The EDI Invoice message is used to send electronic invoices and credit notes from a supplier to a library. An EDI invoice is a copy of the paper invoice. When it is loaded into Alto all the financial information is imported and links to the orders are created. Libraries still receive the paper invoice and this is regarded as the legal document for tax and other purposes.
Overview of the process
- The library places an order (or confirms an order generated via EDI Quotes).
- The supplier supplies the goods and sends an EDI invoice to the library via the Gateway.
- A script runs in the cron to add the invoice details to the database.
- The library checks the invoice online in Invoices and pays for the orders. The orders can be paid for in bulk via the Invoice Lines tab.
Pre-requisites
- You must already be sending orders to the supplier via EDI
- The supplier must be accredited for EDI Invoices – please refer to this list of accredited suppliers.
Implementation
Capita staff will help you to implement EDI Invoices. An implementation guide, which includes information on day-to-day running, is supplied when you order the service.
