The Ohio State University Libraries
Policies and Procedures
Technical Services

Document: Continuation Invoice Processing

Date: rev. 5/21/03

Effective: Immediately

Revised by: CPD

Background:

All continuation invoices are processed on OSCAR as follows.

Menu Access:

Order and Receiving Subsystem (O)
Process Invoices (I)
          enter initials and password

Which pay file?

          pay file 1 -- Serials Account Clerk
          pay file 2 -- Monograph Account Clerk
          pay file 3 -- Accounting Section Supervisor (special invoices and all other fund adjustments)
          pay file 4 -- cancellations

You may receive this message:
          Previous batch of invoices, with xxx line-items, has not been posted
          Post it, Key more items, or Quit (P/K/Q) — answer K

Are any of the invoices in foreign currency (y/n)
Use paid date as the date item received? No
Do you want a warning if item has not been received? No

Invoice Processing:

1. Invoice number -- use complete number on the invoice. If no invoice number is given, a number is constructed using the date of the invoice. If there is no invoice number and no invoice date, a number is constructed using the date the invoice is being keyed into OSCAR. The number should be recorded on the invoice in the upper right hand corner.
2. Invoice date -- date on the invoice
3. Purchase order number -- key the purchase order number beginning with the first line item on the invoice. The system will display a shortened version of the record including the payment history for review.
4. Check the following fields:
   1. Acq type -- pay only if the value is "p"
   2. Status -- do not pay if the status is "z" for cancelled. However, payment can be made on cancelled titles if the item was received before the cancellation took effect. A note will appear on OSCAR asking if it is okay to pay on a cancelled record. Respond Yes if you want to continue the payment process.
   3. Vendor code -- is the invoice from this vendor? If there has been a dealer change, check the effective date of the change. If the item billed is before the dealer change, the invoice can be processed on this record. If the item billed is after the dealer change, it should be from the new vendor and should be processed on the new record for the title from that vendor. If the item billed conflicts with the dealer change effective date, the item may be a duplicate. Do not process the invoice at this point.
5. Amount -- individual line item price excluding any service charges or shipping
6. Notes -- enter completed information in this field concerning volumes or time period billed, number of titles on a blanket order billing, author/title in some cases and any additional information such as added charge for items previously billed.
7. Press return and enter the next order number. Continue keying each order in the same manner until all orders listed on the invoice are reflected. When all records are keyed, press return (without keying in another order number).
8. Service charges or discounts: if applicable, type in the amount (negative for a discount) and press return. If not applicable, press return.
9. Shipping charges: type in the cost of shipping if applicable and press return. The system will prorate the shipping costs to each line item. If no shipping charges, press return.
10. Invoice total -- key invoice total. If the total of the individual lines does not agree with the total, the system will respond with that information. Review the invoice for any mistakes or discrepancies and correct until the totals match.
11. Review the invoice for any problems. Individual lines can be revised or deleted to correct problems. If the information was keyed in U.S. dollars, press return.
12. Add to the database? Yes

Currency conversion:

1. If the invoice is not in U.S. currency, a currency conversion must be done (enter C for convert).
2. Type in the currency code for the currency listed on the invoice. If the currency being used is not one encoded in the system, check the exchange rate table on the TS Web page to determine the conversion rate.
3. The OSCAR currency table only provides for 5 positions in the exchange rate. If the currency requires more than 5 digits, that rate should be keyed in manually which allows more than 5 digits. A discrepancy can be taken from or added to the shipping costs to compensate.
4. If the vendor has used both the U.S. price and the foreign currency, the exchange rate used on the invoice should be figured and used as the exchange rate in lieu of the one in OSCAR so that the amount as indicated in US dollars is the amount paid. In essence, where possible we want to pay the exact amount in US dollars as indicated by the vendor to avoid later payment problems.
5. Once the conversion is done and the invoice totals match correctly, the invoice can be processed. The exact conversion rate used should be noted on the invoice along with the keyer's initials and the date processed in OSCAR.
6. If the invoice indicates that payment must be submitted in the vendor's currency, the invoice is forwarded to Accounting Section Supervisor for requesting a bank draft.

Miscellaneous

1. Completed invoices are forwarded to AP Liaison Account Clerk for entry in the Excel ledger and submission to Accounts Payable.
2. Regular invoices are filed in the appropriate files in ASA.

Return to Accounting Documentation menu. Return to SRI Department Home Page. Page last modified: 8 November 2011

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