Alma

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  1. Add “next year” as an option in serials subscription date range drop down menu for invoice lines.

    Many of the invoices we process are for serials subscriptions for the following calendar year. Having “next year” as an option, for invoice line subscription ranges would be quite helpful.

    51 votes
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  2. Improve credit/refund Acquisitions workflow

    The credit/refund process is cumbersome. When I receive a credit memo, I have to go back and re-open all the POL or add another POL. I have had to process multi-page Credit Memos this way and it's incredibly frustrating. The vendor doesn't send Credit Memos via EOD, but even if they did, I don't think it would work since the POl aren't open. If I could just open an invoice workflow that doesn't care that the POL is closed, that would be great.

    2 votes
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  3. “Expended from fund” should be able to be un-ticked when “VAT per invoice line” is ticked

    Invoices can include different VAT percentages in different invoice lines, so VAT must be calculated per invoice line level (not in invoice level), but because library is not paying VAT (paid centrally by the university), VAT should not be expended from the library’s funds in Alma.

    The problem is that when the checkbox “VAT per invoice line” is ticked, the checkbox “Expended from fund” is automatically ticked and it can’t be un-ticked.

    It should be possible to choose “Expended from fund” to be ticked or un-ticked, when “VAT per invoice line” is ticked.

    3 votes
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  4. View all PAID invoices

    Right now there is no easy way to see all of the recently paid invoices after they return from the ERP. Our business office needs to verify that they were, in fact, paid. We are using an analytics report but this is non-optimal

    3 votes
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  5. Bulk import of more than one PO in ALMA

    ALMA only allows one bulk import of PO per invoice. However, it would be great if you could have the ability to add another PO with bulk POLs. Or have a 'select all' option to automatically push them through to the invoice.

    1 vote
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  6. Allow bulk assigning of invoices

    Currently you have to go through invoices individually and assign them to yourself or to someone else. A bulk assign option would save a lot of time and make processing much easier.

    3 votes
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  7. Update the Subscription dates range in batch for every invoice line on an invoice

    I would like to be able to update the subscription dates range in batch for every invoice line on an invoice, rather than having to open and enter the data manually for each line. I'm currently entering an invoice with over 60 lines, and the subscription dates are the same for every one of those lines. Even though I can click "this year" for each one, that's still a LOT of clicking.

    8 votes
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  8. Invoicing suggestion

    When processing invoices, on the invoice lines screen there are 4 default lines already - we usually delete all of these and have to do it one at a time. It would be good to be able to select all to delete in one go.

    1 vote
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  9. “Creating an invoice from PO” always sets the encumbrance to zero

    The use of the function “creating an invoice from PO” is essential for us. It saves a lot of work during invoice processing. The function always sets the encumbrance to zero, even if only a partial invoice has been recorded (for example: encumbrance: 300 Euro, partial invoice: 100 Euro -> disencumbrance: 300 Euro instead of 100 Euro).

    Ex Libris write: "This enhancement is already on the Alma Road Map but I can't provide a date now when this will be implemented."

    From our point of view, this is a mistake and should be corrected. A disencumbrance of the budget may…

    23 votes
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  10. Make invoice lines "Ready" in bulk.

    EDI invoices load lines with the status "In Review". These can be checked against the invoice copy in the Invoice Details tab, but making them "Ready" requires clicking the ellipsis then "Edit" then "Save".
    This has to be done manually for each line which significantly slows the process of getting the invoice paid. There needs to be a way to select all invoice lines and make them ready at one time.
    Other libraries may get larger or smaller invoices but in any given week we usually get EDI invoices with a hundred or more lines.

    4 votes
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  11. Ability to add notes to invoice lines from invoices that are paid and closed

    We are aware that one can edit notes on an invoice that is already paid and closed. However, for subscriptions, journals and continuations we often have the need to add/edit notes on the invoice lines of invoices that are already closed and paid. Manually putting the invoice back in Review to edit / add notes to the invoice lines doesn't solve the problem as this makes the payment information disappear which we then have to re-enter.

    We require the ability to add notes to invoice lines from invoices that were already paid and closed without having to re-open the invoice.

    119 votes
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  12. Adding a field in the Excel Example of Creating Invoice from File.

    Adding a field in the Excel file under batch process that allows for inputting custom exchange rates. The reason for this is because the invoice creation date may not always be on the same day as payment, resulting in outdated rates.

    64 votes
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  13. Add "This Fiscal Year" to options for subscription dates range in Invoice Line Details

    Add "This Fiscal Year" to options for subscription dates range in Invoice Line Details. "This Year" is very helpful for many subscriptions, but "This Fiscal Year" would be a great shortcut and reduce the work involved with using "Custom Range."

    9 votes
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  14. Copy subscription date range

    When adding an invoice line for a POL which has subscription date it would be useful if there was an option to copy the POL Subscription dates to the ‘Subscription Dates Range’ in the invoice line rather than having to enter it. Especially if there are multiple invoice lines it would speed up entering the data and avoid errors.

    30 votes
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  15. Add checkboxes for the single positions at the invoice details in the invoice lines tab

    Add checkboxes for the single positions at the invoice details in the invoice lines tab.
    We create all of our invoices manually. Usually we don’t use the pro rata checkbox and four invoice lines for shipment, discount, overhead and insurance are created automatically.

    In most cases not all invoice lines are needed and we delete the redundant lines manually. Therefore it would be easier to have a checkbox for choosing these lines and to be able to delete all of them at once instead of choosing and confirming the deletion of each line separately.

    93 votes
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  16. Replicate the "view vendor" link for invoices

    Currently there is a link to view vendor next to the material supplier field when editing a POL. One can click on it, be taken to the vendor to confirm you have the correct one or be sure that necessary information is in the vendor record. Once you save or cancel, you are returned to the order being edited without loss of data. Please add the same "view vendor" link when creating, editing, or approving invoices. In particular, approvers need to ensure that the vendor payment address matches the address on the invoice and currently one has to either open…

    2 votes
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  17. We would suggest to pop up a notificatiion when our staff works on an invoice of previous year.

    I would suggest to pop up a notificatiion when our staff works on an invoice of previous year. For example, before click "set back to Review", system will alert that "Edit is not allowed since it is not in this year." Or it is not permited to edit the non-current year invoices.

    1 vote
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  18. Release Remaining Encumbrance and Accrual Accounting do not work together

    Colleagues

    For those of us that use accrual accounting, the inability to release remaining encumbrance causes difficulties in calculating expected expenditure as the fiscal period draws to a close.

    Ex Libris propose a workaround for this limitation (fault), article https://knowledge.exlibrisgroup.com/Alma/KnowledgeArticles/HowdoIbatchreleaseencumbrancesinAlma%3F.

    I would like to see full functionality within Alma, that enables these two features, Release Remaining Encumbrance and Accrual Accounting, work together, to ensure remaining in year encumbrances can be calculated accurately.

    Regards

    Wayne

    9 votes
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  19. Add ability to include non-numerical characters as part of search for invoices

    My apologies if someone has already posted this...

    Please add the option to include non-numerical characters as parts of searches of invoices, for example when receiving items. Alma gives the option to receive new material as part of invoice creation, and automatically populates the Invoice number on the Receive New Material screen. However, if any non-numerical characters are included as part of the invoice number, no items are found. Items associated with an invoice can't be searched for until all non-numeric characters are stripped from the Invoice number.

    3 votes
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  20. The pre-check function during creating an invoice

    A customer needs a pre-check function during creating an invoice line, if the vendor of the selected PO line is different with the invoice line's, Alma should notify the user. So it could save time than verify it during the save stage.

    2 votes
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