Funds Expenditure
- How much was expended last year per month?
- What is the comparison of encumbrances versus expenditures versus allocations?
- How much was expended per item material type or per item type?
- What is the share of E/P expenditures out of the total expenditures?
- How much was paid per vendor?
- How much was expended per reporting code?
- How much was expended per fund, ledger, or library out of the allocations?
- How much was expended per library?

- Do not create reports with fields from the Funds Expenditure subject area and attribute fields (yellow fields) from the Physical Items subject area or you will receive incorrect results.
- When PO Lines, POs, Invoices, and Licenses are deleted in Alma, they are no longer available in Alma Analytics.
- Information on PO lines without transactions is available in Alma Analytics, except for migrated PO lines without transactions, which can be added by contacting Ex Libris Support.
Field Descriptions

Fund Transactions
- expenditure
- allocation
- encumbrance
- The allocation transaction is made on the fund level and is used to allocate budgets to a fund
- The encumbrance transaction is created from the PO line. Another transaction with negative amounts is made after the invoice line is created. In a common scenario, the encumbrance amount is zero after the invoice arrives. Sometimes there are differences in the amounts between the two transactions, so that the remaining encumbrance amount is not always zero.
- The expenditure transaction is created from the invoice line and represents the actual payment for the item
Report Creation Tips
- Creating a report based on expenditures
Because of the way encumbrance transactions are created (with a plus and minus transaction), when building a report on the transaction level, it is common to use the Transaction Item Type = "expenditure" filter. Many of the out-of-the-box reports are built this way.
- Combining invoice and PO amounts in reports
The fact that in the same SA there are amounts from the transaction level as well as amounts from the PO and invoice level can create duplications when combined together. To ensure that you get correct results in your reports, follow the below guidelines:
- When adding the PO Line Total Price field, also add the PO Line Reference field to your report columns. (It can be excluded from display, but it has to be selected.) Additionally, you must set the Aggregation Rule for the PO Line Total Price field to Sum (found by selecting Edit Formula).
- When adding the Invoice Line Total Price field or the Transaction Amount field, also add the Invoice Line > Invoice Line-Unique Identifier field to your report columns. (It can be excluded from display, but it has to be selected.)
The following is an example of the invoice line amount in Alma:Invoice Line AmountIf you create a report with invoice line amounts as well as amounts from the transaction level (in this example the remaining encumbrance) you get incorrect results:Invoice Line Total Price - IncorrectIf you add the invoice number, the results are correct:Invoice Line Total Price - Correct - Creating a report that displays the sum of invoice lines in separate groups
To receive correct totals of invoice lines when divided into groups of invoices, edit the formula of the Invoice Line Total Price column and set the aggregation rule to Sum.
Field | Description | Additional Information |
---|---|---|
Transaction Allocation Amount | The transaction allocation amount. | Typically you filter the report to show amount per transaction type. |
Transaction Amount | The transaction amount. | Typically you filter the report to show amount per transaction type. |
Transaction Available Balance | This is the value of the Allocated Balance minus the Expenditure Balance minus the Encumbered Balance. | |
Transaction Cash Balance | This is the value of the Allocated Balance minus the Expenditure Balance. | |
Transaction Encumbrance Amount | The transaction encumbrance amount. | Typically you filter the report to show amount per transaction type. |
Transaction Expenditure Amount | The transaction expenditure amount of PO lines whose PO line type is marked as any type (Electronic, Physical, and Generic) . | Typically you filter the report to show amount per transaction type. PO Line types are configured at: Configuration > Acquisitions > Purchase Orders > PO line types. |
Transaction Expenditure Amount of type Electronic Format | The transaction expenditure amount of PO lines whose PO line type is marked as Electronic. | |
Transaction Expenditure Amount of type General Format | The transaction expenditure amount of PO lines whose PO line type is marked as Generic. | |
Transaction Expenditure Amount of type Physical Format | The transaction expenditure amount of PO lines whose PO line type is marked as Physical. | |
Transaction Foreign Currency Amount | The transaction amount when it is in a currency other than dollars. | |
Transaction Foreign Currency Encumbrance Amount | The transaction encumbrance amount when it is in a currency other than dollars. | |
Transaction Foreign Currency Expenditure Amount | The transaction expenditure amount when it is in a currency other than dollars. | |
Transaction VAT | The value-added tax. | |
% remaining (Considering expended and encumbered) | (Available Balance / Allocated Balance) * 100 | |
% remaining (Considering only expended) | (Cash Balance / Allocated Balance) * 100 | |
