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{link-window:http://aok.lib.umbc.edu/acquisitions/tutorials/Receiving.htm} {color:#ff0000}{*}CLICK HERE FOR AN INTERACTIVE TUTORIAL.*{color}{link-window} h5. This procedure is to be used when items and their invoice are received at the same time. If items and their invoice are not both on hand, do not use this procedure. {note}{*}Important: You* *{_}must not{_}* *under any circumstances delete a line-item from an invoice, because it will be deleted from the invoice but still be received, and the item record will still be displaying "in process" in catalogusmai. Get help\!* {note} Log in to the Aleph Acquisitions Module. *Turn on all caps. Always use all-caps when receiving.* h4. Creating or Retrieving a General Invoice Begin receiving on a given invoice by first creating a General Invoice. If you are picking up receiving on an invoice someone else has started, do steps 1-3 then go on to "Adding

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Click Here for an Interactive Tutorial

This procedure is to be used when items and their invoice are received at the same time. If items and their invoice are not both on hand, do not use this procedure.

Note
Important: You must not under any circumstances delete a line-item from an invoice, because it will be deleted from the invoice but still be received, and the item record will still be displaying "in process" in catalogusmai. Get help!

Log in to the Aleph Acquisitions Module.

Turn on all caps. Always use all-caps when receiving.

Creating or Retrieving a General Invoice

Begin receiving on a given invoice by first creating a General Invoice.
If you are picking up receiving on an invoice someone else has started, do steps 1-3 then go on to "Adding Line-Items/Receiving".

...

Select

...

"Invoice"

...

tab:

...

Image Added

Enter the vendor code in the first field of the invoice bar and the invoice number in the second field of the invoice bar. Click the arrow.

Image Added

The system will either open an existing invoice or ask you if you want to create a new invoice. Be sure that what happens conforms to what you think should be happening to insure that you don't make a duplicate invoice or mess up an existing invoice. If it does something that you didn't expect, stop and get help. If you are making a new invoice, double check the invoice number then go ahead and click yes.

You should now have open either an existing invoice or a blank new invoice. If you've opened an existing invoice, it will open to the line-items:

Image Added

But if you've created a new invoice, it will open to the general invoice:

Image Added

The vendor and invoice number should appear in the invoice bar next to the input fields:

Image Added

Check them to insure that they're correct. If not, click cancel and start over.

If you are working on existing invoice, you don't need to do anything to the general invoice. Skip to the section of this procedure titled "Adding Line-Items/Receiving."

...

If

...

you

...

are

...

creating

...

a

...

new

...

general

...

invoice,

...

you

...

should

...

have

...

a

...

blank

...

"General

...

Invoice

...

Form,"

...

and

...

need

...

to

...

follow

...

steps

...

5-13

...

to

...

fill

...

it

...

in.

...

Make

...

sure

...

the

...

invoice

...

type

...

is

...

set

...

to

...

"REG."

...

If

...

necessary,

...

change

...

the

...

currency

...

to

...

"USD."

...

In

...

"Net

...

Amount,"

...

enter

...

the

...

total

...

cost

...

of

...

the

...

items

...

on

...

the

...

invoice

...

minus

...

any

...

shipping

...

and

...

handling

...

charges.

...

In

...

"Shipment

...

Amount,"

...

enter

...

the

...

total

...

cost

...

of

...

Shipping

...

and

...

Handling

...

on

...

the

...

invoice.

...

Enter

...

the

...

"Invoice

...

Date"

...

from

...

the

...

invoice.

...

Enter

...

the

...

"Received

...

Date"

...

from

...

the

...

goods

...

and

...

services

...

stamps.

...

Enter

...

"VISA"

...

in

...

the

...

notes

...

field

...

for

...

all

...

Visa

...

invoices.

...

Click

...

Refresh

...

and

...

insure

...

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.

...

}

Note

Important:

The

system

will

only

total

the

invoice

the

first

time

you

refresh

or

update

it,

So

if

you

have

to

go

back

and

change

something,

you'll

have

to

go

back

and

fix

the

invoice

total

too.

