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 a migration form 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.
Page Contents
Alma Invoice Structure
Alma invoices are comprised of invoice_details (mandatory) and invoice_lines (not mandatory). The migration of Aleph invoices creates:
- 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).
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
The Aleph Invoice type maps to the Payment Method in Alma. The following section defines the steps needed to decide how we want to crosswalk the Aleph Invoice Type values to Alma Payment methods.
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) | 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 | ? |
*For the data migration, the default value when not mapped is ACCOUNTINGDEPARTMENT
Aleph Invoice Status to Alma Payment Status
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
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 |
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. For reference, 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 - see crosswalk above | Do we want to map the Aleph value to Notes for reference? This value also sets the Payment Method in Alma. See crosswalk above. |
| Status | Status | |
| 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
|
| 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
Invoice fields that don't migrate to Alama
Invoice header
- Z77-CREDIT-DEBIT
- Z77-I-CURRENCY-RATIO
- Z77-I-REC-DATE
- Z77-I-SHIP-DATE
- Z77-I-NO-ITEMS
- Z77-I-NET-AMOUNT (Net amount of invoice)
- Z77-I-SHIP-AMOUNT (Added charges)
- Z77-I-OVER-AMOUNT (Added charges)
- Z77-I-INSU-AMOUNT (Added charges)
- Z77-I-DISC-AMOUNT (Amount discounted)
Invoice line
- Z75-DOC-NUMBER
- Z75-SEQUENCE
- Z75-VENDOR-CODE
- Z75-INVOICE-NUMBER
- Z75-I-CREDIT-DEBIT
- Z75-I-DATE-RANGE
- Z75-I-NET-AMOUNT