Number of POLs | The number of PO lines whose PO line type is marked as any type (Electronic, Physical, and Generic). | PO Line types are configured at: Configuration > Acquisitions > Purchase Orders > PO line types. |
Number of POLs of type Electronic Format | The number of PO lines whose PO line type is marked as Electronic. | PO Line types are configured at: Configuration > Acquisitions > Purchase Orders > PO line types. |
Number of POLs of type General Format | The number of PO lines whose PO line type is marked as Generic. | PO Line types are configured at: Configuration > Acquisitions > Purchase Orders > PO line types. |
Number of POLs of type Physical Format | The number of PO lines whose PO line type is marked as Physical. | PO Line types are configured at: Configuration > Acquisitions > Purchase Orders > PO line types. |
Number of POLs without Transactions | The number of PO lines without transactions. | |
PO Line Pct | Displays 100 times the Transaction Amount/PO Line Total Price | |
PO Line Quantity | The number of items in the PO line. | You must add the PO Line Reference field to the report to ensure that the PO Line Quantity is calculated correctly. |
PO Line Total Price | The total price (includes additional charges, if any). | Add the PO Line Reference field to the report to ensure that the PO Line Total Price is calculated correctly. |
Invoice Line Pct | Displays 100 times the Transaction Amount / Invoice Line Total Price. | |
Invoice Line Quantity | The number of elements ordered in the invoice line. | |
Invoice Line Total Price | The total amount (includes additional charges, if any). | Add the Invoice Line > Invoice Line-Unique Identifier field to the report to ensure that the Invoice Line Total Price is calculated correctly. |
Fund Transactions Details
Field | Description | Field Location in Alma | Additional Information | Data Type | Data Size |
---|---|---|---|---|---|
Dewey Classification Top Line | The first 3 digits of the Dewey Classification. | -- | Classification information comes from the bibliographic record. | VARCHAR | 15 |
Exchange Rate | The exchange rate between the fund's currency and that of the invoice. | Acquisitions > Acquisitions Infrastructure > Funds and Ledgers [select a fund] >Transactions Tab > [view a transaction] > Exchange Details Section | This field does not appear for allocation type transactions. | DOUBLE |
|
Exchange Rate Date | The date that the exchange rate was calculated. | Acquisitions > Acquisitions Infrastructure > Funds and Ledgers [select a fund] >Transactions Tab > [view a transaction] > Exchange Details Section | This field does not appear for allocation type transactions. | DATE |
|
Explicit Ratio | Indicates (Yes/No) if an exchange rate is set between the fund's currency and that of the invoice. | Acquisitions > Acquisitions Infrastructure > Funds and Ledgers [select a fund] >Transactions Tab > [view a transaction] > Exchange Details Section | This field does not appear for allocation type transactions. | VARCHAR | 4000 |
Fund Transaction Reference | A number that can be used to reference a particular allocation to a fund, set from the Transaction tab of the Funds and Ledgers page | Acquisitions > Acquisitions Infrastructure > Funds and Ledgers [select a fund] >Transactions Tab > [view a transaction] > Transaction Section
The label in Alma is Transaction Reference. |
VARCHAR | 255 | |
LC Classification Code | The LC classification code, the letters with which the LC class number starts such as BF or QA. | -- | Classification information comes from the bibliographic record. | VARCHAR | 50 |
LC Classification Number | The LC classification number, that is, the numbers followed by the letters until the first period followed by a letter. | -- | Classification information comes from the bibliographic record. | DOUBLE |
|
LC Classification Top Line | The combined LC code and classification numbers until the first period followed by a letter, such as NB933 when the lc_class_number is NB933.F44. | -- | Classification information comes from the bibliographic record. | VARCHAR | 4000 |
Related Record | Indicates the related resource sharing record. | Acquisitions > Acquisitions Infrastructure > Funds and Ledgers [select a fund] >Transactions Tab > [view a transaction] > Transaction Section | Although in Alma this field can display the fund, invoice, PO line, and request ID, currently, only the request ID for related records of type Resource Sharing is displayed in this analytics field. | VARCHAR | 50 |
Source Amount | The amount of the source currency. | Acquisitions > Acquisitions Infrastructure > Funds and Ledgers [select a fund] >Transactions Tab > [view a transaction] > Exchange Details Section | This field does not appear for allocation type transactions. | DOUBLE |
|
Source Currency | The currency from which you want to convert the invoice currency. | Acquisitions > Acquisitions Infrastructure > Funds and Ledgers [select a fund] >Transactions Tab > [view a transaction] > Exchange Details Section
The currency is displayed with the Source Amount. |
This field does not appear for allocation type transactions. | VARCHAR | 4000 |
Transaction Date | The date that the transaction occurred. | Acquisitions > Acquisitions Infrastructure > Funds and Ledgers [select a fund] >Transactions Tab
The label in Alma is Date. |
DATETIME |
|
|
Transaction ID | The internal ID of the transaction. | -- | VARCHAR | 50 | |
Transaction Item Sub Type | Displays the relevant Transaction Item Sub-Type of the specific Transaction Item Type.
