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Comment: Removed line item note recommendation per 12/6/18 ASWG meeting.

Table of Contents

 

 

General Information


For information about Searching for an invoice, see Invoicing: Searching and Navigating 

Creating an invoice


 Navigate to: Acquisitions > Receiving and Invoicing > Create Invoice

  • Select either "Manually" or "From PO"
    • Note: From File is an option specific to certain workflows and permissions levels 

  • Select the Handle receiving check box if you want to proceed to receiving the material directly after the invoice is created
    • Note:  If you use this option, ensure that you are logged in at the proper Receiving Department in Alma.

Warning
titleWarning

When entering amounts larger than 999, do NOT use a comma. Alma will not accept inputting comma's in the Total amount or the Line item amount fields.

  • Do NOT enter 1,000
  • Enter 1000

Create "Manually" Option

  • Choose the  'Manually' radio-button as 'Invoice Creation' method

  • The Invoice details screen will display

Summary Tab - Invoice Details 

  • Add values to the Invoice Details fields
  • Fields followed by a Red Asterisk (*) are mandatory:
    • Invoice number
    • Vendor 
      • Search by entering a vendor code or click to see a list, which can be searched by Name, Code, Library Name, etc.
    • Vendor account
      • Search for the corresponding vendor account record, if applicable. If one does not exist (as may be the case for approval accounts) use the Default account
    • Total Amount
      • enter a positive amount for a regular (debit) invoice
      • enter a negative amount ( with a - sign preceding the number) for a credit invoice
        • If you change an amount that was previously there, click "Redistribute Lines" to apply existing fund assignments to that amount
    • Currency
    • Invoice Date
    • Payment method
      • this will default to the value on the Vendor account record, but you can override the default and change it on the invoice
        • Accounting Department 
          • choose this for regular invoices that will be sent to Finance for approval
        • Adjustment (Formerly CC) 
          • use this method for Adjustment invoices; such as Pcards purchases
        • Bank Transfers 
          • use this for Wire transfers
  • Additional Charges, VAT, and Payment Information Section: these fields will most likely be left blank; consult your Finance Office if you have any questions about these sections

 

Changing Invoice Owner

 

Note
titleChanging 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

 


Saving the Manual Invoice

Once the 'Invoice Details' form is filled out, finish by clicking 'Save and Create Invoice Lines'

 A blank 'Invoice Lines' tab will open

Creating an invoice manually will automatically create blank line items for Shipment, Discount, Overhead, and Insurance

    • To edit one, choose Edit from the Action command ellipsis
    • If they are not needed for the invoice, you can ignore them (no need to delete)

Adding Invoice Lines

Click Add Invoice Line. 

    • The Add Invoice Line form will open:
      • Regular line items will use the default Type, Regular;
      • Postage lines will be Type: Shipment;
      • Other line item Types are not commonly used
    • Enter PO line number, or use to open a search list. 
      • This list may take a while to open, given the number of PO Lines in the system.
    • After entering the PO Line number, you will see the 'Add invoice line' form is now populated with PO line number, Title, Price, Fund information, and Reporting Code, if applicable.

Additional fields on Continuous POL Invoice lines

    • 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.
      • NOTE: 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.
    • Additional information: This field is Required if the Subscription dates range field is empty 
      • Suggested best practice: use this field to enter the piece level information: i.e. issue 12 (March), etc. It is also useful to enter this information in the Line item Note field so that it displays on the Invoice lines tab 
    • 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: 
      • Required if Check subscription date overlap is selected
      • indicates the subscription dates covered by this line item
      • Suggested best practice: only use this field for predictable easily identifiable ranges; when in doubt, use the Additional information field instead. It is also useful to enter this information in the Line item Note field so that it displays on the Invoice lines tab
    • 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

Adding Funds

  • '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.

Completing a Manual Invoice Line

  • Choose "Add" to complete the current PO line (adding it to the invoice) and open a new, blank form for the next PO line to add.
  • Choose "Close" to exit the form and return to the 'Invoice Lines' tab without adding a new line;
  • Choose "Add and Close" to complete the current PO line, add it to the invoice, and return to the 'Invoice Lines' tab.
  • To create another Invoice line, click Add Invoice Line again and repeat the process of filling out the 'Add Invoice Line' form.

Adding Postage

  • As noted above, creating an invoice manually will automatically create lines for Shipment, Discount, Overhead, and Insurance:

    • Either:
      • edit the "Shipment" line; enter price information; choose "Add Fund" to assign a postage fund
        OR;
      • leave the automatically created Shipment line blank and Add an Invoice line for the postage
        • From the Invoice Lines tab, choose "Add Invoice Line"
        • In the form, for Type, choose "Shipment" 
          • enter price information
          • choose "Add Fund" to assign a postage fund.

