Alma Acquisitions

Rollover PO Lines (POLs):

• One-time POLs rollover on the encumbrance
• Continuous POLs are rolled over on either the:
  • Encumbrance (anticipated amount when ordered)
  • Expenditure (actual amount paid). Rolling over continuous POLs using the expenditure reflects a more accurate cost for continuous resources
  • Alma will use the encumbrance if no invoice/expenditure exists at the time of rollover
• Institutions using POLs with Funds and not using invoices in Alma will need to change one-time POLs to "fully invoiced" using a job so that they don't roll over. This step MUST be done prior to rolling over One-Time POLs
• FPC Factor (%) is only applied to Continuous POLs

To mark One-Time POLs as "Fully Invoiced" (skip if using Full Acquisitions):

1. Perform an advanced repository search for each type of One –Time POL that needs to be marked as fully invoiced: PO Line: Workflow>Equals>Sent AND PO Line Type>Equals>[One-Time POL Type]
2. Click Save Query to create a set
3. The Set Details screen opens:
   • Name: [Name the set]
   • Description: [Optional]
   • Private: [Default is ‘YES’]
   • Status: [Active}
   • Click Save
4. Run the “Update PO Line Information” job on each One-time POL set:
   1. Go to Admin>Manage jobs and Sets>Run a Job
   2. Search for the “Update PO Lines Information” job
   3. Click on the radio button for the “Update PO Lines Information” job
   4. Click Next
   5. Click on the radio button next to the set of One-Time POLS
   6. Click Next
   7. Task parameters screen opens:
      • Check the box next to Invoice Status
      • Select “Fully Invoiced”
      • Select "Unconditionally"
   8. Click Next
   9. Review the job
   10. Click Submit
   11. Click Confirm
        

1. Go to Acquisitions>Advanced Tools>Rollover PO Lines
2. Click Add Job
3. The Add Job screen opens:
   • New Encumbrance Calculation (only impacts continuous POLs, One-Time Pols always rollover using the encumbrance):
     • Encumbrance
     • Expenditure
   • PFC Factor (%):
     • The % of increase/decrease applied to continuous POLs
     • Default increase is 0% is no value is input
   • From Years:
     • Usually choose current fiscal year that is coming to a close
   • Libraries:
     • Leave blank to select ALL libraries
     • Can select individual libraries if the library has its own ledger and it is not handled by a centralized technical/acquisitions services department
     • Do Not select the Resource Sharing Library
   • PO Line:
     • Leave blank to rollover ALL PO Lines
     • Individual POLS can be selected to be rolled over
   • Check Over Encumbrance:
     • Check this box to apply over-encumbrance rules during the rollover process
     • Keep the box unchecked if:
       • The ledger rollover was run without allocations
       • The institution does not want to apply over-encumbrance rules, which can prevent POLs from failing to rollover if there are not enough funds
   • Report Mode:
     • Recommended to check this box the first time to rollover POLs in “test” mode to see they rollover
     • A report will be generated that helps identify errors that need to be resolved
   • Continuous Orders Only, Standing Orders Only, and One-Time Orders only:
     • Check all or leave all unchecked to roll-over All encumbrances types
     • Check selected PO Line Types encumbrances to be rolled over individually
     • It is recommended to rollover order types individually for review/troubleshooting
   • Click Add and Close
     • Add is used if you are rolling over POLs individually as it keeps the box open
4. The job will automatically run
5. Review the Report
   • Click View from the ellipses of the job
   • Click on the errors under Job Events
6. Correct the errors
7. Run the Rollover PO Lines job again in “Report Mode”, with “Report Mode” checked to make sure the errors have been fixed
8. Run the Rollover PO Lines job again, but without “Report Mode” unchecked