Paying invoices manually in Alma
- Sara Biondi
Scope: Creating monographic orders for material in Alma as purchase order lines.
Contact: @Sara Biondi
Unit: Monograph Acquisitions
Date last reviewed: July 31, 2024
Date of next review: Nov 26, 2024
Click the Acquisitions menu on the sidebar, and click Create Invoice.
Choose Manually, then click Next.
Enter invoice details:
Enter the invoice number, invoice date, vendor and total price (total price includes shipping, etc.).
You can search for the vendor by name or vendor code.
Our invoices should always be set to Owner: Duke University.
Type of Payment | Payment method | Prepaid [check the “Prepaid” checkbox at the bottom of the Invoice Details Screen] |
|---|---|---|
Check payment | Accounting Department | No |
Pcard (procurement card) | Credit card | Yes |
Bank Transfers | Yes | |
Bank Transfers | Yes |
Completed vendor information:
Enter any shipping or additional charges in the Additional Charges section; pro rata should be checked so that charges are distributed across all POLs.
When Invoice Details are complete, click Save and Create Invoice Lines.
Add invoice lines one at a time:
Click Add Invoice Line.
Search for your POL by POL number or title.
Review the price and make changes if necessary.
After each POL, click Add. After the final POL, click Add and Close.
Completed invoice lines:
Confirm the invoice is balanced by checking the Summary tab.
If necessary for your Payment Method, check “Prepaid” and fill out the Payment status, date, and Payment amount fields.
When you are finished with the invoice, click Save and Continue.
Invoice is complete, mark up and submit to accounting.