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  1. Open Innovative Sierra:
  2. Enter Your User Name and Password:

    1. User Name:  (your designated user name in Sierra which is assigned to you)
    2. Password:  (your designated set-up password)
  3. Select “PaY AN INVOICE” from r.h. column 

    1. This will give you a list of invoicing sessions.  Double click on a free pay file.   Generally we try to use the even numbered pay files for monographs and the odd numbered pay files for serials.

  4. You will get a list of options.
    1. Click on Warn if the item has not been received?
    2. Click on Prompt for note for each line item?

    3. Then click on OK
  5. You will get the following screen.

  6. Key in the invoice number, invoice date & and the items listed on the invoice.

    1. Enter Invoice #:  

      1. Must not contain spaces (hyphens, underlines, slashes are ok)
      2. If no Invoice #, create one using date such as 12242014
    2. Enter Date
    3. Enter Foreign Currency if other than US$:
      1. Calculate exchange rate if foreign rate and US$ are both indicated on invoice or use exchange rate in currency formula if no rate is indicated.
      2. At end of processing you can check US$ Total by selecting “Local” button (upper r. h. side)
        1. Write Pay US $ amount on Invoice next to Total
        2. Return to Foreign Currency  (upper r.h. side)
    4. Enter Record #
      1. If no record #, return Invoice to appropriate acquisitions department
        1. Complete “Invoice Needs Further Review” sheet 
      2. Continue entering each record #

        To CANCEL an Invoice:

        • $ amount must be entered
        • Click on Cancel               
    5. Add shipping/service charge

    6. Type in Total

  7. When invoice adds up correctly hit Finish.

  8. Write your initials and the date processed at the bottom of the invoice

INVOICE PROCESSING

*1 copy of each Invoice

*Staple Amount Due/Total Due page on top

*Only process Invoices – NOT – Packing Slips, Statements, or Subscription Reminders

******All Invoices (monographs and serials) must be approved to process, if not, return to appropriate department with “Invoice Needs Further Review” sheet completed.

  1. Items that MUST coincide with Invoice:

    1. Vendor
    2. $ in account (price) 
    3. Received date (if monograph)
  2. In note section, type specifics to record
    1. Year, volume, no., etc.
  3. Select New Invoice to process another invoice. 

  4. When finished invoicing:
    1. Click Quit
    2. Group all invoices together
    3. Write “Pay File #” (line# that you entered invoices in) on separate paper and place on top of invoices
    4. Place in wire basket

INVOICING SITUATIONS:

  1. To check record #
    1. Type lower case o then record #
    2. If uncertain about last digits of record # (if less than 8 digits), type o, then digits of the record # followed by the letter “a” for any #
  2. If record # is cancelled, click OK then clickSummary tab.

  3. Copy record # with the” g” status
  4. Remove line with wrong record #

    1. $ amount must be filled in

    2. Right click record line and click on Remove Line

    3. Type new record #

    4. Copy new record # on invoice

This prompt indicates that you have already used this record #.  You may use the # again, or you may add to duplicate record #, changing $ amount and place description in “Note” section.

This prompt indicates that record # has been entered in another invoice and will be available after posting.

Editing An Invoice

 

  1. If you need to edit an invoice, click on pay line that invoice has been processed in

    1. Highlight invoice that you want to edit

    2. Click on Edit to open invoice

    3. Make changes and close invoice following prompts

  2. When processing a monograph, you may receive prompts such as Order Not Received or Item partially paid. This indicates that a series of volumes are on order.

  3. Indicate which series is in this invoice by adding * in notes prior to explanation.  

    This prompt indicates that the invoice has been paid.  Double check all information for duplication, press Return to Session and follow prompts to cancel Invoice.

ENTERING AN INTERNAL NOTE IN A RECORD #

  1. Open record # from main screen (may have to click on “Up one level” before entering record#)
    1. Place cursor at end of last sentence before where you want to enter your note
    2. Click “Enter” and you will be given a line to enter your note indicated by a ?
    3. Type “z” and “Int. Note” will appear
    4. Type your note
    5. At end of note, add acct/your initials/date
  2. Click on X in upper right hand corner to exit from screen

  3. This prompt will occur – Select Yes to save notes.

CREDIT MEMO INVOICES

  1. Add CR before Invoice #
  2. Double-check record # to be certain that credit hasn’t already been deducted
  3. $ amount must be a negative (-) amount
  4. Total must be a negative (-) amount (indicated in red)
  5. Finish processing according to invoice guidelines.

SUSPENDING AN INVOICE

At times you may have to stop processing an invoice and save current work

Click on Suspend - This will save your invoice in a pay file line (noted in red) and you will be able to open it again by editing the pay file line.

IMPORTING INVOICES

Use this program to download serial electronic invoices.  MUST HAVE HARD COPY OF INVOICE THAT HAS BEEN SIGNED OFF ON.

  1. Select “Import Invoice” in Function dialog box
  2. Double-Click  Get Shipment

  3. On the next screen:

    1. Select “Serials Invoice” and select FTP

  4. Host – select from drop-down box (check vendor instructions)
  5. Select Connect
  6. User and Password are provided by the vendor – refer to their instructions.
  7. Click OK
  8. Select Transfer type: ASCII
  9. Highlight File Name (found in the email notification)

  10. Click ←Get
  11. This will take you to the list of electronic invoices awaiting acceptance.   A box will appear telling you that the FTP is finished.  Hit “ok” to get rid of the box.

  12. If you have the paper copy of the invoice containing the approval signature, you can go ahead and process the invoice on Sierra.

  13. Once downloaded, invoices will appear in Accept/Reject tab in Importing Invoices and can be retrieved from there.

  14. Go to the invoice # column and Highlight Invoice # that matches the invoice that you have in hand. click Select
  15. The electronic copy of the invoice will appear on the screen.  Make sure that the invoice number and date match the invoice that you have in hand.

  16. Each order record number on the invoice is listed in the “Record Number” column on the left side of the screen. Double click the record number and review the information for that order.  Make sure that the information on the electronic invoice matches the information on the paper copy.  Go through the entire list of record numbers before processing the invoice.

  17. Verify that the title matches the invoice.  If not, check that the correct record number was entered
  18. Check the status:

    1. STATUS “C” – On Order

    2. STATUS “D” – Already been paid – Possible duplicate billing.   Put on spreadsheet (see below)

    3. STATUS “G” – will have multiple payments, irregularly published.  Check that there is no duplication of payments

    4. STATUS “Z” – Canceled.  Go ahead and pay it but put it on the spreadsheet (see below)

  19. Check pricing 
    1. If encumbered price is way different than the actual cost – add that record information to the credits due spreadsheet below (see below).

  20. If SKIPS appear and record # is genuine, they need to be reentered into pay-file line #1 using same Invoice # and date.  All CANCELS (status Z) must be paid on invoices. Open the record # and make note of when cancellation occurred then enter information into a spreadsheet and send to Joe Marino and Cheryl Stojak, copying Kathryn Beach.

  21. Click on Process to complete invoice.
  22. Invoice will appear in Pay File #1

  23. Initial and put a sticky on it with “Pay file  #1 ready to post”.  Place in posting basket on the student work table.