Adding payment info to an invoice in Alma

Overview

Sometimes we have to contact Accounting (through Library Admin.) to find out if an invoice has been paid, usually because the vendor is asking.

Accounting will give us the Acctg Date, PO/TA, Voucher/ER, Journal / PO Ref, Check No, Invoice No, Vendor/Journal Desc, Budget, and Amount.

For example:

While we do not obtain this information for every invoice, when we do obtain it, it makes sense to enter this into Alma.

Alma

Do a quick search of Invoices for the invoice number. [Alternately, by searching for vendor and going to the "Invoices" tab, the invoice can be located.]

Edit the invoice.

Scroll down to "Payment Information."

Change the Payment date from the date originally posted in Alma to the "Acctg Date," given by accounting, i.e. the date the check was cut.

Change the Payment amount to the amount noted under "Activity" from Account. This should be the invoice total.

In the Payment identifier field, enter the "Check No" provided by Accounting, including the word "Check," for example Check 1218515.

Click Save.

If the invoice was from a prior fiscal year, you will receive an error, "Fund [Fund Name] belongs to the previous fiscal period for which transactions are not allowed."

Nonetheless, the information you entered will be retained.