1 How to manually package PO Lines Yoel Kortick Alma Global Support Manager

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3 Agenda Introduction Roles and Privileges Manually packaging Add POL to existing PO Additional notes

4 Introduction PO Lines may be sent to the vendor in a purchase order 1. Via the “order now” option 2. Via the auto packaging option 3. Via the manual packaging option

5 Introduction With the manual packaging option 1. Selected PO Lines may be packaged together 2. PO Lines may be added to an existing PO

6 Agenda Introduction Roles and Privileges Manually packaging Add POL to existing PO Additional notes

7 Roles and Privileges The following roles can access this option: 1. Purchasing manager 2. Purchasing operator

8 Agenda Introduction Roles and Privileges Manually packaging Add POL to existing PO Additional notes

9 Manually packaging Each PO Line may be designated as being manually packaged. This may be done either 1. At the time of PO Line creation 2. After PO Line creation by clicking “edit” from the PO Lines in Review list Note that in this case you must be sure that the PO Line will appear in the “PO Lines for review” list One such case where it will appear in this list is if staff user chooses “save” while creating the PO Line (and not “Save and Continue” or “Order Now”)

10 Manually packaging For each PO Line which staff user wants to be manually packaged he should select the “Manual Packaging” check box. This checkbox appears in the “additional” section on the bottom of the PO Line summary screen

11 Manually packaging If you choose the “Manual Packaging” check box at the time of PO Line creation then you should subsequently choose “Save and continue” so that the PO Line will not remain “In Review”

12 Manually packaging All Purchase Order Lines for which “Manual Packaging” has been chosen (and are not “in review”) may be retrieved via Alma menu > Acquisitions > Purchase Order > Package

13 Manually packaging These two PO Lines have “manual packaging” selected in the PO Line “Additional” section. They are both also for the same vendor

14 Manually packaging Now we will select which PO Lines we want to be packaged together into the same PO This is done by selecting the desired PO Lines from the “PO Lines to Package” list and then clicking “Create new PO”

15 Manually packaging The new PO will be created and the PO Lines chosen from the “PO Lines to Package” list will be in the PO Line list “Save and Continue” will send the PO to the vendor “Save” will cause the PO to remain “In Review”

16 Manually packaging We chose “Save and Continue” and therefore the PO was sent to the vendor

17 Manually packaging A PO Line can also get status “Manual Packaging” by editing the existing PO Line from the “Purchase Order Lines in Review” list. This is instead of doing it at the time of creation

18 Manually packaging Now the “Manual Packaging” may be chosen and then “Save and Continue”. From here the flow is the same as if the “Manual Packaging” was chosen at the time of PO Line creation

19 Agenda Introduction Roles and Privileges Manually packaging Add POL to existing PO Additional notes

20 Add POL to existing PO If a PO is still in review (has not yet been sent) then a PO Line of status “Manual Packaging” may be added to the PO This PO, Yoel_PO-7861, has two PO Lines. We will now add another one

21 Add POL to existing PO From the “PO Line list” tab of the PO we will choose the magnifying glass next to “Add PO Line”…

22 Add POL to existing PO And then select the PO Line which we want to add to the PO and click “Select” After clicking “select” click “Add PO Line”

23 Add POL to existing PO Now the PO includes the two original PO Lines plus the additional one we just added This is the POL we added

24 Agenda Introduction Roles and Privileges Manually packaging Add POL to existing PO Additional notes

25 Additional notes If you try to package PO Lines for different libraries, you will not be able to. The following message will appear: “Some activities cannot be performed on the selected lines since they belong to different libraries”.

26 Additional notes This is because the two PO Lines in the previous slide are for different libraries

27 Additional notes It is possible to package two or more PO Lines for different vendors In this case a warning message will first appear. After packaging the vendor of one or more PO Lines will change

28 Additional notes These two “PO Lines to package” are for different vendors

29 Additional notes If we try to package them both into a new PO Line we get this message:

30 Additional notes The new PO is for vendor code Harei

31 Additional notes The record “Aspectos de la realidad…” was originally for vendor code 00_TZS It was sent in PO to vendor code Harei Now both appear in the POL: