Alma: Database & Serials Invoices

Find the appropriate tab in the budget: 6501 for serials and 6505 for databases.

Most of the time you'll enter the entire invoice information into a single line in the budget; however, for serials and databases you'll enter the information for each title in a separate line.

Databases and serials run across multiple fiscal years. Unless it says differently on the invoice, coverage for serials begins January 1 and for databases on July 1. 

Note the total for each fiscal year on the invoice to prepare it for sending to the business office.

(Note: If the next year's fiscal year isn't already set up, create a new fiscal year in the system first. You'll need it active to split the charge across FYs.)

In the Acquisitions menu, select Receiving and Invoicing > Create Invoice.

Under Invoice Creation select Manually, then click the Next button.

In the Summary tab: 

• Enter the Invoice Number, Invoice Date, Vendor, and Total Amount from the invoice.

• Choose Rolfing Memorial Library as the Owner.

Click the Invoice Lines tab: 

• Click Add Invoice Line.

• In the PO Line box, begin typing the name of the serial/database and select the appropriate line that pops up.

• Update the Subscription dates range to reflect the current coverage year.

• Update the Price.

• Delete any prior year's funds from the list, then select Add Fund.

• Type dat-da for databases or the appropriate serials fund code (***-se) for serials, then choose the appropriate fiscal year.

• Add the Amount for that fiscal year (look on the budget spreadsheet), then click the Add Fund button.

• Once all the fund lines have been added, click the Add button. (If you have no other lines to add, you can click Add and Close.)

When you've added all the invoice lines to the invoice, click Save and Continue. (Note: You won't be able to "continue" unless the Total amount and the Total invoice lines amount in the Summary tab match.)

After you hit Save and Continue, Alma will take you to the Waiting for Payment Invoices list. Click on the Unassigned tab.

Click on the action menu of the invoice you just worked on, then select Edit.

Change the Payment status to Paid, and copy and paste the invoice number into the Payment identifier box.

Click the Save and Continue button.