|
Acquisitions > Acquisitions Infrastructure > Funds and Ledgers [select a fund] > Transactions Tab
The label in Alma is Type. |
The sub-type is listed under the Type column in Alma. | VARCHAR | 20 |
Transaction Item Type | Includes the transaction types available in Alma: Allocation, Encumbrance, and Expenditure, and Non-transactional, which indicates that the PO lines do not have a transaction because no funds are associated with them. | -- | Only the sub-type is listed in Alma under the Type column. Use the sub-type to determine the type. | VARCHAR | 20 |
Transaction Date
Since each transaction is associated with a fund and each fund is associated with a specific fiscal period, this date dimension includes a logic that changes the actual dates if they do not fall into the fiscal year assigned to the fund according to the following logic:
- If the transaction date is greater than the fund end fiscal date, the transaction date is set to the fund end fiscal date
- If the transaction date is less than the fund start fiscal date, the transaction date is set to the fund start fiscal date
Field | Description | Additional Information |
---|---|---|
Transaction Date | The date that the transaction occurred. The transaction date in a date format such as 2/29/2014. | This field is located at: Acquisitions > Acquisitions Infrastructure > Funds and Ledgers [select a fund] > Transactions Tab
The label in Alma is Date. |
Transaction Date Start of Week | The date of the first business day of the week in a date format such as 2/29/2014. | |
Transaction Date Week Number | The number of the week of the year in a two-digit format, such as 04. | |
Transaction Date Month Key | The month of the date in number format such as 2 for February. | This field is useful when you want to sort by the month, which does not work properly when using the alphabetical field. |
Transaction Date Month | The month of the date in month description format such as February. | |
Transaction Date Full Month | The month and the year of the date in a display format such as Feb 12. | This field is useful when comparing data on a month basis between years. |
Transaction Date Quarter | The quarter of the date in a display format such as Q1. | |
Transaction Date Year | The year of the date in number format such as 2012. | |
Transaction Date Fiscal Month | The fiscal month of the date in a number format such as 9 for September. | |
Transaction Date Fiscal Full Month | The fiscal year and month of the date in a display format such 201202.00. | |
Transaction Date Fiscal Quarter | The fiscal quarter of the date in a display format such as Q1. | |
Transaction Date Fiscal Full Quarter | The fiscal quarter and the year of the date in a display format such as Q3/2012. | |
Transaction Date Fiscal Year | The fiscal year of the date in a string format such as 2012. | |
Transaction Date Fiscal Year Desc | The description as configured in the Fund And Ledger Fiscal Period table or the fiscal year if the description is empty. | The Fund And Ledger Fiscal Period table is located at Configuration > Acquisitions > General > Fund and Ledger Fiscal Period |
Transaction Date Year-Month | The year and the month in a format such as 2023-1. | |
Transaction Date Filter | Used to filter report results by date. | Possible values:
|
Periods | The Hierarchy column that allows the user to drill down from the year to the month to the specific loan date. Using this column provides the user with the option to view the accumulative measures in each level of the hierarchy. |
Fiscal Period
Field | Description | Additional Information |
---|---|---|
Fiscal Period Description | The description of the fiscal period (as configured in the Fund And Ledger Fiscal Period table) or the fiscal year if the description is empty. | |
Fiscal Period Start Date | The start date of the fiscal period of the institution, in format 20210701. | Date fields can consist of a partial date, such as just the year or a month and year. |
Fiscal Period Start Date (Calendar) | The start date of the fiscal period of the institution, in format 7/1/2021. | Calendar Date fields always consist of a month, date, and year. If the information is not provided, 1 is added, so that a date of 2020 is rendered 1/1/2020. This date format is useful when filtering the report by date. |
Fiscal Period End Date | The end date of the fiscal period of the institution, in format 20220630. | Date fields can consist of a partial date, such as just the year or a month and year. |
Fiscal Period End Date (Calendar) | The end date of the fiscal period of the institution, in format 6/30/2022. | Calendar Date fields always consist of a month, date, and year. If the information is not provided, 1 is added, so that a date of 2020 is rendered 1/1/2020. This date format is useful when filtering the report by date. |
Fiscal Period Start End | The start and end dates of the fiscal period of the institution in format: 20210701 - 20220630. | |
Fiscal Period Status | The status of the fiscal period such as Active, Inactive, Draft, or Close. | The status of the fiscal period as configured in the Fund And Ledger Fiscal Period table. |
Fiscal Period Filter | The filter on the fiscal period. | Possible values:
|

Library Unit
Reporting Code
Field | Description | Field Location in Alma | Additional Information | Data Type | Data Size |
---|---|---|---|---|---|
Reporting Code - 1-5 | Five fields that store the reporting codes. | Configuration > Acquisitions > Purchase Orders > 1-5 Reporting Codes | You configure multiple values for each reporting code field at Configuration > Acquisitions > Purchase Orders > 1-5 Reporting Codes. Then you select one code per field for a PO line when you create or edit the PO line. For more information, see Manually Creating a PO Line. Analytics displays the code you selected for each PO line.
