E-ordering in Alma

General notes: 

--Start in Acquisitions/be at an acq desk in Alma

 Step 1: Locate title. 

• Start with Electronic Portfolios => Title search in the Institution Zone to see if the portfolio has already been ordered and activated. 
• If not in IZ, toggle to Community Zone and search
• If not in IZ, NZ, or CZ, go to Resources -> Search resources.  Search the title in Worldcat. Once found, click Import. After import, the Order button should appear. 

• Once you find the title,  click ‘order’.

• Clicking ‘order’ will lead you to create a PO line.

Step 2: Create PO line

·  Select PO line type

·  Select owning library

·  Load from template if you have a template

·  Click “create PO line”

·  Check Location is correct (Can edit location using ellipses and selecting edit)

·  Add receiving note here as needed

  ·  Select Material Supplier – enter code if known, or click ‘select from list’ to do a search. If you did a search, double click the vendor you want to          populate the field

·  (choose claim interval?)

·  For serials: enter subscription interval

·  For serials: enter renewal date and renewal reminder period info. (order will not go through w/o this info).

·  Add price and quantity

·  Add fund. Enter fund, click add fund.

Step 3: PO Line Details:

Fill in:

• Acquisition method: Purchase at vendor system: records the order within Alma so when it comes in it can be received; does not submit order to vendor . This means we went directly to vendor to order (like our current practice). Mostly will not use this
• Purchase: will do the automated purchase/send order email based on contact info in the vendor record.Mostly use this
• Claim grace period: ?
• Invoice status: Leave on invoice
• Material type: select from list
• Reporting code 1: = acqtypes 
• -will eventually have 5 reporting code fields for: acqtype; subacct; taxability...

Step 4: Click “Order now” (?) details pending.

Notes on E-resource searching:

SFX targets are called “Electronic Collections” in Alma. If you do a portfolio search, you will see the portfolios and which “electronic collections” are available for it. This is like searching for targets in SFX. Pick the record that has the portfolio associated with the collection you need.

Packaging info: (see Related Resources)

---> Once the item is ordered, it will go to the queue under Resources > Manage Electronic Resource Activations, for ERU to work on.