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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.

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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.

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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.
  • Repeat Add Invoice Lines instructions above for each line on the receipt/invoice, etc.

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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.

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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.

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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


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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.

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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.

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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

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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.

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