Navigating to PO lines
You can navigate to an order when editing an invoice line. Click More Information to go to the PO line. Once there, you can edit the POL or click Back to return to the invoice line.
Navigate to: Acquisitions > Receiving and Invoicing > Create Invoice
When entering amounts larger than 999, do not use a comma. Alma will not accept commas in the Total amount or the Line item amount fields.
Choose the Manually radio-button as Invoice Creation method
Changing Invoice Owner
The invoice owner field defaults to Harvard University when using manual creation. This must be changed to reflect the actual POL owner of the orders on the invoice before it is submitted or Finance will not approve the invoice.
Check subscription date overlap: If you select this option, Alma checks to see if the an overlapping subscription is detected on any other invoice on this PO. If so, an alert message appears when creating the invoice line.
Additional Information: This field is required if the Subscription dates range field is empty
PO Line Subscription from date: Will auto-populate based on the value in the POL
PO Line Subscription to date: Will auto-populate based on the value in the POL
Subscription dates range: Invoice / Invoice line number list: This list includes the last five regular invoice lines associated with this PO line and the dates associated with each invoice line.
Invoice line charges: Release remaining encumbrance: For continuous orders, if the payment amount of the line item is LESS than the encumbered amount, check the Release remaining encumbrance field.
Line Item Reporting code: Required, add if not present
Add Fund: Enter fund name to search (e.g. "Coolidge") or use to open a 'Funds and Ledgers' list, which can be searched by any or all of Name, Description, Code, (or, if relevant, External ID).
For funds spread across multiple orgs and activities, it may be necessary to scan the list of budgets to identify the one with the specific 33-digit budget code you require.
When you have filled in all of the necessary fields, you have three options on how to finish this invoice line:
To create another Invoice line, click Add Invoice Line again and repeat the process of filling out the Add Invoice Line form.
As noted above, creating an invoice manually will automatically create lines for Shipment, Discount, Overhead, and Insurance.
To add postage to your invoice, either:
Users can create this invoice by looking up a POL, but note that the invoice is created based on the corresponding PO
Invoice Number From PO
At this stage, note that creating an invoice from a PO will, by default, use the PO number as the invoice number.
To change this:
Make edits to the Summary tab that are needed such as:
The invoice owner field on the Summary tab will be the owner of the PO line(s). This cannot be changed, but should already be accurate.
The invoice lines tab lists all the POL line items on the invoice. This is where additional POLs can be added
Each line item displays the following fields:
Creating an invoice from a PO will automatically create blank line items for Shipment, Discount, Overhead, and Insurance.
On the Invoice Lines tab, use the row action item list icon or right-click anywhere in the row and select Edit.
Alma can check only already saved information - invoice lines in other invoices, and previously added invoice lines from this invoice if you are editing the invoice. Invoice lines you are currently adding are not checked for overlap with other invoice lines you are currently adding. Use the list of invoices lines (see Invoice / Invoice line number list, below) to check for overlaps before saving.
As noted above, creating an invoice from a PO will automatically create lines for Shipment, Discount, Overhead, and Insurance:
Invoice completion options, available from Invoice Details:
After you have saved an Invoice and it is In Approval status, you can still edit a line item:
You can also get to the Invoice Lines Details page from the POL:
There is no option to "Handle receiving" with EDI invoices.
Search for the EDI invoice, by vendor code and/or invoice number; EDI invoices will load into the In review status
Adapted from Invoice Approval Training Materials