Collection Management Services

Please note: the below assumes that you have received the material or activated the electronic resource already – if that is not the case please ensure those processes are completed while we deal with Migration backlog

This option is set as default

Manual Invoice Instructions

• You need the PO Line Number (POL-#) for this method
• Go to Acquisitions Create invoice
  • Tick the associated box
    • Manual – Select Manual I believe this should be the Default

• Next
• Invoice # from Invoice
• Invoice due date- Leave Blank
• Vendor – search for associated vendor
• Vendor Account - Leave Blank
• Total Amount – Should be on invoice- including products, taxes and shipping of that month (Final total)
• Double check currency to ensure it matches “paper” invoice
• Vendor Contact Person - Leave Blank
• Invoice reference # - Leave Blank
• Payment Method – Set as Accounting Department
• Owner – Select as University of Victoria
• Additional Charges- Leave Blank
• VAT (Very Important)
  • Change VAT type to Exclusive
  • Tick the box expended from fund
  • Leave the rest blank
• Explicit Ratio- Leave Blank
• Payment Information - Leave Blank
• Click Save and Create Invoice Lines
• Next you will be on the invoice Lines tab
• Select from the list or go to add invoice line to add your lines
• In the add invoice line area
  • enter the PO Line and the title should come up
  • Record the product price to the same currency (Base price)
  • DO NOT INCLUDE shipping or taxes in this step
  • Subscription range – Leave blank for non-subscriptions
    •  connect with AP/AR clerk if you have a subscription
  • You can add price notes if you want like conversion details
    •  example 275.00 USD = 354.09 CAD
  • Add fund and reporting code
  • Click add and close
• Repeat the above for all products purchased

• FOR POSTAGE - add invoice line
  • Type – Select Postage
  • Record the total value of all your shipping costs to the same currency
  • Add fund POST1
  • Click add and close
• FOR COD- add invoice line
  • Type – Select Postage
  • Record the total value
  • Add 1^st reporting code Customs Brokerage
  • Add fund POST1
  • Click add and close

• FOR TAXES – create an add invoice line for each type of tax you require
  • • If you don’t have any taxes skip this step
    • If you only have GST67 – you only need to do this once
    • If you have GST67,GST100 and PST you may need to do this step 3 times
    • And so on…
  • Type – Select Other
  • Record the total value of the taxes associated with the fund in same currency
  • Add fund
    • GST67
    • GST100
    • PST
  • Click add and close

• Save and close all
• Create pdf copy of invoice – Ensure the below is on the top right corner of the invoice
  • Your initials
  • Fund Code
  • PO # or POL # - if not already somewhere on Invoice
  • A Star – only if electronic resource

Please note: the below assumes that you have received the material or activated the electronic resource already – if that is not the case please ensure those processes are completed

This option can be used when all line items on a single PO alone are represented on invoice

Non EDI Continuation Invoice using ‘from PO’ option

• For the backlog process search the invoice number first to ensure it has not been imputed
• Obtain a copy of the invoice using W Drive:
  • Acquisitions à AA Remote Invoices
    • In process Law Continuations
    • In process McPherson Continuations
  • à  Outside of System sub-folders:
  •  “Claim” a PDF invoice within the “Outside of System” folder by adding your initials to the file name at the end.
    • Example: BCELN_Online_264_Voyager_27OCT22_I2037807 DS.pdf

• You need the PO # for this method
• Go to Acquisitions create invoice
  • Select the invoice creation option of ‘From PO’ - next

• Enter PO # - click on it in the dropdown - Save
• Review the ‘Invoice Lines’ tab to ensure all the products are there and there are no extra products
• Use the ellipses to delete the shipment, insurance, discount and overhead lines – we do not use these
• Click on the ellipses and edit your product line
  • Do one of the below two steps:
    • If it’s a “3” fund:
      • Update the subscription date range from the invoice
      • And fill in the Volume field record the v.# (example v.25) in the Additional information in the form v.[volume number]

• If it’s a “4/5” fund:
  • • • For Volumes record the v.# (example v.25) in the Additional information in the form v.[volume number]

