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Collection Management Services

Non EDI Invoices

 

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 1st 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

Harrassowitz EDI Invoices

GOBI Invoices

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.

 

 

GOBI Invoicing Workflow

[draft procedure under review : please do not use yet - Dean]

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

  • 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
      • 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
  • 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

 

 

 

CCard Reconciliation in Alma

CCard Invoicing in Alma

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.

  • If you do not have a POL yet, create one. If you are unable to create a POL for any reason please connect with Acquisitions Supervisor or Head, Metadata as you will need it for these procedures.
  • Recording the PO Line # is recommended as it makes faster entry later or you can choose to type each title and search for each entry if you prefer
  • Products may or may not have been received by the time you are creating the CCard Invoice
  • Go to Acquisitions Create invoice
    • Tick the associated box
      • Manual – Select Manual I believe this should be the Default
      • From PO - Leave Blank
      • From Files - Leave Blank
      • Handle Receiving - Leave Blank
  • Click on Next
  • For invoice # use SCOTIA[Initials]MMDDYYYY
      • For example: SCOTIAAB12012017 (this would be SCOTIA, Abby Benson, Month, Day, Year).
  • For Invoice date, pick first day of the reconciliation Month – example April would be 01/04/2022
  • Invoice due date- Leave Blank
  • Vendor MSCOTIA
  • Vendor Account - Leave Blank
  • Total Amount – Should be same as Chrome River, should be the total of all your invoices including products, taxes and shipping of that month
  • Make sure the Total Amount has CAD beside it or change it so it reflects CAD
  • Vendor Contact Person - Leave Blank
  • Invoice reference # - Leave Blank
  • Payment Method – Set as Credit Card
  • Owner – Select as University of Victoria – this maybe defaulted
  • Additional Charges- Leave Blank
  • VAT
    • Change VAT type to Exclusive
    • Untick box expended from fund
    • Leave the rest of the VAT details blank
  • Payment Information – leave Prepaid box unticked
  • Click Save and Create Invoice Lines as you are leaving the Explicit Ratio- Leave Blank and Payment Information - Leave Blank
  • Next you will be on the invoice Lines tab
  • Go to add invoice line
  • In the add invoice line area
    • Select Type - Regular for product
    • Enter the PO Line Number and the title should come up – POL-# or click on the ellipsis and in the separate pop up scroll down to title, enter title and search – click on right title and it will return to entry page and populate the POL for you.
      • If the PO is closed; Leave PO Line blank and create it as a Regular type with no POL line. Add a price note saying miscellaneous change-PO Closed and apply Fund Code

    • Record the product price to the Canadian value since it won’t let you change to other currencies
    • DO NOT INCLUDE postage or taxes in this step
    • Subscription range and additional information - These may or may not show for you depending on POL – We try not to order subscriptions on CCards but if you have please let AP/AR Clerk know.
      • Add subscription dates if possible
      • If not you will have to put Vol # (YEAR) into additional information to continue
    • You can add price notes if you want like conversion details
      •  example 275.00 USD = 354.09 CAD
    • Add fund
    • Add reporting code if required
    • Click add and close
  • Repeat the above for all products purchased
  • FOR POSTAGE - add invoice line
    • Type – Select Postage
    • No POL needed for this step
    • Record the total value of all your shipping costs to the Canadian value
    • Add fund POST1 – you have to type it in, select and save
    • Click add and close
    • Repeat if necessary - Some may choose do this step for every invoice or you can clump the totals in single entries

 

  • FOR COD- add invoice line
    • Type – Select Postage
    • Record the total value
    • Add 1st 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 Taxes
    • No POL needed for this step
    • Record the total value of the taxes associated with the fund in Canadian value
    • Add fund
      • GST67
      • GST100 – Be careful here not to link to GST100K as that is for other purposes
      • PST
    • Click add and close
    • Repeat if necessary - Some may choose do this step for every invoice or you can clump the totals in single entries

  • Repeat Steps until completed Reconciliation
  • Check your entries to ensure accuracy
  • Check to ensure you balance
  • Check Save and close all
  • Reflect in ChromeRiver if you have not already see the Acquisitions ChromeRiver CCard Reconciliation Manual – October 2022 document at W:\LTEC\Acquisitions\Procedures (Training)\CCard

 

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This work by The University of Victoria Libraries is licensed under a Creative Commons Attribution 4.0 International License unless otherwise indicated when material has been used from other sources.