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.
When all of the order information is added, complete the POL by choosing how and when to place the order:
To place an order for a Print/Physical Book - One Time title with multiple volumes so the volumes can be received on the same holdings record:
When the item is ready to be received there will be X number of items to be received from the One-Time tab:
To create an order without allocating funds, you have two options:
From ExLibris Knowledge Center:
Relevant for service subscription orders without inventory or items that have migrated from an external system. Often used for multi-part orders where you pay once and receive multiple resources.
To create a new order import profile for physical bib records that will go into the IZ: