1. Overview of Acquisition Claiming in Alma
Yoel Kortick
Senior Librarian
Alma Product Management

2. Copyright Statement
All of the information and material inclusive of text, images, logos, product names is either the property of, or used with permission by Ex Libris Ltd. The information may not be distributed, modified, displayed, reproduced – in whole or in part – without the prior written permission of Ex Libris Ltd.
TRADEMARKS Ex Libris, the Ex Libris logo, Aleph, Alma, SFX, SFXIT, MetaLib, DigiTool, Verde, Primo, Voyager, MetaSearch, MetaIndex and other Ex Libris products and services referenced herein are trademarks of Ex Libris, and may be registered in certain jurisdictions. All other product names, company names, marks and logos referenced may be trademarks of their respective owners.
DISCLAIMER The information contained in this document is compiled from various sources and provided on an "AS IS" basis for general information purposes only without any representations, conditions or warranties whether express or implied, including any implied warranties of satisfactory quality, completeness, accuracy or fitness for a particular purpose.
Ex Libris, its subsidiaries and related corporations ("Ex Libris Group") disclaim any and all liability for all use of this information, including losses, damages, claims or expenses any person may incur as a result of the use of this information, even if advised of the possibility of such loss or damage.
© Ex Libris Ltd., 2011

3. Agenda Introduction and overview Required permissions
Types of POL claims and calculation
Live examples running the process
Claims task list
Communicating claims to the vendor
Basic setup

4. Introduction and overview
In addition to the information here it is recommended to see the online help section “Acquisitions > Purchasing > Processing Claims”

5. Introduction and overview
The claims are used to allow the library to manage in an organized manner the handling of orders for which the arrival or activation date has not occurred on time.
This is done in two ways:
Automatically inform a supplier that an item ordered in a POL of “physical one time” has not arrived
Send to the claims task list all ordered inventory for all types of POLs for which the item has not arrived or been activated on time

6. Introduction and overview
The claims works according to two types of dates:
The expected arrival date for claims for physical inventory
The expected activation date for claims for electronic inventory
This date is calculated by the system via various parameters.

7. Introduction and overview
On a daily basis the job "PO Line – Claiming" runs.
If either of the following date values is earlier than the day the job is run then the POLs will be sent to the claim task list:
For physical POLs: "expected receipt date" + "claiming grace period".
For electronic POLs: "expected activation date" + "claiming grace period".

8. Introduction and overview
The job “PO Line – Claiming”
Does send claim letters directly to the vendor for physical one time POLs.
Does not send claim letters directly to the vendor for physical continuous POLs and electronic POLs.
For physical continuous POLs and electronic POLs claims may be sent manually by accessing the POL from the claim task list and sending the claim from the “Communications” tab of the POL.

9. Agenda Introduction and overview Required permissions
Types of POL claims and calculation
Live examples running the process
Claims task list
Communicating claims to the vendor
Basic setup

10. Required Permissions
The staff user who wishes to process claims must have at least one of the following roles:
Purchasing Operator
Purchasing Manager
Receiving Operator

11. Agenda Introduction and overview Required permissions
Types of POL claims and calculation
Live examples running the process
Claims task list
Communicating claims to the vendor
Basic setup

12. Types of POL claims and calculation
Claims are calculated / generated for 3 types of POLs
One-time physical PO lines
Continuous physical PO lines
Electronic PO lines
Note: As previously stated letters are sent only for physical one time
One Time
Note: Claims for database is not relevant as there is no activation date
Continuous
Electronic

13. Types of POL claims and calculation
We will now look at how the calculation is done for each of the three types of POLs

14. Types of POL claims and calculation
One Time Physical POL
Alma calculates the claim date as follows:
If using ‘Expected Receipt Date’:
‘Expected receipt date’ + Claiming Grace Period
If using ‘Expected receipt after ordering (days)’:
Date order was made + ‘Expected receipt date after order (days)’ + Claiming Grace Period
Examples on next slide

15. Types of POL claims and calculation
One Time Physical POL
If using ‘Expected Receipt Date’:
Expected Arrival Date for claiming is Jan. 27.
Expected receipt date is Jan. 24. There are 3 grace period days
Jan = Jan. 27.
If using ‘Expected receipt after ordering (days)’:
If order was made Jan. 19 then Expected Arrival Date for claiming is Jan. 26.
3 grace days + 4 receipt after ordering days = 7 days
Jan = Jan. 26.

