New Features in Acquisitions

New Features in Acquisitions
Presentation November 2017 Yoel Kortick | Senior Librarian

Introduction Manually Deleting COUNTER Data Files By File ID (Sept. 2017) Using default currency for invoice high alert (Sept. 2017) New Analytics tab added to vendor (Sept. 2017) New role: License Viewer (Idea Exchange) (Sept. 2017) Secondary and Tertiary Reporting Codes (Aug. 2017) Search filter added to Usage Data Loader page (May 2017) Integrating POs with ERP number approval (Nov. 2017) Advanced Search on License Terms (H2 2017)

Introduction This presentation will cover selected new developments in Acquisitions from recent releases. For a full list of recent developments see the release notes at

Manually Deleting COUNTER Data Files By File ID (Sept. 2017)

Until now, it has been possible to delete only COUNTER usage data that was loaded in Alma. This meant that COUNTER usage data that was originally loaded in UStat or another system and then migrated to Alma could not be deleted.

It is now possible to delete COUNTER usage data regardless of whether it was loaded in Alma or migrated from another system. This is particularly useful when you discover that a vendor has sent you erroneous or duplicate data for a specific period in the past. It can now easily and simply be removed.

Until now it was only possible to delete COUNTER data in Alma via the ‘Usage Data Loader’ screen as below This meant that only COUNTER data which was loaded in Alma could be deleted

Now it is possible to identify the load file ID in Alma analytics for any COUNTER report, including those not loaded in Alma. Here is load File ID

Then we can access the new ‘Delete Usage Data’ menu option in Alma

And delete the file

File has been deleted and after next ETL to analytics it will no longer appear.

Using default currency for invoice high alert (Sept. 2017)

The previously-existing parameter invoice_high_total_price is the price for which any invoice with a total price ‘greater than’ would get an alert. This parameter however does not take into account the source (default) currency of the institution when calculating the total price of the invoice.

Thus if we have a situation as follows: The invoice_high_total_price = 1000 The source currency is EUR The invoice is 1100 Algerian Dinars Then there will be an alert ‘Invoice total price is over 1000’ This is the case even though 1100 Algerian Dinars = 8.24 EUR (way below the invoice_high_total_price)

Now there is a new parameter: The invoice_high_total_price_use currency If this parameter is set to ‘true’ then the total price of the invoice will first be converted to the source currency and then compared to the value defined for invoice_high_total_price

So if we have this The invoice_high_total_use_currency = true The invoice_high_total_price = 1000 The source currency is EUR The invoice is 1100 Algerian Dinars Then there will not be an alert ‘Invoice total price is over 1000’ This is because 1100 Algerian Dinars = 8.24 EUR and this is below the invoice_high_total_price

Now we have this: The invoice_high_total_price = 1000 The invoice_high_total_use_currency = false

And we have invoice PO for 1100 Algerian Dinars:

There is an alert for High Total Price

Now we have this: The invoice_high_total_price = 1000 The invoice_high_total_use_currency = true

And we have invoice PO for 1100 Algerian Dinars:

There is no alert for High Total Price No alert

New Analytics tab added to vendor (Sept. 2017)

A new tab “Analytics” was added to the vendor record. This tab shows performance indicators of the vendor. This aids the user when deciding which vendor to choose for a POL.

First part of the report

Second part of the report

The report is called ‘Vendor performance for orders created in the last year’ and is located in “/Shared Folders/Alma/Acquisitions/Reports/”

The report automatically prompts by the code of the vendor which is open in the Alma User Interface

New role: License Viewer (Idea Exchange) (Sept. 2017)

There is a new role “License Viewer”. This role can view, but not edit, licenses

Here is user Madeline Matar

Here is user Mary Ann Barlow

Madeline Matar can access licenses

But she can only view them

Not possible to edit anything on these screens

Mary Ann Barlow can access licenses

And she can also edit them (and create amendment, duplicate and delete)

It is possible to edit everything on these screens

Secondary and Tertiary Reporting Codes (Aug. 2017)

Secondary and tertiary reporting codes have been added to Alma and to analytics. This means that in addition to the one reporting code that could be added to the POL and the invoice line it is now possible to also add 2 additional reporting codes. This allows for granular and robust reporting in Alma Analytics.

