Scope: The document below outlines the procedures that LTS staff follow to process Electronic Data Interchange (EDI) invoices for Firm Orders. These invoices are supplied by CUL vendors and are bulk loaded into Voyager.
Contact: Lisa Maybury
Unit: Monographs Receiving
Date last reviewed: 03/02/15
Date of next review: March 2016
Retrieving the EDI invoice
Receiving linked (pending) line items
Receiving unlinked line items
Completing the invoice
A staff member in Acquisitions loads an EDI invoice file into Voyager. After the load is completed, she/he prepares an information sheet, noting the vendor code and the voucher number of the EDI invoice. This information sheet is stapled to the corresponding paper invoice when it arrives. It will travel with the paper invoice to Library Finance and Budget Office.
Retrieving the EDI invoice
- Invoice number (adding any leading zeros or letters when necessary)
- Voucher number
- Bill to location is set to Endowed Accounting
- Vendor code
- Fund number for postage
- Search for the EDI invoice by invoice number and verify that the following information is correct.
Receiving linked (pending) line items
- Maximize the display of the invoice record
- Highlight the first line item to receive
- Select MARC view to review the bibliographic record
- Verify that the title received is an exact match with title ordered
- Receive the line item following receiving guidelines
- Update Bibliographic and Holdings records following guidelines
Receiving unlinked line items
- Search the title for the unlinked line item in the Cataloging Module
- Go to the purchase order record and determine the purchase order number
- Go to the invoice record
- Highlight the unlinked line item
- Search by purchase order number
- Choose Re-link (the unlinked line will change to pending)
Completing the invoice
- Verify that the fund code has the current fiscal year; update if necessary
- Check status of each line item. If it is not received complete, follow steps B, 2-6 above
- Compare paper invoice total with total amount in Voyager to make sure they agree
- Save and close the Voyager invoice
- Date stamp and initial vendor's paper invoice
- Place the paper invoice in the regular folder for routing to Library Finance and Budget Office.