FAQs

Alma Workflow for Ordering One-Time Print Books and Physical Items

Required Roles:

• Purchasing Operator or Purchasing Manager

Prerequisites:

• Funds created, allocated and active
• Vendors created and active

Steps:

Find or create the Bibliographic Record:

1. For a new title: perform an All Titles search for the title in the Network Zone
   
   • If a record is available, use it for the order
   • If no record is available in the NZ, search OCLC and export record to the NZ 
   • If there is no record in OCLC, create a brief bib in the NZ
2. For a second or replacement copy: search for the title in the Institution Zone

Order the Title:

1. Click Order in the three dots to the right of the search result:
   
2. In the PO form
   • Identify the Purchase Type
   • Identify the PO line owner (usually the main library unless you have library-specific and separate ordering, funding, receiving units)
   • Leave generate barcode using sequence blank if you will be applying a barcode upon arrival
   • Leave assign inventory manually unchecked so that the holdings and item records will be created automatically.
3. Click Create PO Line
4. Fill in the Purchase Order Line Details screen:
   • Vendor, Price, Quantity and Fund are required.
   • Use optional fields as necessary
   • Add the Location using the drop-down or click the ellipses to Edit
   • Identify the Vendor/Material Supplier
   • Enter the Price and the quantity: The price can be actual or an estimate. The amount entered here is what will be encumbered. When the item is invoiced, the actual price will be used and the encumbrance will be released. The invoiced amount will remain associated with the purchase.
   • Identify the Fund:
     • Click the Plus or the Arrow next to Add Fund.
     • Select from the list or view those recently used and select from that list, or use a Template. 
     • Click the Add Fund button.
   • In the PO Line Details, identify the Acquisition Method:
     • "Purchase at Vendor System” means you will place the order in the supplier’s utility (e.g., Amazon site, GOBI, ebrary).
     • “Purchase” will place the order in a file that will be bundled and sent electronically to the vendor via Alma.
     • “Gift” or “Technical” will not require a price or a fund, but will require a Vendor. (Recommendation: Create a Vendor called “Gift.”)
   • Identify the Reporting code(s) (if used).
5. If you are placing an order at the Vendor’s site or through direct communication with the vendor, Click Order Now at the top of the screen
6. If you want to wait and place the order with the vendor later, click Save. The PO Line will have the status of In Review and can be found in the operator’s Task List.

Adding a copy or replacement:

• Search for the title in the Institution Zone.
  • Click on the ellipses next to the desired item and select Order.
  • Identify Purchase Type and Owner. Click on Create PO Line. You will be warned that you already own a copy. Click Confirm to proceed.
• Continue as above.