To configure purchasing review rules, you must have the following role:
- Acquisitions Administrator
- General System Administrator
Purchasing review rules define the rules that apply to PO lines created by the EOD import process (see Importing Records Using an Import Profile) or the Create PO Line API (see https://developers.exlibrisgroup.com/alma/apis/acq).
These rules apply only to PO lines created automatically; manually created PO lines skip the review process if you click Order Now or Save and Continue, or remain In Review if you do not (for example, if you click Save).
There is a default purchasing review rule that is checked first. This rule has no configuration parameters and can only be activated (True) or deactivated (False), as follows:
- True – All PO lines are sent for review.
- False – If there are no other rules, the PO line is not sent for review and proceeds to packaging. Otherwise, the remaining rules are checked to see if the PO line is sent for review.
More than one additional rule can be configured, but only one rule is applied: the first rule whose criteria is met is applied and the remaining rules are not checked. Alma checks the rules in the order in which they are listed in the Purchasing Rules List (see figure below). If all the rules are checked and none of them apply to the PO line, the PO line is not sent for review and proceeds to packaging.
Each purchasing review rule can be either enabled or disabled. By default, each new rule is enabled.
You configure purchasing review rules on the Purchasing Review Rules page (Acquisitions > Acquisitions Configuration > Configuration Menu > Purchase Orders > Purchasing Review Rules).
Purchasing Review Rules Page
The following actions can be performed on this page:
- Add a purchasing review rule (see Adding Purchasing Review Rules)
Use the Move Up and Move Down arrows to set the order of the purchasing review rules. The order of the rules within the list of rules is significant because Alma applies the first (enabled) rule whose input parameters are satisfied.
- Edit the default purchasing review rule (see Editing the Default Purchasing Review Rule)
- Delete a purchasing review rule (select Actions > Delete)
- Disable a purchasing review rule (click the yellow check mark to the left of the purchasing review rule. To enable a disabled purchasing review rule, click the relevant gray check mark ).
Adding Purchasing Review Rules
You can add a new purchasing review rule to the institution. Purchasing review rules apply only to PO lines created automatically. The rules added to the institution apply to all the libraries within the institution.
To add a new purchasing review rule:
- On the Purchasing Review Rules page, click Add Rule. The Purchasing Review Rules Editor page appears. To create a copy of an existing purchasing review rule, select Actions > Duplicate.Purchasing Review Rules Editor Page
- In the Purchasing Review Rule Editor section, specify a name (required) and description (optional) for the new rule.
- In the Input Parameters section, select, from the predefined lists, the required information described in the following table. A rule is applied to a PO line only if all the conditions stipulated in the rule are met, and no previous rule was applied.
Purchasing Review Rules Input Parameters Parameter Description AssertionCode The type of generated alert. An Assertion Code must be specified for the Purchasing Rules to be invoked. These alerts may appear when creating or saving a PO line manually (see Manually Creating a PO Line), through importing EOD records (see Importing Records Using an Import Profile), or when using the API (see https://developers.exlibrisgroup.com/alma/apis/acq).
Possible values are:
- Already have inventory – The PO line item already exists in your inventory.
- Duplicated active orders – The PO line's item is already part of another, active PO line. In the same scenario, when saving a PO line, the message There is an active order <order number> for this ordered resource appears in the confirmation dialog box.
- Electronic collection already exists in the repository – The PO line electronic collection already exists in the repository.
- Electronic resource was not activated – The PO line electronic resource was not activated. This alert can appear after the PO line is sent.
- Funds from different ledgers – The funds stipulated in the PO line belong to different ledgers.
- Invoicing Status – Not in use.
- Items already exist in the repository – The physical item already exists in the repository. In other words, the order is for a bibliographic record that already has physical inventory.
- Mandatory information is missing or erroneous – Information included in the PO line is either insufficient or incorrect.
- Not fully received – The PO line has not been fully received. For example, three items were ordered but only two arrived. If you are not expecting the remaining items and want to close the PO line, update the PO line to reflect the number of received items. The PO line may then be closed.
- Open claims exist for this PO line – Not in use.
- Overdue PO line – The expected receipt date of the PO line has passed. The PO line will appear on the Claims page.
- PO line created by EOD - The PO line was created using EOD.
- Previously canceled ordered resource – The PO line was previously part of a PO that was canceled. The PO line is now linked to the bibliographic record instead of the item. If you see this message in the UI, you should link the PO line to an item.
- Price limit reached – The PO line price is greater than a specified value (10,000 by default). This number can be customized using the parameter assertion_over_po_line_price. For details, see Configuring Other Settings. This alert can appear after the PO line is sent.
- Purchase decision exists – A decision was made by the Trial Manager to purchase the PO line item.
- Receiving Status – Not in use.
- Reminder date has arrived – The deferral reminder date (if one exists) for the PO line (located on the Review Deferred page) has arrived.
- Renewal date past the subscription end date – The PO line’s renewal date is later than the date on which the subscription ends. The PO line for renewal appears in the Waiting for Renewal task list. If you see this message in the UI, close the PO line or update the PO line's renewal date.
- Reporting code is missing – The reporting code was not entered for the PO line. The reporting code appears in the PO Line Details area on the Summary tab. The reporting code is often used as part of the report creation process for Alma Analytics.
- Subscription is inactive – The expected receipt date of the PO line has passed, but no claim was made on the PO line. This alert can appear after the PO line is sent.
- The bib record is brief – The record is brief/short and must be extended/replaced. You see this message less frequently by lowering the brief level threshold. See the brief_level parameter in Configuring Other Settings (Resource Management).
- The bib record is series/bookset – The record is part of a series. This may mean that a monograph order PO line type was used for a journal/serial bibliographic record.
Acquisition Method The method used to acquire the item. VendorCodeClick the Search icon to open the Search Vendors page and select the vendor to which you want to apply the rule.If a VendorCode is left blank, any vendor code will meet the criteria for the rule. POLineType The type of purchase (for example, printed book, audio visual material, and so forth). SourceType The process that created the PO line.
- In the Output Parameters section, select True if you want the PO line to stop at the manual review point in the purchasing workflow (see Reviewing PO Lines) and wait for review by a Purchasing Operator. If you do not want a PO line that meets the criteria stipulated in the rule to undergo manual review, select False.
- Click Save. The rule you defined is listed at the bottom of the list of rules on the Purchasing Review Rules page. Purchasing Review Rules Page
Editing the Default Purchasing Review Rule
The default purchasing rule is checked before any user create rules. The output parameters of the default purchasing review rule are False. You can edit the default purchasing review rule.
To edit the default purchasing review rule:
- On the Purchasing Review Rules page, under Default Rule, click Edit. The Purchasing Review Rules Editor page appears. Purchasing Review Rules Editor Page
- In the Purchasing Review Rule Editor section, you can modify the default rule name and description.
- In the Output Parameters section, from the drop-down list, select the required Result parameter.
- Click Save. The modified default rule details appear on the Purchasing Review Rules page.