Cleaning up PO Lines in status "Sent"

By regularly investigating and addressing PO Lines that are in status "Sent", 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.

It is normal for PO Lines for recently-ordered physical items to be in status "Sent." This simply means that we're waiting for the book to be received, and this is not a problem. If the book isn't received in a timely period, see the procedure Cleaning Up PO Lines in status "Claim".

The problem is e-resource PO Lines that remain in status "Sent." These should be checked and cleaned up on a regular basis.

Step One:

Bring up a list of all POLs by going to Acquisitions => All PO Lines.

Step Two: 

Use the facets on the left. 

Under "Workflow Step," select "Sent." Click "Apply."

Then, create an additional filter for "Purchase Type," choosing anything that is an electronic format, e.g."

• "Electronic Collection - One Time"

• "Electronic Collection - Subscription"

• "Electronic Book - One Time"

• "Electronic Book - Subscription"

• "Electronic Journal - One Time"

• "Electronic Journal - Subscription"

• "Electronic Title - One Time"

• "Electronic Title - Subscription"

Click "Apply."

Step Three:

Review the results. 

Open another Alma instance in another browser.

For any item that has been received and set up, search for that item and, using the drop-down menu at the right of the item, choose "Create E-Activation Task."

Step Four: 

Go to Alma => Resources => Manage Inventory => Manage Electronic Resource Activation.

Go to the Unassigned tab. 

Use the drop-down menu at the right of the item to select "Done."

At this point, the PO Line will change to "Closed" for one-time resources or "Recurring Renewal" for subscriptions. 

(Step Five:) 

If this doesn't work for a PO Line, create an itemized set with the PO Line in it.

=> For one-time PO Lines that should be in status closed, use the job "Change PO Lines Status" to "Force Close" the PO Line. The PO Line will then be in status "Closed."

=> For continuing PO Lines that should be in status recurring renewal: 1) Close the PO Line, 2) Reopen the PO Line, 3) Edit the PO Line, 4) Add a Fund, 5) Order Now. Then do Step Three and Step Four above for the item. The PO Line will then be in status "Recurring Renewal."