Create "From PO" Option

Info
titleNote

Users can create this invoice by looking up a POL, but note that the invoice is created based on the corresponding PO

  • Choose the 'From PO' radio-button as 'Invoice Creation' method
    • When you click "Next", you will see the "Select PO" prompt
    • Type in a PO, or click the  icon to see a drop-down list of PO's from which to choose.
      • Note that this PO list can be searched by fields other than PO (e.g., Vendor code, PO Line, and Title) by accessing the drop-down menu.


 

  • Click on a PO from the search list and then click 'Save';
    • You will advance to the next stage of the invoice process to a page called 'invoice details'
    • You will see an 'invoice lines' tab with the PO-Lines associated with the chosen PO; these lines can be edited as needed.

 

Warning
titleWarning
Invoice Number Defaults to PO Number

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,

  • go to the Summary tab on the Invoice Details page and change the value in the 'Invoice number' field to the invoice number from the vendor.
  • Choose 'Save' to update the invoice with the new number.

 

Summary Tab - Invoice details

Make edits to the Summary tab that are needed such as:

    • Invoice date
    • currency
    • total amount
    • payment method
Info
titleNote

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.


Reviewing the Invoice lines tab

  • The invoice lines tab lists all the POL line items on the invoice. This is where addtional POLs can be added
  • Each line item displays the following fields


  • The Line # field indicates the position of the order line item in the invoice. 
    • Depending on how the system is configured, when an EDI invoice contains both regular and additional charges for a PO line, the additional charges appear as sub-lines of the regular line. The regular line is assigned an integer line number such as 1 and the sub-lines are assigned line numbers of the form 1.1. This keeps related invoice line charges together on the invoice
    • the number also serves as a hyperlink, which displays the Invoice Line Details page for the invoice line in view only mode. 
  • The Type field indicates the Line item type
    The PO Line # field is a link which, when clicked, opens the PO Line Summary page for the PO line. 
    • Regular (use for POL line item payments)
    • Delivery: use this type to record postage and/or delivery charges
      • PLEASE NOTE: On EDI invoices, the postage line item will load as Type: Overhead
        • this is a bug and will be fixed by ExL late in 2018
        • there is no need to change this type to Delivery
  • The Funds field is also a link which, when clicked, opens the Transactions tab on the Budget record. 
    • The Budget record will show details of a budget, including balances and transaction
    • You can also see the available balance of the fund on the Invoice Lines details page
  • Creating an invoice from a PO will automatically create blank line items for Shipment, Discount, Overhead, and Insurance
    • To edit one, follow the instructions below
    • If they are not needed for the invoice, you can ignore them (no need to delete)

Editing Invoice Lines

On the 'Invoice Lines' tab, you can right-click while hovering the mouse over a line-item--or click the   button in the line item–to open a context-menu where you can choose 'Edit'. Also:

Editing Invoice line information

  • The invoice lines details screens allows you to edit various fields in the invoice line. The values in the field are based on the values from the POL
    • Invoice line Charges/Reporting code: Required: this is the field used for the Object code value in the HL budget structure 
      • For orders that migrated from Aleph: this field will most likely be blank: enter the appropriate Object code for the line item
      • For orders created in Alma: this field will display the value added to the POL at creation
    • Funding
      • You may alter the amount, and in some cases the currency. 
      • You can delete a fund from this list by right clicking on the fund line and choosing "Delete" from the context-menu which appears. 
      • You can also access editing options by clicking  
      • New funds can be added using the 'Add Fund' button.

Additional fields on Continuous POL Invoice lines

    • Check subscription date overlapIf 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
Note
titleAlert

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.

    • Additional information: This field is Required if the Subscription dates range field is empty 
      • Suggested best practice: use this field to enter the piece level information: i.e. issue 12 (March), etc. It is also useful to enter this information in the Line item Note field so that it displays on the Invoice lines tab 
    • 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: 
      • Required if Check subscription date overlap is selected
      • indicates the subscription dates covered by this line item
      • Suggested best practice: only use this field for predictable easily identifiable ranges; when in doubt, use the Additional information field instead. It is also useful to enter this information in the Line item Note field so that it displays on the Invoice lines tab 
    • 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

Adding Postage

  • As noted above, creating an invoice from a PO will automatically create lines for Shipment, Discount, Overhead, and Insurance:

    • Either:
      • edit the "Shipment" line; enter price information; choose "Add Fund" to assign a postage fund
        OR;
      • leave the automatically created Shipment line blank and Add an Invoice line for the postage
        • From the Invoice Lines tab, choose "Add Invoice Line"
        • In the form, for Type, choose "Shipment" 
          • enter price information
          • choose "Add Fund" to assign a postage fund.

