Manual Invoice Creation
Create Invoice Header:
- Click Invoices in the left task bar.
- Click: Add Invoice in dropdown menu.
- Add invoice number, or Auto generate if no invoice number provided
- Record the auto generated invoice number on the invoice
- Add Vendor ID; use the widget to the right to search all vendors.
- Click Date Invoiced window button, if necessary. Type date of paper invoice into the window
- Click Add Extended Info button.
Create Invoice Extended Info screen:
- If invoice is paid by credit card, add "CREDIT CARD" to Note field.
- Add initials in Receiver field
- Add date received
- Click OK to advance to next screen of invoice creation where you will add each invoice line.
Add Invoice Lines:
- Click: Add invoiceline icon at top of blank screen.
- Invoice line screen appears.
- Line number field is automatically populated.
- Set Link field to:
- ORDER - use for first time payment against a PO.
- ADJUST - use for additional payments against a PO in current FY. ex. Standing orders, Continuations
- FUND - use when paid against a fund. ex. Binding invoices
- Populate Amount field from line on invoice.
- If Link is:
- ORDER - populate the Order ID and Orderline fields with the PO number and corresponding orderline.
- ADJUST - populate the Order ID and Orderline fields with the PO number and corresponding orderline.
- FUND - populate the Fund ID field with the fund code used for payment.
- Fiscal Cycle window defaults to current fiscal year, if blank populate with the current fiscal year.
- Click Add Invoiceline
- Click Modify Invoiceline. If you encounter a fund overencumbered error message, click Cancel instead.
- Verify that the title which appears matches the title on the paper invoice.
- Set Link field to:
- Repeat Add Invoice Lines instructions above for each line on the receipt/invoice, etc.
Add Shipping Line charge to the invoice record:
- Click Add invoice line
- Type "SHIPPING" in the Line field instead of a line number.
- Click drop down menu at Link field; choose "Price Prorated."
- Type shipping charge into the Amount field.
- Click: Add invoice line; Click: Modify invoice line.
- At the prompt, click prorate icon at top left of screen; click "OK" on the message window.
- Exception: When multiple funds are clearly visible on invoice (YBP), check the "Display Fund Summary" for account numbers and dollar amounts, BEFORE adding shipping line.
Add Discount Line to the invoice record: (Serials)
- Click add invoice Line.
- Type "DISCOUNT" in the Line field instead of a line number.
- Click dropdown menu at Link field; choose "Fund."
- Type discount value into the Amount field. (format: -value)
- Type Fund in Fund ID field:
- Monographs: Choose fund from invoice.
- Serials: Use HSSSN.
- Click: add invoice line, modify invoice line.
Add International Bank Transfer Fee Line charge to the invoice (for Credit Card Purchases only) handled by reconciler
Check Peoplesoft for amount charged on statement.
- Click: Add invoice line icon.
- Type "Fee" into the Line field.
- From the drop-down menu in the Link field, choose "Price prorated."
- Type international bank transfer fee charged into the Amount window.
- Click: Add invoice line; Click: Modify invoice line.
- At the prompt, click prorate icon at top left of screen.
- Click "OK" on the message.
- Click: Close.
Finish Invoice Record
- Screen will return to invoice with orderlines showing.
- Check total of the online record against the paper invoice. These amounts should match.
- Close the invoice window in Workflows.
- If not already done, initial and date the Goods Received and Invoice Received lines on the invoice verification stamp.
- Initial and date the Invoice Verification stamp in the top left corner.
- Proceed to Pay Invoice.
- Additional Monographs documentation
Oddities:
- Receipts/Invoice for multiple copies of a title: Change quantity on invoice line
- T.V.A. (tax value added charges are on some foreign invoices. Simply add that charge into the cost of the item on a one-line invoice. Otherwise, do the prorated Link as "Price prorated."
- When multiple funds (State and Endowment) are used on the same invoice: See shipping Exception.
Modify Auto Created Invoice
Modify Invoice Header In Sirsi (Auto Created by Vendor, ex. Yankee, Ebsco), not for Firm.
- Search for invoice number
- Click on Extended Information
- Add payment type in Note field if appropriate: ex. EBSCO PREPAY (Serials)
- Add initials in Receiver field
- Add date received
- Click OK to advance to next screen of invoice creation where you will add each invoice line.
Modify Invoice Lines as needed
- Review invoice for underlinked lines
- Correct as necessary by linking purchase orders, creating orders, etc. YBP Errors - Receipt of titles (in progress)
- Verify titles and charges
- Check total of complete record
- Invoice may be paid, but lines are underlinked. It may be necessary to unpay, then check total after modifying and then pay again.
- Yankee underlinked invoicelines
Finish
- Initial the Invoice Verification stamp in the top left corner.
- Proceed to Pay invoice.
Notes
- Dustjackets - require an additional line, will be necessary to unpay, add line and pay, using JACKET for the line and price prorated for the link.
- Verify vendor names match (ex. YBPUK, YANKEE) for purchase and invoice. Otherwise invoice will not link purchase orderlines.