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2. PO line items can be invoiced on multiple invoices.
3. A PO must be Approved but not Complete in order to invoice.
4. Invoices can be searched using keywords found in the Invoice Note or the
Invoice Line Item
Note fields. To search by keyword on the notes fields, change the Condition
field of the search grid to "keyword."
5. The header invoice total must match the computed total in the footer.
6. When using 'New' invoice screens, the price of the material must be entered
onto the invoice.
It is not copied from the PO.
When using 'Create Invoice' from a PO, the price is copied from the committed
price.
7. Credits can be issued through invoices by using the minus sign (-) before
the amount.
The Help files contain additional information regarding the entering of credits.
8. Receive/Append receives the item and marks the PO line item as "Received/Complete."
Once this status has been applied, additional copies and/or issues cannot be
checked-in, received, or claimed unless the item is un received.
9. Only "appending" a line item to an invoice allows libraries to
both make payment on items already received on the PO or being received through
serials check-in AND items not yet received.
10. Receiving an item removes any problem or claim list entries.
11. An item must be received before it can be marked for Return and a Return
Notice generated to the vendor.
12. If your library's workflow requires item record creation, turn on Item Maintenance
options in Session Preferences to automatically create an item record upon receipt
from either the PO or Invoice.
13. If your accounting rules demand, record the check number and check date
on the invoice. The check number and check date fields are searchable and will
help you track the checks that are cut for your orders.
Tips for Order/Invoice Problem List
1. Purchase Order or Invoice items can be added to the list in two ways:
o Pacqjob, a program on the Voyager server, adds items that should be
claimed or canceled. Pacqjob will mark items as System-claim and System-cancel
based on the claim and cancel intervals provided on the Purchase Order.
o Items can be manually marked with a system-defined mark reason or a user-defined
mark reason. The system-defined mark reasons include
Claim,
Cancel
and Return and they must be applied to specific copies.
2. If the end result of marking is likely to be a claim, cancel, or return,
use the system defined mark reasons.
System-defined reasons are
system-claim,
system-cancel,
claim,
cancel,
and return.
User-defined mark reasons are defined in the System Administration module, but
can not be used to generate claim, cancellation or return notices using Reporter.
3. Evaluate the Claim Reason list in System Administration prior to adding a
new Mark Reason. A Claim Type is selected when generating a Claim Notice to
a vendor and specifies the reason for the claim for the vendor. Customizing
the list of Claim Types, instead of the list of Mark Reasons, will allow you
to use Voyager's Claim Notices for all correspondence.
4. An item can be returned without paying for it, but it must be received and
then marked return on the PO to clear up OPAC displays and queue a Return Notice
for printing.
Endeavor Information Systems, Inc. Page 10 of 12
Revised: 1/31/02
5. Receiving an item that is on the Problem List will remove it from the problem
list.
6. System-defined reasons of system-claim, system-cancel, claim, cancel, and
return can be used to generate claim, cancel or return notices. These notices
can be printed using Reporter.exe or sent via EDI.
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ILCSO 24-apr-02