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Alma Acquisitions

Alma Acquisitions training guide.

Ordering Overview

The basic ordering process is:

  1. Find, import, or create a bib record
  2. Create the PO Line (the order)
  3. Fill out the PO Line Details tabs
  4. Place the order or save it to be packed with similar orders to that vendor (in a Purchase Order)

Roles for Viewing and Working with Orders
To create PO lines, you must have one of the following roles:

  • Purchasing Manager
  • Purchasing Operator

Configuration

Setting or Revising Default Acquisition Method:

  • Go to Configuration>Acquisitions>Purchase Orders>Select Acquisition Method
  • Use sliders to enable or disable methods; use arrows to change to display order; use the radio button to set the default
    set default acq method

 

Setting a Default Location for new PO Lines:

  • Go to Configuration>General
  • Under Libraries, Select Add a Library or Edit Library Information
  • From Organization Unit Details screen Click Libraries
  • From List of Libraries>Open Ellipses after appropriate Organization Unit Name and Select Edit
  • Fill in the "Default Location for Acquisition" field from the drop-down
  • Click Save
    set default acq location

 

Creating/Editing Reporting Codes

  • Go to Configuration>Acquisitions
  • Under Purchase Orders, select Reporting Codes, Secondary Reporting Codes or Tertiary Reporting Codes
  • Add a Row to create a new value; use the slider to make the code available in the drop-down, or not; use the arrows to sort the selections; use the radio button to set a default value.

Finding and Viewing Orders

There are two ways to view existing orders:

  • Use the search bar, with search type Order and either a basic or advanced search.
    • There are many more criteria available to search for orders using advanced search; take some time to review the list
    • The search results list gives you a snapshot of information about the order, including whether the material was received/activated
    • Click on the PO Line number link to view the order record
    • Click on Edit to edit it
  • From a Title record, if there is a number next to the Orders: line, click on it to view all orders for that title.
    • Choose View from the row action item list to view an order record
    • If the order is not Closed, you can also choose Edit
    • You cannot edit a closed order; there are other ways to relink it to a new bib record or perform other order maintenance tasks

Whether you view or edit an order, the main page of an order record is the PO Line Details page. It contains the owning or holding location for the material, vendor and price, funds encumbered by the order, acquisition method, material types, reporting codes, and other information.

Order Templates

Order templates are a way to save yourself time and data entry during the ordering process. You can set up templates for combinations of owning library, vendor, and order type.

  • To create an order template, open any past order and then click on Save as template. Many of the mandatory fields will become part of the template and save you typing time. You can save it as either a public (visible to other staff) or personal template.
  • You might want to work with your colleagues and agree on a naming convention for templates, such as “POL Owner / Inventory Location (or owning library) / Vendor / Order Type.”