The label in Alma is Code. |
VARCHAR |
255 |
Reporting Code Description -1-5 | Five fields that store the description of the five reporting code fields. | Configuration > Acquisitions > Purchase Orders > 1-5 Reporting Codes | You configure descriptions for the values of each reporting code field at Configuration > Acquisitions > Purchase Orders > 1-5 Reporting Codes. Then you select one code per field for a PO line when you create or edit the PO line. Analytics displays the description of the code you selected for each PO line.
The label in Alma is Description. |
VARCHAR |
4000 |
LC Classifications
Dewey Classifications
Other Classifications
Fund
- Ledger
- Summary
- Allocated Fund

Creating Reports According to Fund Type
- To create a report displaying funds of just one type, filter the Fund Type column according to Ledger, Allocated fund, or Summary fund:
Filter By Fund
- To create a report showing all of the fund types, add a column that displays any unique identifier of the fund, such as Fund Ledger Code:
Fund Ledger Code
Basic Concepts for Funds in Alma
Allocated and Summary Funds
A fund represents money in an account. A fund can be summary or allocated.
- Summary — This fund is not used for ordering and invoicing, but provides aggregate reporting on subordinate funds. You can add other funds to this type of fund.
- Allocated —This fund contains money that has been paid out or has been reserved for an open purchase.
A Summary Fund can only be associated with an Allocated Fund. A specific Allocated Fund (i.e. Allocated Fund 101) can only be associated with only one Ledger or Summary Fund, but not both.
Fund Balance
Available Balance —The allocated balance, less (encumbrances minus disencumbrances) and less expenditures.
Cash Balance — The allocated balance less expenditures.
Allocated Balance —The total allocation, not counting any expenditures or encumbrances/disencumbrances.
Encumbered Balance — The sum of the fund's encumbrances minus disencumbrances.
Expenditure Balance — Also called expended balance, this is the sum of the fund's expenditures.
Ledger
A ledger is essentially a collection of funds. Ledgers are defined for a specific date range, such as September 1 of this year to August 31 of next year. A Ledger can be associated with a Summary or Allocated Fund.
Transactions
A transaction can be an allocation, encumbrance, disencumbrance, or expenditure. An allocation adds money to the fund, increasing its available balance. An encumbrance indicates money that is expected to be paid out, as the result of a PO line. A disencumbrance is added or increased when adding an expenditure linked to the same PO line as an encumbrance.
Managing and Configuring Funds in Alma
Field | Description | Field Location in Alma | Additional Information | Data Type | Data Size |
---|---|---|---|---|---|
Fund Currency | The default unit of currency for the ledger. | Currency in the "General" section of the Summary Details page for Funds and Ledgers. | The values are configured in the Currency Subset table (Configuration Menu > Acquisitions > General > Currency Subset). | VARCHAR | 255 |
Fund External ID | The fund ID in external/legacy systems. | External ID in the "General" section on the Summary Details page for Funds and Ledgers. | This ID is used to link to other system keys. (See also Fund ID.) | VARCHAR | 255 |
Fund Area Code | The codes defined in the Fund Types table and attributed to funds, for example: Endowed, Gift, General, Grant, Income, and ResourceSharing. For more information, see Configuring Fund Types. | Does not appear in the UI. | Configured in the Code field in Configuration Menu > Acquisitions > General > Fund Types. | VARCHAR | 255 |
Fund Area Description | The description defined in the Fund Types table for the Fund Area Code (Fund Type). | Fund type in the "General" section on the Summary Details page for Funds and Ledgers. | This description comes from the configuration page as described in Fund Area Code above. | VARCHAR | 255 |
Fund Description | The description of the fund. | Description in the "General" section on the Summary Details page for Funds and Ledgers. | VARCHAR | 4000 | |
Fund Code | The fund or ledger code. | Code in the "General" section on the Summary Details page for Funds and Ledgers. |
The code is reused when you roll over the ledger to a new fiscal period. This is filled by the user after selecting Add Ledger. It is not editable once the user saves and then goes back to edit. |
VARCHAR | 255 |
Fund ID | The unique ID of the fund within Alma. |
Does not appear in the UI. |
(See also Fund External ID.) | VARCHAR | 255 |
Fund Name | The fund name. | Name in the "General" section on the Summary Details page for Funds and Ledgers. | The name of the fund can be changed when it is rolled over to a new fiscal year. When working with accrual accounting (see Working With Accrual Accounting), the name of the fund in the new fiscal period should not be changed. | VARCHAR | 255 |
Fund Owner Code | The code of the owning institution or library (see also Fund Owner Name). | Does not appear in the UI. | VARCHAR | 50 | |
