1

IX. Managing Funds & Payments

Invoicing Workflows

2

Copyright Statement

All of the information and material inclusive of text, images, logos, product names is either the property of, or used with permission by Ex Libris Ltd. The information may not be distributed, modified, displayed, reproduced – in whole or in part – without the prior written permission of Ex Libris Ltd.

TRADEMARKS Ex Libris, the Ex Libris logo, Aleph, Alma, SFX, SFXIT, MetaLib, DigiTool, Verde, Primo, Voyager, MetaSearch, MetaIndex and other Ex Libris products and services referenced herein are trademarks of Ex Libris, and may be registered in certain jurisdictions. All other product names, company names, marks and logos referenced may be trademarks of their respective owners.

DISCLAIMER The information contained in this document is compiled from various sources and provided on an "AS IS" basis for general information purposes only without any representations, conditions or warranties whether express or implied, including any implied warranties of satisfactory quality, completeness, accuracy or fitness for a particular purpose.

Ex Libris, its subsidiaries and related corporations ("Ex Libris Group") disclaim any and all liability for all use of this information, including losses, damages, claims or expenses any person may incur as a result of the use of this information, even if advised of the possibility of such loss or damage.

© Ex Libris Ltd., 2013

3

AgendaIntroduction

Invoice workflow and considerations

Invoice creation

Invoice processing: review, approval, payment

Summary and additional resources

4

Prerequisites

This presentation assumes that you have viewed or attended these training sessions:

• Introduction to Alma

• Alma Concepts

• Navigating and Searching sessions

• Acquisitions sessions

• Fund Management

5

Invoicing Roles

Roles Description

Invoice operator creates and reviews invoices

Invoice operator extended can delete (cancel) invoices

Invoice manager create invoices, review and approve invoices

Acquisitions manager manages invoice configuration rules

Receiving operator

manages arrival of purchased physical items and performs post receiving processing tasks in appropriate receiving department

6

Objectives

By the end of this training session, you will be able to:

• Describe the invoice process

• Create and review invoices

• Approve invoices

• Pay invoices

7

AgendaIntroduction

Invoice workflow & considerations

Invoice creation

Invoice processing: review, approval, payment

Summary and additional resources

8

Invoicing Workflow Overview

• Manages how an invoice is handled from point of receipt to point it is paid

• Invoices can be created:

• Manually

• Automatically via EDI

• Receiving may be handled immediately after

• Payment requests can optionally be exported to ERP

• Lifecycle of the invoice depends on your needs for review and exporting to a financial system

9

Workflow Considerations

Some considerations…

• Do you export/import invoices to/from an ERP?

• Do you invoice via EDI?

• Do staff operators to have separate invoicing roles or does one staff operator perform all tasks?

• Do you have an Invoice approval process?

Invoice Review Rules and/or Invoice Approval Rules may be configured to handle each of these options

10

Workflow Considerations - Options

Invoicing Workflow

Create Invoice (EDI, .xls, or manual from PO)

Review

Approve(OPTIONAL)

Status: Ready to be Paid(No action needed)

Status: Paid(No action needed)

Status: Closed(No action needed)

Status: Waiting for Paymt(Manually input voucher #)

If prepaid or internal copy…

11

AgendaIntroduction

Invoice workflow and considerations

Invoice creation

Invoice processing: review, approval, payment

Summary and additional resources

12

Invoice Creation

An invoice is created in one of four ways:

Manually

1. by entering the invoice details manually

2. from the PO using the PO details

3. from an Excel file

Automatically4. via Electronic Data Interchange

(EDI)

13

Create Invoice Manually

14

Invoice Details

15

Prepaid

• Prepaid function enabled only when payment method is other than Accounting department

16

Internal Copy

Indicates invoice is to be loaded into Alma for internal documentation or tracking purposes

17

Create Invoice Lines

18

Add Invoice Line Manually

19

Add Invoice Line Manually

20

Create Invoice From PO

21

Create Invoice from PO

22

Create Invoice from File

23

Create Invoice – Fund Transaction

• After invoice creation, 2 transactions will be entered in the fund:

• Disencumbrance

• Expenditure

24

Invoicing via EDI

• EDI files created for invoices are based on international standards for EDI transmission

• EDI Standard Supported in Alma provides details

• Talk to your project team to build a testing plan

25

Vendor EDI Information tab

26

EDI Jobs History and Files

27

AgendaIntroduction

Invoice workflow and considerations

Invoice creation

Invoice processing: review, approval, payment

Summary and additional resources

28

Reviewing Invoices

Invoice sent to Review status if:

• Review rules are configured to require manual review in certain circumstances

• Save is used instead of Save and Continue during invoice creation process

• Data issues or alerts are discovered during processing

Create Invoice (EDI, .xls, or manual from PO)

Review

Approve(OPTIONAL)

29

Reviewing Invoices

30

Reviewing Invoices

Alerts tab displays list of alerts and provides links to edit appropriate data

Invoice lines may be edited before clicking on Save and Continue button to go to next step of workflow

31

Approving Invoices

Invoice sent to Approve status if:• Approval rules are configured to require manual review in

certain circumstances

• Data issues or alerts are discovered during processing

Approval step may not be needed depending on library’s process

Create Invoice (EDI, .xls, or manual from PO)

Review

Approve(OPTIONAL)

32

Approving Invoices

33

Invoice Payment

• When invoice reaches payment stage, it awaits payment processing

• Can set an invoice to Waiting for Payment manually or via ERP

Status: Ready to be Paid(No action needed)

Status: Paid(No action needed)

Status: Closed(No action needed)

Status: Waiting for Paymt

input voucher # - manually or via ERP

34

Invoice Payment

35

Invoice Payment

36

Invoice Waiting for Payment

37

Closed Invoice to Review

Search for Invoice via Invoice Search on persistent toolbar…

38

AgendaIntroduction

Invoice workflow and considerations

Invoice creation

Invoice processing: review, approval, payment

Summary and additional resources

39

Summary

In this session, you learned how to:

• Describe the invoice process

• Create and review invoices

• Approve invoices

• Pay invoices

40

Additional Resources

Alma Acquisitions Guide

• Available in PDF format via the Ex Libris Documentation Center

• Available as online Help within Alma

EDI Standard Supported in Alma

Alma Integrations with External Systems Guide