16. Types of POL claims and calculation
Continuous Physical POL
Alma calculates the Expected Arrival Date as follows:
‘Receipt date’ + Claiming grace period + Subscription interval.
Example on next slide

17. Types of POL claims and calculation
Continuous Physical POL
‘Expected receipt after ordering (days)’:
If last item was received (or initial order was made) on Jan. 19 then Expected Arrival Date for claiming is Jan grace days + 3 receipt after ordering days = 5 days
Jan = Jan. 24.

18. Types of POL claims and calculation
Electronic POL
Alma calculates the expected activation date as follows:
If using ‘Expected Activation Date’:
‘Expected activation date’ + Claiming Grace Period
If using ‘Expected Activation after ordering (days)’:
Date order was made + ‘Expected activation date after order (days)’ + Claiming Grace Period
Examples on next slide

19. Types of POL claims and calculation
Electronic POL
If using ‘Expected Activation date’:
Expected Activation Date for claiming is Jan. 23.
Expected receipt date is Jan. 19. There are 4 grace period days
Jan = Jan. 23.
If using ‘Expected activation after ordering (days)’:
If order was made Jan. 19 then Expected Activation Date for claiming is Jan. 26.
4 grace days + 3 expected activation after ordering days = 7 days
Jan = Jan. 26.

20. Agenda Introduction and overview Required permissions
Types of POL claims and calculation
Live examples running the process
Claims task list
Communicating claims to the vendor
Basic setup

21. Live examples running the process
We will now look at live examples of POLs which have an expected arrival date or expected activation date which is earlier than today
We will then run the job “PO Line – Claiming” and see what happens
A letter will be send to the vendor for the POL of type physical one time
All three POLs will be sent to the claim task list

22. Live examples running the process
POL-2701 is print continuous and should have arrived Nov. 02, grace day for claiming = Nov. 3, 2013

23. Live examples running the process
POL-2801 is electronic and should have been activated on Nov. 03

24. Live examples running the process
POL-501 is physical one time and should have arrived on Nov. 18

25. Live examples running the process
Now on Nov. 20 we run the process ““PO Line – Claiming”” and all should be sent to the claim task list and a letter should be sent for the physical one time

26. Live examples running the process
Each of the POLs now has a link “Order in claim list” which did not exist before the job was run

27. Agenda Introduction and overview Required permissions
Types of POL claims and calculation
Live examples running the process
Claims task list
Communicating claims to the vendor
Basic setup

28. Now we will access the Claims Task List
Note: In the following slides we are showing the claims task list as it appears after doing “acquisitions menu > purchase order lines > claim”

29. All three POLs appear here and may be faceted as desired
Claims Task List
All three POLs appear here and may be faceted as desired

30. Claims Task List
From here the expected date (of arrival or activation) can be changed and then the POL will be removed from the task list

31. Claims task list
Note also that after the job “PO Line – Claiming” is run alerts are created for the POLs

32. Agenda Introduction and overview Required permissions
Types of POL claims and calculation
Live examples running the process
Claims task list
Communicating claims to the vendor
Basic setup

33. Communicating claims to the vendor
When editing the POL a communication to vendor via may be made by clicking “start communication” in the communication tab

34. Communicating claims to the vendor
The communication is sent to the vendor

35. Communicating claims to the vendor
For the POL of type physical one time a claim letter is sent to the vendor

36. Communicating claims to the vendor
The claim letter may also be seen in the communications tab of the vendor
For POLs of type physical one time the communication is created automatically.
Responses can also be added here.

37. Agenda Introduction and overview Required permissions
Types of POL claims and calculation
Live examples running the process
Claims task list
Communicating claims to the vendor
Basic setup

38. The job “PO Line – Claiming”
Basic Setup
The job “PO Line – Claiming”
Can send letters to the vendor for POLs of type physical one time
Send the POLs of all types to the POL Claim task list
The claim letters will be sent to the vendor only if auto_claim is set to Y in “Acquisition Configuration Menu > General > Other Settings”:

39. Here are the values in the Vendor Account
Basic Setup
When we looked previously at how the claim dates were calculated we saw in the POL the following fields:
Claiming Grace Period (days)
Expected activation after ordering (days)
These fields (as well as other related fields) may be defined with default values in the vendor account, and then they will fill in automatically when opening a POL.
Here are the values in the Vendor Account