Skip to main content
ExLibris
  • Subscribe by RSS
  • ExLibris Dev

    Configuring Invoice Review Rules

    Translatable
    To configure invoice review rules, you must have the following role:
    • Acquisitions Administrator
    • General System Administrator
    Invoice review rules define tests to apply to invoices that have passed an initial validation but have generated an alert.
    More than one rule may be configured, but only the first matching enabled rule is applied and the remaining rules are not checked. Alma applies enabled rules in the order in which they are listed in the Rules List. Each rule tests the invoice against one or more parameters. If a match is made, the rule indicates if the invoice is sent for review or not. See Reviewing Invoices.
    A default invoice review rule is applied to invoices when none of the other invoice review rules match. The default rule has no configuration parameters and can only be activated (True) or deactivated (False), as follows:
    • True – Send for review.
    • False – Don’t send for review. This is the default.
    Each invoice review rule can be either enabled or disabled. By default, each new rule is enabled.
    You configure invoice review rules on the Invoice Review Rules page (Acquisitions > Acquisitions Configuration > Configuration Menu > Invoices > Invoice Review Rules).
    Invoice Review Rules Page
    The following actions can be performed on this page:
    • Add invoice review rules (see Adding Invoice Review Rules)
    • Edit an invoice review rule (select Actions > Edit)
      On the Invoice Review Rules page, use the Move Up and Move Down arrows to set the order of the invoice review rules. The order of the rules within the list of rules is significant because Alma will apply the first (enabled) rule whose input parameters are satisfied.
    • Edit the default invoice review rule (as described above)
    • Delete an invoice review rule (select Actions > Delete)
    • Disable an invoice review rule (click the yellow check mark to the left of the invoice review rule. To enable a disabled invoice review rule, click the relevant gray check mark )

    Adding Invoice Review Rules

    You can add a new invoice review rule to the institution. If you define a new invoice review rule for the institution, it applies to all libraries within the institution.
    Each invoice review rule can be either enabled or disabled. By default, each new rule is enabled.
    To add a new invoice review rule:
    1. On the Invoice Review Rules page, click Add Rule. The Invoice Review Rules Editor page opens.
      If you want to create a copy of an existing invoice review rule, select Actions > Duplicate. Once you have copied the rule, you can modify it as needed.
      Invoice Review Rules Editor Page
    2. Under Invoice Review Rule Editor, specify a name (required) and description (optional) for the new rule.
    3. Under Input Parameters, select, from the predefined lists, the required information described in the following table.
      The Boolean AND operator governs the parameters within a single rule. This means that the rule is applied to an invoice only if all the conditions stipulated in the rule are met, and no previous rule was applied.
      Invoice Review Rules Input Parameters
      Parameter Description
      AssertionCode The type of generated alert. Possible values are:
      • Additional invoice lines are linked to the same PO line – The invoice contains multiple invoice lines that are linked to the same PO line.
      • Currency different from PO – The currency of the invoice is different than the currency of the linked PO lines.
      • High total price – The invoice total price is greater than a specified value (2,500 by default). Note that this number can be customized in the Customer Parameters mapping table. For details, see Configuring Other Settings.
      • Invoice holds vendor account different than some of the linked PO lines – The vendor account of the invoice is different than the vendor accounts of the linked PO lines.
      • Invoice includes negative discount – The invoice’s discount value is negative, thereby raising the invoice price.
      • Invoice was rejected by external finance system – The invoice was rejected by an external finance system. An invoice may be rejected if it has missing or incorrect information. A rejected invoice is sent for review, to be attended to by a library staff person (see Reviewing Invoices).
      • Invoice with a canceled PO line – The invoice contains an invoice line that is linked to a canceled PO line.
      • Invoice with the same number exists – Other invoices exist with the same number.
      • Invoiced after cancellation – Not in use.
      • Lines not linked – The invoice contains invoice lines not linked to PO lines.
      • Lines not ready – The invoice contains invoice lines with status not ready.
      • Some linked PO lines’ payment method is different than invoice – The payment method of the invoice is different than the payment methods of the linked PO lines.
      • Total amount of discrepancy – The invoice’s total price is different than the calculated total price of the invoice lines.
      • Vendor is liable, but VAT is missing – The vendor is liable for VAT, but no VAT is specified in the invoice.
      • Vendor is not liable, but VAT exists – The vendor is not liable for VAT, but the invoice specifies a VAT amount.
      VendorCode Click the Search icon to open the Search Vendors page and select the vendor to which you want to apply the rule.
      If a VendorCode is left blank, any vendor code will meet the criteria for the rule.
      InvoiceLineNumber The invoice line number. To include all invoice line numbers in the rule, enter an asterisk in this field.
      InvoiceCreationFormOptions The process that created the invoice.
    4. Under Output Parameters, select True if you want the invoice to stop at the manual review point in the invoicing workflow (see Reviewing Invoices) and wait for review by an Invoice Operator. If you do not want an invoice that meets the criteria stipulated in the rule to undergo manual review, select False.
    5. Click Save. The rule you defined is listed at the bottom of the list of rules on the Invoice Review Rules page.
      Invoice Review Rules Page
    6. Use the Move Up and Move Down arrows to set the order of the invoice review rules. The order of the rules within the list of rules is significant because Alma applies the first (enabled) rule whose input parameters are satisfied.
    //doorbell.io feedback widged