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Unit: Serials Management
Date last updated:
Date of next review: February 2023January 2024
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1. Begin in the Invoices app.
2. Search the vendor invoice number in the search box near the top of the lefthand pane.
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4. Enter information into the following fields: Invoice date, set status to Reviewed if you plan on submitting the invoice immediately after processing it, Bill to name.
NOTE: The Lock total box on your header is a feature that is used when loading EDI invoices; however, when paying a deposit account invoice, make sure to uncheck the Lock total box.
5. Enter any shipping and/or service charge information you might have under Adjustments. You will be entering these adjustments at the invoice level, rather than the invoice line level. You will be using the same funds for shipping (999) and service charge (515) as we did in Voyager. Under the Pro rate drop-down menu, always select Not prorated. Under the relation to total field, you almost always want to select In addition to. Make sure the Export to accounting box is checked.
NOTE: We will be using the same practice of not adding shipping costs or service charges to one-line invoices as we did in Voyager.
6. Under Vendor information, fill in the invoice number, and click Organization look-up to select the appropriate vendor.
NOTE: An Accounting code must be selected from the drop-down menu if the payment method is anything else besides credit card. 
No accounting code needs to be selected for credit card payments.
7. Under Extended information, select the invoice payment method. When creating a new invoice and you select your vendor name under “Organization look-up”, you will be seeing that the “Payment method” may sometimes be populated automatically. If it hasis, PLEASE LEAVE IT ALONE. When creating a new invoice and nothing populates when you add your vendor name you will only use “Physical check” or “Credit card”.
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Upload a copy of the invoice and any approval information by dragging them to the box under Links & documents or select or choose file.
9. Click Save & close at the bottom.
10. Select Actions ->Add line from POL under Invoice lines.
11. A pop-up will appear where you can search for an order line by title or PO#. After you've identified the order line, click the checkbox next to the PO# and click Save.
12. The Invoice lines field will now be populated with the title you just selected. Next, click on the invoice line.
13. Select Edit from the Actions drop-down menu.
14. On the Invoice line information edit screen, fill in the following information:
- Subscription info: P for print, E for electronic, P+E for both
- Subscription start and end dates if you'd like or...
- Comment: fill in volume or enumeration info in this field along with the year
- Sub-total: the cost of that particular line item (as stated above, if this is a single-line invoice, you will include shipping in this field similar to our practice in Voyager)
- Fund distribution and expense class
NOTE: Release encumbrance should be checked unless the amount on the invoice ends up being more than what was brought over from the POL. In other words, if there is no money leftover from the payment, there is nothing to release.
NOTE 2: For implementation, the POL's have migrated at $0. For FY22FY23, the release encumbrance box does not need to be checked at all. Accounting will use what is charged on FY22 invoices as a basis to create a commitment for FY23 and will be adding a percentage increase each year going forward.
15. Click Save & close.
16. If adding more invoice lines, repeat steps 10-15 for each item.
17. Double-check to make sure that the Calculated total amount matches the total on the invoice.
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