Processing Textbook Invoices
Textbook pink/yellow invoices are Receipts are pre-paid by IDTa SUB. They do not go thru the voucher process, as most invoices dobut they do need to be approved.
Per Phyllis in F&B:
The Bookstore bills us via Service Unit Billing (SUB) not IDT. That means they take the funds out of our account and we reconcile the receipts you provide. Historically, SUB charges posted in WRS may lag a month or two behind the date on the receipt. We just need copies of the receipts provided by the Bookstore in order to reconcile the charges. If they can't be scanned and sent to me via email, the batched receipts can be sent to F&B and I'll pick them up.
- Pay Sirsi Invoice and prepare coversheet and create a PDF. Add the voucher stamp information and a note about cost of returns.
- Scan the receipts in an electronic document. along with the coversheet.
- Send document and coversheet to Maria Collins, Lisa Madden, Hilary Davis and Bertha Chang.....include Phyllis Carpenter.
- We should store the pdfs in G drive. G:\Acquisitions & Discovery\Monographs Unit\Invoices\Invoices 2020-2021\Invoices - Gobi and other
Returns are collected at the Specialist desk. Books that meet the criteria for not keeping are removed from Sirsi and set aside immediately. Once duplicate titles have been reviewed, evaluated, and determined they are to be returned, a Google sheet is started. This sheet contains all the fields from the full title list, plus additional fields requested by the Bookstore. Specialist matches each title to the bookstore receipt looking for price charged, receipt#, transaction#, and cashier#. All this is recorded on the Google sheet.