If a POL can not be supplied by a vendor, it should be marked Cancelled in Alma.

Note:

• Cancelling a POL removes all attached inventory (i.e. holding/item record for print and portfolio for electronic) from Alma.
• Bibliographic records are still discoverable in Primo if they are not suppressed or deleted.
• POLs cannot be Closed if the item has not yet been received. They must be Cancelled if the item is not going to be received.

Steps:

1. Retrieve the POL in Alma.
2. Click Cancel Line in the right hand corner at the top of the screen. Note that it may not appear, depending on your screen resolution. In that case, click the "..." in the top right hand corner of the screen and then click Cancel Line.
3. Choose the Cancellation Reason, enter a Cancellation note to explain why the POL is being marked cancelled, and click the "Send Cancellation to vendor" check box if you need a cancellation letter to be sent to the vendor (the email address in the vendor record will be used).
4. Click Save.
5. The POL will be marked Cancelled and the inventory is removed from the bib record.
6. Click the hyperlinked MMS ID to retrieve the bib record.
7. Important: Confirm that there are no other holdings or items, or electronic portfolios, attached to the bib.
8. Click Edit Record to open the Metadata Editor.
9. Click Record Actions.
10. If the record is in the Network Zone, click Copy to Catalog first to copy it to the IZ so that it can be deleted.
11. Then click Delete Record to delete the bib.
12. Click Yes to confirm the deletion.
13. Note that the descriptive information will be retained in the POL. The POL will be searchable by title under Order Lines but will no longer appear in any of the Title searches (i.e. All Titles, Physical Titles, etc.).  See below.

****As of FY23, if a POL is being cancelled that will not be re-vended, we will delete the bibliographic record (as long as no other holdings/items or portfolios are attached to the bib).

The former MMSID and title will still show up in the order lines search but will no longer show up in the Title searches (e.g. All Titles, Physical Titles, etc).

Example below with screen shots:

POL-28948 below is cancelled:

MMSID: 99955064209505899 Shows in All Titles search with Orders: 1 indicated (no revend)

Notes in POL indicate title cancelled as out-of-print, unavailable:

After the bib record has been deleted from Metadata Editor, an All Titles Search no longer retrieves the record:

POL-28948 below still shows title and previous MMSID in Order Lines Search: