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    Configuring Invoice Approval Rules

    Translatable
    To configure invoice approval rules, you must have the following role:
    • Acquisitions Administrator
    • General System Administrator
    Invoice approval rules determine whether an invoice requires manual approval. More than one rule may be configured, but only one rule is applied. The first rule that is met is applied and the remaining rules are not checked. Alma applies the rules in the order in which they are listed in the Rules List. See Approving Invoices.
    There is a default invoice approval rule that defines the approval procedure that applies to invoices when none of the invoice approval rules is met. This default rule has no configuration parameters and can only be activated (True) or deactivated (False), as follows:
    • True – If no approval rule is met, the invoice is still sent for approval.
    • False – If no approval rule is met, the invoice is not sent for approval.
    Each invoice approval rule can be either enabled or disabled. By default, each new rule is enabled.
    You configure invoice approval rules from the Invoice Approval Rules page (Acquisitions > Acquisitions Configuration > Configuration Menu > Invoices > Invoice Approval Rules).
    Invoice Approval Rules Page
    The following actions can be performed on this page:
    • Add an invoice approval rule (see Adding an Invoice Approval Rule)
    • Edit an invoice approval rule (select Actions > Edit)
      On the Invoice Approval Rules page, use the Move Up and Move Down arrows to set the order of the invoice approval 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 approval rule (see Editing the Default Invoice Approval Rule)
    • Delete an invoice approval rule (select Actions > Delete)
    • Enable/disable an invoice approval rule (click the check mark to the left of the invoice approval rule)

    Adding an Invoice Approval Rule

    You can add a new invoice approval rule to the institution. If you define a new invoice approval rule for the institution, it applies to all libraries within the institution.
    Each invoice approval rule can be either enabled or disabled. By default, each new rule is enabled.
    To add a new invoice approval rule:
    1. On the Invoice Approval Rules page, click Add Rule . The Invoice Approval Rules Editor page opens.
      To create a copy of an existing invoice approval rule, select Actions > Duplicate. Once you have copied the rule, you can modify it as needed.
      invoice_approval_rules.png
      Invoice Approval Rules Editor Page
    2. Under Invoice Approval 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 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 Approval Rules Input Parameters
      Parameter Description
      AssertionCode The type of generated alert. For a list of possible values, see Invoice Review Rules Input Parameters.
      VendorCode 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.
      InvoiceCreationFormOptions The process that created the invoice.
    4. Under Output Parameters, select True if you want the invoice to stop at the manual approval point in the invoicing workflow (see Approving Invoices) and wait for approval by an Invoice Manager. If you do not want an invoice that meets the criteria stipulated in the rule to undergo manual approval, select False.
    5. Click Save. The rule you defined is listed at the bottom of the list of rules on the Invoice Approval Rules page.
      Invoice Approval Rules Page
    6. Use the Move Up and Move Down arrows to set the order of the invoice approval 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.

    Editing the Default Invoice Approval Rule

    There is a default invoice approval rule that defines the action to be taken when none of the invoice approval rules is met. The output parameters of the default invoice approval rule are False. You can edit the default invoice approval rule if required.
    To edit the default invoice approval rule:
    1. On the Invoice Approval Rules page, under Default Rule, click Edit. The Invoice Approval Rules Editor page opens.
      Default Invoice Approval Rules Editor Page
    2. Under Invoice Approval Rule Editor, modify the default rule name and description if required.
    3. In the Output Parameters section, select to activate (True) or deactivate (False) the rule from the drop down list.
    4. Click Save. The modified default rule details are displayed on the Invoice Approval Rules page.
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