Rialto: Invoices

Log into the lib-ts email account (password in lib-eresources LastPass, or a FT staff member can give you delegated privileges). 

Look for any emails from cis-noreply or yourinvoice with attached files.

Click on each email, and save the invoice(s) using the following naming conventions: ProQuest_YYYYMMDD_InvoiceNumber.pdf

Once you've downloaded the invoice(s) from the email, Move it to Orders/Rialto to clear it from the inbox. 

• Note: Try to keep an empty lib-ts inbox -- it will help you to keep track of which invoices are new and which have been processed.

In Alma, go to Acquisitions > Receiving and Invoicing > Review (Invoice) and click on the Unassigned tab.

Find the invoice number that matches the one you just downloaded and click Edit in the action menu.

Make sure the following information matches across the PDF invoice and the Alma invoice:

• Summary tab: Invoice date, Total amount

• Invoice Lines tab: Titles & Fund Codes

If everything matches (and, barring glitches, it should), click Save and Continue. 

This will take you directly into the Waiting for Payment Invoices list. In the Unassigned tab, find the invoice number again and click Edit in the action menu.

Paste the invoice number into the Payment identifier field (it won't let you close the invoice if this field is empty) and click Save and Continue.

Go to the Library Budget spreadsheet and choose the appropriate tab:

• Print books (-bo in the invoice lines): 6500

• Ebooks (-eb in the invoice lines): 6503

Enter the Invoice #, Vendor (ProQuest), Invoice Date, and Total Amount.

In red (to make it stand out), add the fiscal year, budget line, and your initials to the PDF invoice, preferably close to the total amount.

• If you have Adobe Acrobat, click Edit and then add a text box.

• If you have Adobe Reader, click Fill and Sign and add a "signature" with the pertinent information. 

Click Save to save your edits.

Add the file to the Active Invoices folder on the Rolfing Drive. 

Move on to the next invoice(s), if they exist.