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:

1. Click on line-item in the navigation tree.
2. Click "Add." A "Get Order" form will open.
3. Click the X in the upper right-hand corner of the "Get Order" form. This will close it and open a line-item with no order or bibliographic information.
4. Enter the cost of the item in the "Net Amount" box.
5. The Debit button will be automatically selected. If you're processing a credit, click the credit button so that it's selected instead.
6. Enter the object code.
7. Click budget, and a "Budget List" will open.
8. Click the "..." button next to "Budget Code to Add" to search for the budget.
9. Find then select the appropriate budget. The search window will close, and the budget you selected will fill into the "Budget Code to add" field.
10. Click "Add Budget" to actually assign the budget to the line-item. It should then appear in the budget window on the top half of the form.
11. Close the budget window by Clicking the X in the upper-right hand corner.
12. Confirm that the vendor code and invoice number are correct. If not, click "Cancel" and start over.
13. Click "Add." If you get any error messages, stop and get help.
14. The "Line Item" form will open back up. Look at your line item. Confirm all of the information is correct. The number of "Units in Ord" for these line-items should be zero.
15. When everything is complete and ok, look at the money next to "Line-item" on the navigation tree and insure that both amounts are the same.
16. Note the vendor code and invoice number on the invoice and write RF and the date.