Acquisitions (Physical and Electronic) - Basic Information

Acquisitions (Physical and Electronic) - Basic Information

Getting Started

These are some excellent resources to use when starting a new position related to Acquisitions.

We recommend that you review any workflow diagrams in the recommended documentation. Then, watch any relevant workflow videos referenced. Ex Libris features these in a special section within the documentation. These provide foundational knowledge of the workflows within Alma. You do not need to review any of the other documentation linked to within the recommended documentation at this time.

Please note, there are many ways to create POLs and invoices in Alma. Your library may only use one of the options. Additional configuration settings and values from the POL dictate to Alma whether a step is skipped or handled automatically without the user needing to do anything. Other staff at your library might be able to tell you how your institution has configured Alma Acquisitions and the preferred POL field values. If they cannot, please submit a PALS Support Center ticket requesting assistance.

POL creation, processing, and ordering

Learn how to create POLs, package them into POs, and send the PO to your vendor.

  1. Purchasing Workflow: https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/020Acquisitions/Purchasing_-_New_Layout/010Purchasing_Workflow_-_New_Layout

Acquisition Method table

The type of acquisition method in Alma determines whether Alma sends a PO to the vendor or marks an order as “Sent.”

  1. Acquisition Method table: https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/020Acquisitions/040Configuring_Acquisitions/090Configuring_the_Default_Acquisition_Method
Info
Tip: Purchase = Alma sends the order to your vendor; Purchase at vendor system = Alma does not send the order to the vendor. It only records it and changes the status to sent.


Receiving (for physical orders)

Find out what to do when you have finally gotten that box from your vendor.

  1. Receiving Material: https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/020Acquisitions/050Purchasing/Receiving_Material/Receiving_Physical_Material

Activation (for electronic orders)

There is no box, but for electronic orders, there comes the point when your users can access a resource. Activation is electronic materials’ version of receiving, post-receiving processing, and shelving. From the ERM context, activation makes sure your users can get to the resource.

  1. Activating Electronic Resources: https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/Electronic_Resource_Management/030_Working_with_Local_Electronic_Resources/015Managing_Electronic_Resources/Activating_Electronic_Resources_and_the_Activation_Task_List
  2. Managing Electronic Resources: https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/Electronic_Resource_Management/030_Working_with_Local_Electronic_Resources/015Managing_Electronic_Resources

Invoicing

Now that you’ve ordered and received/activated an item, it’s time to pay those bills. Learn how Alma manages invoice data. This step changes encumbrances to expenditures from your funds.

  1. Invoicing Workflows: https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/020Acquisitions/030Invoicing/010Invoicing_Workflow

Troubleshooting

Want to learn about some of the basic troubleshooting steps used by PALS? Check out PALS Troubleshooting Steps for Acquisitions answers:

  1. Troubleshooting Steps for Alma Acquisitions - Ordering
  2. Troubleshooting Steps for Alma Acquisitions - Receiving
  3. Troubleshooting Steps for Alma Acquisitions - Activation
  4. Troubleshooting Steps for Alma Acquisitions - Invoicing

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