• • Under invoice line charge adjust the price to the actual product cost (do not include shipping or tax) – don’t worry about currency at this point
  • Add subscription date range and/or Additional information from Invoice Line Details to ‘Invoice Line charges’ Note field – this is where we need to put sub period for display).
    • Example:
    • Do not include days
    • For calendar year just put year: 2022
    • For months:
      • 9.22-8.23 (indicates September 2022 to August 2023)
  • Any required reporting codes? (review, should auto populate once attached at PO level) – project occurring
    • Search the Master Continuations spreadsheets for the PO #
    • Assign the Old Fund Code as the Reporting Code 1
  • Ensure fund is correct
  • Save
• Use the add invoice lines to add Postage if applicable
• FOR POSTAGE - add invoice line
  • Type – Select Postage
  • Record the total value of all your shipping costs to the same currency
  • Add fund POST1
  • Click add and close
• Use the add invoice lines to add tax if applicable
• FOR TAXES – create an add invoice line for each type of tax you require
  • • If you don’t have any taxes skip this step
    • If you only have GST67 – you only need to do this once
    • If you have GST67,GST100 and PST you may need to do this step 3 times
    • And so on…

Go to the Summary tab

• Invoice Details
  • Record Invoice # in the Invoice # line – it will default to the PO# so you will have adjust it
  • Invoice date- Record date from invoice
  • Invoice due date- Leave Blank
  • Vendor – search for associated vendor or it may auto-populate – double check it is correct
  • Vendor Account - Leave Blank
  • Total Amount – Should be on invoice- including products, taxes and shipping of that month (Final total)
  • Total auto-populates from the PO so need to adjust it
  • Double check currency to ensure it matches “paper” invoice
  • Vendor Contact Person - Leave Blank
  • Invoice reference # - Leave Blank
  • Payment Method – Set as Accounting Department (this may auto-populate)
  • Owner – Select as University of Victoria (it defaults to Mearns McPherson Library so needs be sure to adjust) – are we sure about this? Explain why? – Nina to look to see if we can change the default

• Additional Charges- Leave Blank

• VAT
  • Change VAT type to Exclusive
  • Ensure expended from fund has a checkmark in it
  • Leave the rest blank
• Explicit Ratio- Leave Blank
• Payment Information - Leave Blank
• Double check you have changed the invoice number to the invoice number as it defaults to the PO
• Click Save and Continue and Confirm

Back to W drive : Add suffix to PDF Invoice of “_added to Alma”

Example:

BCELN_Online_264_Voyager_27OCT22_I2037807 DS_added to Alma .pdf

Please note: the below assumes that you have received the material or activated the electronic resource already – if that is not the case please ensure those processes are completed while we deal with Migration backlog

This option can be used when all line items on a single PO alone are represented on invoice

From PO Invoice Instructions

• You need the PO # for this method
• Go to Acquisitions create invoice
  • Tick the associated box
    • From PO – Only use this if you have bundled and only the bundle is everything on the invoice with no other PO need to be attached as well.
• Enter PO # - click on it in the dropdown
• Save
• Review the line item to ensure the product is correct
• Review the price points to ensure they are correct
• Check currency is correct
• Use the ellipses to delete the shipment, insurance, discount and overhead lines – we do not use these
• Use the add invoice lines to add Postage if applicable
• FOR POSTAGE - add invoice line
  • Type – Select Postage
  • Record the total value of all your shipping costs 
  • Add fund POST1
  • Click add and close
• Use the add invoice lines to add tax if applicable
• FOR TAXES – create an add invoice line for each type of tax you require
  • • If you don’t have any taxes skip this step
    • If you only have GST67 – you only need to do this once
    • If you have GST67,GST100 and PST you may need to do this step 3 times
    • And so on…
  • Type – Select Other
  • Record the total value of the taxes associated with the fund in
  • Add fund
    • GST67
    • GST100
    • PST
  • Click add and close

Go to the Summary tab

• Record Invoice # in the Invoice # line – it will default to the PO# so you will have adjust it
• Invoice date- Record date from invoice
• Invoice due date- Leave Blank
• Vendor – search for associated vendor or it may auto-populate – double check it is correct
• Vendor Account - Leave Blank
• Total Amount – Should be on invoice- including products, taxes and shipping of that month (Final total)
  • Total auto-populates from the PO so need to adjust it
• Double check currency to ensure it matches “paper” invoice
• Vendor Contact Person - Leave Blank
• Invoice reference # - Leave Blank
• Payment Method – Set as Accounting Department ( this may auto-populate)
• Owner – Select as University of Victoria (it defaults to Mearns_McPherson Library so be sure to adjust)
• Additional Charges- Leave Blank
• VAT
  • Tick the box expended from fund
  • Change VAT type to Exclusive
  • Leave the rest blank
• Explicit Ratio- Leave Blank
• Payment Information - Leave Blank
• Click Save and Create Invoice Lines

