How can we improve Alma?

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.

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Natasja shared this idea  ·   ·  Admin →

8 comments

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  • Andrée Rathemacher commented  · 

    Ugh! I just noticed yesterday that I could no longer edit notes on payment lines. Not good.

  • Anonymous commented  · 

    Please restore this feature to easily edit a closed invoice. Without having to take all of the extra steps to set the invoice back to review. Occasionally, I need to add new information in the notes fields, terms of subscriptions tend to change after the initial payment. The invoice line item is the easiest place to see how those changes apply to the most currently paid subscription period. Editing the closed invoice had no effect on the financial transaction.

  • Margaret commented  · 

    I'm very disappointed that this workaround has been closed with the March 2019 release. As PennyV noted, it didn't effect the financial transaction, so I don't see why it had to disappear. I'd like to keep voting for Natasja's idea.

  • PennyV commented  · 

    It would also be very useful to be able to edit Subscription from and Subscription to data in continuations POL invoice lines. Prior to March this year, we were able to do this. Please note that this functionality has no impact on the immutability of the financial information/transaction.

  • Anonymous commented  · 

    I would like to add the ability to check the release remaining encumbrance box, like we used to be able to do through the workaround below.

  • Stacey van Groll commented  · 

    I believe that workaround has now been closed, as of the March 2019 release.

  • Natasja commented  · 

    Thank you, Margaret, also for sharing it via the listserv. This workaround of yours works well.

  • Margaret commented  · 

    For others coming across this idea, please try this workaround: You can edit the notes in a continuations invoice that has been paid and closed by first going to the PO Line. Bring up the PO Line for the title linked to your invoice, and make sure you are in "edit" mode. Click on the "Invoice Lines" tab, and then click on the highlighted number in the "Line #" column of the invoice that you wish to edit. You now should be able to edit and save all notes fields in the invoice, including the "Subscription dates" range field and the "Additional information" field.

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