Pull up the previous year's invoice and export to Excel. One way to do this is:
- search "Order lines" for something on the invoice,
- click on the order title in Alma,
- go to the invoice lines tab and click on the hyperlinked Invoice Number from the most recent payment.
- click on invoice lines again.
- Export the invoices lines from the last invoice to Excel.
- Edit the sheet for printing
- remove unnecessary columns and words (for example, line, type, invoice date, price, VAT note, etc.). Leave total price
- Change funds from fund name to fund number
- remove words from PO line number column
- remove words from reporting code column
- Add column for PO before the column for PO line
- Look up each PO Line in Alma using "order lines" "all".
- Edit
- Look under "funding" - is the funding split? If so, record the split PO numbers and percentages on the spreadsheet and add note in last column "split per PO"
- Change number in "pricing" to the price on this year's invoice.
- Save and make sure splits are the same as before.
- Copy the PO number and add it to the spreadsheet next to the PO line.
- Replace last year's price in the invoice with this year's price.
- Check them off as you go.
- When finished, make sure the total on the spreadsheet matches the total on the invoice.
- Print the spreadsheet. Attach it to the invoice and write the following on the invoice:
- Multiple funds & POs
- Approved: sign name
- date
- vendor code (starts with @ and appears after Vendor/Account in any PO you search)
CARLI invoices should be fine. Other invoices, pay attention to the following:
- check vendor info and if changes need to be made, put a post-it on the invoice for Dustin to tell him. He will work with Payables and the vendor to get everything in our systems updated.
- if there is not enough money in the fund to pay for the item, Alma will not let you save the PO.
- tell Dustin to move money. Selector can fill out form or you can just decide where to move money from.
- Stephanie can do a temporary override so you can finish making the PO while you wait for the money to be moved.
- vendor codes should not end with an x unless they are internal to UIUC.