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Library will ORDER the e-resource after it is has been activated and negotiated license has been attached in the NZ by the CO. The following procedures are one possible way for the library's acquisitions department to order an Opt-in resource from the NZ. There may be other ways to order an Opt-in resource from the NZ, especially if the library has an existing order that was migrated to Alma from their old system.
Acquisitions exception -Sharing Electronic Resources in the NZ but not ordered from SDLC:
If your library is sharing a resource in the NZ but did not negotiate for that resource with SDLC, the POL will need to be attached to a provider-neutral record/OCLC bib record. The electronic full text collection can be shared but the licenses and purchases orders cannot be maintained centrally and will need to be attached to this PNR an OCLC record. Please DO NOT use the Alma CZ Descriptive Record for that resource (See Catalog recommendations: Provider-Neutral Records & Use of Database-Level Records). Acquisitions Task Force has information for attaching current POLs to records in the NZ: Acq FAQ . Example: EBSCO Art Full Text is a shared resource that 8 libraries are sharing in the NZ. Only two of those libraries negotiated the resource via SDLC. All 8 libraries can continue to share the NZ resource but only 2 of those libraries will have consortial acquisitions attached to the e-collection. The other 6 libraries will need to attach POLs to the OCLC/PNR record in the NZ.
Member Institution (the
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proceeding steps one possible process for the library but the CO must be vendor and material supplier):
- Library needs to create a vendor for the CO in their institute before Ordering the e-resource (For CO/SDLC as a vendor, this should be a one-time set-up for libraries.)
- Locate the e-collection Search for the Electronic Collection in the Repository in the NZNZ tab. *must be a repository search for Electronic Collection > Electronic Collection Name
- Click on Order (Order link only appears if the library is listed in the negotiated license)
- Purchase Type – Electronic Collection – Subscription
- PO Line Owner – Main Library (Main Library is one option, POL Owner depends on local library configuration)
- Material Supplier would be the CO in this case (not shown in the video) Choose the . Choose the CO vendor record.
- Change e-Activation to 1 day to active search immediately
- The List Price came from the negotiated license in the NZ admin
- Choose a Fund local to the library (to pay back the CO -waiting on how this will function with CPO for now CPO process will remain the same)library's Ledgers and Funds. Below is information about setting up Funds. If your library has a fund set up for CO-negotiated e-collections, skip to the next step -Acquisition Method
Add Fund
Information about setting up Funds from the Acquisition Task Force. There are some very good examples of setting up Funds in Alma, including creating funds for paying for CO negotiated resources.
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- Acquisition Method – Purchase at Vendor System
- Add in renewal dates and Choose Order Now and GO
- Remember the POL#
- Look at Tasks for Electronic Resources – activation - unassigned
- Resource should be active and now create invoice (The following steps need to be clarified on how the CPO process and invoicing will work between SDLC/CO and libraries and if it will work-currently up to library how to pay for the resource(This is just one possible way to treat POL's and invoices. See local acquisitions department for local processes)
- Create invoice from PO -be sure to write down PO number for this section
- Select the PO attached to the new e-resource
- Edit the Invoice once the PO has been added
- Edit the subscription date
- Save and Continue
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- Locate invoice
- Choose Edit under Actions
- Choose Paid for Payment Status
- Create a voucher number
- Save and Continue
- Check status of Invoice under Invoice search
- Invoiced closes when it is paid (need more information-depends on local configurations but also need more information on payments between libraries and SDLC/CO)