Cancelling vs. Closing Orders
There is a critical difference between Cancelling and Closing a PO Line/order:
Which one you choose has an impact on both what happens next to the order and – sometimes – what happens to the inventory records that were created when the order was.
In Alma, if you cancel a POL that is the only order on that purchase order (including all migrated orders), Alma will delete the PO line’s inventory – both the holdings and the items – unless that inventory has been received or activated. If the POL has a bib and holdings record, but no items yet, cancelling the POL will delete the holdings record.
In contrast, when you close a POL, the holdings and items remain untouched.
This is most important for unreceived and predicted items, such as serials issues, because you will have to go back and re-create those predicted items if you cancel the order and then they come in. For these materials, always close an order rather than cancel it.
Closing a POL
Alma will automatically close one-time orders after they have been received and paid for.
You can manually close a one-time order if the status is Waiting for Invoice, if needed.
To close an order, click on Close from the row action item list, then Confirm. Alma will close the POL and release any encumbered funds. If this was the only POL or the last open POL on a Purchase Order, Alma will also close the related Purchase Order.
Reopening a POL
Once you close a POL, this option in the row action item list will change to Reopen, so you can click on that to reopen the order.
Reopened orders go immediately into review, and you may need to edit the Acquisition method, price, or other details if these have changed. Once the updates are complete and the order is approved, it will either be sent to the vendor or simply changed in Alma as needed.
There are several order maintenance tasks that are managed from the PO Line Details screen. To get to that screen, find your order and click on Edit. Note that these options only appear after the order has been sent; if it hasn't been sent yet - if it's waiting for review, for instance - you can just edit the original order.
There are two ways to change the vendor for an order using the buttons along the top:
Replace (only) Vendor will change the vendor and nothing else, and will not send a new order to the new vendor. Use this if there’s no reason to send another order, and the old order is still valid. To use this option, a one-time order must be in a status of Sent or Waiting for Invoice; continuous orders must be Sent, Waiting for Renewal, or Waiting for Manual Renewal.
Change Vendor will change the vendor and send a new order to that new vendor. This new POL will be packaged into a new purchase order and deleted from the original PO. If that POL was the only order on that PO, the entire PO will be deleted. To use this option, a one-time order can only be in a status of Sent (nothing yet received or activated); continuous orders can be Sent, Waiting for Renewal, or Waiting for Manual Renewal.
Changing a POL’s Bibliographic Reference
The bibliographic reference is the brief bib description in the POL, as we saw earlier. Changing the bib reference does not mean changing the bib record a POL is linked to, or the holdings or items. Changing the bib reference is useful when an order was made on a provisional or stub bib record, but there is now better information available on the bib record that can be added to the POL description.
This feature is relevant for title-based PO lines, and cannot be performed on cancelled PO lines.
If you click on Change Bib Reference – either in the row action list or on the POL details screen – Alma will perform a repository search to find the correct updated bib information. There may be only one result, in which case click on it, or there may be more than one, in which case find the one you want and click on that. Alma will update the information accordingly in the POL bib description.
Relinking a POL to a Different Bibliographic Record
You can also Relink a POL to a different bib record, which moves the corresponding items and holdings to that new bib record. You might do this if your item matched an existing bib record better than the one imported for the order, or if the POL is linked to a bib record for single volume that’s actually part of a multivolume work with a separate bib record.
Relinking works in the same way as changing the bib reference: click on Relink, perform the search to find the bib record you want to link the order (and its holdings and items) to, and click on that result in the list. In addition, when you relink the bib record, the bib reference will automatically update to the new information as well.
The Relink option is only available for PO lines with the following statues:
Putting a claim on an order – for an unreceived or damaged item or serials issue, for instance – starts by sending a communication to the vendor. Alma can do this automatically from the POL if it's configured to connect directly to vendors.
From the PO Line Details screen:
Adding a Vendor Response. When the vendor replies via email, it will go to your email address, not here in Alma. To add that response to Alma and keep everything in one place, go to the Communications tab and click Add a Response next to your claim. You can either copy and paste the text of the email into the response, or save the email as a PDF and add it as an attachment.
To combine the item records for materials that are being bound together: