Moving into the Fiscal year 2023/24 (FY-2024) we will be adjusting our procedures slightly in regards to our PDF (paperless) invoicing process and we will no longer be tracking invoices paid outside the system
W Drive Changes
Marking pdf’s:
All invoices should have markings within the Pdf
Standardized naming convention
We will be adjusting the naming conventions to make it easier to search (Nina will also be adding payment details after processing)
Standardized naming convention for one-time: Vendor_Format_Invoice #
Example…
Standardized naming convention for Continuations: Vendor_Format_Product_Invoice #
Example…
Once you have processed in ALMA add ‘Processed in ALMA’ to the naming conventions:
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
Non EDI Multi line item Continuation Invoice
IMPORTANT notes for backlog:
Instructions
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
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
Go to the Summary tab
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
Go to the Summary tab
Credit on Closed POL Instructions
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:
Invoices for the MAIN library - print and online continuations - will be posted by Harrassowitz as an EDI file to the Harrassowitz server. UVic will be notified when ready for pickup. At this time the EDI files are manually loaded.
Harrassowitz EDI invoices DO NOT currently identify the coverage of the payment...please ensure this is added (DRAFT..needs more info)
NOTE: due to EDI settings and the nature of the Harrassowitz EDI files, VAT will initially show up as added to the total of each Invoice Line and is not editable. We don't want this as we need the tax charge as an invoice-level charge.
To eliminate the VAT invoice-line charge:
- On the Summary tab of the Invoice in the VAT section click on the Update Amount box. This will eliminate the VAT charges from the invoice lines.
Invoices for the LAW library - print and online continuations - are posted as EDI files by the vendor and are now also loaded along with the Main library files, so no longer needed to be entered manually.
UVic will receive the invoice but will not pay it until the physical material is received. These invoices will not be loaded via EDI and entered manually.
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: (NEEDS FURTHER TESTING) 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 file so that it matches the EDI code in the Alma vendor.
Invoices for material purchased from GOBI will be automatically loaded into Alma via EDI.
EDI (Electronic Data Interchange) is an international standard for data transfer. We have tailored our EDI files from GOBI in order to load as much data automatically as possible but some manual intervention will still be required.
EDI files are automatically loaded into Alma on a regular basis and the invoice should be loaded and available within Alma by the next working day at the latest. Once loaded these invoices will appear in the Invoices - In Review task list.
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.
Invoicing
PLEASE NOTE: Standard practice is to not do subscriptions on a CCard but in the rare case that this occurs there are different procedures for subscriptions so please connect with Acquisitions Account Payable/Receivable Clerk for procedure if this occurs.
Ask us