Monograph Acquisitions: Processing non-YBP invoices

(Last Revised 8/8/11; GZ/CF)

 

 

 

YBP invoices (for both US & UK) are loaded via EDI.  If you have an invoice from any other vendor, it must be loaded into Aleph Acquisitions manually.

 

• Retrieve the order being invoiced using the PO #, when provided.  Otherwise, search by title, ISBN, or Vendor Code at the top of the screen:

 

• You also conduct any of these searches in the Index List:

          

         

 

• When ready to enter the invoice, type a search in the Invoice fields at the top of the Acquisitions screen:

• • Type the vendor code in the left search field and the invoice number in the right search field

                   

• • If invoice is not already in the system (and it should not be), you will see this pop-up screen next:

         

 

• Respond Yes, and you will be taken to a blank invoice header screen:

 

• • Enter the subtotal (for item costs without shipping) in the Net Amount field
  • Enter shipping in Shipment Amount.
  • If invoice is a proforma, click the arrow beside Type, and select Proforma.
  • If invoice is in a foreign currency, you may need to click the arrow beside the currency field and select the correct currency.
  • Click the arrow beside the Invoice Date, and select the date the vendor gives on the printed copy of the invoice.
  • Click the Update button to the right.

• • • • The system totals the invoice header screen; Total Amount field will be filled-in.

• • • • The system fills-in the Received Date & Shipment Date.

• •  

• To enter line item, highlight Line Item in the left window:

        

 

• You will see a blank window to the right.  Click the Add button to enter your first line item.

       

 

• You will prompted for the Order Number with this pop-up screen.

       

• • Type the order number in the Index Text field, and click OK.

 

• This screen will appear in the bottom window.  Note that the title of the item is given at the top of the screen.

       

 

• • Enter the cost of the item only in the Net Amount field, then click the Add button to the right of the screen.

                   

• • System will add a percentage of the shipping to this line item in the “Added Amount” field and will also fill in the “Total Amount.”  
  • You will next see this pop-up screen asking if you want to arrive the item.

                   

• • After you give the appropriate answer to the arrival, the line item will appear top window.  Note that the line item amount has been added to the Total Amount Line Items field top-right.

                   

• • Click the Add button to the right in the top window, and add your next line item.
  • Repeat these steps until all line items have been entered.
  • The amounts in the Total Amount Gen. Inv. and the Total Amount Line Items should now be the same.  Sometimes, however, they will be off by a matter of cents.  If this is the case, the system will balance the invoice when you close it.
  • You close an invoice by clicking some other tab in Acquisitions or by doing a PO search, etc.  –  anything that requires leaving the invoice screen.