Fund Owner Name | The name of the owning institution or library. | Owned by in the "General" section on the Summary Details page for Funds and Ledgers. | A ledger can only have one owner. The ownership from a library to the institution can be changed, but the ownership from a library to another library or from the institution to a library cannot be changed. | VARCHAR | 255 |
Fund Status | Indicates if the fund is in status active, draft or inactive. It applies to Ledgers, Summary Fund and Allocated Fund. | Status in the "General" section on the Summary Details page for Funds and Ledgers. | The statuses are described below:
|
VARCHAR | 10 |
Fund Type | One of the following fund types:
|
Type in the "Funds and Ledgers" page accessed from Acquisitions > Acquisitions Infrastructure > Funds and Ledgers. | Fund types are for informational purposes only. You can configure fund types on the Fund Type code table (Configuration Menu > Acquisitions > General > Fund Types). | VARCHAR | 4000 |
Fund Note | Notes that are relevant to the fund. | The Notes tab in the Summary Details page for Funds and Ledgers. | If there are multiple notes, they are concatenated. Two notes are separated by a semicolon. | VARCHAR | 4000 |
Parent Fund Code | The code of the parent fund in the Path hierarchy. | Does not appear in the UI (see Parent Fund Name). | See also Fund Code. | VARCHAR | 255 |
Parent Fund ID | The unique ID of the parent fund in the Path hierarchy, |
Does not appear in the UI (see Parent Fund Name).
|
See also Fund ID. | VARCHAR | 255 |
Parent Fund Name | The name of the parent fund in the Path hierarchy. | Funds and Ledgers > Summary > Path. | See also Fund Name. | VARCHAR | 255 |
Fund Ledger Hierarchy | The Hierarchy column that allows the user to drill down from the ledger to the summary to the specific allocated fund. Using this column provides the user with the option to view the accumulative measures in each level of the hierarchy. | The Path field in the "General" section on the Summary Details page for Funds and Ledgers. | VARCHAR | 255 |
Fund Rules
Field | Description | Field Location in Alma | Additional Information | Data Type | Data Size |
---|---|---|---|---|---|
Encumbrances prior to fiscal period (days) | The number of days, prior to the fiscal period start date, that new encumbrances can be created. | Rules section of the Summary tab. | If negative, you cannot create encumbrances during the specified number of days after the fiscal period start date.
If a fund for the current period is active at the same time as a fund from the next fiscal period, the one from the next fiscal period is used if this value permits it. |
NUMBER | 10 |
Expenditures prior to fiscal period (days) | The number of days, prior to the fiscal period start date, that new expenditures can be created. | Rules section of the Summary tab. | If negative, expenditures cannot be created during the specified number of days after the fiscal period start date. | NUMBER | 10 |
Fiscal period end encumbrance grace period (days) | The number of days, after the fiscal period end date, that new encumbrances can be created. | Rules section of the Summary tab. | If negative, the system blocks new encumbrances during the specified number of days prior to the end of the fiscal period. | NUMBER | 10 |
Fiscal period end expenditure grace period (days) | The number of days, after the fiscal period end date, that new expenditures can be created. | Rules section of the Summary tab. | If negative, the system blocks new expenditures during the specified number of days prior to the end of the fiscal period. | NUMBER | 10 |
Overencumbrance allowed | Whether the fund allows you to add an encumbrance whose amount exceeds the fund's available balance (the allocated balance less any expenditures and encumbrances). Possible values are:
|
Rules section of the Summary tab. | CHAR | 10 | |
Overencumbrance limit percent | The maximum percentage of allowed encumbrances permitted before the system blocks the creation of an encumbrance. When that amount is reached, the transaction creation is blocked. | Rules section of the Summary tab. | FLOAT | 126 | |
Overencumbrance warning percent | The percentage of allowed overencumbrances permitted before the system provides a warning. When that amount is reached, an alert is displayed that the overencumbrance warning threshold has been reached. If the user confirms that the transaction should be added, an alert is added for the entity that created the fund transaction. | Rules section of the Summary tab. | FLOAT | 126 | |
Overexpenditure allowed | Whether the fund allows you to add an expenditure whose amount exceeds the fund's available balance. Possible values are:
|
Rules section of the Summary tab. | CHAR | 10 | |
Overexpenditure limit sum | The amount of overexpenditure (checked against the allocated balance) before the system blocks the creation of an overexpenditure. | Rules section of the Summary tab. | FLOAT | 126 | |
Overexpenditure warning sum | The amount of overexpenditure before the system provides a warning. | Rules section of the Summary tab. | FLOAT | 126 | |
Override Rules Information |
Override the rules set by the ledger. Possible values are:
|
