Knowledge Base

Sometimes a single purchase order line (POL) in Alma covers more than one item—for example, two copies of the same book. In some cases, only one of those items has been received and is ready to be invoiced. By default, Alma assumes the entire POL is being invoiced, which can cause issues when only part of it should be paid.

This is a common situation, especially since Alma doesn’t require a separate POL for each copy. The good news is that it’s completely fine to invoice just part of a POL—you just need to manually adjust the quantity and amount on the invoice. The remaining item can be invoiced later using the same POL.

Instructions

1. Go to Acquisitions > Receiving and Invoicing > Create Invoice.
2. Select From PO.
3. Search for and select the purchase order (PO).
4. Click Next.
5. On the "Invoice Lines" tab, click … (More actions) > Edit for the line you want to change.
6. Edit the Price to reflect the cost of just one item.
   1. If both items cost the same, divide the total by two.
   2. If the two items are priced differently, check the vendor invoice for the correct amount.
7. Change the Quantity from 2 to 1.
8. (Optional) In the Notes field, add a note like: "Only 1 of 2 items received and invoiced. Remaining item will be invoiced separately."
9. Adjust the funding.
   1. If the two items are paid from different funds, remove one of the funds and change the Percent on the remaining fund to 100%.
   2. If the items are paid from the same fund, edit the Amount to reflect the cost of one item (again, divide the total if they are equally priced).
10. Process the rest of the invoice as you normally would.

Example