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Unit: Monographs Receiving
Date last updated: 03/2801/20222024
Date of next review: March 2023
Retrieving the EDI invoice
Receiving linked line items
Completing the invoice
2025
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A staff member in Acquisitions loads an EDI invoice file into FOLIO . After the load is completed, she/he prepares an information sheet, noting the vendor code, 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 after the invoice is uploaded for payment to the Library Finance and Budget Office.Anchor
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:
- Invoice date
- Status is "Open"
- Bill to location is set to LTS Acquisitions
- Calculated total amount matches the total of the invoice
- Lock total box is checked
- Adjustments are added for any shipping/postage and the fund is correct
- Invoice number (adding any leading zeros or letters when necessary)
- Vendor name
- Payment method
- Attach/upload the electronic copy of the invoice
- Save & close
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Receiving linked line items
- Click on the first invoice line
- The invoice POL will appear and you will then click on the PO line number
- This will take you to the POL in the "Orders app". In the upper right hand corner, click Actions--Receive
- Verify that the title received is an exact match with title ordered
- Receive the POL following receiving guidelines
- Update Instance and Holdings records following FOLIO guidelines
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- Compare paper invoice total with lock total amount in FOLIO to make sure they agree. Invoice information all totals should match as seen below:
- Change invoice status to "Reviewed"
- The invoice will then be available for payment by Library Finance and Budget Office
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