Differences

This shows you the differences between two versions of the page.

--- electronic_resources_invoicing_in_aleph [2010/10/25 15:11]
cturner
+++ electronic_resources_invoicing_in_aleph [2011/01/03 21:15]
hdeirdre
@@ Line 3: / Line 3: @@
 ===== 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.
-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.
-/ 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.
-/ 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.
-/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.
@@ Line 37: / Line 38: @@
 •Note: Library Business Office staff enter an alpha character in the first position of this field once they decide which accounts payable purchase order to use to pay invoice via PeopleSoft.
-Add line items to invoice 6/ Click Line Items node.
+* Add line items to invoice. Click Line Items node.
-/ In upper pane, click Add.
+* In upper pane, click Add.
-/ The “Get Order” window appears. Use Index and Index Text to search by Order Number (Innopac order numbers are indexing in this field)
+*  The “Get Order” window appears. Use Index and Index Text to search by Order Number (Innopac order numbers are indexing in this field)
-/ Click the icon with three dots next to Index Text field to view Order Index.
+*  Click the icon with three dots next to Index Text field to view Order Index.
-/ Select the order number from the Order Index
+*  Select the order number from the Order Index
-/ The 1. Line Item tab appears in lower pane. Enter information as follows:
+* The Line Item tab appears in lower pane. Enter information as follows:
-•Vendor code (entered automatically based on code in general invoice)
+    •Vendor code (entered automatically based on code in general invoice)
-•Net amount: enter actual cost from invoice
+    •Net amount: enter actual cost from invoice
-•Added amount: system automatically calculates this by adding shipment and discount amount from general invoice; it distributes them to individual line items on invoice.
+    •Added amount: system automatically calculates this by adding shipment and discount   amount from general invoice; it distributes them to individual line items on invoice.
-•Total amount: automatically calculated to include net amount and added amount.
+    •Total amount: automatically calculated to include net amount and added amount.
-•Number of units: verify that the number of copies ordered is the same as the number received and invoice. By default, this is the number of copies ordered.
+    •Number of units: verify that the number of copies ordered is the same as the number received and invoice. By default, this is the number of copies ordered.
-•Debit/Credit: select debit if paying for item or credit if vendor is issuing credit/refund.
+    •Debit/Credit: select debit if paying for item or credit if vendor is issuing credit/refund.
-•Invoice number: automatically completed based on information in general invoice.
+    •Invoice number: automatically completed based on information in general invoice.
-•Estimated price: populates automatically from value in the 4. Quantity and Price tab of Order Form.
+    •Estimated price: populates automatically from value in the 4. Quantity and Price tab of Order Form.
-•Currency: defaults to USD
+    •Currency: defaults to USD
-•Note: can enter a note up to 60-characters long
+    •Note: can enter a note up to 60-characters long, but the Business Office uses this field for their notes- do not populate
-•Order completely invoiced: select this box if order completely invoiced. Clear this box if the order is not complete (e.g., if two have been ordered and one h as been invoiced).
+   •Order completely invoiced: select this box if order completely invoiced. Clear this box if the order is not complete (e.g., if two have been ordered and one h as been invoiced).
-•Click Refresh and review updated information (correct any errors then click refresh again).
+   •Click Refresh and review updated information (correct any errors then click refresh again).
-•Click Add to add line item to general invoice. If material has not been noted as arrived, a prompt will appear with the option to arrive the item.
+   •Click Add to add line item to general invoice. If material has not been noted as arrived, a prompt will appear with the option to arrive the item.
-•Click yes to note the order’s arrival in the system.
+    •Click yes to note the order’s arrival in the system.
-/ Repeat the steps above until every order listed on the invoice has been entered.
+* Repeat the steps above until every order listed on the invoice has been entered.
-Paying for Serials If you are paying for serial records there are additional steps.
+* Paying for Serials If you are paying for serial records there are additional steps.
-•You need to uncheck the box that says “Check Subs. Date Overlap”.
+ •You need to enter subscrption term.
-•Specify which volume, year, or parts you are receiving by adding that information in the Notes field.
+ • (Helpful) Specify which volume, year, or parts you are receiving by adding that information in the Notes field.
-Then 13/ When all orders are entered, the total amounts for the General Invoice and the Line Item fields should match. Click Close to close the invoice.
+Then when all orders are entered, the total amounts for the General Invoice and the Line Item fields should match. Click General invoice to double check amounts, and close invoice.
-/ Compare vendor information on invoice to information on the lower portion of the screen. If it’s different from the printed invoice, put a note on the invoice so Library Business Office staff can check on discrepancy and send paperwork to vendor if needed.
+*  Compare vendor information on invoice to information on the lower portion of the screen. If it’s different from the printed invoice, put a note on the invoice so Library Business Office staff can check on discrepancy and send paperwork to vendor if needed.
 Payment Tab The 2.Payment Tab does not have to have any fields changed for any invoices being input with the exception of Credit Card payments (See: CREDIT CARD EXCEPTION.