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Unit: Monographs Receiving, OKU Serials Receiving, and E-Resources & Serials Management

Date last updated: 05/0503/20232024

Date of next review: May 20242025

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When To Process a Credit

Essential Documentation Needed To Process a Credit

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1. Create an invoice in FOLIO
2. Fill in the following information
   
   • Invoice date: Credit memo date. If there is none, use today's date
   • Status: Change from "open" to "reviewed" when  you are ready for accounting to approve the credit
     
   • Bill to name: Select your appropriate dept.
     
   • Vendor invoice number: Credit memo invoice number. When using a blank credit memo use the invoice number the item was originally paid on, adding "CM" as a suffix, e.g 12345CM
   • Vendor name: LTS assigned vendor code
   • Payment method: "Physical check" unless paying with a P-card then select "credit card" from the drop-down menu
   • Export to accounting: This should be checked when payment method is "Physical check" DO NOT CHECK this when Payment method is "credit card"
   • Upload your invoice: Add your department name, date paid and your initials to the invoice first (Example: LTS RECEIVING - LM - 06/28/21)
   • Save & close
     
   • Scroll down to Invoice lines: Click "Actions" then "+ Add line from POL" ;  using the same POL and fund number that was used for the original payment
   • Add price proceeded with a minus sign (e.g. -25.00)
   • Save & close
     

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