Page History

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 Date of next review: March 2016

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Retrieving the EDI invoice  

Receiving linked (pending) line items

Receiving unlinked line items

Completing the invoice

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A staff member in Acquisitions loads an EDI invoice file into Voyager. After the load is completed, she/he prepares an information sheet, noting the vendor code and the voucher number of the EDI invoice. This information sheet is stapled to the corresponding paper invoice when it arrives. It will travel with the paper invoice to Library Finance and Budget Office.

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   Search for the EDI invoice by invoice number and verify that the following information is correct:

1. Maximize the display of the invoice record
2. Highlight the first line item to receive
3. Select MARC view to review the bibliographic record
4. Verify that the title received is an exact match with title ordered
5. Receive the line item following receiving guidelines
6. Update Bibliographic and Holdings records following guidelines

1. Search the title for the unlinked line item in the Cataloging Module
2. Go to the purchase order record and determine the purchase order number
3. Go to the invoice record
4. Highlight the unlinked line item
5. Search by purchase order number
6. Choose Re-link (the unlinked line will change to pending)

1. Verify that the fund code has the current fiscal year; update if necessary
2. Check status of each line item. If it is not received complete, follow steps B, 2-6above
3. Compare paper invoice total with total amount in Voyager to make sure they agree
4. Save and close the Voyager invoice
5. Date stamp and initial vendor's paper invoice
6. Place the paper invoice in the regular folder for routing to Library Finance and Budget Office.

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