Alma Acquisitions

SUNY Best practice for adding gifts to Alma is:

• Create a Gift vendor
• Create a PO Line (POL) with an Acquisition Method of Gift and Material Supplier of Gift.
• Gift notes can and should still be added to the MARC records per institution's policy.
• Gift Acquisitions Method does not require Funds or List price
• Gift POL Template can be created when creating a Gift POL for the first time or at any time when creating a Gift POL

To create a gift vendor one of the following roles is required:

• Vendor Account Manager
• Vendor Manager

Steps:

1. Go to Acquisitions>Acquisitions Infrastructure>Vendors
2. Click Add Vendor
3. Vendor Details screen opens (leave omitted fields blank)
   • Name: Gift
   • Code: GIFT
   • Status: Active
   • Currencies: [Can leave All or select USD}
   • Libraries: [Make sure all libraries impacted are included]
   • Vendor Type: [Select Material Supplier/Subscription Agent]
   • Click Add Under accounts:
     • Account Description: Gift
     • Account Code: GIFT
     • Status: Active
     • Libraries: [Make sure all libraries impacted are included]
     • Payment Method: [Keep Accounting Department]
     • Click Save
4. Click Save

To create a gift PO Line (POL) per SUNY recommended practice:

1. Search for the bib record in Alma's Network Zone (NZ)
   • If the MARC record in not in the NZ, export the bib record from OCLC into the NZ
   • If no MARC record exists in the NZ or OCLC, create a brief bib for ordering
2. Click Order
3.  PO Line Owner and Type screen opens
   • PO Line Type: [Select the correct POL type]
   • PO Line Owner: [Select the library that orders acquisitions for the institution]
   • Load from Template: [Leave unselected]
   • Generate barcode using sequence: [Only select if the institution has this configured and uses it]
   • Assign Inventory Manually: [Leave unchecked]
   • Click Create PO Line
4. Purchase Order Lines Details screen opens
   • Order Items: [Edit the location if necessary]
   • Material Supplier: [Select the Gift vendor that has been configured]
   • Acquisitions Method: [Select Gift]
   • Reporting Code: [Select reporting codes if configured and part of the institution's policy]
5. Click Save and Continue
6. Click Confirm
7. Receive the item under Acquisitions>Receiving and Invoicing>Receive

To create a gift PO Line (POL) per SUNY recommended practice:

1. Follow steps 1-4 for creating a gift POL
2. Save as Template
   • Click the ellipses  at the header of the Purchase Order Lines Details screen
   • Select Save as Template
     • Template Name: [Name the template]
     • Public Template: [Select Yes so others in the institution creating POLs can use it]
     • Existing Template: [Do not use - only used to update an existing template]
     • Click Save
3. Click Save and Continue
4. Click Confirm
5. Receive the item under Acquisitions>Receiving and Invoicing>Receive

1. Follow steps 1-2 for creating a gift POL
2. PO Line Owner and Type screen opens
   • PO Line Type: [Select the correct POL type]
   • PO Line Owner: [Select the library that orders acquisitions for the institution]
   • Load from Template: [Select Gift template]
   • Generate barcode using sequence: [Only select if the institution has this configured and uses it]
   • Assign Inventory Manually: [Leave unchecked]
   • Click Create PO Line
3. Purchase Order Lines Details screen opens
   • Order Items: [Edit the location if necessary]
4. Click Save and Continue
5. Click Confirm
6. Receive the item under Acquisitions>Receiving and Invoicing>Receive