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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 reviewed: 03/0203/152026

 Date of next review: March 2016

Retrieving the EDI invoice  

Receiving linked (pending) line items

Receiving unlinked line items

Completing the invoice

 2027

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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. AnchorAARetrieving the EDI invoiceFOLIO via the Data Import app

Retrieving the EDI invoice

Search for the EDI invoice by invoice number (remember to delete or add prefixes for a complete search) 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. Fund number for postage

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

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1. name
   
2. Payment method
3. Attach/upload the electronic copy of the invoice
4. Save & close
    

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Receiving linked line items

1. Click on the first invoice line
2. The invoice POL will appear and you will then click on the PO line number
   
3. This will take you to the POL in the "Orders app". In the upper right hand corner, click Actions--Receive

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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 POL following receiving guidelines  
6. Update Bibliographic Instance and Holdings records following guidelines

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1. FOLIO guidelines
   
   

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Completing the invoice  

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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)

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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 lock total amount in Voyager FOLIO to make sure they agree
4. Save and close the Voyager invoice
5. Date stamp and initial vendor's paper invoice
6. . Invoice totals should match as seen below:
   

Image Added

1. Change invoice status to "Reviewed"
2. The invoice will then be available for payment by Library Place the paper invoice in the regular folder for routing to Library Finance and Budget Office.