Changing Order Types in Alma

Premise: we want our orders clearly associated with the electronic collections or portfolios  they are activated in. In Alma, this is only possible if the Order Type is one that CAN be associated with an electronic collection or portfolio. For example, if the Order Type is Electronic Journal - Subscription, we won’t be able to add the POL to the collection. The Order Type needs to be Electronic Collection for it to work. Alma restricts what types of Order Types can be converted to other Order Types.  The Order Type must remain within the same inventory type. Examples are below under Notes.

To change an Order Type:

1. Create an itemized set.
   1. Create an Excel file with first column heading PO Line Reference
   2. Paste the POL or POLs in to the sheet under the heading and save.
   3. In Alma, go to Admin -> Manage Sets and click ‘Add Set’. Select Itemized
   4. Fill in the Set information screen.
   5. Make sure “Set content type” is set to Order Lines
   6. Upload your spreadsheet under “Add Contents from File to Set” and Save

2. Run a job on the Set
   1. Go to Admin -> Run a Job
   2. Select Update PO Lines Information - Advanced and click Next
   3. Select the set you just created from the list and Next
   4. Select PO line type, and choose from the dropdown menu the new value for the Order Type 
   5. Click Next, and then click Submit.
   6. Go to Monitor Jobs, to see your results and make sure it ran successfully and if any were rejected.

Notes:
The purchase type must remain within the same inventory type and continuity. For example:

• The type can be changed from Database One Time to Electronic Book One Time.
• The type can be changed from Print Book One Time to Musical Score One Time.
• The type cannot be changed from Print Book One Time to Journal Continuous (subscription).
• The type cannot be changed from Print Book One Time to Electronic Book One Time.
• The type can not be changed for closed and canceled PO lines. To make an Order Type change that is not supported by Alma requires canceling the order and creating a new one of the correct type.