If the button in Alma UI is “Override Rules Information“, the value for the field in analytics is No. This means that the rules were not overridden, because the override option is still available. If the button in Alma UI is “Restore Rules Information”, the value for the field in analytics is Yes. |
If extra fund rules are configured which cause the Ledger Rules to be overridden and the inheritance to be annulled, the Restore Rules Information button appears in the Rules section of the Summary tab. | N/A | Yes/No |
Transfers prior to fiscal period (days) | The number of days, prior to the fiscal period start date, that new money transfers can be created. | Rules section of the Summary tab. | If negative, money transfers are blocked during the specified number of days after the fiscal period start date. Money can only be transferred between funds of the same fiscal period. | NUMBER | 10 |
Vendor
Field | Description | Field Location in Alma | Additional Information | Data Type | Data Size |
---|---|---|---|---|---|
Additional Code | A code in addition to the vendor code. | Summary tab on "Vendor Details". | VARCHAR | 255 | |
Creation Date | The date the vendor was created. |
Right information pane for "Vendor Details" page. Label in Alma is "Created on". |
DATE | ||
Creator | The user who created the vendor |
Right information pane for "Vendor Details" page. Label in Alma is "Created by". |
VARCHAR | 255 | |
ERP Code | A code used by an institution's financial system, such as the Enterprise Resource Planning (ERP) system |
Summary tab on "Vendor Details". Label in Alma is "Financial Sys. code". |
VARCHAR | 255 | |
Modification Date | The date the vendor was modified |
Right information pane for "Vendor Details" page. Label in Alma is "Last updated on". |
DATE | ||
Modified By | The user who modified the vendor |
Right information pane for "Vendor Details" page. Label in Alma is "Last updated by". |
VARCHAR | 255 | |
Vendor Code | The vendor code unique to the institution |
Summary tab on "Vendor Details". Label in Alma is "Code". |
All the vendors that have been on the order, not just the active vendor. The code must be unique across all vendors. Note that the PO Lines tab displays all PO lines whose vendor code is the current vendor. |
VARCHAR | 255 |
Vendor Name | The vendor name |
Summary tab on "Vendor Details". Label in Alma is "Name". |
It is a required field. | VARCHAR | 255 |
Vendor Status | The status of the vendor |
Summary tab on "Vendor Details". Label in Alma is "Status". |
Possible values:
|
VARCHAR | 255 |
PO Line Approver
PO Line Creation Date
Field | Description | Additional Information |
---|---|---|
PO Line Creation Date | The date the PO Line was created in a date format such as 2/29/2012. | |
PO Line Creation Start Of Week | The date of the first business day of the week in a date format such as 2/29/2014. | |
PO Line Creation Week Number | The number of the week of the year in a two-digit format, such as 04. | |
PO Line Creation Month Key | The month of the date in number format such as 2 for February. | |
PO Line Creation Month | The month of the date in month description format such as February. | |
PO Line Creation Full Month | The month and the year of the date in a display format such as Feb 12. | |
PO Line Creation Quarter | The quarter of the date in a display format such as Q1. | |
PO Line Creation Year | The year of the date in number format such as 2012. | |
PO Line Creation Fiscal Month Key | The fiscal month of the date in number format such as 2 for February. | |
PO Line Creation Fiscal Year | The fiscal year of the date in string format such as 2012. | |
PO Line Creation Date Filter | Used to filter report results by date. | |
PO Line Creation Year-Month | The year and the month in a format such as 2023-1. | |
PO Line Creation Date | The Hierarchy column that allows the user to drill down from the year to the month to the specific loan date. Using this column provides the user with the option to view the accumulative measures in each level of the hierarchy. |
PO Line Type
Field | Description | Field Location in Alma | Additional Information | Data Type | Data Size |
---|---|---|---|---|---|
Acquisition Material Type | The acquisition material type code. | For the list of physical material types, see Configuring Physical Item Material Type Descriptions. | VARCHAR | 255 | |
Acquisition Material Type Description | The description of the acquisition material type. | Configuration > Acquisitions > Purchase Orders > PO Line Types
The label in Alma is Acquisition Material Type. |
VARCHAR | 255 | |
Continuity | If the PO line is one-time, continuous, or standing order. | Configuration > Acquisitions > Purchase Orders > PO Line Types | See the field location in Alma in the figure PO Line Types, below. | VARCHAR | 255 |
Format | The inventory format, which can be Electronic, Physical, or Generic. | Configuration > Acquisitions > Purchase Orders > PO Line Types
The label in Alma is Inventory Format. |
Possible values are P, E, and G. This value comes from the Inventory Format column of the PO Line Type mapping table (Acquisitions > Purchase Orders > PO Line Types).
