Due to the way Alma connects records, the best practice for choosing which title record to place your order from is:
Step 1: Create a New Order
Step 2: Fill out the PO Line Details
Once you’ve created the PO Line record, fill in the PO Line Details page. Most of the fields will either let you choose from a drop-down menu or type in information. You can review extensive reference lists on these fields at https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/020Acquisitions/020Purchasing/020Creating_PO_Lines/030Manually_Creating_a_PO_Line, but let’s go through a couple of less obvious choices.
Required Fields. Alma only requires a Materials supplier (vendor), price, and quantity to create an order. Discuss at your institution what other fields should be required, such as reporting codes for fund tracking.
Funds section. You do not need to identify a fund at the time of the order, but it can help to track encumbrances during the fiscal year. Click + Add Fund, search for the fund name or find it in a list, then choose what percent of the total price should be taken from this fund. In this way, you can split the cost of materials between departments or libraries at your institution.
Description tab. This provides a basic bibliographic reference on the Description tab. If you’ve ordered from a bib record, Alma auto-populates this information.
Step 3: Save and/or Place the Order
When all of the order information is added, complete the POL by choosing how and when to place the order:
Important Encumbrance note: No matter which order option you choose, the amount of that order will be encumbered as soon as you click Save. As you spend down your budgets over the year, do not leave saved but unsent orders sitting for long periods of time.