API Docs
Rest Invoice
Contents
Overview
An invoice is received from a vendor which provided material to the institution.
After an invoice is created, it is processed and checked. If there are data issues or alerts, it is sent to manual review.
Note that invoice processing in Alma is asynchronous. This means that the response for POST action might not include status and alerts.
The GET action can be used afterwards to review the invoice's situation.
PUT action is not allowed for invoice in the following stauses: In Approval (code: InApproval), Ready to be Paid (code: Waiting to be Sent).
when the invoice is in the following statuses: Waiting for Payment (code: Ready to be Paid), Closed (code: CLOSED), only the following fields can be updated:
report_tax, explicit_ratios, notes, payment_status, voucher_number, voucher_date, voucher_amount, voucher_currency.
Data Dictionary
Click here to download rest_invoice.xsd
invoice
Description: Invoice Object.
| Field | Type | Description | ||
|---|---|---|---|---|
id | string | Unique identifier of the invoice. Output parameter. Should be used in subsequent queries regarding the invoice. | ||
number | string | The invoice number as received from the vendor. Mandatory. | ||
invoice_ | date | The invoice date. Mandatory. | ||
invoice_ | date | The invoice due date. | ||
vendor | string with attr. | The code of the vendor to whom the invoice is to be issued. Mandatory. | ||
vendor_ | string | The vendor account for this invoice. | ||
total_ | decimal | The total invoice amount. Mandatory. | ||
currency | string with attr. | The invoice currency. Possible values are listed in 'Currency_CT' code table. Default is the institution's currency.
| ||
total_ | decimal | The total price of existing invoice lines. Output parameter. | ||
vendor_ | contact_person | The contact person at the vendor dealing with this invoice. Output parameter. | ||
payment_ | string with attr. | Payment method for the invoice. Possible values are listed in 'PaymentMethod' code table. Default is 'Accounting Department'.
| ||
reference_ | string | A reference number for the invoice, to enable grouping of invoices for reporting. | ||
creation_ | string with attr. | The source in which the invoice was initially created. Output parameter. Possible codes are listed in 'InvoiceCreationForm' code table.
| ||
owner | string with attr. | The invoice owner. This can be the institution code or a library code. Default is the institution. This field cannot be updated.
| ||
invoice_ | string with attr. | The invoice status. Output parameter. Possible codes are: ACTIVE, CLOSED. | ||
invoice_ | string with attr. | The invoice status in workflow. Output parameter. Possible codes are listed in 'InvoiceStatus' code table.
| ||
invoice_ | string with attr. | The invoice approval status. Output parameter. Possible codes are listed in 'InvoiceApprovalStatus' code table.
| ||
approved_ | string | The primary key of the operator which made the approval. Output parameter. | ||
approval_ | date | The date of the approval. Output parameter | ||
additional_ | additional_charges | Additional charges that are included in the invoice. | ||
invoice_ | invoice_vat | VAT charge that is included in the invoice. | ||
explicit_ | explicit_ratios | List of exchange rates between the invoice currency and foreign currencies. Relevant only if the institution has ledgers in more than one currency. In the PUT action the incoming list will replace the existing list. If the incoming list is empty, the existing list will be deleted. This field is relevant in POST /almaws/v1/acq/invoices/invoice ID?op=paid. | ||
payment | payment | Payment information. | ||
alerts | alerts | List of Alerts that blocked the processing of the invoice. Output parameter. | ||
notes | notes | List of the invoice related notes. Optional. In the PUT action the incoming list will replace the existing list. If the incoming list is empty, the existing list will be deleted. This field can be included in POST /almaws/v1/acq/invoices/invoice ID?op=paid. | ||
number_ | int with attr. | A count of the number of lines. Output parameter. | ||
invoice_ | invoice_lines | List of invoice lines. Output parameter. When view=brief, invoice_lines will not be returned. | ||
number_ | int with attr. | Number of attachments. Output parameter. |
invoice_vat
Description: VAT charge that is included in the invoice.