{note} # Click

Click "Update"

...

to

...

save

...

your

...

general

...

invoice.

...

Click

...

on

...

"Line-item"

...

in

...

the

...

Navigation

...

Tree

...

to

...

move

...

to

...

the

...

line-item

...

form:

...

Adding

...

Line-Items/Receiving

...

Follow
...
these
...
steps
...
for
...
each
...
item
...
to
...
be
...
added
...
to
...
the
...
invoice
...
and
...
received:
...
You
...
should
...
have
...
open
...
invoice
...
line-items
...
in
...
the
...
upper
...
pane.
...
Confirm
...
that
...
the
...
invoice
...
number
...
and
...
vendor
...
code,
...
in
...
the
...
invoice
...
bar
...
at
...
the
...
top
...
of
...
the
...
form,
...
match
...
your
...
invoice.
...
Find
...
the
...
PO
...
for
...
the
...
first
...
item.
...
*Be
...
sure
...
that
...
all
...
information
...
on
...
the
...
PO
...
matches
...
the
...
information
...
on
...
the
...
item
...
If
...
not,
...
get
...
help.
...
Click
...
"Add."
...
A
...
"Get
...
Order"
...
form
...
will
...
open.
...
The
...
index
...
drop
...
down
...
will
...
already
...
be
...
set
...
to
...
order
...
number.
...
Type
...
the
...
order
...
number
...
in
...
the
...
"Index
...
Text"
...
field.
...
The
...
system
...
should
...
open
...
a
...
new
...
line-item
...
with
...
that
...
order.
...
However,
...
if
...
you've
...
made
...
a
...
typo
...
and
...
there's
...
no
...
matching
...
order,
...
it
...
will
...
ask
...
if
...
you
...
want
...
to
...
open
...
the
...
order
...
index.
...
If
...
you
...
can
...
find
...
your
...
order
...
there,
...
highlight
...
it
...
and
...
click
...
"Select,"
...
and
...
it
...
will
...
open
...
a
...
line-item
...
with
...
that
...
order.
...
If
...
you
...
can't
...
find
...
your
...
order
...
there,
...
you
...
can
...
type
...
your
...
order
...
number
...
into
...
the
...
"Enter
...
Starting
...
Point"
...
field
...
to
...
re-search.
...
If
...
you
...
find
...
your
...
order
...
number,
...
simply
...
highlight
...
it
...
and
...
click
...
"Select"
...
to
...
add
...
the
...
line-item
...
with
...
it.
...
If
...
you
...
still
...
cannot
...
find
...
the
...
order,
...
get
...
help.
...
In
...
the
...
lower
...
pane,
...
the
...
line-item,
...
with
...
two
...
tabs,
...
appears.
...
Click
...
"Order
...
Info"
...
and
...
confirm
...
that
...
the
...
bibliographic
...
information
...
matches
...
the
...
item
...
in
...
hand
...
and
...
the
...
item
...
in
...
hand.
...
Click
...
"Order
...
Info"
...
in
...
the
...
lower
...
tab,
...
and
...
confirm
...
that
...
the
...
order
...
number
...
and
...
vendor
...
matches
...
the
...
invoice
...
and
...
paper
...
purchase
...
order
...
in
...
hand.
...
If
...
an
...
order
...
that
...
should
...
have
...
the
...
vendor
...
BC-B5
...
has
...
the
...
vendor
...
BC-B9,
...
or
...
vice
...
versa,
...
the
...
vendor
...
in
...
the
...
order
...
needs
...
to
...
be
...
changed.
...
If
...
anything
...
else
...
doesn't
...
match,
...
you
...
have
...
the
...
wrong
...
record
...
(or
...
possibly
...
the
...
wrong
...
paper
...
purchase
...
order)
...
and
...
should
...
look
...
at
...
others
...
until
...
you
...
find
...
the
...
right
...
one.
...
Everything
...
must
...
match
...
before
...
you
...
proceed.
...
If
...
something
...
is
...
wrong,
...
stop
...
and
...
ask.
...
Go
...