Search filter added to Usage Data Loader page (May 2017)

A Search filter was added to The Usage Data Loader page The Uploaded Files section of the Usage Data tab on the Vendor Details page. The filter provides a means to search for files by: File Name Load File ID Upload Method Uploading User

The Usage Data Loader screen

The Usage Data Tab of the vendor

Here we have all valid files loaded in the current month with string ASME in the file name

Here we have all valid files loaded manually in the last 3 months for vendor University of Chicago Press

Here we have all valid files loaded via SUSHI in the last 3 months for vendor University of Chicago Press

Integrating Purchase Orders with the ERP number for approval (Nov

Now this is also possible to do for Purchase Orders (Pos).
Integrating Purchase Orders with the ERP number for approval (Nov. 2017) Many institutions integrate invoice payment with the ERP of the institution. This is done by exporting and also optionally importing invoice approval information to and from the ERP. Now this is also possible to do for Purchase Orders (Pos). See also: Acquisitions - Integrating Purchase Orders with the ERP number for approval.docx PS: If you cannot access the above hyperlinks switch to PowerPoint ‘slideshow’ mode

If ‘Integrate by ERP Number’ is checked and ‘Export Orders’ is set to Active at least for one finance integration profile then when the PO is sent the following check is done: If the PO has the field ‘ERP Number’ populated then the PO continues in regular workflow (for example it might be sent or go to approval task list) If the PO does not have the field ‘ERP Number’ populated then the PO is exported to the ERP and remains in review with alert ‘ERP number is missing’

If the ERP number is not in the PO then it will not be sent to the vendor

Here we see that the ERP number missing in the PO
Integrating Purchase Orders with the ERP number for approval (Nov. 2017) Here we see that the ERP number missing in the PO

The PO was not sent to the vendor but it was placed on the FTP server for the ERP to ‘pick up’

The xml of the PO specifically states that the ERP number is empty
Integrating Purchase Orders with the ERP number for approval (Nov. 2017) The xml of the PO specifically states that the ERP number is empty

The approvals and rejections of the POs are imported via the finance integration profile. In the ‘actions’ tab of the integration profile of type ‘finance’ a new section (Nov. 2017) has been added called ‘Import PO Approvals’ with radio buttons “Active” and “Non Active”.

The file taken form the ERP is as follows
Integrating Purchase Orders with the ERP number for approval (Nov. 2017) The file taken form the ERP is as follows <?xml version="1.0" encoding="utf-8"?> <po_approval_data xmlns=" xmlns:xsi=" <po_list> <po> <po_number>PO-6913</po_number> <erp_number>248</erp_number> <approval_date> </approval_date> <approval_status>APPROVED</approval_status> <reject_reason></reject_reason> </po> <po_number>PO-6914</po_number> <erp_number></erp_number> <approval_status>REJECTED</approval_status> <reject_reason>Not approved by Dept. head</reject_reason> </po_list> </po_approval_data> Approved PO Rejected PO with reject reason

POs are updated. Here is rejected PO
Integrating Purchase Orders with the ERP number for approval (Nov. 2017) POs are updated. Here is rejected PO

POs are updated. Here is approved PO
Integrating Purchase Orders with the ERP number for approval (Nov. 2017) POs are updated. Here is approved PO

Advanced search on License Terms (H2 2017)

A Search option was added for licenses to the persistent search and the advanced search The advanced search by License includes two sub elements: Licensees License terms Multiple search parameters can be combined

Here for example we search for all licenses which have both of the following: Course pack electronic = permitted Remote access = Yes

Here we search for License Term ‘Electronic Linik Note’ is “Permission required from publisher or CCC”

Thank you

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