Invoicing Continuous Orders

In this video, we'll cover:

Invoicing Continuous Orders

In this last section, let’s look at things to pay attention to while invoicing continuous orders. When you create an invoice, you can either create one manually from a blank invoice, or create an invoice based on existing PO. We covered creating an invoice manually in the Invoice video, so let’s save time and create one based on a PO.

Create an Invoice from a PO

To create an invoice from PO:

1. Make sure you have the PO (not POL) number for the PO you want to invoice.
2. Go to the Acquisitions menu and click Create Invoice.
3. Click on From PO, then Next.
   1. Notice I’m not clicking on Handle receiving, because handling receiving is difficult in this process for continuous orders.
   2. Paste the PO number into the box and wait for Alma to find the correct PO, then click on it.
   3. Click on Save.
4. Alma will use the information from the PO to autopopulate many of the fields of the invoice, but you will have to check and possibly change a few things.
5. You’ll be taken to the Invoice Lines page for the new invoice.
6. Click on the row action item list for the invoice line you need to edit and select Edit.

Additional fields on Continuous Order Invoice lines

1. Check subscription date overlap: If you select this option, Alma checks to see if an overlapping subscription is detected on any other invoice on this PO. If so, an alert message appears when creating the invoice line.
1. Helps prevent us from paying for the same issue or subscription period more than once
2. NOTE: Alma can check only already-saved information using this feature. This already-saved information includes invoice lines in other invoices and previously added invoice lines from this invoice. Invoice lines you are currently adding are not checked for overlap with other invoice lines you are currently adding. Use the list of invoices lines to check for overlaps before saving. We’ll see that in a moment.
2. PO Line Subscription dates range: Will auto-populate based on the value in the POL. This includes both the PO Line Subscription from date and the PO Line Subscription to date.
1. Suggested Best Practice: It is also useful to enter this information in the Invoice Line item Note down below so that it displays on the Invoice lines tab. We’ll come back to that in a moment.
3. Subscription dates range:
1. Required if Check subscription date overlap is selected.
2. Indicates the subscription dates covered by this line item
3. Suggested best practice:
1. Only use this field for predictable, easily identifiable ranges.
2. When in doubt, use the Additional information field instead.
4. Additional information:
1. This field is required if the Subscription dates range field is empty.
2. Suggested best practice: Use this field to enter the piece-level information: i.e. issue 12 (March), or you’re invoicing for the entire year.
5. Invoice Lines of Current PO Line: This list includes the last five regular invoice lines associated with this PO line and the dates associated with each invoice line. This would be another way to check for subscription date overlap, as mentioned earlier. In other words, if there had been any previous invoices for this title, they would be in here.
6. Invoice Line Charges section:
1. Update price, fund, etc. as needed.
2. Add reporting code Print^Serials (7051)
3. In the invoice line Note field, add information about what subscription year this is paying for.
7. In the PO Line Related Information section, you are able to view PO line information and existing invoices for this PO line by clicking on the blue links.
8. Click Save when you’re done.

I forgot to add the Subscription from date or Additional information, so I’ll go ahead and add that now, and then click Save. Now I’m back on the Invoice Details – you can see the invoice Note here.

Once you finish updating the information on the Invoice Lines tab, make sure to go back and check that it corresponds to the information on the Summary tab, and then proceed as you would for a manual invoice.

Closing & More Information

In this sequence of videos, we’ve reviewed specific concerns for serials and other continuous orders. Again, serials have many variables, so always check with your department or manager if something is different than expected or you need to ask about local workflows. For more information on the general Alma processes, look at the Continuous Orders section of the Acquisitions section in the Alma wiki, or the related Ex Libris documentation.