Credit on Closed POL Instructions 

• FOR Miscellaneous Charge- add invoice line
  • Type – Select Miscellaneous Charge
  • Since POL is closed – leave blank
  • Record the total value (Be sure it is a negative # for credit/refunds)
  • In the price notes “Miscellaneous Charge- Credit -$199 for Closed POL # _____ - Your Initials”
  • Add fund
  • Click add and close

One time print

Vendors: Amalivre, Casalini and Harrassowitz

POL's are in EUR but they invoice in CAD at our request, so the ALMA workflow is as follows:

• POLs are created in Alma at the time of ordering using the Euro amount listed
• After receiving, create your invoice in Alma using the Canadian amount listed on the invoice. Enter this amount as the Total amount in your invoice on the Alma Summary tab.
• Create your invoice line. Link the POL (this will prompt Alma to do it's own conversion) Overwrite the amount Alma autofills with the amount from the paper invoice
• Continue as usual. 

GOBI Invoicing Workflow

Invoices from GOBI should be loaded via EDI and will be available in the "In Review Invoices" task list.

The EDI-loaded invoices will still need to be checked to ensure they are filled out appropriately. Invoicing will need to be done after the resource has been received (physical resource) or activated (electronic resource).

Once the GOBI EDI invoices have been loaded into Alma, a copy of the invoice will be emailed to orders@uvic.ca.

Take a look at the Invoice within GOBI or in the email.

• Make sure each product on the invoice has been received or activated:
  • For electronic resources purchased via GOBI, see the GOBI E-Book Activation Instructions
  • For physical resources purchased via GOBI, see the GOBI One Time Physical Receiving Instructions

Invoicing

• Ensure products have been received and/or activated
• In Alma go to Acquisitions
• Click on Review (Invoice)
• Click on the unassigned tab (You will see a list of invoices they may not all be Gobi)
• Locate your invoice number
• Click the 3 little dots box to the right of product
• Select Edit
• On the summary tab
  • Under VAT section click update amount box – this should zero any figures listed in the VAT % or VAT Amount area’s
  • Tick Expended from fund box
  • Vat type – Select Exclusive
• On the Invoice Lines tab
  • Ensure the Adjustment line is zero (if present – ticking the VAT expended from fund box on the Summary tab should delete the Adjustment line)
  • Confirm product POL, cost, currency and funds are correct for each line
  • If there is physical processing on the invoice - If you don’t have any physical processing charges you can skip this step
    • Click the add invoice line
    • Type – Select as Regular
    • PO Line leave blank
    • Price – Enter the total physical processing amount
    • Confirm Currency
    • Add Fund - BIBS1 or BIBL1
    • Add fund
    • Add and Close

• • If there is tax on the invoice - If you don’t have any taxes you can skip this step – If you have both GST67 and GST100 on your invoice you may need to create two tax lines:
    • Manual entry
      • Click the add invoice line
      • Type – Select as Taxes
      • PO Line leave blank
      • Price – Enter the tax amount
      • Confirm Currency
      • Add Fund - GST67 or GST100 depending on your product(s)
      • Add fund
      • Add and Close
    • If Invoice came in via EDI:
      • Ensure that Taxes is selected as the Type
      • Confirm the total for taxes is correct
      • Confirm the currency is correct
      • Confirm the Fund is correct (GST67 or GST100)
      • If there is a POL attached for GST67 or GST100, delete it from the invoice line (attaching a POL is merely a method for assigning the appropriate fund via EDI - once the correct fund is assigned within Alma the POL is no longer necessary)
• Go back to the summary tab
  • In Invoice Details Area
    • • Confirm total amount matches Total invoice lines amount
      • Confirm the above total matches the total on your invoice
• Click on Save and continue box (top right corner)

• Mark the pdf copy
  • Circling the invoice #
  • Marking your initials
  • Recording the PO #
  • Notating any fund changes
  • Highlight any endowments funds
  • Be sure to add a star for any electronic products
  • Place the marked copy in the appropriate Ready for Nina folder on W Drive to initiate payment
• Done – go onto your next invoice