Alma
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38 results found
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Treat invoices created from Excel as distinct from manually created invoices for the purpose of creating invoice review rules
Currently, invoices that are created from Excel spreadsheets are considered to be created manually. We want to be able to create invoice review rules (https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/020Acquisitions/040Configuring_Acquisitions/100Configuring_Invoice_Review_Rules) that set invoices created from Excel files to a status of 'in review' and those that are created manually by staff to 'in approval'. In order to do this, we need to be able to distinguish between invoices created manually by staff and those created from Excel files.
6 votes -
Printed history of invoice IN PDF FORMAT as proof of approval - for audits
Printed history of an invoice is accepted as an official approval for audits.
History output can be downloaded only in excel now, which can be overwritten manually in excel, that does not support the audit reason.
My request is that history of an invoice should be downloaded in pdf format too which should be unchangeable.9 votes -
When you close an invoice, the price can automatically be updated in PO-Line to the same on the invoice
Is there a possibility that when you change the price in the invoice and close the invoice with the correct price, that it can automatically change and insert the correct price into PO-Line/Items?
7 votes -
Subtotal multiple allocated fund values on an invoice (for multiple invoice lines)
We often use multiple allocated funds for different invoice lines on the same invoice. When I am trying to compare with our financial system, I have to manually subtotal the amounts per fund to make sure it matches the cost center values. If the subtotal of all allocated funds used on an invoice (different invoice lines) could be present on the invoice lines tab or summary tab, that would be very helpful.
1 vote -
Add Reporting Code 4 and 5 to XML Invoice Export
Currently only Reporting codes 1, 2, and 3 are included in the invoice XML that is exported from Alma. This has been confirmed with Ex Libris.
It would be useful to include the other 2 reporting codes as well.
2 votes -
Exporting invoice lines with multiple funds
This is a known issue. According to an article of April 2023, "When POL is paid with 2 funds, and invoice is created, the export to Excel of the invoice lines only contains the 1st fund." It would be nice to have all funds included on the Excel file for better fund analysis and reporting.
6 votes -
Ability to add invoice line by scanning ISBN or Barcode
Manually keying invoices, especially for LOTE books is difficult when you can't easily use the ISBN or shelf-ready barcode to bring up the POL to create the invoice line. The title on the invoice supplied by the vendor rarely matches how the title is imput in Alma in the POL, so that is an unreliable data point. ISBN and Barcode should also be options for searching for Order lines in a basic Order line search.
1 vote -
Make it possible see in invoices both total price and other currency(SEK, USD, DKK)
Make it possible to ses total amout and the currency for a specific countrys amount.
3 votes -
Do not allow invoices with a mismatch in payment method between vendor account and invoice from going into Approval status
It should not be possible to submit an invoice with a payment method that differs from those listed on the vendor account.
We have vendors who only accept certain types of payment, such as wire transfers. This can be documented at the account level of vendor records. However, an invoice can still be manually created that uses a payment method not used by that vendor, and it can go all the way through to issue a payment the vendor cannot accept, such as a check. There is a blue alert, but it does not block submission of the invoice. Testing…47 votes -
Link POLs to EDI invoice lines using Identifier field
When loading EDI invoices from a vendor that do not include POL information, use the Alma Identifier field (usually the ISBN) to match the EDI invoice line to the POL.
2 votes -
Invoice templates
Allow a template so if I'm invoicing dozens of orders in a row for one vendor I don't need to go through a bunch of drop down menus every time- Just one vendor, default account, same invoice date, pre-paid, with a credit card, etc.
3 votes -
Creating an invoice without PO number as invoice number
Now when I create a new invoice from PO, then at the tab Summary there is automatically filled a PO number as an invoice number. We would appriciate some setting which would cause that this field wouldn't be filled out automatically and would stay empty. Our librarians are using other invoice numbers and current setting of Alma is leading to errors because sometime the librarian forgets to change the invoice number. We would appriciate if Alma wouldn't filled out the invoice number automatically with PO number. We would like only a warning by saving the invoice that the invoice number…
4 votes -
Allow VAT % amount greater than 100% when VAT Type is not Exclusive
We receive a 'The field VAT % contains an invalid value' error when a VAT % amount is recorded as being >100% and we cannot progress the invoice any further. This error is valid when VAT Type is 'Exclusive', because it indicates that the VAT Amount > Total Amount. But it shouldn't be invalid when the VAT type is Line Exclusive or Inclusive, because it merely indicates that the VAT Amount > the amount of the other invoice lines.
We encounter the problem when paying invoices where the invoice primarily consists of a taxed amount. This is common when receiving…
5 votes -
Add Delegated Financial Authority limits for staff approving invoices
Staff members approving invoices have different limits on the maximum invoice amount they can approve. Delegated financial authority (DFA) limits vary, for example, for some staff the limit is $20,000, for others it is $50,000, for others it is $250,000 and for others it is higher.
At the moment there is no limit to the amount a staff member can approve. We would like to see the ability to set delegated financial authority limits for each staff member who is eligible to approve invoices. Each staff member should be able to have a dollar amount set (in their native currency)…
19 votes -
Customize "Add Invoice Line" fields for past serial invoices
Serials invoicing does not always use the same tax status (taxable vs exempt) for every invoice based on material type and frequency. Our campus uses the Reporting Codes to record tax category. When adding an invoice line in an invoice, using a Subscription POL brings up display of past invoices, but the Reporting Code fields are not available. We would greatly appreciate being able to see the First Reporting Code in addition to the Notes (where we record enumeration)
4 votes -
Ability to have more than customize payment status (paid/not paid)
We have several statuses that an invoice goes through - received, Open, coded, ready for payment and paid. Having the option to use configurable statuses would reduce the number of times we have to go into SAP to check payment status.
1 vote -
Pop-ups for invoice alerts
We noticed, that certain invoice alerts won’t pop up upon saving the invoices. This way, quite relevant alerts, such as “Invoice contains vendor account which differs from one or more linked PO lines” or “Invoice using different vendor than poline POL-***” will be unnoticed.
We would find it very helpful, if these alerts would pop-up upon saving the invoices.
44 votes -
Batch editing and deleting invoices
There is currently no way to batch delete invoices. Old invoices can be an issue when it comes to deleting POLs. For those of us with thousands of invoices to delete, it would be extremely helpful to have a batch delete option.
Additionally, a job to set invoices back to review (in bulk) would be very helpful.
[If this idea has already been posted, please let me know]
85 votes -
Add the Additional Information field to Invoice Lines screen
When viewing Invoice Lines within a Purchase Order it is possible to add the Additional Information field from the Invoice Line as a column to this screen.
However, when viewing Invoice Lines from within an Invoice it is NOT possible to add the Additional Information field from the Invoice Line as a column to this screen.
We would like it to be possible to add the Additional Information field Invoice Lines screen within an Invoice so that there is consistency between Invoice Lines tab on a Purchase Order and the Invoices Lines tab on an Invoice
14 votes -
Update invoice information in batch
Since we have to approve a lot of invoices and input the same payment information to a pile of invoices, is it possible to 1) set a certain number of invoices as a set and approve them in batch, and 2) update invoice payment information in batch as a job (similar to update PO line information)? Detailed information are as follows.
- Add invoices as sets Add invoice to ‘set content type’, and enable add contents from file to set so that a certain number of invoices can be grouped as a set.
- Add new jobs a. Update invoice status Approve/send…
20 votes
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