Page History

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Unit: Monographs Receiving

Date last reviewed:08/0801/20232025

Date of next review:  August 20242026

Due to accelerated efforts to get material into patron hands more quickly, and to discover different and more innovative ways of ordering, resulting in the increased usage of procurement cards, prepayments have become an effective way of doing business.

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Identification Identification at Point of Order
Identification after Order is Sent to Vendor
Processing Prepayment (non-P-card)
Processing Prepayment Using a Procurement Card

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A. Identification at Point of Order:

1. You will be advised In response to our order, you will receive an e-mail or phone call notifying us that prepayment is necessary before a purchase order is createdor you will receive a proforma invoice by fax or mail.

2. If you have an invoice, use it. If you cannot obtain one, get the postage charge from the vendor and add that amount to the "Cost details" accordion under "additional cost" in the purchase order. After the purchase order is approved, use the printed copy of the purchase order for your invoice, write on the top "use as invoice", assign a CUL invoice number following unit instructions and use this copy as your invoice.

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4. In the purchase order (or the header as we refer to it) you will "Add note" Prepayment enclosed.

B. Identification after Order is Sent to Vendor:

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In response to our order, you will receive an e-mail or phone call notifying us that prepayment is necessary or you will receive a proforma invoice by fax or mail. C B. Processing Prepayment (non-P-card)

1. Follow normal procedure for paying an invoice. In the "Item details" accordion in the "Internal note" box type "PREPAID"

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D C. Processing Prepayment Using a Procurement Card

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