Skip to Main Content

Alma Acquisitions Resource Guide

This guide covers all aspects of the Acquisitions process, which includes setting up funds, ordering, receiving physical items, activating e-resources, and invoicing. This guide also covers Serials patterns and arrival/check-in.

FLVC Technical Services & E-Resources Open Office Hour


When: The 2nd Wednesday of each month, from 1:30-2:30pm 

This virtual open office hour is designed to allow library staff from any FLVC institution to “drop in” and ask questions regarding acquisitions & serials, cataloging, and managing electronic resources in Alma. FLVC staff members familiar with the functionalities of Alma will offer training and advice. Staff from other institutions are encouraged to comment and offer guidance on any issues that are discussed as well.  


Microsoft Teams meeting

Join on your computer, mobile app or room device

Click here to join the meeting

Meeting ID: 222 706 510 218
Passcode: nFv6Uj

Download Teams | Join on the web

Or call in (audio only)

+1 850-792-8632,,489354884#   United States, Tallahassee

Phone Conference ID: 489 354 884#

Find a local number | Reset PIN

Learn More | Meeting options


Featured Presentations

Recording link and Date Featured Topic
March 28, 2023

Blythe Webster (UWF) demonstrates how she addresses P2E errors in migrated data. In this presentation, she covers the following topics:

  • Finding and correcting physical items migrated as electronic inventory (adding physical inventory in Metadata Editor and deleting portfolios)
  • Finding and correcting electronic items migrated as physical (deleting the physical holdings and items, un-suppressing bib in metadata Editor if necessary)

Support documentation, created by Blythe: How to delete/Correct physical items that migrated as electronic.

Office Hours Recordings

Recording link and
Subjects covered
January 24, 2023  Serials Prediction Patterns
February 14, 2023 Update PO Lines Information Job, Creating PO line set from Advanced search and Excel file upload
February 28, 2023 Serials Prediction Patterns- Time Magazine (ISSN: 0040781x- Biweekly, calendar change in January and July, Combined issues). Library of Congress support documentation.
March 14, 2023 Brief overview of new PO-line task list layout, to be released to all Alma instances in November 2023 (tentative). Discussion of "Change Bib Reference" and " Reload Bib Data" in the PO line, to update the PO line title. We also reviewed notes in allocated funds that are duplicated during fiscal year rollover. 
March 28, 2023 Discussion on workflow for receiving serials that do not have PO lines attached. Serials holdings with predicted items must be received in the Scan In Items interface, after receiving date is entered in the physical item editor. 
April 11, 2023

Created a "print book - standing order" PO line in Alma. Demonstrated how to create a suppressed brief bib record to serve as a container for the PO line. Brought in a record from the network zone, and received the item in the physical item editor to include PO line and receiving date. Answered questions about standing orders, and renewal section of the PO line. 

Support Documentation, FLVC: Standing Orders in Alma

April 25, 2023

Discussed encumbrance and expenditures on continuous type PO lines. Demonstrated invoice creation with "Release Remaining Encumbrance" checked. Demonstrated creating a set of 1 PO line, and running the "Update PO line Transactions" job to release remaining encumbrance if step is missed while creating an invoice. 

Discussed how one-time PO lines have to be invoiced, but not necessarily received in the receiving work bench to be excluded from rolling over when fiscal year closes (PO lines with invoice status of "fully invoiced" will not roll over). 

June 13, 2023

Changed a PO line owner by creating a set of one PO line, and running the "Update PO Lines Information- Advanced" job to change PO line owner. Amended UWF's "Acquire For" relationships in Configurations. 

Demonstrated building an outstanding encumbrance report on FY 2023 funds in Alma Analytics. Displayed option to turn the report into an Alma widget. 

June 27, 2023 Overview of New Order Import Profiles and Update Inventory Import Profile (matched on PO line for print items), ordering a single e-book from the community zone, editing vendor record to add scope of "Licensor", where to create a license and batch job to add license to electronic collections.