FY wrap-up: POLs in Auto Packaging

FY wrap-up: POLs in Auto Packaging

You may find it helpful to check your open POLs from this year in the Auto Packaging status at your FY mid-point or end. 

If you enabled the Auto-Packaging job, you do not need to worry about these POLs. If you keep seeing the same lines in this report, though, check that your job is enabled and scheduled. Follow the basic steps outlined below if you did not enable and schedule it. 

Basic Steps 

  1. Check that you still want to "send" the POL(s). 
    1. If you do not want to send the POL(s) because you canceled the order or never placed it, cancel the POL(s). 
  2. If you do want to "send" the POL(s), check the Acquisition Method 
    1. Purchase = Alma will try to send the order to the vendor 
    2. Purchase at Vendor System = Alma will not send the order to your vendor but will mark the POL(s) "Sent" 
  3. If the POL(s) will be sent to the vendor, verify you want to send an order for the POL(s) to the vendor: 
    1. If you do: and have entered an order email address or EDI information in the vendor record, you are fine. 
    2. If you do not: you can push the POL(s) back to editing and change the Acquisition Method or update the vendor record to temporarily use your email for the "Order" email address. 
  4. If the POL(s) will not be sent to the vendor but marked "Sent," verify that is what you want: 
    1. If you do: you are fine. 
    2. If you do not: you can push the POL(s) back to editing and change the Acquisition Method. 
  5. Once you change the Acquisition method to the correct value, we can manually run the PO Line - Packaging job or enable and schedule it. 
    1. It will send all of the POLs in the "Auto Packaging" status. 

Remember: You will need to make all POL adjustments and vendor adjustments before running it. That means making all of the Acquisition Method changes or updates to the Vendors' "Order" email addresses before running this job. Otherwise, you could be sending orders to the vendor when you do not want to do so. 
 

Which POLs have this status? 


You can identify these POLs with the CC-Open_POLs_not_related_to_renewals report in Analytics under:   

/Shared Folders/Community/Reports/Consortia/MNPALS/Acquisitions. 

Please copy the report to your individual Analytics folder or one of your institutional department's shared folders. Then, you can make modifications to the report. Do not make changes to the report in the shared folder. 

What will I see in this report? 

Here are some notes about this report: 

  1. This report includes all open POL statuses not related to the renewal workflow. 
  2. You may see multiple fiscal periods associated with a POL if it is a subscription. This information comes from how you handle the POL's renewal process. 
  3. The POL statuses are the status from dinnertime the day before you review it 

What do I need to do to work with POLs from the previous FYs? 

For POLs from previous FYs, you might need to: 
  1. Activate that fiscal period in the Fund and Ledger Fiscal Period table of Configuration > Acquisitions if needed. 
  2. Activate the appropriate ledgers and funds for that fiscal period if needed. 
  3. Extend the encumbrance's grace days as needed for the necessary funds (and ledger, if desired) to add the fund to a POL's funding information. 
    1. Remember, funds inherit the ledger's grace days settings if you have not customized them. Once you customize a fund, it will use its settings. 
  4. Extend the expenditure's grace days as needed for the necessary funds (and ledger, if desired) to add the fund to the invoice line. 
    1. Remember, funds inherit the ledger's grace days settings if you have not customized them. Once you customize a fund, it will use its settings. 
  5. When done, reset the fiscal period, ledgers, and funds to not active. You can also reset the grace days. 

What if I have questions or need help? 


If you have questions about cleaning up these lines, you can create a PALS Support Center ticket. If you would feel more comfortable discussing these options during a session, you can schedule an Acquisitions/Serials: PALS Support Center Incident Consult session at the Carrie Curie - PALS Booking page. 

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