Page Comparison

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• Go to the list of Tasks –click on the Task link or the Home Page link to see a list of tasks
• Locate the list for Electronic Resource Activation Task -Unassigned
• Locate the resource that was just ordered (look for POL #) in this list of Unassigned tasks
• Check the box next to the resource, locate Make Available in the drop down box and click on Change Status
• Now click on the Assigned to Me tab to locate the Purchase Order to continue editing it
• Go to the Actions button and choose Activate (do not need to do for e-collections migrated from SFX Activate option will not appear.  Skip to the next section to Test Access under Action buttons)
  • If you choose Activate All, click on Next and then Activate All
  • Check Monitor Jobs to see when the Resource has been activated Alma > Under Manage Jobs and Sets
• Click on Activate this electronic collection service
• Click on Make Service Available
• Automatically activate new portfolios (aggregator databases only)
• Click Next –do nothing on this screen
• Click Next and Activate All if CSU subscribes to complete package, if not, choose Manual Activation and activate titles later with upload file
• If you choose Activate All, click on Next and then Activate All
Check Monitor Jobs to see when the Resource has been activated Alma > Under Manage Jobs and Sets

Add Libraries to Service Group Settings

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• Material Supplier -Choose vendor code for list of vendors
• The List Price came from the negotiated license in the NZ admin
• Choose Fund local to the library (If fund to pay back the CO -waiting on how this will function with CPO for now CPO process will remain the samefor CO negotiated resources has already been created, go to next step)
• Acquisition Method is Purchase at Vendor
• Add renewal date for subscription and days for reminder period
• Choose Order Now then click on Go
• *Remember the POL number to use when ordering e-collection -this is the Master POL

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• Click on Order
• Choose Purchase Type -Electronic Collection -Subscription
• Click on Create PO Line
• Material Supplier -choose the supplier from list of vendor accounts
• Choose the appropriate License
• Acquisition Method is Technical
• Under Additional section -Choose the Associated PO Line and locate the Master POL
• Click on Order Now to save changes.
  • Do this for each collection that is included in the subscription.  
  • There will be one Master POL with no inventory attached and each database or collection included in a single subscription will be ordered and attached to the Master POL.
  • Once all of the Technical POLs have been created, look for the Master POL in Acquisitions > Search for PO Line.  Under the Associated PO Lines tab will be all of the Technical PO Lines.

Waiting for Payment Invoices 

• *This process is up to the local acquisitions department. This is one possible process for libraries.
• 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)

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.

• 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)
• 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

Waiting for Payment Invoices

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