Simpson Library Technical Services

Complete an EDI Invoice

Enter an Invoice Manually

Mark an Invoice as Paid

Complete an EDI Invoice

Invoices are loaded automatically into Alma for GOBI account 5297-09.  The invoices need additional information in order to close.

1. In Alma, use the main search box to search for the invoice by number.
2. Click the more menu  and select edit.
3. Fill in the Invoice number and Invoice date.
4. Select the Vendor from the menu options.
5. Select the Vendor account that is stated on the invoice.
6. Select Simpson Library as the Owner
7. Place the total in the Total amount field. Include freight and/or shipping.
8. Leave the other options as they are. VAT%should be 0.0, VAT amount should be 0, VAT type should be inclusive, Expended from fund box should be checked. Click Save and Create Invoice Lines

In the Invoice Details window

1. Under the Invoice lines tab, click Add Invoice Line
2. In the Add Invoice Line pop-up window, select Regular for the Type, in the PO Line selection, click to search for your PO Line. You can also type the PO Line number in the search box.
3. Change the search pull down menu to PO Line. Type the first PO Line number in the search field and click to search
4. Select the title that matches the PO Line. The price and fund should be pre-populated.
5. Click Add and Close if you only have one item. Click Add to continue adding PO Lines.
6. Continue until all of the PO Lines are added from this invoice.
7. If the invoice has shipping charges, select the more menu next to one of the existing line numbers (usually 999991) and choose Edit.
8. Select Shipping Charges for the Type. Enter the Freight or Shipping amount in the Price box under the Invoice Line Charges section.
9. click Add Fund
10. Choose the fund to which the majority of the PO Line total item cost belongs. Click Add Fund. Click Save.
11. ClickSave and Continue

Enter an Invoice Manually

Invoices need to be entered manually for GOBI accounts 5297-11, 5297-80, Non-GOBI orders (Amazon, AbeBooks, etc.) and textbook purchases from the UMW bookstore.

1. In Alma, Go to Acquisitions > Receiving and Invoicing > Create Invoice
2. Check the radio button for Manually.
3. Leave the box next to Handle Receiving unchecked.
4. Click Next
5. Fill in the Invoice number and Invoice date.
6. Select the Vendor from the menu options.
7. Select the Vendor account that is stated on the invoice.
8. Select Simpson Library as the Owner
9. Place the total in the Total amount field. Include freight and/or shipping.
10. Leave the other options as they are. VAT%should be 0.0, VAT amount should be 0, VAT type should be inclusive, Expended from fund box should be checked. Click Save and Create Invoice Lines

In the Invoice Details window

1. Under the Invoice lines tab, click Add Invoice Line
2. In the Add Invoice Line pop-up window, select Regular for the Type, in the PO Line selection, click to search for your PO Line. You can also type the PO Line number in the search box.
3. Change the search pull down menu to PO Line. Type the first PO Line number in the search field and click to search
4. Select the title that matches the PO Line. The price and fund should be pre-populated.
5. Click Add and Close if you only have one item. Click Add to continue adding PO Lines.
6. Continue until all of the PO Lines are added from this invoice.
7. If the invoice has shipping charges, select the more menu next to one of the existing line numbers (usually 999991) and choose Edit.
8. Select Shipping Charges for the Type. Enter the Freight or Shipping amount in the Price box under the Invoice Line Charges section.
9. click Add Fund
10. Choose the fund to which the majority of the PO Line total item cost belongs. Click Add Fund. Click Save.
11. ClickSave and Continue

Mark an Invoice as Paid

Note: If the invoice is in Status: In Review, it cannot be paid until the invoice is complete. Invoices that are ready to be paid will be in Status: Waiting for Payment.

1. Use the pull down menu in Alma's main Search bar to select Invoices and search by invoice number.
2. Click on the small box with the three dots (the More Options icon).
3. Select Go to task list.
4. Click on the More Options icon again.
5. Select Edit. The Invoice Details window appears.
6. At the bottom, in the Payment area, change the Payment status to 'Paid'.
7. Type in the Voucher number. This should be a PCO#, an EP# or an I#.
8. Click Save and Continue.
9. It is a good idea to search for the Invoice again to make sure that the status now says Closed.

Where to find information for invoice processing.

For UMW Bookstore receipts:
Use the Transaction number for the invoice number.

For Amazon orders:
Use the order number for the invoice number.

Enter Invoices for serials purchases: Washington Post & The Free Lance Star

1. In Alma, Go to Acquisitions > Receiving and Invoicing > Create Invoice
2. Check the radio button for Manually.
3. Leave the box next to Handle Receiving unchecked.
4. Click Next
5. Fill in the Invoice number and Invoice date. If there is no invoice number, use the date in MM/DD/YYYY format.
6. Select the Vendor from the menu options. Use WASHPOST or FLS
7. Select the Vendor account that is stated on the invoice. Use Washington Post or FLS Simpson.
8. Select Simpson Library as the Owner.
9. Place the total in the Total amount field. Include freight and/or shipping.
10. Leave the other options as they are. VAT%should be 0.0, VAT amount should be 0, VAT type should be inclusive, Expended from fund box should be checked. Click Save and Create Invoice Lines

In the Invoice Details window

1. Under the Invoice lines tab, click Add Invoice Line
2. In the Add Invoice Line pop-up window, select Regular for the Type, in the PO Line selection, click to search for your PO Line. You can also type the PO Line number in the search box. Use POL-139 for Washington Post, POL-143 for FLS.
3. The PO line price may be different.
4. Check subscription date overlap box should be checked.
5. In the Subscription dates ranges box, add the subscription dates.  Use MM/DD/YYYY-MM/DD/YYYY format.
6. In the Invoice Line Charges section, add the new price.
7. In the Funding section, the fund should be pre-populated.  Use General Journals for the current fiscal year.
8. Click Add and Close. Click Save.
9. Click Save and Continue.