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Process invoices as follows on Tripod, checking for term
overlaps.
To retrieve an invoice via ftp, choose the following options in Millennium Acquisitions:
- Choose Import Invoices
on the left. Click Get Shipment. Choose
Serials Invoice and FTP
at the bottom of the screen. On the next screen scroll through the Hosts
drop-down menu to find the appropriate one. For Harrassowitz, the address
is ftp.harrassowitz.de. Click Connect
and enter username and password. Choose the appropriate file from the
list on the right and click Get.
- In the Accept/Reject file, choose the appropriate session:
session 3 for invoices to be paid by the business office, or session 4 for pre-paid
invoices which are simply to be posted.
- Select an invoice to process. The system will "check" the invoice and entries containing
errors will receive an asterisk. Edit each entry containing an asterisk to correct errors, referring to
the paper copy of the invoice to correlate title, dollar amount, vendor title number, and Tripod order number.
The most common error occurs due to a title change, producing an entry without a Tripod order number; enter
the correct order number. Choose Display previous payments and examine the invoice entry by entry, screen by screen.
Check the term for each subscription to discover overlaps and watch for duplicate payments.
Make a note of titles whose prices increased in the current invoice by over 20% and report to the
Collection Development Librarian. Make note of problems or titles for which a credit needs to be requested.
When finished, click the Process button to post the payments to the order records.
- Run a list after processing the e-invoice to make sure
all vendor codes are indeed for the payee vendor and that no payments
were made on titles no longer being received (RLOC=k).
- To find out if this invoice contained an entry for a title which has ceased or was cancelled,
create a list of order records which have an RLOC of k (representing non-current Haverford serials) and an
invoice date of the invoice just processed. If any appear, request a credit.
- Enter information into Verde as approriate, creating a new Acquisition record for each renewal.
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