Aleph Version 20
(Last Revised August 31, 2011; GZ/CF)
There may be instances when an order has to be prepaid in advance of shipment, but the vendor does not accept payment by credit card. This may be indicated to you on the citation, the Aleph vendor record, the vendor’s website or via notification from the vendor.
We can request that Administrative Services have a check cut to accompany the purchase order.
- Create the order in Aleph.
- On Tab 2, type or choose PR – Prepayment for Acquisition Method
- On Tab 3, key in a Vendor Note: Prepaid and $##.##
- On Tab 4, key in a Quantity and/or Price Note, if needed: Ex: “Shipping charge =$4.50”
- Give the paper backup to Charlene with a note that this is a prepaid order and to return purchase order to you.
- When Charlene returns the printed purchase order to you the next day, you should:
- Make 2 copies of the Purchase Order, so you have a total of 3 copies
- Mark the top copy of the Order with:
- Voucher # (Get the voucher # off the list in the “Voucher Number” folder, which is kept on the bookcase with the VISA backup folders. The number should be precede with a V: Ex.V2154
- Vendor Code
- Your Initials and the Date
- Enter the payment information in Aleph by creating an online invoice:
- On the General Invoice Header, in the Type, key or select “PRO.”
- Add the invoice lines and complete the invoice.
- Put the paper copy of the invoice/purchase order in the invoice tray in the
Monograph Receipts cubby.
