What is the process for loading EBSCO invoices?
When EBSCO sends out notification that a new invoice is available, the message goes both to the local campus and in some cases to an OLS staff member.
The campus should always check these invoices to see if they appear to be correct, and request and needed corrections by the vendor. Also, campus staff will decide whether it is more appropriate to enter them either manually or in batch.
Two areas where problems can arise: (A) insufficient budget allocations (B) an encumbrance not already added for the current fiscal year.
If you experience problems with your batch loading of invoices , fix the budget transactions before closing the invoice. Also, please make sure an encumbrance of one cent or greater is entered for the current fiscal year. This will result in the encumbrance rolling over (at FYE) into the next year and prevent the same problem from happening in future years.
HOW TO REQUEST A BATCH LOAD:
If the invoice is large enough to qualify for central loading (more than 30 lines), the campus should make all necessary preparations. Please make sure that there are sufficient budget allocations and order encumbrances are added for the current fiscal year.
Then, the campus should submit a ticket to the CUNY Service Desk along with the notification from Ebsco. The notice has key information such as the file name and invoice number.
WHEN TO REQUEST A BATCH LOAD:
Please be aware that your files will be available for OLS to download for only 30 days from the date of the notification e-mail.
WHY ALEPH DOES CONSIDER AN INVOICE AS MATCHED WITH AN EXISTING ORDER:
The Aleph import matches first on the vendor number, and then on the order number. Aleph first looks for form of the number on the invoice matches exactly the number in ALEPH (for instance, no leading zeroes added) for an order. If there is no match on the order number, the program checks for the vendor reference number. (Look at existing serials orders for examples; open an order, and then tab ‘3. Vendor’.)
Once a matching order has been found, the job will check the ISSN/ISBN. It will issue a message if it doesn’t match, but this is just a warning. It is NOT used for matching as one might have more than one order for the same ISSN/ISBN. (The warning can be ignored.)
WHAT ALEPH DOES TO HANDLE AN INVOICE BATCH:
Once a matching order has been found an invoice line is created. Aleph will next attempt to create a budget transaction. If you have an encumbrance for that order and sufficient budget allocations it will be imported without a problem.
Aleph will automatically correct any existing encumbrances once the invoice line is imported. If an order is over or under encumbered, that Aleph will handle the various budget totals and transactions.
Gone are the days when you encumbered for say $100, invoiced for $90, and had $10 left “over encumbered”. Aleph correctly fixes the allocations. The same is true if you had only encumbered for less then the invoiced cost.
You will be able to view the results of a batch load in the Acquisitions module. Go to the ‘Administration’ tab (picture of a cup with pencils) and click on EDI Load Log. There are navigation buttons that as a shortcut take you right into the relevant Order and Invoice on each line.
It is hard enough to predict actual order prices in advance, yet if there is not enough money allocated in the budget, then the transaction will not get created. Reviewing budget reporting in advance will help.
At Fiscal Year End we rolled over encumbrances based on the price paid in that fiscal year, rather than the initial order price. Some allowance must be made for price increases and new orders.
There is no ‘batch correction’ process. The good news is that CUNY did successfully get Ex Libris to add a new feature into Aleph to generate a new report about what will be loaded STARTING IN version 23. (Unfortunately, we are on version 21.)
The implication is that your professional judgment and experience remains our best method for predicting the outcome of these batch loads.