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invoice_processing_workflow [2019/01/07 12:20]
127.0.0.1 external edit
invoice_processing_workflow [2020/07/01 12:50] (current)
sstangroom [Credit Card Processing]
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-==== CREDIT CARD EXCEPTION ​==== +==== Credit Card Processing ​==== 
-For credit card statements, the **invoice number** will be the card holder’s initials, the letters "​CC",​ plus the last 8 digits of the authorization number for that transaction from the credit card statement (example: ​JBCC25478593). Whether you use upper case or lower case for your initials, ​please ​be consistent. ​+ 
 +=== - Use the Paperless ProCard Processing Procedures with the Aleph Credit Card Procedures below - === 
 + 
 +=== Paperless Invoice Processing Procedures === 
 +[[https://​umass.box.com/​s/​5f30e5pfpa4iba03adztjf9cp8mk1d7p|Paperless ProCard Statement Processing]] 
 + 
 +=== Aleph Credit Card Procedures === 
 + 
 +For credit card statements, the **invoice number** will be the card holder’s initials, the letters "​CC",​ plus the last 8 digits of the authorization number for that transaction from the credit card statement (example: ​SASCC25478593). Whether you use upper case or lower case for your initials, be consistent. ​
  
 Consider each transaction a separate invoice. Consider each transaction a separate invoice.
  
-Type in the **vendor code** for each transaction. ​ In some cases the vendor has his own vendor code in Aleph i.e. AMZN (Amazon). ​ In other cases the vendor code may be "​Procard - Acq" for those vendors we will only use once.  The full name of the vendor is in the vendor contact field in the vendor tab of the order record.+In Aleph, type in the **vendor code** for each transaction. ​ In some cases the vendor has his own vendor code in Aleph i.e. AMZN (Amazon). ​ In other cases the vendor code may be "​Procard - Acq" for those vendors we will only use once.  The full name of the vendor is in the vendor contact field in the vendor tab of the order record.
  
-**Invoice date** = the date of the credit card statement.+**Invoice date** = the date of the credit card statement, for example, 6/15/2020.
  
 **Type** = CC (Credit card) **Type** = CC (Credit card)
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 Input all orders being paid on each transaction. Input all orders being paid on each transaction.
  
-Because our procard is actually a prepaid ​debit card, these transactions are considered already paid.  Therefore, the **Payment Tab should be set to "​P"​** and the** Approving Dept. will be "​2"​.**+Because our procard is actually a prepaid, these transactions are considered already paid.  Therefore, the **Payment Tab should be set to "​P"​** and the** Approving Dept. will be "​2"​.**
  
 **FRAUD--** If your procard gets used fraudulently you will need to call the customer service number for the card and report it. You will get a new card in a few days from the office in Goodell. It is good practice to notify the Business office and the Procard office when this happens. The card company will probably have some forms that need to be filled out and you will have to notify vendors of your new card number when you get it. In Aleph when you do your monthly procard statement you do not record these fraudulent charges anywhere. You will add a piece of paper in your receipt pile that says something like "FRAUD charge"​ so that the receipts match the statement. **FRAUD--** If your procard gets used fraudulently you will need to call the customer service number for the card and report it. You will get a new card in a few days from the office in Goodell. It is good practice to notify the Business office and the Procard office when this happens. The card company will probably have some forms that need to be filled out and you will have to notify vendors of your new card number when you get it. In Aleph when you do your monthly procard statement you do not record these fraudulent charges anywhere. You will add a piece of paper in your receipt pile that says something like "FRAUD charge"​ so that the receipts match the statement.
  
 ====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 === 
- +[[https://umass.box.com/s/​pakk7v5ime3sw6fniim54k7500f73btm|Paperless Invoice Processing]]
-•Stamp invoice/credit "​approved"​ and write your initials and date approved on both copies of the invoice  +
- +
-•“Approved” stamps should be placed on the page of the invoice which has the total, near the total if possible. +
- +
-•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.+=== Things to Keep in Mind ===
  
-•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.  ​
  
-•Proforma or special fund invoices should be clearly marked at the top of the invoice or with a note attached to the invoice.+• Proforma or special fund invoices should be clearly marked at the top of the invoice or with a note attached to the invoice.
  
-•All foreign invoice totals must be converted to U.S. dollars. ​ If you’re not sure, ask for help before entering into Aleph. ​ All copies must have the U.S. dollar amounts written on them.  Remember: ​ some vendors use their own rates of conversion and show that on the invoice. ​ If only foreign currency is used, use online conversion site to ascertain correct dollar amount for the day the invoice was issued. ​ Print out this online conversion and attach to invoice when sending to the Business Office.+• All foreign invoice totals must be converted to U.S. dollars. ​ If you’re not sure, ask for help before entering into Aleph. ​ All copies must have the U.S. dollar amounts written on them.  Remember: ​ some vendors use their own rates of conversion and show that on the invoice. ​ If only foreign currency is used, use online conversion site to ascertain correct dollar amount for the day the invoice was issued. ​ Print out this online conversion and attach to invoice when sending to the Business Office.
  
  
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 ==== Procedures for Library Business Office Staff ==== ==== Procedures for Library Business Office Staff ====
-•Run SQL query to retrieve invoices by specific ALEPH paid date and invoice status.+• Run SQL query to retrieve invoices by specific ALEPH paid date and invoice status.
  
-•Locate PeopleSoft vendor code and compares vendor information on invoice with vendor information in ALEPH invoice record, correcting information if necessary.+• Locate PeopleSoft vendor code and compares vendor information on invoice with vendor information in ALEPH invoice record, correcting information if necessary.
  
-•If the invoice cannot be sent through for payment because there is no PeopleSoft vendor code or other incorrect information,​ Business Office staff will change the invoice status from “N” to “A.” ​ Once the problem is fixed, they will change the status to “Y” and get the invoice into the appropriate AP batch.+• If the invoice cannot be sent through for payment because there is no PeopleSoft vendor code or other incorrect information,​ Business Office staff will change the invoice status from “N” to “A.” ​ Once the problem is fixed, they will change the status to “Y” and get the invoice into the appropriate AP batch.
  
-•If the invoice is ready to be paid, Business Office staff enter the appropriate PeopleSoft alpha character into the first position of the Note field in the General Invoice record.+• If the invoice is ready to be paid, Business Office staff enter the appropriate PeopleSoft alpha character into the first position of the Note field in the General Invoice record.
  
-•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.
    
  
  --- //​[[stangroom@library.umass.edu|Primary contact: Scott Stangroom]]//​  --- //​[[stangroom@library.umass.edu|Primary contact: Scott Stangroom]]//​
  
invoice_processing_workflow.1546881608.txt.gz · Last modified: 2019/01/07 12:20 by 127.0.0.1
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