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    5. API Invoicing Workflow and Options

    API Invoicing Workflow and Options

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    1. Rialto Invoicing 
      1. Ebook Firm Order Workflow 
      2. DDA Order Workflow 
      3. Consolidated Invoicing 
      4. Rialto Features Available for API Invoicing Customers 
      5. Invoicing Options for API Invoicing 
        1. Invoice Grouping Rules 
          1.  Frequency 
          2. Purchase Types  
          3. Additional Options to Separate Invoices 
        2. Alma Invoice Options 
          1. Mark Invoices as Paid in Alma 
        3. Email Notification Options 
          1. PDF Invoice Email 
          2. Order Email Notification 
          3. Access Email Notification  
          4. Cancelled Item Notification  
          5. Price Check Threshold Email Notification 
      6. FAQ 

    Rialto Invoicing 

    Rialto is currently supported by two separate invoicing systems: EDI and API invoicing.  

    API invoicing is a newer infrastructure change that currently only supports Ebooks, meaning customers can move over their Ebook firm orders and Ebook DDA programs to API invoicing. All print must stay on the EDI invoicing system. Currently, there is no timeline on merging print and electronic on the same invoicing system.  

    There is no setup needed by the customer for API invoicing, all configurations will be completed by Clarivate.  

    Ebook Firm Order Workflow 

    API invoicing uses the Alma API to load Clarivate invoices to Alma. Once Clarivate generates the PDF invoice, Rialto will call the Alma API to load invoice data to Alma. This is faster than EDI since there is no wait for the import profile to run. The API invoicing system can also request the MARC record as soon as we receive confirmation from the provider, which increases the speed of activation since we do not need to wait for an invoice to be generated.  

    The PDF invoices are available in Clarivate’s Invoice Portal, which is the same system where ProQuest Platform subscriptions and Ebook Central direct invoices are loaded and is in a similar, standardized format.  

    DDA Order Workflow 

    If a DDA purchase is initiated by a DDA platform, the API invoicing system will automatically create a POL in Rialto for the DDA order using the Ordering Library and Fund Code values originally set on the title when added to the Rialto DDA Pool. The API system will also send the purchase for invoicing though the same pathway as Ebook firm orders, which allows us to combine DDA sales with Ebook firm orders on the same invoice if desired. Once the PDF is generated, Rialto will call the Alma API to load invoice data to Alma.   

    Consolidated Invoicing 

    API invoicing allows us to consolidate multiple platforms on the same invoice, which can greatly reduce the quantity of invoices to process. Due to this enhancement, the API invoicing system does not generate “Consolidated invoicing” reports that summarizes all the invoices generated during the month. If you currently get consolidated invoicing reports, we recommend that you try weekly invoices with all platforms together as an alternate option.  

     

    Rialto Features Available for API Invoicing Customers 

    Ebook Central upgrade pricing and purchasing from Rialto is only available for customers who have moved to the API invoicing system. Upgrade pricing also includes any valid upgrade discount pricing.  

    DDA Pool deletes from the Rialto UI for Ebook Central and JSTOR DDA is only available for API invoicing customers.  

    Invoicing Options for API Invoicing 

    Invoice Grouping Rules 

    Our recommended default invoice grouping includes all platforms, funds, and purchase types together, with no maximum number of invoice lines. However, we also offer the following options:  

     Frequency 
    • Daily 
    • Weekly (delivered on Mondays) 
    • Monthly 
    Purchase Types  

    All purchase types can be on the same invoice or split out as desired. For example, Ebook and Upgrades could be on the same invoice, while your DDA purchase types (Autopurchase, STL, ATO Loan, ATO Purchase) could be on a separate invoice. 

    • Ebook 
    • Upgrade  
    • Autopurchase 
    • STL  
    • ATO Loan  
    • ATO Purchase  
    Additional Options to Separate Invoices 

    Only one option below can be selected at a time. If you have more complicated invoicing requirements, please consult with customer service to see what options might work for you.  

    • Fund Code 
    • Provider Alma
    • PO/ERP Number 
    • Maximum Invoice Total  
    • Maximum Invoice Lines 
    Alma Invoice Options 
    Mark Invoices as Paid in Alma 
    If you chose to mark invoices as paid in Alma, the system will update Payment Status as “Paid” and Payment Date when we receive payment for that invoice. These fields are in the Invoice Details under the Payment Information section. This setting does not change the status of the invoice itself.  

    The benefit of this feature depends on your invoice workflow. For example, if you mark the invoice as paid and close out the invoice as part of your payment workflow, then this may not be necessary. If you wait to close an invoice until the vendor has received payment, this feature enables you to check for that status directly in Alma instead of verifying in another system. 

    Email Notification Options 
    PDF Invoice Email 

    The PDF Invoice email will send whenever a new invoice is created and PDF invoice will be attached to the email. This email is sent by the Invoice Portal system and will also be available in the Invoice Portal inbox.  

    The customer will not receive this email if the invoice has a $0 balance on the invoice (i.e. for credit memos or deposit paid invoices).  

    Order Email Notification 

    Order emails are sent when the order is received, which is potentially before the order is fulfilled. This will send for both orders from the Rialto cart as well as DDA orders initiated by the platform.  

    Timing options: 

    • Daily with all providers together (Default)  
    • Twice a day 
    • Per item ordered 
    Access Email Notification  

    Access emails are sent once the purchase has been fulfilled and include the access URL for the item. The email subject is “Ebook Access Notification” 

    Timing options for access emails: 

    • Daily list ordered by provider (Default) 
    • Daily list with separate emails per provider 
    • Per item ordered 
    Cancelled Item Notification  

    Cancelled emails are sent when an order has been cancelled by either the provider or the customer and includes the reason for cancellation.  

    Price Check Threshold Email Notification 

    Price check threshold email is sent when the fulfillment price of an item is 20% over list price. At the point that we get the price the item is already purchased so the notification will let you know the item was more expensive than when ordered and give you the opportunity to request a refund through customer service.  

    20% is the system default, but you can request a different percentage or choose to use a flat amount in your local currency such as 10 GBP.  

    FAQ 

    Do I need to move all purchase models over to API invoicing at once? 

    • We recommend starting with only moving your Ebook firm orders over and then moving DDA at a later time. Please note that print must stay on EDI invoicing.   

    If I want to move to API invoicing, what do I do? 

    • Please contact your CWSC or Rialto Support to initiate the process.  

     

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