back
...
to
...
the
...
"Line-Item"
...
form.
...
Insure
...
that
...
the
...
bibliographic
...
information
...
in
...
the
...
line-item
...
form
...
and
...
the
...
order
...
number
...
match
...
the
...
piece
...
and
...
your
...
paper
...
purchase
...
order.
...
If
...
something
...
doesn't
...
match,
...
cancel
...
and
...
start
...
over.
...
If
...
you're
...
having
...
trouble,
...
get
...
help.
...
If
...
everything
...
matches,
...
enter
...
the
...
cost
...
of
...
the
...
item
...
in
...
the
...
"Net
...
Amount"
...
box.
...
Click
...
"Refresh."
...
If
...
there
...
is
...
shipping
...
and
...
handling
...
on
...
the
...
invoice,
...
a
...
pro-rated
...
amount
...
will
...
fill
...
into
...
the
...
"Added
...
Amount"
...
box.
...
Confirm
...
that
...
the
...
vendor
...
code
...
and
...
invoice
...
number
...
are
...
correct.
...
If
...
not,
...
click
...
"Cancel"
...
and
...
start
...
over.
...
Click
...
"Add."
...
If
...
you
...
get
...
any
...
error
...
messages,
...
stop
...
and
...
get
...
help
...
.
...
You
...
should
...
get
...
a
...
little
...
box
...
asking:
...
"Would
...
you
...
like
...
to
...
record
...
the
...
material
...
as
...
having
...
arrived?".
...
Click
...
"Yes."
...
The
...
"Line
...
Item"
...
form
...
will
...
open
...
back
...
up.
...
Look
...
at
...
your
...
line
...
item.
...
Confirm
...
all
...
of
...
the
...
information
...
is
...
correct.
...
Confirm
...
that
...
the
...
number
...
of
...
"units
...
in
...
invoice"
...
in
...
your
...
line
...
item
...
is
...
at
...
least
...
1.
...
If
...
the
...
number
...
of
...
"units
...
in
...
invoice"
...
in
...
your
...
line
...
item
...
is
...
0,
...
you
...
did
...
not
...
receive
...
the
...
item.
...
Get
...
help.
...
When
...
everything
...
is
...
complete
...
and
...
ok,
...
write
...
R
...
and
...
the
...
date
...
on
...
the
...
paper
...
P.O.
...
Fold
...
1
...
copy
...
of
...
the
...
PO
...
lengthwise
...
with
...
the
...
words
...
facing
...
outward.
...
Attach
...
this
...
and
...
any
...
relevant
...
flags
...
to
...
the
...
item.
...
Staple
...
the
...
other
...
PO
...
to
...
the
...
top
...
of
...
any
...
other
...
attached
...
paperwork
...
(if
...
not
...
already
...
done
...
so)
...
and
...
place
...
behind
...
the
...
invoice.
...
Repeat
...
for
...
all
...
of
...
the
...
items
...
included
...
in
...
the
...
invoice.
...
When
...
all
...
of
...
the
...
line-items
...
have
...
been
...
added,
...
the
...
"Total
...
Amount
...
Gen.
...
Inv."
...
and
...
"Total
...
Amount
...
Line
...
Items"
...
amounts
...
should
...
match,
...
showing
...
a
...
balanced
...
invoice.
...
If
...
they
...
don't
...
match,
...
review
...
all
...
of
...
your
...
previous
...
work
...
and
...
fix
...
any
...
problems.
...
If
...
you
...
can't
...
find
...
the
...
problem
...
or
...
have
...
trouble,
...
get
...
help.
...
Put
...
the
...
invoice,
...
POs
...
and
...
folder(if
...
applicable)
...
together
...
and
...
place
...
in
...
the
...
inbox
...
of
...
the
...
Staff
...
member
...
that
...
placed
...
the
...
order
...
(their
...
initials
...
are
...
on
...
the
...
folder).
...
Take
...
all
...
received
...
items
...
to
...
cataloging.

Versions Compared

Old Version 18

New Version Current

Key

Creating or Retrieving a General Invoice

Adding

Line-Items/Receiving