Firm Orders are placed using Customer Code EMO-OE

This invokes the ALMA API to create a Purchase Order Line automatically in ALMA from Otto Editions

The API POL is stored by Harrassowitz and appears on the EDI invoice that is automatically imported into ALMA when items are shipped.

HARR-F is the required ALMA vendor code for API firm orders.

Daily Review of Invoices Procedure

 Sometimes an order is invoiced with the fund missing: 

Causes: A fund was not entered in Otto Editions order

If there is no money in the fund, ALMA may not import the fund code

Woodruff Accounting can’t add what they call ‘valuation’ to a payment. It is Order Services responsibility to enter fund codes for all invoice lines.

If an Harrassowitz EDI invoice is missing any order data, ALMA prevents payment of the entire invoice. 

There are several ways to identify invoice issues. 

1. Check your Harrassowitz firm orders to ensure they are not in POLS in Review in ALMA.
2. Do a daily check on Invoices in Review. There is a link in the Acquisitions sidebar menu that takes you directly to this information. 

Procedure:    
1.    View Invoices in Review; look for invoices from your vendor
2.    Click on the invoice link in the search results
3.    Click on the tab INVOICE LINES
4.    Review all the invoice lines that correspond to POLs
5.    There is a FUND column in this view, by scrolling down through all the lines you can easily spot any missing a fund.
6.    To add a fund, you leave the Invoice Line area and go to the POL listed in that line. 
7.    In the POL you add the fund. 
8.    How you determine what the fund should be is the fun part. If it was missing in GOBI you won’t find it there. 
9.    You have to see who the selector was (Initials in GOBI) and look at the subject matter of the title. 
10.    Then you make your best guess at the appropriate fund to add. 
11.    Add a FUND to the POL in ALMA
12.    Next, you Save and Continue.  If the POL is “assigned to you”, release the assignment. 
13.    This puts it back in the Accounting queue but it only goes out of review when the invoice does which will happen automatically after Michelle pushes it out to Compass. 
14.    The above action by Order Services have to happen for Accounting to be able to get the invoice into Compass.