See the field location in Alma in the figure PO Line Types, below.
|
VARCHAR | 255 |
PO Line Type Name | The name of the PO Line Type. | Configuration > Acquisitions > Purchase Orders > PO Line Types The label in Alma is Description. | For the list of PO line types, see Enabling/Disabling PO Line Types. See the field location in Alma in the figure PO Line Types, below. | VARCHAR | 255 |

PO Line
PO Line License
Field | Description | Additional Information |
---|---|---|
License ID | The ID of the license | |
License Code | The code of the license | |
License Creator Name | The first and last name of the user who created the license | |
License Modifier Name | The first and last name of the user who modified the license | |
License Name | The name of the license | |
License Begins | The date the license begins | |
License Ends | The date the license ends | |
License Creation Date | The date the license was created | |
License Modification Date | The date the license was modified | |
License Note | The note of the license | |
License Originating Licensor Key | The licensor key of the license | |
License Originating Parent Code | The originating parent code of the license | |
License Parent ID | The parent ID of the license | |
License Review Status | The renewal status of the license | |
License Signed By | The user who signed the license | |
License Signed On | The date the license was signed on | |
License Second Party Signed By | The second party who signed on the license | |
License Second Party Signed On | The date the second party signed on the license | |
License Status | The status of the license | |
License Storage Location | The storage location of the license | |
License Type | The type of the license | Possible Values:
|
License URI | The URI of the license | |
Licensing Agent Name | The name of the licensing agent | |
Licensor ID | The ID of the licensor | |
Licensor Name | The name of the licensor |
Invoice Line
Field | Description | Additional Information |
---|---|---|
Invoice - Approval Date | Invoice column - the date that the Invoice was approved. | |
Invoice - Approval Status | Holds the following values: Pending, Approved, Rejected, Not Required | From an invoice under review where approval is automatic:
From an invoice waiting for approval (that is, approval is not automatic), if the Invoice Manager approves the invoice, the status becomes Approved. Therefore, even if there is a name in the Approved By field, it does not necessarily mean that the invoice was approved manually. In Analytics, if the Invoice Approved Status = Not Required, the invoice was approved automatically or it did not require approval. However, if the Invoice Approved Status = Approved, it does not necessarily mean that the invoice was approved manually. |
Invoice - Approver Name | The first and last name of the user that approved the invoice
The field name in Alma is Approved By. |
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Invoice - Creation Date | Holds the timestamp of the Invoice creation date | Date fields can consist of a partial date, such as just the year or a month and year. |
Invoice - Creation Date (Calendar) | Holds the timestamp of the Invoice creation date | Calendar Date fields always consist of a month, date, and year. If the information is not provided, 01 is added, so that a date of 2020 is rendered 01/01/2020. This date format is useful when filtering the report by date. |
Invoice - Creation From | The source from which the invoice was created. | |
Invoice - Creator | Holds the user name that created the Invoice | |
Invoice - Currency | The currency of the invoice | |
Invoice - Date | The date on the invoice header. | |
Invoice - Disapprove Reason | Will be activated if the invoice is disapproved. | Values in Code table
InvoiceDisapproveReasons
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Invoice - Due Date | The due date of the invoice line | |
Invoice - Expended From Fund | Indicates if the VAT is expended from the invoice line's funds. If it not, a new adjustment invoice line is added to the invoice which includes invoice VAT amounts | |
Invoice - External Reference Number | Holds the External Invoice Reference Number | |
Invoice - Modification Date | Holds the timestamp of the Invoice modification date | |
Invoice - Modified By | Holds the user name that modified the Invoice | |
Invoice - Number | Number of the invoice | See the field location in Alma in Alma in the figure Invoice Line Details, below. |
Invoice - Owner Code | The owner code of the invoice | |
Invoice - Owner Name | The owner name of the invoice | |
Invoice - Payment Method | Payment method of the Invoice, (for example: credit card, cache) Values are in CT: PaymentMethod | |
Invoice - Payment Status | Indicates if the Invoice was paid or not. | See the field location in Alma in the figure Invoice Details, below. |
Invoice - Payment Voucher Amount | The amount of the payment voucher | |
Invoice - Payment Voucher Date | The date that the voucher was created | |
Invoice - Payment Voucher Number | Number of the voucher that the invoice was paid by ERP. | |
Invoice - Prepaid Ind | Indicates if the Invoice is prepaid. If the invoice is prepaid then it won't be exported to ERP. | See the field location in Alma in the figure Invoice Details, below. |
Invoice - Report Tax | Indicates if an invoice needs to report state tax. | |
Invoice - Status | Invoice Status | Possible values: (Closed, In Review, Ready to be paid, In Approval, Waiting for Payment) |
