Goal:

Maintain clean and consistent fund reports by closing out POLs for encumbrances that are no longer needed.

Causes for encumbered POLs no longer needed:

1. Incorrectly received or invoice processed before receiving
2. Orders that should have been canceled but were not
3. POLs created in error and/or ordered in a different manner
4. Potentially other scenarios
    

Process:

Each year after the firm order deadline has passed, shipments and cataloging will begin to slow down for many employees in the unit.

The Director of Acquisitions will generate a list of outstanding firm orders.

• This should be done for both "state" funds as well as "special" funds.
• Where appropriate, lists should be sent to language specialists or others with ordering specializations (media, Special Collections, etc.)
• Orders placed after January 1st of the fiscal year may be disregarded.

Orders prior to January 1st, including orders from previous fiscal years should be reviewed by employees as time permits.

Determine if the item on the order has been cataloged.

Determine if the item has been cataloged for the intended location.

If potential duplicate, this should be indicated in notes.

If the item is cataloged and the invoice is paid, these POLs should be closed or canceled.

If canceling a POL, confirm after cancellation that the holdings and item records are still as they were.

• Alma may only allow cancellation rather than closing (or vice versa).
• When canceling, Alma will try to delete inventory.
  • Alma will not do this if closing a POL.
• Where an item has an existing holding with barcode and call number, Alma will not delete these.
• To ensure the integrity of the catalog, however, individuals should confirm that the holdings and item records remain in correct status after cancellation.
• A closed or canceled POL may still be reopened if needed
   

POL Review

Cut and paste POL from spreadsheet into Alma under "Order Lines" search

Spreadsheet will be initially sorted with POLs that have an active receiving date and a payment as these should be straightforward

Is Item Received?

If yes, continue by clicking on POL #

This will put you in Summary view and if invoice listed, tab at top should have "blue" triangle indicator.

Click into "Invoice Lines" as the "Invoice Status" must list "Closed" – otherwise leave as is and click "Back" button in upper right and go to next POL.

Mark in spreadsheet "IP" for "In Process" in "Paid?" column (4th column, "D").

If invoice status is "Closed" then click Summary tab and copy "Barcode" then click "Back" button in upper right.

From here, click three dots on right side of record and choose "Close" or "Cancel."

If "Close" available, choose that and you are done with this POL.

IF "Cancel" is the only option available, click "Cancel"

Then do an "All Titles" search for the barcode. Confirm that holdings and item records are unimpacted.

Should still list call number and list as "available" (or be the same status as the item availability indicated prior to cancelling the POL):

You are done with this POL

If item received and ordered in previous fiscal year, but nothing under invoices, OK to close/cancel. However, indicate on spreadsheet in "Paid?" column "N."

If item received and ordered in current fiscal year, leave as is and mark "Current" in "Paid?" column (4th column, "D")

Director of Acquisitions will review all in "Paid?" column to confirm or to locate invoice.
 

Additional Information:

This process should be completed each year beginning in FY22.

In FY22, following three years of transition - migration/pandemic/significant staffing changes - ACS undertook a larger cleanup project to address older POLs.

However, as a matter of effective funds management, these should be reviewed each year.

In FY22, the Director of Acquisitions copied and edited the fund reports in Analytics to pull all POLs in Active Status for one-time orders, excluding e-resources and serials back issues. 

Firm orders should be reviewed and addressed separately from recurring POLs.

Recurring POLs need additional investigation and review before closing or cancelling.

No e-resources should be included.