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Alma Acquisitions

Alma Acquisitions training guide.

Manual Invoices

  1. Go to Acquisitions > Create Invoice
  2. Click the button next to Manually, then click Next
  3. On the Invoice Details page, fields marked with a red asterisk are required by Alma; other fields may be required by your institution
    • Many of the Alma required fields may be autofilled by creating an invoice From PO
  4. A few critical changes you need to make:
    • Owner: Confirm that the Invoice Owner is correct according to local practice
    • Payment Method: Choose from the drop-down
      • Accounting Department: for regular invoices that will be sent to Finance for approval through the automated feed
      • Cash/Credit Card
      • Bank Transfers: often for international purchases
      • Deposit Account
  5. Click on Save and Create Invoice Lines.
    • If there’s only one item on the invoice, add that one item as an invoice line
    • If there are multiple items on the invoice, add them all
  6. For each invoice line:
    • Choose the type:
      • Regular: the cost of each item
      • Shipment: shipping costs
      • Use the other types as needed
    • If your item has a POL, use the PO line field to search by POL number, or click on the menu icon to search by vendor information
    • Add additional information as needed, including Fund
    • If you want to add another invoice line, click Add
    • If this is the only invoice line on the invoice, click Add and close
  7. Return to the Summary tab and make sure that the total from the invoice lines matches the total you typed in for the invoice.
    • If the totals match, click on Save and continue
    • If the totals don’t match, adjust either the total on the Summary tab or check that you haven’t forgotten to add an invoice line on the Invoice Lines tab. Alma won’t let you save the invoice until these totals match, so you’ll need to fix one of them, then click Save and continue.
  8. If your invoice was successfully submitted, you’ll go to the Waiting for approval page; the invoice you just finished should be listed on the Unassigned tab; these invoices are awaiting approval.
  9. If your invoice was not successful because there were errors, you’ll go to the In Review Invoices page with your invoice at the top of the list. Correct these errors and resubmit by clicking on Save and continue.