Invoice - Unique Identifier | Identifies the invoice uniquely | |
Invoice - VAT Amount | The total VAT amount | |
Invoice - VAT Code | The invoice VAT code | |
Invoice - VAT Code % | The invoice VAT Code percent | |
Invoice - VAT Code Description | The invoice Vat code description | |
Invoice - VAT per invoice line | Indicates if the VAT is calculated at the invoice or invoice line level | |
Invoice - VAT Type | Indicates if VAT Exclusive or Inclusive in invoice total amount | Possible values: Exclusive/Inclusive/Line Exclusive. |
Invoice - Vendor Account Code | Related vendor account code. | |
Invoice - Vendor Account Description | Related vendor account. | |
Invoice Line - Additional Information | The additional information of the invoice line | |
Invoice Line - Creation Date | Holds the timestamp of the Invoice Line creation date | Date fields can consist of a partial date, such as just the year or a month and year. |
Invoice Line - Creation Date (Calendar) | Holds the timestamp of the Invoice Line creation date | Calendar Date fields always consist of a month, date, and year. If the information is not provided, 01 is added, so that a date of 2020 is rendered 01/01/2020. This date format is useful when filtering the report by date. |
Invoice Line - Creator | Holds the user name that created the Invoice Line | |
Invoice Line - Currency | The currency of the invoice line | |
Invoice Line - Modification Date | Holds the timestamp of the Invoice Line modification date | Date fields can consist of a partial date, such as just the year or a month and year. |
Invoice Line - Modification Date (Calendar) | Holds the timestamp of the Invoice Line modification date | Calendar Date fields always consist of a month, date, and year. If the information is not provided, 01 is added, so that a date of 2020 is rendered 01/01/2020. This date format is useful when filtering the report by date. |
Invoice Line - Modified By | Holds the user name that modified the Invoice Line | |
Invoice Line - Note | The note on the invoice line | |
Invoice Line - Number | Identifier for the Invoice line. | |
Invoice Line - Price Note | The price note of the invoice line | |
Invoice Line - Status | The status of the invoice line: Ready if the line is valid, In Review otherwise. | See the field location in Alma in the figure Invoice Line Report, below. |
Invoice Line - Subscription From Date | For continuous invoice lines: Start date of the subscription. | |
Invoice Line - Subscription To Date | For continuous invoice lines: End date of the subscription. | |
Invoice Line - Type | Type of the invoice line. | Code table: Invoice Line Type.
Invoice lines of type Adjustment are not expenditure transactions; therefore, they are not available in reports.
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Invoice Line - Unique Identifier | Identifies the invoice line uniquely | |
Invoice Line-VAT Code | The invoice line VAT code. | |
Invoice Line-VAT Code % | The invoice line VAT code percent | |
Invoice Line-VAT Code Description | The invoice line VAT code description | |
Invoice Line-VAT Note Data | The invoice line VAT amount | |
Invoice-Internal copy Ind | Indicates if an internal copy of the invoice exists | |
Reporting Code - 1-5 | Five fields that store the reporting codes. | Taken from the invoice line |
Reporting Code Description -1-5 | Five fields that store the description of the 5 reporting code fields |


Bibliographic Details
Periods Outer
Field | Description | Additional Information |
---|---|---|
Date Key | The date in the date format 2/29/2012. | |
Start of Week | The date of the first business day of the week in a date format such as 2/29/2014. | |
Week Number | The number of the week of the year in a two-digit format, such as 04. | |
Month Key | The month of the date in number format such as 2 for February. | This field is useful when you want to sort by month. |
Month Desc | The month of the date in month description format such as February. | |
Full Month Key | The year and month in format 201201. | |
Full Month Desc | The month and the year of the date in a display format such as Feb 12. | |
Full Quarter Key | The year and the quarter of the date in a display format such as 201201. | |
Full Quarter Desc | The quarter of the date in a display format such as Q1/2012. | |
Quarter Key | The quarter of the date in a display format such as 1. | |
Quarter Desc | The quarter of the date in a display format such as Q1. | |
Year Key | The year of the date in number format such as 2012. | Use this field when filtering by year. |
Year | The year of the date in string format such as 2012. | |
Fiscal Month Key | The fiscal month of the date in number format such as 2 for February. | This field is useful when you want to sort by month. |
Fiscal Full Month Key | The fiscal year and the month in a number format such as 201202. | |
Fiscal Full Quarter Key | The fiscal year and the quarter of the date in a display format such as 20121. | |
Fiscal Full Quarter Desc | The fiscal year and and the fiscal quarter of the date in a display format such as Q2/2012. | |
Fiscal Quarter Key | The fiscal quarter of the date in a display format such as 1. | |
Fiscal Quarter Desc | The fiscal quarter of the date in a display format such as Q1. | |
Fiscal Year Key | The fiscal year of the date in number format such as 2012. | Use this field when filtering by fiscal year. |
Fiscal Year Desc | The fiscal year of the date in string format such as 2012. | |
Date Filter | Used to filter report results by date. |