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

Invoicing for Auction items is handled by Senior Invoice Clerk. 

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 BUYERS PREMIUMS AND OTHER AUCTION HOUSE CHARGES - add invoice line
  • Base Budget
    • Type – Select Postage
    • Record the total value of all charges
    • Add fund POST1
      • add note indicating type of charges
    • Click add and close
  • Endowment
    • Type - Select Misc Charge
    • Record the total value of all charges
    • Add fund  - same as the one used to purchase items
      • add note indicating type of charges
    • Click add and close
• FOR AUCTION TAXES
  • Base Budget
    • Type – Select Other
    • Record the total value of all charges
    • Add fund GST100 or GST67
    • Click add and close
  • Endowment
    • Type - Select Misc Charge
    • Record the total value of all charges
    • Add fund  - same as the one used to purchase items
      • add note indicating type of charges
    • 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

Invoicing for Auction items is handled by Senior Invoice Clerk. 

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
• FOR BUYERS PREMIUMS AND OTHER AUCTION HOUSE CHARGES - add invoice line
  • Base Budget
    • Type – Select Postage
    • Record the total value of all charges
    • Add fund POST1
      • add note indicating type of charges
    • Click add and close
  • Endowment
    • Type - Select Misc Charge
    • Record the total value of all charges
    • Add fund  - same as the one used to purchase items
      • add note indicating type of charges
    • Click add and close
• FOR AUCTION TAXES
  • Base Budget
    • Type – Select Other
    • Record the total value of all charges
    • Add fund GST100 or GST67
    • Click add and close
  • Endowment
    • Type - Select Misc Charge
    • Record the total value of all charges
    • Add fund  - same as the one used to purchase items
      • add note indicating type of charges
    • 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

(DRAFT..needs more info)

Credit on Closed POL Instructions 

• For Miscellaneous Credits (Post, taxes etc)- 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
• For Purchase Credits- if we receive a refund for material on a closed POL, please reopen the POL and process the credit against it. This applies to any refund for material, regardless of whether it’s on a ccard or not. It does not apply to shipping or import refunds, as those are not paid for on POLs.

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. 

Manually Loading EDI Files for Harrassowitz

1. We will receive an email notification when a new EDI file is ready. Sometimes we receive the invoice before the file is ready.

2. Using FileZilla, connect to the relevant shared site and find the new EDI file(s) in "outgoing." Download to the W-drive "Harrassowitz EDI Invoices" folder.

3. Fix the file name to make it more sensible: remove .invoice from the end and remove the extra dots

4. In Alma, search vendors and select Harrassowitz (MHARRASS), then go to the vendor's EDI Information page.

5. Under the "Input Job Parameters" box, in the "Upload EDI" option, select the relevant file to upload. Set the other fields to the following (they should be the default already):

VAT expended from fund: ticked

Use VAT Code: not ticked

VAT type: Exclusive

Do not prorate: not ticked

6. Click "Add and Execute." Check the job to make sure it ran properly and the invoice shows up. Let orders know the invoice(s) are ready.

FOR LAW: Same as above but the vendor is PHARRASS; must also open and edit the EDI file and add a P at the end of the EDI code near the start of the text, so that it matches the EDI code in the Alma vendor record for PHARRASS.

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

Notes on this procedure:

• Reconciling your CCard should be completed by the 9^th or 10^th of the month for the previous month’s purchases. The due dates each month are included in the orders@uvic.ca and esource@uvic.ca calendars.

• There are 2 parts to the CCard reconciliations:

1. an expense report submitted through Chrome River, covered in this procedure.
2. an Alma invoice, covered in a separate procedure:
                                 CCard Reconciliation Procedure - Alma Invoice

• Backup documents (receipts, invoices, etc.) are added to each expense in the Chrome River report. It is not necessary to annotate the documents with FUND/POL#/initials.

To add your documents to Chrome River, you can either:

1. Save a copy of each backup document in a dedicated CCard folder on your desktop or H drive. As you add expenses to your report, drag & drop the related documents into Chrome River. Copies must be in png, jpeg or pdf format to upload successfully.
2. Email the documents as you receive them to receipt@ca1.chromeriver.com. If you choose this option, be sure to send them from your personal UVic email address. If you are emailing a receipt for another person’s CCard, put that person’s email address in the subject line.

Creating your expense report in Chrome River

1. Log into Chrome River from the UVic Online Tools menu.

2. Click on Credit Card Items under Unused Items

3. Click on Credit Card to view the transactions that are not yet on a report.
   • Check the expense types and change any that are incorrect (you can also do this later in the process)
     • Typically, our expense types are Books and Periodicals, Couriers / Postage, and occasionally Computer Hardware and Software, all of which can be found under the broader category of Supplies and Equipment
     • Click on the expense type tile to open the expense type menu and select the correct category
   • For any transactions that are close to the end of the month, please check the posting date by clicking on the arrow beside the vendor name. If the posting date is in the following month, please do not include it in your reconciliation.
4. Select the transactions you want to add to a report and click Add to Report
5. The Add to Expense Report screen displays and gives you the option of creating a new report or adding the transactions to an existing draft report. 
   • If you have already started a draft CCard reconciliation report for the month, you can select it from the list and skip to step 7
   • Otherwise, select Create a New Expense Report 
6. Fill in the required fields:
   • Summary Description: “Name Month CCard Reconciliation”
   • Is this payment for a student, guest or non-employee? No
   •  
   • Report Type: C Card Reconciliation
   • Click Save
7. Select the expense type if prompted, or change it if it is incorrect (see step 3 for further detail).
8. Add a description that includes the POL # and FUND, and select the appropriate Tax Location from the drop-down box
   • The tax location should be based on the actual vendor location. Chrome River will automatically set the tax location based on the actual location, but in the case of some third-party vendors (Amazon, PAYPAL, etc.) it may misinterpret the location and we may have to adjust it. For example, if you purchase something through Amazon Canada that comes from a vendor in the US, please choose “Outside Canada” for the tax location.

