Weekly Review/Approval of Invoices
Updated: 12/10/07 1. Collect invoices ready for payment and a file folder from the box below the Serials Department white board. 2. Check the file folders for additional invoices that may have slipped inside or between folders. Make mental note of invoices in Pending folder. Acquisition LA1 leaves invoices in the Pending folder if she does not have vendor information. 3. Check the account information on each invoice, ensuring no local accounts were missed and that there is a fund breakdown sheet for all payments to be made from a local account. 4. Check the last page of each invoice to ensure it has been signed. 5. Write the invoice total on the front of the invoice. 6. Sort the invoices into groups by account. 7. Approve each invoice in Voyager Acquisitions after ensuring accuracy. 8. Run a tape for each fund. Date the tape one week later that the date of processing. For example, processed on 12/14/07 = 12/21/07 9. Write the fund on each tape, initial/Serials. 10. Enter the fund totals for the invoices on Excel spreadsheet N:/INVOICES/INVOICES.XLS. 11. Check the tape total by comparing sum of tapes to autosum total in the spreadsheet. 12. Run the Access RMP Monthly Unpaid by Fund Report, using the final day of the fiscal year to respond to “What date?” Make two copies: one for Jill and one for Nancy. 13. Open the Excel spreadsheet O:/Gerry/Bindery/bindingcost.xls to obtain the total bindery cost to date for the fiscal year. Write that information on the bottom of both copies of the Unpaid by Fund Report. 14. Place the invoice folder and the Monthly Unpaid by Fund Report in Nancy’s Invoices basket. 15. Deliver Jill’s copy to her. Prepayments 1. Prepayments are recorded in the O:/Jo Access file, but they are not invoiced in Voyager. 2. Prepayments are recorded on the N:/Invoices Excel spreadsheet to the right of the Total column. 3. Ensure the prepayment is added to the appropriate account column on the Invoices Excel spreadsheet. 4. Run a tape for the prepayment. Run a total-for-the-account tape: prepayment + total invoices approved for that account.