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Locate single vendor invoices in the acq-monographs@ncsu.edu e-mail account. Create PDF of the most complete invoice.

SINGLE VENDOR INVOICES

Open the “Add Invoice” wizard in Sirsi.

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

    • Most single vendor invoices will use “AUTO” into this field.

    • If your invoice has a specified invoice number, use it.

      

  • 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.

      

“Add Invoice Extended Info.”

  • NOTE  --  CREDITCARD

  • RECEIVER  -- Initials

  • DATERECVD  --  1/12/13 (current date)

      

Click “OK.”


ADD INVOICE LINE(S)

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.”

      


ADD SHIPPING CHARGES

For shipping charges do the following:  

  • Add another invoiceline.

    • LINE  --   type SHIPPING

    • LINK   --  Dropdown and choose  Price Prorated

    • AMOUNT  -- dollar amount of Shipping / Freight from printed invoice

  • Click “Add Invoiceline.”

  • Click “Modify Invoiceline.”

Open the “Pay Invoice” wizard.

  • Click the link for “Current Invoice,"

  • Click “Pay Selected Lines.”

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

  • Click “Close.”

CREATING INVOICE PDF

  • Download the invoice to Adobe

  • Open to edit in Adobe

  • Paste the following in an open space on the pdf invoice.

INV-
Voucher - Credit card
Invoice rec'd -
Goods/Services rec'd -
Project Account: 

  • Initial and date the “Invoice Received” and “Goods/Services Received” lines

  • Add the Fund Summary project account. 

  • Add the invoice number 

LOCATING THE FUND SUMMARY ACCOUNTS(S)

           

Open the “Modify Invoice” wizard.

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

  • Click the “Display Funds Summary” button.

  • Add the  project account number on the "stamp"
  • If more than one account number appears, write down all unique numbers.

  • File the completed invoices on the  G:\Acquisitions & Discovery\Monographs Unit\Invoices\Invoices 2021-2022\Amazon_Single Vendor_Pcard
    • New folders will be created each FY







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