Scope: The document below outlines the procedure 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 FOLIO.
Contact: Lisa Maybury
Unit: Monographs Receiving
Date last updated: 03/28/2022
Date of next review: March 2023
Retrieving the EDI invoice
Receiving linked line items
Completing the invoice
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.
Retrieving the EDI invoice
Search for the EDI invoice by invoice number 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
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 appropriate folder for routing to Library Finance and Budget Office.