To Check Book Invoices:

1. Log in to the Aleph Acquisitions Serials Module.

2. 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. Your invoice should open.

3. Verify that you are in a completed invoice and confirm that the vendor code and invoice number are correct. If not, click "Cancel" and start over.

4. Scroll through all the line items given on the top half of the form, insuring that each one has the value "1" in the "Units in Ord" column. If the value in the "Units in Ord" column is 0, the item was not received when added to the invoice, and you must go back and receive it before going on (How to do this).

5. Scroll through all the line items given on the top half of the form, and verify that each line item has a budget in the "Budget" column, and that it's a book budget. If there is not budget given, the money will not be deducted from a budget, so a budget must be added before going on (How to do this).

6. Scroll through all the line items and verfity that the order number given on the line-item matches the order number given on the invoice or purchase order.

7. Verify that the number of line-items listed at the top of the form matches the number of line-items on the actual invoice.

8. Verify that the total amounts of the general invoice, line items, and the actual invoice all match. If they don't match, you have to stop and fix the money before going on (instructions below).

To Fix an Invoice That Doesn't Balance:

• Verify that the invoice has the correct General Invoice total. If not, click "General Invoice" and correct it as appropriate. Note the Ex Libris may not re-do math, so you should manually check all the math in the general invoice and fix anything that didn't re-total.

• Verify that the number of line-items matches the number of line-items on the invoice. If not, fix the problem. Note that if you delete a line-item, you must also separately delete the arrival (procedures below).

• Check the individual line-item "Net Amounts" against the amounts given on the invoice. Fix any problems.

• If your invoice still doesn't balance, get help.

1. Click on [G] General Invoice in the navigation tree.

2. Click on the "Payment" tab.

3. Verify that the invoice status is "N". If the invoice status is anything else, something is wrong and you should get help.

4. Change the invoice status to "R".

5. Click "OK."