INVOICE PROCESSING—COVID-19

PROCESSING INVOICES REMOTELY

The temporary guidelines below should be followed for processing invoices remotely:

For invoices that are emailed to us as pdf’s, or are readily available for download through their online customer portals (EBSCO,  Harrassowitz and Casalini)

Download the invoice, save it and process as you normally would in Voyager.

Using Adobe’s “Add Text” feature, Add to the invoice,  “LTS Receiving, the date, your initials and the Voucher Number”  Make it large enough so that it can be easily seen.

See the example below: 

After saving, attach the invoice and send to libacct@cornell.edu with the vendor name in the Subject line along with “Invoice” and the invoice number. For example “Amazon Invoice# 12345”.

If you’re paying an e-resource invoice that requires approval by Liisa or Jesse, you should send a copy of their email approving the invoice and send that as well.

For those of us with pcards, Library Accounting has informed us that we are allowed to bring them home. When making a pcard payment, we should follow the same guidelines. Save the receipt and edit it in Adobe using the add text feature to add “LTS Receiving, the date, your initials and the Voucher Number”. In the subject line, you should indicate that it was paid using pcard (ex. EBSCO Invoice# 1234 – paid with pcard). When prompted by central accounting to upload the receipt into the Pcard Portal, send the same file you sent to Accounting previously.