Below are questions that were sent to the Acq Task Force directly. Since odds are that multiple people are wondering these same things, we're posting them here. Interested in the cross-topic Basecamp Q&A page? Go here. For Acquisitions-specific questions, see below.
REMINDER: If you have any questions regarding doing Acq in Alma (implementing GOBI API or other integrations, or setting up funds, how to handle taxes, etc.) PLEASE POST THEM to the Tech Svcs ULMS Listserv. It benefits the group when we share these things. And nobody knows it all yet, the Acq Task Force included, so let's tap the group's collective knowledge.
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it all yet, the Acq Task Force included, so let's tap the group's collective knowledge.
Acq FAQ
Q: In the example of a Chancellor's Office "Opt-In" resource, how do you link your local PO Line to an appropriate NZ record?
A:
You can do that via the "Change Bib Reference" function, which would be available when viewing a PO Line in the IZ. The basic steps are:
View the PO Line:
You'll see a confirmation that you want to change the bib reference:
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That takes you to a search to find the desired bib:
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From the results, choose the NZ tab to see your network choices and SELECT:
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An Ex Libris Knowledge Center training video (5 minutes) is available here.
Q: We are working on our YBP technical specifications and are confused about which fields we need to map for the GOBI API, EDI invoicing and WCM.
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Regarding the mapping, some of it will depend on local preferences, and specific questions would need to be bounced off of your YBP contacts. However, some general things to consider:
If implementing the GOBI API, the Alma POL is returned to YBP in the API process for your FIRM orders, and will serve as the link between your GOBI API orders and correlating EDI invoices (if choosing EDI invoicing).
For non-GOBI API orders such as approvals, EDI invoicing is enabled by mapping that YBP/GOBI Order Key/Number via WCM (where it is called the Vendor Order Number) which then gets mapped via your Alma New Order Import Profile to the Alma Vendor Reference Number field.
So, to repeat - GOBI Order Key → WCM Vendor Order Number → Alma Vendor Reference Number.
YBP outputs the GOBI UID to the 035 $b, specifically mapping it there to avoid confusion between that number and the OCLC #'s in the 035 $a. (Per YBP, this mapping was identified with the knowledge that the ULMS has decided the OCLC # in the 035 is our primary match point.) If there is an existing 035 (which there should be in most cases) then a separate 035 field will be created. The YBP/GOBI UID is being provided in the 035 $b as an additional match point if needed.
The procedure document on the Import Profiles for Loading Brief Order Records and WCP into NZ wiki page helps clarify these mapping aspects (Thank you @Marcus Jun & the Import Profiles Task Force.)
Q: When we migrate order records, do the vendors in the orders have to match to active vendors in Alma? Or will they also be able to match to vendors marked as inactive?
A: We (Megan Drake, ExL) have confirmed that vendors do not need to be active in order for the orders to link. Orders will link to both inactive and active vendors.
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Q: We are trying to set up the GOBI API and have questions about the 980 & 981 fields. Do we still use those for invoice information (fund, invoice #, price, etc.)?
A: the OrbisCascade documentation has confused some on this point. At SJSU, the data in these fields was used to inform the Sierra load tables, which then created our order and brief bibs with the right data and statuses. We confirmed with Dan Miller at YBP that this data in the 980/981 is no longer necessary in Alma.
Q: Is the CO going to help fund the GOBI API for campuses?
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Q: Have you discussed how to record vendor’s change Tax IDs? What if a vendor has more than one code? Do you just add a note for the historical code to that vendor record?
A: First, you may want to take a look (if you haven't already) at the Ex Libris doc on Managing Vendors and a 5 minute training video on Vendors.
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In the case of a particular vendor (with change of TIN, for example,) depending on those local CFS supplier rules, the "Additional Code" field in the Vendor Summary Tab could also be used to list an associated TIN, or you could use the Notes Tab to record anything you want about a vendor, including old TINs. These would not be true links where you could use it to click from one vendor record to the other, but could be a way to track those associations.
At SJSU, we will usually update a vendor (rather than create a totally new one and new vendor ID) if the vendor's TIN is the same and it the name or address is just being adjusted. There are cases where we might create a new one if there are a lot of changes at once, but updating seems to be acceptable for most changes to existing vendors.
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There's the option in Alma vendor records to store multiple addresses (and phone #'s, etc.) You can mark one address as "preferred" to function as the default.
If the vendor changes entirely with a new TIN and everything then we would create the new vendor in the system and make the now-defunct vendor "inactive." We will likely use the "Notes" tab to record a connection between the old and new vendors.
Q: How you are handing the fiscal close? When will you close III/Sierra and when will you start using ALMA? Any information and feedback you can provide would be helpful.
A: Some libraries plan on completely closing out the fiscal year early in their soon-to-be-old ILS, and then starting with the new year in Alma sometime after go live, from immediately after to a few months down the road. Some plan not to pay invoices for a while, which might involve notifying vendors/or arranging to get the invoices early to include them before we close this year, etc.
At San Jose, we are in the 3rd group to cutover, so our data will be extracted from Sierra around May 21st or so. We know we won't have absolutely all invoices paid by that time, so we will need to track whatever happens after the extract to update in Alma when we go live. (since we are migrating open orders.) But we are hoping to get as much paid in Sierra as we can, track the rest, and update in Alma as things are received and paid (once we're live.)
We are planning to run Fiscal Close in Sierra during the tech freeze. We will be populating our funds in Alma from scratch, so that's not a problem. Our fund codes are migrating, but no balances.
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