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invoice_processing_workflow [2014/01/31 18:30] hdeirdre [ALEPH Invoice Processing] |
invoice_processing_workflow [2020/07/01 14:09] sstangroom [Sending Invoices to the Business Office for payment] |
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| Invoicing is a multi-step process in ALEPH. | Invoicing is a multi-step process in ALEPH. | ||
| - | === Prepareing an Invoice for Processing === | + | === Preparing an Invoice for Processing === |
| • Search for the item in Aleph. Use title, issn, isbn, order number, etc. to find the item. | • Search for the item in Aleph. Use title, issn, isbn, order number, etc. to find the item. | ||
| - | * If an individual bib.record for a volume or edition in an eBook series is not found in Aleph, determine whether or not there should be a bib. record in Aleph. If a bib. record //should// be in Aleph, and these records are not imported by ILS (Ron), then you will need to export a bib. record from OCLC. | + | * If an individual bib. record for a volume or edition in an eBook series is not found in Aleph, determine whether or not there should be a bib. record in Aleph. If a bib. record //should// be in Aleph, and these records are not imported by ILS (Ron), then you will need to export a bib. record from OCLC. |
| • Identify the correct order number to make the payment on. Sometimes a new order needs to be created (i.e. change in vendor, type of subscription) | • Identify the correct order number to make the payment on. Sometimes a new order needs to be created (i.e. change in vendor, type of subscription) | ||
| • Check to make sure that payment has not already been paid for this item. If it has the vendor will need to make an amendment, and re-issue the invoice. | • Check to make sure that payment has not already been paid for this item. If it has the vendor will need to make an amendment, and re-issue the invoice. | ||
| - | • Verify that there is a current encumberance. If not, you will need to encumber funds, choose the appropriate budget code, and add the budget. | + | • Verify that there is a current encumbrance. If not, you will need to encumber funds, choose the appropriate budget code, and add the budget. |
| • Write order number and vendor code on the invoice. | • Write order number and vendor code on the invoice. | ||
| * If you are paying for an eBook standing order you may need to update the holdings in the holdings record in Aleph. Also, it may be necessary to set the holdings in World Cat. | * If you are paying for an eBook standing order you may need to update the holdings in the holdings record in Aleph. Also, it may be necessary to set the holdings in World Cat. | ||
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| ====Sending Invoices to the Business Office for payment ==== | ====Sending Invoices to the Business Office for payment ==== | ||
| - | •Each invoice must have 2 copies. | + | === Paperless Invoice Processing === |
| - | •Stamp invoice/credit "approved" and write your initials and date approved on both copies of the invoice. | + | [[Link to Paperless Invoice Processing]] |
| - | •“Approved” stamps should be placed on the page of the invoice which has the total, near the total if possible. | + | === Things to Keep in Mind === |
| - | + | ||
| - | •Place invoice in appropriate paid box in Acquisitions. | + | |
| - | + | ||
| - | •Photocopies should: | + | |
| - | + | ||
| - | * Be clear/readable | + | |
| - | + | ||
| - | * Show pertinent information (amount, date, name, etc.) | + | |
| - | + | ||
| - | * Be reduced to letter size if necessary | + | |
| - | + | ||
| - | •Invoice copies should be stapled (not paper clipped) with the original on top. | + | |
| •If for any reason there is a problem with the invoice, write a note on a "post-it" rather than the invoice. It’s confusing to see a marked up invoice and difficult to determine if the invoice should be paid in full or in part. | •If for any reason there is a problem with the invoice, write a note on a "post-it" rather than the invoice. It’s confusing to see a marked up invoice and difficult to determine if the invoice should be paid in full or in part. | ||