9. Add the FAST code that corresponds to the Alma FUND:

   • Enter and select the first 10 digits of the FAST code in the first allocation box, and the last 5 digits in the second allocation box

     • FAST codes can be verified in Alma – they are listed as the External ID for each FUND

     • Please ensure shipping is coded to 10000-40351-7116

10. If the invoice includes multiple items or shipping you can add more FAST codes by clicking on Add Allocation

11. Chrome River allocation amounts include tax. This means that if there is more than one allocation, you will need to multiply the cost of each line by 1.05. See Appendix A for further detail and examples. Appendix B contains information about the CCard Calculation Template that can be used to calculate all the figures for Chrome River and Alma, with foreign currency conversion as needed.

12. Multiple items on the same FAST code can be entered together in one line in Chrome River (but please still include all the POL #s in the description).
13. Skip the ACTV code, LOCN code, and Purchase ID fields.
14. Attach your supporting documentation either by dragging and dropping the file into Chrome River or by clicking Add Attachments at the bottom of the screen. Documents you have already added to Chrome River will be in your Receipt Gallery.
15. Click Save to add the expense to the report. 
16. Click Save again.
17. When all your CCard transactions for the month have been added to the report:
    • Ensure the Total Pay Me Amount is 0.00
    • Double check the FAST codes on the summary page of the expense report – this is a great way to catch any coding errors before the report is submitted
    • Click Submit

Appendix A

Calculating the tax-inclusive amounts for Chrome River: Examples

For Chrome River figures, take the base amounts of material and/or shipping and multiply by 1.05 to get the tax-inclusive amount.

If an invoice has shipping charges as well as tax, most of the time both the material and the shipping will have been taxed. Occasionally, however, a vendor will apply tax only to the material.

Example 1: Tax on everything (more common)

Subtotal  $45.00
Shipping  $15.00
Taxes       $3.00
TOTAL     $63.00 CAD 

In this example, the subtotal plus shipping is 60.00.

60.00 x 0.05 = 3.00, which means the shipping has tax as well as the material.

In Chrome River, the amounts to enter are 47.25 (45.00 x 1.05) for material and 15.75 (15.00 x 1.05) for shipping.

Example 2: Tax on material only (less common)

Product Total  $45.00
Sales Tax        $2.25
S&H                $13.23
Payments      -$60.48

In this example the sales tax is listed before the shipping, which is a hint that the shipping may not be taxed.

If you multiply the material only by 0.05 (45.00 x 0.05), you get 2.25 which confirms that tax has been applied to the material only.

The amounts to enter in Chrome River are 47.25 (45.00 x 1.05) for material and 13.23 for shipping.

Appendix B

Using the CCard Calculation Template

Location of template within MS Teams:

Teams > LIBR Acquisitions > General > Files > C-Card > CCard Calculation Template.xlsx

Link: CCard Calculation Template.xlsx

The template is an optional tool that automates the calculations required to complete ccard reconciliations. In some cases, figures may require a few cents manual adjustment to balance.

The file is read-only; to edit, please save a copy to your desktop or H drive.

Instructions & Tips (also contained within the template workbook)

• Feel free to add the vendor name to each section if you find it helpful.
• It isn't necessary to enter the Alma FUND, but if you do, the FAST code will automatically populate.
• It isn't necessary to enter the Desc / POL #, please only do so if you find it useful in your workflow.
• At the top of the template there are running totals for taxes, shipping & import fees, and total expenses.
• Once the Chrome River expense report and Alma invoice are complete, you can enter their totals into E3 and E4 to ensure everything balances.
• There are 50 sections, which is the maximum number of lines Chrome River will allow in a single expense report. The sections are numbered to correspond to the lines of the Chrome River report.
• There are 12 rows available in each section; rows 3-12 are hidden and can be expanded by selecting the adjacent rows, right clicking, and selecting Unhide. Please contact AP Clerk if you require more rows.
• If any of the material is on Alma FUND FRGT1/1E, the shipping FAST code will automatically populate to match FRGT1.
• If you end up with a few cents discrepancy, it is likely due to rounding differences between the vendor and the calculation template.
• If both the Alma and Chrome River columns show discrepancies:
  • Start by adding or subtracting the amount of the discrepancy to the largest figure in the Alma column (for example, add “+0.02” to the end of the formula in that cell).
  • If there is still a discrepancy in the Chrome River column, add or subtract that amount to the largest figure in that column.
• If only the Chrome River column shows a discrepancy, add or subtract the amount of the discrepancy to the largest figure in the Chrome River column.         
• If you have a discrepancy that is larger than a few cents, there is likely an error in the original figures entered.