...
Associate your acquisitions department with a circulation desk, so that acquisitions staff may receive items directly, without setting them in transit to the circulation desk. In order to streamline the receiving process, you can set up a circulation desk to fully function as an acquisition desk. This means that you will never need to use an ‘acquisitions desk’. Instead, all acquisitions staff will use the ‘circulation desk’ as their primary desk. The circulation desk effectively becomes a combined acquisitions desk and circulation desk. The procedure for how to set this up is here: Receiving In Process items in order to avoid In Transit. This procedure will allow you to avoid setting received items in transit at the point of receiving them. If you are a small library, or don't need to set items in transit after receiving them, this is a good configuration option.
Ensure your invoice configurations dictate the workflow used on your campus. Navigate to Acquisitions | Configuration Menu | Other Settings.
Two settings in this table affect the invoice status and next steps after it's created in Alma:skip_erp
True = invoices are sent to campus manually or using some mechanism outside of Alma to convey invoice information.
False = invoice information is exported directly to Peoplesoft from Alma.
handle_invoice_payment
True = library plans to enter invoice payment information obtained from campus accounting (such as payment date, voucher number, etc.). Once invoice payment information is sent to campus the status of the invoice remains open with a status of “Waiting for payment” until additional information is entered.
False = once library sends invoice information to campus accounting the invoice is marked as paid and closed. No further processing is required.
- Check that your default Purchasing review, Invoice review and Invoice approval rules reflect your institution's workflow and approval requirements. Your default settings will vary depending on how your institution filled out the configuration worksheet. These rules are worth checking to ensure the approvals/reviews required at your institution are set up correctly and for institutions that don't require approval or review or have a small staff where one person does all the ordering and invoicing, setting these rules to False will ensure the most efficient workflow.
...
False = all invoices do not require approval.
4. Enable/Disable PO Line Types [Mallory will expand on this soon ~ 1/10)