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Scope: Acquisitions staff use this procedure as a guideline for searching invoices and line items and displaying purchase order information, including the purchase order itself, from invoice line items.

Contact:
Lisa Maybury

 


 
Searching for a Particular Invoice Record  
Searching for Invoice Line Items  
Displaying the Purchase Order from an Invoice Line Item     
Displaying the Purchase Order(s) from an Invoice Record  



Searching for a Particular Invoice Record  

Voyager allows you to search for an invoice record using a variety of search keys. To search for an invoice in Acquisitions, click on the tool bar search icon (magnifying glass) and select Invoice. The Find Invoice window displays.

 

  1. Select a Search by term from the drop down menu. The following searches are offered:

     
    Search NameComments
    Invoice NumberThe vendor's invoice number is also the Voyager invoice number
    PO Number
    Vendor NameThe Vendor name of vendors loaded into Voyager from Notis is derived from the Notis Vendor Sort field
    Voucher NumberVoucher ID field
    Vendor Code
    Fund Name
    Ledger NameCUL has one ledger called CUL FY01
    StatusInvoice status; choose "Pending," "Approved," "Complete," or "Canceled" from drop down menu
    Status DateDate of the last invoice modification. Open the ellipsis and select a date using the calendar
    Bill to location
    Currency CodeOnly US$ in CUL
    Bibliographic InfoStandard Voyager search window appears
    Bib Record Number
    Expenditure DateDate of our Cornell check; will not appear unless we have input it
    Check NumberNumber of our Cornell check; will not appear unless we have input it
    Invoice NoteCase-insensitive search for information anywhere in the Invoice Note; choose condition keyword
    Line Item NoteCase-insensitive search for information anywhere in the Line Item Note; choose condition keyword
    Operator IDYour Voyager sign-on
    Create DateThe date the invoice was created; open the ellipsis and select a date using the calendar

     

  2. You can narrow or broaden your search by selecting an operator (AND, OR, NOT) in the Operator field and selecting from the search by list again on the next line.
  3. Click FIND to execute the search.
  4. Search Results window will display all invoices which matched your search. Window contains: Invoice Number, Vendor Name, Invoice Status, and Invoice Date.
  5. Highlight invoice(s) and double click or click OK to open. (Press Ctl-s to select more than one invoice.)


  Searching for Invoice Line Items

You can search for individual line items on an invoice of any status. This technique is useful for locating a particular line item on an invoice which has many line items.

  1. Search for and open an invoice.
  2. Select Search from Line Item menu.
  3. Find Invoice Line Items dialog box displays.
  4. You can search by:

     
    Search NameComments
    PO Number
    Fund Name
    Ledger Name
    Intended LocationChoose from drop down menu
    Line Item TypeChoose from drop down menu
    Invoice Line Item StatusChoose Invoiced or Invoice Pending from drop down menu
    Bibliographic InfoStandard Voyager Search window appears
    Bib Record Number
    Line Item NoteCase-insensitive search for information anywhere in the Line Item Note; choose condition keyword

     

  5. You can narrow or broaden your search by selecting an operator (AND, OR, NOT) in the Operator field and selecting from the search by list again on the next line.
  6. Click FIND to execute the search.
  7. The text of the line item which is found by the search will change to a bright pink color.


  Displaying the Purchase Order from an Invoice Line Item

You can display the purchase order for an invoice line item directly from that invoice line item.

  1. Arrow to invoice line item.
  2. Tab to Order Number field.
  3. Open ellipsis (F4) and you will be taken to the related purchase order.
  4. Open the Windows drop down menu (type ALT-w), arrow down to the Invoice <no.> and click to return to the Invoice.

 


Displaying the Purchase Order(s) from an Invoice Record

You can display the purchase order or orders for all records which are on an invoice record through use of the Invoice menu.

  1. Open the Invoice menu on the Menu bar.
  2. Select Related ?
  3. A box labeled "Information related to Invoice: [number]" opens. The numbers of all purchase orders which are associated with this invoice are displayed in the box.
  4. Open the ellipsis next to the purchase order number to view the purchase order. Return to the invoice by selecting the invoice under the Windows menu.


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