Purpose: This page describes data value crosswalks and data element mapping for the migration of Invoice data from Aleph to Alma. This video from ExLibris provides instructions to complete the 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.
Crosswalks: Aleph code values to Alma code values
Payment Methods
The following tables describe the crosswalk of Aleph code values for key order data elements to the target Alma code value.
Next Steps
1. Review the list of Alma Payment Methods below to become familiar with them.
| Alma Payment Methods | Description |
| ACCOUNTINGDEPARTMENT | The payment method is determined by the institutions accounting department (Invoice in Alma cannot be defined as Pre-Paid with this payment method). |
| CASH | Payment is done using cash. |
| CREDITCARD | Payment is done using a credit card. |
| BANKTRANSFERS | Payment is done using bank transfers. |
| DEPOSITACCOUNT | Payment is done using a deposit account where the institution deposits money with the vendor in advance. |
| PREPAYMENT | Payment is transferred before the actual purchases take place. |
| SPECIALPAYMENT | Special payment as decided between the institution and the vendor. |
| ATTACHMENT | Payment method is described within the Attachment tab at the vendor account/Invoice. |
2. Decide which values to enable, decide on the "Description" labels that are seen by users, and choose a default value.
| Aleph Invoice Type | Aleph Description | Count (6/30/23) | Draft Mapping to 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 | ? |
*For the data migration, the default value when not mapped is ACCOUNTINGDEPARTMENT
Data Mapping
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.
| Aleph Field | Alma Field | Additional Information |
| Aleph General Invoice | ||
| Total Amount Gen. Invoice | Total Amount | |
| Total Amount Line Items | Total invoice lines amount | |
| Vendor Code | Vendor Code | |
| Invoice Number | Invoice Number | |
| Net Amount | n/a | |
| Shipment Amount | Shipment | |
| Overhead Amount | not in use in Aleph | |
| Insurance Amount | not in use in Aleph | |
| Discount Amount | not in use in Aleph | |
| Total Amount | Total amount | |
| Total Amount incl. VAT | not in use in Aleph | |
| Local Amount | n/a | |
| Refers to Invoice | Invoice Reference # | |
| Type | Notes | |
| Status | Status | After the final fiscal rollover process in Aleph, few invoices at Not Approved (N), Preliminary approval (A), or Approved and printed (B) remained in Aleph. |
| Currency | Included in Total invoice lines amount | |
| Explicit Ratio | n/a | |
| 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 | n/a | |
| Shipment Date | n/a | |
| VAT Recipient | n/a | |
| VAT Percent | n/a | |
| VAT Amount | n/a | |
| 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 | |
| Approval Dep. | Payment method | |
| 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 | |