All deletions require that you look at all of the following records and insure that they have the correct values:

• General Invoice and line-item records. You must insure that the line-items exist or don't exist as appropriate (there must be a line-item attached to the order for each financial transaction which occurred that is related to that order.). You must insure that the line-items and their general invoices still balance. You must report to the Head of A & R any changes to the total amount on "Paid" or "Complete" status general invoice on the same day that you made the change.

• Arrival records. You must insure that arrival records exist or don't exist as appropriate (there must be an arrival record for each time the item has been received).

• Order records. You must insure that the Order Status is correct (SV, LC, VC, or CLS as appropriate). You must insure that the "Invoice Status Complete" box is only checked if we will not recieve another invoice. You must insure that the "Arrival Status Complete box is only checked if we will not receive the item again.

• Item records. You must insure that the item record has no status (fully cataloged), the status OR (on order), IP (in process), or CA (cancelled), as appropriate. Important: Check the barcode number in the item record. If it begins with 31429, the item is fully cataloged. Do not make changes to fully cataloged item records--instead, report problem and changes that need to be made to the Acquisitions Librarian or Database Maintence Librarian. Only edit item records without the 31429 barcode number that begin with the statuses OR, IP or CA.

Line-items Deletions

• Pull up the invoice.

• Find and highlight the line-item to be deleted.

• click on "Orders" to check all of the other related records. Highlight the correct order in the order list and use the navigation tree to go through all of the different records that you have to check and fix them as appropriate.

• When the values are correct in all of the other related records, click the invoice icon in the main tab to return to your invoice.

• Be certain that you are on the line-item screen (if you click delete while on the general invoice, it will delete the entire invoice and all of its line-items.

• Find and again highlight the line-item you need to delete.

• Click "Delete."

• If the invoice had been balanced before the deletions, finish your corrections to re-balance it.

• If corrections have changed the total amount on a "Paid" or "Complete" status invoice, report the changes to the Head of A & R.

Arrival Deletions

• Pull up the order by the order number or highlight the line-item on an invoice and click "Orders."

• Find and highlight the correct order in the order list.

• Click the word "Arrival" on the navigation tree.

• Insure that there is an arrival record for each time the item has physically arrived.

• Highlight the arrival that you need to delete.

• Click "Delete."

• Use the navigation tree to go through all of the different records that you have to check and fix them as appropriate.

Deleting Invoices

Only the Acquisitions Librarian, Serials Librarian, and Associate Director for Technical Services have Aleph permissions for deleting invoices. Book invoices that need to be deleted should generally be reported to the Acquisitions Librarian.

When a general invoice is deleted, all of it's line-items are also deleted. However, the other types of records, which may also be impacted by the deletion, or not revised accordingly. Before deleting an entire general invoice and it's line-items, go through all of the other related records for each line-item and make corrections as necessary.