1. In the Acquisitions module, click on New Invoice.
2. With the paper invoice in hand, enter the invoice number, date and amount of invoice. NOTE: KSUL is a tax-exempt organization. Line off any tax that appears on an invoice and pay it short. You may need to contact the vendor and fax them a copy of our tax-exempt form. The administrative office has our tax-exempt form.
3. Select a vendor. If you know the vendor code already, type it
under vendor code and hit enter. If you don’t know the vendor code,
click on the search button next to the vendor code box and perform
a vendor search. Select the vendor name you need.
4. Next to the account box, click on the arrow pointing down. A list
of account names will be displayed. Select the appropriate account.
If no account names appear, just skip this step.
5. Click the save button. The Add Item from Order will appear at the bottom. Click on this button.
6. The Find Purchase Order box will appear. There are several different ways you can locate a purchase order. The two most common techniques are searching using the purchase order number search (many times this will appear on the invoice) or searching for the bibliographic information through a title or ISBN search. Note that when searching for Bibliographic Info you must click on the elipse … to get the search screen.
7. Once you have located the purchase order, highlight the line items and click on Display Line Items.
This will bring up a list of titles that are still outstanding on that purchase order. NOTE: You can click on the box in front of Include Already Invoiced Line Items to bring up ALL the line items on that particular purchase order. Click on the box in front of the line item you need and click on MARC. This will bring up the record in the Cataloging Module.
While in the Cataloging Module, check to verify that the item you have in your hand matches the bibliographic record. If it DOES, look at the 040 field to see if it is DLC copy (|a DLC |b DLC), member copy (|a UKM |b ULM) or zero copy (there is only a brief record in the system). Insert the appropriate flyer into the item. In this example, the item is member copy. (See Acquisitions flyers)
If the bibliographic record does NOT match the item, further investigation is required. That could include finding the order sheet to check that information with the item or contacting the bibliographer to see if this is the book they wanted to order and then overlaying the bibliographic record with the appropriate record and proceed. This would be the point where a decision to return a book due to order error or vendor error may be required. (See Overlaying Bibliographic Records.)
8. Again if the item DOES match the book, click on Get Holdings. This will bring up the Holdings record. In the 852 subfield 1 type in the number 8. In subfield h type In Process.
This will ensure that when a patron searches this title in the OPAC (Online Public Access Catalog), they will see that the item has arrived and is In Process.
9. Go back to the Find Purchase Order Screen. To receive the book, click on the Append/Receive button.
10. A pop-up box will appear that allows you to enter the price as it is listed on the paper invoice.
11. Sometimes a pop-up box will appear that gives you special instructions, i.e. RUSH CAT (rush catalog) or a Hold for Reviewer note. If you see a note like this fill out a Circulation - Hold for Reviewer flyer so that the patron will be notified when the item has been cataloged. (See Acquisitions flyers.)
12. Click on the Close button. The item has now been received onto the invoice.
13. If you have any notes to put on the invoice, highlight the line
item and click on Details. The line item box will appear. There are
two components under the Notes tab: Invoice Piece Identifier and Notes.
Invoice Piece Identifier is used when the item being received has a volume number or year designation.
Notes is used for internal notes. It is usually not used at the time the item arrives, but later on if some other action is required in conjunction with that title, i.e. the item was later found to be defective. Below are a few examples of notes that would be appropriate for this field.
14. Click on Save and the line item box will disappear.
15. To approve the invoice, click on Approve at the top of the invoice. The invoice should approve unless there are insufficient funds in the ledger. (See Problems Approving Invoices)