Note: Do NOT ever Delete an invoice that has been saved and closed, because this will not "un-post" it. Even if you Delete an invoice, all expenditures will remain and PO Lines will stay Fully invoiced.
However, if you delete an EDI invoice that is In Review, the expenditures will be removed from the affected Alma funds.
Alma records expenditures upon invoice creation, not upon saving and closing. If an EDI invoice cannot be paid at the end of the fiscal year, and it has not yet been saved and closed, it should be deleted from Alma. (In the new fiscal year, the invoice will have to be re-entered manually.)
For minor corrections to an invoice
If you need to correct simple things on an invoice, for example, invoice number, vendor account, date, etc., you can set the invoice back to review and simply make the changes.
Note: Setting an invoice back to Review will NOT un-post the invoice. Transactions will still be recorded on the invoice POLs and in the transaction log in the Fund.
Do a Quick Search for Invoices and enter the invoice number or other search criteria.
Actions => Set back to Review
Acquisitions => Receiving and Invoicing => Review to locate the invoice in review.
Actions => Edit to edit the invoice, then Save and Continue to set it back to Closed.
For corrections to One-Time PO Lines after their invoice is posted
If you need to change the fund or vendor on a POL after the invoice has already been closed, follow these steps.
Look up the invoice and set it back to status Review from Closed.
Go to each POL on the invoice. Reopen each one.
Make any changes to the POL (e.g. changing fund code, vendor, etc.). Change order method to Purchase at Vendor System. Then Order Now.
Re-post the invoice until it is again in status Closed.
Double check each title:
1) Make sure no additional inventory was created.
2) Check funds (go to fund transaction log and search for POL) to make sure that the POL was only posted to the fund once. If you changed the fund on POL, look in both funds.
3) If you changed the vendor, go to previous and desired vendor records and check to see that the invoice only appears in the desired vendor record.
Examples: See POL-4699 and POL-4685 on Invoice 28218. They were originally ordered on E-flmf but then we had to change them to F-zzm. Look at the History tab of each POL, and the FY-2016 Funds E-flmf and F-zzm. In the end, each POL was only posted to F-zzm.
Note: This procedure *might* work for continuing POLs, if you set the invoice to review, correct fund or vendor on the POLs, and re-post the invoice. It might not.
To back an invoice out of the system
If you need to un-post an invoice so that the charges are reversed (for example if the invoice was posted in FY1 but can't be paid until FY2, or if it shouldn't be paid at all)
Re-post the invoice with negative numbers for each PO Line following the procedures for posting a credit. Change the invoice number to reflect this by adding -CR at the end, e.g. 356732-CR.
Then if we re-post the invoice a second time, change the invoice number by adding a -RP, e.g. 356732-RP.