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Scope:  The document below outlines the procedures procedure that LTS staff follow to process Electronic Data Interchange (EDI) invoices for Firm Orders. These invoices are supplied by CUL vendors and are bulk loaded into VoyagerFOLIO.

Contact: Lisa Maybury

 Unit: Monographs Receiving

Date last updated: 03/0128/20212022

 Date of next review: March 20222023

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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 VoyagerFOLIO. After the load is completed, she/he prepares an information sheet, noting the vendor code and the voucher number , invoice number and invoice date of the EDI invoice. This information sheet will go along with the corresponding paper invoice when it arrives but is discarded before after the invoice is put in the folder uploaded for payment to the 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. Invoice date
   
2. Status is "Open"
3. Bill to location is set to LTS Acquisitions
   
4. Calculated total amount matches the total of the invoice
5. Lock total box is checked
6. Adjustments are added for any shipping/postage and the fund is correct
7. Invoice number (adding any leading zeros or letters when necessary)
8. Voucher number
9. Bill to location is set to Endowed Accounting
10. Vendor code
11. Vendor name
    
12. Payment method
13. Attach/upload the electronic copy of the invoice
14. Save & closeFund number for postage 
     

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