Acquisitions Handout #9
PAYING AN INVOICE
1) OPEN VOYAGER ACQUISITIONS CLIENT (double click on ICON). Type Operator ID and Password and press enter. 2) TYPE ALT-f-n-i or single click on New icon (sheet of paper) on Tool Bar and highlight Create a new: Invoice and press enter. 3) Opens "Voyager Acquisitions-[Invoice-]" window. Use the Voyager invoice to recreate the vendor's paper invoice. Voyager Invoice has 3 Sections: 1) Invoice Header; 2) Line Items; and 3) Shipping and Miscellaneous information. HEADER 4) First, complete HEADER. Type in required fields (tab from field to field): 1) Invoice Number (that's the Vendor's invoice number) (limit 25 characters); 2) Invoice Date (type Vendor's invoice date directly in box); 3) Vendor Code (type Voyager vendor code in the box; if you don't know the code, Type ALT-is or right click in Vendor Code box and click on Select. Opens Find Vendor dialog box. Select search by: Vendor Name (press F4, arrow to category and press enter to select). 4) Invoice Amount 5) Bill To: (select your billing location from drop down menu by opening with F4, arrowing down to your location and pressing enter . Be certain that it is the location where bills are actually paid, (example: CTS staff and Law Library staff will select Endowed Accounting.) (NOTE: Bill To: can be set in Session Defaults for Invoices) 6) Currency (leave blank ; it will default to the base currency, US$). The system supplies the Voucher ID. DO NOT MAKE ANY CHANGES TO THE VOUCHER ID FIELD. Press enter to activate SAVE button (or type ALT-s) to save the invoice to the database and to allow access to the Line Items section of the invoice. LINE ITEMS 5) In order to display the items to be paid on the invoice, you must APPEND the line items from a purchase order (or orders) to the invoice. TYPE ALT-p or press enter to activate Select PO button. 6a) Opens Find Purchase Order window. Type F4 to open drop down menu for "Search by". Choose Bibliographic Info and tab to "Search for". Type F4 to open Search window to do search by author or title. Choose Search by: category and type search in Search for: box. Press enter to activate Do Search button. Title index window opens. Single click on title to select it and press enter to activate OK button. 7a) Voyager Bibliographic Record # appears in Search for: Box in Find Purchase Order window. Press enter. Voyager lists purchase order(s) containing the bibliographic record in Search Results window. Select P.O. number by highlighting the line. Check the box include already invoiced line items to see any items already paid on this purchase order. Press enter to activate Display Line Items button. Purchase Order Line items available for invoicing now display in window. (To return to P.O. number display press enter to activate Display Orders button.)
OR 6b) Opens Find Purchase Order window. Type F4 to open drop down menu for Search by:. Choose PO Number and tab to Search for:. Type the PO Number in the Search for: box. Press enter to activate FIND button. (NOTE: Voyager automatically limits a search here to approved purchase orders with the same vendor as on the invoice.) 7b) Purchase Order is listed in Search Results window. . Select the PO by highlighting its line. Check the box include already invoiced line items to see any items already paid on this purchase order Press enter to
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Acquisitions Handout #9
activate Display Line Items button. Purchase Order Line items available for invoicing now display in window. (To return to P.O. number display press enter to activate Display Orders button.) 8) Highlight a Line Item that you want for the invoice. (TYPE Alt-m if you want to see the MARC record for the Line Item. Type Alt-o (or Alt-f-o if Cataloging client is open) to close the MARC record.) Type Alt-a (or click on Select for Append). Receiving/Marking/Appending to Invoice dialog box displays. Type Alt-r (or click on Receive/Append) to add this Line Item to the Selected Line Items window of the Invoice. Type Alt-c to close the Receiving/Marking/Appending dialog box. (NOTE: choosing Receive/Append changes the purchase order. Copies/Funds box now says "Received". IF YOU WANT TO PAY AN INVOICE WITHOUT RECEIVING THE ORDER, type Alt-a (or click on Append Only) to pay for an item without changing its status on the purchase order.) 9) Line Item is now added to your invoice. Highlight line item and tab to Price (adjustments) field. Type F4 to open Line Item:Actual Price window. Type price in Actual Price box (no need to type zeros or decimal of whole numbers) (price carries over from the PO as List Price only). Press enter to activate the OK box and close the window. Tab to Copies/Funds and type F4 to verify the location and fund. SHIPPING AND MISCELLANEOUS INFORMATION 11) In order to add postage, discounts or other charges, type F4 to open ellipsis in the box labeled Other Charges. Invoice fees window opens. Press enter to activate the Adjust button. Adjustment details box appears. Tab to Charge type and type F4. Select "shipping charge" or other appropriate type (arrow down and press enter). (If amount is a percent rather than a dollar amount, tab to How to apply, type F4, and press enter to select "% amount".) Tab to Amount and type F4. Type amount of charge in Enter Charge Amount and press enter to close the box. Tab to Fund Usage and type F4. Click on + until you locate Fund to be charged. Double click in space following the name of the fund. Type Alt-o to close the box (or click on OK). 12) If Total Cost and Invoice Amount agree, you are now finished with the invoice. Type Alt-s (or click on SAVE ). Write the Voucher ID number on the invoice and type Alt-c to Close the Invoice. Note that your invoice has a PENDING status. 13) IMPORTANT TO NOTE: APPROVE button is reserved for the accounting function. Do not press this button unless you are authorized to do so. 14) IMPORTANT TO NOTE: DELETE button deletes the entire invoice. The ability to delete invoices as well as to delete line items from invoices is reserved for the accounting function.
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Acquisitions Handout #9
ALTERNATE WAY TO CREATE AN INVOICE: DIRECTLY FROM AN OPEN PURCHASE ORDER 1) To create an invoice directly from an open purchase order, Type Alt-r-i or single click on Order>Create invoice on Toolbar. Do not use this technique unless the purchase order and the invoice match. 2) Voyager automatically fills in the following fields with information from the purchase order: Invoice number (Voyager has filled in the purchase order number; you will generally want to change the number to the Vendor's Invoice Number), Invoice date (Voyager has filled in today's date; you will generally want to change the date to the Vendor's Invoice Date), and Vendor Code. The Currency field will take its value from the purchase order currency field, and cannot be changed. Complete the Header as in Step 4 above. 3) Voyager automatically appends ALL the line items from the purchase order to the invoice. No line item may be deleted from the invoice. Voyager automatically adds any price from the P.O. Price (adjustments) field to the Price (adjustments) field of the Invoice. Compare the price to the vendor's invoice and make any adjustments by opening the Price (adjustments) ellipsis, deleting the amount in actual price: with your keyboard delete key and typing in the invoiced price. Return to Step 9 above and complete the process. jgs 5/22/00
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Acquisitions Handout #9
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