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Print out the most complete invoice you can find for the item.



Open the “Add Invoice” wizard in Sirsi.

Enter the invoice number in the “Invoice ID” field.   

Enter the vendor ID in the “Vendor ID” field.

  • If you do not know the Vendor ID, use the search widget next to this field to find it.

      

Click “Add Invoice Extended Info.”

  • RECEIVER  -- Initials
  • DATERECVD  --  X/XX/20XX (current date)

      

Click “OK.”



ADD INVOICE LINE

Click the “Add Invoiceline” button.

      

Enter the amount from your printed invoice.

Add PO# to the "Order ID" field or..

Click the widget next to the “Order ID” field and Search for the item by title

  • Highlight the title of the item and click “Display Order.”
  • Highlight the title of the item and click “Invoice Orderline.”

Click “Add Invoiceline.”

Click “Modify Invoiceline.”

      



PAY THE INVOICE

Open the “Pay Invoice” wizard.

Click the link for “Current Invoice,” which should be your invoice.

Click “Pay Selected Lines.”

  • If a window appears with the message “Invoice has been prorated” click “OK.”

Click “Close.”


Stamp your printed invoice with the “Invoice Verification” stamp.

  • IF the item is a continuation (ebook frontfiles), write the previous fiscal year's invoice number on a blank spot on the invoice.  You can note it as follows: FY2016 invoice #1234.
  • Write your initials in the “Invoice Received” and “Goods/Services Received” fields of the stamp.
    • If there is a date range for the material indicated, such as  1-Jan-2018 thru 31-Dec-2018, the date for the "Goods received" should reflect that.  However, the "Invoiced received" line should be the date you received the invoice. 
     
    • If there is a single year indicated for the material, such as 2018 ebooks the date for the "Goods received" should reflect that.  However, as above, the "Invoiced received" line should be the date you received the invoice.
  • Write your initials and today’s date outside the upper left corner of the stamp.
  • Write the invoice number from Sirsi in the upper right corner of the paper (if not already on the invoice).

      


      

Open the “Modify Invoice” wizard.

Click the link for “Current Invoice,” which should be your invoice.

Click the “Display Funds Summary” button.

      

Write the account number from Sirsi below the “Invoice Verification” stamp.



  • If more than one account number appears, write down all unique numbers.
    • Note the “Amount Paid” column in Sirsi and write this number next to its corresponding account number.





go back to the PO and Receive and load to TODAY on segment tab

  • Modify order
    • Search by order ID
    • Click “segments” tab

    • Change “received” and “loaded” to TODAY


Save your changes

Finish


  

Creating Monograph Invoice Coversheets

  • Open Word document with Acquisitions signature stamp.  G:\Acquisitions & Discovery\Monographs Unit\MonoSignaureStamp
  • Open invoice in Sirsi >> Invoice tab
    • Click File >> Print Screen (screen opens in browser)
    • Click Edit >> Select All
  • Paste invoice details above of the stamp on Word doc. 
  • Reduce text size and move stamp to fit on 1 page.
  • Print
  • Clip invoice with coversheet on top.
  • Initial above “Preparer” on the stamp.
  • Place in bin marked “invoices to be signed” in workroom.


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