ALEPH Acquisitions – V.22Invoices

In order to record the invoicing of materials from a vendor, you must create a general invoice and assign line items that correspond to individual title orders (called the invoice path).

If the vendor’s invoice only has one item, you may choose an alternative method of recording the invoice via the order list window (called the order path).

This document will address both methods of creating invoices.

I. Invoice Path

In order to create a general invoice in which to attach line items, you must go to the

invoice node .

1. Creating a General Invoice

To create a general invoice, you must first select a vendor from the invoice index field.

Enter a vendor code or use to select a vendor from the vendor list in the first field of the index bar. Secondly, enter an invoice number of your choosing in the second field of the index bar. Then click .

Since you are creating a new invoice, you will most likely receive the following pop-up

window indicating the invoice doesn’t yet exist. Click to activate the two-tabbed general invoice form.

The general invoice form serves as an invoice header, summarizing information about the line items. In tab 1.Invoice, the vendor code and invoice number are automatically populated.

Other fields in tab 1 include: Net Amount (mandatory): enter the amount specified on the invoice for this order Shipment, Overhead, Insurance and Discount Amounts: if any of these fields are

completed, the system will automatically add (or subtract) them to the Net Amount field to produce the Total Amount. When line items are created for the invoice, the value placed in the added amount fields will be prorated per item.

Total Amount: if left blank, the system will calculate the total amount in the vendor’s currency based on the net amount plus charges or minus discounts.

Total, Incl. VAT: not used in the U.S. Local Amount: the system will calculate this information based on the effective

currency exchange rates.

Refers to Invoice: if there is an original invoice to which the current invoice refers, enter its number here.

Type Status Currency (mandatory) Explicit ratio: if the vendor defines an explicit ratio, enter it here. The system will

calculate the local price based on this ratio instead of the ratio in the currency record.

Debit/Credit Invoice Date (mandatory) Received Date: the system will auto-populate with the current date if left blank Shipment Date: the system will auto-populate with the current date if left blank VAT Recipient, Percent, Amount, etc.: not used in the U.S. Note: up to 60 characters.

Fields in tab 2. Payment include: Payment Date: enter the date when the general invoice was paid (leave as zeros if

not yet paid) Check Number Amount: if left blank, the system will populate with the sum in the total amount

field in tab 1. Status (mandatory): choose the appropriate status from the drop-down. If a

payment date was entered, the status must be (P) paid. NOTE: the status (P) paid should not be entered until line items are attached; the system will ‘freeze’ the invoice once status (P) is entered.

Approval Dep. Approval Number

Once the tabs have been completed, click to check the form for errors and

calculate totals. To add the general invoice, click .

2. Adding Line Items to a General Invoice

Once you have completed and saved the general invoice, you will want to append line item(s). ALEPH allows you to create both bibliographic and non-bibliographic line items (up to 999 items per single invoice). A bibliographic line item refers to a specific title-level order that you ‘link’ to the invoice, whereas a non-bibliographic line item is one that you do not link to a specific order. This is useful in cases where shipping and handling, for example, are expended out of a separate (overhead) budget.

a. Adding Bibliographic Line items

To add a bibliographic line item to the general invoice, with the general invoice displayed

on the screen click on the line item node. To add the first line item, click .

The ‘get order’ window is invoked. Enter the order number (or choose another criteria from the drop-down) of the order you wish to link. If a single item is found to match your criteria, the invoice line item will appear. If several or no orders match, the system

will prompt you to open the order index. Additionally, the can be use to invoke the order list directly.

After selecting the order, the line item form in the lower pane is activated. In tab 1 Line Item Form, the vendor code, invoice number and estimated price and number of units are automatically filled in from the order record.

Fields in tab 1 of the line item form include: Vendor Code: automatically populated Net Amount (mandatory): enter the net amount of the item in the vendor’s

currency Added Amount: the system will automatically calculate this information by

distributing the added amounts in the General Invoice proportionally to individual line items

Total Amount (mandatory): the system will automatically calculate this amount by adding net and added amounts

Local Amount: the system will automatically calculate this amount based on the effective currency exchange rate

Number of Units: automatically populated from the order record; this can be altered if only a portion of the order arrived

Credit/Debit Invoice Number: automatically populated Estimated Price: automatically populated Currency: automatically populated Object Code (may be mandatory): if the use of an object code is mandatory, it

must match the codes assigned to the budget. Total, Incl. VAT / Percent / Amount / Add: not used in the U.S. Note: up to 200 characters Order Completely Invoiced: mark this box if you do not expect to receive

additional invoices for this item.

Once tab 1 has been completed, click to check for errors and calculate

amounts in the total amount fields. Once any errors are corrected, click . It is possible at this point to record the material as arrived. The system prompts you with a dialog box asking if you wish to arrive the material.

Tab 2 Order Info of the line item form contains information regarding the order. In this tab, information cannot be edited, only viewed.

b. Adding Non-Bibliographic Line items

To add a non-bibliographic line item to the general invoice, click to invoke the get order window.

Instead of entering information in the fields of the get order window, click which will activate a new line item form in the lower pane.

The vendor code, invoice number and currency are auto-populated. Proceed in filling out the fields as illustrated earlier. The only fields that are mandatory are the net amount and object code.

Repeat the above steps until all line items have been added to the invoice. If you attempt to move to another tab or node and there is a discrepancy between the general invoice total and line items, the system will issue a warning indicating the totals do not match. You are able to exit the invoice and return to it later for correction if necessary.

WORKFLOW NOTE: As discussed earlier, when updating a General Invoice to Paid in tab 2, the invoice becomes locked. This makes it necessary to create the general invoice, add line items, and then go back to the general invoice and update it to Paid.

c. Changing Order Budgets, Ad-Hoc

When adding line items (either bibliographic or non-bibliographic) you have the ability to debit other budgets than those originally encumbered. To do so, highlight the line item in

the upper pane, and click in the lower pane.

In Budget List of Invoice, you are able to add or delete budgets to a specific item.

3. Modifying and Deleting Invoices

Invoices can be modified and/or deleted, provided they do not have a status of Paid.

Use after making modifications to the General Invoice Use to recalculate balances or check for errors before updating

Use if you wish to delete the current invoice

Use to change the current invoice number

Use to make a printout of the current invoice

Use to abandon any current changes being made to the invoice

II. Order Path

If the invoice you are registering has only one line item, ALEPH allows you to create a general invoice and line item in once step (order path). To do so, locate the original order

and select the invoice node. Click to begin the invoice process.

The system will prompt you for an invoice number. Enter the number and click

to display the general invoice window in the lower pane.

The functional buttons are the same and most of the fields are the same as previously

discussed. As before, after completing the form, click to detect errors and

calculate totals. Click to save the form.

Similar to the previous method of recording invoices, you are given the opportunity to mark the item as arrived.

III. Order and Budget Updates

Once the line items have been recorded in the general invoice (regardless of the method used) the order list for the title indicates an invoice status of complete.

You will note that the budget’s balance has also been affected. The encumbrance has been removed and replaced by a figure in the invoices field in the budget information window.