Custom EDI for Monographic Invoices

Owned by Heather Baker
Last updated: Dec 06, 2022 by Leeda Adkins
3 min read

Scope: This document covers batch invoicing for monographs using the Aleph p_custom_13 service.

Contact: Leeda Adkins

Unit: Metadata & Discovery Strategy

Date last reviewed: 12/6/2022

Date of next review: 12/6/2023

Custom EDI for Monographic Invoices


For monographs, Aleph uses a custom EDI program to create individual invoice headers and populate the line items based on specific input from the user. It is a batch-load service that finds embedded invoice data in the vendor MARC records and creates and populates an invoice on command from the Aleph user. The Aleph-generated invoice must then be checked against the paper or .pdf original, which the staff member also uses to initiate the program.

  1. How to run program:

In Acquisitions module, go to *Services -> Other -> Create Invoice Records
(Custom-13)

Enter the invoice number of your paper or .pdf invoice; set vendor code to appropriate vendor; choose order type (approval or firm order); check "arrive all units." Add to history and click "Submit."
Repeat process with the next invoice. You may queue invoices to run in this way instead of waiting for each to ingest.

2. What to check:

Call up the first invoice in the usual way--in the Invoice Bar, enter vendor code + invoice number. (If you get the alert "Invoice doesn't exist, Do you want to create?" click "No" and wait for process to finish running.)

Once you have verified the invoice is accurate, go to the Payment tab of the General Invoice header and change the Status to "Y" and Approval Dept. to "PERKO". But first--

Verify that the invoice total amount accurately reflects the total on the paper copy of the invoice.

Check to see that the invoice date is accurate against the paper invoice.

Delete the auto-generated note in the general invoice header (Accounting needs this note space to scan in their barcode information).

Verify that the number of line items is accurate. Usually if the $$ total is accurate, the line items should be correct; if the $$ total is off, the number of line items will be incorrect as well.

Click into the order of one line item to make sure the Arrival Status is marked "CMP." (If you forget to check the "Arrive All Units" box in the program, this status won't change.)

Check that all the line item budgets are filled in.


3. Trouble-Shooting:

Shipping charged but not reflected in header

With most print vendors, the shipping charge is already combined in the Net Amount and spread throughout the line items automatically. In order to track the amount charged for shipping, Accounting asks us to manually change the General Invoice header to reflect the shipping. Using the original, change the Net Amount and add the Shipment Amount below it, then click "Update." (This is just a book-keeping measure and will not throw off the line items balance.)


Invoice not balanced / Line items missing

If the invoice total amount does not match the paper invoice total, the program did not find all of the items for that invoice. Go to the line items, start at the top, and check off against the paper copy which items are present. When the missing title is identified, add the line item or items to the invoice.

Go back to the General Invoice header, and adjust the Net Amount and Total Amount to the total on the paper invoice and click "Update."


Budget missing from line items

Go to the order record and identify which budget was used for the order. Check the balance and contact Bill Verner if the funds are over-encumbered. When the budget balance is again within range, copy the budget, return to the line item in the invoice and manually add the fund by clicking the "Budgets" option on the right of the Line Item Form.


Order arrival status still reads "None"

If upon checking an order and finding the arrival status has not changed to "CMP," the "arrive all units" option in the Custom-13 form probably wasn't checked. If there are a small number of line items you can manually change the arrival status. If there are a large number of line items, you can delete the entire invoice, and rerun Custom-13 for that invoice with the "arrive all units" box checked.


Order arrival status reads "2/1"

Occasionally you may have to delete an invoice from the system and re-run the service. If you re-run an invoice number, and do not uncheck the "arrive all units" box, the service will record a second arrival for all line items. If the order arrival reads "2/1," manually delete the second arrival from the order records.