocation (original plus Transfers) and Expenditures. It's important for me to know what the original allocation is. If the Transfers are not reflected, what is shown with only the Allocations and Expenditures gives a distorted picture of the money for that fund. You can get a break down of Allocations, Transfers and Expenditures in Analytics - why can't it be shown in the ledger?

    3 votes
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  12. Add user information column to funds transactions tab

    Adding user information in a separate column can show who performed the transaction (relevant for allocation and transfer of funds).
    That way any transaction can be traced back to a specific user.

    3 votes
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  13. Add fund rules fields to Tools>Excel export in Funds and Ledgers search results screen

    Support have confirmed that it's not possible for an Alma user to access reporting on the fund rules fields e.g. over expenditure allowed, over-expenditure limit etc.

    They suggest the quickest way to achieve this would be to add these fields as columns to the Tools>Excel export function in the fund and ledger search results screen.

    3 votes
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  14. Fiscal close manager role with library scope

    We've 17 libraries and manage the funds independently. When rolls over ledger and PO lines, it is very easy to roll all ledgers instead of those in campus level. To avoid this problem, the Fiscal close manager role with library scope can restrict operators to process their controlled funds only.

    2 votes
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