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electronic_resources_invoicing_in_aleph [2010/10/25 15:06] cturner |
electronic_resources_invoicing_in_aleph [2010/10/25 15:15] cturner |
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| ===== Vendor and Invoice Information ===== | ===== Vendor and Invoice Information ===== | ||
| - | On the INVOICE BAR, click the icon next to the first field to view the vendor list and select a vendor or type in the vedor code if known. | + | - On the INVOICE BAR, click the icon next to the first field to view the vendor list and select a vendor or type in the vedor code if known. |
| In the adjacent field, enter the invoice number just as it appears on the invoice with any letters, spaces or slash marks and click the blue arrow. | In the adjacent field, enter the invoice number just as it appears on the invoice with any letters, spaces or slash marks and click the blue arrow. | ||
| - | If there is no invoice number, enter your initials then the date you enter the invoice into ALEPH as a 9-digit invoice number (and if you receive multiple invoices that do not have numbers from the same vendor on the same date, add the letter A, B, etc., to the end of the 6-digit code – example: HD022207A) | + | - If there is no invoice number, enter your initials then the date you enter the invoice into ALEPH as a 9-digit invoice number (and if you receive multiple invoices that do not have numbers from the same vendor on the same date, add the letter A, B, etc., to the end of the 6-digit code – example: HD022207A) |
| If you are inputting a credit card purchase go to CREDIT CARD EXCEPTION for more information. | If you are inputting a credit card purchase go to CREDIT CARD EXCEPTION for more information. | ||
| - | 3/ Click “Yes” to activate the two-tabbed General Invoice form in the upper pane. | + | - Click “Yes” to activate the two-tabbed General Invoice form in the upper pane. |
| - | 4/ The General Invoice Form displays. This summarizes information about line items and the overall invoice. | + | - The General Invoice Form displays. This summarizes information about line items and the overall invoice. |
| - | 5/Click the 1. Invoice tab. Both the database list and Aleph need to be checked to make certain we are paying the correct vendor, the correct amount, and for the correct subscription period. Also, check that the vendor information in the ALEPH order matches the invoice. Then enter the following: | + | - Click the 1. Invoice tab. Both the database list and Aleph need to be checked to make certain we are paying the correct vendor, the correct amount, and for the correct subscription period. Also, check that the vendor information in the ALEPH order matches the invoice. Then enter the following: |
| - | •Net Amount(mandatory): enter the subtotal of the invoice | + | * Net Amount(mandatory): enter the subtotal of the invoice |
| - | •Shipment amount: enter shipping and handling charges, if applicable | + | * Shipment amount: enter shipping and handling charges, if applicable |
| - | •Discount amount: enter if discount applied to entire invoice | + | * Discount amount: enter if discount applied to entire invoice |
| - | •Total amount (mandatory): sum of (net amount + shipment+ overhead+ insurance) less any discount. this is calculated automatically when window refreshed. | + | * Total amount (mandatory): sum of (net amount + shipment+ overhead+ insurance) less any discount. this is calculated automatically when window refreshed. |
| - | •Type (mandatory): used for define several types of invoices or budgets sources from which invoice is paid. Most often electronic resource is used. | + | * Type (mandatory): used for define several types of invoices or budgets sources from which invoice is paid. Most often electronic resource is used. |
| REG = regular (anything that does not fall into categories below) PRO = proforma (prepayments before shipment made) ADJ = adjustment (supplemental charges typically for subscriptions) DEP = deposit account CC = credit card CRE = credit note REI = reimbursement (to be used when we receive reimbursement where we share the cost of a resource with another institution) ER = electronic resource END = endowment FOL = Friends of the Library (add this value) ILL = Interlibrary Loan • Status (Mandatory): 99.9% of the time er will use complete. | REG = regular (anything that does not fall into categories below) PRO = proforma (prepayments before shipment made) ADJ = adjustment (supplemental charges typically for subscriptions) DEP = deposit account CC = credit card CRE = credit note REI = reimbursement (to be used when we receive reimbursement where we share the cost of a resource with another institution) ER = electronic resource END = endowment FOL = Friends of the Library (add this value) ILL = Interlibrary Loan • Status (Mandatory): 99.9% of the time er will use complete. | ||
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| •Run a query or manually set the invoice payment status to P (paid) and Approval Department to Approval 2-Business Office. | •Run a query or manually set the invoice payment status to P (paid) and Approval Department to Approval 2-Business Office. | ||
| - | Primary contact: Heather Deirdre | + | //[[hdeirdre@library.umass.edu|Primary contact: Heather Deirdre]]// |
