By regularly investigating and addressing PO Lines that are in status "Claim", we can identify orders and activations that may need attention and free things that may be stuck in Alma for no clear reason, freeing encumbrances and just “keeping things clean” in the database.
Step One:
Bring up a list of all POLs by going to Acquisitions => All PO Lines.
Step Two:
Use the facets on the left.
Select “Yes” under “PO Line in Claim.” Click “Apply.”
Step Three:
Use additional facets to further break down the results to make them easier to manage. For example, limit to Vendor = GOBI.
Step Four:
Go through the items in the list one by one.
It is probably easiest if you open a second browser tab to open a second instance of Alma.
Figure out what is going on with the titles in claim.
Do a little bit, and when you get tired, stop for the day and come back to it.
For example:
Search Alma by All Titles for the book that hasn’t come in.
If it really hasn’t come in a long period of time, contact GOBI to find out what’s going on with it.
If GOBI is unable to provide it, cancel the PO Line.
If GOBI provides an estimate of when the book will arrive, use the “Change Expected Date” button.
For example:
Search Alma by All Titles for the book that hasn’t come in.
If it looks like the book has been cataloged but not received:
Check for it on the shelf.
If it’s there, find the book in the receiving workbench (Acquisitions => Receive), and receive it.
Search for the POL to make sure it has closed.
For example:
If the book has been received but not cataloged, and given the received date, it is reasonable for the book to still be in the cataloging queue, ignore it.
Step Five:
Repeat with other vendors until the list is culled down to “genuine” late stuff.