Completing / submitting "From PO", "Manually" and EDI created Invoices

Invoice completion options, available from "Invoice Details":
  • Save 
    • The invoice information you entered is saved and the invoice is moved to the Review Invoices page, where you can review and edit it. 
    • The invoice does not continue to the next stage of the invoicing workflow until you hit Save & Continue
  • Save & Continue 
    • The invoice information you entered is saved and the invoice continues to the next stage of the invoicing workflow, the Invoice approval phase, which is performed by the Finance offices. 
  • Save and Go to Receiving–  If you selected the 'Handle receiving' check box, you can choose 'Save and Go to Receiving
    • The invoice information you entered moves into the Invoice approval phase, which is performed by the Finance offices. 
    • The Receive New Material page opens, enabling you to receive the new material.

How to edit a line item after you have saved the invoice and it's in approval

After you have saved an Invoice and it is In Approval status you can still edit a line item by doing the following steps:

  1. Search POL# for the title connected to the Line Item that needs editing
  2. Click on EDIT to the right (the button or from your drop down Ellipsis)
  3. You will now be on the POL Details page
  4. Click on the Invoice Lines tab
  5. Click on the Ellipsis associated with invoice
  6. Select Edit from the Ellipsis
  7. You will now be on the Invoice Line Details page
  8. Edit accordingly – including reporting code, price, fund, Additional Info (continuous invoice)
  9. Hit Save to save your changes to the Line item
  10. Hit Save to close your POL.

 

Panel
borderColorred

Invoices In Review


It will be important to check for invoices that remain In Review due to unresolved issues.

  • Go to Acquisitions > Receiving and Invoicing > Review
  • On the Assigned to me tab: choose Edit under the ellipsis Action icon
  • Correct any of the Red alerts listed on the Alerts tab
  • Save and Continue to complete the invoice

EDI Invoices


Note
titleAlert

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

  •   "Find Invoices" list – Choose Go to task list under the Ellipsis Action icon for that invoice. This will bring the operator to the In review invoices list, under the the Unassigned tab

Choose Edit from the Ellipsis Action icon on the appropriate line.  This will open up the Invoice Details page, and change the assignment from "Unassigned" to "Assigned to Me" in the In Review Invoices list

  • The Invoice details page > Summary tab > Creation From field should indicate this is an EDI invoice with this note: EDIteur Invoice Message.
  • Verify that all the information on the Invoice details screen is accurate
    1. NOTE: If an invoice loads correctly and is linked to the POLs in Alma the invoice owner is pulled from the POL owner.  If an invoice loads but does not find the POLs (probably because there is a timing error with the MARC and EDI files) the invoice owner is Harvard University because there are no POLs for it to pull from. This field can not be edited in an EDI invoice, so if none of the line items on your EDI invoice linked to POLs, submit a ticket to the LTS Support center (Category: Acquisitions)
  • Review the Invoice Lines tab and edit and or add invoice lines as necessary.
    (warning) The EDI invoice line items will each display a Note field that includes a summary of information from the vendor: do not delete this.
    In the case of Continuous EDI invoices this note will include vital information: Do not delete it; it can be edited to make it shorter or easier to read if someone feels the need to do so, but do not delete 
  • The Shipping/Postage line for EDI invoices may load into the Overhead type: this does not need to be changed to Delivery
  • The Shipping/Postage line item may load with a "dummy" fund called Faux Postage Fund for EDI. This fund should be replaced with the appropriate shipping fund for the holding library
  • Some EDI invoices may have an Adjustment line item, associated with no price and the status of Ready: there is no need to delete or edit this line, simply leave it as is

     
  • Finally, choose Save and Continue to finish the invoice; though you must first address any error messages that arise (e.g. invoice line not assigned a fund, invoice total doesn't match line items total, etc.).

Info
titleInvoice Lifecycle

  1. Invoice Creation – status “In Review”;
    • EDI  
    • Created from PO, 
    • Created Manually
    • Submitted for approval but sent back to unit for correction.

  2. Invoice processing – system checks to ensure all required data is present.  An alert will pop up if not all data has been entered.  Note that the “Reporting Code” does not generate an alert so it is important that this is manually checked before proceeding. - status “In Review”

  3. Invoice approval – once the invoice is complete and the processor hits “save and continue” it moves into status “waiting for approval”.  The invoice is then reviewed and either sent back to the processor for corrections or approved. 

    If the invoice is approved it moves into the status “Ready to be Paid”

  4. Payment - Invoices in the status ready to be paid are sent to Oracle AP nightly.  Once the invoice is sent it moves into payment status Paid and the invoice status is “Closed”


Adapted from Invoice Approval Training Materials