Create an Invoice from an Excel File

Owned by William Walsh

Last updated: Feb 20, 2020

Export the appropriate POLs and pricing for the invoice. For example, search Order lines > All by PO, then export all fields into Excel:

From this file, you will need the POL and Total Price columns:

You will also need to strip the USD (or other currency) from the price.

In Alma, chose the Invoice Creation From File option:

Then click Next. This will take you to a screen where you can download a template for your Excel invoice:

- An edited version of this template with Harvard-specific examples is also available. Note that invoice lines created via this method DO NOT automatically include the Reporting Code(s) from the POL. Be sure to include these on the template, if needed.

Edit the template as needed, then paste the list of POLs and prices into it.

Once it is ready and has been saved, upload the Excel file to Alma. Note that while the invoice will appear via a search quickly, it may take some time for all the invoice lines to link and for the invoice to load completely. During this period, the invoice owner will appear to be Harvard University. If everything loaded properly, the invoice owner will change to the appropriate library once the process is finished.