| Field | Type | Description | ||
|---|---|---|---|---|
report_ | boolean | Indication whether governmental vendor can be configured to receive use tax (VAT) on this invoice. Default is false. | ||
vat_ | boolean | Indication whether the invoice vat is in invoice line level. Default is false. | ||
vat_ | string with attr. | VAT code to assign to the invoice. If supplied, percentage and vat_amount will be defined accordingly. Possible values are according to the VATCodes_MT mapping table. | ||
percentage | decimal | VAT Percentage of the invoice total amount. In POST and PUT actions, percentage or vat_amount should be supplied, but not both. If vat_code is defined, percentage and vat_amount should be left empty in these actions. | ||
vat_ | decimal | Amount of VAT to be paid on the invoice. In POST and PUT actions, percentage or vat_amount should be supplied, but not both. If vat_code is defined, percentage and vat_amount should be left empty in these actions. | ||
type | string with attr. | Inclusive: the invoice total amount includes VAT. Exclusive: VAT is added above the invoice total amount. Line Exclusive: the invoice's total amount includes VAT, but the VAT amount is calculated outside of the invoice lines' total value and is not factored into the individual invoice lines. Possible codes are listed in 'InvoiceStatus' code table. Default is 'Inclusive'.
| ||
expended_ | boolean | Indication whether the VAT amount is expended from the invoice line's fund. If set to false, the VAT amount is expended from a separate fund (adjustment invoice line). Default is true. | ||
vendor_ | string | Textual note that indicates that the invoice is in a foreign currency and the VAT is charged in the local currency. |
additional_charges
Description: Additional charges that are included in the invoice.
| Field | Type | Description |
|---|---|---|
use_ | boolean | Indication whether additional charges should be prorate over all invoice lines. Default is according to invoice_use_pro_rata parameter setup. |
shipment | decimal | The amount of shipment charge. |
overhead | decimal | The amount of overhead charge. |
insurance | decimal | The amount of insurance charge. |
discount | decimal | The amount of discount charge. |
payment
Description: Payment information.
| Field | Type | Description | ||
|---|---|---|---|---|
prepaid | boolean | Indication if the invoice is already paid. True is valid only when the payment method is not Accounting department, and the invoice is not an internal copy. Optional. Default is False. | ||
internal_ | boolean | Indication if the invoice is to be loaded into Alma for documentation or tracking purposes. Such invoice is not sent to the ERP and is not prepaid. Optional. Default is False. | ||
export_ | boolean | Indication if the invoice should be sent to the (ERP) for notification purposes. Internal copy invoices cannot be sent to ERP. Optional. Default is False. | ||
payment_ | string with attr. | the payment status. Possible codes are listed in 'PaymentStatus' code table. Default is 'Not Paid'.
| ||
voucher_ | date | The date of the payment. Default is current date. This field is relevant in POST /almaws/v1/acq/invoices/invoice ID?op=paid. | ||
voucher_ | string | An external reference number from the ERP system, used to indicate that the invoice was paid. If there is no integration with an external system, you can enter an invoice or check number in this field. This field is relevant in POST /almaws/v1/acq/invoices/invoice ID?op=paid. | ||
voucher_ | string | The final amount that was paid (after exchange rates and so forth are taken into account). This field is relevant in POST /almaws/v1/acq/invoices/invoice ID?op=paid. | ||
voucher_ | string with attr. | The voucher currency. Possible values are listed in 'Currency_CT' code table. This field is relevant in POST /almaws/v1/acq/invoices/invoice ID?op=paid.
|
explicit_ratios
Description: List of exchange rates between the invoice currency and foreign currencies.
Relevant only if the institution has ledgers in more than one currency.
In the PUT action the incoming list will replace the existing list. If the incoming list is empty, the existing list will be deleted.
This field is relevant in POST /almaws/v1/acq/invoices/invoice ID?op=paid.
| Field | Type | Description |
|---|---|---|
explicit_ | explicit_ratio | Exchange rate between the invoice currency and foreign currency. Relevant only if the institution has ledgers in more than one currency. This field is relevant in POST /almaws/v1/acq/invoices/invoice ID?op=paid. |
explicit_ratio
Description: Exchange rate between the invoice currency and foreign currency.
Relevant only if the institution has ledgers in more than one currency.
| Field | Type | Description | ||
|---|---|---|---|---|
foreign_ | string with attr. | The foreign currency. Possible values are listed in 'Currency_CT' code table. This field is relevant in POST /almaws/v1/acq/invoices/invoice ID?op=paid.
| ||
rate | decimal | Rate for forgein currency exchange. This field is relevant in POST /almaws/v1/acq/invoices/invoice ID?op=paid. |
alerts
Description: List of Alerts that blocked the processing of the invoice. Output parameter.
| Field | Type | Description | ||
|---|---|---|---|---|
alert | string with attr. | Specific alert. Possible codes are listed in 'AssertionCodes' code table.
|
contact_person
Description: The contact person at the vendor dealing with this invoice. Output parameter.
| Field | Type | Description |
|---|---|---|
first_ | string | The contact person's first name. Output parameter. |
last_ | string | The contact person's last name. Output parameter. |
Samples
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