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.

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:

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.

Open

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:

Open

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

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

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.

1. Make sure the invoice type is set to "REG."

2. If necessary, change the currency to "USD."

3. In "Net Amount," enter the total cost of the items on the invoice minus any shipping and handling charges.

4. In "Shipment Amount," enter the total cost of Shipping and Handling on the invoice.

5. Enter the "Invoice Date" from the invoice.

6. Enter the "Received Date" from the goods and services stamps.

7. Enter "VISA" in the notes field for all Visa invoices.

8. 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.

1. Click "Update" to save your general invoice.

2. 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.