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Building Blocks of Acquisitions Processes Session 3: Vendors

Learn about creating and managing vendor records in Alma for efficient acquisitions. Discover how to assign vendor accounts and best practices when working with different vendor types.

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Building Blocks of Acquisitions Processes Session 3: Vendors

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  1. Building Blocks of Acquisitions ProcessesSession 3: Vendors November 20 Susanna Van Sant Tompkins Cortland CC (TCC)

  2. Who’s who

  3. Answers to Burning Questions • Are vendor records required? • Yes – every order record (PO Line) in Alma must include who is expected to supply the item (and get paid for it) • Will vendor information entered now be over-written or deleted during the cut-over load? • No • What role do I need in Alma to create vendor records? • Vendor Manager • What roles can see (View Only) vendor records? • Invoice Manager, Invoice Operator, Invoice Operator Extended, Purchase Request Manager, Purchase Request Operator, Purchasing Manager, Selector • Where does vendor information live? • In the Institution Zone (IZ)

  4. Vendor Information • Current practices? • In Alma, each order line must identify the vendor • Required Field in the Order Line record • Identifies who will supply the item (and get paid for it) • Create Vendor records to store information and populate the field in the order line

  5. Vendor Records • Vendor information in Alma includes • Name • How they receive payments (and in what currency) • Contact information • Associated PO Lines and Invoices • Stored notes, communications, attachments • Performance data • Required Fields: Name, Code, Type • Can assign more than one Type • Our focus today is on Vendor Type Material Supplier • Material Suppliers have associated (required) Vendor Accounts

  6. Source: Acquisitions Conceptual Background, 1.10

  7. Material supplier designation requires that one or more vendor accounts be created for the vendor record. For example, a vendor account for approval orders, and perhaps another vendor account for firm orders. If a vendor is an access provider, it means the vendor provides access to electronic resources. The vendor record then requires that an interface(s) is defined. A vendor can also be a licensor, meaning they negotiate licenses for electronic resources. This is important when working with a license record in Alma, in order to identify the vendor with whom you are negotiating the license rights. Lastly, a governmental vendor type indicates that the vendor is to receive use tax for an invoice payment. Invoices from governmental vendors handle only use tax. This ensures that tax payments are handled separately from regular invoice charges and go directly to the government. When defining a governmental vendor, the tax percentage is entered in the vendor record. The Governmental vendor cannot be selected as the vendor for a PO line; it is used only for handling use tax invoices Source: Acquisitions Conceptual Background, 1.10

  8. Vendor Accounts • Required for Vendor Type Material Supplier • One Vendor Account (“default”) • Multiple • For example, by format, by order type (firm or standing) • Each account can have own contact information, payment methods, claim information • Data associated with Vendor level • Can search purchase order lines by vendor account • Assign Vendor Accounts to Purchase Order Lines

  9. Adding Vendors • Guidelines for Creating Vendor Records • https://slcny.libguides.com/acquisitionswg(Policies & Best Practices Tab) • Or, https://public.3.basecamp.com/p/2sNofHT3TtYtrAcjTUmvRxzx • AcquisitionsAcquisitionsInfrastructureVendorsAdd Vendor

  10. Vendor(s) for Gifts • AWG-5: Gifts and Gift Receiving • https://slcny.libguides.com/acquisitionswg (Policies & Best Practices Tab) • Or, https://slcny.libguides.com/ld.php?content_id=45357533

  11. Resources and Links • Alma Essentials – Acquisitions (ExLibris Knowledge Center) • https://knowledge.exlibrisgroup.com/Alma/Training/Alma_Essentials/Alma_Essentials_-_English/D_Acquisitions • Acquisitions Workflows (ExLibris Knowledge Center) • https://knowledge.exlibrisgroup.com/Alma/Training/Extended_Training/Presentations_and_Documents_-_Acquisitions • Acquisitions Working Group (SLC LibGuide) • https://slcny.libguides.com/acquisitionswg • Presentations and Documents – Acquisitions (ExLibris Knowledge Center) • https://knowledge.exlibrisgroup.com/Alma/Training/Extended_Training/Presentations_and_Documents_-_Acquisitions

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