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Payments not associated with an item (eg. copyright clearance payments, credits for erroneous charges not associated with any order, etc.)

The application of this procedure is limited to payments that can't be associated with a given item, and payment for items that we never ordered, don't want, and are returning. If the payment or credit is associated with an order, don't use this procedure. If receive materials that we didn't order, but decide to keep them, don't use this procedure (instead we create an order for the item that we're keeping).

Log in to the Aleph Acquisitions Serials Module.

Creating or retrieving a General Invoice

Begin by first creating a General Invoice.

1. Enter the vendor code and invoice number in the invoice bar. Click the arrow. A blank "General Invoice" will open.
2. Confirm that the vendor code and invoice number given on the invoice bar correct. If not, click "Cancel" and start over.
3. Set the invoice type to "REG."
4. If neccessary, change the currency to "USD."
5. In "Net Amount", enter the total cost of the items on the invoice minus any shipping and handling charges.
6. In "Shipment Amount", enter the total cost of Shipping and Handling on the invoice.
7. Enter the "Invoice Date" from the invoice.
8. Enter the "Received Date" from the goods and services stamps.
9. Click Refresh and verify that the "Invoice Total" field matches the actual invoice total. If not, something is wrong and you should find and fix the problem. The "Invoice Total" and actual invoice total must match before you go on.
10. Click "Update."

Adding Line-Items/Receiving

Follow these steps for each item to be added to the invoice and received:

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