Acquisitions => Receiving and Invoicing => Create Invoice
Invoice Creation: select Manually.
Exceptions:
If you have an EDI file for a serials invoice from EBSCONET, select From File.
Handle Receiving: leave unchecked.
Click Next.
Enter Invoice Number, Invoice Date, Total Amount, Vendor, and Vendor Account.
Note: Payments will be expended on the date of the invoice in Alma, not the date of posting.
Payment method: Accounting Department
If posting a Strand invoice, select Prepayment.
If posting an Amazon invoice, select Credit Card.
Note: Because we are only using Alma to track payments made through PeopleSoft, not to actually pay invoices, these categories are for statistical purposes only.
Additional Charges: check Use Pro Rata.
Enter any shipping charges, service charges ("Overhead amount"), or discounts that apply to the invoice as a whole (i.e. not to line items)
VAT section [ignore]
Prepaid: uncheck
Save and Create Invoice Lines.
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Click Add Invoice Line
Type: Regular
Enter PO Line number
Fully Invoiced: Yes [unless paying only part of cost and will be invoiced further later, then No]
Note: The "Fully Invoiced" option only shows up for one time PO Lines.
Enter Price (if different on invoice than in PO Line)
After changing price, always Redistribute Lines at the bottom of the window.
Note that if there are shipping and other charges on the invoice being pro-rated against each item, the the amount charged to the fund at the bottom of the screen will be more than the Price.
Enter 1st reporting code (if not entered at time of order)
If applicable, enter Note describing payment.
Note: If corrections need to be made to the vendor for an item, open an incognito browser window or a different browser and log into Alma a second time. Search for the PO Line number and make the change to the PO Line itself. This will mostly only happen during the transition to new vendor codes.
If this is a subscription or a standing order invoice:
Check subscription date overlap: check [unless you need to post multiple line items from the invoice on the same PO Line]
Enter the Subscription from date and Subscription to date and Additional Information if needed (e.g. "adjustment" or "Core Collection 2015"). Always enter a subscription date in this field for continuing POLs.
Make sure you check Release remaining encumbrance if the amount on the invoice is less than the amount indicated in the PO Line.
Add a Note if needed [this can repeat information in Additional Information].
Note: If corrections need to be made to the fund or vendor for an item, open an incognito browser window or a different browser and log into Alma a second time. Search for the PO Line number and make the change to the PO Line itself. Changes made on the invoice won't stick to the PO Line.
Check that the Fund is correct. If not, delete fund assigned and add correct fund (unless this is a subscription PO Line, in which case make fund change on the PO Line itself, see box above).
Note that if there are shipping and other charges on the invoice being pro-rated against each item, the the amount charged to the fund at the bottom of the screen will be more than the Price.
Click Add then enter the next PO Line number.
When you are done, click Add and Close.
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Take a look at the invoice page to make sure everything is correct. If you need to change anything on a PO Line, click on Actions => Edit.
Press Save and Continue.
If there are any errors in the invoice, you will be prompted to correct them.
Note: If you need to save your work in the middle of creating an invoice, use Save instead of Save and Continue. The invoice will be moved to Acquisitions => Receiving and Invoicing => Review, where you can retrieve it later and review and edit it.
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After Save and Continue, do a Quick Search for Invoices and enter the invoice number or other search criteria. The invoice Status should be Closed (unless the item has not yet been received or activated in which case it will be In Review).
Locate a PO Line from the invoice.
If One Time, the PO Line Status should be Closed and the Invoice status should be Fully invoiced.
If Continuing, the PO Line Status should be Waiting for Renewal (date) and the Invoice status should be Partially invoiced.