Policies and Procedures
Technical Services
Document: Processing Electronic Invoices for Approvals
Date: Rev. 5/21/03
Effective: Immediately
Revised by: CPD
Menu Access:
Order and Receiving Subsystem (O)
Additional Ordering and Receiving Functions (A)
Process data from book/serial vendors (P)
Accept/Reject charges for items received (A)
- The screen will list all invoices in the electronic file. Select the line number for the invoice you are working on.
- Use which pay file ? 2 (monographs)
Change invoice date provided by vendor? -- no
Check for updates that have not yet completed -- yes
Display previous payments made for items on the invoice -- yes - The system then checks and marks any invalid lines with an asterisk. It will provide the total number of invalid lines at the bottom of the screen. Press Space to continue.
- For approvals, check to see that the invalid lines match the rejected titles as indicated by ACQ. As you review the lines, make a note of the line numbers. If you need to see the entire line, select the line no.
- Reject items (R). In the space provided, enter the line numbers of the titles being rejected. See examples on screen -- 1-2, 4-5, 6, 7 etc.
- Press Return. The system will now change the action on each of these lines to "reject".
- All other items should already be marked accept based on work done in ACQ. Quit (Q) which will take you back to the invoice selection screen. Select the same invoice again for final processing.
- Process invoice (P)
Change their status to "2" (C)
Do not set rdate (D) - The system will process the invoice and give you the total amount of the invoice to be paid. Press SPACE to continue. Continue processing invoices or quit from the system (the invoice that was just processed will no longer appear on the screen.