Purpose: This page describes data value crosswalks and data element mapping for the migration of Invoice data from Aleph to Alma. This migration guide and video from ExLibris provide instructions to complete the a migration form that we need to complete prior to the automated migration of Aleph data to Alma. The decisions we need to make about invoice data migration are outlined on this page.
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- One Alma Invoice for each Aleph invoice header (Z77): Aleph invoice headers without attached invoice line item should not be migrated
- One Alma Invoice Line for each Aleph invoice line item (Z75) matching an invoice header (Z77).
- Invoice migration ensures the total invoice amounts are correct, not necessarily the net breakdowns.
- VAT is included in the total invoice amount. VAT details are mapped to Alma invoice and invoice lines notes (Z77_VAT_CODE, Z77_VAT_AMOUNT, 77_VAT_RECEIVER, Z75_VAT_CODE, and Z75_VAT_AMOUNT).
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Page Contents
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Crosswalks: Aleph code values to Alma code values
The following tables describe the crosswalk of Aleph code values for key invoice data elements to the target Alma code value.
Aleph Invoice Type to Alma Payment Method
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| Aleph Invoice Type | Aleph Description | Count (6/30/23) | Draft Mapping to Target Alma Payment Method |
| REG | Regular | 183,718 | BANKTRANSFERS |
| INT | Internal | 25,240 | CREDITCARD |
| PRE | Prepaid | 4,784 | PREPAYMENT |
| PRO | Proforma | 1,304 | SPECIALPAYMENT? |
| VOI | Void | 10 | ? |
| DEP | Deposit | 1 | ? |
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According to this Aleph to Alma migration guide, the Aleph Invoice Payment Status maps to the Alma Payment Status. This table lists the record counts in Aleph for each payment status. From the documentation, "If you generally did not include the payment status of the invoice in Aleph, it is highly recommended that you update the relevant payment statuses for all invoices before migration. Invoices with a payment status other than Paid migrate to Alma with InReview status. Having large amounts of invoices with this status makes it difficult to manage the workflow of invoices in Alma.
Next steps
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Ask ExLibris if we can create a crosswalk for our Invoice Status values since we generally use the custom Duke "C" value rather than P. If not, investigate the best method to edit the non-P records.
| Aleph Invoice Status | Description | Count(7/26/23) |
|---|---|---|
| C | Paid and sent to R/3 | 214,756 |
| Y | Payment authorization given | 226 |
| P | Paid | 111 |
| N | Not ready to be paid | 68 |
| R | Ready to be paid | 3 |
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This table describes the Alma target field for each Invoice field in Aleph. Note: Much of this content was copied from Harvard's data mapping guides, last updated in 2018. Please consider this page a draft until the Duke team verifies that this mapping information is current and concurs with Duke's migration decisions. For reference, a screen shot of an example invoice in Aleph is Aleph invoice screenshots are included below.
| Aleph Field | Alma Field | Additional Information |
| Aleph General Invoice | ||
| Line items (count) | doesn't migrate to Alma | |
| Total Amount Gen. Invoice | Total Amount | |
| Total Amount Line Items | Total invoice lines amount | |
| Vendor Code | Vendor Code | |
| Invoice Number | Invoice Number | |
| Net Amount | ||
| doesn't migrate to Alma | ||
| Shipment Amount | Shipment | |
| Overhead Amount |
| doesn't migrate to Alma | There is data in this field: 16,492 contain a value greater than zero; 198,865 records contain 0. (7/26/23) | |
| Insurance Amount | doesn't migrate to Alma | 98 records contain a value greater than zero (7/26/23) |
| Discount Amount | doesn't migrate to Alma | 7510 records contain a value greater than zero (7/26/23) |
| Total Amount | Total amount | VAT is included in the total invoice amount. |
| Total Amount incl. VAT | ||
| Local Amount | ||
| Refers to Invoice | Invoice Reference # | |
| Type | Notes |
| , Payment method | Do we want to map the Aleph value to Notes for reference |
| ? This value also sets the Payment Method in Alma. | |
| Status | Status |
All invoices at statuses Frozen (ADJ)– for internal adjustment invoices (F) and Released (REG) – for AP feed invoices (R) where updated to Aleph status Paid (P) for conversion to Alma as status Closed invoices.
| Currency | Included in Total invoice lines amount | |
| Explicit Ratio |
| doesn't migrate to Alma | ||
| Debit | Total invoice lines amount does not include a minus sign. | |
| Credit | Total invoice lines amount includes a minus sign. | |
| Invoice Date | Invoice Date | |
| Received Date |
| doesn't migrate to Alma | |
| Shipment Date |
| doesn't migrate to Alma | |
| VAT Recipient |
Not used in Aleph - all records null in 77_VAT_RECEIVER as of 7/26/23 | VAT details are mapped to Alma invoice and invoice lines notes (Z77_VAT_CODE, Z77_VAT_AMOUNT, 77_VAT_RECEIVER, Z75_VAT_CODE). | |
| VAT Percent | n/a | |
| VAT Amount |
| VAT details are mapped to Alma invoice and invoice lines notes | ||
| VAT per Line Item | n/a | |
| Add VAT to Amount | n/a | |
| Note |
| Notes Tab | ||
| Payment Date | Payment Date | |
| Check Number | Payment Identifier | |
| Amount | Payment Amount | |
| Status | Payment Status | Values in Alma are
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| Approval Dep. |
| Approval Number | Notes Tab | |
| Aleph Line Item Form | ||
| Vendor Code | Vendor | |
| Invoice Number | In banner at top of screen | |
| Net Amount | Price | |
| Estimated Price | n/a | |
| Added Amount | n/a | |
| Currency | Included in Amount | |
| Total Amount | Total Price | |
| Object Code | Reporting Code | |
| Total, Incl. VAT | n/a | |
| VAT Percent | n/a | |
| Local Amount | n/a | |
| VAT Amount | n/a | |
| Number of Units | Quantity | |
| Debit | Invoice line amount does not include a minus sign. No - in Total invoice lines amount | |
| Credit | Invoice line amount does not include a minus sign. | |
| Note | Note | |
| Aleph Invoice Line Items columns | ||
| Seq. | Line # | |
| Order No. | PO Line # | |
| Net Amt. | Price | |
| Total Amt. | Total Price | |
| Note: | Note | |
| Budget | Funds | |
| Object Code | Reporting Code | |
| Local Amt. | Allocated Fund Transaction - Amount | |
| Units in Ord | Available in invoice line view | |
| Units in Inv | Available in invoice line view | |
Aleph Invoice Screenshots
General Invoice Screen:
Payment Screen
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Invoice fields that won't migrate to Alama
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