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Payments and credits must be recorded on the appropriate
order record on Tripod. Consult checkin and order records to make sure
the items on the invoice should be paid: make sure we have a standing
order or subscription for the title (order record RLOC
should be h) and that the amount has not
already been paid.
- In Millennium Acquisitions,
choose Invoice function from choices on
left. Select Session 4 to process invoices
which have been prepaid (i.e., deducted by the publisher or vendor from
a pre-payment account); select Session 3
to process invoices which will be paid through the Business Office.
Click New Invoice. In dialog box, check
the option to Prompt for Note for Each Line Item,
and click Okay.
- Enter invoice number and date of invoice. In the space
provided, enter the Tripod order record number for the first line item,
or search in the lower section of the screen by journal title, ISSN,
or order record number to display the appropriate order record of the
first line item title. Once it appears, make sure the location code
of the order record begins with h and
the title, format, and vendor match the invoice.
- Look over the payment fields on the order record to
make sure we have not already paid for the subscription time period
or volume.
- Enter the line item dollar amount for each title, and
then subscription term or volume number information in the payment note
field. When all items have been entered, click Finish. Add shipping
amount and service charge, if any, in the dialog boxes. In the final
dialog box, add the total amount of the invoice.
- Tripod will warn you if the total amount keyed in is
different from the total tabulated by the system; at this point the
invoice as entered on Tripod can be edited and appropriate corrections
can be made. Click Finish again.
- Make two copies of the paper invoice, one for the library,
one for the Business office, and one for the Business Office to return
with payment. Note the fund code (40 for
periodicals, 50 for continuations, 30
for monographs) for each title on the library's copy, and submit all
three clipped together to the Acquisitions Specialist for final posting
and payment by the college.
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