FY wrap-up: POLs in Ready status

FY wrap-up: POLs in Ready status

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

Basic Steps 

  1. Check that you still want to order the POL(s). 
  2. If you do not want to order the POL(s), cancel the POL(s). 
  3. If you still want to order 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" 
  4. 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. 
  5. 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. 
  6. When you are ready, "send" the PO. 
    1. If it remains stuck in "Sent" and the POL uses the Acquisition Method of "Purchase," check: 
      1. You enabled the Order Letter. 
      2. The vendor record has EDI information or an order email address. 
      3. Fix the two settings above as needed and try again. 
      4. If it is still stuck, submit the PO number to the PALS Support Center as a new Incident. 

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. 

Warning
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.

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