1 ix. managing funds & payments invoicing workflows
TRANSCRIPT
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IX. Managing Funds & Payments
Invoicing Workflows
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Copyright Statement
All of the information and material inclusive of text, images, logos, product names is either the property of, or used with permission by Ex Libris Ltd. The information may not be distributed, modified, displayed, reproduced – in whole or in part – without the prior written permission of Ex Libris Ltd.
TRADEMARKS Ex Libris, the Ex Libris logo, Aleph, Alma, SFX, SFXIT, MetaLib, DigiTool, Verde, Primo, Voyager, MetaSearch, MetaIndex and other Ex Libris products and services referenced herein are trademarks of Ex Libris, and may be registered in certain jurisdictions. All other product names, company names, marks and logos referenced may be trademarks of their respective owners.
DISCLAIMER The information contained in this document is compiled from various sources and provided on an "AS IS" basis for general information purposes only without any representations, conditions or warranties whether express or implied, including any implied warranties of satisfactory quality, completeness, accuracy or fitness for a particular purpose.
Ex Libris, its subsidiaries and related corporations ("Ex Libris Group") disclaim any and all liability for all use of this information, including losses, damages, claims or expenses any person may incur as a result of the use of this information, even if advised of the possibility of such loss or damage.
© Ex Libris Ltd., 2013
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AgendaIntroduction
Invoice workflow and considerations
Invoice creation
Invoice processing: review, approval, payment
Summary and additional resources
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Prerequisites
This presentation assumes that you have viewed or attended these training sessions:
• Introduction to Alma
• Alma Concepts
• Navigating and Searching sessions
• Acquisitions sessions
• Fund Management
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Invoicing Roles
Roles Description
Invoice operator creates and reviews invoices
Invoice operator extended can delete (cancel) invoices
Invoice manager create invoices, review and approve invoices
Acquisitions manager manages invoice configuration rules
Receiving operator
manages arrival of purchased physical items and performs post receiving processing tasks in appropriate receiving department
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Objectives
By the end of this training session, you will be able to:
• Describe the invoice process
• Create and review invoices
• Approve invoices
• Pay invoices
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AgendaIntroduction
Invoice workflow & considerations
Invoice creation
Invoice processing: review, approval, payment
Summary and additional resources
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Invoicing Workflow Overview
• Manages how an invoice is handled from point of receipt to point it is paid
• Invoices can be created:
• Manually
• Automatically via EDI
• Receiving may be handled immediately after
• Payment requests can optionally be exported to ERP
• Lifecycle of the invoice depends on your needs for review and exporting to a financial system
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Workflow Considerations
Some considerations…
• Do you export/import invoices to/from an ERP?
• Do you invoice via EDI?
• Do staff operators to have separate invoicing roles or does one staff operator perform all tasks?
• Do you have an Invoice approval process?
Invoice Review Rules and/or Invoice Approval Rules may be configured to handle each of these options
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Workflow Considerations - Options
Invoicing Workflow
Create Invoice (EDI, .xls, or manual from PO)
Review
Approve(OPTIONAL)
Status: Ready to be Paid(No action needed)
Status: Paid(No action needed)
Status: Closed(No action needed)
Status: Waiting for Paymt(Manually input voucher #)
If prepaid or internal copy…
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AgendaIntroduction
Invoice workflow and considerations
Invoice creation
Invoice processing: review, approval, payment
Summary and additional resources
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Invoice Creation
An invoice is created in one of four ways:
Manually
1. by entering the invoice details manually
2. from the PO using the PO details
3. from an Excel file
Automatically4. via Electronic Data Interchange
(EDI)
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Create Invoice Manually
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Invoice Details
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Prepaid
• Prepaid function enabled only when payment method is other than Accounting department
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Internal Copy
Indicates invoice is to be loaded into Alma for internal documentation or tracking purposes
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Create Invoice Lines
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Add Invoice Line Manually
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Add Invoice Line Manually
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Create Invoice From PO
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Create Invoice from PO
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Create Invoice from File
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Create Invoice – Fund Transaction
• After invoice creation, 2 transactions will be entered in the fund:
• Disencumbrance
• Expenditure
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Invoicing via EDI
• EDI files created for invoices are based on international standards for EDI transmission
• EDI Standard Supported in Alma provides details
• Talk to your project team to build a testing plan
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Vendor EDI Information tab
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EDI Jobs History and Files
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AgendaIntroduction
Invoice workflow and considerations
Invoice creation
Invoice processing: review, approval, payment
Summary and additional resources
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Reviewing Invoices
Invoice sent to Review status if:
• Review rules are configured to require manual review in certain circumstances
• Save is used instead of Save and Continue during invoice creation process
• Data issues or alerts are discovered during processing
Create Invoice (EDI, .xls, or manual from PO)
Review
Approve(OPTIONAL)
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Reviewing Invoices
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Reviewing Invoices
Alerts tab displays list of alerts and provides links to edit appropriate data
Invoice lines may be edited before clicking on Save and Continue button to go to next step of workflow
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Approving Invoices
Invoice sent to Approve status if:• Approval rules are configured to require manual review in
certain circumstances
• Data issues or alerts are discovered during processing
Approval step may not be needed depending on library’s process
Create Invoice (EDI, .xls, or manual from PO)
Review
Approve(OPTIONAL)
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Approving Invoices
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Invoice Payment
• When invoice reaches payment stage, it awaits payment processing
• Can set an invoice to Waiting for Payment manually or via ERP
Status: Ready to be Paid(No action needed)
Status: Paid(No action needed)
Status: Closed(No action needed)
Status: Waiting for Paymt
input voucher # - manually or via ERP
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Invoice Payment
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Invoice Payment
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Invoice Waiting for Payment
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Closed Invoice to Review
Search for Invoice via Invoice Search on persistent toolbar…
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AgendaIntroduction
Invoice workflow and considerations
Invoice creation
Invoice processing: review, approval, payment
Summary and additional resources
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Summary
In this session, you learned how to:
• Describe the invoice process
• Create and review invoices
• Approve invoices
• Pay invoices
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Additional Resources
Alma Acquisitions Guide
• Available in PDF format via the Ex Libris Documentation Center
• Available as online Help within Alma
EDI Standard Supported in Alma
Alma Integrations with External Systems Guide