To process claims, you must have one of the following roles:
- Purchasing Operator
- Purchasing Manager
- Receiving Operator
Claims are created for PO lines when an order does not arrive or become activated by the expected date (claims notifications are sent for physical PO lines only, as explained below). If a PO line is overdue, you can view it on the Claim page (Acquisitions > Purchase Order Lines > Claims). You can also open this page by clicking Order Lines with claims in the Tasks List in the persistent menu (see Persistent UI-Elements).
See Claims in Alma for Physical and Electronic Resources for an “Ask the Expert” session (one hour) on this functionality.
Claims are generated by Alma as follows:
- For continuous physical PO lines – Several fields from both the PO line and the item work together to determine when a PO line is sent to claims. The fields associated with the PO line are (see the Vendor Information area of the Summary tab in Manually Creating a PO Line):
The fields associated with the item are (see Setting Up Prediction Patterns to Automatically Create Serial Items and Updating Item-Level Information):
- Expected receipt after ordering - After the PO line is sent, the Expected receipt date is set to: the date that the order was sent + this value.
- Subscription interval - If you are not using prediction patterns (see below), then, after any item in the holdings associated with this PO line is received, the PO line's Expected receipt date is updated to: the item's Receiving date + this value.
- Expected receipt date - You can manually override either of the two previous fields by setting this field to a specific date. When this date is changed, the Receiving dates of the items associated with this PO line are changed.
- Claiming grace period - This value is added to the Expected receipt date in any of the above cases. The PO line is sent to claims after the grace period elapses: Expected receipt date + Claiming grace period. When a PO line is sent to the Claim page:
- If the EDI Claims Letter is enabled (see Enabling/Disabling Letters), then for vendors that use EDI and have enabled EDI claims (Claims must be checked on the EDI Information tab of the vendor; see Electronic Data Interchange (EDI)), a notification is automatically sent to the vendor using EDI. You can configure the notification (see Configuring Alma Letters).
- If the email Claims Letter is enabled (see Enabling/Disabling Letters) and the auto_claim_co parameter is set to Y (see Configuring Other Settings), then for vendors with defined email addresses (see Managing Vendors), a notification is automatically sent to the vendor using email. You can configure the notification (see Configuring Alma Letters).
- Otherwise, a notification is not sent automatically. You can send a notification manually using email (see Communicating with Vendors).
- Receiving date - This is the date that the item was received. When the Expected receipt date of the associated PO line is changed, this date is changed to match.
- Expected receiving date - An item only has its own Expected receiving date if you are using prediction patterns. This field is set by the prediction pattern configuration. When there is a value for this field, the Expected receipt date of the PO line is ignored. Just like the Expected receipt date in the PO line, the PO line is sent to claims after the grace period elapses: Expected receipt date (of the item) + Claiming grace period (of the PO line).
- For one-time physical PO lines – The same logic is used as described above for continuous PO lines: if an Expected receipt date is defined for the PO line, it overrides one defined for the item. Since this is a one-time order, there is no subscription interval and the Expected receipt date is not reset after the item is received. After the grace period, a claim is sent automatically to the vendor, either by EDI or by email, but only the first time this PO line is sent to the Claims page; if an operator updates the PO line's expected receipt date, and the PO line is sent to the Claims page again after the new date, another notification is not sent.Also, the parameter to enable email notifications for one-time physical PO line claims is auto_claim (instead of auto_claim_co; see above for more information).
- For electronic PO lines – Alma calculates the claim date as described above for continuous PO lines, except that Alma uses Expected activation date and Expected activation after ordering instead of Expected receipt date and Expected receipt after ordering. When this Expected activation date + Claiming grace period arrives, and the PO line (either one-time or continuous) is still not activated, then the PO line is sent to claims. Example: If the vendor is configured with Expected activation after ordering = 5 and Claiming grace period = 2, then If the electronic resource is ordered on April 20, the PO line goes into claims on April 28. April 20 + 5 days + 2 days grace = April 27; the resource is expected to be activated by the end of April 27.If EDI Claim Letters are enabled, then for vendors that use EDI and have enabled EDI claims, a notification is sent using EDI (Claims must be checked on the EDI Information tab of the vendor; see Electronic Data Interchange (EDI)). Otherwise, a notification is not sent automatically. You can send a notification manually using email (see Communicating with Vendors).
The following table summarizes when claims are sent to the vendor. For more information, see the presentation Claiming in Alma [PPT].
|PO Line Type||Automatically by Email (if parameter and letter enabled)||Automatically using EDI (if letter enabled)||Manually|
When a PO line is overdue, one of the following alerts is generated:
- Overdue PO line – The PO line was not received/activated within the expected number of days after placing the order or by the expected receipt/activation date.
- Open claims exist for this PO line – The PO line was sent to the claims task list. For one-time physical PO lines (or any PO lines, for vendors that support EDI claims), an email is automatically sent to the vendor, inquiring about the late delivery of the order. Note that the automatic email is sent only once to the vendor. Subsequent communication with the vendor takes place using the Communications tab on the PO Line Summary page (see Communicating with Vendors).
- <x> items were received out of <y> ordered (for one-time physical PO lines) – How many items have been received out of the total number ordered. In the Alerts tab, there is a link to the Received Items List (note that you must be within the correct department), which contains a list of all the items in the PO line.
- No item was received in more than <grace period> days (for continuous physical PO lines) – The number of days that have passed since an item was received.
- Electronic resource was not activated (for electronic PO lines) – The PO line’s electronic resource has not yet been activated. In the Alerts tab, there is a link to the Electronic Resource Activation Task List.
You can edit or update the dates of overdue PO lines. In certain cases, you may also be able to relink, close, or cancel an overdue PO line, or activate an overdue electronic PO line. For details, see the following sections:
You can enter a new expected receipt date or expected activation date from the vendor. Where the same expected date applies to multiple PO lines, the new date can be entered globally for all the applicable PO lines. When a future date is entered:
- Any claim alerts applied to the PO lines are removed.
- The PO lines no longer appear on the Claim page.
- The PO lines are removed from the Order lines with claims link in the task list.
To update dates:
- Select whether to update dates globally or individually:
Expected Receipt Date Pop-up WindowExpected Activation Date Pop-up Window
- To update the expected dates for multiple PO lines that appear on the Claim page, select the check boxes for all PO lines for which you want to update the date and click Change Expected Date.
- To update the expected dates for an individual PO line on the Claim page, click the Change expected date link beneath the PO line (or update the date by editing the PO line – see Editing PO Line Information).
- Click in the Expected receipt/activation date box, and select a new date from the Calendar pop-up window.
- Optionally, enter any notes in the Note area.
- Click Save. The expected date is updated and the alerts for the PO lines are removed. Additionally, the PO lines are no longer listed on the Claim page and are removed from your task list.